Project Portfolio Management Monthly Status Report Training

Project Portfolio Management Monthly Status Report Training

Course Agenda 1: Introduction 2: Process Flow
3: First Status Report Requirements 4: Entering Indicator Comments 5: PPM Tab Information 6: Alert Subscriptions 7: Supporting Documents

Prerequisites For Class
User has been to PPM New User Training Class OR They are an experienced PPM user These prerequisites are necessary to keep the class moving at a reasonable pace

Introduction Overall Information
Status Reporting Requirements: Projects over $500K (total investment/total life cycle costs), must submit monthly status reports to EPMO QA staff Projects that are part of a Program (even if they are under $500K) must submit monthly status reports to the EPMO QA

Introduction Overall Information
Status Reports are primarily focused on the current phase of a project Status Reports can be completed and assessed while projects are in Gate Approval Tab Status For Gate Approval Editable Tabs: Risk Assessment Tab Schedule Tab Status Tab Cost Tracking Tab Issues and Risk Management tab Document Management tab Read-Only Tabs: Project Information Tab Benefit Estimates Tab Budget Cost Tab Strategic Impact Tab Budget Resource Tab Resource Tracking Tab The key thing to remember is that Status Reporting is only done on the CURRENT PHASE of the project

Monthly Status Reporting Process Flow Overview

Monthly Status Reporting Process Flow
Begins with Project Status Report Step attribute This should be your first stop every month when starting to enter information for a Status Report This attribute controls the notifications PPM sends about Status Reports Setting the Status Report Step to ‘Preliminary’ right away is very important

Step 1 Project manager (PM) sets the Project Status Report Step attribute to “Preliminary” PM updates the project’s status information (see later slides for details on how to update) Step 2 PM sets Project Status Report Step to “Agency Review” Project status reviewed within agency This step is agency specific. In some agencies, management may review the status before having the PM send it to the EPMO QA staff, in other agencies, the agency PMO office may review it before it is sent to the EPMO QA staff. The 1st thing that you need to do when starting the Status Reporting process change the Status Report Step to ‘Preliminary’ This is important because it will let anyone who looks at your project know the data is influx Step two is recommended by the EPMO but not required The thinking is that it is better to have a second set of eyes go over the data

Step 3 By Friday of the week of the 15th of each month, all project status reports must be completed by the PM and ready for EPMO QA staff review PMO/PM sets Project Status Report Step to “QA Review” Step 4 EPMO QA staff does their assessment Sets the indicators for the project and add indicator comments appropriately Add issues to the “Issues and Risks” tab (with Source = “EPMO”) if appropriate. Reviews the agency updates to the issues that they previously entered EPMO QA staff runs the Project Status report and saves the PDF output. EPMO QA staff does the snapshot for that month, preserving the status, and the project in the tool is ready for next month’s input EPMO QA staff sets the Project Status Report Step to "QA Project Assessment Finalized" EPMO QA staff does assessments on a First In – First Out method Special arrangements can be made by contacting EPMO QA staff if your Status Report is going to be late

Monthly Status Reporting Process Flow - Notes
If your project was classified as ‘Needs Attention’ last month, this month’s assessment can not be completed without a corrective action plan Status Report Due Dates

Monthly Status Reporting Opening Project
Status Report information can only be entered when you are in edit mode

Monthly Status Reporting Verify Correct Month
Verify you are in the correct month’s “snapshot” Note: This should be set to the month that just ended (If your status report is due January 18, 2008, the snapshot should say “December 2007”) If the snapshot report says ‘Current Snapshot’ no snapshot has been completed for this project, additional steps will be required Remember data is entered for the month that just ended

Monthly Status Reporting Status Tab
Set Project Status Report Step attribute to “Preliminary” This field lets anyone who looks at your project in the interim know that you are in the process of entering your status for the month and the numbers may be a combination of last months numbers and this months number This should be the first thing you do every month when starting to enter information for a Status Report Setting the Status Report Step to ‘Preliminary’ right away is very important

Monthly Status Reporting First Status Report

Monthly Status Reporting First Status Report – Project Info Tab
Has a Snapshot been done for this project before? Open the project Look under ‘Snapshot Reports’ on the Project Info tab If it says “Current Snapshot” no snapshot has been done for this project You are doing your first status report Note: First snapshot will be for the month of the Start Date of the project on the Project Info tab First report will be due 30 days after P&D approval by the State CIO

Monthly Status Reporting First Status Report – Budget Cost Tab
Move budget from Level 1 to Level 4 for months you are in Initiation and Planning & Design Necessary to allow PPM tool to determine your “Initiation” and “Planning & Design” budget costs accurately on the Cost Tracking tab (necessary for Monthly Status Report) Total amount of the Initiation phase budget must match the “Initiation Phase Budget” attribute on the Project Info tab Total amount of the Planning & Design phase budget must match the “Planning & Design Phase Budget” attribute on the Project Info tab The “Planning & Design Phase Budget” field on the Project Info tab is filled in prior to Gate 1 approval This is the amount the project is approved to spend in P&D The same value needs to be reflected on the Budget Cost tab when values are moved from Level 1 to Level 4

After going through Gate 1 project granularity changes from Fiscal Year to Monthly Yearly values are divided by the number of months in that fiscal year (may not always be 12 in the first and/or last years) Now is probably the best time to Redistribute all dollars for all phases

The values on the Budget Cost tab will be the same for every month. When you move them down to level for the values can be redistributed over the months of P&D as long as the phase total still matches the ‘Planning and Design Phase Budget’ value on the Project Info tab The Phase total will be in the very last column; scroll all the way to the right

The ‘Planning and Design Phase Budget’ is the amount that was approved to be spent in Planning & Design by State CIO Planning and Design Phase Budget from the Project Info tab MUST equal the Planning & Design phase total on the Budget Cost tab The value in the ‘Planning and Design Phase Budget’ attribute on the Project Info tab is what you have been approved to spend in Planning and Design. The reason this field is necessary is that when you are going through Gate 1 the only requirement is that you Budget Dollars loaded at Level 1.

Monthly Status Reporting First Status Report – Cost Forecast Tab
After going through Gate 1 dollars from Budget Cost tab are also copied to the Cost Forecast tab at Level 1. Will need to redistribute dollars to match Level 4 dollars from the Budget Cost tab

Cost Forecast breakdown should match the Budget Cost breakdown before doing the first Status Report The Cost Forecast totals should match the Total Approved Phase Budget for P&D After setting the Project’s Forecast you will need to manage the forecast on a month to month basis After the first Status Report the numbers on the Budget Cost tab will not necessarily match the Cost Forecast Do Not update the Budget Cost numbers, just manage the Cost Forecast numbers

Monthly Status Reporting First Status Report – Status Tab
Enter the Initiation hours spent on the project in the ‘Phase Actual Hours’ field under the Initiation Phase Cost section This step will be added to the tool during the March release of PPM changes/updates

Monthly Status Reporting First Status Report – Status Tab
Enter the Total Approved Phase Hours and Dollars Note: The “Total Approved Phase Budget Dollars will need to be updated anytime a Change Request is approved The Total Approved Phase Hours should come from your Planning & Design Phase staffing plan This is a requirement to get into P&D so this should be complete

Monthly Status Reporting First Status Report – Schedule Tab
Add the “Workflow” phases to the project (depending on the type of project, you may also need the SDLC phases) Add/Validate the Planning & Design phase milestones and key deliverables It is acceptable to not have milestones when an RFP is in the waiting phase; BUT at this time you should not have spent ANY HOURS on the project It is acceptable to not have any milestones for a month when an RFP is in process Milestones/Key deliverables just need to be something to measure project progress with

Monthly Status Reporting Entering Indicator Comments

Monthly Status Reporting Entering Indicator Comments - Notes
If you have variances or other information that you would like to explain in more detail, use the “Indicator Comments” fields associated with the various Indicators (the “Jellybeans”) Precede your comments with your initials and the date Pick the appropriate indicator that your issue or variance refers to Your comments will be read by the EPMO QA group before they do this month’s assessment EPMO QA staff will add their comments after doing the assessment EPMO QA staff will enter a comment for every Jelly bean every month You can delete your comments but DO NOT delete EPMO comments If there are any variances in any one of the Triple Constraints make sure to put in a comment explaining it

Monthly Status Reporting Entering Indicator Comments
After selecting the appropriate Jelly Bean a separate window will pop up 1 2 Character limit is 3800 on ‘Indicator Comment’ field. If you go over, attach a document to Document Management tab In the ‘Indicator Comment’ field there is a text limit of 3500 characters DO NOT DELETE any comments from EPMO QA, you can only delete your own comments

Monthly Status Reporting
1: Introduction 2: Process Flow 3: First Status Report Requirements 4: Entering Indicator Comments 5: PPM Tab Information 6: Alert Subscriptions 7: Supporting Documents

Monthly Status Reporting Project Info Tab

Verify that the “Start Date” and “End Date” are aligned with the forecast dates on the “Schedule” tab Verify that the “Benefits Start” date is correct If the End Date of the project moves out make sure to change the Benefits Start Date This picture does not show it but the Phases laid out on the Schedule tab can overlap each other Key thing to remember is that you need to be approved for the phase before you start doing any activity in that phase

Verify “Deliverables” responses in Agency Document Checklist section Ensure that responses are consistent with the project type Ex – “COTS procurement” project type must have “Hardware and Software Procurement Plan = YES” Depending on the project type EPMO QA may need to see any deliverables the project said it will be producing At gate review time EPMO QA staff will look to see if all ‘Yes’ artifacts are attached in the Document Management tab It is a good idea to file all project documents in the Document Management tab, but not required For questions that you answered ‘Yes’ to it is not a requirement to attach the documents but you will need to provide it if a question arises about that document

Verify the “Enterprise Architecture Questionnaire” is completed and current Answer to this question should map to the response to Question ‘05-04 Implementation Approach’ on the Risk tab During Gate Approval time ETS staff will review these questions

EPMO QA will check to see if the PM interview has been completed EPMO QA will also check the status of the System Design Document The System Design document should be attached in the document management tab

Monthly Status Reporting Risk Tab

Monthly Status Reporting Risk Tab
Verify answers and update if appropriate

Monthly Status Reporting Risk Tab - Notes
Question ’02-01 Project Funding’ determines the assignment of the ‘Project Funding (TCO)’ Jelly Bean Full Funding = Green Partial Funding = Yellow No Funding = Red EPMO QA looks at answers to all Risk questions Goal of tab is NOT to have low score, goal is to find out where project risk’s exist If you have a ‘High’ risk project mitigation plans should be in place High risk items should be addressed as a Risk on the Issues and Risk tab. High Risk Examples: Greater than 10 FTEs at different locations Project length is greater than 1 year Risk tab should be the high level introduction to the RAMP document (available on EPMO website & Help section of PPM)

Monthly Status Reporting Cost Tracking/Cost Forecast Tab

Monthly Status Reporting Cost Tracking Tab – Entering Actual Costs
If costs are not entered at Level 4 assessment will NOT be completed! Project Status Report Step will be reset to ‘Preliminary’ Remember if you have NO Actual Costs for the month, please enter “$0” so that Cost Forecast for the current month will update correctly

Monthly Status Reporting Cost Forecast Tab
After Actual Costs are entered on Cost Tracking the dollar amount will replace the Forecast for that month Note: Current Month and all previous months on Cost Forecast tab are Read Only

Monthly Status Reporting Cost Forecast Tab
After you have entered your Actual costs and the amount has been copied over to the Forecast tab, you need update your Forecast for any future months. Basically you just need to manage your future dollars.

Monthly Status Reporting Cost Tracking/Forecast Tab - Hints
Remaining Monthly Forecast will be used to calculate Estimate to Complete on Status Tab Forecast dollars are replaced with the actual dollars reported for the month Therefore, forecast dollars for future months must be managed! Make adjustments for future months to account for late or early starts to tasks Remember only the Current Phase budget is assessed Phase budget is assessed based on the budget reported on the “Cost Tracking” tab in the Revised Budget TC column for current phase Total Phase Cost on Forecast tab should equal the Revised Budget TC for the phase If using the ‘Project Staff Hours Worksheet’ monthly total hours can be copied from current month totals Project Staff Hours Worksheet can be found in the NC Help Section of the PPM Tool. It is called ‘Staffing Plan’

Monthly Status Reporting Cost Tracking/Forecast Tab Examples
Managing Forecast Cost – Example 1 - Actual Costs Less Than Forecast Costs Cost Forecast for Current and the Future Months This is a quick example of managing your future months forecast dollars For the rest of P&D you have forecasted about $217K And $146,571 for Jan 08

Actual Cost is Different Than Forecast Totals are then copied to Cost Forecast Tab Your actuals for this month are different than what was originally forecast After you enter the actual costs in Jan 08 that value is copied over to the Forecast tab

Total Forecast for the Phase is now $90,000 less Question to Ask Yourself is: Did we get all the work done as planned? If ‘Yes’ put a note in the ‘Project Staff Utilization’ indicator explaining this If ‘No’ - Cost Forecast for future months needs to be adjusted accordingly After the Actuals are copied over your Total Forecast is $90K less for the rest of the phase

Need to Adjust Forecast accordingly Future months forecast should equal ETC from the Status tab Need to add in the $90K by moving out to one of the remaining months in the phase

Managing Forecast Costs – Example 2 - Actual Costs Greater Than Forecast Costs

Actual Cost is Different Than Forecast Totals are then copied to Cost Forecast Tab

Total Forecast cost for the Phase is now $29,000 greater Question to Ask Yourself is: Did we get more work done (early start) OR is the work costing more than expected?

If the project team got more work done than expected this month, decease the dollars for future months If the total cost for the phase is now expected to increase, an approved Change Request is required for the extra dollars.

Monthly Status Reporting Status Tab

Monthly Status Reporting Status Tab – Hours and Dollars
Update Hours and Dollars Note: If this is the first status report in a new phase and the last phase is complete, don’t forget to zero (0) out the monthly (NOT “To Date”) hours for actual and planned from the Preceding Phase. The Status tab is the main tab that the EPMO QA looks at during the status reporting process

Calculations for Status Tab Hours Staffing Plan should match Phase Month and Phase to Date hours EPMO QA looks at Staffing Plan every month Phase Month Actual Hours & Phase Month Plan Hours should come from your staffing plan To see previous months snapshots you must be in View mode

When doing your last Status Report in Implementation (last Status Report for whole project) enter the ‘Phase Projected Hours’ for the Project Closeout Phase

Schedule tab – Status tab Check Here is a check that you should make when you complete a phase. If on the Schedule tab you are indicating that a phase is complete, 100%, Then on the Status tab the ETC for dollars and hours should be zero.

Monthly Status Reporting Status Tab – Business Functional Requirements
Update “Business Functional Requirements” section The number of requirements should be in sync with the Project Goals and Objectives (on Project Info tab) They should also match the number of requirements in the Business Requirements document If the question “Will all Requirements be Delivered” is ‘Yes’ then Project Scope jellybean will be Green; However if you have 0 (zero) requirements you will get a Yellow jellybean for the first month and a Red jellybean for all future months that the requirements are undefined If you have a larger project with a lot of deliverables then you should have a lot of Business Functional Requirements You can NOT get a RED jelly bean for Business Functional Requirements

Monthly Status Reporting Status Tab – Plans and Accomplishments
Update “Accomplishments this Period” Ensure “Plans for Next Period” in last month’s status report are addressed in the current month’s report If you did not achieve a plan from last month’s status report DO NOT delete it; just leave it in the “Plans for Next Period” AND change the Forecast Date for the corresponding Milestone Update “Plans for Next Period” ITS QA will check to see if Accomplishments are in line with Milestones and Key Project Deliverables for the month If the plans from last period haven’t change then the trick here is to copy your Plans for Next Period up to Accomplishments this Period AND make sure to change the tense of the words If you delete a Plan that was not accomplished EPMO QA will catch it and open an issue asking what happened to it The thing to do is just leave it in the plan and adjust the forecast date of the corresponding milestone. If you have achieved a milestone than it should be in the Accomplishments for this period AND accomplishments should related to milestones

Monthly Status Reporting Status Tab - Notes
If you have variances or other information that you would like to explain in more detail, use the “Indicator Comments” fields associated with the various Indicators (the “Jellybeans”) Precede your comments with your initials and the date Pick the appropriate indicator that your issue or variance refers to Your comments will be read by the EPMO QA group before they do this month’s assessment EPMO QA staff will add their comments after doing the assessment If Total Phase Estimated Hours equal Phase to Date Actual Hours then the phase should be complete (Estimate to Complete Phase Hours should be zero) Accomplishments are things that were completed for the month Accomplishments and Plans for Next Month should directly relate to Milestones and Key Project Deliverables on Schedule tab ETC (Status Tab) + Phase Actual Cost TC (Cost Tracking tab) = Total Cost for Phase It is very important to communicate any concerns about the Triple Constraints

Monthly Status Reporting Schedule Tab

Monthly Status Reporting Schedule Tab - Phases
Note: If you are extending the length of a phase an Agency approved change request should be attached to the project You can use what ever method you would like to determine the Completion percentage of your phase and project Just make sure you use the same method throughout the entire project

Monthly Status Reporting Schedule Tab – Milestones and Key Deliverables
Check Milestones and Key Deliverables, if any have completed this month but the date is different modify the Forecast Date If necessary add any additional Milestones/Key Deliverables If a change request has extended the length of a phase make sure to move out the date of any necessary milestones Milestones should relate to accomplishments for this period Milestones should be in sync with the current workflow phase If the Planned or Forecast Date for a milestone was in the past month then that Milestone should correspond to an Accomplishment on the Status tab If the Milestone date is in the month of Status Report and the date has not been changed then you are saying that the Milestone has been completed. Therefore it should be addressed in the accomplishments for this period

Monthly Status Reporting Schedule Tab – Hints
Ensure that you update the “Actual % Complete” for the overall project & the current phase Project “Actual End Date” is equal to the “Planned End Date” for the last phase of the project (latest Phase Planned End Date) Ensure that “Milestones and Key Project Deliverables” and “Phases” are updated either manually or via MS Project Do Not update phase end dates without an Agency Approved Change Request Don’t be afraid to modify the Forecast date for milestones

Monthly Status Reporting Issues and Risks Tab

Monthly Status Reporting Issues and Risks Tab – Editing New Issues
Any Issues/Risk listed as ‘Not Completed’ requires a response to address the respective Issue or Risk Make sure to change the ‘Items per page’ to 100 to see all Issues on the project

Monthly Status Reporting Issues and Risks Tab – Editing New Issues
If you Close an issue it becomes read only

Monthly Status Reporting Issues and Risks Tab - Hints
Issues/Risks should not be closed until resolution is complete A ‘State’ of Closed will prevent any additional entries or modifications to that particular Issue or Risk Ensure that all open issues/risks have a “Due Date”, “Resolution Description” and “Owner of Issue/Risk” assigned Ensure that the status of all updated issues and risks are approved by agency management The ‘Owner’ is the person with a PPM license who will be primarily responsible for the issue/risk (usually the PM) The ‘Owner of Issue/Risk’ is usually the person best suited for resolving the Issue/Risk (they don’t need a PPM Tool license) Open Issues/Work in Progress Issues should be updated periodically with: Progress made towards resolution OR If no progress was made, why no progress was made Change the due date of open Issues if necessary

Monthly Status Reporting Document Management Tab

Monthly Status Reporting Document Management Tab
Attach appropriate supporting documentation This may include (but not limited to): Any Agency approved change requests Staffing Plan / Project Staff Hours Worksheet Any document referenced in the ‘Agency Document Checklist’ with a ‘YES’ response System Design Document When creating New folders make sure to create them as Public folders Private Folders and any documents in them can ONLY be seen by You EPMO QA will look at your Staffing Plan every month so make sure the most current version is attached

Monthly Status Reporting Project Reports Tab

Monthly Status Reporting Project Reports Tab
Once all fields are updated, review “Project Status Report” for accuracy: Run the Project Status Report by single clicking on the Adobe Acrobat icon Review the Project Status Report to make sure that no additional edits are required Compare the Status Report to the ‘PPM Project Status Indicator Settings Guidelines’ Check that ETC calculations for Hours and Dollars are correct Check that ‘Total Approved Phase Budget Dollars’ is correct After comparison to the ‘PPM Project Status Indicator Settings Guidelines’ document the PM should know what color Jellybeans they are going to receive Comparing your status report to the Indicator Guidelines document will let you know what color jellybean you are getting even before EPMO QA does the assessment

Monthly Status Reporting Process Flow Details

Monthly Status Reporting Process Flow – Status Tab
Set “Project Status Report Step” attribute to ‘Agency Review’ Report should be reviewed and approved by appropriate agency personnel PMO/PM then sets “Project Status Report Step” attribute to “QA Review”

Monthly Status Reporting Process Flow – Status Tab
When the agency has approved the project status report and set the “Project Status Report Step” attribute to ‘QA Review’, the EPMO QA group will be electronically notified When the EPMO QA group has completed the project assessment, the “Project Status Report Step” will be set to “QA Review Finalized” If the agency has set up an “Alert” they will be notified electronically when the assessment is finalized

Monthly Status Reporting Adding Alert Subscriptions

Monthly Status Reporting Alert Subscription
From Project Info tab select ‘Alert Subscription’ Click on the ‘Add Subscription’ tab

Create a New Subscription

Fill in the details With the condition set to ‘Value has Changed’ the tool will notify you anytime the Project Status Report Step is changed

Monthly Status Reporting Supporting Documentation

Monthly Status Reporting Supporting Status Reporting Documentation

Contact Information EPMO QA Richard McGee Shaw Erfani PPM Tool Questions Charles Richards Janet Stewart

Project Portfolio Management Monthly Status Report Training

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