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2: Daily Status

Daily Status


The Daily Status report is one of the best means of communication because it supplies much needed information to various entities regarding your current situation. Headquarters requires these updates for their reports. Your field supervisors need this update so they will know your needs and how best to support you as well as notify them of problems that may interfere with their plans for your operations. It also gives them a daily notice regarding your hours so they are aware of the overtime being logged before time-sheets are due. The Daily Status report is your friend to keep everyone square with what is going on, to eliminate surprises of continuing problems in the field.

When is the DS submitted?

The first one is submitted during Pre-Deployment after you have completed an MCOV Pre-Trip and after the satellite system has been proved to be operational.

The next and all following DS reports are to be completed and emailed by 9 AM each day. If operations such as performing a site set-up or expedited travel requires the omission of this report, then it is required to call HQ to give a verbal update regarding your status. It is recommended you also call your MCOV Coordinator to give a similar report.

How is it transmitted?

It is transmitted through email, NOT as an ATTACHMENT, rather by a simple copy and paste into the body of the email message. This is done to save the time for the recipients to "open" multiple DS reports as this information needs to be collected and processed as quickly as possible each morning. 

Who receives the DS report?

The "To:" line of your email message should contain all the contacts intended to receive this report in the state you are working. The designated MCOV Coordinator should supply you with these contact names and email addresses. During the initial days of service, before an MCOV Coordinator is established or made known to you, you will simply use the contacts as supplied in your travel authorization or as re-directed by the MCOV Program management.

The "Cc:" line of your email message should contain all the contacts to receive this report within the MCOV Program. This is typically MCOV-Ops and the official MCOV Program IT Manager. 

Managing the Files?

  1. Download the file below.
  2. Save it as a word document:
    1. Inside a folder: "01 Daily Status Reports"
    2. Inside: "My Documents"
    3. Name the file: 00 Daily Status - original
  3. Now update the form fields with your current location information.
    1. Inside a folder: "01 Daily Status Reports"
    2. Inside: "My Documents"
    3. Name the file: 01 Daily Status - CurrentCity
  4. Each time you move to a new city, it is a good idea to save your DS under a new file name. Bump up the initial sequence number and this will give you a running log as to how many and the order of duty stations you have served in. If you return to any of the cities later in your deployment, you can simply pull up the old file name and re-save it with a new sequence number to continue the chain and order of duty stations.
Each day, you should open the word document for your current duty station.
Update the appropriate fields to reflect your current "Daily Status."
Once completed:
  1. Ctrl + a  (to select all document contents)
  2. Ctrl + c  (to copy all document contents to the "clip-board" a place in the computer resident memory)
  3. Go to your unit email and click on "New Message" or "Compose Message"
  4. Place the cursor within the body area of the email message.
  5. Ctrl + v  (to paste clip-board contents inside the body of the email)
  6. Now highlight "Daily Status Report" located above the form table.
  7. Ctrl + x  (to cut what you just highlighted into the "clip-board")
  8. Place the cursor in the "Subject" line of the email message.
  9. Ctrl + v  (to paste clip-board contents inside the body to the "Subject" line of the email)
  10. After you have sent the email message return to the word document.
  11. Perform a "Save As"
  12. Below the "File Name" line there is the "File Type" line. Click the down arrow to select a "File Type" as: PDF
  13. Now click-on the "File Name" line.
  14. Enter a file name using the following format: DS yy-mm-dd CityName
  15. Save it:
    1. Inside the folder: "01 Daily Status Reports"
    2. Inside: "My Documents"
Since these files begin with "DS" they will be grouped separately from the Word documents. Numbers typically sort above alpha characters in data systems which will push the historical files below the files you start from each day.



Additional tip:
You may also manage the To: and Cc: recipients by adding two more lines above the Document title within the word document you open each day. You can simply cut and paste these lines into their respective "To:" and "Cc:" lines. You may discover it is easier to manage the distribution list in this way than to manage distribution lists within Outlook Web Email.

Another tip:
Sometimes there are identical names within the organization; therefore, the global may bring up multiples to choose from which leads to frequent mistakes sending these reports to the wrong people. If you can ask and obtain the individuals system ID, this short ID can be used in place of their name and since these IDs are unique, you are certain to send your reports to the right person.