Project Status Reporting

Reporting project status to stakeholders is an integral part of any project management discipline. The PPMAnywhere solution makes it quick and easy to submit a project status report and supports updating of the project as part of creating the report thereby helping to ensure the project is kept up to date. Reports can be exported to PDF and/or PowerPoint for distribution to stakeholders.

• Status reports can be submitted from the project overview page. To access the project overview page, navigate to the Projects page and click on a project. This page is also available from the flydown menu under the ‘Portfolio’ category. The link to the Project Status Report is available as an icon to the top right of the overview page.

• Status reports can also be submitted from the Reports page, which is also available from the flydown menu under the ‘Analysis’ category.

• Initiating the report will bring up the selection page.

• The select page is used to choose the reporting period and the project. The project field will be pre-filled if the report was initiated from the Project Overview Page.

• Once the reporting period and project are selected click on the ‘Right’ arrow to the top right of the page or click on ‘View’ in the breadcrumb trail above the report title.

• Use the right and left arrows to the top right of the report creation window to move to the next or previous section.

• Use the breadcrumb trail to navigate directly to a section.

• Milestones (as defined in the task plan) are listed here.

• Milestones that are not marked as complete can be edited with an estimated or actual completion date, their RAG status. If the milestone is now complete the status can be marked as such.

• New milestones cannot be created here and must be added via the task plan. Use the drill-down from the timeline content area in the project overview page to access the task plan.

• Existing risks can be updated if they allow updates for the state the issue is currently in.

• To view only Open issues, use the ‘Hide Closed’ link to filter out closed issues.

• Use the status drop-down to move the issue to a new status. The values in this field will depend on the configuration of the issue workflow.

• If the report is configured to allow the creation of new issues these can be added by clicking on the ‘+’ button. Existing issues can be deleted by clicking on the ‘x’ icon next to the issue.

• Existing issues can be updated if they allow updates for the state the issue is currently in.

• To view only Open issues, use the ‘Hide Closed’ link to filter out closed issues.

• Use the status drop-down to move the issue to a new status. The values in this field will depend on the configuration of the issue workflow.

• If the report is configured to allow the creation of new issues these can be added by clicking on the ‘+’ button. Existing issues can be deleted by clicking on the ‘x’ icon next to the issue.

• Existing changes can be updated if they allow updates for the state the change is currently in.

• To view only Open changes, use the ‘Hide Closed’ link to filter out closed changes.

• Use the status drop-down to move the change to a new status. The values in this field will depend on the configuration of the change workflow.

• If the report is configured to allow the creation of new changes these can be added by clicking on the ‘+’ button. Existing changes can be deleted by clicking on the ‘x’ icon next to the change.

• Displays the staffing or resource plan for the project. This represents the ‘top-down’ view of resourcing. It is used to ensure that the project is adequately staffed to achieve its objectives. It is not intended as a way to define the tasks or work that needs to be performed.

• Refer to the Project Resourcing End User Guide for further details about how to update the resource plan.

• Displays the financial plan for the project. The financial plan includes planned and actual costs for the project, by month.

• Refer to the Project Financials End User Guide for further details about how to update the financial plan.

• The summary section provides a way to enter free-text commentary about the project for this period. The standard report provides an ‘Overall Assessment’ text area for this purpose. Other fields may be configured to suit your organizational needs.

• Click on the ‘Review’ link to display a preview of the report.

• Each of the sections can be updated directly in the preview. Milestones, risks, issues and scope changes can be updated as well as the resourcing and financial plan and any commentary to go with the report.

• Depending on business rules, the overall health and the individual health for the schedule, risks, issues, resources and financials can be overridden.

• Click on the relevant RAG circle and select a different colour

• If you are ready to publish, click on the ‘Review’ link to view the report. This will bring up a preview of the report.

• Once you are happy with the preview, click on the ‘Tick’ icon to the top right of the page. The report will then be published.

• Once published the report cannot be changed. Another report can be created for the same period if a mistake is made.

• The export to PDF icon is available once the report has been published. The export icon is shown in the report header next to the PowerPoint export icon. There is also a download icon in the black ‘actions bar above the report. Clicking on either of these brings up the export preview.

• In the export preview select which sections you would like to keep in the report.

• Click on Export button (top right of the preview window) when done

• The export to PowerPoint icon is available once the report has been published. Click on this to download the report in PPT format.

• The file is saved to your download area.

• Click on the network icon (3 joined dots) at the top of the published report

• Select one or more users to share the report with

• Click on Apply

• Users will be notified that the report has been shared.

• Click on the envelope icon at the top of the published report

• Enter the email address of the recipient

• Click on Apply

• Users will be emailed with a link to the report. They will require a user account with correct subscription and access in order to view the report.

• Click on the clock icon at the top of the published report

• The list of people who have viewed the report will be displayed

• The list can be exported to Excel.