Work Performance Data Vs Information Vs Reports – The Key Differences

Work performance data Vs work performance information Vs work performance reports are often confusing terminology while preparing for PMP exam.  In this post, we will try to look closely to clarify these ambiguities and make these concepts simpler.

First and foremost in the very simple language data is always in the raw format.

On the other hand, the processed form of raw data is information. The collected raw data analyzed and integrated to build information.

Eventually, reports are always there to address stakeholder’s needs.

Next, let us now understand how we can relate this to the work performance data, work performance information and work performance reports.

Work Performance Data

Eventually one of the primary responsibilities of the project manager is to ensure that the project is running smoothly and fulfill the stakeholder expectations.

In order to achieve this, while the project staff is working on the activities, project manager periodically collects the data, related to project activities such as the status of the activities, risks, defects, start date and end date of an activity, etc…

And these project related data points collectively referred as work performance data.

As mentioned above, all these data points are in the raw format. Moreover, the data by itself is not in an overly useful form.

Work Performance Information

The collected project performance data analyzed and integrated based on the relationships across the areas.

While the work performance data is in the raw format, work performance information will be in the understandable form.

The status of the deliverables, forecast of estimates to complete, etc… are some of the examples of work performance information.

Work Performance Reports

The work performance information will be provided as input into project documents to produce work performance reports.

How work performance data/information/reports used across process groups/knowledge areas

Now let us understand how we use work performance data, work performance information and work performance reports as inputs/outputs across processes in the process framework.

During executing process group, the project manager collects the work performance data. Hence, work performance data is an output of the processes in executing process group.

After that work performance data will be provided as input to Monitoring and controlling process group to compare actual versus baseline data points to build work performance information.

For instance for example actual schedule vs baseline schedule to find out schedule variance…

Hence, Work performance data is an input to monitoring and controlling process group. On the other hand, work performance information is an output to monitoring and controlling process group.

On the other hand, work performance report is the visual representation of work performance information you have collected. Using the communications knowledge area, the work performance reports communicates to stakeholders.

Detailed Data Flow – Work Performance Data, Information & Reports

1. Firstly, work performance data is an output of the Direct and manage project work.
2. Integration management knowledge area has two monitoring and controlling processes.  They are, monitor and control project work and perform integrated change control processes. Both these processes will not take work performance data as input. Work performance data is an input to all other monitoring & controlling processes mentioned below in all knowledge areas except Integration management.
   • Validate Scope (Project Scope Management)
   • Control Scope (Project Scope Management)
   • Control Schedule (Project Time Management)
   • Control Costs (Project Cost Management)
   • Control Quality (Project Quality Management)
   • Control Communications (Project Communication Management)
   • Control Risks (Project Risk Management)
   • Control Procurements (Project Procurement Management)
   • Control Stakeholder Engagement (Project Stakeholder Management)

3. Work performance information is an output of the following processes:
   • Validate Scope
   • Control Scope
   • Control Schedule
   • Control Costs
   • Control Quality
   • Control Communications
   • Control Risks
   • Control Procurements
   • Control Stakeholder Engagement
4. Work performance information is an input of the Monitor and Control Project Work process.
5. Work performance reports are an output of the Monitor and Control Project Work process.
6. Work performance reports are an input to the following processes:
   • Manage Project Team
   • Manage Communications
   • Perform Integrated Change Control
   • Control Risks
   • Control Procurement

Conclusion

In conclusion, the work performance data is nothing but, the performance data points of the project that that project manager collects during the execution process group.

On the other hand, comparing the baseline project performance data, against the current (actual) project performance data will output the work performance information.

Eventually several project documents use this work performance information to produce work performance reports. Furthermore, the prime purpose of using the work performance reports is to address different stakeholder needs or concerns.