Overview
A Status Report provides information on the progress of a project to stakeholders. It is a summary of the period’s activities, and highlights changes to the project. Preparation of status reports encourages a more disciplined and rigorous management of projects, helping to ensure projects are delivered on-time, on budget and succeed in achieving important business outcomes.
Project Status Reporting to the Project Team
Depending on the project this may be created weekly, bi-weekly or monthly. When created it should be sent to the project team and all project stakeholders including the Project Sponsor and the Manager of the PPO.
Operational projects are not required to send a project status report to the team.
Projects following the Project-Standard flow will use the Project Status Report Template in excel to create and submit the project status once the information has been entered in TDX. Instructions are below.
Projects following the Project-Lite flow have the option to send the report directly out of TDX. It should be noted that this method does not contain milestone dates and is not formatted as nicely as using the project status report in Excel.
Section 1: Generate Data From TDX
Prior to creating the project status report, ensure your project has been updated within Team Dynamix. For instructions on how to update your project please read Updating the Project Status Within Team Dynamix.
To create a weekly project status report using the new template, first login to Team Dynamix and navigate to the Projects / Workspaces area. On the left, expand Reports and ITS Weekly Status Report. Click on the ITS Weekly Status Report.
On the report screen, click Run Report to generate the report.
With the data now generated, click the Actions button, and select Export to Excel.
Section 2: Create Excel Report Using TDX Data
If this is the first time creating a weekly status report for this project, launch the template and then file/save a copy of the template and name as follows and save:
PRJYY-XXX – Project Name – Project Status Update yyyy_mm_dd.xlsx.
Otherwise open the previous week’s status report for the project, file/save a copy and update the file name with the current reporting date and save
Open the PROJECT_DATA tab.
Step 1: Update the project status reporting date
Date is recorded in text format
Step 2: Copy the row from the TDX report that contains the project data you are creating the weekly update for and paste it into row 4 of the template.
This will now automatically update the data on the WEEKLY_STATUS_REPORT tab of the weekly status update template with the data.
Step 3: Add the following data is added directly on the WEEKLY_STATUS_REPORT tab and update/delete as required
Previous Health – Identify the health for the project from the previous report - 0 – Green, 1, Yellow, 2- Red, 3 – On Hold
Challenges – Enter any specific challenges that the team should be aware of
Project Milestones – Identify all project milestones tasks. For each task identify the planned end date of each task, this date will not be changed. When a change is made to the end date of the task, update the revised date field. Also identify the task status and % complete. Any changes should be changed to red text.
Tip: For any dates not known enter “TBD” until the date is known.
Discussion Items – Enter any information that the team may need to follow-up on or chat about at a team touch point.
Step 4 - Save the file in both xlsx and PDF formats.
Section 3: Send Out Project Status Report
The PDF version of the report should be placed in the project Team’s site and post from the site sent to “@Team” or email the PDF or link to the Project Sponsor, Project Team, PPO Manager, and all project stakeholders.