Create Portfolio Status Report

Information

• A portfolio status report reflects the frozen status of a portfolio at a particular point in time.
  • It shows summarized data of the portfolio planning objects as well as the portfolio manager’s estimate on the portfolio status and the individual planning objects.
  • From the portfolio status report you can also view status reports of individual planning objects.

Where can I create a portfolio status report?

In the Status module of the required portfolio.

Open the portfolio by clicking on the Multi-Portfolio Board link in the user menu of the Portfolio manager role and clciking on the link on the ID of the portfolio in the Portfolios module which will be opened. Subsequently, please switch to the Status module tab in the active portfolio.

Who is allowed to create a portfolio status report?

All users who have access to the Status module and modification rights for portfolios. In PLANTA standard these are managers of the respective portfolio and  multi-portfolio managers. For information on user rights, please click here.

Define Header Data

Procedure

• Open the Status module of the required portfolio.
• Enter a name for the report in the module header in the Report field and select a month to which the status report is to apply from the for* listbox.

Select and Estimate Planning Objects for the Portfolio Status Report

Information

• If you want a portfolio status report to show the data of the planning objects contained in the portfolio, you have to make the following selections prior to the creation of the portfolio status report:
  • the planning objects to be included in the status report,
  • the status of the data to be included (i.e. from which planning object status reports the data is to be taken),
  • the way in which the data is to be used in the portfolio status report. There are two possibilities for use:
    
    • general use in the portfolio status report (PSR): Data on costs, effort, dates, and risks/opportunities of planning objects are summarized and included in the portfolio status report. The status of the planning objects as well as the estimate of project and portfolio managers will be included as well.
    • Use in Time & Budget matrix (TBM): Planning objects will be mapped in a Time & Budget matrix in the portfolio status report. The matrix shows how individual planning objects adhere to their budgets and schedules.
• Leave an estimate via the » button in the Einschätzung Portfoliomanager (incl. PFM) field in the line of the planning object (

  

  ,

  

  or

  

  ).
  • If no thumb symbol is displayed, this means that no estimate will be submitted.
  • If the record of a planning object is opened, you can write a comment in the Comment by the portfolio manager field.

Procedure

• In the Planning objects with status selection area, assign one released status report to each planning object of the portfolio the data of which is to be used. The data of these status reports will be used for the portfolio status report.
  • To do so, click on the

    

    Assign a status report to the planning object button.
    
    • The Assign Status Report selection module will be opened.
    • Click on the required status report.
      • The status report is assigned to the selected planning object.
• By setting or removing the checkmark in the PSR checkbox you can determine whether the data of the corresponding planning object is to be taken into account in the summarized portfolio status report.
• By setting or removing the checkmark in the TBM checkbox you can determine whether the data of the respective planning object is to be displayed in the Time & Budget matrix.
  •   The  TBM checkbox can only be activated if the PSR checkbox is active.

Details

• It is furthermore possible to assign the latest status reports to the planning objects collectively. Further information

Record Estimates and Comments on the Portfolio Status

Procedure

• Select the required symbol for the respective factors (costs, dates, etc.) in the Estimates area by clicking on the » Change estimate button (

  

  ,

  

  or

  

  ).
  • If no thumb symbol is displayed this means that no estimate has been submitted.
  • In the Comment field you can add or change comments on each factor.
  • As far as planning objects for the portfolio status report have been selected before (see the Select planning objects for portfolio status report), summarized data of the planning objects will be displayed for some factors when you expand the tree structure.

Create Status Report

Procedure

• Click on the Create status report button in the header of the module.
• Confirm the Are all entries (estimates/comments) and assignments (status reports to planning objects) complete and up-to-date? message with Yes.
• The status report has been created now and can no longer be edited.
  • You will automatically switch to the Portfolio Status Report module in which you can view the created status reports and release, print, or delete them if necessary.

Release Status Report

Information

• After its creation, the portfolio status report can be released as an official monthly report.

•  Released status reports cannot be deleted directly. Before deletion, the release must be canceled by a multi-portfolio manager.

Procedure

• Click on the Release button in the header of the Portfolio Status Report module.
• Answer the Status report cannot be changed after it has been released. Continue? with Yes.
• As a result, the status report becomes a monthly report