Submitting Status Reports

Status reports are completed from Tools > Status Update on each initiative asked for one. A report opens with the initiative's current values, ready to check and update, and is complete once it's published — or, where reports need approval, once it's approved. For how a reporting cycle works, see Status Reporting.

This article covers both the Advanced and Simple Models. Completing reports needs the Submit Status Report permission, and permission to update the initiative. Reports can only be completed on active initiatives — on an archived one, they open read-only. See Configuring Status Reporting.

The Status Update page

When a report is requested from an initiative, its owner is emailed, and gets a Status Update Request in their To Do List, both linking to the report. On the initiative, open Tools > Status Update to see its reports, each with its Report Period, Due Date, Requested By, and Report Status. Reports still to complete are shown first, in due date order.

Click a report's name, or Edit, to open it. An initiative can have several reports requested at once, from different report periods, each completed and published on its own.

Published reports are hidden at first. Turn on Show Completed Status Updates to see them, and click View to open one, read-only. Expired reports aren't listed.

What's in a report

The report's template decides what it contains, and in what order:

• Headings — section titles. They can't be changed in the report.
• The initiative's fields — its ID and current stage, read-only, and its name, owner, description, and dates. The name and dates are required.
• Status indicators — such as Overall Status and Schedule Status. Choose the rating that reflects where the initiative stands.
• Custom fields — filled in as on the initiative's properties. Calculated fields can't be changed. Required fields must be filled in before the report can be published.
• Featured RAID and Featured Tasks — tables of the RAID items and tasks you choose to report. See Choosing RAID items and tasks.
• Benefits and Costs — charts of the initiative's benefits or costs. They can't be changed in the report.

Completing a report

To complete a report:

1. Open the report from the Status Update page. Its Report Period and Due Date are shown at the top.
2. Work through each field. Each change is saved as you make it.
3. Choose the RAID items and tasks to include in each Featured RAID and Featured Tasks table — see Choosing RAID items and tasks.
4. Publish the report — see Publishing a report.

There's no separate save. Leave the report and come back at any time; everything entered so far is kept. A report not published by its due date becomes Overdue, and can still be published until the report period is closed.

Generating a report with Ask Amplify

Where Ask Amplify is available to you, click Generate Status Report to open Ask Amplify beside the report. It drafts values for the report's fields from the initiative's data, which are saved to the report like values you enter yourself. Check them before publishing. See AI in Amplify.

Choosing RAID items and tasks

Each Featured RAID and Featured Tasks table starts empty, and has its own selection. To choose its items:

1. Click Add/Remove Items below the table. A window opens, listing the items available to it, with those already in the report checked.
2. Check the items to include, and uncheck those to remove. The checkbox in the header checks or unchecks every item listed.
3. Close the window. Your selection is saved, and the table shows the items chosen.

Only items you can see in the RAID Register or on the schedule, and that match the table's filters on the template, are listed. Where none match, the filters on the template are the place to check. Before the report is first published, changing an item's values in the window changes the item itself.

Publishing a report

Once every required field has a value, click Publish Report. Where a required field is empty, the report isn't published, and the empty fields are marked.

Publishing takes a snapshot of the report. From then on, it keeps the values it had when published, even as the initiative, its RAID items, and its tasks change. What happens next depends on whether reports need approval:

• With an approval workflow — the report becomes Pending Approval, and goes to the workflow's first approvers.
• Without one — the report becomes Submitted, and is complete.

A published report is read-only to you while it's pending, submitted, or approved.

Responding to feedback

When an approver rejects a report, it becomes Rejected, you're emailed, and the report is ready to update on the Status Update page. A message at the top asks you to review the feedback, and republish.

Open Feedback to see the approvers' comments — the Latest Feedback first, and any Previous Feedback below it. To update and resubmit the report:

1. Open the rejected report from the Status Update page.
2. Update the fields that need changing. Changes are saved to the report's snapshot, not to the initiative.
3. Change the report's RAID items or tasks, where needed, with Add/Remove Items.
4. Click Publish Report. The report is resubmitted, and its approval starts again from the first approvers.

On a rejected report, Add/Remove Items also lists the initiative's current RAID items and tasks that aren't in the report yet. Items already in the report keep their published values; items you add are captured as they are when you resubmit.

For requesting reports, see Requesting Status Reports. For approving them, see Approval Workflow Types.