Project Status Business Process
The Project Status is typically filled in by the owner's project manager or owner's representative to report project health, status, trends, and risks to key stakeholders.
Characteristics
This is a Project-level business process with a workflow, provided in the system template.
Record Statuses
| Status | Resulting State |
|---|---|
| Approved | terminal |
| Canceled | terminal |
| Rejected | terminal |
| Awaiting_Review | non-terminal |
| Pending_Approval | non-terminal |
| Sent_for_Revision | non-terminal |
Workflow
The default workflow for the Project Status business process is set up in a certain way; however, it may be used differently by your organization. Typically, a user with the necessary permissions can create the record and either move it directly to the end step or send it to others for review or approval. The recipients in the second step can approve or reject the record or send it on to others.
Creating a Project Status Record
Create a Project Status record by navigating to Project Management / Project Status on the Project/Shell tab, or from the Tasks log on the Home tab or relevant Project/Shell tab. Act on an existing Project Status task that has been assigned to you from the Tasks log.
Complete the Project Status form and attach related documents, if needed. After completing the form, select Send, and select an action in the Workflow Actions list to determine the next step in the workflow. Select Send to route the form to the next assignee.
Note:
You must enter a value in all required fields (*) before you can save the form.- Go to your Project tab, and switch to User mode.
- In the left Navigator, select Project Management, and then select Project Status.
- On the Project Status page, select Create. Refer to the tables below to complete the form. You can select Save at any time to save a draft version of the form. Draft versions are stored under Drafts.
- To add attachments, go to the Attachments tab, and select Attach Files
.
- After completing the form, select Send.
- On the Workflow Action Details tab, select who should receive this BP.
- If permitted, you can add users to the CC list. These users will receive a notification about this BP but are not assigned a task.
- If permitted, you can select lists of members in the Contact List section. These members also receive a notification about this BP but are not assigned a task.
- If permitted, you can adjust task due dates for all users, or set individual task due dates for each assignee.
- Select Send.
- In the Notification window, review the content, and select OK.
The record moves to the next step in the workflow.
Completing the Project Status Form
Key Information
Key information about this Project Status is provided below.
| Field Name | Access | Description |
|---|---|---|
| Title | Required | Enter a title. |
| Project Phase (Manual) | Editable | The phase for this project |
| Project % Complete | Editable | Percent complete for the overall project. This is entered manually and can be based on duration, costs, or progress. |
Project Reporting
Reporting date and overall summary of the project Status
| Field Name | Access | Description |
|---|---|---|
| Project Reporting Date | Required | The date the project status refers to |
| Project Reporting Summary | Required | Brief description of the current project report |
| Project Reporting Detailed Summary | Editable | Detailed description of the status of the project at the time of reporting |
Project Status Summary
Enter a summary of the information related to the following items.
| Field Name | Access | Description |
|---|---|---|
| Budget Status | Editable | The status of the project in relation to the budget |
| Budget Summary | Editable | Brief description of the budget status for the project-status period |
| Schedule Status | Editable | The status of the project in relation to the schedule |
| Schedule Summary | Editable | Brief description of the schedule status for the project-status period |
| Cost Status | Editable | The status of the project in relation to the expected cost |
| Cost Summary | Editable | Brief description of the cost status for the project-status period |
| Risk Status | Editable | Indicate the risk designation for the project. This value updates the Project details. |
| Risk Summary | Editable | Brief description of the risk status for the project status period |
Project Analysis and Plans
This block should provide an indication of what has been done during the last project status period and what will be done in the next period.
| Field Name | Access | Description |
|---|---|---|
| Work Completed Last Period | Editable | Brief description of the work that has been completed since the last project-status period |
| Opportunities and Challenges | Editable | Brief description of the opportunities and challenges for the report period |
| Recommended Actions | Editable | Brief description of the recommended actions to take during the next report period |
| Plans for Next Project Status Period | Editable | Brief description of the plans to complete for the next report period |
Project Images
Add pictures showing the progress on this project, which will be included in the formal project status report. Additional images and documents can be added to the Attachments tab.
| Field Name | Access | Description |
|---|---|---|
| Image 1 | Editable | The attached Image #1. |
| Image 2 | Editable | The attached image #2. |
(Manual) Project Dates
These dates come from the Manual Project Dates block on the Project Details form and will update the Project Details form on approval of this Project Status record. If the project is linked to the Schedule on the Project Details, update the project Activity Sheet instead.
| Field Name | Access | Description |
|---|---|---|
| Project Start Date | Editable | The actual start date of the project |
| Project End Date | Editable | The actual end date of the project |
| Project Planned Start Date | Editable | The planned start date for the project |
| Project Planned End Date | Editable | The planned end date for the project |
Schedule Dates
Dates dynamically linked to the Schedule Dates block on the Project Details form that reflect the Activity Sheet in the project.
| Field Name | Access | Description |
|---|---|---|
| Start Activity Name | Read-Only | Activity Name of the selected Start Activity/Milestone |
| Finish Activity Name | Read-Only | Activity Name of the selected Finish Activity/Milestone |
| Schedule Planned Start Date | Read-Only | Planned start date for the project, from the selected schedule activity/milestone |
| Schedule Planned End Date | Read-Only | Planned end date for the project, from the selected schedule activity/milestone |
| Schedule Actual Start Date | Read-Only | Actual start date for the project, from the selected schedule activity/milestone |
| Schedule Actual End Date | Read-Only | Actual end date for the project, from the selected schedule activity/milestone |
| Schedule Start Date | Read-Only | Start date for the project, from the selected schedule activity/milestone |
| Schedule End Date | Read-Only | Finish date for the project, from the selected schedule activity/milestone |
Record Information
System information about this record
| Field Name | Access | Description |
|---|---|---|
| Record Number | Read-Only | System-assigned record number |
| Status | Read-Only | Record status for a workflow BP record is based on the workflow action preceding the current workflow step. |
| Creator | Read-Only | Creator of this record |
| Creation Date | Read-Only | Date that the record was created |
| Record Last Update Date | Read-Only | Date that the record was last updated |
| Business Process Record URL | Read-Only | A shareable link to this record, for anyone with the necessary permissions |
| Project Name | Read-Only | Name of the project |
| Project Number | Read-Only | Unique Project Number |