generate-plan-fact-report

name

generate-plan-fact-report

description

Generates a plan-vs-actual report comparing planned and actual project data across three dimensions: timelines, budget, and scope (deliverables). Part of the Closing phase. Output feeds into generate-closure-report. Format: .md, manual data input via chat. Triggers RU: «сформируй план-факт», «подготовь отчёт план/факт», «сравни план и факт». Triggers EN: 'generate plan-fact report', 'plan vs actual', 'variance report'.

generate-plan-fact-report

Language Detection

Determine the language of the user's request:

• If the request is in Russian → use templates with -ru suffix
• Otherwise → use templates with -en suffix

All output (headings, labels, comments, instructions) must match the detected language.

Triggers

Russian: «сформируй план-факт», «подготовь отчёт план/факт», «сравни план и факт» English: "generate plan-fact report", "plan vs actual", "variance report"

1. Input Data

Data	Required	Source	Notes
Project plan	yes	knowledge (project-plan.md)	Milestones, timelines, budget. If budget is missing — Section 3 is not generated
Actual data	yes	chat	User provides: actual milestone completion dates, actual costs by budget line, deliverable status. Free-form — agent structures it
Project charter	no	knowledge (project-charter.md)	For deliverables list (Section 1, scope). If unavailable — request the list from the user
Report type	no	chat	interim (default) or final. Affects header label only — logic is identical

If required data is missing — request it:

To generate the plan-vs-actual report, the following are needed:
1. Project plan (project-plan.md) — in knowledge or paste into chat.
2. Actual data — in any format:
   — milestone completion dates (completed, not completed, actual date);
   — actual costs by budget line;
   — which deliverables have been delivered and which have not.
Available: [list what is present].
Missing: [specify].

---

2. Execution Algorithm

1. Check input data. Verify project plan and actual data are present. Missing → request using the template in §1. Do NOT generate a placeholder report. Present → proceed to step 2.
2. Structure actual data. If free-form — organize across three dimensions: timelines (milestone dates), budget (costs by line), scope (deliverables). Note ambiguities and clarify with the user.
3. Check for data conflicts. If plan data in chat conflicts with project-plan.md — do NOT resolve independently. List the conflicts and ask which data is current. Exception: if the user explicitly corrects the plan in chat — apply the correction.
4. Determine report period. From actual data: project start → date of last recorded fact. If the user specified a period explicitly — use it.
5. Read the template plan-fact-report-ru.md or plan-fact-report-en.md from project knowledge (based on detected language).
6. Extract planned data from project-plan.md: milestones with dates, budget lines with amounts, deliverables list.
7. Compare plan vs. actual. For each row: calculate variance (absolute and %), assign status per §3 reference table.
8. Fill template sections per Section 3 rules.
9. Evaluate whether Section 4 is needed. Check statuses for all three dimensions independently: Timelines, Budget, Scope. Scope is a full dimension equal to timelines and budget. If at least one of the three has status attention or critical (including scope with incomplete deliverables) → fill Section 4. Only if all three are on track → remove Section 4 entirely.
10. Validate the result using the checklist in Section 5.
11. Present the result in chat:
    • What was done: "Plan-vs-actual report generated for period [dates] based on [list sources]."
    • Assumptions: list all (if any).
    • Key variances: brief (1–3 lines) — main discrepancies and their statuses.
    • Required action: "Approve, revise, or reject."
    • Do not include internal file paths. Filename only: "Report saved as plan-fact-report.md."
12. Wait for user response.
    • Approval → finalize the document.
    • Revisions → revise and present updated version. After the 3rd iteration — ask: "Continue revising or lock current version?"
13. After approval:
    • Offer the user text for log.md and project-state.md.
    • Always notify, regardless of report type and variance statuses: "Plan-vs-actual report approved. Next task available: generate-closure-report (project closure report). Start?"

---

3. Section Fill Rules

Reference: Variance Status Calculation

Applied to each parameter in Section 1 (summary) and to rows in Sections 2–3.

Variance, % (absolute value)	Status
≤ 10%	on track
11–25%	attention
> 25%	critical

Sign convention: positive = overrun / delay / shortfall; negative = savings / ahead of schedule / surplus.

Section 1. Summary

Three rows — aggregated variances across three dimensions.

• Timelines: Plan — total project duration (working days or calendar days). Actual — actual duration as of report date. If project is not complete — show actual duration with note "project not complete."
• Budget: Plan — total from project-plan.md (or project-charter.md). Actual — sum of actual costs. Currency from input data.
• Scope: Unit — number of deliverables from project charter (project-charter.md, Section 2 "Project Deliverables"). Plan — total count. Actual — delivered count. If charter unavailable — request the deliverables list from the user.

For each row: calculate absolute variance, variance %, status per reference table.

Summary commentary — required text block after the table. 1–2 sentences per dimension: nature of variance and its cause. If status is on track — state the fact without detailed analysis.

Section 2. Timelines

Row-by-row comparison of milestones from project-plan.md.

• Include all milestones from the plan — not only completed ones.
• If a milestone is not complete — enter not complete in "Actual Date." Variance — dash.
• Variance in days: actual_date - planned_date. Positive = delay, negative = ahead of schedule.
• "Variance reason" — fill from user-provided actual data. If reason not stated — enter [clarify].

Section 3. Budget

Row-by-row comparison of cost lines from project-plan.md (or project-charter.md).

• Include all cost lines from the plan. If no actual data for a line — actual = 0, note "data not provided" in comment.
• Last row — Total: sum of all rows. Verify: total actual = sum of actual rows.
• If a cash flow plan (breakdown by period) is unavailable — use linear distribution of budget over project duration, note estimated in comment. State as assumption.
• Currency — uniform across the entire report, from input data.

If budget is missing from the project plan and charter — Section 3 is not generated. Replace with note: "Budget section not included: planned budget data unavailable." In the summary (Section 1), replace the budget row with: "Budget — data unavailable."

Section 4. Recommendations / Next Steps

Conditional section. Generate only if at least one of the three dimensions (Timelines, Budget, Scope) has status attention or critical. Scope is an independent dimension — its critical/attention status triggers Section 4 independently, even if timelines and budget are on track. If all three are on track — remove Section 4 entirely.

• For each variance with status attention or critical — formulate a recommended action.
• Specify the owner (from project data) and deadline (if determinable from context). If not — [clarify].
• Minimum 1 recommendation per critical variance.

Header Metadata

• Version: 1.0
• Date: current generation date
• File: plan-fact-report.md
• Document status: draft (at generation). After approval — approved.
• Period: {{start_date}} — {{end_date}}
• Report type: interim or final (from input; default interim)
• Planned data source: filename (e.g. project-plan.md)
• Actual data source: source description (e.g. "PM data provided in chat")

---

4. Placeholder Reference

Placeholders {{}} in the template are fill targets, not auto-substitution variables. Replace each with the corresponding value from input data.

Placeholder	Required	Source	Allowed Values
{{project_name}}	yes	plan / charter	text
{{date}}	yes	system	YYYY-MM-DD
{{start_date}}	yes	plan / chat	YYYY-MM-DD
{{end_date}}	yes	chat	YYYY-MM-DD
{{report_type}}	yes	chat (default: interim)	interim / final
{{source_plan}}	yes	context	filename of planned data source
{{source_fact}}	yes	context	description of actual data source
{{planned_duration}}	yes	plan	number + unit (days / working days)
{{actual_duration}}	yes	actual	number + unit
{{delta_time}}	yes	calculated	signed number
{{delta_time_pct}}	yes	calculated	signed %
{{status_time}}	yes	calculated	on track / attention / critical
{{currency}}	yes	plan / chat	currency symbol (₽, $, €)
{{planned_budget}}	no	plan	number
{{actual_budget}}	no	actual	number
{{delta_budget}}	no	calculated	signed number
{{delta_budget_pct}}	no	calculated	signed %
{{status_budget}}	no	calculated	on track / attention / critical
{{planned_scope}}	yes	charter / plan	number (deliverable count)
{{delivered_scope}}	yes	actual	number (delivered count)
{{delta_scope}}	yes	calculated	signed number
{{delta_scope_pct}}	yes	calculated	signed %
{{status_scope}}	yes	calculated	on track / attention / critical
{{milestone_name}}	yes (≥1)	plan	milestone name
{{planned_date}}	yes	plan	YYYY-MM-DD
{{actual_date}}	no	actual	YYYY-MM-DD or not complete
{{delta_days}}	no	calculated	signed day count or dash
{{reason}}	no	actual / agent	text or [clarify]
{{cost_item}}	no	plan	cost line name
{{planned_cost}}	no	plan	number
{{actual_cost}}	no	actual	number
{{delta}}	no	calculated	signed number
{{delta_pct}}	no	calculated	signed %
{{comment}}	no	actual / agent	text
{{total_plan}}	no	calculated	sum of planned rows
{{total_fact}}	no	calculated	sum of actual rows
{{total_delta}}	no	calculated	difference of totals
{{total_delta_pct}}	no	calculated	% variance of total
{{issue_N}}	no	agent	issue / observation description
{{action_N}}	no	agent	recommended action
{{owner_N}}	no	project data	owner or [clarify]
{{deadline_N}}	no	agent	deadline or [clarify]

---

5. Validation Checklist

Before presenting the result to the user — verify:

• All required placeholders replaced with values
• No {{}} placeholders remaining in the text (except removed optional rows)
• Report period is valid: start_date < end_date
• Section 1 (summary) contains exactly 3 rows: timelines, budget, scope (if budget missing — 2 rows + note)
• Variance statuses calculated per §3 reference table (≤10% / 11–25% / >25%)
• Section 2: all milestones from the plan included (not only completed)
• Section 2: incomplete milestones show "not complete," variance is a dash
• Section 3: total = sum of rows (verify arithmetic)
• Section 3: if budget missing — section replaced with note
• Section 4: present if any attention/critical variances; absent if all on track
• All agent assumptions listed when presenting the result
• Document status = draft
• File: plan-fact-report.md stated in header

---

6. Dependencies

Consumes (input):

• project-plan.md — from skill generate-project-plan (milestones, budget, timelines)
• project-charter.md — from skill generate-charter (deliverables for scope metric)
• Actual data — from the user (via chat)

Produces (output): plan-vs-actual report → consumed by:

• generate-closure-report — Phase 6, Closing

After approval, the user must upload plan-fact-report.md to project knowledge so it is available for generate-closure-report.

---

7. Usage Example

User command:

Generate a plan-vs-actual report. Project plan is in knowledge. Actual data: — M1 (Go/No-Go): completed 11.04, on time. — M2 (Plan approved): completed 25.04, on time. — M3 (Prototype): completed 12.05, 3-day delay — design approval. — M4 (Development): not complete. — Budget: AWS — $10,400 (planned $8,000), design — $10,000 (on plan), rest on plan. — Deliverables: 3 of 5 delivered.

Agent response (after generation):

Plan-vs-actual report generated for period 07.04.2026 — 12.05.2026 based on: project-plan.md (knowledge), actual data from chat.

Assumptions:

• Budget lines without explicit data: actual = planned.
• Duration: actual — 35 days (from start to report date), planned — 63 days (full project). Project not complete.

Key variances:

• Scope: 3/5 deliverables (−40%) — status critical.
• AWS budget: +$2,400 (+30%) — status critical.

Required: approve, revise, or reject.

[report text]

---

Changelog

Date	Version	Change
2026-03-27	1.1	§2 step 9: scope is an independent trigger for Section 4 (all three dimensions listed explicitly); §2 step 13: generate-closure-report offer is mandatory regardless of statuses; §3 Section 4: clarified that scope independently activates the section
2026-03-26	1.0	Skill created. Output format .md. Status calculation rules, conditional Section 4, scope metric — deliverables