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					                                    Project Portfolio
                                      Management
                          Monthly Status Report Training




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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




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    Prerequisites For Class


   1. User has been to PPM New User Training Class
                   OR
   2. They are an experienced PPM user




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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




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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:                             Read-Only Tabs:
                           Risk Assessment Tab                     Project Information Tab
                           Schedule Tab                            Benefit Estimates Tab
                           Status Tab                              Budget Cost Tab
                           Cost Tracking Tab                       Strategic Impact Tab
                           Issues and Risk Management tab          Budget Resource Tab
                           Document Management tab                 Resource Tracking Tab




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                                       Monthly Status Reporting


                                          Process Flow Overview




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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




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Monthly Status Reporting
Process Flow
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.




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Monthly Status Reporting
Process Flow
   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"


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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
http://www.epmo.scio.nc.gov/Process/_pdf/STATDUEDATES09.pdf




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Monthly Status Reporting
Opening Project




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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



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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




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                                       Monthly Status Reporting


                                                First Status Report




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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



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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




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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)




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Monthly Status Reporting
First Status Report – Budget Cost Tab




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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




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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




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Monthly Status Reporting
First Status Report – Cost Forecast Tab




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Monthly Status Reporting
First Status Report – Cost Forecast 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




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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




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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

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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




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                                       Monthly Status Reporting


                                 Entering Indicator Comments




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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


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Monthly Status Reporting
Entering Indicator Comments



                                                         After selecting the appropriate
          1                                              Jelly Bean a separate window
                                                         will pop up




                                                                     2
  Character limit is 3800 on
  ‘Indicator Comment’ field. If you
  go over, attach a document to
  Document Management tab




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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




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                                       Monthly Status Reporting


                                                    Project Info Tab




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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




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Monthly Status Reporting
Project Info Tab
  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




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Monthly Status Reporting
Project Info Tab

 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

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Monthly Status Reporting
Project Info Tab

   • 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




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                                       Monthly Status Reporting


                                                    Risk Tab




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Monthly Status Reporting
Risk Tab
  Verify answers and update if appropriate




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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)

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                                       Monthly Status Reporting


                             Cost Tracking/Cost Forecast Tab




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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’
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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
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Monthly Status Reporting
Cost Forecast Tab




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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’



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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




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Monthly Status Reporting
Cost Tracking/Forecast Tab Examples
   Actual Cost is Different Than Forecast
   Totals are then copied to Cost Forecast Tab




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Monthly Status Reporting
Cost Tracking/Forecast Tab Examples
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




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Monthly Status Reporting
Cost Tracking/Forecast Tab Examples
  Need to Adjust Forecast accordingly




   Future months forecast should equal ETC from the Status tab

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Monthly Status Reporting
Cost Tracking/Forecast Tab Examples
   Managing Forecast Costs –
   Example 2 - Actual Costs Greater Than Forecast Costs




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Monthly Status Reporting
Cost Tracking/Forecast Tab Examples
   Actual Cost is Different Than Forecast
   Totals are then copied to Cost Forecast Tab




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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?




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Monthly Status Reporting
Cost Tracking/Forecast Tab Examples
   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.

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                                       Monthly Status Reporting


                                                    Status Tab




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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.
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Monthly Status Reporting
Status Tab – Hours and Dollars
   Calculations for Status Tab Hours




 • Staffing Plan should match Phase Month and Phase to Date hours
 • EPMO QA looks at Staffing Plan every month

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Monthly Status Reporting
Status Tab – Hours and Dollars


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




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Monthly Status Reporting
Status Tab – Hours and Dollars
   Schedule tab – Status tab Check




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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




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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




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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

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                                       Monthly Status Reporting


                                                    Schedule Tab




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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


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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
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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




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                                       Monthly Status Reporting


                                             Issues and Risks Tab




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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




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Monthly Status Reporting
Issues and Risks Tab – Editing New Issues




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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

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                                       Monthly Status Reporting


                                    Document Management Tab




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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




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                                       Monthly Status Reporting


                                               Project Reports Tab




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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




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                                       Monthly Status Reporting


                                              Process Flow Details




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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”




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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




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                                       Monthly Status Reporting


                                     Adding Alert Subscriptions




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Monthly Status Reporting
Alert Subscription

   • From Project Info tab select ‘Alert Subscription’




   • Click on the ‘Add Subscription’ tab




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Monthly Status Reporting
Alert Subscription
   • Create a New Subscription




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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




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Monthly Status Reporting
Supporting Documentation




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Monthly Status Reporting
Supporting Status Reporting Documentation




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    Contact Information


   EPMO QA                                               PPM Tool Questions
   Richard McGee                                         Charles Richards
   Richard.McGee@nc.gov                                  Charles.Richards@nc.gov
   919-754-6607                                          919-754-6612

   Shaw Erfani                                           Janet Stewart
   Shaw.Erfani@nc.gov                                    Janet.stewart@nc.gov
   919-754-6608                                          919-754-6555




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