Capability template for project and delivery
Daily production report
When a shoot day wraps, the production coordinator gets a draft daily report from the call sheet, timecards and department reports: hours totaled as written, schedule changes noted, and every missing or overlapping entry listed as a query. The production manager checks it.
Listed under
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The outcome
The report is on the production manager's desk the evening the day wraps, in the house format, instead of being pieced together from a dozen emails the next morning. It says what was planned, what the departments report got done, what changed in the schedule, and how many hours the day's records add up to, by department and in total.
The usual gaps are on the page before anyone relies on the numbers: a person on the call sheet with no timecard, a card with no wrap time, one person logged on two sets at once, hours that do not match the times beside them, someone working who was never on the call sheet. Each one is a plain question with the facts beside it and a name to ask. Nothing is filled in, corrected or guessed.
The hours are the hours as written on the cards. The report applies no pay rule, no overtime, no meal-penalty and no guild computation, and it submits nothing to payroll. Those stay with the people responsible for them.
Who starts the work, and when
The production coordinator starts it once the day has wrapped and the department records are arriving, usually that evening or early the next morning. It can be run again when a late card or a corrected entry comes in.
The production manager checks the report and decides what goes to the production office, the department heads and the cost report.
What they supply
- The call sheet for the day: the crew list with call times, the planned wrap, the location and the scenes or work planned.
- The timecard export for the day, one row per entry, with the default headers named in the template.
- The department reports, as written by each department head.
- The production notes for the day, including any schedule change called during it.
- Your report template, if you have one. Without it the template's own layout is used.
No connection to a payroll system or accounting package is needed, and none is asked for.
What comes out
One report in a fixed order: the day at a glance, the work planned and reported, schedule changes, hours by department with a day total, and numbered queries in a set order. Where a section has nothing to report, it says so rather than disappearing.
It closes with a plain line saying the hours are totaled as written, no pay rule has been applied and nothing has been sent or submitted.
An invented example
Illustrative example with invented data. The production, the crew, the times and the notes below are all invented. The production is an invented ten-day shoot of a short film, run by a small production office; people are named by their position and a letter. First come the inputs the production coordinator supplied, in full, then the report the capability returned.
The inputs
1. The call sheet
Production: Short film P
Shoot day: 6 of 10
Date: Tuesday 3 March 2026
Location: Location A (warehouse)
General call: 07:00
Planned wrap: 18:00
Planned work: Scene 14, Scene 15, Scene 17
name,department,position,call_time
Camera Operator A,Camera,Camera operator,07:00
Focus Puller A,Camera,1st AC,07:00
Gaffer A,Grip and electric,Gaffer,06:30
Grip A,Grip and electric,Key grip,07:00
Sound Mixer A,Sound,Sound mixer,07:00
Art Assistant A,Art,Art assistant,07:00
Production Assistant A,Production,Production assistant,06:30
Script Supervisor A,Production,Script supervisor,07:00
2. The timecard export
name,department,position,call_in,wrap_out,meal_minutes,hours_logged,note
Camera Operator A,Camera,Camera operator,07:00,18:30,30,11:00,
Focus Puller A,Camera,1st AC,07:00,18:30,30,11:30,
Gaffer A,Grip and electric,Gaffer,06:30,19:00,60,11:30,
Grip A,Grip and electric,Key grip,07:00,19:00,30,11:30,
Sound Mixer A,Sound,Sound mixer,07:00,,30,,left before wrap; to confirm
Art Assistant A,Art,Art assistant,07:00,13:00,30,5:30,
Art Assistant A,Art,Art assistant,12:30,16:00,0,3:30,second set
Production Assistant A,Production,Production assistant,06:30,19:30,60,12:00,
Driver A,Production,Driver,10:00,17:00,30,6:30,
3. The department reports
Camera: Scenes 14 and 15 shot. Scene 17 not started. 22 setups. One camera card was unreadable and two takes of scene 15 were shot again.
Grip and electric: Lighting for scene 17 is rigged and left in place overnight. Generator refuelled at 15:00.
Sound: Scenes 14 and 15 recorded. The wild track for scene 15 was not taken; a pickup is requested.
Art: Dressing for scene 17 is not finished. The door prop arrives tomorrow morning.
Production: no report supplied.
4. The production notes
Scene 17 moved to Wednesday 4 March because the light went at 17:45. Wrap was called at 18:30. Location A access closes at 20:00 tomorrow.
5. The settings
Report template: none supplied; use the template's own layout.
Tolerance for hours against times: 0:15 (the default).
Report goes to: the production manager.
The output
DAILY PRODUCTION REPORT: Short film P, shoot day 6 of 10, Tuesday 3 March 2026
- For: Production manager. Prepared from the call sheet (8 people), the timecard export (9 entries from 8 people), four department reports, the production notes and the settings.
- Counts: 7 of the 8 people on the call sheet have a timecard. 1 person with a timecard is not on the call sheet. Queries: 5.
Day at a glance
- Location: Location A (warehouse).
- General call: 07:00. Earliest logged call-in: 06:30 (Gaffer A, Production Assistant A).
- Planned wrap: 18:00. Called wrap: 18:30. Latest logged wrap-out: 19:30 (Production Assistant A).
- Call times: the logged call-in matches the call sheet for 7 of the 7 listed people who have a timecard. No differences.
Work planned and reported
- Scene 14: done (Camera, Sound).
- Scene 15: partly done (Camera, Sound). Camera reports one unreadable camera card and two takes shot again. Sound reports the wild track was not taken and asks for a pickup.
- Scene 17: moved to Wednesday 4 March (production notes). Grip and electric report the lighting rigged and left in place overnight; Art reports the dressing not finished and the door prop due tomorrow morning.
Department reports
- Camera: Scenes 14 and 15 shot; scene 17 not started; 22 setups; one camera card unreadable; two takes of scene 15 shot again.
- Grip and electric: Lighting for scene 17 rigged and left in place overnight; generator refuelled at 15:00.
- Sound: Scenes 14 and 15 recorded; wild track for scene 15 not taken; pickup requested.
- Art: Dressing for scene 17 not finished; door prop arrives tomorrow morning.
- Production: no report supplied.
Schedule changes
- Scene 17 moved from today to Wednesday 4 March; the light went at 17:45 (production notes).
- Wrap called at 18:30 against a planned 18:00, 0:30 later (production notes).
- Logged wrap-outs after the called wrap of 18:30: Gaffer A 19:00, Grip A 19:00, Production Assistant A 19:30.
- Location A access closes at 20:00 tomorrow (production notes).
Hours as written
- Camera: 2 people, 2 entries, 22:30.
- Grip and electric: 2 people, 2 entries, 23:00.
- Sound: 1 person, 1 entry, no hours written (see query 2).
- Art: 1 person, 2 entries, 9:00 (see query 3).
- Production: 2 people, 2 entries, 18:30.
- Day total: 73:00, from 8 of the 9 entries. Entries left out are listed under Queries (the Sound entry, query 2).
Queries: 5
- Missing timecard. Script Supervisor A (Production, script supervisor) is on the call sheet with a 07:00 call and has no timecard. Ask: Script Supervisor A, or the production office.
- Incomplete entry. Sound Mixer A (Sound): call-in 07:00 and meal 30 minutes are written; wrap-out and hours are blank. The note reads "left before wrap; to confirm". Not included in any total. Ask: Sound Mixer A.
- Overlapping entries. Art Assistant A (Art) has two entries on the same day: 07:00 to 13:00 (5:30 written) and 12:30 to 16:00 (3:30 written, note "second set"). They overlap from 12:30 to 13:00, 0:30. Both are totaled as written (9:00), so the total may count that 0:30 twice. Ask: Art department head.
- Hours differ from times. Focus Puller A (Camera): 07:00 to 18:30 is 11:30; less the written meal of 0:30 is 11:00. Hours written: 11:30. Difference: 0:30, above the 0:15 tolerance. Totaled as written (11:30). Ask: Focus Puller A, or the Camera department head.
- Not on the call sheet. Driver A (Production, driver) has a timecard, 10:00 to 17:00, 6:30 written, and is not on the call sheet or mentioned in the production notes. Totaled as written. Ask: the production office.
Hours disputed in the notes: none noted. Entries whose hours match their times: 7 of 9 (one differs, query 4; one cannot be checked, query 2).
Draft for the production manager's check. The hours are totaled as written. No pay rule, overtime, meal-penalty or guild computation has been applied, and nothing has been sent or submitted.
Where it fits
- Media and entertainment, where the wrapped day's records come from many departments in different shapes.
- Marketing and advertising, for agency and brand shoots run by a small production office.
- Consumer brands, where in-house content days produce the same call sheets and timecards.
- Project and delivery, which owns the daily record of what a delivery team did.
- Established businesses, where the report lives in one coordinator's habits and should live in a repeatable format.
- Growth & scaling, when more shoot days a month outgrow hand assembly.
It is not a weekly project status report; Project status report covers a project over time. It is not payroll preparation either; Payroll preparation and timesheet review prepares a pay period for the payroll specialist. This capability stops at one day's records and the questions they raise.
What has to change for your company
Put your own report layout in place of the default, and keep every slot the template names. Set how your timecard export is headed. Decide the tolerance for hours that differ from the times beside them, and who answers a query for each department. Say who may receive the report and when. If your production runs overnight or across time zones, say how a day is cut. Pay rules, overtime, meal penalties and guild matters stay with the specialist who owns them; the report never touches them.
What has been checked
Fully Powered AI wrote this capability template. It was editorially reviewed on 10 November 2026. It was tried once on its invented example in Claude on 10 November 2026, and the record of that run is published with the template; it lists the edits made afterward, which have not been run again. It has not yet been tested in a client environment. It has not yet been tested as a packaged version in ChatGPT, Claude, Copilot or Gemini.
Testing in your environment means running it on a past shoot day the production manager remembers well, plus hard cases written in advance: a missing card, a person logged twice at overlapping times, hours that do not match the times, a person who was not on the call sheet. The production manager should recompute every total from the export before the report is relied on.
The full capability template
Everything above is the outline. The complete capability template is the working version: the roles, the inputs, the procedure, the exceptions and stop conditions, the output format, the reviewer checklist, the acceptance tests, the instructions for an AI assistant and what to customize for your company. It comes with a download and the link to its folder in Fully Powered’s public repository.
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