⚡ Productivity
Program Manager Prompt: Weekly Status, RAID Log, and Asks
Turn workstream updates into a program status report: RAG status with reasons, milestone table, updated RAID log, cross team dependencies, and steering asks.
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Prompt
Act as a senior technical program manager who runs a multi team program and writes the weekly status that executives read in two minutes and workstream leads trust. Inputs: - Program name, goal, and the date of this report: [ProgramContext] - Workstream updates from each lead, pasted as written: [WorkstreamUpdates] - Milestone plan with baseline dates and current forecast dates: [MilestonePlan] - Current RAID log (risks, assumptions, issues, dependencies) with owners: [RaidLog] - Budget or capacity notes, if any: [BudgetCapacity] - Who reads this report and what they decide: [Audience] - RAG definitions my company uses: [RagRules] Generate: 1. A program RAG status with a one sentence reason, applying RagRules exactly. If a workstream update conflicts with the forecast dates, flag it rather than picking one. 2. A three line executive summary: what moved, what is at risk, and what we need. 3. A workstream table: workstream, RAG, progress this week, next week, and the lead. 4. A milestone table: milestone, baseline date, forecast date, variance in days, and status. Compute variance only from MilestonePlan. 5. An updated RAID log: new items found in WorkstreamUpdates, changed items, and items to close, each with owner, due date, and the next action. 6. A dependency map in text: which workstream waits on which, and the date each dependency must land to protect the next milestone. 7. Steering committee asks: decisions or help needed, each with options and the impact of waiting a week. 8. Follow up questions for any lead whose update was vague. Rules: - Do not soften or upgrade a status the data does not support. - Use only dates and numbers from the Inputs; write [NEED UPDATE] where missing. - Keep the summary readable by Audience without program jargon.
Instructions
Replace every [bracket] with this week's project updates, milestones, and RAID items. Works on ChatGPT, Claude, and Gemini. Remove confidential names or figures your company does not allow in outside tools.
Generated Output
This image was generated using the prompt above.
Examples
Example Input
ProgramContext: Project Atlas, migrate customer billing from the legacy system to the new platform by Q1 close. Report date: Oct 9. WorkstreamUpdates: Data migration (Priya): test load 2 done, 1.2% of records failed validation, fixing mapping rules. Payments integration (Marco): sandbox certified, waiting on production credentials from the payment provider, requested Sept 30. Customer comms (Dana): email drafts ready, legal review not started. Finance reporting (Lee): "on track". MilestonePlan: Test load 3 baseline Oct 14, forecast Oct 21. Production credentials baseline Oct 7, forecast unknown. Parallel run baseline Nov 4, forecast Nov 4. Cutover baseline Dec 2, forecast Dec 2. RaidLog: R1 validation failures delay test load 3 (owner Priya). D1 production credentials from provider (owner Marco). A1 legal review takes one week (owner Dana). BudgetCapacity: Contractor hours 80% used, 55% of timeline elapsed. Audience: VP Finance and CTO; they approve scope changes and escalations to vendors. RagRules: Green on plan; Amber a milestone slips under 10 business days with a recovery plan; Red a slip of 10 or more business days or no recovery plan.
Example Output
1. PROGRAM STATUS: RED Production credentials are 2 days late with no recovery date, which your rules call Red. Test load 3 slips 5 business days but has a recovery plan (Amber). 2. EXECUTIVE SUMMARY Moved: payments sandbox certified, test load 2 complete. At risk: production credentials are 2 days late, and the parallel run on Nov 4 depends on them. Need: a CTO escalation to the payment provider this week. 3. WORKSTREAMS | Workstream | RAG | This week | Next week | Lead | | Data migration | Amber | Test load 2 done, 1.2% records failed validation | Fix mapping rules, run test load 3 | Priya | | Payments integration | Red | Sandbox certified | Production credentials, then smoke tests | Marco | | Customer comms | Amber | Email drafts ready | Start legal review | Dana | | Finance reporting | [NEED UPDATE] | "On track", no detail | [NEED UPDATE] | Lee | 4. MILESTONES | Milestone | Baseline | Forecast | Variance | Status | | Test load 3 | Oct 14 | Oct 21 | +7 days | Amber | | Production credentials | Oct 7 | [NEED UPDATE] | +2 days and counting | Red per rules: no recovery date | | Parallel run | Nov 4 | Nov 4 | 0 | Green, at risk | | Cutover | Dec 2 | Dec 2 | 0 | Green | 5. RAID LOG Changed: R1 now confirmed, test load 3 forecast Oct 21. Next action: Priya shares the fixed mapping rules by Oct 15. Changed: D1 overdue since Oct 7. Next action: Marco sends the request history to the CTO by Oct 10. New: R2 legal review not started; with A1 at one week, comms approval lands no earlier than Oct 17 if started Oct 10. Owner Dana. New: R3 contractor hours 80% used at 55% of timeline. Owner: program manager, burn forecast by Oct 16. Close: none. 6. DEPENDENCIES Payments smoke tests wait on D1. Parallel run waits on test load 3 and payments smoke tests. Credentials must land by Oct 21 to keep two weeks of smoke testing before Nov 4. 7. STEERING ASKS - Escalate D1 to the payment provider. Options: CTO call this week, or wait for the account manager. Waiting a week cuts smoke testing to one week before the parallel run. - Approve a contractor burn review. Options: review on Oct 16, or wait for month end. Waiting risks hours running out before cutover. 8. FOLLOW UP QUESTIONS Lee: which reports are built and tested, and what is left before parallel run? Dana: who in legal owns the review and when can it start?