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Overview

Interim Reports are a powerful reporting capability that allows surveyors and project managers to generate comprehensive intermediate reports during active project phases. These reports provide detailed insights into project progress, financial drawdowns, risk assessments, and site visit documentation.

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Key Benefits

  • Progress Tracking: Monitor project advancement through detailed monthly/yearly reporting cycles
  • Financial Oversight: Track drawdowns, budgets, and expenditure against project facilities
  • Risk Management: Assess and document risk status changes over time with configurable risk legends
  • Site Documentation: Capture site visit photos, notes, and observations with timestamp tracking
  • Template Integration: Generate professional reports using environment-specific templates

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Features

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Drawdown Reporting

Track financial progress with detailed facility-level reporting:
  • Facility Tracking: Monitor individual project facilities and their associated costs
  • Budget vs Actual: Compare budgeted amounts against actual expenditure
  • Surplus/Shortfall Analysis: Track financial variances and their implications
  • Aggregated Reporting: View consolidated financial summaries across all facilities

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Risk Status Assessment

Maintain comprehensive risk oversight throughout the project lifecycle:
  • Risk Input Configuration: Use predefined risk assessment inputs for consistent evaluation
  • Legend-Based Scoring: Apply environment-specific risk status legends
  • Historical Tracking: Monitor risk status changes across reporting periods
  • Risk Narrative: Include contextual information about risk mitigation strategies

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Site Visit Documentation

Capture on-site observations and progress:
  • Photo Documentation: Upload and organize site visit photographs
  • Visit Notes: Record detailed observations, issues, and progress updates
  • Date Tracking: Maintain chronological records of site visits
  • File Management: Securely store and retrieve site visit documentation

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Report Versioning

Manage report iterations and updates:
  • Edition Tracking: Maintain version control for report revisions
  • Update Capability: Modify existing reports while preserving historical data
  • Audit Trail: Track who modified reports and when

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Getting Started

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Prerequisites

Before creating interim reports, ensure you have:
  1. Project Access: Appropriate permissions for the target project
  2. Template Configuration: Environment-specific interim report templates
  3. Risk Legends: Configured risk status legends for your environment
  4. Input Settings: Proper risk assessment input configurations

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Creating Your First Interim Report

1

Navigate to Reports

From your project dashboard, select the “Reports” or “Interim Reports” section.
2

Select Project and Period

Choose the target project and specify the reporting period (month/year).
3

Configure Financial Data

Enter drawdown information for each facility:
  • Facility amounts
  • Budget vs actual comparisons
  • Surplus/shortfall calculations
4

Assess Risk Status

Complete risk assessments using your environment’s configured inputs and legends.
5

Document Site Visits

If applicable, add site visit information:
  • Visit date and notes
  • Upload relevant photographs
  • Document key observations
6

Review and Generate

Review all entered data and generate the interim report using your template.

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API Reference

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Create Interim Report

Create a new interim report with drawdown and risk data: 
POST /reports/drawdown
Request Body: 
{
  "project_id": "123",
  "month": 6,
  "year": 2024,
  "edition": 1,
  "comments": "Q2 progress update",
  "aggregate": {
    "amount": 50000,
    "surplus_shortfall": 2500
  },
  "facility": [
    {
      "facility_id": "456",
      "amount": 30000,
      "surplus_shortfall": 1500
    }
  ],
  "riskStatus": [
    {
      "input_setting_id": "789",
      "risk_status_legend_id": "101",
      "notes": "Low risk maintained"
    }
  ],
  "visit": {
    "date": "2024-06-15",
    "notes": "Construction progressing well",
    "files": [
      {
        "filename": "site_photo_1.jpg",
        "s3_location": "path/to/file"
      }
    ]
  }
}

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Update Interim Report

Modify an existing interim report: 
POST /reports/drawdown/{reportId}

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Retrieve Reports

Get interim reports for a specific project: 
GET /reports/reports?projectId={projectId}&type=INTERIM_REPORT

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Delete Report

Soft delete an interim report: 
DELETE /reports/delete?reportId={reportId}

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Best Practices

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Data Entry

  • Consistent Timing: Establish regular reporting schedules (monthly/quarterly)
  • Complete Documentation: Fill all required fields for comprehensive reporting
  • Photo Standards: Use consistent photo naming and quality standards
  • Risk Assessment: Apply risk evaluations consistently across all project phases

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Template Management

  • Environment Alignment: Ensure templates match your organization’s reporting requirements
  • Regular Updates: Keep templates current with changing reporting standards
  • Template Testing: Validate new templates with sample data before deployment

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Workflow Integration

  • Event Tracking: Leverage automatic event logging for audit trails
  • Permission Management: Maintain appropriate access controls for report modification
  • Backup Procedures: Implement regular backup procedures for critical reporting data

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Troubleshooting

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Common Issues

  • Initial Reports: Foundation reports that interim reports build upon
  • Document Studio: Advanced report customization and template management
  • Projects: Project management and configuration
  • Risk Assessments: Detailed risk evaluation frameworks
  • File Management: Secure document storage and retrieval