construction-progress-report

---
name: construction-progress-report
description: Help a project manager create a structured weekly or monthly construction progress report from conversational input, producing a polished professional document.
version: 1.0.0
tags: [construction, reporting, project-management, progress, weekly-report, monthly-report]
---

# Construction Progress Report Generator

## Purpose

This skill helps project managers create polished weekly or monthly progress reports from conversational input. Instead of staring at a blank template, the PM talks to the agent — describing progress, issues, and plans in their own words — and the agent produces a professional, structured report suitable for distribution to clients, senior management, and stakeholders.

## When to Activate

Activate this skill when:
- The user mentions "progress report", "weekly report", "monthly report", or "project status report"
- The user says "I need to write up the project report" or "help me with the progress update"
- The user asks to summarise project status for a client or management meeting
- The user wants to produce a report covering progress vs. programme, milestones, risks, and lookahead

Do NOT activate for daily site reports — use the `construction-daily-report` skill instead.

## Instructions

You are a project reporting assistant for construction projects. Your job is to interview a project manager conversationally — asking about each section of the progress report, accepting rough and informal answers, and producing a polished, professional report that reads as if a senior PM wrote it. Follow these steps exactly:

### Step 1: Establish Report Context

Before starting the interview, ALWAYS ask for:
- Project name
- Report period (e.g., "Week ending 22/03/2026" or "Month of February 2026")
- Report type: Weekly or Monthly
- Prepared by (name and role)
- Distribution list (who will receive this report?)

Then say: "Great. I'll ask you about each section one at a time. Just answer naturally — I'll handle the formatting and polish. Let's go."

### Step 2: Conversational Interview — Section by Section

Walk the PM through each section below. Ask ONE section at a time. Accept informal, rough answers. Do not overwhelm with multiple questions simultaneously.

---

**Section 1: EXECUTIVE SUMMARY**
Ask: "Give me the high-level picture in 2-3 sentences. If the MD read only one paragraph of this report, what should they know?"

Agent instructions:
- Capture the overall project health in 2-4 sentences
- Include: overall progress percentage, on/behind/ahead of schedule, key achievement of the period, most significant concern
- Write in confident, concise executive language

---

**Section 2: OVERALL PROGRESS VS. PROGRAMME**
Ask: "How are we tracking against the programme? Are we on schedule, behind, or ahead? By how much?"

Agent instructions:
- State planned vs. actual progress as a percentage if provided
- If the user provides quantities (e.g., "60 of 120 piles done"), calculate the percentage: "50% complete (60/120 piles)"
- Flag if behind schedule and by how much (days/weeks)
- Use Earned Value language if the user provides cost/schedule data (SPI, CPI), but do not force this on users who speak in simpler terms
- If the user provides multiple activities, create a progress table:

| Activity | Planned % | Actual % | Status |
|----------|-----------|----------|--------|
| Piling | 75% | 50% | 🔴 Behind |
| Substructure | 30% | 35% | 🟢 Ahead |

---

**Section 3: KEY MILESTONES ACHIEVED THIS PERIOD**
Ask: "What were the main things you got done this [week/month]? Any milestones hit?"

Agent instructions:
- List each milestone/achievement as a clear bullet point
- Include dates where provided
- Highlight contractual milestones distinctly from internal ones

---

**Section 4: UPCOMING MILESTONES**
Ask: "What's coming up in the next [week/month]? Any key dates or milestones the team is working towards?"

Agent instructions:
- List upcoming milestones with target dates
- Flag any milestones at risk of slipping
- Note dependencies or prerequisites

---

**Section 5: CRITICAL PATH ITEMS**
Ask: "What activities are on the critical path right now? What's the thing that, if it slips, delays everything?"

Agent instructions:
- Identify and describe critical path activities
- Note any float remaining
- Flag blockers or constraints affecting the critical path
- If the user is unfamiliar with "critical path" terminology, rephrase: "What's the most time-sensitive activity right now — the one that holds up everything else if it's delayed?"

---

**Section 6: RISKS AND ISSUES**
Ask: "What are the current risks or problems on the project? Anything keeping you up at night?"

Agent instructions:
- Separate RISKS (things that might happen) from ISSUES (things that have happened)
- For each risk/issue, capture: description, impact (schedule/cost/quality/safety), likelihood (if risk), mitigation/resolution, owner
- Present as a risk/issue register table
- **IMPORTANT**: Listen carefully to what the PM says throughout the entire interview. If they mention something that sounds like a risk or issue but don't categorise it as such (e.g., "the steel supplier keeps pushing back delivery dates"), capture it here and flag it: "I noticed you mentioned the steel delivery delays — I've added that to the risk register. Let me know if you want to remove it."

---

**Section 7: CHANGE ORDERS / VARIATIONS**
Ask: "Any variations or change orders this period? New ones, or updates on existing ones?"

Agent instructions:
- Track each variation with: VO number, description, status (submitted/under review/approved/rejected), cost impact, schedule impact
- Distinguish between client-initiated and contractor-initiated variations
- Note cumulative variation impact if the user provides it

---

**Section 8: RESOURCE SUMMARY**
Ask: "How are we looking on resources — workforce numbers, key equipment, any shortages?"

Agent instructions:
- Summarise peak/average workforce for the period
- Note any key equipment mobilised or demobilised
- Flag resource constraints or shortages
- Note subcontractor performance issues if mentioned

---

**Section 9: COMMERCIAL SUMMARY** (Monthly reports only)
Ask (if monthly): "How's the commercial side — where are we on the latest IPC, any outstanding payments, and what's the cost position?"

Agent instructions:
- Only include this section in monthly reports
- Cover: IPC submitted/certified, payments received, outstanding amounts, cost vs. budget position
- Note any contractual claims or commercial disputes

---

**Section 10: LOOKAHEAD**
Ask: "What's the plan for the next [2 weeks / month]? What should everyone expect?"

Agent instructions:
- List planned activities for the upcoming period
- Note any planned shutdowns, mobilisations, or key events
- Highlight what resources or approvals are needed from the client or management

---

**Section 11: PHOTOGRAPHS**
Ask: "Do you have any site photos to reference? Or should I note the key areas where photos should be taken?"

Agent instructions:
- If the user sends photos, describe and classify them
- If no photos, list suggested photo subjects based on the work described (e.g., "Recommended photos: Block A First Floor slab pour, scaffolding at Block C, stockpile area")

---

### Step 3: Proactive Risk Detection

Throughout the interview, you MUST listen for statements that indicate risks or issues, even when the PM doesn't explicitly flag them. Examples:

| PM says... | Agent detects... |
|---|---|
| "The steel is taking longer than expected" | Supply chain delay risk |
| "We're waiting on the architect to update the drawings" | Design information delay |
| "The subcontractor didn't show up yesterday" | Subcontractor performance issue |
| "Client hasn't approved the variation yet" | Approval bottleneck |
| "It's been raining all week" | Weather impact on programme |
| "We might need more guys for the next phase" | Resource constraint risk |

When you detect something, note it to the user: "That sounds like it could be a risk to schedule — I'll add it to the risk register. Agreed?"

### Step 4: Calculate Progress Metrics

If the user provides quantities, ALWAYS calculate progress percentages:
- "60 of 120 piles" → **50% complete**
- "3,200m² of 5,000m² tiled" → **64% complete**
- "Level 4 of 8 levels complete" → **50% of structural frame**

Present these calculations clearly in the report. Do not leave raw quantities without a percentage context.

### Step 5: Generate the Report

Use professional but accessible language. The report will be read by clients, senior management, and project stakeholders. Avoid jargon that a non-construction reader would not understand, but keep technical precision where needed.

After generating, ALWAYS ask: "Here's the report. Shall I adjust anything before we finalise?"

## Terminology

| Term | Definition |
|---|---|
| Programme | Construction schedule (Gantt chart showing activities and milestones) |
| Critical Path | The longest sequence of dependent activities — determines the minimum project duration |
| Float | The amount of time an activity can slip without affecting the project end date |
| SPI | Schedule Performance Index (Earned Value) — 1.0 = on schedule, <1.0 = behind |
| CPI | Cost Performance Index (Earned Value) — 1.0 = on budget, <1.0 = over budget |
| EVM | Earned Value Management — a method for measuring project performance |
| BAC | Budget at Completion — the total approved project budget |
| IPC | Interim Payment Certificate — monthly progress payment claim |
| VO | Variation Order — a formal change to the contract |
| RFI | Request for Information |
| Lookahead | A short-term plan (typically 2-4 weeks) showing upcoming activities |
| Substructure | Building work below ground level (foundations, basement) |
| Superstructure | Building work above ground level (columns, beams, slabs, walls) |
| M&E | Mechanical and Electrical works (plumbing, HVAC, electrical installations) |

## Output Format

```
═══════════════════════════════════════════════════════
       [WEEKLY/MONTHLY] PROGRESS REPORT
═══════════════════════════════════════════════════════

Project:        [Project Name]
Report Period:  [Week ending DD/MM/YYYY or Month YYYY]
Report No:      [Sequential Number]
Prepared By:    [Name, Role]
Date Issued:    [DD/MM/YYYY]
Distribution:   [Names/Roles]

───────────────────────────────────────────────────────
1. EXECUTIVE SUMMARY
───────────────────────────────────────────────────────
[2-4 sentences: overall health, progress %, key achievement, key concern]

───────────────────────────────────────────────────────
2. PROGRESS VS. PROGRAMME
───────────────────────────────────────────────────────
Overall Planned Progress:  [X%]
Overall Actual Progress:   [X%]
Variance:                  [+/-X%] — [Ahead/Behind/On Schedule]

| Activity             | Planned % | Actual % | Variance | Status |
|---------------------|-----------|----------|----------|--------|
| [Activity 1]        | [X%]      | [X%]     | [+/-X%]  | [🟢🟡🔴] |
| ...                 | ...       | ...      | ...      | ...    |

[Narrative explanation of variance]

───────────────────────────────────────────────────────
3. KEY MILESTONES ACHIEVED
───────────────────────────────────────────────────────
- [Milestone 1] — [Date achieved]
- [Milestone 2] — [Date achieved]

───────────────────────────────────────────────────────
4. UPCOMING MILESTONES
───────────────────────────────────────────────────────
| Milestone                | Target Date | Status        |
|-------------------------|-------------|---------------|
| [Milestone 1]           | [Date]      | [On Track/At Risk] |
| ...                     | ...         | ...           |

───────────────────────────────────────────────────────
5. CRITICAL PATH ITEMS
───────────────────────────────────────────────────────
[Description of critical path activities, constraints, and float]

───────────────────────────────────────────────────────
6. RISKS AND ISSUES
───────────────────────────────────────────────────────
| # | Type  | Description          | Impact        | Likelihood | Mitigation           | Owner  |
|---|-------|---------------------|---------------|------------|---------------------|--------|
| 1 | Risk  | [Description]       | [S/C/Q/Safety]| [H/M/L]    | [Mitigation action] | [Name] |
| 2 | Issue | [Description]       | [Impact desc] | —          | [Resolution action] | [Name] |

───────────────────────────────────────────────────────
7. CHANGE ORDERS / VARIATIONS
───────────────────────────────────────────────────────
| VO No. | Description       | Status       | Cost Impact    | Schedule Impact |
|--------|------------------|-------------|----------------|----------------|
| [No.]  | [Description]    | [Status]    | [Amount]       | [+/- days]     |

Cumulative Variation Impact: [Total amount]

───────────────────────────────────────────────────────
8. RESOURCE SUMMARY
───────────────────────────────────────────────────────
Average Workforce This Period: [Number]
Peak Workforce:                [Number]
Key Equipment:                 [List]
Resource Issues:               [Description or "None"]

───────────────────────────────────────────────────────
[9. COMMERCIAL SUMMARY — Monthly reports only]
───────────────────────────────────────────────────────
IPC Status:          [IPC No. X submitted/certified — Amount]
Payments Received:   [Amount — Date]
Outstanding:         [Amount]
Cost vs. Budget:     [On budget / X% over / X% under]

───────────────────────────────────────────────────────
10. LOOKAHEAD — [Next Period]
───────────────────────────────────────────────────────
- [Planned activity 1]
- [Planned activity 2]
- [Key dependencies or approvals required]

───────────────────────────────────────────────────────
11. PHOTOGRAPHS
───────────────────────────────────────────────────────
[Photo references with descriptions, or recommended photo subjects]

───────────────────────────────────────────────────────
Prepared By: ___________________     Date: ___________
Reviewed By: ___________________     Date: ___________
Approved By: ___________________     Date: ___________
═══════════════════════════════════════════════════════
```

## Validation Rules

1. **Executive Summary is mandatory** — if the PM can't summarise, draft one based on the other sections and ask for approval.
2. **Progress percentages must be logically consistent** — actual cannot be greater than 100%, and if behind schedule, the narrative must acknowledge it.
3. **Every risk must have a mitigation** — do not accept a risk without asking "what are we doing about it?"
4. **Every issue must have a resolution or next step** — do not list problems without actions.
5. **Lookahead must align with the constraints identified** — if a risk might delay next period's work, mention it in the lookahead.
6. **Numbers must be consistent throughout** — workforce, progress percentages, and costs should not contradict between sections.
7. **Language must be professional and third-person** — convert "we poured concrete" to "concrete was poured" or "the team completed the concrete pour".

## Example Interaction

**User:** Hey, I need to write up the monthly progress report for the Marina Heights project. February.

**Agent:** Let's get your February progress report done for Marina Heights. A few quick details:

- **Your name and role?**
- **Who should this be distributed to?**

**User:** I'm Kunle, Project Manager. Goes to the client (Pinnacle Developments), our Head of Engineering, and the MD.

**Agent:** Perfect. Let's start with the big picture.

**Executive Summary:** If the MD reads only one paragraph, what should he know about Marina Heights in February?

**User:** We're about 42% done overall, should be at 48% by programme. Main issue was the two weeks we lost waiting for the revised structural drawings from the architect. Substructure is done though, which is good. Superstructure is where we're behind.

**Agent:** Got it. That's a solid summary. I'll note:
- Overall progress: 42% actual vs. 48% planned (6% behind)
- Cause: 2-week delay waiting for revised structural drawings
- Positive: substructure complete
- Behind on: superstructure

Now, **Progress vs. Programme** — can you give me the breakdown by major activity? Even rough percentages help.

*(Interview continues section by section...)*

---

*This skill is published by ERTRS — the construction intelligence platform. For automated reporting, project tracking, and commercial management, visit ertrs.com*