Project Status Reporting

STANDARD OPERATING PROCEDURE

Project Status Reporting

Division: Information Technology Services

Document Number: PM-003

Department: Project Management Office

Prepared by: Project Management Office

Date created: 10/02/2025

Reviewed/Approved by: IT Project Manager

Date of last review: 10/01/2026

Purpose

To establish a consistent process for reporting the status of projects at North Carolina Central University (NCCU), ensuring transparency, accountability, and proactive risk management.

Scope

Applies to all projects under PMO oversight, including those tracked in TeamDynamix and subject to Steering Committee reporting requirements.

Reporting Process

  1. Frequency:
    • Active projects must submit status updates at least once every two weeks.
    • Major initiatives (high-cost, cross-campus impact) require monthly Steering Committee updates.
  2. Format: Updates must follow the NCCU Project Status Report Template in TeamDynamix, which includes:
    • Overall project health (RAG status: Red/Amber/Green)
    • Accomplishments since last report
    • Planned activities for next period
    • Issues and risks (with mitigation strategies)
    • Key decisions or escalations required
    • Updated timeline/milestones if changed
  3. Submission: Project managers enter updates directly into TeamDynamix using the “Status Update” function, attaching supporting documents as needed.
  4. Distribution: TeamDynamix automatically shares updates with project sponsors, stakeholders, and PMO leadership. Major projects are also presented at Steering Committee meetings.

RAG (Red/Amber/Green) Guidelines

  • Green: On track with no significant issues; schedule, scope, and resources are stable.
  • Amber: Issues exist that may affect schedule, scope, or resources; mitigation plans are in place.
  • Red: Major issues threatening delivery; requires Steering Committee attention and escalation.

Escalation Workflow

  1. Project Manager identifies a risk or issue requiring higher-level decision-making.
  2. PM documents the issue in TeamDynamix and flags it in the next status report.
  3. PM notifies the PMO Director and project sponsor immediately if the issue is “Red.”
  4. The Steering Committee reviews escalated issues and provides guidance, approval, or intervention as needed.

Relevant Policies & References

• NCCU Project Status Report Template (TeamDynamix)
• NCCU IT Governance Policy
• PMO Reporting Calendar

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