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

1State of NC Internal Use Only – Do Not Distribute

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

1. User has been to PPM New User Training Class

OR

2. They are an experienced PPM user


IntroductionOverall 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


IntroductionOverall 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


Monthly Status Reporting

Process Flow Overview


Monthly Status ReportingProcess 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



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.


Step 3By 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 reviewPMO/PM sets Project Status Report Step to “QA Review”Step 4EPMO 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 enteredEPMO 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 inputEPMO QA staff sets the Project Status Report Step to "QA Project Assessment Finalized"



• 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

Monthly Status ReportingProcess Flow - Notes


Monthly Status ReportingOpening Project


Monthly Status ReportingVerify 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


Monthly Status ReportingStatus 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



First Status Report


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 ReportingFirst 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


• 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 ReportingFirst 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)



The ‘Planning and Design Phase Budget’ is the amount that was approved to be spent in Planning & Design by State CIO


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


Monthly Status ReportingFirst 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

Monthly Status ReportingFirst Status Report – Cost Forecast Tab


Enter the Initiation hours spent on the project in the ‘Phase Actual Hours’ field under the Initiation Phase Cost section

Monthly Status ReportingFirst Status Report – Status Tab


Monthly Status ReportingFirst 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


• 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 ReportingFirst Status Report – Schedule Tab



Entering Indicator Comments


Monthly Status ReportingEntering 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


Monthly Status ReportingEntering Indicator Comments

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

1

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



1: Introduction

2: Process Flow

3: First Status Report Requirements

4: Entering Indicator Comments

5: PPM Tab Information

6: Alert Subscriptions

7: Supporting Documents



Project Info Tab


Monthly Status ReportingProject Info Tab

Verify that the “Start Date” and “End Date” are aligned with the forecast dates on the “Schedule” tabVerify that the “Benefits Start” date is correct

If the End Date of the project moves out make sure to change the Benefits Start Date


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



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


• 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




Risk Tab


Verify answers and update if appropriate

Monthly Status ReportingRisk Tab


• 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 ReportingRisk Tab - Notes



Cost Tracking/Cost Forecast Tab


Monthly Status ReportingCost 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’


Monthly Status ReportingCost 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


Monthly Status ReportingCost Forecast Tab


• 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 ReportingCost Tracking/Forecast Tab - Hints


Monthly Status ReportingCost Tracking/Forecast Tab Examples

Managing Forecast Cost –Example 1 - Actual Costs Less Than Forecast CostsCost Forecast for Current and the Future Months


Actual Cost is Different Than Forecast

Totals are then copied to Cost 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



Need to Adjust Forecast accordingly


Future months forecast should equal ETC from the Status tab


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.



Status Tab


• Update Hours and Dollars

Monthly Status ReportingStatus Tab – 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.


Calculations for Status Tab Hours


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


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



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 ReportingStatus Tab – Business Functional Requirements


Monthly Status ReportingStatus 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 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

Monthly Status ReportingStatus Tab - Notes



Schedule Tab


Monthly Status ReportingSchedule Tab - Phases

Note: If you are extending the length of a phase an Agency approved change request should be attached to the project


• 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 ReportingSchedule 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


• 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 ReportingSchedule Tab – Hints



Issues and Risks Tab


Any Issues/Risk listed as ‘Not Completed’ requires a response to address the respective Issue or Risk

Monthly Status ReportingIssues and Risks Tab – Editing New Issues


Monthly Status ReportingIssues and Risks Tab – Editing New Issues


• 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 ReportingIssues and Risks Tab - Hints



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

Monthly Status ReportingDocument Management Tab



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

Monthly Status ReportingProject Reports Tab



Process Flow Details


• Set “Project Status Report Step” attribute to ‘Agency Review’

Monthly Status ReportingProcess 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”


• 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 ReportingProcess Flow – Status Tab



Adding Alert Subscriptions


• From Project Info tab select ‘Alert Subscription’

Monthly Status ReportingAlert 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 ReportingSupporting Documentation


Monthly Status ReportingSupporting Status Reporting Documentation


Contact Information

EPMO QA

Richard McGee

[email protected]

919-754-6607

Shaw Erfani

[email protected]

919-754-6608

PPM Tool Questions

Charles Richards

[email protected]

919-754-6612

Janet Stewart

[email protected]

919-754-6555

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