---
artifact_id: A17
name: Performance Reporting Record
example_version: "1.0.0"
status: "Example · Active"
scenario: "Meridian CRM Modernization — Nexus Solutions Ltd. (fictional, anonymized)"
---

## [A17] — Performance Reporting Record | Example

> **Example notice:** This file contains a realistic but entirely fictional example of a completed Performance Reporting Record. All project names, organizations, people, and data are fabricated for illustration purposes only. This is not a real project record. Use this file as a reference when completing the blank template.

---

## 1. Report Identification

| Field | Value |
|---|---|
| Project Name | Meridian CRM Modernization |
| Project ID | NXS-2026-CRM-001 |
| Report Reference | PR-2026-09 |
| Report Title | Monthly Performance Report — September 2026 |
| Reporting Period | 1 September 2026 — 30 September 2026 |
| Report Date | 3 October 2026 |
| Prepared By | Jordan Patel, Project Manager |
| Distribution | Alex Rivera (Sponsor), Steering Committee, PMO, IT Operations Lead, DataPath Consulting PM |
| Project Phase | Phase 2 — Build & Configure (Final month) |

---

## 2. Overall Project Status

| Status Area | RAG Status | One-Line Summary |
|---|---|---|
| **Overall** | 🟡 AMBER | Cost pressure from ERP integration overrun; schedule on track |
| Schedule | 🟢 GREEN | Phase 2 complete on plan; M5 achieved 30 September 2026 |
| Cost | 🟡 AMBER | CPI 0.97 — €52k ERP overrun; €40k contingency drawn; under active review |
| Scope | 🟢 GREEN | All Phase 2 scope delivered; no approved scope changes outstanding |
| Risk | 🟡 AMBER | Data migration risk elevated; GDPR review timeline confirmed |
| Stakeholder Engagement | 🟢 GREEN | Sales and Support champions engaged; Phase 3 onboarding scheduled |
| Quality | 🟢 GREEN | UAT entered with 98% test case pass rate; 3 minor defects in resolution |
| Resources | 🟢 GREEN | Full team available; DataPath contract extension under negotiation |

**Overall RAG Rationale:** The project delivers Phase 2 on schedule with all planned scope, which is a strong result. However, the cost overrun on ERP integration (€52k above plan) has pushed the CPI to 0.97 and created an AMBER cost signal. The data migration risk, which has increased in probability following the legacy data quality assessment, warrants continued AMBER risk status. No RED signals across any dimension.

---

## 3. Earned Value Management Summary

| EVM Metric | Formula | Value | Status |
|---|---|---|---|
| Budget at Completion (BAC) | Authorized total | €2,400,000 | — |
| Performance Measurement Baseline (PMB) | BAC – Management Reserve | €2,340,000 | — |
| Planned Value (PV) | Per baseline S-curve at 30 Sep 2026 | €1,000,000 | — |
| Earned Value (EV) | Work completed, baseline value | €880,000 | — |
| Actual Cost (AC) | Actual spend to date | €892,000 | — |
| Schedule Variance (SV = EV – PV) | | –€120,000 | Note: reflects EV recognition timing |
| Cost Variance (CV = EV – AC) | | –€12,000 | Overrun |
| Schedule Performance Index (SPI = EV/PV) | | 0.99 | 🟢 GREEN |
| Cost Performance Index (CPI = EV/AC) | | 0.97 | 🟡 AMBER |
| Estimate to Complete (ETC) | (BAC – EV) / CPI | €1,505,155 | |
| Estimate at Completion (EAC) | AC + ETC | €2,397,155 | 🟢 Within BAC |
| Variance at Completion (VAC = BAC – EAC) | | +€2,845 | Marginally positive |
| To-Complete Performance Index (TCPI) | (BAC – EV) / (BAC – AC) | 1.01 | Achievable |

**EVM Notes:**
- SV of –€120k reflects milestone-based EV recognition timing. M5 (Phase 2 Build Complete) achieved on plan, but formal UAT sign-off document not yet countersigned — EV release of €120k pending (expected 15 Oct 2026). This is an accounting timing difference, not a schedule performance issue.
- CPI of 0.97 reflects the ERP integration cost overrun (€52k). €40k drawn from contingency reserve. See Issue LOG-003 for details.
- EAC under conservative CPI-maintained scenario: €2,473k — PM is targeting corrective actions in Phase 3 to recover to approximately €2,420k.

---

## 4. Schedule Status

**Status: GREEN — Phase 2 delivered on plan.**

| Milestone | Planned Date | Actual/Forecast Date | Variance | Status |
|---|---|---|---|---|
| M1 — Project Kick-Off | 5 Jan 2026 | 5 Jan 2026 | 0 days | ✅ Complete |
| M2 — Discovery Complete | 13 Mar 2026 | 13 Mar 2026 | 0 days | ✅ Complete |
| M3 — Platform Provisioned | 17 Apr 2026 | 22 Apr 2026 | +5 days | ✅ Complete (minor delay recovered) |
| M4 — Sprint 6 Core Config Complete | 26 Jun 2026 | 26 Jun 2026 | 0 days | ✅ Complete |
| M5 — Phase 2 Build Complete / UAT Ready | 30 Sep 2026 | 30 Sep 2026 | 0 days | ✅ Complete |
| M6 — Full Data Migration Dry Run | 28 Nov 2026 | 28 Nov 2026 | 0 days | 🔵 On track |
| M7 — Training Complete | 31 Mar 2027 | 31 Mar 2027 | 0 days | 🔵 On track |
| M8 — Go-Live | 7 Apr 2027 | 7 Apr 2027 | 0 days | 🔵 On track |
| M9 — Project Closed | 30 Jun 2027 | 30 Jun 2027 | 0 days | 🔵 On track |

**Sprint summary (Phase 2):**

| Sprint | Planned Points | Delivered Points | Velocity % |
|---|---|---|---|
| Sprint 1 (Apr) | 42 | 38 | 90% |
| Sprint 2 (Apr–May) | 42 | 40 | 95% |
| Sprint 3 (May) | 42 | 36 | 86% |
| Sprint 4 (May–Jun) | 42 | 42 | 100% |
| Sprint 5 (Jun) | 42 | 40 | 95% |
| Sprint 6 (Jun–Jul) | 42 | 42 | 100% |
| Sprint 7 (Aug) | 40 | 34 | 85% |
| Sprint 8 (Sep) | 40 | 38 | 95% |
| **Phase 2 Total** | **332** | **310** | **93%** |

*Sprint velocity averaged 93% vs. planned 85% buffer assumption — schedule remains on track despite ERP scope uplift.*

---

## 5. Cost Status

**Status: AMBER — CPI 0.97; ERP integration overrun under active management.**

**Period spend (September 2026):**

| Category | Plan (Sep) | Actual (Sep) | Variance |
|---|---|---|---|
| Implementation Services (DataPath) | €115,000 | €129,000 | –€14,000 |
| Infrastructure/Hosting | €12,000 | €11,500 | +€500 |
| Internal Labour | €25,000 | €23,000 | +€2,000 |
| Training Materials (development) | €8,000 | €7,200 | +€800 |
| **September Total** | **€160,000** | **€170,700** | **–€10,700** |

**Cumulative cost position:**

| Category | Baseline to Date | Actual to Date | Variance |
|---|---|---|---|
| Implementation Services | €570,000 | €622,000 | –€52,000 |
| Platform License | €240,000 | €240,000 | €0 |
| Data Migration | €0 | €0 | €0 (Phase 3) |
| Infrastructure/Hosting | €35,000 | €33,500 | +€1,500 |
| Internal Labour | €115,000 | €110,500 | +€4,500 |
| Training | €0 | €0 | €0 (Phase 3) |
| Contingency Reserve Used | €0 | €40,000 | –€40,000 |
| **Total Cumulative** | **€960,000** | **€1,046,000** | **–€86,000** |

*Note: Baseline to date includes contingency reserve allocation of €40k (CR-01 approved Aug 2026). Net overrun against PMB = €46k; CPI 0.97 against PMB spend.*

---

## 6. Scope Status

**Status: GREEN — All Phase 2 scope delivered.**

All 22 Phase 2 work packages completed and signed off. Key deliverables confirmed complete:

| Deliverable | Status | Sign-Off |
|---|---|---|
| Cloud platform configured (all modules) | ✅ Complete | DataPath PM + IT Ops Lead (28 Sep 2026) |
| ERP integration built and tested | ✅ Complete | Architecture review board (22 Sep 2026) |
| Custom reporting suite (14 reports) | ✅ Complete | Sales Director sign-off (29 Sep 2026) |
| UAT test pack executed (Phase 2) | ✅ Complete | 98% pass rate; 3 minor defects in remediation |
| UAT formal sign-off document | 🔵 In progress | Expected countersignature 15 Oct 2026 |

**Change requests this period:** 0 new; 0 pending.

---

## 7. Risk Status

**Status: AMBER — Data migration risk elevated; overall risk profile manageable.**

Summary of top risks (full register: see A19):

| Risk ID | Risk Title | Probability | Impact | Current Score | Trend | Response |
|---|---|---|---|---|---|---|
| R-001 | Data quality issues in legacy CRM | HIGH | HIGH | 16/25 | ↑ Increasing | Data quality audit commencing Oct 2026 |
| R-002 | User adoption resistance — Sales team | MEDIUM | HIGH | 12/25 | → Stable | Change champion network active |
| R-003 | Vendor platform performance at scale | MEDIUM | MEDIUM | 9/25 | ↓ Decreasing | Performance testing completed Sep 2026 — passed |
| R-004 | GDPR compliance gap | LOW | HIGH | 8/25 | → Stable | Legal review confirmed Oct 2026 |
| R-005 | Key contractor unavailability (Phase 3) | MEDIUM | MEDIUM | 9/25 | → Stable | DataPath contract extension negotiation in progress |
| R-006 | ERP integration complexity | HIGH | HIGH | 16/25 | ↓ Resolved | Architecture review complete; scope adjusted; cost realised |
| R-007 | Budget overrun (ERP integration) | REALIZED | MEDIUM | Realized | → Managed | €40k contingency drawn; €12k under review; Phase 3 efficiency plan initiated |
| R-008 | Executive sponsor change | LOW | CRITICAL | 8/25 | → Stable | Escalation plan documented |

**Risk highlights this period:**
- R-001 elevated to HIGH/HIGH following initial data profiling report (Sep 2026). Legacy CRM data has higher duplication and incomplete field rates than estimated. Data quality remediation added to Phase 3 plan.
- R-003 (vendor performance) risk closed — performance testing in September demonstrated acceptable response times at 120% of projected user load. Closed as tolerated.
- R-006 (ERP integration) moved to REALIZED — cost absorbed via contingency and cost review. Architecture review completed and signed off.

---

## 8. Key Accomplishments — September 2026

1. **Phase 2 Build & Configure delivered on plan (M5 achieved).** All 22 Phase 2 work packages completed and signed off. Sprint 8 delivered 38 of 40 planned story points (95% velocity). Phase 2 represents the most complex delivery phase, and completion on the planned date is a significant programme milestone.

2. **ERP integration completed and architecture review signed off.** The ERP integration (WP2.13–2.16) — the highest-risk work package in Phase 2 — was completed following an architecture review board sign-off on 22 September. Despite a €52k cost overrun, the solution is technically sound and meets the defined acceptance criteria.

3. **UAT commenced with 98% initial pass rate.** The Phase 2 UAT pack (312 test cases) was executed across the final two weeks of September. 306 of 312 test cases passed. The 6 defects raised: 3 already resolved; 3 minor defects in remediation (target: 10 Oct 2026). This is well within the defined UAT threshold.

4. **Cloud platform performance testing passed at 120% load.** Independent performance testing (simulating 340 concurrent users against a planned 280 peak) returned acceptable response times across all critical user journeys. This closes Risk R-003 and provides confidence for go-live planning.

---

## 9. Issues and Concerns

| Issue ID | Title | Severity | Raised | Owner | Status |
|---|---|---|---|---|---|
| LOG-003 | ERP integration cost overrun — €52k above baseline | AMBER | 5 Aug 2026 | Jordan Patel | Open — Phase 3 efficiency review in progress |
| LOG-007 | Data quality in legacy CRM worse than assessed | AMBER | 25 Sep 2026 | Jordan Patel / Data Migration Lead | Open — data audit scoped for Oct 2026 |
| LOG-008 | DataPath contract expiry 31 Mar 2027 — renewal needed for Phase 4 coverage | AMBER | 30 Sep 2026 | Jordan Patel / Procurement | Open — renewal terms being drafted |

**Issue LOG-003 detail:** The ERP integration scope (WP2.13–2.16) required additional architecture analysis and API build days not captured in the original estimate. Total overrun: €52k. Mitigation: €40k drawn from contingency reserve (CR-01, August 2026). Remaining €12k is being offset through Phase 3 efficiency measures and reduced DataPath day rate for sprint ceremonies. The PM has confirmed that, if Phase 3 delivers at or above planned efficiency, the final EAC will remain within BAC. A revised cost forecast will be presented at the Phase 3 kick-off meeting (14 October 2026).

**Issue LOG-007 detail:** Data profiling conducted in the final week of Phase 2 revealed that legacy CRM data has approximately 23% duplicate contact records and approximately 12% of account records with incomplete mandatory fields. This is higher than the 10% duplication and 5% incomplete rate assumed in the data migration strategy. A data quality remediation workstream has been scoped and added to the Phase 3 plan. This adds an estimated 3 weeks of effort to the data migration track. PM is assessing schedule impact — currently within float; data migration team have flexibility. Risk R-001 elevated.

---

## 10. Decisions Required from Sponsor

| # | Decision Required | Context | Response Needed By |
|---|---|---|---|
| D-001 | Approval of Phase 3 Kick-Off and revised cost forecast | Phase 2 complete. PM will present updated EAC and Phase 3 plan at kick-off meeting 14 Oct 2026. Sponsor sign-off required to formally open Phase 3. | 14 October 2026 |
| D-002 | Guidance on data quality remediation approach — dedicated resource or phased fix | LOG-007 data quality issue requires a decision on whether to allocate a dedicated resource (DataPath) or have internal IT Operations conduct the remediation over a longer period. Cost and schedule implications differ. PM recommendation: dedicated DataPath resource (estimated €25k additional, within remaining contingency). | 14 October 2026 |

---

## 11. Next Period Forecast (October 2026)

**Phase 3 — Migration & Training commences**

| Planned Activity | Owner | Target Date |
|---|---|---|
| Phase 3 Kick-Off meeting and sponsor approval (D-001) | Jordan Patel | 14 Oct 2026 |
| UAT formal sign-off countersigned (3 minor defects resolved) | DataPath PM / IT Ops | 15 Oct 2026 |
| Data quality audit — legacy CRM profiling report finalised | Data Migration Lead | 22 Oct 2026 |
| Data cleanse and transformation planning (WP3.1) commences | Data Migration Lead | 14 Oct 2026 |
| Legal/Privacy review scoping meeting — GDPR track | Jordan Patel / Legal | 20 Oct 2026 |
| DataPath contract renewal terms submitted to Procurement | Jordan Patel | 21 Oct 2026 |
| Phase 3 cost forecast and efficiency plan presented | Jordan Patel | 14 Oct 2026 |

**Planned Value (October 2026):** €120,000 (per baseline S-curve)

---

## 12. Report Prepared By

| Role | Name | Date |
|---|---|---|
| Project Manager | Jordan Patel | 3 October 2026 |
| Reviewed By (PMO) | Sandra Kowalski | 4 October 2026 |
| Distributed To | Alex Rivera, Steering Committee, Distribution List | 4 October 2026 |

---

*Example for: Performance Reporting Record*
*Scenario: Meridian CRM Modernization — Nexus Solutions Ltd. (fictional)*
*See template file: artifacts/monitoring-and-decisions/A17-performance-reporting-record-template.md*
*See definition file: artifacts/monitoring-and-decisions/A17-performance-reporting-record-definition.md*
