New User Experience: Measure Progress and Publish Project Status Reports

Project status reporting is a critical component of effective project management. By reporting project status on a periodic basis, teams ensure that they stay focused on their work and also ensure the success of projects throughout the entire project lifecycle. Project status reporting provides the following benefits:
ccppmop1551
Project status reporting is a critical component of effective project management. By reporting project status on a periodic basis, teams ensure that they stay focused on their work and also ensure the success of projects throughout the entire project lifecycle. 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.
: For access rights and other details about project status reporting, see New User Experience: Compare with Classic CA PPM.
HID_newux_project_status
View Current Project Status
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 as shown in the following example:
The image shows a sample of the current project status report.
  • Overall:
    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
    CA PPM Studio Objects and Attributes
    for details on configuring display mappings for attributes. 
    • 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.
  • Effort Metrics
    : The team member effort amount that are already consumed out of the total ETC for the project and the remaining ETC. The actual team member effort amount or ETC currently consumed as a percentage of the total also displays. Use these metrics to determine the latest Effort status for your project. The value in the status report is based on the value selected for the Default Display Unit for Work Effort setting in Classic
    Clarity PPM
    . The setting appears under Administration, Project Management.
  • 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 budget status for your project.
  • You can edit the custom text that appears in the
    Status Update
    ,
    Key Accomplishments
    , and
    Upcoming Work
    sections. To change the order in which they appear, you can drag-and-drop these sections. Hover over the ⋮⋮ icon on their right edge to grab them.
  • 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 appear in this calendar view.
If status reports exist for the project in Classic
Clarity 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
Clarity 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 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.
Create and Edit Status Reports on the Project Status Page
  • To create status reports in the New UX, users need
    Project - Edit
    and
    Status Report - Create
     global, OBS, or instance-level rights.
  • To edit status reports project managers need 
    Status Report - Edit All
    global, OBS, or instance-level access rights and the 
    Project - Edit
    right to the project.
  • The PMO Project Manager access group contains all the access rights required to access a project and create Status Reports in the New UX.
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.
Follow these steps:
  1. To customize a status report, click image2017-9-27 12:44:58.png 
    Configure
    .
  2. Select the items to include as sections on the report layout and click Close. To restore the default layout, click
    Reset Layout
    .
  3. You can drag-and-drop sections to change the report layout. For example, drag-and-drop the status gauges to make them appear below the Effort and Cost Metrics charts. Drag the Key Accomplishments section above the Status Update section. The changes that you make apply to all of your projects. 
  4. As an administrator, you can also configure colors for each attribute: schedule status, scope status, and cost and effort status. The overall status of the project is derived from these three attributes.
    1. In the main menu, click
      Classic PPM
      .
    2. Click
      Administration
      ,
      Data Administration
      ,
      Lookups
      .
    3. Add new or use the existing lookup values for the
      Status Report Status
      lookup.
    4. For status report object, set display mappings for each of the attributes (schedule status, scope status, and cost and effort status).
    5. You can set the range and display color for the status attributes. If you add lookup values for one status attribute, the same gets reflected for the other two attributes. In the following example, the user adds two new lookup values (Start the Project and Waiting for inputs). The display mappings for cost and effort status appear. The same lookup values can be added for the other two attributes.
      This image shows how you can add new lookup values for Status Report Object in Classic PPM
  5. Switch back to the
    New User Experience
    and return to the project Status page.You can now select the status values from the schedule status, scope status, and cost and effort status list. You might need to refresh the page or log out and log back in to see your changes. Based on the selected attribute values and their corresponding lookup values, the project overall status is derived within a range. Based on the range, the configured color appears for the Overall Status. If the derived value is out of range, then the default status or no status appears on the project header and banner.
  6. Click
    Preview
    to view 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.
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 
CA PPM Studio Object Views
Configure Display Mappings
 for more information.
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 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 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 new
STATUS REPORT
grid. See New User Experience: Configure Blueprints for Projects and Investments for more information.
image2018-11-19_14-40-45.png
Use this page to update 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
No
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.