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.  It is very important that you do not alter the column order of this file!

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 actual 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 click 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.

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.

Total Budget

This field contains the incoming Total Budgeted Cost from the project  file. 

Actual Cost

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

Remaining Funds

This field contains the incoming remaining funds from the project  file. 

Cost Variance

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

Cost Variance With Contingency

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

Schedule Variance

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

Reporting Variance

This field contains the difference between the actuals total amount and the reported cost from the project 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.