New User Experience: Measure Trends and Publish Project Status Reports

Project status reporting is a critical component of effective project management. By reporting project status on a periodic basis, the project manager ensures that the team members stay focused on their work and also ensures the success of projects throughout the entire project lifecycle.
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Project status reporting is a critical component of effective project management. By reporting project status on a periodic basis, the project manager ensures that the team members stay focused on their work and also ensures the success of projects throughout the entire project lifecycle.
Project Status Reporting Benefits
 Project status reporting provides the following benefits:
  • Facilitates effective communication.
  • Establishes a repeatable process on what has been accomplished.
  • Measures how the team is performing.
  • Documents what actions are necessary to implement and mitigate risk.
  • Highlights where the team should focus to correct problems and should maintain the progress necessary to meet or exceed customer expectations.
: To use real-time status reports in the
New User Experience
, Install the PMO Accelerator add-in in Classic
CA PPM
. Also, review the information in What You Can Do in the New User Experience for access rights and other details about project status reporting.
View Current Project Status
To view the current project status, open the project and click Status. The latest draft of the status report appears by default and summarizes the following project information:
  • Overall status
    . The overall status of the project is derived from the schedule status, scope status, and cost and effort status. The overall status is also visible on the project tile. 
    • Schedule
      . The schedule status indicates if the project schedule is on track, has a minor variance, or a significant variance from the original schedule.
    • Scope
      . The scope status indicates if the project scope is on track, has a minor variance, or a significant variance from the original scope.
    • Cost/Effort
      . The cost and effort status indicates if the team member hours and budget amount that is consumed for the project are on track with the original estimates.
      The status colors on the status report page and the project tiles (for example, green for On Track, or Red for At Risk) are based on the display mapping configuration for the Overall Status attribute of the Status Report object. See
      CA Clarity PPM Studio Objects and Attributes
      for details on configuring display mappings for attributes.
  • Effort Metrics
    . The team member hours that are already consumed out of the total ETC for the project and the remaining ETC. The actual team member hours or ETC currently consumed as a percentage of the total also displays. Use these metrics to determine the latest Cost/Effort status for your project.
  • Cost Metrics
    . The currency amount that is already consumed out of the total budget for the project and the remaining budget. The budget amount that is consumed as a percentage of the total also displays. Use these metrics to determine the latest Cost/Effort status for your project.
  • Status Update
  • Key Accomplishments
  • Upcoming Work
  • Completed Tasks
    . The completed tasks from the past two weeks until today. As team members mark tasks as Completed, this section is automatically updated to reflect the latest task status.
  • Next 2 Weeks
    . The tasks that are due starting from the Monday of the upcoming week.
If status reports exist for the project in Classic
CA PPM
, the system populates the information from the latest Draft report (based on Report Date) under the Current tab. If there are only Final status reports (that is, no drafts) in Classic
CA PPM
, the system creates a draft status report instance from the latest status report based on Report Date. When the project manager accesses the Status page in the New User Experience for the first time, the information from the draft status report populates under the Current tab.
The Preview option gives you a snapshot of the current project status in PDF format. You can print or download the PDF to share the latest status with project stakeholders. Click Current to leave the preview mode. The following image shows a sample status report with the Preview option. In case you have changed the default Authorized File Extensions option in Classic
CA PPM
, verify that .PDF is a supported file extension under Administration, System Options.
The image shows a sample status report
Customize a Project Status Report
You can customize a project status report to include or exclude information. For example, customize a report to display the completed tasks, upcoming work, and milestones in the next two weeks of the project schedule. Edit inline to enter the following information as needed.
  • Status Update
  • Key Accomplishments
  • Upcoming Work
To customize a status report, click the Configure icon Configure status report.
You can drag-and-drop to change the layout of the information. For example, you can drag-and-drop the status gauges to appear below the Effort and Cost Metrics charts. Or, drag the Key Accomplishments section to appear above the Status Summary section.
All of your customizations are retained across all of your projects and login sessions. You can also configure and set colors for each of the attributes - schedule status, scope status, and cost and effort status. The overall status of the project is derived from these three attributes. 
Follow these steps:
  1. Add new or use the existing lookup values for Status Report Status lookup in the classic PPM.
  2. For status report object, set display mappings for each of the attributes - schedule status, scope status, and cost and effort status.
  3. You can set the range, display color for the status attributes, as shown in the image below. If you add lookup values for one status attribute, the same gets reflected for the other two attributes as well. In the following example, two new lookup values - 'Start the Project' and 'Waiting for inputs' has been added in display mappings for scope status in status report object. The same lookup values are added to the other two attributes as well.
     
    This image shows how you can add new lookup values for Status Report Object in Classic PPM
  4. Login to the new PPM UI and navigate to the required Project's Status page.You can now select the status values from the schedule status, scope status, and cost and effort status list. Based on the selected attribute values and their corresponding lookup values, the project overall status is derived within a range. 
  5. Based on the range, the configured color is displayed for the Overall Status, as shown in the image below. If the derived value is out of range, then Default status i.e. no status is displayed on the Project header and also on the Project Status banner. 
    The following image shows a sample project and how the overall status color changes based on the Schedule, Scope and Cost/Effort status selections.
    The following image shows a sample project and how the overall status color changes based on the Schedule, Scope and Cost/Effort status selections.
  6. Click Preview to get a PDF of the status report, with the updated overall status and color.
Analyze Project Trends
Analyzing project trends is a common project management technique to use project data and determine possible variance from the baseline (budget, cost, schedule, or scope). This data can help you anticipate and predict how much variance you can expect if the project is not adjusted during a specific timeframe. Specific trends can be anticipated and adjustments can be made to minimize risk, maximize the team effectiveness, and deliver the project on time.
The trending indicators (up, down, and side/neutral arrows) on the status report gauges are based on the latest value of the gauge as compared to the value in the prior published status.
  • Up Arrow
    : The latest draft status is better than the prior published status.
  • Horizontal (Neutral) Arrow
    : The latest draft status is the same as the prior published status.
  • Down Arrow
    : The latest draft status is worse than the prior status.
The color of the arrows and the status report gauges are based on the latest status values:
  • Green
    : On Track
  • Orange
    : Needs Help (Minor Variance)
  • Red
    : At Risk (Significant Variance)
For example, a green up-arrow for the Schedule gauge indicates that the project schedule is trending upward and is on track for the go live date. You can update the values in the gauges and the overall status gets updated based on the latest values. Use the following information to determine the status for the various gauges:
  • Effort Metrics
     displaying the team member hours remaining for the project.
  • Cost Metrics
     displaying the latest budget availability for the project.
  • Upcoming work and completed tasks gauges.
The initial status report for a new project shows no trending indicators because no previous data exists. As you publish additional reports, trending arrows appear comparing current status against the last published status. For example, if the overall health trend for the current status is looking better than the prior published status, a green up arrow appears.
Publish Project Status Reports
You can preview current and previous status reports in PDF format. You can also publish a status report to create a new status report instance from the preview status report. A PDF is attached to the latest status report which you can then share with the project stakeholders.
In case you have changed the default Authorized File Extensions option in Classic
CA PPM
, verify that .PDF is a supported file extension under Administration, System Options.
Complete Status Reports
When a status report is complete, you can publish it after previewing the latest updates in real time. Every time that you preview a report, any previous preview drafts are overwritten with the latest draft. When you publish a report, the status attribute on the status report changes from Draft to Final and a PDF of the report is created under Reports. Only status reports that you publish in the New User Experience display under Reports.
New Status Reports
A new status report gets created based on the latest published status report. In the new report, the trending arrows appear as neutral and you can change the gauge statuses, edit the entry fields, and so on, for the next reporting period.
Status Reports and Microsoft Browsers
When viewing a status report in a Microsoft browser such as Internet Explorer or Microsoft Edge, you do not see a PDF file in the browser under the Reports tab in the Status area for a project. Instead, you see an image of the status report with a Download link. Click the link to download the status report as a PDF.
Follow these steps:
  1. Open the project and click Status.
  2. To view all previously published status reports (with "final" status) and the current draft, click Reports.
    The current "draft" status report appears only if you have previously clicked Preview Current to preview the current status report in PDF.
  3. To generate a preview of the current status report before publishing, click Preview Current.
    We recommend that you click Preview Current before clicking Publish to verify that the status report is refreshed with the latest project information available in the system.
  4. To publish the current draft status report, click Publish.