3 Replies Latest reply on Mar 30, 2011 6:49 AM by Sharon Horton, PMP

    Is there a way to run a report that shows when contract workspaces are published?

    Sandy Wagner Expert

      I'm trying to run a report that shows any contract worskpaces that were published during first quarter of this year.  Does anyone know how to do this?

        • Re: Is there a way to run a report that shows when contract workspaces are published?
          Sharon Horton, PMP Master

          Unfortunately, this is not available out of the box as there's no date field recording when the contract was first published.  We've resolved this for a number of customers by configuring a date field that needs to be completed before a contract can be published.  We call this field Date First Published (or some such, customers vary on the name).  Then you have available 2 critical date fields:  Create Date (Start Date), which is the date on which the workspace owner creates the workspace, and Date First Published, which is the date on which the contract was published.  Now you can report on all sorts of things:  Contracts published in the first quarter, contracts active in a particular year, and cycle time (duration from start to publish).

           

          Once you've implemented this Date First Published for all new contracts, however, you will need to remediate existing contracts.  Most customers take some sort of "best guess" based on Effective Date and, using mass edit, change the date first published for all published or draft amendment contracts with an effective date in a particular month to the first day of that month.  You might also remediate closed contracts as well.  Expired contracts might be corrected when renewed.

            • Re: Is there a way to run a report that shows when contract workspaces are published?
              Sandy Wagner Expert

              Thank you for the information.

               

              Question - we have a Publish Contract Task on all contract workspaces.  Is there a report that can be run that shows when that task was completed?  Maybe that will work in the meantime.

                • Re: Is there a way to run a report that shows when contract workspaces are published?
                  Sharon Horton, PMP Master

                  A caution about using tasks is that they can be restarted and completed again, if the contract is amended.  This could be by accident or the task could be restarted as part of the template process.  Also note that, unless there's a system function that completes a date when the contract is first published, you would never know if the project owner published that exact day that they completed the task or maybe even a week later regardless of what manual method you used, including Date First Published.  (Hint:  This is a good ER).  Other than these 2 cautions, your method would work fine although putting a project and task report together has some limitations in 10s2.

                   

                  In 11s1, it will be much easier to run reports like this because we'll be able to easily combine the project and task fact tables into a single report.  Today, you can certainly combine a project name with the task table, but you wouldn't be able to include most of the other project information.  So a simple report like "list all projects where Complete Date for the Publish Contract task is in this quarter" is fine, but if you want to add effective date, expiration date, contract status, etc. you would not be able to without a custom export.