Clarity: Manage Status Reports for Ideas

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HID_newux_ideas_status
Nicole.jpg
For an investment manager, investment status reporting is one of the most critical components of effective investment management. By reporting investment status on a periodic basis, you can ensure that your teams stay focused on their work and also ensure the success of investments throughout the entire investment lifecycle.
Investment 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 on correcting problems and should maintain the progress necessary to meet or exceed customer expectations
Prerequisites
Before you begin using the feature, ensure that the following configuration details are implemented by your administrator:
  • Ensure that your administrator has configured the STATUS module using blueprints
  • You need the following rights to work with the idea status in
    Clarity
    :
    • Idea - Create - Status Report
    • Idea - Delete All - Status Report
    • Idea - Edit All - Status Report
    • Idea - View All - Status Report
You can use the Status module to perform the following activities:
2
Introduction to Status module
There are two tabs in the Status module: Current and Reports.
StatusModule_RandC.png
Tab
Description
Current
From the Current tab, you can configure report content, preview, and publish to a PDF format (for the most current report).
Report
From the Reports tab, you can create new reports, configure report content, preview, publish to a PDF format, and manage existing reports or view previously published reports.
Working With the Current Tab
You can perform the following actions with the current tab:
Use the Default Investment Status
Example
: Nicole is an investment manager and wants to view the current status of the investment. She wants to evaluate if the investment 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
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 an investment at a single glance. The High-Level Status Module is included in the investment status by default. You can remove this widget from the investment status and add individual status widgets instead.
  • Overall Status
    : The overall status of the investment is derived from the schedule, scope, and cost/effort status. The overall status is also visible on the investment tile. The status colors on the status report page and the investment 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 investment schedule is on track, has a minor variance, or a significant variance from the original schedule.
  • Scope Status
    : Indicates if the investment 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 investment are on track with the original estimates.
Effort Metrics
Effort Metrics.jpg
Allows you to review:
  • The total effort that was estimated for the investment
  • The total effort that has been submitted against the investment by team members
  • The balance effort for the investment
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 investment
  • The total budget that has been exhausted to date
  • The balance budget for the investment
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 investment 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 investment 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 Investment Status
Example
: Nicole shares the status with her team and it really helps the team understand the current status of the investment. 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 investment 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 investment can be set to Investment Started during the initial phase of the investment
Let's review how Nicole customizes the investment report to help it reflect the team's progress.
Add or Remove Widgets from the Investment Status
You can customize an Investment status to include or exclude information by adding or removing widgets.
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 Investment Status
From
Clarity
15.6.1 onwards, you can add Risks, Issues, Changes, and Tasks to the investment status.
Risks Details.gif
Follow these steps
:
  1. Select the Risks, Issues, Changes, or Tasks that you want to show in the investment status:
    1. Open investment 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 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.
    1. Click the
      Status
      tab of the investment and click the
      Settings
      icon on 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 Investment Status
The Investment Status is associated with the 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 investment 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 investment 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 investment status:
  • String
  • Large String
  • Number
  • Money
  • Boolean
  • Date
  • Single-Valued Lookup
  • Calculated Number
  • Calculated String
  • Calculated Datedata
Edit the Investment Status Values
You can also request your administrator to edit the
Status Report Status
lookup adds 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 investment 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 Investment Trends
Analyzing investment trends is a common investment management technique to use investment 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 investment 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 investment 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 investment 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 investment.
  • Cost Metrics
    displaying the latest budget available for the investment.
  • Upcoming work and completed tasks gauges.
The initial status report for a new investment 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 investment:
The image shows trending indicators for a sample investment.
If you are not using status reports, you can hide the status badges (On Track, Needs Help, At Risk) on the investment tiles and investment 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 Investment Status Grid
The Status tab has a two-column grid. You can perform two key activities to arrange widgets on the Investment 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 Investment Status Reports
You can preview and publish the current status report in PDF format. You can download the same PDF and share it with the Investment stakeholders.
Ask your administrator to verify that .PDF is an
Authorized File Extension
under
Administration
,
System Options
in
Classic PPM
.
Follow these steps:
  1. Open an investment and click
    Status, Current
    .
  2. To generate a preview of the current status report, click
    Preview
    .
  3. To publish the current draft status report, click
    Publish
    .
When you publish a PDF status report from the Current tab, the following changes occur in the Reports tab:
  • 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 Reports tab. 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.
Working With the Reports Tab
You can perform the following actions with the reports tab:
View the Status Report
In Records, you can view the current and prior status reports.
Follow these steps:
  1. Open the investment.
  2. Click
    Status, Reports
    . The list of current and prior status reports appears. 
Create a Status Report
Follow these steps:
  1. Open the investment.
  2. Click
    Status, Reports
    .
  3. To add a row at the top of the grid, click the
    plus icon
    . Ensure that you select the mandatory fields using
    Column Panel
    .
  4. Enter values in the required fields. A new status report will be created.
Right-click Context Menu
You can right-click a cell on a row to view a context-sensitive menu. You can use this context-sensitive to:
  • Publish:
    This option publishes the current status report in PDF format.
    This
    Publish
    option appears only if you have previewed the status report.
  • Insert Row Below
    : A new row gets added to the grid
  • Delete Row
    : The selected row gets deleted from the grid
  • Chart Range (beta)
    :
    Clarity
    creates a chart using the data in the grid. To learn more about using the Chart Range (beta) option in the grid, see Create a Chart.
Edit the Status Report
There are four ways to edit the status reports in the grid. They are:
  • You can edit the fields in the grid.
  • You can edit the fields using the DETAILS panel.
  • You can edit the multiple rows using the Bulk Edit option.
  • If the status report is not published then you can edit the status report by clicking on the status report name.  
Publish the Status Report
There are two methods to publish the status reports in the grid. They are:
Method 01: Publish from the Status Report Name
Follow these steps:
  1. Open the investment.
  2. Click
    Status, Reports
    .
  3. Click the name of the status report. You can edit or customize an Investment status in a pop-up.
  4. Click
    Preview
    .
  5. Click
    Publish
    . This generates the PDF format of the status report. You can download or print the status report for reference.
Method 02:
Publish from the Context Menu
Follow these steps:
  1. Open the investment.
  2. Click
    Status, Reports
    .
  3. Right-click a cell on a row and select
    Publish
    .
When you publish a PDF status report from the Reports tab, the following changes occur in the Reports tab:
  • 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.
After generating a PDF, you can edit the values in the grid. But, the values will not be updated in the PDF.
Follow these steps to update the values in the PDF:
  1. Change Report Status from
    Final
    to
    Draft
    .
  2. Click the name of the status report.
  3. Click
    Preview
    .
  4. Click
    Publish
    .
Indicate the Most Recent Record
The Reports tab includes a ‘Latest’ check box attribute to indicate the most recent record, where ‘Report Status’ has been set to ‘Final’ in Clarity.
The ‘Latest’ attribute does not dynamically update. You have to refresh the page to apply field edits within the Reports tab.
Grid Components on the Status Page
Some of the key actions you can perform by using the grid are:
  • Add an attribute in the grid
    You can see attributes associated with the Status module in the Column Panel. You can select various attributes to add them to the grid. To learn more about using the column panel in the grid, see Add an Attribute in Grid.
  • Edit Multiple Attributes By Using the Bulk Edit Capability
    You can edit multiple status report instances on the Grid layout. When you select multiple status report instances and click the Edit button, a bulk edit window will be displayed. The window includes all the fields that were displayed in the grid. You can update the relevant fields and click Save to commit your changes. To learn more about using Bulk Edit capabilities in the grid, see Edit Multiple Records.
  • View more information about a status report instance by using the DETAILS panel
    You can view more information about each status report instance by using the DETAILS panel. The panel is available as a two-column layout, and you can resize it to take up 75% of the screen. The Details layout allows you to include two fields per row. You can horizontally drag any field to occupy one or both columns. To learn more about using the DETAILS panel in the grid, see Edit Information by Using the Details Panel.
  • Analyze Status by using the Filter and Search options
    You can use the Search and the Filter options to identify various status report instances based on your requirements. To learn more about using the Filter and Search options, see Filter Your Data in Grid.
  • Personalize the grid and save your view
    Clarity
    allows you to save and modify multiple views that help you achieve your business goals. Some of the key actions you can perform are:
    • Save an existing configuration in the grid
    • Update existing views, by using the Quick Save functionality
    • Access views saved by other users
    • Mark relevant views as favorites so that you can access them easily
    • Select default views
      To learn more about using the Saved View option, see Saved Views.
  • Collapse Related Rows by Grouping Attributes
    You can collapse related rows by using the
    Group By
    option. This option helps you to get a quick summary of status report instances. The grid allows the grouping of data based on any attribute.
  • Export Data to CSV
    You can export the common grid data to a CSV file. If your view includes 500 or fewer rows, your new CSV export file is produced immediately. If your view has more than 500 rows, you will see a notification and can download the CSV file in a few minutes. To learn more about using the Export to CSV option, see Export Grid Data to a CSV File.