Project Status Reporting

The Office of Enterprise Technology (OET) maintains a repository of State of Minnesota information technology projects. Project status information must be maintained on a regular basis to ensure accurate reporting including the annual report to the legislature on IT project spending. OET works with executive branch agencies to identify and train agency project management coordinators, and provide them with access to the PPM system. These Agency Coordinators collect project information and current status information from project managers, and then enter and maintain project status information in PPM.

• What is the Project Portfolio Management (PPM) system?

  PPM is an online system that provides a way for agencies to register IT projects and update their status. These regular status updates, made by Agency Coordinators, provide valuable information for the IT project repository.

   

• How do I access the Project Portfolio Management (PPM) system?

  PPM access is limited to Agency Coordinators, and the Enterprise PMO at this time. If you are an Agency Coordinator and need assistance, or if you do not have an agency coordinator, please contact the Project Management Office at pmo.questions@state.mn.us.

   

   

• Is there a standard methodology used to gather and report monthly project status?

  The PPM Monthly Status Reporting Procedure document provide detailed information on how to report status information in PPM. Download the PDF.

  The Project Identification Request Form allows you to submit monthly status information as well as any other changes to the PPM entry for the project. Download the Excel document.

   

• How do I report and confirm project status? What are the due dates?

  Use the following dates of each month to report and confirm project status in PPM (if the due date falls on a holiday or weekend, due dates are on the next business day).

  1. The first day of the month: Project status should be posted to PPM by 4:30 p.m. (end of business day). Forward the completed Project Identification Request Form to your Agency Coordinator. (Ask your coordinator when they need this information in order to meet the deadline.) If your agency does not have an Agency Coordinator, please forward your completed form to pmo.questions@state.mn.us.

  2. The second day of the month: Draft versions of monthly project status reports are posted to individual project SharePoint Sites for review by project managers and/or Agency Coordinators.

  3. The fifth day of the month: By end business day, Agency Coordinators should make any updates or corrections in PPM.

  4. The seventh day of the month: Final Monthly Project Status Reports are posted to individual project SharePoint sites.

   

• How often do I need to update my project status?

  Status updates are due the first day of each calendar month by 4:30 p.m. (end of the business day). If the first day falls on a holiday or a weekend, then status updates are due the following business day.

   

• Who is my Agency Coordinator?

  Each executive branch agency has identified Agency Coordinators who collect project information and current status information from project managers, and then enter and maintain project status information in the PPM system. You can find your Agency Coordinator and contact information on this list (Download the PDF).

   

• I don't have an Agency Coordinator. How do I update my project?

  Please contact the PMO at pmo.questions@state.mn.us. We can work directly with you to enter your project data.

   

• Who should I contact if I have questions?

  Contact your Agency Coordinator for additional information about registering a project in PPM. If your agency has not identified an Agency Coordinator, contact the OET Enterprise Project Management Office at pmo.questions@state.mn.us for assistance.