Clarity: Measure Progress and Publish Project Status Reports

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HID_newux_project_status
Nicole.jpg
For a project manager, project status reporting is one of the most critical components of effective project management. By reporting project status on a periodic basis, you can ensure that your teams stay focused on their work and also ensure the success of projects throughout the entire project lifecycle. You can also share the project reports with the entire PMO team and other stakeholders in a PDF format so that they are constantly updated on the status and the risks associated with the project.
Project status reporting:
  • 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
You need the following rights to work with the project status in
Clarity
.
  • Project - Edit
    and
    Status Report
    access right to create new reports
  • Status Report - Edit All
    and
    Project - Edit
      to edit status reports
The PMO Project Manager access group contains all the access rights required to access a project and create Status Reports in
Clarity
. For more information about access rights and other details about project status reporting, see
Clarity
: Compare with
Classic PPM
.
The following video describes how to work with reports.

This video will not be available when you download the documentation in PDF format. Click here to watch the video on YouTube.
You can use the Status tab to perform the following activities:
Use the Default Project Status
Example
: Nicole is a project manager and wants to view the current status of the project. She wants to evaluate if the project is on schedule and the current effort and cost metrics. She will then share her findings with the team in an upcoming team meeting.
Status Report Default.jpg
To view the current project status, open a project and click the
Status
tab. The latest draft of the status report appears by default and summarizes the current project.
Some of the key widgets that you can update in the default status are given below.
Widget Name
Description
High Level Status Module
Overall Status.jpg
Allows you to see the status of a project at a single glance. The High Level Status Module is included in the project status by default. You can remove this widget from the project status and add individual status widgets instead.
  • Overall Status
    : The overall status of the project is derived from the schedule, scope, and cost/effort status. The overall status is also visible on the project tile. 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
    Clarity
    Studio Objects and Attributes
    for details on configuring display mappings for attributes. 
  • Schedule Status
    : Indicates if the project schedule is on track, has a minor variance, or a significant variance from the original schedule.
  • Scope Status
    : Indicates if the project scope is on track, has a minor variance, or a significant variance from the original scope.
  • Cost/Effort
    : Indicates if the effort and the budget amount that is consumed for the project are on track with the original estimates.
Effort Metrics
Effort Metrics.jpg
Allows you to review:
  • The total effort that  was estimated for the project
  • The total effort that has been submitted against the project by team members
  • The balance effort for the project
The value in the status report is based on the value selected for the Default Display Unit for Work Effort setting in
Classic PPM
. The setting appears under Administration, Project Management.
Cost Metrics
Cost Metrics.jpg
Allows you to review:
  • The total approved budget for the project
  • The total budget that has been exhausted to date
  • The balance budget for the project
Status Report Update and Key Accomplishments
Status Report.jpg
Allows you to share a summary of the status report and highlight key accomplishments of the team by editing these custom text fields.
Next Two Weeks
Next2Weeks.jpg
Allows you to review the tasks that are due starting from the Monday of the upcoming week.
If status reports exist for the project in
Classic 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 PPM
, the system creates a draft status report instance from the latest status report based on Report Date. When the project manager or a user with the appropriate access rights navigates to the Status page in
Clarity
for the first time, the information from the draft status report populates under the Current tab.
Customize the Project Status
Example
: Nicole shares the status with her team and it really helps the team understand the current status of the project. However, the team requests Nicole to make the following changes to the report:
  • Add the current phase and completed tasks to the status and remove the calendar that shows the tasks for the next two weeks
  • Add the risks to the project so that risks can be highlighted to the management team
  • Add a custom field that highlights the key contributor of the month
  • Ensure that the status for the project can be set to Project Started during the initial phase of the project
Let's review how Nicole customizes the project report to help it reflect the team's progress.
3
3
Add or Remove Widgets from the Project Status
You can customize a project status to include or exclude information by adding or removing widgets.
Customize Status Report1.jpg
Follow these steps:
  1. To customize a status, click 
    Configure.
    The
    Customize Status Report
    dialog box appears.
  2. Select the widgets to include in the report. In our scenario, Nicole would select the
    Completed Tasks
    and the
    Current Phase
    check boxes.
  3. To remove widgets from the report, clear the associated check boxes. In our scenario, Nicole would clear the
    Next 2 Weeks
    check box.
  4. Click (X) to close the
    Customize Status Report
    dialog box.
  5. To restore the default layout, click
    Reset Layout
    .
  6. You can drag-and-drop widgets to change the report layout.
Add Risks, Issues, Changes, and Tasks to the Project Status
From
Clarity
15.6.1 onwards, you can add Risks, Issues, Changes, and Tasks to the project status.
Risks Details.gif
Follow these steps
:
  1. Select the Risks, Issues, Changes, or Tasks that you want to show in the project status:
    1. Open a project and click Risks, Issues, Changes, or Tasks to navigate to the corresponding page.
    2. Add the
      Include in Status Reporting
      column to the grid and select the flag for risks, issues, changes, or tasks that you want to include in the status. Alternatively, use the following steps to add the column to the Details panel and select the flag:
      1. Click any column associated with a risk, an issue, a change, or a task to display the
        Details
        tab.
      2. Click
        CONFIGURE
        to display a list of all the attributes that are available.
      3. Drag-and-drop the
        Include in Status Reporting
        flag to the Details layout.
      4. Select the
        Include in Status Reporting
        flag for risks, issues, changes, or tasks that you want to include in the status.
  2. Select the modules and list of attributes you want to display in the status report.
    Configure Risks.gif
    1. Click the
      Status
      tab of the project and click the
      Settings
      icon in the right-hand side. The
      Customize Status Report
      dialog box appears.
    2. Select the modules that you need in the status. For example, select
      Risks
      to add the Risks widget.
    3. On the Risks widget, click
      Configure
      to select the attributes that should be displayed on the status report.
      When you add the Tasks widget, the tasks are sorted based on the WBS. You will see the child tasks listed after each parent task, in a flat structure. 
    4. Select the relevant attributes.
    5. Based on the area available in the status report,
      Clarity
      calculates if the attributes you are selecting can be included in the report.
    6. When you see the
      maximum column reached
      message, you will not be able to add additional attributes to the grid.
    7. Click
      Close
      to save your changes. 
Add Custom Attributes to the  Project Status
The Project Status is associated with Status Report custom object in
Clarity
. This Status Report object is installed when you install the PMO Accelerator add-in. If you have created custom attributes of a supported data-type in the Status Report object, you can add them to the project status. In our scenario, Nicole requests the Administrator to create an attribute where she can highlight the key contributor of the month. The administrator creates the attribute and ensures that it has an API alias so that the attribute is available in
Clarity
. Nicole can now add this attribute to the project status. To create a custom attribute, see
Clarity
Studio Objects and Attributes
.
Key Contr.jpg
You can create a custom attribute with the following data types to ensure that the attribute is included in the project status:
  • String
  • Large String
  • Number
  • Money
  • Boolean
  • Date
  • Single-Valued Lookup
  • Calculated Number
  • Calculated String
  • Calculated Datedata
Edit the Project Status Values
You can also request your administrator to edit the
Status Report Status
lookup add additional values to the lookup. You can then edit the Status Report object and edit relevant attributes such as schedule status, scope status, and cost and effort status to edit colors associated with each lookup value. The overall status of the project is derived from these three attributes. In our scenario, Nicole asks the administrator to add
Started
to the
Status Report Status
lookup.
Follow these steps
:
  1. Log in to
    Classic PPM
    .
  2. Click
    Administration
    ,
    Data Administration
    ,
    Lookups
    .
  3. Use the filter options to locate and open the
    Status Report Status
    lookup.
  4. Click
    Values
    and use the
    New
    button to add a new value. In our scenario, we will add the
    Started
    value.
    Edit Lookup.jpg
  5. Click
    Save and Return
    to save your changes.
  6. Click
    Administration
    ,
    Objects
    and use the filter options to locate and open the
    Status Report
    object.
  7. Click
    Attributes
    and use the filter options to identify and open the relevant attribute. In our scenario, let's open the
    Schedule Status
    attribute.
  8. Use the Display Mapping section to associate a color with the new value you added to the
    Status Report Status
    lookup. In our scenario, the administrator would  associate the Grey color with the
    Started
    value.
    Edit Color.jpg
  9. Click
    Save and Return
    to finalize your changes.
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 available 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.
The following image shows trending indicators for a sample project:
The image shows trending indicators for a sample project.
If you are not using status reports, you can hide the status badges (On Track, Needs Help, At Risk) on the project tiles and project headers. In
Classic PPM
, remove the display mappings on the Overall Status attribute for the Status Report object. See
Clarity
Studio Object Views
,
Configure Display Mappings
for more information.
Arrange Tabs on the Project Status Grid
The Status tab has a two-column grid. You can perform two key activities to arrange widgets on the Project Status grid.
  1. You can use the icon on the top right corner of each widget to drag and drop it wherever you need it within the grid.
  2. You can drag a widget to accommodate it in a single column or expand it to fit it in two columns.
Most widgets such as Status Report Update, Cost Metrics, and Effort Metrics require only one column. You can drag a single-column widget left or right to ensure it occupies two columns. Some widgets such as Next Two Weeks, Risks, Issues, Changes, and Tasks are best displayed in two columns because they typically display a lot of information. While you can drag these widgets and resize them to fit them in a single-column, it is not recommended since it reduces the readability of the content in these grids.
There are two types of widgets available on the Status page:
  • Widgets that are best displayed in one column - Most of the widgets such as Status Report Update, Cost Metrics, and Effort Metrics require only one column. You can drag a single-column widget left or right to ensure it occupies two columns.
  • Widgets that are best displayed in two columns - Some widgets such as Next Two Weeks, Risks, Issues, Changes, and Tasks are best displayed in two columns because they typically display a lot of information. You can resize these widgets to fit into a single-column.
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.
Ask your administrator to verify that .PDF is an
Authorized File Extension
under
Administration
,
System Options
in
Classic PPM
.
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
Clarity
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 a 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
    .
Update Project Status in a Grid
In addition to the
STATUS
tab that allows you to view and publish PDF status reports, administrators can also configure a project blueprint to include a
STATUS REPORT
grid. See
Clarity
: Configure Blueprints for Projects and Investments
for more information.
image2018-11-19_14-40-45.png
Use this page to update the stock and custom attributes of the project Status Report object. You can update the values for current and prior status reports.
We recommend using either the Status tab to generate PDF status reports or the Status Report grid, but not both at the same time. Using both for the same project can potentially be confusing. For example, when you publish a PDF status report from the Status tab, the following changes occur in the grid:
  • A new status report instance appears.
  • The value in the Report Status field changes from
    Draft
    to
    Final
    .
  • The values from the previous status report instance are copied over to the new instance.
Manually changing the report status from Draft to Final in the grid is similar to what happens when publishing; however, no PDF file is created under the Status tab, under Reports. Users might perceive this behavior gap between the PDF status report and the grid status report. The values from the Final status report on the grid are not copied over to create a publishable draft status report under the Status tab, under Reports. Users of the PDF status page might expect a PDF to be generated when they or other users mark the status
Final
on the grid; however, no PDF is generated for that status report record.
Refer to the following chart to decide whether to use the traditional Status report page or the new Status Report grid.
Capability
Status Page
Status Report Grid
Generate a project status report PDF
Yes
No
Publish new status report with values from previous status report
Yes
No
View and edit custom attributes
Yes
Yes
Review current and previous status reports
  • Project managers require the
    Status Report - Edit All
    access right
  • Team members require the
    Status Report - View All
    access right
  • Status Report - View
    global or instance rights control the display of one or more status report instances
  • Status Report - Edit
    instance rights and
    Status Report - Edit All
    global access rights are required to update status report instances*
  • The grid does not allow deletion of status report instances
Saved views
No
Yes
Filtering
No
Yes
Configurable report layout sections such as Key Accomplishments, Completed Tasks, Next 2 weeks, Effort Metrics, and Cost Metrics
Yes
No
*See the Change, Impact, and Upgrade guide for a potential known issue with this feature.