| 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 โ describing progress, issues, and plans in their own words โ 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 โ 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 โ 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 โ I'll handle the formatting and polish. Let's go."
Step 2: Conversational Interview โ 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% | ๐ด Behind |
| Substructure | 30% | 35% | ๐ข 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 โ 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 โ 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 โ 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 โ 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 โ 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" โ 50% complete
- "3,200mยฒ of 5,000mยฒ tiled" โ 64% complete
- "Level 4 of 8 levels complete" โ 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 โ 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) โ 1.0 = on schedule, <1.0 = behind |
| CPI | Cost Performance Index (Earned Value) โ 1.0 = on budget, <1.0 = over budget |
| EVM | Earned Value Management โ a method for measuring project performance |
| BAC | Budget at Completion โ the total approved project budget |
| IPC | Interim Payment Certificate โ monthly progress payment claim |
| VO | Variation Order โ 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
โโโโโโโโโโโโโโโโโโโโโโโโโโโโโโโโโโโโโโโโโโโโโโโโโโโโโโโ
[WEEKLY/MONTHLY] PROGRESS REPORT
โโโโโโโโโโโโโโโโโโโโโโโโโโโโโโโโโโโโโโโโโโโโโโโโโโโโโโโ
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]
โโโโโโโโโโโโโโโโโโโโโโโโโโโโโโโโโโโโโโโโโโโโโโโโโโโโโโโ
1. EXECUTIVE SUMMARY
โโโโโโโโโโโโโโโโโโโโโโโโโโโโโโโโโโโโโโโโโโโโโโโโโโโโโโโ
[2-4 sentences: overall health, progress %, key achievement, key concern]
โโโโโโโโโโโโโโโโโโโโโโโโโโโโโโโโโโโโโโโโโโโโโโโโโโโโโโโ
2. PROGRESS VS. PROGRAMME
โโโโโโโโโโโโโโโโโโโโโโโโโโโโโโโโโโโโโโโโโโโโโโโโโโโโโโโ
Overall Planned Progress: [X%]
Overall Actual Progress: [X%]
Variance: [+/-X%] โ [Ahead/Behind/On Schedule]
| Activity | Planned % | Actual % | Variance | Status |
|---------------------|-----------|----------|----------|--------|
| [Activity 1] | [X%] | [X%] | [+/-X%] | [๐ข๐ก๐ด] |
| ... | ... | ... | ... | ... |
[Narrative explanation of variance]
โโโโโโโโโโโโโโโโโโโโโโโโโโโโโโโโโโโโโโโโโโโโโโโโโโโโโโโ
3. KEY MILESTONES ACHIEVED
โโโโโโโโโโโโโโโโโโโโโโโโโโโโโโโโโโโโโโโโโโโโโโโโโโโโโโโ
- [Milestone 1] โ [Date achieved]
- [Milestone 2] โ [Date achieved]
โโโโโโโโโโโโโโโโโโโโโโโโโโโโโโโโโโโโโโโโโโโโโโโโโโโโโโโ
4. UPCOMING MILESTONES
โโโโโโโโโโโโโโโโโโโโโโโโโโโโโโโโโโโโโโโโโโโโโโโโโโโโโโโ
| Milestone | Target Date | Status |
|-------------------------|-------------|---------------|
| [Milestone 1] | [Date] | [On Track/At Risk] |
| ... | ... | ... |
โโโโโโโโโโโโโโโโโโโโโโโโโโโโโโโโโโโโโโโโโโโโโโโโโโโโโโโ
5. CRITICAL PATH ITEMS
โโโโโโโโโโโโโโโโโโโโโโโโโโโโโโโโโโโโโโโโโโโโโโโโโโโโโโโ
[Description of critical path activities, constraints, and float]
โโโโโโโโโโโโโโโโโโโโโโโโโโโโโโโโโโโโโโโโโโโโโโโโโโโโโโโ
6. RISKS AND ISSUES
โโโโโโโโโโโโโโโโโโโโโโโโโโโโโโโโโโโโโโโโโโโโโโโโโโโโโโโ
| # | Type | Description | Impact | Likelihood | Mitigation | Owner |
|---|-------|---------------------|---------------|------------|---------------------|--------|
| 1 | Risk | [Description] | [S/C/Q/Safety]| [H/M/L] | [Mitigation action] | [Name] |
| 2 | Issue | [Description] | [Impact desc] | โ | [Resolution action] | [Name] |
โโโโโโโโโโโโโโโโโโโโโโโโโโโโโโโโโโโโโโโโโโโโโโโโโโโโโโโ
7. CHANGE ORDERS / VARIATIONS
โโโโโโโโโโโโโโโโโโโโโโโโโโโโโโโโโโโโโโโโโโโโโโโโโโโโโโโ
| VO No. | Description | Status | Cost Impact | Schedule Impact |
|--------|------------------|-------------|----------------|----------------|
| [No.] | [Description] | [Status] | [Amount] | [+/- days] |
Cumulative Variation Impact: [Total amount]
โโโโโโโโโโโโโโโโโโโโโโโโโโโโโโโโโโโโโโโโโโโโโโโโโโโโโโโ
8. RESOURCE SUMMARY
โโโโโโโโโโโโโโโโโโโโโโโโโโโโโโโโโโโโโโโโโโโโโโโโโโโโโโโ
Average Workforce This Period: [Number]
Peak Workforce: [Number]
Key Equipment: [List]
Resource Issues: [Description or "None"]
โโโโโโโโโโโโโโโโโโโโโโโโโโโโโโโโโโโโโโโโโโโโโโโโโโโโโโโ
[9. COMMERCIAL SUMMARY โ Monthly reports only]
โโโโโโโโโโโโโโโโโโโโโโโโโโโโโโโโโโโโโโโโโโโโโโโโโโโโโโโ
IPC Status: [IPC No. X submitted/certified โ Amount]
Payments Received: [Amount โ Date]
Outstanding: [Amount]
Cost vs. Budget: [On budget / X% over / X% under]
โโโโโโโโโโโโโโโโโโโโโโโโโโโโโโโโโโโโโโโโโโโโโโโโโโโโโโโ
10. LOOKAHEAD โ [Next Period]
โโโโโโโโโโโโโโโโโโโโโโโโโโโโโโโโโโโโโโโโโโโโโโโโโโโโโโโ
- [Planned activity 1]
- [Planned activity 2]
- [Key dependencies or approvals required]
โโโโโโโโโโโโโโโโโโโโโโโโโโโโโโโโโโโโโโโโโโโโโโโโโโโโโโโ
11. PHOTOGRAPHS
โโโโโโโโโโโโโโโโโโโโโโโโโโโโโโโโโโโโโโโโโโโโโโโโโโโโโโโ
[Photo references with descriptions, or recommended photo subjects]
โโโโโโโโโโโโโโโโโโโโโโโโโโโโโโโโโโโโโโโโโโโโโโโโโโโโโโโ
Prepared By: ___________________ Date: ___________
Reviewed By: ___________________ Date: ___________
Approved By: ___________________ Date: ___________
โโโโโโโโโโโโโโโโโโโโโโโโโโโโโโโโโโโโโโโโโโโโโโโโโโโโโโโ
Validation Rules
- Executive Summary is mandatory โ if the PM can't summarise, draft one based on the other sections and ask for approval.
- Progress percentages must be logically consistent โ actual cannot be greater than 100%, and if behind schedule, the narrative must acknowledge it.
- Every risk must have a mitigation โ do not accept a risk without asking "what are we doing about it?"
- Every issue must have a resolution or next step โ do not list problems without actions.
- Lookahead must align with the constraints identified โ if a risk might delay next period's work, mention it in the lookahead.
- Numbers must be consistent throughout โ workforce, progress percentages, and costs should not contradict between sections.
- Language must be professional and third-person โ 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 โ can you give me the breakdown by major activity? Even rough percentages help.
(Interview continues section by section...)
This skill is published by ERTRS โ the construction intelligence platform. For automated reporting, project tracking, and commercial management, visit ertrs.com
