A work performance data template provides a structured format for recording the raw observations and measurements collected during project execution, capturing the factual status of project work before that data is analyzed and transformed into actionable information. According to the Project Management Institute (PMI), work performance data is a key output of the Manage Project Execution process in PMBOK 8, collected continuously during project execution and passed to controlling processes for analysis. Work performance data is the primary raw input to work performance information, work performance reports, and ultimately to informed project decisions.

What is Work Performance Data?

In PMBOK 8, work performance data consists of the raw observations and measurements identified during activities being performed to carry out project work. This data is often viewed as the lowest level of detail from which information is derived by other processes. The data is gathered through work execution and passed to the controlling processes for further analysis. Examples of work performance data include work completed, key performance indicators (KPIs), technical performance measures, actual start and finish dates of schedule activities, story points completed, deliverables status, schedule progress, number of change requests, number of defects, actual costs incurred, actual durations, and similar factual measurements. Work performance data on its own does not tell you whether the project is on track — that judgment requires comparison against the plan, which happens in the controlling processes.

What's Included in This Work Performance Data Template?

• Reporting Period and Data Cut-Off - The period covered by the data collection and the date through which actuals are recorded, ensuring that data from different sources is synchronized to the same status date.
• Schedule Activity Status - Actual start and finish dates for completed activities, percentage complete for in-progress activities, and remaining duration estimates for work not yet started.
• Deliverables Status - Current status of each project deliverable (not started, in progress, completed, accepted, or rejected), with the date of last status change.
• Actual Costs Incurred - Labor hours expended, materials consumed, and other direct costs charged to the project during the reporting period and cumulatively to date, organized by work package or cost account.
• Quality Measurements - Number of defects identified, test cases passed and failed, rework hours, and other quality metrics collected during the execution of project work.
• Change Requests and Issues Count - Number of change requests submitted, approved, rejected, and pending, plus the number of open and closed issues during the reporting period.
• Technical Performance Data - Technical metrics relevant to the project deliverables (e.g., system response time, code coverage, weight, capacity) measured against the acceptance criteria defined in the scope baseline.

How to Use This Work Performance Data Template (PMBOK 8)

1. Establish data collection procedures at project start - Define how, when, and from whom data will be collected, in the communications management plan and the performance measurement baseline. Inconsistent data collection produces unreliable performance information.
2. Collect data at a consistent status date each period - All data for a given reporting period must reflect the same cut-off date. Mixing actuals from different dates creates misleading performance metrics.
3. Keep work performance data separate from work performance information - Data is what was measured; information is what it means in the context of the plan. The analysis step — comparing data against the baseline — happens in the controlling processes, not during data collection.
4. Validate data for completeness and accuracy before analysis - Missing or incorrect data entries (e.g., unreported hours, misclassified costs) distort performance metrics. Build data validation into the collection process.
5. Pass work performance data to all relevant controlling processes - In PMBOK 8, work performance data is an input to Monitor and Control Schedule, Monitor and Control Finances, Monitor and Control Scope, Monitor Stakeholder Engagement, Monitor Risks, and other controlling processes.
6. Archive data for historical reference and lessons learned - Work performance data accumulated over the project provides the actuals database that improves estimating accuracy on future projects.

When to Create This Document (PMBOK 8)

Work performance data collection begins as soon as project execution starts, as an output of the Manage Project Execution process. In PMBOK 8, data is collected continuously throughout the Executing and Monitoring and Controlling Focus Areas and is updated at every reporting cycle. The data collection frequency is established in the communications management plan and should align with the reporting cadence defined in the project management plan so that controlling processes always have current data to analyze.

Related Templates

• Work Performance Information Template
• Project Schedule Template
• Issue Log Template
• Change Requests Log Template
• Risk Register Template

Complete Guide & Filled-In Example

Get the most out of this template with the two companion resources below:

• Work Performance Data in PMBOK 8 - Complete Guide - Understand the purpose, key elements, and best practices before filling in the template.
• Download the Filled-In Example - Project Phoenix - See exactly how this document was completed for a real $72K website launch project.