{"id":41319,"date":"2026-10-20T13:13:17","date_gmt":"2026-10-20T13:13:17","guid":{"rendered":"https:\/\/twproject.com\/blog\/?p=41319"},"modified":"2026-10-20T13:13:24","modified_gmt":"2026-10-20T13:13:24","slug":"how-to-produce-shareable-reports-for-engineering-teams","status":"publish","type":"post","link":"https:\/\/twproject.com\/blog\/how-to-produce-shareable-reports-for-engineering-teams\/","title":{"rendered":"How to produce shareable reports for engineering teams"},"content":{"rendered":"\n<p class=\"wp-block-paragraph\">In an <strong><a href=\"https:\/\/twproject.com\/teams\/engineering-project-management\/\" target=\"_blank\" rel=\"noreferrer noopener\">engineering firm<\/a><\/strong>, the quality of <strong>decisions<\/strong> depends largely on the quality of the <strong>information<\/strong> on which they are based: an <strong>incomplete, delayed or manually compiled report<\/strong> almost always arrives too late to be of any real use, and those who have to decide whether to slow down a phase, reallocate a resource or take action on a cost that is running over budget often find themselves having to do so on the basis of <strong>incomplete data<\/strong>.<\/p>\n\n\n\n<div class=\"table-of-content\">\n<h5>CONTENTS<\/h5>\n<ul>\n<li><a href=\"#difficulties\">The most common difficulties in producing project reports<\/a><\/li>\n<li><a href=\"#need\">What is really needed to build an effective reporting system<\/a><\/li>\n<li><a href=\"#data\">1. Data updated in real time, not reconstructed manually<\/a><\/li>\n<li><a href=\"#reports\">2. Reports tailored to those who need to read them<\/a><\/li>\n<li><a href=\"#record\">3. A historical record to learn from, not just a snapshot of the present<\/a><\/li>\n<li><a href=\"#examples\">Examples of key reports for an engineering team<\/a><\/li>\n<li><a href=\"#process\">A process linked to planning and costs<\/a><\/li>\n<li><a href=\"#repower\">The Repower AG case study<\/a><\/li>\n<li><a href=\"#show\">Let us show you how to build your first report<\/a><\/li>\n<\/ul>\n<\/div>\n\n\n\n<p class=\"wp-block-paragraph\">The topic we are addressing here, therefore, is not how to produce just any report, but how to equip yourself with systems and methods that generate <strong>real-time data<\/strong>, which can be shared with the technical team and are also readable by those \u2013 such as a manager or a buyer \u2013 who need to assess the progress of projects without delving into the <strong>operational details<\/strong> of each phase.<\/p>\n\n\n\n<figure class=\"wp-block-image size-large\"><img decoding=\"async\" src=\"https:\/\/twproject.com\/blog\/wp-content\/uploads\/2022\/02\/the-project-management-report-840x556.png\" alt=\"the project management report\"\/><\/figure>\n\n\n\n<a name=\"difficulties\"><\/a>\n\n\n\n<h2 class=\"wp-block-heading\">The most common difficulties in producing project reports<\/h2>\n\n\n\n<p class=\"wp-block-paragraph\">Before looking at the solution, it is useful to recognise where the inefficiency stems from. Those who manage <strong><a href=\"https:\/\/twproject.com\/blog\/methods-and-tools-to-improve-overview-in-engineering-teams\/\" target=\"_blank\" rel=\"noreferrer noopener\">engineering teams<\/a><\/strong> typically face these obstacles:<\/p>\n\n\n\n<ul class=\"wp-block-list\">\n<li>reports are compiled manually <strong>by cross-referencing data<\/strong> taken from <strong><a href=\"https:\/\/twproject.com\/blog\/the-best-project-management-software-for-engineering-teams\/\" target=\"_blank\" rel=\"noreferrer noopener\">various tools<\/a><\/strong>, and are therefore only updated occasionally;<\/li>\n\n\n\n<li>information on costs, progress and resource utilisation is stored in <strong>separate files<\/strong>, and collating it takes time away from operational work;<\/li>\n\n\n\n<li>by the time the report is ready, the situation it describes has already changed, and the decision it was meant to support arrives<strong> too late<\/strong>;<\/li>\n\n\n\n<li>the same report, designed for the technical team, often ends up with management without being adapted to the <strong>level of detail<\/strong> that decision-makers actually need;<\/li>\n\n\n\n<li>there is no <strong>structured historical record<\/strong> of past projects, so every new planning exercise starts from scratch instead of learning from data already collected.<\/li>\n<\/ul>\n\n\n\n<a name=\"need\"><\/a>\n\n\n\n<h2 class=\"wp-block-heading\">What is really needed to build an effective reporting system<\/h2>\n\n\n\n<p class=\"wp-block-paragraph\">Best practice in the use of <strong><a href=\"https:\/\/twproject.com\/blog\/project-manager-reporting-tools\/\" target=\"_blank\" rel=\"noreferrer noopener\">reporting tools<\/a> <\/strong>in the engineering sector is based on three pillars:<\/p>\n\n\n\n<a name=\"data\"><\/a>\n\n\n\n<figure class=\"wp-block-image size-large\"><img loading=\"lazy\" decoding=\"async\" width=\"840\" height=\"516\" src=\"https:\/\/twproject.com\/blog\/wp-content\/uploads\/2019\/06\/twproject-dashboard-840x516.png\" alt=\"dashboard\" class=\"wp-image-22409\" srcset=\"https:\/\/twproject.com\/blog\/wp-content\/uploads\/2019\/06\/twproject-dashboard-840x516.png 840w, https:\/\/twproject.com\/blog\/wp-content\/uploads\/2019\/06\/twproject-dashboard-400x246.png 400w, https:\/\/twproject.com\/blog\/wp-content\/uploads\/2019\/06\/twproject-dashboard-705x433.png 705w, https:\/\/twproject.com\/blog\/wp-content\/uploads\/2019\/06\/twproject-dashboard.png 1173w\" sizes=\"auto, (max-width: 709px) 85vw, (max-width: 909px) 67vw, (max-width: 1362px) 62vw, 840px\" \/><\/figure>\n\n\n\n<a name=\"data\"><\/a>\n\n\n\n<h3 class=\"wp-block-heading\">1. Data updated in real time, not reconstructed manually<\/h3>\n\n\n<div class=\"wp-block-image alignright size-full\">\n<figure ><img loading=\"lazy\" decoding=\"async\" width=\"350\" height=\"495\" src=\"https:\/\/twproject.com\/blog\/wp-content\/uploads\/2024\/11\/filtering-fields.jpg\" alt=\"\" class=\"wp-image-25107\" srcset=\"https:\/\/twproject.com\/blog\/wp-content\/uploads\/2024\/11\/filtering-fields.jpg 350w, https:\/\/twproject.com\/blog\/wp-content\/uploads\/2024\/11\/filtering-fields-283x400.jpg 283w\" sizes=\"auto, (max-width: 350px) 85vw, 350px\" \/><\/figure>\n<\/div>\n\n\n<p class=\"wp-block-paragraph\">Manually reconstructing the progress status every time a report is needed is time-consuming and inevitably leads to errors or approximations.<\/p>\n\n\n\n<p class=\"wp-block-paragraph\">A <strong>statistical dashboard that updates automatically<\/strong> as work progresses, such as the one available for each project and for the <strong>entire portfolio<\/strong> in <strong><a href=\"https:\/\/twproject.com\/\" target=\"_blank\" rel=\"noreferrer noopener\">Twproject<\/a><\/strong>, eliminates the need for manual reconstruction; charts and indicators reflect progress in real time, and the data can be <strong><a href=\"https:\/\/twproject.com\/blog\/get-rid-of-data-overload-optimise-views-with-project-filters\/\" target=\"_blank\" rel=\"noreferrer noopener\">filtered<\/a><\/strong> by project, phase, resource or period and <strong>exported<\/strong> in various formats, including Excel, so they can also be shared outside the platform.<\/p>\n\n\n\n<a name=\"reports\"><\/a>\n\n\n\n<h3 class=\"wp-block-heading\">2. Reports tailored to those who need to read them<\/h3>\n\n\n\n<p class=\"wp-block-paragraph\">A technical report designed for the project team is rarely the right format to present to those who decide on budgets and priorities; adapting it manually each time is a constant waste of time.<\/p>\n\n\n\n<p class=\"wp-block-paragraph\">With an <strong>advanced reporting engine<\/strong> such as <strong><a href=\"https:\/\/twproject.com\/support\/twproject-advanced-usage\/customizations\/write-your-own-report\/\" target=\"_blank\" rel=\"noreferrer noopener\">Jasper Reports<\/a><\/strong>, integrated into <strong>Twproject<\/strong>, it is possible to create \u2013 just once, using a <strong>graphical editor<\/strong> and without writing complex queries \u2013 the most suitable report template for each stakeholder, covering <strong>costs, resources or progress<\/strong>, and reuse it whenever an update is required.<\/p>\n\n\n\n<a name=\"record\"><\/a>\n\n\n\n<h3 class=\"wp-block-heading\">3. A historical record to learn from, not just a snapshot of the present<\/h3>\n\n\n\n<p class=\"wp-block-paragraph\">Without a structured archive of project data, every new plan is based on estimates that have to be redone from scratch, losing the value of the experience gained from previous projects.<\/p>\n\n\n\n<p class=\"wp-block-paragraph\">In terms of <strong><a href=\"https:\/\/twproject.com\/blog\/all-you-need-to-know-about-portfolio-management-with-twproject\/\" target=\"_blank\" rel=\"noreferrer noopener\">portfolio<\/a><\/strong>, the dashboard allows you to link <strong>the relevant financial report<\/strong> to each project, comparing the estimated budget with actual costs over time; a useful overview for understanding which projects have been most profitable, where margins have been lost, and how to calibrate estimates for future projects.<\/p>\n\n\n\n<figure class=\"wp-block-image size-large\"><img decoding=\"async\" src=\"https:\/\/twproject.com\/blog\/wp-content\/uploads\/2024\/06\/dati_finanziari_portfolio-840x190.jpg\" alt=\"\"\/><\/figure>\n\n\n\n<a name=\"examples\"><\/a>\n\n\n\n<h2 class=\"wp-block-heading\">Examples of key reports for an engineering team<\/h2>\n\n\n\n<ul class=\"wp-block-list\">\n<li><strong>Phase milestone reports<\/strong>: these provide a snapshot of progress against key project milestones: concept, detailed design, testing, handover. This report helps to understand, phase by phase, whether the delay of a <strong><a href=\"https:\/\/twproject.com\/blog\/project-milestones\/\" target=\"_blank\" rel=\"noreferrer noopener\">milestone <\/a><\/strong>(for example, a postponed acceptance test) will have a real impact on the final handover date or whether there is still scope to make up for lost time in subsequent phases.<\/li>\n<\/ul>\n\n\n\n<ul class=\"wp-block-list\">\n<li><strong>Project status report<\/strong>: shows the <strong><a href=\"https:\/\/twproject.com\/blog\/project-progress-calculation\/\" target=\"_blank\" rel=\"noreferrer noopener\">overall progress<\/a><\/strong>, milestones achieved and critical areas. For an engineering team, this is the report to take to meetings with the client or technical management; it allows you to see at a glance whether a detailed design phase is on schedule or whether a delay in testing risks postponing the final handover.<\/li>\n<\/ul>\n\n\n\n<ul class=\"wp-block-list\">\n<li><strong>Resource workload report<\/strong>: analyses the distribution of tasks amongst team members to avoid <strong><a href=\"https:\/\/twproject.com\/blog\/work-overload-how-to-mitigate-risks\/\" target=\"_blank\" rel=\"noreferrer noopener\">overloads<\/a><\/strong>. This is particularly useful when several projects share the same pool of specialist engineers (for example, the limited number of structural engineers or CAD specialists); it allows you to assess, before accepting a new project, whether the team actually has the capacity to handle it, rather than finding out halfway through the project.<\/li>\n<\/ul>\n\n\n\n<ul class=\"wp-block-list\">\n<li><strong>Timesheets and activity sheets<\/strong>: these summarise the <strong><a href=\"https:\/\/twproject.com\/blog\/how-to-calculate-work-hours-in-a-project\/\" target=\"_blank\" rel=\"noreferrer noopener\">hours worked<\/a><\/strong> by employees on individual tasks. In engineering, these form the basis for comparing the hours estimated at the tender stage with those actually recorded for each phase (analysis, design, verification, testing); this data is invaluable not only for invoicing the client correctly, but also for better tailoring future tenders.<\/li>\n<\/ul>\n\n\n\n<ul class=\"wp-block-list\">\n<li><strong>Reports on expenses and costs<\/strong>: these monitor the progress of the <strong><a href=\"https:\/\/twproject.com\/blog\/budgeting-and-management-control-stop-wasting-money\/\" target=\"_blank\" rel=\"noreferrer noopener\">budget<\/a><\/strong> to prevent cost overruns. For engineering projects, where the costs of materials, subcontractors and specialist hours are a major factor, this report allows you to identify a cost overrun whilst it is still recoverable, rather than discovering it only after the project has been completed.<\/li>\n<\/ul>\n\n\n\n<a name=\"process\"><\/a>\n\n\n\n<h2 class=\"wp-block-heading\">A process linked to planning and costs<\/h2>\n\n\n\n<p class=\"wp-block-paragraph\">Reporting, however, does not stand alone. A useful report stems from an [link] <strong>up-to-date Gantt chart<\/strong>, a <strong>resource allocation<\/strong> that has been correctly tracked, and <strong>cost management<\/strong> that distinguishes between staff and external costs. <\/p>\n\n\n\n<p class=\"wp-block-paragraph\">All these are processes which, in an engineering firm, must be aligned within a single tool; otherwise, the final report risks presenting a picture of a situation that has already been overtaken by events. <\/p>\n\n\n\n<p class=\"wp-block-paragraph\">It is precisely the <strong>integration<\/strong> between planning, workload and costs that makes reporting data reliable, rather than merely aesthetically organised.<\/p>\n\n\n\n<figure class=\"wp-block-image size-large\"><img decoding=\"async\" src=\"https:\/\/twproject.com\/blog\/wp-content\/uploads\/2024\/06\/filtri_portfolio_management-840x448.gif\" alt=\"\"\/><\/figure>\n\n\n\n<a name=\"repower\"><\/a>\n\n\n\n<h2 class=\"wp-block-heading\">The Repower AG case study<\/h2>\n\n\n\n<p class=\"wp-block-paragraph\"><strong>Repower AG<\/strong>, an energy group operating in Switzerland, Italy and Germany, needed to centralise its IT department\u2019s project information within a single tool, moving away from manual management based on Excel spreadsheets and other piecemeal tools. The Head of Finance &amp; PMO explains:<\/p>\n\n\n\n<blockquote class=\"wp-block-quote is-layout-flow wp-block-quote-is-layout-flow\">\n<p class=\"wp-block-paragraph\"><\/p>\n<\/blockquote>\n\n\n\n<p><!-- START QUOTE BOX --> <\/p> <div class=\"quote-box\"> <div class=\"quote-content\"><p>The transition to Twproject has enabled us to centralise and gain a clear overview of the progress of our activities. Over time, we have refined a very specific process, which in most cases involves a weekly meeting with the PMs to review progress.<\/p><\/div> <div class=\"quote-link\">Read <a href=\"https:\/\/twproject.com\/customers\/repower-ag\/\" target=\"_blank\" rel=\"noopener\">the full interview<\/a><a class=\"quote-arrow\" href=\"\u2018https:\/\/twproject.com\/customers\/repower-ag\/\u2019\" target=\"_blank\" rel=\"noopener\"><img decoding=\"async\" src=\"https:\/\/twproject.com\/blog\/wp-content\/uploads\/2023\/06\/quote-arrow.png\"><\/a><\/div> <\/div>\n\n\n\n<p class=\"wp-block-paragraph\">The <strong><a href=\"https:\/\/twproject.com\/blog\/the-best-gantt-diagram-on-the-market-twproject\/\" target=\"_blank\" rel=\"noreferrer noopener\">Gantt chart<\/a><\/strong> from <strong>Twproject<\/strong>, updated in real time, enabled the team to accurately identify completed, ongoing and overdue tasks, making the <strong><a href=\"https:\/\/twproject.com\/blog\/todo-list-and-gantt-are-now-together-a-new-view-to-simplify-meetings\/\" target=\"_blank\" rel=\"noreferrer noopener\">weekly reporting meeting<\/a><\/strong> a quick review rather than a lengthy manual reconstruction of data.<\/p>\n\n\n\n<a name=\"show\"><\/a>\n\n\n\n<h2 class=\"wp-block-heading\">Let us show you how to build your first report<\/h2>\n\n\n\n<p class=\"wp-block-paragraph\">Setting up a <strong><a href=\"https:\/\/twproject.com\/blog\/reporting-system-projects\/\" target=\"_blank\" rel=\"noreferrer noopener\">reporting system<\/a> <\/strong>properly requires understanding which data really matters to your team and to decision-makers. That\u2019s why <strong>Twproject<\/strong> provides a dedicated tutor, an expert in the <strong><a href=\"https:\/\/twproject.com\/teams\/engineering-project-management\/\" target=\"_blank\" rel=\"noreferrer noopener\">engineering sector<\/a><\/strong>, who guides you step by step in creating the reports most useful for your specific situation, based on your actual projects.<\/p>\n\n\n\n<p class=\"wp-block-paragraph\">\ud83d\udc49 <a href=\"https:\/\/twproject.com\/ask-for-product-demo\/\" target=\"_blank\" rel=\"noreferrer noopener\"><strong>Request a bespoke demo<\/strong><\/a><\/p>\n\n\n\n<p><a name=\"team\"><\/a><\/p>\n\n\n\n<div id=\"blog-promo-box\">\n<div class=\"flex_column_table dark pattern-2\">\n<div class=\"flex_column text_column\">\n<div>\n<h3>Do you want to share data efficiently?<\/h3>\n<div class=\"avia-button-wrap avia-button-left\"><a class=\"avia-button avia-icon_select-no avia-color-custom avia-size-xlarge\" href=\"https:\/\/demo.twproject.com\/applications\/teamwork\/welcome\/createUserEnvironment.jsp\" target=\"blank\" rel=\"noopener\"><span class=\"avia_iconbox_title\">Try Twproject\u2019s reports<br>\n<\/span><\/a><\/div>\n<\/div>\n<\/div>\n<div class=\"flex_column photo_column\" style=\")\"><\/div>\n<\/div>\n<\/div>\n\n\n\n<p class=\"wp-block-paragraph\"><\/p>\n","protected":false},"excerpt":{"rendered":"<p>In an engineering firm, the quality of decisions depends largely on the quality of the information on which they are based: an incomplete, delayed or manually compiled report almost always arrives too late to be of any real use, and those who have to decide whether to slow down a phase, reallocate a resource or &hellip; <a href=\"https:\/\/twproject.com\/blog\/how-to-produce-shareable-reports-for-engineering-teams\/\" class=\"more-link\">Continue reading<span class=\"screen-reader-text\"> &#8220;How to produce shareable reports for engineering teams&#8221;<\/span><\/a><\/p>\n","protected":false},"author":6,"featured_media":41584,"comment_status":"open","ping_status":"closed","sticky":false,"template":"","format":"standard","meta":{"_custom_body_class":"","_custom_post_class":"","footnotes":""},"categories":[363],"tags":[],"class_list":["post-41319","post","type-post","status-publish","format-standard","has-post-thumbnail","hentry","category-engineering"],"yoast_head":"<!-- This site is optimized with the Yoast SEO plugin v27.6 - 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