Programme Report List

This page will display a list of all status reports that are expected for a programme for a given reporting period. This includes the programme itself as well as for each of the entities (proposals, projects, and services) in a programme.

The list comprises the programme at the top (in dark grey) followed by a line item for each entity in the programme contents. Against each expected report there will be an action to either view the report (if it has been submitted), create or rerun a report (if it has not been submitted and the person viewing the page has authority to do so) or to send a chaser email (if it has not been submitted and the person viewing the page does not have authority to submit).

• Select a reporting period in the Report Date filter to view the status of reports for that period.

• Select a programme from the Programme filter. When drilling-down from a programme this filter will be preset.

• The top item in the list will be the status of the programme report. Following this will be the status of the reports for the programme contents (proposals, projects and services).

• The actions associated for each list item will depend on:

• Whether a report has already been run

• Whether the person viewing the report list has authority to run a report for that entity.

• If a programme report has been submitted for the period, there will be an ‘Open Pack’ item against the programme. Click on the icon to open it. The report will provide an option to export the report to PDF or to share it with others.

• The programme report will pull in information from the most recent status report for each entity in the programme contents. You may wish to check that there is a report for each of these, for the period in question, prior to submitting a programme report.

• Select the report date using the filters.

• If no report has been run and the person has authority to create a report for the programme, there will be a ‘+ icon to the right of the programme report.

• Click on the ‘+’ icon to create the report. The initial report filters will be pre-filled from this report list page. Click on the ‘right’ arrow to proceed to view the report. The report will collate information about the programme as well as the most recent report from each entity in the programme contents.

• A commentary box will be available to capture comments.

• Depending on business rules, the overall RAG can be overridden by clicking on it and selecting a different RAG.

• If a status report has been submitted for a proposal, project or service for that period, there will be an ‘Open Report’ item against that entity. Click on the icon to open it. The report will provide an option to export the report to PDF or to share it with others.

• If the person viewing the dashboard has authority to create reports for that entity and one has already been created, there will also be a ‘Rerun Report’ option. Follow the steps described for Creating a report below.

• Select the report date using the filters.

• If no report has been run for the proposal/project/service and the person has authority to create a report for that entity there will be a ‘+ icon to the right of the report.

• Click on the ‘+’ icon to create the report. The initial report filters will be pre-filled from this report list page. Click on the ‘right’ arrow to proceed to the next stage of creating the report which will allow the person submitting the report to view all the controls for the entity, such as risk tracking, resourcing and financial tracking and at the same time bring them up to date by making changes.

• The report creation process will take the user through all the controls for the entity, for example the milestones, the risk log, the issue log and the change log as well as the resourcing and financials for the entity. In each case the user can make changes to bring the status of the entity up to date. Changes made as part of creating the report will reflect back in the workbook and in future reports.

• Click on the Right and Left arrows to move forwards or backwards through the stages.

• Once the summary stage is reached, the user is provided with a means to enter free text commentary, for example an overall assessment.

• In the Review stage the user gets a preview of what the report will look like. Depending on the business rules the overall and individual health RAGs can be overridden. Click on the circle to select a different RAG.

• Click on the left arrow to go back and make changes or the tick icon to submit the report.

• Once the report is submitted it can be exported to PDF or PowerPoint (if configured).

• Multiple reports can be submitted for the same entity for the same period. When this is the case the health of the entity is determined by the most recently submitted report.

• If the programme entity has not had a report run and the person viewing the page does not have authority to create a report, there will be an envelope icon against the expected report.

• Click on the envelop icon to generate an empty email in your chosen email solution with the recipient list pre-filled with the person(s) managing the entity.