Thomas_P._Koehler_PMP

Using Clarity for Status Reporting

Blog Post created by Thomas_P._Koehler_PMP Employee on Jun 1, 2018

Overview

I am a big fan of using Clarity for customer status reporting.

  • It presents a single place to collect project governance information
  • The status report portlet provides easy history to review how a project evolved
  • Anybody can see history without having to review multiple documents
  • I can update continuously during the week from any device

 

My status reports have a very wide distribution, including all customer team members, CA Services team members (project team, engagement team), the CA Sales team as well as other

 

I use all sections of the status report except

  • I do not use the financial section because of the wide distribution of the status report. For example, we do not want vendors to see the financial information
  • I do not use action items due to the limited field size and the inability to show non-CA team members as responsible for open action items

Supplemental Information

In addition to the Clarity status reporting, I provide additional information to the customer as necessary:

  • Financials: Financial reporting out of Clarity has a number of shortcomings. In addition, I report financial information only to a subset of the project team. I prefer to report financial information from the SAP BI T&M report. This way I can be sure that all time has processed correctly. If the customer wants aa more detailed breakdown of the work, I also add a tab with the information from the “Status Detail – Weekly” portlet, summarized into a pivot table.
  • Project Schedule: For smaller projects I only use the Deliverables (Tasks) section in Clarity. Larger or more complicated projects will require a MS Project schedule.

Special Cases

There are projects where Clarity status reporting does not fit. You cannot force the Clarity report format for all projects

  • Issues-oriented projects: These are projects where we are driven by project issues and the bulk of the work focuses on resolving issues. In this case, I will have aa detailed Excel issues list which becomes the final “punch” list to project conclusion.
  • Short updates when there was no work for a while: In this case, I may just send a quick email to touch base with the customer. I then copy the email into the status report portlet so I maintain history

Clarity Status Reporting when Managing Multiple Projects as One

At times, a customer contract translates into multiple CAA Clarity projects. However, to the customer this is one project and I manage it as such.

  • I chose one of the Clarity projects as the main project and use it for all reporting.
  • I place a note into the status comment section of the other projects, indicating which my main reporting project is.
  • I also create one initial status report and copy the same information from the project status field.

In addition, it is very important to align the tasks between the different projects so if I create a “Status Detail – Weekly” report, all tasks line up between the projects.

  • I make sure that the task names link back to the contract, such as “Exh. A – Requirements”, etc.

Copying a status report

As I have a large number of information on the status report page, much of which does not change from week to week, I use the copy process. See https://communities.ca.com/docs/DOC-231181962  and especially Robin’s comment how to copy even easier.

 

 Are you using Clarity for status reporting? Add your tips and tricks below.

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