Reporting
Introduction
What is the Reporting tab?
The Reporting tab in the Portfolio functionality of Fortes Change Cloud is a centralized hub for managing portfolio-wide data collection and reporting activities. It provides access to reporting cycles where you can collect status updates from project managers, generate comprehensive reports on all portfolio entities, and configure which fields are reported. The Reporting tab ensures that portfolio leadership has access to timely, accurate, and well-organized data for decision-making.
Who uses it?
The Reporting tab is used by:
- Portfolio Managers: to manage reporting cycles, send update requests, and generate portfolio reports.
- PMO Teams: to oversee the reporting cycle and ensure data consistency.
- Project Managers: to receive reporting requests and submit status updates.
- Executives and Stakeholders: to review portfolio-wide reports and performance data.
- System Administrators: to configure which fields are reported and synchronized.
What value does it deliver?
The Reporting tab delivers value by:
- Streamlining Data Collection: Centralizes the process of gathering status updates across all portfolio items.
- Enabling Informed Decisions: Provides portfolio leadership with consolidated, real-time insights on portfolio performance.
- Ensuring Data Consistency: Synchronizes fields between project and portfolio views, reducing manual consolidation.
- Supporting Governance: Maintains an audit trail of all reported data and reporting activities.
- Reducing Manual Effort: Automates report generation and distribution to stakeholders.
Reporting cycle
The reporting cycle is the ongoing process of collecting and managing status updates from projects across the portfolio. The Reporting tab provides a portfolio-item list view where you can track the reporting status of all active portfolio items and send requests to project managers.
Portfolio item list view
The Reporting tab displays a list view of all portfolio items in your portfolio. This list shows:
- Portfolio item name and status: quick identification of each item.
- Reporting status: indicates whether a report has been submitted, is pending, or is overdue.
- Related project information: links to associated projects and their managers.
- Custom reported fields: displays data that has been reported by project managers.
- Last report date: shows when the most recent update was submitted.
From this list, you can filter, sort, and customize columns to focus on the information most relevant to your needs.
Sending reporting requests to project managers
To collect status updates from project teams, you send reporting requests from the portfolio level.
- In the Reporting tab list view, locate the portfolio item for which you need a status update.
- Click the Send report request button or use the action menu.
- A notification is sent to the project manager assigned to that project.
- The system automatically tracks the status as pending, submitted, or overdue.
- You can monitor submission status directly in the list view.
Monitoring reporting status
The list view provides real-time visibility into the reporting status of all portfolio items:
- Pending: Report request has been sent but not yet submitted by the project manager.
- Submitted: Project manager has completed and submitted the status update.
- Overdue: Report was due but has not been submitted.
Use the Status filter to quickly identify which items need follow-up. You can also set up automated reminders to ensure reporting deadlines are met.
Reports
The Reports section displays all entity types within your portfolio, allowing you to view, analyze, and export data for each entity type in customizable list views.
Viewing reports by entity type
The Reports section shows all available entity types in your portfolio:
- Portfolio Items: main portfolio initiative records
- Plan Items: Plan items related to the portfolio-items (not the project)
- Issues: issues affecting portfolio execution
- Risks: identified risks across the portfolio
- Quality reviews: quality assessment records
- Changes: change requests and modifications
- Actions: action items and follow-ups
- Lessons learned: documented lessons from projects and initiatives
- Custom Logs: Any custom object that is defined
- Entries: custom log entries and documentation
For each entity type, you can:
- Click on an entity type to open a list view of all entities of that type.
- View all records in a comprehensive list showing all instances of that entity.
- Customize your view through filtering, column selection, and view creation.
Creating pivot tables (Timeline reports)
For timeline-based reports, you can create pivot tables or Charts to analyze data by multiple dimensions.
- In a timeline report, click Basic Settings.
- Scroll down to choose the Timeline representation
Exporting views and reports to Excel
All list views and pivot tables can be exported to Excel for further analysis, sharing, or distribution:
- In any list view or pivot table, click Export or the export button.
- Select Excel format: choose
.xlsxformat for Excel compatibility. - Choose what to export: all visible rows and columns, or filtered selections.
- Download: the file downloads to your computer for use in applications like Microsoft Excel.
Exported files retain all formatting, filters, and custom views, making them ideal for:
- Sharing reports with external stakeholders
- Performing additional analysis in Excel
- Creating automated reports with scheduled exports
- Archiving reporting data
Automated reports
For recurring reporting needs, you can configure automated reports that generate and export reports on a scheduled basis. Automated reports can be set to generate Excel files automatically and distribute them to stakeholders.
For comprehensive guidance on configuring automated reports, see Automated Reports.
Field synchronization and publication
Portfolio items and their associated projects are linked so that data can be exchanged between them. This includes field values, project schedules, and logbook information. To manage this data exchange, Fortes Change Cloud offers two mechanisms: field synchronization and publication.
Two mechanisms for data exchange
Field Synchronization
Field synchronization automatically exchanges data between portfolio item and project as soon as changes are made. The synchronization can be configured in multiple directions:
- Portfolio item changes are immediately reflected in the project
- Project changes are immediately reflected in the portfolio item
- Changes flow in one direction only
With field synchronization, no manual action is required: data stays in sync at all times.
Publication
Publication is a mechanism for periodic, validated reporting from project to portfolio item. The project manager deliberately presses a Publish to Portfolio button to transfer selected data at their discretion. This includes:
- Field values
- Project schedule updates
- Logbook items (risks, issues)
- Financial data (e.g., Forecast)
- Benefit realization contributions
Publication ensures that only validated, intentionally-submitted data is transferred to the portfolio level.
Where to configure field synchronization
Field synchronization can be configured in two places:
- Portfolio Model (Best Practice): Set field synchronization in the portfolio model so that all portfolios created from that model inherit consistent settings.
- Individual Portfolio: Override settings in a specific portfolio if needed.
Tip: Configuring in the portfolio model ensures consistency across your organization and is the recommended approach.
Who can configure field synchronization
In the Portfolio Model:
- Manager and Supporter roles on the Organizational Unit where the model resides
- System Administrator
In an Individual Portfolio:
- Manager and Supporter roles on that portfolio
- System Administrator
Setting up field synchronization
- Open the Portfolio Model: navigate to the Models tab within your Organizational Unit.
- Go to the Reporting tab: in the portfolio model, access the Reporting tab.
- Click Change Field Configuration: locate the button at the top right of the screen.
- Select the appropriate tab:
- Own fields tab: for custom fields created in your organization
- System fields tab: for standard Fortes Change Cloud fields
- Enter edit mode: click the pen icon to enable editing.
- Configure field behavior: select the appropriate synchronization setting for each field (see options below).
- Save your configuration: apply the changes.
Note: The same process applies when configuring in an individual portfolio, simply start at step 2 instead of step 1.
Field synchronization options
The following synchronization behaviors can be configured for each field:
1. Portfolio item change → Project (Project is read-only)
A change to the portfolio item automatically updates the project field with the same value. The project field becomes read-only and cannot be modified independently.
| Aspect | Portfolio | Project |
|---|---|---|
| Availability | Available | Available |
| Modifiability | Modifiable | Read-only |
| Behavior | Customized | Synchronized |
2. Project change → Portfolio item (Portfolio item is read-only)
A change to the project automatically updates the portfolio item field. The portfolio item field becomes read-only and cannot be modified independently.
| Aspect | Portfolio | Project |
|---|---|---|
| Availability | Available | Available |
| Modifiability | Read-only | Modifiable |
| Behavior | Synchronized | Customized |
3. Portfolio modifiable until project starts → Then project leads
The portfolio item field is modifiable while there is no project. Once a project is created, the project field takes over and automatically updates the portfolio item. The portfolio item field becomes read-only.
| Aspect | Portfolio | Project |
|---|---|---|
| Availability | Available | Available |
| Modifiability | Modifiable before project start; Read-only after | Modifiable |
| Behavior | Synchronized after project start | Customized |
4. No synchronization (Used with Publication)
The portfolio item and project maintain separate field values. With this setting, fields are typically synchronized through publication instead (when the project manager publishes their report).
| Aspect | Portfolio | Project |
|---|---|---|
| Modifiability | Modifiable | Modifiable |
| Behavior | — (Not synchronized) | — (Not synchronized) |
Important: If using this setting for fields NOT included in the publication report, values between portfolio item and project may diverge permanently. Tip: If using publication, mark the field as non-editable in the portfolio canvas to prevent accidental changes.
5. Field not available in one side
A field may only be relevant on one side. You can mark it as unavailable to exclude it from the other side. No synchronization occurs for unavailable fields.
| Aspect | Portfolio | Project |
|---|---|---|
| Availability | Available | Not available |
| Behavior | — (No sync) | — (No sync) |
Overriding portfolio model settings
If you have configured field synchronization at the portfolio level and want to revert to the model setting:
- Open the field in edit mode.
- Select No local configuration.
- Save the change.
Once saved, the field will display the setting as configured in the portfolio model.
Publishing validated data from project to portfolio
When publication is used instead of synchronization, the project manager must press the Publish to Portfolio button to transfer data.
Only fields and components included in the report are published to the portfolio item, including:
- Configured fields
- Risks and issues
- Project planning (milestones)
- Financial grid data
The published data overwrites the corresponding values in the portfolio item.
Tip: If you always want the Publish to Portfolio button available (without requiring a new report request each time), your System Administrator can enable the advanced system setting:
Feature.EnableAlwaysPublishToPortfolio→ Custom value =true
Best practices for field synchronization configuration
- Define clear data ownership: decide which side (portfolio or project) should lead for each field.
- Synchronize critical fields: use synchronization for fields that must always stay in sync, like project name or start date.
- Use publication for validated reporting: for complex data like forecasts and risks, use publication to ensure project managers review before transferring.
- Avoid misaligned values: do not configure synchronization=false unless you intend to use publication; otherwise portfolio and project values may diverge.
- Document your configuration: ensure your team understands which fields sync and which require manual publication.
- Test before rollout: if configuring in a model, test the settings on one portfolio before applying organization-wide.
Best practices
- Establish clear reporting cycles: define regular schedules for when reports are due, so teams know expectations.
- Organize views strategically: create and name views that reflect your most common reporting needs to save time.
- Use filters and column customization: organize the entity type lists to quickly identify items needing action or follow-up.
- Leverage pivot tables for analysis: use pivot tables to analyze risks, issues, and financial data by multiple dimensions.
- Plan field synchronization carefully: decide which fields should sync automatically and which should use publication for validation.
- Export regularly: export views and pivot tables to Excel for sharing with stakeholders outside of Fortes Change Cloud.
- Automate recurring exports: if you generate the same report regularly, set up automated reports to save time and ensure consistency.
- Document your field configuration: ensure your team understands the synchronization behavior for each field.
- Archive completed items: regularly remove completed portfolio items from active tracking to keep your list focused.
FAQ
Can I save my filtered views for future use?
Yes. You can create and save views that preserve your filter settings, column selections, and other customizations. Saved views are accessible to you and, if configured by an administrator, can be shared with other team members.
What's the difference between a view and a filter?
A filter temporarily narrows the data shown in the current list. A view saves a complete configuration including filters, column selections, and ordering, so you can return to that exact display later.
Can I create pivot tables for all entity types?
Pivot tables are most useful for timeline-based and analytical entity types like risks, issues, financial data, and milestones. Timeline reports specifically support pivot table functionality.
What can I aggregate in a pivot table?
Pivot tables can aggregate data by count, sum, average, minimum, maximum, and other standard aggregation functions depending on the data type.
Can I export pivot tables to Excel?
Yes. Pivot tables can be exported to Excel, preserving the pivot structure and all data so you can perform additional analysis with Excel's features.
What happens if I modify a view after other people are using it?
Changes to shared views apply to all users viewing that view. To avoid confusion, consider creating a new view version instead of modifying an existing shared view.
Can I combine multiple views or create complex filters?
Yes. You can apply multiple filters simultaneously to create complex queries. These multi-filter combinations can be saved as a view for reuse.
How often can I export data?
You can export data as often as needed. There are no limits on the number of exports you can perform.
Are exported Excel files linked to the live data?
No. Exported files are static snapshots of the data at the time of export. They do not automatically update if the underlying data changes in Fortes Change Cloud.
Can I schedule automated exports?
Yes. Automated reports can be configured to export Excel files on a schedule and email them to stakeholders for regular reporting.
What if I configure synchronization in both the portfolio model and an individual portfolio?
Portfolio-level settings override model settings. You can revert to model settings by selecting "No local configuration" for a field.
What's the difference between synchronization and publication?
Field synchronization is automatic and immediate. Publication is manual: the project manager chooses when to publish, allowing them to validate data first.
Can risks, issues, and planning data be published?
Yes. These components can be included in publication reports so they transfer from project to portfolio item along with configured fields.
Is the Publish to Portfolio button always available?
By default, it appears only after a report request is sent. A System Administrator can enable Feature.EnableAlwaysPublishToPortfolio to make it permanently available.
Need more support?
For step-by-step instructions or troubleshooting, contact your Fortes Change Cloud administrator or consult in-app help.