Project Performance Work: Data, Information, and Reports

PMBOK v8 Definition

Project Performance Work refers to the execution of planned activities to achieve project objectives, which includes reviewing the impact of all project changes and implementing approved changes, including corrective actions, preventive actions, and defect remediation. During project execution, work performance data is collected and communicated to applicable controlling processes for analysis, producing work performance information that provides details about the completion status of deliverables and other relevant project performance details. This process belongs to the Executing Process Group and the Project Performance Domain.

Why It Matters for the Exam

The PMI exam frequently tests your ability to distinguish between the three levels of performance measurement: work performance data, work performance information, and work performance reports. Questions often present a scenario where you must identify which type of performance output is being produced or used at a specific point in the project. Expect these concepts in situational questions about monitoring and controlling, variance analysis, and decision-making processes.

Key Points to Remember (for the exam)

• Three Distinct Levels:

  • Work Performance Data: Raw observations and measurements collected during execution (e.g., actual hours worked, percent complete)
  • Work Performance Information: Analyzed data compared to planned performance, producing performance measures and variance analysis
  • Work Performance Reports: Physical or electronic representations of compiled work performance information intended to generate decisions, actions, or awareness

• Main Input to Controlling Processes: Work performance data is collected and communicated to applicable controlling processes for analysis

• Main Output from Analysis: Work performance information provides a sound foundation for making project decisions

• Key Purpose: Ensure the project is on track to meet expectations by measuring and analyzing project performance at regular intervals, appropriate events, or when exceptional conditions occur

• Variance Thresholds: Comparing actual performance to variance thresholds in the project management plan indicates if preventive or corrective action is required

• Feedback Loop: Work performance data serves as feedback for lessons learned to improve the performance of future work packages

• Quality Management Relevance: Quality management is relevant during project execution, with two ways quality should be addressed in a project

Typical PMI Exam Example

A project manager notices that actual costs are exceeding planned costs by 8%. The project management plan specifies a variance threshold of 5%. The project manager compares the raw cost data (work performance data) against the plan, producing cost variance information (work performance information). This analysis indicates that preventive or corrective action is required because the variance exceeds the established threshold.

PMI Exam Traps

• Trap: Confusing work performance data with work performance information

  • Reality: Data is raw measurements collected during execution; information is data that has been analyzed and compared to the plan

• Trap: Thinking work performance reports are the same as work performance information

  • Reality: Reports are the physical or electronic representations of compiled information, designed to generate decisions or awareness

• Trap: Assuming corrective actions are implemented without stakeholder agreement

  • Reality: Corrective actions must be negotiated and agreed upon by appropriate stakeholders before implementation

• Trap: Believing variance analysis only looks at cost or schedule

  • Reality: Variance analysis includes assessing trends, evaluating alternatives, and recommending course corrections across multiple performance dimensions

Important PMI Connections

Quick Review Questions

1. During project execution, what type of performance output is collected and communicated to controlling processes for analysis?

2. A project manager has analyzed raw performance data and produced cost variance percentages. What type of performance output has been created?

3. When comparing actual performance to variance thresholds, what does exceeding the threshold indicate?

4. What is the key benefit of the Monitoring and Controlling Focus Area related to project performance?

5. What must happen with corrective actions before they can be implemented?

PMBOK v8 Reference

Section 2.2.3 – Policies, Processes, and Procedures (related context) Section 2.4 – Monitoring and Controlling Focus Area Figure 2-6 – Manage Project Execution Inputs, Tools and Techniques, and Outputs