Notes: How to complete the Project Status Report workbook

It may be useful to review the information contained in the PMO Handbook at the following link for further information -
https://www.tcd.ie/local/pmo/

1. General Notes on Completion

Project Managers complete a project Status Report on a monthly basis. This Status Report is submitted to the PMO for inclusion in the Project Portfolio
Performance Reporting Pack which is reviewed at the monthly Capital Review Group (CRG).

Project Status Reports from all relevant Project Managers will be created as of the last working day of each month, and submitted to the PMO within three
working days of month end.

Project Managers should review the project Status Report with the Project Sponsor in advance of submitting into the PMO.
The project Status Report may also be produced at the Project Manager's discretion as an input to the project's Steering Committee Meeting.

When saving and submitting the updated status report to the PMO, the name of the project and the ‘as at’ reporting date should be included in the title of the
document e.g. "[project name] Project Status Report [YYMMDD]".
2. Version History Sheet
This sheet should be updated with the details of changes made to the spreadsheet in order to support tracking how the final details were reached. It will help the
project sponsor, project manager, and project team have a firm view on how the project Status Report was developed, where information came from, and track
input from any reviewers, etc.
The entry field is shaded in light blue as highlighted above in point 1. The remaining cells in this tab are locked.

3. Status Report Template Sheet - fixed information

Project ID: ID as created by PMO team when project first notified.
Project Name: name as ratified at CRG an input by PMO onto PM3 tool.
Project Type: Please select from the options in the dropdown.
Current Stage: Please select from the options in the dropdown
EOG/COG Champion: Name of executive officer if not project sponsor.
Project Sponsor: name of project sponsor.
Project Manager: name of project manager
Project Risk Indicator (PRI): Select Low, Medium or High, depending how project scored in the Project Risk Indicator (PRI). The PRI template is completed
initially as part of the Business Case, and is revisited at stage gates and change request processes.

4. Status Report Template Sheet - RAG definitions

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Worksheet:About this Template
Red: Red status indicates there is a live risk or issue on the project where remedial action is required to bring the project back on track within the parameters set
as the baseline. The remedial action has not yet been identified and or is not yet in progress. The risk or issue is not being addressed.

Amber: Amber status indicates there is a live risk or issue on the project; however remedial action(s) have been identified and/or are in progress to bring the
project back on track within the parameters set as the baseline. The risk or issue is being addressed.

Green: Green status indicates there is no risk or issue and no action is required at this time. The project is on track to deliver as scheduled and within budget
tolerances.

Summary Status: Provide an overview on the project. Provide reason(s) why milestone / deliverable is reporting Red / Amber / Green, and details of any
corrective actions taken/planned or decisions to be escalated to Capital Review Group (CRG).

5. Status Report Template Sheet - Project Performance

PROJECT PERFORMANCE (Overall RAG this month vs Previous Month RAG) Schedule
(end date)
Approved - is the baselined project end date (Gate 5) as approved by CRG/Executive Officers/Board - format DD/MM/YYYY.
Forecast - is the estimated end date (Gate 5) for the project. If there is an ongoing variance between the Approved Schedule End Date and the Forecast
Schedule End Date, the PM should raise a Change Request to address the variance.

Financial (€000s)
Approved - is the baselined project budget approved to spend by CRG/Executive Officers/Board - format (€000s)
Forecast - is the total estimated € spend to deliver the overall project - format (€000s) Actuals
are recorded in cell under Approved/Forecast

Effort (Man-days) Approved - is

the baselined number of man-days as approved by CRG/Executive Officers/Board - format (whole number)
Forecast - is the total estimated man-days required to deliver the project - format (whole number)
Actuals are recorded in cell under Approved/Forecast

Benefits (€000s)
Approved - is the baselined project benefits as approved by Executive Officers/Board - format (€000s)
Forecast - is the total forecast business benefits to be delivered by the project - format (€000s)
Actuals are recorded in cell under Approved/Forecast

6. Status Report Template Sheet - Gates

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Worksheet:About this Template
Gates: Complete table for all Gates.
Enter 'Not Applicable' only if agreed by CRG that Gate is not required by project.
Approved date column is Gate Date as approved by CRG and can only be amended if a CR is approved by CRG.
Enter Forecast Date if Date of Gate forecast to be different than Approved Date.
Dates will be highlighted Amber if Forecast Date more than 30 days greater than Approved Date.
Even if CRG does not require submission, enter Gate date.

7. Status Report Template Sheet - Milestones/Deliverables

Key Milestones/Deliverables: List the key Deliverable / Milestone details.These should be taken from the Project Business Case/Delivery Plan

8. Status Report Template Sheet - Achievements/Highlights Last Period

Achievements / Highlights since last period: List any project achievements/objectives met / highlights noted since the last status report was issued

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Worksheet:About this Template
Business Services Unit Version History 521214581.xlsx

TCD PMO Project Status Report

Version History
Version No: [* In format V9 9]
Issue Date: [* Issue date in format DD/MM/YYYY ]
Reporting as at Date: [* Month end date in format DD/MM/YYYY ]
Version
Version No: Date: Revised By: Description of change
V0.1
V0.2
V0.3
V0.4
V0.5
V0.6
V1.0
V1.1
V1.2
V1.3
V1.4

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 Project Id Project Name Period reporting as at date: dd/mm/yyyy
Project Type: Overall RAG Project Performance Gates
Current Stage: Approved Forecast Actuals Previous Current CRG Approved Forecast
Trend Status
EOG Champion: Schedule (end date) Gate 0
Project Sponsor: Financial (€000s) Gate 1
Project Manager: Internal Effort (man-days) Gate 2
PRI: Benefits (€000s) Gate 3
Gate 3a
Status Summary Latest status summary Gate 4
Gate 4a
Gate 4b
Gate 5
Gate 6

KEY MILESTONES/DELIVERABLES Due date Status (RAG) Revised Date SUMMARY STATUS-corrective actions to be taken / planned, or decisions to be escalated to Steering

1 Milestone 1
2 Milestone 2
3 Milestone 3
4 Milestone 4
5 Milestone 5
6
7
8
9
10
KEY ACHIEVEMENTS / HIGHLIGHTS SINCE LAST PERIOD KEY DELIVERABLES FOR NEXT PERIOD
1 Achievement 1 1
2 Highlight 2 2
3 3
4 4
5 5

Status Risk/Issue KEY R.A.I.D (Risks, Assumptions, Issues, Dependencies) Probability Impact/ Action by
(RAG) ID Description (R/D) Severity Potential Impact Avoidance/Mitigation Action Risk Owner (date) Date Closed
Priority (I) (R/D only)

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Worksheet: Project Status Report Template
Project Type Project Risk Indicator
Operational Low
Change ManagementMedium
Legislative High
External
New Build Status
Refurbishment G