Tracking File

This file contains a monthly snapshot of the project status and is updated as part of the monthly project update process. The first row of this file is an automatically updated line, contain the raw status information form the project files as well as the TID ID actuals files. 

At the request of the Division Director the PM must look at the incoming actuals, update their project files in order to reconcile the monthly and total actuals with the reported cost and copy the raw tile to the appropriate month row for the project status. The PM will then provide a short note explaining the project status as well as a mitigation strategy for high risk projects.

To copy/update the monthly status, select all columns except for the "Status Month" in the "Current Raw Data" row, right clock and select "Copy". Select the same range of boxes on the appropriate month line, right click and choose "Paste Special", make sure the "Values" field is selected and click "Ok". This will copy the current values into the appropriate month, preserving the snapshot for that month.

Description Of Columns

Status Month

Current month of the status reporting. The first line, "Current Raw Data", is the raw data from the actuals files and the project files. The remaining rows are the monthly status information.

Lookup PA

This filed contains the PA number which is used to lookup the project status from the actuals file. 

Monthly Actuals Date

This field contains the update date for the incoming actuals file. This can be used to determine how up to date the actuals information is.

Total Funds From Finance

This field contains the total allocated funds for this project.

Monthly Actuals From Finance

This field contains the amount of charges on this project for the previous month.

Total Actuals From Finance

This field contains the total charges to date on this project up to the previous month.

Remaining Funds From Finance

This field contains the remaining funds on the project given the current total actuals.

Actuals Adjustment

This field can be used to adjust for known errors in the incoming total actuals number for know misalignment. This field should be only used in approved situations.

Reported Cost

This field contains the incoming reported cost from the project budget file. This number needs to match the "Total Actuals From Finance" field. 

Budget Variance

This field contains the budget variance (how over budget is the project) value from the project budget file. 

Budget Variance With Contingency

This field contains the budget variance value, with contingency applied, from the project budget file. 

Duration Variance

This field contains the duration variance (how late is the project) value from the project budget file. 

Duration Variance With Contingency

This field contains the duration variance value, with contingency applied, from the project budget file. 

Reporting Variance

This field contains the difference between the actuals total amount and the reported cost from the budget file. This value must be as close to zero as possible.

Tracking Risk

This field contains the tracking risk score based upon the value in the "Reporting Variance" field. This is generated automatically based upon a formula and may be overridden on each month's status line with pre-approval of the Division Director. 

Budget Risk

This field contains the budget risk score based upon the value in the "Budget Variance" field. This is generated automatically based upon a formula and may be overridden on each month's status line with pre-approval of the Division Director. 

Schedule Risk

This field contains the schedule risk score based upon the value in the "Duration Variance" field. This is generated automatically based upon a formula and may be overridden on each month's status line with pre-approval of the Division Director. 

Scope Risk

This field contains the scope risk as scored by the PM.

Description Of Status

This field contains a short description of the project status, including a specific mitigation plan if any of the scoring fields are "High". This must be updated each month.