A project progress report has two main functions:

  1. Tell project stakeholders what has been accomplished and what else needs to be accomplished to finish a project
  2. Alert leaders and executives, especially project sponsors, to project needs and issues

In addition project progress reports provide documentation in case of legal problems with the project.

Project stakeholders are any personnel who have a stake in the project, and they should have been identified at the beginning of the project and designated in the project charter. Project stakeholders always include the project sponsor or sponsors, any other leaders or executives with a stake in the project, and the project team members. Since the project sponsor is responsible for funding the project, he or she needs to know about the issues and risks, what is being done to solve or mitigate them, and what he or she may need to do to solve or mitigate them. Stakeholders may also include personnel from other domains or areas whose work may be affected by the progress of the results of the project.


On a project to create a new software program, the project sponsor is the CIO of a company who has promised the new software to the sales team of the same company to help them keep track of their sales. The leader of the finance department is also a stakeholder because the new software would change how his department communicates with the sales department. So the project progress report will be distributed to the CIO and may also be distributed to leaders in the sales and finance departments. Or the CIO may take parts of the project progress report and give his own report to the sales and finance departments.