Project status updates communicate information regarding the current status of the project to key stakeholders, including the Manager's supervisor, KSO Project Director, KSO Program Manager, Department Chair, Program Coordinator, College Dean, and KSO VP Continuing and Distance Education.
Submitting timely project status information via New Status, Health, and Comments is critical for monitoring and managing course development projects:
- Communicate whether or not project will be completed within the scheduled start and end dates of the project.
- Identify a lack of progress or no progress which may require an intervention by key stakeholders.
- Indicate which projects may carryover the end date, potentially impacting scheduling for the next development term.
Note: Project updates submitted via the Update button in are public by default. To make updates private, locate the comment in the feed then click on the link to More and select Mark Private. Comments submitted using the Comments button by default have the "Make comments private (not visible in TDClient)" option selected. Private comments are visible to the resources assigned to the project, however, are not visible in the project feed in the service catalog. Questions regarding whether or not specific information contained within project updates or comments is suitable for public visibility should be directed to the Manager's supervisor.
Project and Health Status Guide
| Status |
Description |
Health |
| New |
New is the default status assigned to newly created/activated projects. This status indicates that a Manager has been assigned, but work on the project has not yet started.
As soon as work begins on the project, the project status should be updated from "New" to an appropriate status.
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| On Track |
On track indicates the project will be completed by the scheduled end date. |
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| Ahead of Schedule |
Ahead of schedule indicates the project will be completed ahead of the scheduled end date. |
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| Behind Schedule |
Behind schedule indicates that a project is NOT progressing in a timely manner AND that active monitoring is required to ensure the project will be completed by the scheduled end date.
If the cause of the lack of progress will naturally resolve itself, for example the project is behind on progress due to faculty attending a conference, submitting an issue would not be needed provided a clear and concise explanation is included in the status update comments. If, however, the cause of lack of progress is not able to be resolved without the intervention of the project's key stakeholders, an issue should be submitted, assigned to the Manager, and the Manager's supervisor and KSO Project Director should be notified.
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| No Progress |
No progress indicates that progress on the project has stopped and an immediate intervention is required to get project back on track.
An issue, or multiple issues, MUST be submitted identifying why / what caused the stop in progress. The issue should be assigned to the Manager, and the Manager's supervisor and KSO Project Director should be notified.
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| On Hold |
On hold indicates that work on the project has been temporarily suspended. Projects placed on hold MUST specify a "resume date" in the project update details, i.e. the date on which the work on the project will begin again.
If work on a project will be paused for a short period of time due to vacation, illness, conference, etc. the Manager of the project may decide not to update the project status with "On hold" as long as a clear and concise explanation is included in the status update comments. If the project will be paused long enough that the end date may need to be extended or assigned to a new development term, an issue should be submitted, assigned to the Manager, and the Manager's supervisor and KSO Project Director should be notified.
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| Carryover |
Carryover indicates that the scheduled end date will require an extension in order to complete the project.
Carryover status should be reserved for projects that require a significant extension to the scheduled end date, such as the majority of the next development term. Changes in the scheduled end date of a project require approval of the key stakeholders (KSO Project Director, Department Chair, Program Coordinator, College Dean) and are NOT guaranteed. Requests to extend the scheduled end date of course development should not be a "surprise", i.e. there should be documented information in the project feed and/or issues to justify extending the scheduled end date.
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| Project Closing |
Project closing indicates that the course developer has completed all required development tasks; the remaining tasks are administrative tasks the project Manager, Alt Manager, or KSO Program Coordinator is required to complete prior to the project closing.
For KSO funded course development, course compensation is not processed until all course developer tasks are completed. The Manager of the project is responsible for notifying the KSO Program Coordinator course compensation may be processed.
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| Missing Paperwork |
Missing paperwork is a sub-status of Project Closing that indicates that the DDLA, and/or Agreement Letter for KSO funded course development, have not been signed and/or returned to KSO. Course developer compensation will not be processed or projects closed until all required paperwork has been signed.
Unless otherwise specified in the project feed, all course development requires a signed DDLA. As part of general project closing duties, Managers of projects should check the Request Workflow section in the Project Details to make sure the "Signed DDLA" or "Signed Agreement Letter / DDLA" workflow step has been completed.
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| Processing Compensation |
Processing compensation is a sub-status of Project Closing that indicates course compensation is being processed. For KSO funded course development course compensation must be processed before the project can be closed. |
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| Ready to Close |
Ready to close is a sub-status of Project Closing that indicates all project tasks have been completed and project is ready for KSO Project Director to review prior to closing.
Prior to updating project status to "Ready to close", Managers of projects should check to make sure that 1) all tasks are completed; if project plans are not 100%, make sure there are comments in the project explaining why and/or move all tasks that do not apply to the Archive list then delete 2) all required paperwork is signed and 3) course developer compensation has been processed for KSO funded courses.
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