REPORTING

The link bewteen the Work Unit and the financial system is made through the resource assignments (RA). The Resource Assignment is the level at which the cost estimate or planned value (PV) is recorded and budget codes are attached. Before reporting, all resource assignments are to be defined.

For financial scheduling a distinction is made between the Planned Value (PV) and the Cashflow (CF) that is attached to it. The PV figures are frozen when reporting starts on the 15th April 2003 because they reflect the technical scope of the work project, while the CF is to be kept up to date to stick to forecast. This is true especially for Resource Assignments of type M1 corresponding to F-type contracts.

Scheduling data (planned start/finish dates, contractual/expected delivery dates, actual and forecast dates) as well as scheduling constraints are recorded at the deliverable (DEL) level.

Rule of the emailing system for progress reporting

One month before the planned start date of the workunit, an email for reporting is sent to the workunit holder. Then every 30 days a reminder for reporting is sent once the workunit has started and until it ends. If no reporting is done, a reminder is sent every 8 days.

The email will contain a link to a reporting excel file that requires two fields per deliverable to be updated: the actual quantity and the actual end date. If the actual end date slips, a comment field needs to be filled in.
Furthermore, there will be an URL allowing all workunits with contracts to be reported in the context of the contract.

PPT will provide an automatic messaging system based on subscriptions on WUs. Subscriptions will be automatic for all persons holding an official role such as WU holder, Budget holder, Section Leader, Group Leader , EVM coordinator etc .... All other persons who need to be informed will have the possibility to subscribe specifically for the work units they are interested in. In addition, depending on the financial or scheduling impact of the work unit, changes will have to be approved before it is formally validated.

Workunit status change

• A Workunit starts with the status PL (planned)
• When the Workunit date starts, it is automatically changed to AC (active)
• Finally when reporting is finalised on all deliverables of the WU i.e when actual quantity=total quantity for all the deliverables of that particular Workunit, then the status is changed to CO (complete).

Modifications of Work Units

Modification of a workunit will still be possible after baselining (i.e freezing of WUs related to the cost-to-completion). Modification and deletion will be restricted to whoever has a role for that workunit. Updating for a bunch of work units can be done via the excel file and updating of some specific Work units can be done via the reporting web interface. The web interface link is represented as an icon under the workunit short or long list view.

When accessing the link sent to you by email, the relevant data will be presented as an Excel file with the quantity and finish date columns non-protected and appearing in green. You should report on the actual quantity and on the expected finish date of the deliverable. If the finish date ought to be postponed for more than one month delay then comments have to be entered and an automatic alert email will be sent to the role holders.

Once the file updated, do not forget to save the changes and upload the file to the database by activating the button. Work Unit holders will have to report on deliverables for work unit that are within a reporting time window.

When workunits are modified, the global impact of a modification will be examined in 3 axes:
- schedule impact which can be low (< 1 month), medium (< 3 months) or high
- cost impact which can be low (< 1 KCHF), medium (< 5% of workunits concerned) or high. This depends on the point of view of the person. For example, when money is shifted from one budget code to another, the budget holders see an impact for their budget codes, while the group leader would not see an impact if the two codes are for his group.
- scope impact will check if the deliverable description, equipment code or actual quantity of deliverable has changed.

Reporting of data such as Earned Value, Schedule Variance, Actual dates and remaining duration will be reported in PPTLHC and in CET.