Project Portfolio Management Monthly Status Report Training

1. Project Portfolio ManagementMonthly Status Report Training

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

3. Prerequisites For Class • User has been to PPM New User Training Class OR • They are an experienced PPM user

4. 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

5. 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 IntroductionOverall 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

6. Monthly Status ReportingProcess Flow Overview

7. 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

8. Monthly Status ReportingProcess 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.

9. Monthly Status ReportingProcess 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"

10. Monthly Status ReportingProcess 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

11. Monthly Status ReportingOpening Project

12. 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

13. 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

14. Monthly Status ReportingFirst Status Report

15. Monthly Status ReportingFirst 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

16. Monthly Status ReportingFirst 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

17. 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)

18. Monthly Status ReportingFirst Status Report – Budget Cost Tab

19. Monthly Status ReportingFirst 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. 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. Monthly Status ReportingFirst Status Report – Cost Forecast Tab

22. 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

23. Monthly Status ReportingFirst Status Report – Status Tab • Enter the Initiation hours spent on the project in the ‘Phase Actual Hours’ field under the Initiation Phase Cost section

24. 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

25. Monthly Status ReportingFirst 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

26. Monthly Status ReportingEntering Indicator Comments

27. 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

28. Monthly Status ReportingEntering 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. 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. Monthly Status ReportingProject Info Tab

31. Monthly Status ReportingProject 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. Monthly Status ReportingProject 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

33. Monthly Status ReportingProject 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

34. Monthly Status ReportingProject 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

35. Monthly Status ReportingRisk Tab

36. Monthly Status ReportingRisk Tab • Verify answers and update if appropriate

37. Monthly Status ReportingRisk 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)

38. Monthly Status ReportingCost Tracking/Cost Forecast Tab

39. 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’

40. Monthly Status ReportingCost 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

41. Monthly Status ReportingCost Forecast Tab

42. Monthly Status ReportingCost 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’

43. Monthly Status ReportingCost Tracking/Forecast Tab Examples • Managing Forecast Cost – • Example 1 - Actual Costs Less Than Forecast Costs • Cost Forecast for Current and the Future Months

44. Monthly Status ReportingCost Tracking/Forecast Tab Examples • Actual Cost is Different Than Forecast • Totals are then copied to Cost Forecast Tab

45. Monthly Status ReportingCost 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

46. Monthly Status ReportingCost Tracking/Forecast Tab Examples • Need to Adjust Forecast accordingly Future months forecast should equal ETC from the Status tab

47. Monthly Status ReportingCost Tracking/Forecast Tab Examples • Managing Forecast Costs – • Example 2 - Actual Costs Greater Than Forecast Costs

48. Monthly Status ReportingCost Tracking/Forecast Tab Examples • Actual Cost is Different Than Forecast • Totals are then copied to Cost Forecast Tab

49. Monthly Status ReportingCost 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. Monthly Status ReportingCost 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.