Project Debrief Report
- Riam Alexander
- Sue Rocha
A Project Debrief Report is a comprehensive document created after the completion of a project. Its purpose is to review and evaluate the project from start to finish, capturing lessons learned, successes, challenges, and areas for improvement. It is typically prepared by the project manager and superintendent and presented to the operations team. It is used by estimators, business development, and pursuit teams to inform future projects.
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Debrief Report Permissions
| CREATE/ SUBMIT Project Debrief Report | EDIT Project Debrief Report | VIEW Project Debrief Report | Download Project Debrief Report | COMMENT Project Debrief Report
| APPROVAL WORKFLOW for Project Debrief Report | ADD SIGNATURE |
Project Coordinator | NO | NO | YES | YES | N/A | N/A | N/A |
Safety | NO | NO | YES | YES | N/A | N/A | N/A |
Site Accountant 1 | NO | NO | YES | YES | N/A | N/A | N/A |
Site Accountant | NO | NO | YES | YES | N/A | N/A | N/A |
Superintendent 1 | YES | YES | YES | YES | N/A | N/A | N/A |
Superintendent | YES | YES | YES | YES | N/A | N/A | N/A |
APM | NO | YES | YES | YES | N/A | N/A | N/A |
PM - JV | YES | YES | YES | YES | N/A | N/A | N/A |
PM/CM | YES | YES | YES | YES | N/A | N/A | N/A |
Estimator | NO | NO | YES | YES | N/A | N/A | N/A |
Lead Estimator | NO | NO | YES | YES | N/A | N/A | N/A |
Ops Manager/ Sector VP | YES | YES | YES | YES | N/A | YES | N/A |
Area Manager | YES | YES | YES | YES | N/A | N/A | N/A |
Create New Project Debrief Report
The Project Manager of Record and Superintendent of Record on a project will automatically have default access to start the Project Debrief Report.
Navigate to the Reports & Analytics > Project Reports.
Click the Create New button to begin a new Project Debrief report.
Select Project Debrief from the drop down list.
Click the Start button to continue.
A new Project Debrief Setup pop-up will be displayed.
Fill in the following mandatory fields:
Construction Start Date: The start date is auto-populated from the project profile.
Construction End Date: The is the cut-off date for loading project data into the auto-populated fields of the Debrief report.
Meeting Date: This is the scheduled date for the upcoming Project Debrief meeting, where the Project Manager will present the Debrief report to the operations group.
Click Create Report.
Tooltips
Throughout the Project Debrief report, you will find tooltips that offer additional information about particular fields. Hover over the tooltip to display further details.
Edit Report Information
When a the Project Debrief report is in draft status, it is possible to modify the date. Note that changing the date will override existing data with the new auto-populated data based on the selected date. To confirm the change, a pop-up will be displayed.
Select Edit Report Information.
Click, YES, CHANGE DATES.
Auto-Populated Data
Auto-populated data is pre-loaded according to the effective date. This data will appear with a blue background. In the top right corner of the section, you will find the data source and its date.
Override Auto-populated Data
Auto-populated are blue highlighted fields and are editable with the exception of project information (Read-only). When a value has been overridden, a blue dot will appear next to the modified entry. Hovering over the blue dot, the original value and its data source will be displayed for your reference.
Note: If reports are not selected in the Project Settings of the Project Profile, the sections that enable auto-populated data will not show up in the report(s). Make sure to flag reports in the Project Settings if they will be utilized on the project.
Carry Forward Data
Yellow fields indicate that data has been carried over from the previous report, and you have the option to modify it. The yellow-colored background will disappear once you make changes to the carried-forward data.
Progress Bar and Section Completion Status
A progress bar will appear at the top left corner of the sidebar. It indicates the completion percentage of the report based on the total mandatory fields that have been filled in. When all mandatory fields are entered, the progress bar will reach 100%.
To quickly check the completion status of each section, you can look at the circle indicator next to the sections in the sidebar:
An empty circle means the section is 'Incomplete.'
A half circle indicates that the section is 'In Progress.'
A green circle or green checkmark means the section is 'Complete.'
Document Navigation
In the Project Debrief report, you'll find buttons at the bottom of each section. These buttons let you either go back to the previous section or move forward to the next one.
Empty Fields
If you missed any mandatory fields, a pop-up will appear to complete all the necessary fields before you proceed.
Any mandatory fields that are left blank will be highlighted in red. Once you fill in those fields, the red highlighting will disappear.
Optional fields are indicated with optional label on it.
Auto-Save and Session Expiration
Project Debrief report auto-saves data instantly when a user is editing a draft report.
If there is no activity in the form for a period of six hours, the system will become idle and the session will expire. To continue working, simply refresh the page. No progress will be lost, as the form is automatically saved in real time as a draft.
Submit Project Debrief Report
After filling all the mandatory fields, the side bar will display 100% done. The submit button will be enabled and the report is ready for submission.
Click Submit.
A confirmation pop-up will appear indicating that the report has been successfully submitted.
Click Got it.
After a report is completed and submitted, a notification will be automatically sent to the Operations Manager(s) and in the Toronto area Project Executive (Sector VP) for review. |
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