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LG13 Business Report Formats and Preparation

LG13 JSS -DM305 Lead Generation-BL01M05-Day13-25Nov20 D13 Day13 WED

Module 5: Lead Generation Business reporting Module 5: Lead Generation Business reporting - ADV


- Reports for Senior Management

- Dashboard and Snapshot

- Detailed Project Report

- Stakeholder Management

- Blueprint of Report

Teacher’s note: this doc is modified for students for MBA for learning and understanding and for Learning purpose.

Detailed Project Reports (DPRs) are the outputs of planning and design phase of a project. DPR is a very detailed and elaborate plan for a project indicating overall programme, different roles and responsibilities, activities and resources required for the project.

A DPR is a final, detailed appraisal report on the project and a blue print for its execution and eventual operation. It provide details of the basic programme the roles and responsibilities, all the activities to be carried out and the resources required and possible risk with recommended measure to counter them.

The success of project is measured on the basis of:-

  • Whether the project was completed on time.

  • Whether actual cost of project was within reasonable limits of escalation.

  • Whether after completion of the project it was able to deliver the products of desired quality and in adequate quantity to clients satisfaction at profitable costs.

  • Whether the project gestation period was within planned duration.

The design stage is a blue print which on paper gives a great length and detail what has to be done to convert the corporate investment in a feasible project idea and ultimately a profit making enterprise.

The top management policy guidelines, its impact on the project life, appraisal in terms of financial viability are dealt in great detail. The DPR is the basic of specification, contract drawings, detailed technical feasibility, financial feasibility, execution of project from practical point of view.

What is Project Blueprint?

The purpose of the Project Blueprint document is to provide key stakeholders with the information necessary to authorise the start of the project. In addition it provides an approved baseline from which the project progress can be formally monitored. The document is version controlled.

How to create a successful project management plan

  1. Step 1: Set up a meeting with the project stakeholders. ...

  2. Step 2: Set goals and define project success. ...

  3. Step 3: Define project roles and responsibilities. ...

  4. Step 4: Develop a project schedule and cost estimates. ...

  5. Step 5: Present your plan to the stakeholders.

The DPR should also highlight the nature of inherent risks in the project & potential external risks that will influence the outcome of the project. Also the DPR should give the measures for risk management and risk mitigation.

The main sub-division in a DPR is:-

  • General Information of the project.

  • Background and the experience of the project promoters.

  • Details and working result of industrial concerns already owned and promoted by the project promoters.

  • Details of the proposed project:-

  1. Project outlay and capacity

  2. Business process adopted

  3. Technical knowhow/ tie-ups.

  4. Management teams for the project.

  5. Details of land, buildings and plant and machinery.

  6. Details of infrastructural facilities (power, water supply, transport facilities etc.)

  7. Data Sources and Management

  8. Sourcing and planning of manpower

  • Schedule of implement of the project.

  • Project cost.

  • Means of financial projects.

  • Working capital requirement/arrangements made.

  • Marketing and selling arrangement made.

  • Profitability and cash flow estimates.

  • statutory permissions and requirements

Preparation of DPR

The preparation of DPR requires wide variety of expertise. A number of decisions are mutually related. For example: requirement and training plan is dependent on the nature of the technology, availability in the general employment market in the region, need for foreign collaboration and training, extent of specialised plant and equipment supplied from abroad etc.

Financials requirements are dependent on the time schedule for the implementation of the project. The nature of issue to be included in the commercial terms and conditions depend on the extent of the spread of the contractors. If only local and regional parties are in picture, the scope and jurisdiction for disputes gets restricted.

Steps of preparation of DPR:

(a) the report should be with sufficient details to indicate the possible fate of the project when implemented.

(b) the report should meet the questions raised during the project appraisals, i.e. the various types of analyses—be it financial, economic, technical, social etc.—should also be taken care of in the DPR.

The special report indicates:

a. Expected volume of the market and its growth;

b. Expected volume of the market share;

c. The possible marketing channels and the need for the specific background of the dealers;

d. The dealers’ expectation about their commission, discounts etc.;

e. The credit period to be extended to the dealers, major customers etc., the prevailing market trend in this area;

f. The requirement of service after sales;

g. The behaviourial pattern of the ultimate customers

Evaluation of DPR:

  • What are the sources of critical data & information that have form the basic premises of the DPR, like demand, capital cost, input cost etc?

  • The extent to which the strategic plan of top management have been reflected in the design and the repair?

  • What were the various alternative considered, and the methodology followed for choosing one among them?

  • The extent to which the design fulfils all applicable statutory requirements and regulations, both currently in force and those may be foreseen?

  • Identification of potential problems, bottlenecks and/or major risks involved in the project.

  • Degree of detailing.

  • Influence of complementary/ completing projects.

  • Scope for future expansion/modification/adaptation to new technologies and so on.

DPR Format

1. Decide the Objective

What is the purpose of the describe, explain, recommend, or persuade

2. Understand Your Audience

Writing a formal annual report for your stakeholders is very different from a financial review. Tailor your language, use of data, and supporting graphics to the audience.

It is also useful to consider the personal communication style of the reader

3. Report Format and Type

Before you start, check the report format and type

4. Gather the Facts and Data

Including engaging facts and data will solidify your argument. Start with your collaborative project site and work out as needed.

5. Structure the Report

A report typically has four elements:

· Executive Summary. Your report will begin with the summary, which is written once the report is finished. As the first item the reader encounters, this is the most important section of the document. They will likely use the summary to decide how much of the report they need to read so make it count!

· Introduction: Provide a context for the report and outline the structure of the contents. Identify the scope of the report and any particular methodologies used

· Body: It’s now time to put your writing skills to work! This is the longest section of the report and should present background details, analysis, discussions, and recommendations for consideration. Draw upon data and supporting graphics to support your position

· Conclusion: Bring together the various elements of the report in a clear and concise manner. Identify the next steps and any actions that your reader needs to take.


Lakshminarasimman V Rao | 305 LEAD GENERATION |Digital Marketing| Study notes | Study Material | MBA | Corporate Neeti Consulting | Mysuru

All data above is a combination of data from Internet, purpose of this doc is for research and education only and responses received from Class students and interaction.

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