IT Reporting Sheet.xlsx
XLSX spreadsheet 33 KB Posted
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- 91990023R0002
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| 91990023R0002 Amendment 002.pdf | ||
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| 91990023R0002 Amendment 0001 SF30.pdf | ||
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| 91990023R0002 SF 1449.pdf | ||
| SF 1449.pdf | ||
| TOAST Budget Template.xlsx | XLSX spreadsheet |
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Summary of IT Spending
| Contract Name |
| Date IT Expenditures were last updated |
Erin Pollard: Erin Pollard:
This should be the last business day of the month Date Risk Log was last updated Erin Pollard: Erin Pollard:
This should be the last date the risk log was updated. It should be reviewed monthly, but there may not be changes every month.
Erin Pollard: Erin Pollard:
Please note that the headers here are in a different order and have different titles than in the summary sheet. That is to make reporting easier-- the IT reporting sheet is in a logical way to update monthly and this tab is in the order we report to OMB
Activity Erin Pollard: Erin Pollard:
These are just examples. Activity Classification Erin Pollard: Erin Pollard:
This should be "Operations & Maintenance" or "Development & Enhancement". Planned Cost Erin Pollard: Erin Pollard:
You should insert formulas here to add up all planned cost from the IT Reporting tab Actual Cost to Date Erin Pollard: Erin Pollard:
This should be the sum of all spending to date. This should be a formula that adds up costs in the IT Reporting tab Planned Start Erin Pollard: Erin Pollard:
This is the first start date for the first deliverable/subactivity in the activity. This should be a formula based on the IT Reprting tab Actual Start Erin Pollard: Erin Pollard:
| This is the actual first start date from the IT reporting sheet. This can be by formula, but may need to be manually updated | Planned End | Actual End |
| Winter Website Updates |
Erin Pollard: Erin Pollard:
We typically use seasons, but do it liberally Erin Pollard: Erin Pollard:
You should insert formulas here to add up all planned cost from the IT Reporting tab Erin Pollard: Erin Pollard:
This should be the sum of all spending to date. This should be a formula that adds up costs in the IT Reporting tab Erin Pollard: Erin Pollard:
This is the first start date for the first deliverable/subactivity in the activity. This should be a formula based on the IT Reprting tab Erin Pollard: Erin Pollard:
This is the actual first start date from the IT reporting sheet. This can be by formula, but may need to be manually updated Operations & Maintenance 10,000 2,345 1/1/17 Erin Pollard: Erin Pollard:
There is likely a better formula to do this. This is only one option. 1/31/17 Erin Pollard: Erin Pollard:
| Excel converts dates to the number of days since 1/1/1900. If you are getting a funky number, make sure it is formatted as a date. Also, for the formulas to work, you can only have one date in each cell | 4/30/17 | 2/1/17 | ||||
| Summer Website Updates | Operations & Maintenance | 15,000 | 0 | 5/1/17 | 12/31/99 |
Erin Pollard: Erin Pollard:
| This is just what displays for activities that have not started based on how the formula works. There is likely a way to fix this, but I am using conditional formating to make the zeros disappear | 8/31/17 | 12/31/99 | ||||||
| Fall Website Updates | Operations & Maintenance | 8,000 | 0 | 9/1/17 | 12/31/99 | 12/31/17 | 12/31/99 | |
| Winter Website Development | Development & Enhancement | 33,000 | 1,000 | 1/1/17 | 1/31/17 | 4/30/17 | 2/1/17 | |
| Summer Website Development | Development & Enhancement | 14,000 | 0 | 5/1/17 | 12/31/99 | 8/31/17 | 12/31/99 | |
| Teacher Prep Online Course Documentation |
Erin Pollard: Erin Pollard:
The titles should be more descriptive. They should have enough detail so you and your COR will immediately know what the activity is Erin Pollard: Erin Pollard:
| This is just what displays for activities that have not started based on how the formula works. There is likely a way to fix this, but I am using conditional formating to make the zeros disappear | Development & Enhancement | 26,000 | 0 | 3/1/17 | 12/31/99 | 7/15/17 | 12/31/99 |
| Teacher Prep Online Course Production |
Erin Pollard: Erin Pollard:
| Because we need usable functionality within 180 days, we have to do this in two stages | Development & Enhancement | 10,000 | 0 | 10/1/17 | 12/31/99 | 12/1/17 | 12/31/99 | |
| Archived Events | Development & Enhancement | 9,000 | 0 | 5/1/17 | 12/31/99 | 8/13/17 | 12/31/99 |
IT Reporting Activity Erin Pollard: Erin Pollard:
Make sure you use the same names (exactly) as in the first tab Deliverable or Sub-Activity Erin Pollard: Erin Pollard:
Be sure to include deliverable number Planned Cost Planned Delivery Date or Start Date Erin Pollard: Erin Pollard:
For FFP this should be delivery date. For CPFF it should be start date Planned Delivery Date Actual Cost Erin Pollard: Erin Pollard:
| You should update columns E, F, and G on a monthly basis | Actual Start Date | Actual Delivery Date | Actual Acceptance Date |
| Winter Website Updates | 4.1 Website Updates-- January |
Erin Pollard: Erin Pollard:
It is likely easiest to estimate 4.1 spending by month. However, this is not required 2,000 Erin Pollard: Erin Pollard:
I made these numbers up. This is not budget guidance 1/1/17 1/31/17 Erin Pollard: Erin Pollard:
You can either use whole months or only business days. 2,345 Erin Pollard: Erin Pollard:
You should enter the actual cost to date for CPFF deliverables 1/2/17 Erin Pollard: Erin Pollard:
This will turn red if you are more than 14 days from the planned date. If it is red, it should be noted in the risk log 1/31/17 Erin Pollard: Erin Pollard:
| To make formulas work, you need to have an actual date (month, day, and year) | 2/1/17 | |||||
| Winter Website Updates | 4.1 Website Updates-- February | 2,000 | 2/1/17 | 2/28/17 | ||
| Winter Website Updates | 4.1 Website Updates-- March | 3,000 | 3/1/17 | 3/31/17 | ||
| Winter Website Updates | 4.1 Website Updates-- April | 3,000 | 4/1/17 | 4/30/17 | ||
| Summer Website Updates | 4.1 Website Updates-- May | 3,000 | 5/1/17 | 5/31/17 | ||
| Summer Website Updates | 4.1 Website Updates-- June | 6,000 | 6/1/17 | 6/30/17 | ||
| Summer Website Updates | 4.1 Website Updates-- July | 4,000 | 7/1/17 | 7/31/17 | ||
| Summer Website Updates | 4.1 Website Updates-- August | 2,000 | 8/1/17 | 8/31/17 | ||
| Fall Website Updates | 4.1 Website Updates-- September | 2,000 | 9/1/17 | 9/30/17 | ||
| Fall Website Updates | 4.1 Website Updates-- October | 2,000 | 10/1/17 | 10/31/17 | ||
| Fall Website Updates | 4.1 Website Updates-- November | 2,000 | 11/1/17 | 11/30/17 | ||
| Fall Website Updates | 4.1 Website Updates-- December | 2,000 | 12/1/17 | 12/31/17 | ||
| Winter Website Development | 4.1 Website Development-- January | 10,000 | 1/1/17 | 1/31/17 | 1,000 |
Erin Pollard: Erin Pollard:
For this example, the project got delayed starting, so we only spent a portion of the budget in January. The risk log should reflect this. The end date is still 1/31 because the subactivity is January spending. For a FFP deliverable it would be different.
Erin Pollard: Erin Pollard:
For FFP this should be delivery date. For CPFF it should be start date
Erin Pollard: Erin Pollard:
I made these numbers up. This is not budget guidance
Erin Pollard: Erin Pollard:
You should update columns E, F, and G on a monthly basis Erin Pollard: Erin Pollard:
You can either use whole months or only business days.
Erin Pollard: Erin Pollard:
You should enter the actual cost to date for CPFF deliverables
Erin Pollard: Erin Pollard:
This will turn red if you are more than 14 days from the planned date. If it is red, it should be noted in the risk log Erin Pollard: Erin Pollard:
Cells turn red if there is more than a 5% variance. If this is the case, there should be an entry in the risk log Erin Pollard: Erin Pollard:
| To make formulas work, you need to have an actual date (month, day, and year) | 1/23/17 | 1/31/17 | 2/1/17 | ||
| Winter Website Development | 4.1 Website Development-- February | 9,000 | 2/1/17 | 2/28/17 | |
| Winter Website Development | 4.1 Website Development-- March | 8,000 | 3/1/17 | 3/31/17 | |
| Winter Website Development | 4.1 Website Development-- April | 6,000 | 4/1/17 | 4/30/17 | |
| Summer Website Development | 4.1 Website Development-- May | 6,000 | 5/1/17 | 5/31/17 | |
| Summer Website Development | 4.1 Website Development-- June | 3,000 | 6/1/17 | 6/30/17 | |
| Summer Website Development | 4.1 Website Development-- July | 3,000 | 7/1/17 | 7/31/17 | |
| Summer Website Development | 4.1 Website Development-- August | 2,000 | 8/1/17 | 8/31/17 | |
| Teacher Prep Online Course Documentation | 5.3.1.1 Concept Paper | 5,000 | 3/1/17 | 3/1/17 | |
| Teacher Prep Online Course Documentation | 5.3.1.2 Proposal | 8,000 | 5/1/17 | 5/1/17 | |
| Teacher Prep Online Course Documentation | 5.3.1.3 Slides | 8,000 | 6/1/17 | 6/1/17 | |
| Teacher Prep Online Course Documentation | 5.3.1.4 Script | 5,000 | 7/15/17 | 7/15/17 | |
| Teacher Prep Online Course Production | 5.3.1.5 Draft Online Course | 7,000 | 10/1/17 | 10/1/17 | |
| Teacher Prep Online Course Production | 5.3.1.6 Final Online Course | 3,000 | 12/1/17 | 12/1/17 | |
| Archived Events | 5.3.2.5 Archived Event | 3,000 | 5/1/17 | 5/1/17 | |
| Archived Events | 5.3.3.5 Archived Event | 3,000 | 7/1/17 | 7/1/17 | |
| Archived Events | 5.3.4.5 Archived Event | 3,000 | 8/13/17 | 8/13/17 |
Risk Register
| Risk Name | Description | Prob | Impact | Open Date | Close Date | Mitigation Strategy | Owner |
| 4.2.1.7 Webinar postponed | Webinar X scheduled for July 9th was postponed due to the presenter becoming ill. This will delay the delivery of the archived materials. | High | Med | 7/1/14 | 9/30/14 | July 2014: The REL decided to postpone the event. The communications team emailed registrants to let them know that the event will be rescheduled in September. Task Lead Y emailed the COR a request to remove the event from the REL calendar. | Director X, Task Lead Y |
| August 2014: The event has been rescheduled for September 10th. The team has emailed all previous registrants and has continued all previously approved dissemination activities. | |||||||
| September 2014: The event was hosted on September 10th. All deliverables related to the event archives, were approved by the COR on September 30th. | |||||||
| 4.2.3.4 Video postponed | Archived videos from July webinar postponed | High | Low | 7/1/14 | 9/30/14 | August 2014: The July webinar has been rescheduled for September 10th. Therefore, the archived videos from the webinar will not be able to be sent to IES on August 15th, as previously approved. | Director X, Task Lead Y |
| September 2014: The event was hosted on September 10th. The archived videos were sent to IES on September 28th and were posted on the IES YouTube channel on September 30th. | |||||||
| 4.1.1 Delayed start to website development | IES did not provide access to the development environment for the website until 1/23/17. Therefore, the project start was delayed and the amount invoiced was less than expected | High | Med | 1/1/17 | January 2017: IES provided access to the environment on 1/23. REL staff were able to begin making developments. The production schedule will be condensed, which will result in higher costs in February. The ultimate goals for the website development will be achieved within the budget | Director and Task Lead |
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