Status (Program) MOD009C97

Access

• Program panel → Status

Information

• In this module, you can view existing status reports and create new ones.
  • Only reports for the respective program are created, not for the projects assigned to it.
• In order to create a program status report, you have to assign status reports to the projects assigned to the program. For this purpose, see the Project Status Reports section.

Note

• If the module described here is opened and at the same time you make changes to another module of the project panel which have an influence on the data in the module described here and save them (or if another user has done so), the Refresh button is displayed at the lower left corner of this module. You have to click on this button in order to refresh the display of the data.

Current Status

Information

• The Current status area of the module shows current planning data of the project divided into several subareas (Costs, Effort, Dates, etc.). In the Costs and Dates subareas, summed-up (summarized) values of the projects assigned to the program are displayed.
  • When you create a new program status report, current program data is included. However, the current data of the assigned projects will not be included. The selected project status reports are the source of the project data in the program status report. This may cause the displayed (summarized) project effort/cost values in the Current status area in the Status module to deviate from those in the Program Status Report.

Header Data of the Subareas

• In the header area of each subarea, you can
  • submit the manager’s estimate on the respective factor of the program
    • The estimate is visualized by a thumb symbol and can be changed via mouse-click in the » field.
      • For planning objects for which no estimate has been entered yet, no thumb symbol will be displayed here.
  • write comments
• In the Costs, Effort, and Dates subareas, the following data will be displayed in addition:
  • The current calculated status of the deviation values of the respective factor: Total vs. budget for costs and effort, and requested vs. calculated for dates
    • This is visualized by traffic light triangles with a specification of the percentage deviation of costs and effort, and the deviation of dates in days.
      • red: costs/effort overrun by more than 5%, date delay of more than 5 days
      • yellow: costs/effort overrun by up to 5%, date delay of up to 5 days.
      • green: costs/effort not overrun, no delay
      • For dates, both the project/program end date deviation value and the master milestone end date deviation value will be specified. The respective traffic light, however, refers to the worst of both values.
  • The program trend is visualized in comparison to the status frozen in the active (last released) report.
    • This is visualized by trend arrows with a specification of the percentage deviation of costs and effort and date deviation in days.
      • Arrow up = negative trend, Arrow down = positive trend.

Detailed information of the subareas (after expanding)

• When expanding the respective subarea, the following data will be displayed:
  • Costs
    • current summed-up cost and cost budget values of all projects assigned to the program as well as the program cost budget
    • two program cost trend graphics which show cost values from the released status reports for which the Cost trend analysis checkbox is activated in the Configure Trend Analysis module.
      • Graphic 1 shows cumulated total costs.
      • Graphic 2 shows total costs per month.
      • The two graphics only display the values up to today.
  • Effort
    • current summed-up effort and effort budget values of all projects assigned to the program as well as the program effort budget
    • two effort trend graphics which show effort values from the released status reports of the program for which the Cost trend analysis checkbox is activated in the Configure Trend Analysis module.
      • Graphic 1 shows cumulated total effort.
      • Graphic 2 shows total effort per month.
      • The two graphics only display the values up to today.
  • Dates
    • current dates and duration of the program
    • current dates of the milestones and master milestones
    • Milestone/master milestone trend graphics which show the values from the program baseline and from all released program status reports
  • Risks/Opportunities
    • current damage and gross profit values of the program which result from risks or opportunities
    • as well as in the respective section (Risks / Opportunities)
      • individual risks and opportunities including their measures
      • one matrix diagram each which shows the number of risks/opportunities as measured by their damage extent/gross profit level and probability of occurrence (risk)/Probability of occurrence (Opportunity) in the high, medium and low categories.

Details

• From the Current status area, new reports (baseline, status, final report) can be created.

Create Baseline Report

Information

• The baseline is a status report in which the approved and adopted planning is displayed and which is regarded as a reference or comparison report in the program progress.

Procedure

• If required, click on the Refresh button at the lower left module margin in order to refresh the data displayed in the module.
  • Click on the Refresh button will be displayed if a change has been made and was saved in another module of the project panel that might have an effect on data in the Status module.
• Make the required changes in the Current status area (only estimate and comment possible).
• Click on the Create baseline button in the header area of the module.
  • If there is no baseline report yet,
    • the following query will be displayed: Do you really want to create a baseline?
    • Confirm the query with Yes .
  • If there already is a baseline report
    • and you attempt to create a new baseline report, the Baseline report available for xxx!message will be displayed.
    • Confirm the message with OK .
    • Confirm the Do you really want to create a baseline? query with Yes .

• • A new program baseline report will be created, in which the current status of the program and the status of the projects assigned to the program from the selected project status reports will be frozen. The created baseline report is displayed in the Status reports area with "Baseline" report status. To open the report, click on the link on the ID of the report. You automatically switch to the Program Status Report module.

Details

• When you create a baseline report, an automatic recalculation of the entire program data (dates, budget, etc.) will be carried out. The assigned projects will not be calculated since program status reports do not use the current project data but the data from the assigned project status reports.
• If you want to create a baseline for a project which already has an actual end date, the This planning object already has an actual end. Create baseline anyway?.
  • Yes: The baseline is created.
  • No: The task is canceled.

Note

• If a baseline report is created first and a status report afterwards (or the other way around), without changes having been made in the mean time, the display of the master milestones in the chart in the Dashboard is the same for all three planning statuses (current status = active report = baseline), as it is supposed to be.

Create Status Report Button

Procedure

• If required, click on the Refresh button on the bottom left module margin in order for the current project data is displayed in the module.
  • The Refresh button will be displayed if a change has been made and was saved in another module of the project panel that might have an effect on data in the Status module.
• Make the required changes in the Current status area (only estimate and comment possible).
• Click on the Create status report button.

• 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, in which the current status of the program and the status of the projects assigned to the program from the selected project status reports are frozen, will be created. You automatically switch to the Program Status Report module in which the data of the created status report is displayed. Here, the status report can and should be released (in opposite to the baseline which is released per se).
  • After its creation, if a status report is
    • released, it is displayed in the Status reports area in the Status module with "Last released" report status.
    • not released, it is displayed in the Status reports area in the Status module with "created" report status.
• If it is a finished project (all tasks have an actual end date), a query will be displayed, asking whether a final report is to be created. If the query is negated, the creation is not aborted but a normal status report (no final report) is created.

Details

• When a final report is created, an automatic recalculation of the entire project/program data (dates, budget, etc.) will be carried out. The assigned projects will not be calculated since program status reports do not use the current project data but the data from the assigned project status reports.

Note

• You cannot create a status report if a final report already exists.
• Status reports can only be created for active planning objects (Status = 1 (active)).

Create Final Report

Information

• If a report is created for a program for which an Actual end has already been set, such a report is called a final report.

Procedure

• Click on the Create final report button in the header area of the module.
• Confirm the Have you updated your estimates and comments? with yes .

• The status report, in which the current status of the program and the status of the projects assigned to the program from the selected project status reports are frozen, will be created. You automatically switch to the Program Status Report module in which the data of the created status report is displayed.

  • In the Status Report module, you can and should release the status report (other than the baseline which is a released status report per se).

    • • If, after its creation, a status report is
        • released, it will be displayed in the Status module in the Status reports area with "last released"  report status .
        • not released, it will be displayed in the Status module in the Status reports area with "open final report"  report status .

Details

• When a final report is created, an automatic recalculation of the entire project/program data (dates, budget, etc.) will be carried out. The assigned projects will not be calculated since program status reports do not use the current project data but the data from the assigned project status reports.

Note

• As soon as a final report has been created, no further status report can be created.

Project Status Report

Information

• In this area, all projects assigned to the program are listed.
• They must have a status report assignment in the Project status report field so that a program status report can be created.

Procedure

• Click on the arrow button next to the Project status report field to assign a status report to a project.
  • A dialog module is opened in which all released status reports of the project are listed.
    • Activate the Select checkbox for the required status report and click on the Assign selected status report button in the header area of the module. The status report will automatically be assigned to the selected project and the dialog module will be closed.

Note

• If a status report has been assigned to a project in the Project status report field, the field can no longer be emptied. You can only replace the selected report by another one.

Program Status Reports

Information

• In the Program status report area, already existing status reports of the program are listed and a basic overview of the frozen status of different factors in the respective report will be provided.
• By clicking on the report ID, you can open and have a look at the corresponding detailed report in the Program Status Report module.

Configure Trend Analysis

Information

• From the Status reports area, you can switch to the Configure Trend Analysis module by clicking on the Configure trend analysis button. In this module, you can define the status reports that should be considered in trend analyses or the comparison of planning states.