Manage Status Reports

After the 'Request Reports' toggle has been enabled under the requesting initiative classification (see Status Reporting Configuration), you will be able to start managing status reports.

To access the 'Manage Status Updates' page:

1. Navigate to the requesting initiative
2. Select Tools in the menu
3. Click Manage Status Updates

The Manage Status Updates page allows you to perform the following actions:

• Create a new reporting period
• Review the status of reports within the current reporting period
• Send reminders for overdue reports
• View submitted reports
• Withdraw report requests
• Access previous reporting periods

Create a new reporting period

The list of initiatives that are available to request reports from will be any lower level initiatives that have the 'Submit Reports' toggle enabled under their classification. (see Status Reporting Configuration). Importantly, only one reporting period can be active at a time for a requesting Program.

After selecting the desired initiatives, you will be able to 'Create a new reporting period' 

Under each reporting period you will be able to:

• Define the reporting period name
• Set a due date
  • The default selected date value is 7 days from today's date. Although any reporting cadence can be manually set here (eg. 30 days from today's date for monthly reporting)
  • Once the due date has passed, all report statuses for the requested period will change from 'Not Submitted' to 'Overdue'
• Review the list of selected initiatives 
• Send a status update request
  • This will trigger an email notification to the initiative owner and make the report form available under the 'Status Report' navigation item for them to complete and submit

Review the status of reports

The Manage Status Updates table allows the program manager to view the current status of each report. The status of a report could be one of the following:

• Not Submitted
  
  • A report has been requested, but not yet submitted
• Overdue
  • A report has been requested, but not yet submitted and the due date has passed
• Expired
  • A report from a previous reporting period that was not submitted or approved at the time the reporting period was closed
• Submitted
  • A report that has been requested and submitted
  • Only applicable if there is not a Status Reporting workflow assigned (or there are no assigned approvers in a workflow)
• Pending Approval
  • A report that has been requested, submitted and awaiting review
  • Only applicable if there is a Status Reporting workflow assigned
• Rejected 
  • A report that has been requested, submitted and has been sent back to the initiative owner with feedback and a request to resubmit
  • Only applicable if there is a Status Reporting workflow assigned
• Approved 
  • A report that has been requested, submitted, reviewed and approved
  • Only applicable if there is a Status Reporting workflow assigned

Send reminders for overdue reports

A reminder email notification can be sent to initiative owners that have reports with a status of:

• Not Submitted
• Overdue
• Rejected (if there is a Status Reporting workflow assigned)

View submitted reports

Once a report has been submitted, the 'View' button would be visible within the table. This will open an individual status update to review the submitted report and access the approval workflow (if assigned).

Withdraw report requests

Individual status report requests can be withdrawn from the current reporting period. This option will be available for reports with the following statuses:

• Not Submitted
• Overdue
• Submitted
• Pending Approval (if there is a Status Reporting workflow assigned)
• Rejected (if there is a Status Reporting workflow assigned)

An email notification will be sent to initiative owners of 'Not Submitted' or 'Rejected' reports to let them know that the report is no longer required for submission.

Access previous reporting periods

Older reporting periods can be selected under the 'Show' dropdown. Submitted reports for these periods can also be viewed.