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1 State of NC Internal Use Only – Do Not Distribute Project Portfolio Management Monthly Status Report Training.

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Presentation on theme: "1 State of NC Internal Use Only – Do Not Distribute Project Portfolio Management Monthly Status Report Training."— Presentation transcript:

1 1 State of NC Internal Use Only – Do Not Distribute Project Portfolio Management Monthly Status Report Training

2 2 State of NC Internal Use Only – Do Not Distribute 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

3 3 State of NC Internal Use Only – Do Not Distribute Prerequisites For Class 1.User has been to PPM New User Training Class OR 2.They are an experienced PPM user

4 4 State of NC Internal Use Only – Do Not Distribute 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

5 5 State of NC Internal Use Only – Do Not Distribute Introduction Overall Information 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 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

6 6 State of NC Internal Use Only – Do Not Distribute Monthly Status Reporting Process Flow Overview

7 7 State of NC Internal Use Only – Do Not Distribute 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

8 8 State of NC Internal Use Only – Do Not Distribute Monthly Status Reporting Process Flow Step 1 Project manager (PM) sets the Project Status Report Step attribute to Preliminary PM updates the projects 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.

9 9 State of NC Internal Use Only – Do Not Distribute 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 months input EPMO QA staff sets the Project Status Report Step to "QA Project Assessment Finalized" Monthly Status Reporting Process Flow

10 10 State of NC Internal Use Only – Do Not Distribute If your project was classified as Needs Attention last month, this months assessment can not be completed without a corrective action plan Status Report Due Dates Monthly Status Reporting Process Flow - Notes

11 11 State of NC Internal Use Only – Do Not Distribute Monthly Status Reporting Opening Project

12 12 State of NC Internal Use Only – Do Not Distribute Monthly Status Reporting Verify Correct Month Verify you are in the correct months 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

13 13 State of NC Internal Use Only – Do Not Distribute 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

14 14 State of NC Internal Use Only – Do Not Distribute Monthly Status Reporting First Status Report

15 15 State of NC Internal Use Only – Do Not Distribute 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 Monthly Status Reporting First Status Report – Project Info Tab 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

16 16 State of NC Internal Use Only – Do Not Distribute 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 Monthly Status Reporting First Status Report – Budget Cost Tab

17 17 State of NC Internal Use Only – Do Not Distribute Monthly Status Reporting First Status Report – Budget Cost Tab 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)

18 18 State of NC Internal Use Only – Do Not Distribute Monthly Status Reporting First Status Report – Budget Cost Tab

19 19 State of NC Internal Use Only – Do Not Distribute Monthly Status Reporting First Status Report – Budget Cost Tab The Planning and Design Phase Budget is the amount that was approved to be spent in Planning & Design by State CIO

20 20 State of NC Internal Use Only – Do Not Distribute 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

21 21 State of NC Internal Use Only – Do Not Distribute Monthly Status Reporting First Status Report – Cost Forecast Tab

22 22 State of NC Internal Use Only – Do Not Distribute 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 Projects 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 – Cost Forecast Tab

23 23 State of NC Internal Use Only – Do Not Distribute Enter the Initiation hours spent on the project in the Phase Actual Hours field under the Initiation Phase Cost section Monthly Status Reporting First Status Report – Status Tab

24 24 State of NC Internal Use Only – Do Not Distribute 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

25 25 State of NC Internal Use Only – Do Not Distribute 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 Monthly Status Reporting First Status Report – Schedule Tab

26 26 State of NC Internal Use Only – Do Not Distribute Monthly Status Reporting Entering Indicator Comments

27 27 State of NC Internal Use Only – Do Not Distribute 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 months 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

28 28 State of NC Internal Use Only – Do Not Distribute 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

29 29 State of NC Internal Use Only – Do Not Distribute 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

30 30 State of NC Internal Use Only – Do Not Distribute Monthly Status Reporting Project Info Tab

31 31 State of NC Internal Use Only – Do Not Distribute 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

32 32 State of NC Internal Use Only – Do Not Distribute 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 Monthly Status Reporting Project Info Tab

33 33 State of NC Internal Use Only – Do Not Distribute Verify the Enterprise Architecture Questionnaire is completed and current Monthly Status Reporting Project Info Tab Answer to this question should map to the response to Question Implementation Approach on the Risk tab

34 34 State of NC Internal Use Only – Do Not Distribute 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 Project Info Tab

35 35 State of NC Internal Use Only – Do Not Distribute Monthly Status Reporting Risk Tab

36 36 State of NC Internal Use Only – Do Not Distribute Verify answers and update if appropriate Monthly Status Reporting Risk Tab

37 37 State of NC Internal Use Only – Do Not Distribute Question 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 risks 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 Risk Tab - Notes

38 38 State of NC Internal Use Only – Do Not Distribute Monthly Status Reporting Cost Tracking/Cost Forecast Tab

39 39 State of NC Internal Use Only – Do Not Distribute 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

40 40 State of NC Internal Use Only – Do Not Distribute Monthly Status Reporting Cost Forecast Tab Note: Current Month and all previous months on Cost Forecast tab are Read Only After Actual Costs are entered on Cost Tracking the dollar amount will replace the Forecast for that month

41 41 State of NC Internal Use Only – Do Not Distribute Monthly Status Reporting Cost Forecast Tab

42 42 State of NC Internal Use Only – Do Not Distribute 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 - Hints

43 43 State of NC Internal Use Only – Do Not Distribute 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

44 44 State of NC Internal Use Only – Do Not Distribute Actual Cost is Different Than Forecast Totals are then copied to Cost Forecast Tab Monthly Status Reporting Cost Tracking/Forecast Tab Examples

45 45 State of NC Internal Use Only – Do Not Distribute 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 Monthly Status Reporting Cost Tracking/Forecast Tab Examples

46 46 State of NC Internal Use Only – Do Not Distribute Need to Adjust Forecast accordingly Monthly Status Reporting Cost Tracking/Forecast Tab Examples Future months forecast should equal ETC from the Status tab

47 47 State of NC Internal Use Only – Do Not Distribute Managing Forecast Costs – Example 2 - Actual Costs Greater Than Forecast Costs Monthly Status Reporting Cost Tracking/Forecast Tab Examples

48 48 State of NC Internal Use Only – Do Not Distribute Monthly Status Reporting Cost Tracking/Forecast Tab Examples Actual Cost is Different Than Forecast Totals are then copied to Cost Forecast Tab

49 49 State of NC Internal Use Only – Do Not Distribute Monthly Status Reporting Cost Tracking/Forecast Tab Examples 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?

50 50 State of NC Internal Use Only – Do Not Distribute If the project team got more work done than expected this month, decease the dollars for future months Monthly Status Reporting Cost Tracking/Forecast Tab Examples If the total cost for the phase is now expected to increase, an approved Change Request is required for the extra dollars.

51 51 State of NC Internal Use Only – Do Not Distribute Monthly Status Reporting Status Tab

52 52 State of NC Internal Use Only – Do Not Distribute Update Hours and Dollars Monthly Status Reporting Status Tab – Hours and Dollars Note: If this is the first status report in a new phase and the last phase is complete, dont forget to zero (0) out the monthly (NOT To Date) hours for actual and planned from the Preceding Phase.

53 53 State of NC Internal Use Only – Do Not Distribute Calculations for Status Tab Hours Monthly Status Reporting Status Tab – Hours and Dollars Staffing Plan should match Phase Month and Phase to Date hours EPMO QA looks at Staffing Plan every month

54 54 State of NC Internal Use Only – Do Not Distribute When doing your last Status Report in Implementation (last Status Report for whole project) enter the Phase Projected Hours for the Project Closeout Phase Monthly Status Reporting Status Tab – Hours and Dollars

55 55 State of NC Internal Use Only – Do Not Distribute Schedule tab – Status tab Check Monthly Status Reporting Status Tab – Hours and Dollars

56 56 State of NC Internal Use Only – Do Not Distribute 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 Monthly Status Reporting Status Tab – Business Functional Requirements

57 57 State of NC Internal Use Only – Do Not Distribute Monthly Status Reporting Status Tab – Plans and Accomplishments Update Accomplishments this Period Ensure Plans for Next Period in last months status report are addressed in the current months report If you did not achieve a plan from last months 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

58 58 State of NC Internal Use Only – Do Not Distribute 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 months 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 Monthly Status Reporting Status Tab - Notes

59 59 State of NC Internal Use Only – Do Not Distribute Monthly Status Reporting Schedule Tab

60 60 State of NC Internal Use Only – Do Not Distribute 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

61 61 State of NC Internal Use Only – Do Not Distribute 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 Monthly Status Reporting Schedule Tab – Milestones and 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

62 62 State of NC Internal Use Only – Do Not Distribute 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 Dont be afraid to modify the Forecast date for milestones Monthly Status Reporting Schedule Tab – Hints

63 63 State of NC Internal Use Only – Do Not Distribute Monthly Status Reporting Issues and Risks Tab

64 64 State of NC Internal Use Only – Do Not Distribute Any Issues/Risk listed as Not Completed requires a response to address the respective Issue or Risk Monthly Status Reporting Issues and Risks Tab – Editing New Issues

65 65 State of NC Internal Use Only – Do Not Distribute Monthly Status Reporting Issues and Risks Tab – Editing New Issues

66 66 State of NC Internal Use Only – Do Not Distribute 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 dont 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 Issues and Risks Tab - Hints

67 67 State of NC Internal Use Only – Do Not Distribute Monthly Status Reporting Document Management Tab

68 68 State of NC Internal Use Only – Do Not Distribute 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 Monthly Status Reporting Document Management Tab

69 69 State of NC Internal Use Only – Do Not Distribute Monthly Status Reporting Project Reports Tab

70 70 State of NC Internal Use Only – Do Not Distribute 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 Monthly Status Reporting Project Reports Tab

71 71 State of NC Internal Use Only – Do Not Distribute Monthly Status Reporting Process Flow Details

72 72 State of NC Internal Use Only – Do Not Distribute Set Project Status Report Step attribute to Agency Review Monthly Status Reporting Process Flow – Status Tab Report should be reviewed and approved by appropriate agency personnel PMO/PM then sets Project Status Report Step attribute to QA Review

73 73 State of NC Internal Use Only – Do Not Distribute 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 Process Flow – Status Tab

74 74 State of NC Internal Use Only – Do Not Distribute Monthly Status Reporting Adding Alert Subscriptions

75 75 State of NC Internal Use Only – Do Not Distribute From Project Info tab select Alert Subscription Monthly Status Reporting Alert Subscription Click on the Add Subscription tab

76 76 State of NC Internal Use Only – Do Not Distribute Create a New Subscription Monthly Status Reporting Alert Subscription

77 77 State of NC Internal Use Only – Do Not Distribute Monthly Status Reporting Alert 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

78 78 State of NC Internal Use Only – Do Not Distribute Monthly Status Reporting Supporting Documentation

79 79 State of NC Internal Use Only – Do Not Distribute Monthly Status Reporting Supporting Status Reporting Documentation

80 80 State of NC Internal Use Only – Do Not Distribute Contact Information EPMO QA Richard McGee Shaw Erfani PPM Tool Questions Charles Richards Janet Stewart


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