The TID-ID Project List Smartsheet provides an overview of all projects (active, planned, and otherwise) owned by TID-ID. It contains useful information that will allow PMs to, at a glance, check on the status of a given project (one project per row)
Column Definitions
| Column Name | Type | Definition |
|---|---|---|
| Program | Drop-down List | The general category under which a project falls Possible options: FPD Heavy Photon Search, FPD Simmons CMB, LCLS2 Controls, LDRD, LSST, TID DETRD Program Dragon, TID-ID General |
| Project Name | User Input | The Name of the project (this should match the name of the project folder) |
| Status | Drop-down List | The current status of the project. This should be assessed every month until a project is completed Possible options: Active, Planned, Completed, OnHold, NotTracked, Ready2023 |
| Project Manager (PM) | User Input | The Project Manager is in charge of tracking Actuals (Labor and M&S) and updating the Project and Tracking files for a project on a monthly basis. |
| Technical Lead (TL) | User Input | The Technical Lead is in charge of the high level technical direction of a project and works with the PE to determine what needs to be done to successfully complete a project |
| Project Engineer (PE) | User Input | The Project Engineer is in charge of the low level technical direction and works with the PM to add tasks into Smartsheets for tracking |
| PA Number | User Input | The Project-Activity number used to charge labor and M&S to a project |
| Folder ID | User Input | The ID assigned to the project folder by Smartsheet. This is used in the python scripts to access the project to do checks/changes
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| Status Month | Drop-down List | Selecting a month from the list changes the Project status data, allowing PMs to look at the history of a project |
Lookup PA | Automated Reference (from project Tracking file) | Project status data. The Project-Activity number used to charge labor and M&S to a project. In this case, pulled from the project Tracking file |
| Total Budget | Automated Reference (from project Tracking file) | Project status data The total budget of the project (without contingency) as defined by line items in the project file Orange indicates that the budget shown does not match the Real Budget and needs to be assessed |
| Actual Cost | Automated Reference (from project Tracking file) | Project status data The total cost of M&S and labor claimed in the project file. This is compared to the Actuals from Finances to calculate the Reporting Index |
| Remaining Funds | Automated Reference (from project Tracking file) | Project status data The amount of funds remaining in the project account =Total Budget - Actual Cost |
| Cost Variance (CV) | Automated Reference (from project Tracking file) | Project status data A comparison [in $$] of project costs against apparent progress. This is a summation of CV for each task in a project Negative values indicate that a project is overbudget Yellow indicates that the CV is negative and the project should be reassessed to reduce over-charges Orange indicates that the CV is heavily negative and PMs should provide an explanation for over-charges =Earned Value - Actual Cost |
| CPI | Automated Reference (from project Tracking file) | Project status data The Cost Performance Index of a project, which indicates the cost status of the project CPI > 1 = project underbudget CPI < 1 = project underbudget Yellow indicates that the CPI is below 0.95 and the project should be reassessed to reduce over-charges Orange indicates that the CPI is below 0.9 and PMs should provide an explanation for over-charges = Earned Value / (Actual Cost + 0.01) |
| Schedule Variance (SV) | Automated Reference (from project Tracking file) | Project status data A comparison [in $$] of project progress against expected progress. This is a summation of SV for each task in a project Negative values indicate that a project is behind schedule Yellow indicates that the SV is negative and the project should be reassessed to reduce delays Orange indicates that the SV is heavily negative and PMs should provide an explanation for delays =Earned Value - Planned Earned Value |
| SPI | Automated Reference (from project Tracking file) | Project status data The Schedule Performance Index of a project, which indicates the progress-to-completion status of the project SPI > 1 = project ahead of schedule SPI < 1 = project behind schedule Yellow indicates that the SPI is below 0.95 and the project should be reassessed to reduce delays Orange indicates that the SPI is below 0.9 and PMs should provide an explanation for delays =Earned Value / (Planned Earned Value + 0.01) |
| Reporting Index | Automated Reference (from project Tracking file) | Project status data A comparison of the Actuals provided by Finance with the claimed Actuals of a project Reporting Index > 1 = Actuals in the project file are below Actuals provided by Finance Reporting Index < 1 = Actuals in the project file are above Actuals provided by Finance Yellow indicates that the Reporting Index is more than 5% away from 1. This does not indicate a major problem yet, but PMs should understand why the difference is occurring Orange indicates that the Reporting Index is more than 10% away from 1 and the Project Actuals should be reexamined =Total Actuals From Finance / (Actual Cost + 0.01) |
| Tracking Risk | Automated Reference (from project Tracking file) | Project status data A translation of Reporting Index into an easily readable status Possible Outcomes: High (10% deviation), Medium (>5% deviation), Low (<5% deviation) =IF(ABS(1 - [Reporting Index]) > 0.1, "High", IF(ABS(1 - [Reporting Index]) > 0.05, "Medium", "Low")) |
| Budget Risk | Automated Reference (from project Tracking file) | Project status data A translation of CPI into an easily readable status Possible Outcomes: High (10% deviation), Medium (>5% deviation), Low (<5% deviation) =IF(CPI@row < 0.9, "High", IF(CPI@row < 0.95, "Medium", "Low")) |
| Schedule Risk | Automated Reference (from project Tracking file) | Project status data A translation of SPI into an easily readable status Possible Outcomes: High (10% deviation), Medium (>5% deviation), Low (<5% deviation) =IF(SPI@row < 0.9, "High", IF(SPI@row < 0.95, "Medium", "Low")) |
| Scope Risk | Automated Reference (from project Tracking file) | Project status data An indication of how likely it is for project scope to change. This is decided by the PM/TL/PE together and is not a specific calculation Possible Outcomes: High, Medium, Low |
| Description of Status | Automated Reference (from project Tracking file) | Project status data A written description of the project's current status, provided by the PM/TL/PE. This should include explanations for High Risk values |
| Notes | User Input | Any additional information worth noting by the PM/TL/PE/TID-ID managers |
| Tracking folder | Automated input | A link to the Smartsheets folder for the project |
| PA Compare | Automated Calculation | A comparison of the PA Number and Lookup PA columns. Confirms what PA Finance uses to provide actuals for the project =IF([PA Number]@row = [Lookup PA]@row, "True", "False") |
| Real Budget | User Input | The original or real budget of a project, input when the project officially start s |
| Real Budget Index | A comparison of the Readl Budget to the Total Budget. Real Budget Index > 1 = Total Budget has been increased from the Real Budget Real Budget Index < 1 = Total Budget has been decreased from the Real Budget If Real Budget Index does not equal 1, the project needs to be reassessed to remove/add budget items to make the Total Budget match the Real Budget. In some cases, additional funds may be requested to increase Real Budget to match Total Budget =[Total Budget]@row / [Real Budget]@row |
Overview
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