A status report is the update an initiative owner completes and publishes when a higher-level initiative requests one for a report period. Requested reports are listed on the initiative's Status Update page, opened from Tools in the initiative menu. Each report is built from a status report template, so the fields and widgets it contains depend on how the template for the initiative's classification is configured.

A report opens pre-filled with the initiative's live data. Until it is first published, changes made in the report also update the initiative itself. Publishing takes a snapshot of the report, and from that point the report holds its own copy of the values.

Before you start

• The initiative's classification needs Submit Reports turned on and at least one status report template. See Status Report Template Configuration.
• A report must have been requested from the initiative for a report period. Requests are sent from Manage Status Updates on the requesting initiative. See Manage Status Reports.
• You need permission to update the initiative and the Submit Status Report permission. See Status Reporting Permissions.
• The initiative must be active. A report on an archived initiative opens read-only.

When a report is requested, the initiative owner receives an email notification and a Status Update Request item with a link to the report.

The Status Update page

To open the page:

1. Go to the initiative.
2. Select Tools in the menu.
3. Click Status Update. A table lists the reports requested from the initiative.

Each row shows the Report Period, Due Date, Requested By, Report Status, Submitted On and Submitted By. Reports that still need work sit above completed ones, ordered by due date. Click the report period name, or the Edit button on the row, to open a report.

Submitted, Pending Approval and Approved reports are hidden from the table by default. Turn on Show Completed Status Updates to list them; their row button reads View and opens the report read-only. Expired reports and reports in an archived report period are not listed.

An initiative can have several open requests at the same time, each with its own report period and due date. Each is completed and published separately.

Report statuses

• Not Submitted — the report has been requested and not yet published. It can be edited and published.
• Overdue — the report has not been published and the due date has passed. It can still be edited and published.
• Submitted — the report has been published and no approval is required. It is read-only to the submitter.
• Pending Approval — the report has been published and is waiting on the status report approval workflow. It is read-only to the submitter.
• Rejected — an approver has sent the report back. It can be edited and resubmitted.
• Approved — the report has been approved. It is read-only.
• Expired — the report period was closed before the report was submitted or approved. The report cannot be opened.

Where a status report approval workflow uses its own names for the pending, rejected and approved states, the table shows those names. A report is only ever published in the Not Submitted, Overdue or Rejected status.

What a status report contains

The template decides which of the following appear, in what order, and which custom fields are required.

Headings and descriptive fields

• Heading and Subheading — section titles set on the template. They cannot be edited in the report.
• ID — the initiative's ID, shown read-only.
• Name — the initiative's name. The field is required and cannot be left empty.
• Owner — the initiative owner, chosen from a user picker.
• Stage — the initiative's current stage, shown read-only.
• Description — a free text area for the initiative's description.
• Start Date and End Date — the initiative's dates, set by month and year. Both are required.

Status indicators

Overall Status, Schedule Status, Financial Status, Risk Status and Issue Status each show a traffic light selector. Choose the rating that reflects the initiative's current position for that area. A status widget is available on a template only where that status is enabled for the classification.

Custom fields

Any initiative custom field mapped to the classification can be placed on the template, including linked select fields. Fill each one in as you would on the initiative's properties. A calculated field shows its calculated value and cannot be edited. A custom field marked as required, either on the field itself or on the template, must have a value before the report can be published.

Featured RAID and Featured Tasks

Featured RAID shows a table of RAID items and Featured Tasks shows a table of schedule tasks. The columns are set on the template. The table starts empty, and you choose which items to report using the Add/Remove Items button below the table. Only items that match the filters set on the widget in the template are offered. A Featured RAID widget is available where RAID items are enabled for the classification, and a Featured Tasks widget where the schedule is enabled.

Benefits and costs

A benefits widget shows the initiative's benefits for one benefit classification, and a costs widget shows the initiative's costs for one cost category. The series shown, such as Plan, Actuals and Forecast for benefits or Budget, Actual and Forecast for costs, are chosen on the template. These widgets are display only: they roll the series data up in a chart and cannot be edited in the report. The widget names follow the instance's own Benefit/Impact terminology.

Filling out a status report

To complete a report:

1. Open the report from the Status Update page. The header shows the Report Period and Due Date.
2. Work through each field and widget. Each change saves as soon as you make it, and a confirmation message appears.
3. Choose the RAID items and tasks to include in each Featured RAID and Featured Tasks widget. See Adding and removing RAID items and tasks.
4. Publish the report when it is complete. See Submitting a status report.

There is no separate save or draft step. You can leave the report and return to it at any time before the due date; everything entered so far is kept. A report that is not published by the due date moves to Overdue, and can still be published until the report period is closed.

Until a report is first published, its fields are the initiative's live data. Changing the description, dates, owner, a status indicator or a custom field in the report changes it on the initiative too, including on the Project Brief.

Where Amplify AI is available to you, the Generate Status Report button opens an Ask Amplify panel beside the report. The assistant can draft values for the report's fields, which are saved to the report in the same way as values you enter yourself. Review them before publishing.

Adding and removing RAID items and tasks

RAID items and tasks are chosen per widget. Where a template has more than one Featured RAID or Featured Tasks widget, each keeps its own selection.

To change the items in a widget:

1. Click Add/Remove Items below the widget. A window opens titled Select the items to be included in the report, listing every item available to the widget. Items already in the report are checked.
2. Check an item to add it to the report, or uncheck it to remove it. The checkbox in the header checks or unchecks every item currently listed.
3. Close the window using the close icon. Your selection saves when the window closes, and the widget refreshes to show the selected items.

Clicking outside the window does not close it. The list shows only items the initiative owner can see in the RAID register or schedule, and only those matching the widget's filters on the template. Where no items match, the window says so; the filters on the template are the place to check.

Before the report is first published, editable values in the window's table are the live RAID item or task. Changing one there updates it on the initiative.

Submitting a status report

To submit a report:

1. Check that every required field has a value.
2. Click Publish Report. The report is published and the Status Update page reloads.

Where a required field is empty, the report is not published. The message Please complete the required fields before publishing the report appears and the empty fields are marked.

What happens next depends on the report period's approval workflow:

• Where a status report approval workflow is attached, the report moves to Pending Approval and approval is requested from the workflow's first approval layer automatically.
• Where no workflow is attached, or any layer of the workflow has no approvers assigned, the report moves to Submitted.

Publishing takes a snapshot of the report. From then on, the report shows the values captured at that moment, and later changes to the initiative, its RAID items or its tasks do not alter the published report.

For setting up approval, see How to create a Status Report Approval Workflow.

Updating a rejected status report

When an approver rejects a report, it moves to Rejected and the initiative owner receives an email notification. The report reappears on the Status Update page ready to edit.

A rejected report opens with two messages at the top. The first explains that changes to fields on the page update the previously published report and do not affect live data. The second asks you to review the feedback and republish.

While a report is Rejected, the Feedback side sheet is available so you can work through the comments approvers left when rejecting it, with the Latest Feedback first and any Previous Feedback below it. The side sheet is not shown on reports in other statuses.

To update and resubmit a rejected report:

1. Open the rejected report from the Status Update page.
2. Update the fields that need changing. Each change saves to the report's snapshot, not to the initiative.
3. Where needed, change the RAID items or tasks in a Featured RAID or Featured Tasks widget. See Adding and removing RAID items and tasks on a rejected report.
4. Click Publish Report. The report is resubmitted and the approval workflow starts again from its first layer.

Adding and removing RAID items and tasks on a rejected report

While a report is rejected and has not been resubmitted, you can change which RAID items and tasks it contains using Add/Remove Items in the same way as on an unpublished report. The window lists the items captured when the report was published, together with any live RAID item or task under the initiative that has nothing captured in the report yet.

How the values are treated:

• An item with captured values keeps them. Where its columns are editable, changes you make in the window update the report's captured values, not the live item. Its values are not refreshed from live data on resubmission.
• An item with no captured values shows its live values and cannot be edited in the window. Its values are captured from the item's live state when you resubmit.
• Removing an item removes it from the report. Only the current version of the report is kept; the version that was rejected is not stored separately.
• Items you add to a rejected report are not marked differently from items that were already in it.

Live items with nothing captured in the report are offered only while the report is rejected.