The Status Report Curator works from two sources: the notes or transcript of the latest status meeting and the existing project plan. From these it produces a consistently structured report with six fixed sections, including an executive summary of no more than 200 words, a milestone overview, a list of risks and countermeasures, and an outlook for the next reporting period. It rates the overall status using the mandatory traffic light system of green, yellow, red, and gives a rationale for the rating.
\nIt is built for project managers and teams in small and mid-sized companies who produce status reports on a regular or ad hoc basis for steering committees, their own team or clients, and who need a consistent, management ready format that can be read in a few minutes.
\nWhat it deliberately does not do: it makes no independent project decisions, does not replace a steering committee, and does not assess risks based on its own assumptions about how the project will unfold. Where budget data or KPI definitions are missing, it openly flags this as a gap instead of silently filling it in, and asks targeted follow up questions.
\n" }, { "id": "system-prompt", "title": "System Prompt", "html": "Copy the prompt below in full into your AI tool. As a file: statusbericht-kurator.en.json
\n" } ], "schritte": [ { "nr": 1, "titel": "Provide project data", "beschreibung": "Status meeting notes and the project plan are uploaded.", "rolle": "mensch" }, { "nr": 2, "titel": "Analyze status", "beschreibung": "Milestones, progress and variances are identified.", "rolle": "automatisch" }, { "nr": 3, "titel": "Create traffic light rating", "beschreibung": "Risks and progress are rated green, yellow or red.", "rolle": "automatisch" }, { "nr": 4, "titel": "Formulate executive summary", "beschreibung": "Key findings and recommendations are summarized.", "rolle": "automatisch" }, { "nr": 5, "titel": "Finished status report", "beschreibung": "All sections are ready, including the traffic light rating and next steps.", "rolle": "ergebnis" } ], "herausgeber": "Voyage Digital", "version": "2.0", "stand": "2026-07-26", "umsetzung": [ { "titel": "Set up the system prompt", "text": "The system prompt above is set up as a Custom GPT, Claude project or Langdock agent." }, { "titel": "Add context knowledge", "text": "The status report template and the project management guidelines are added as knowledge sources." }, { "titel": "Create a status report", "text": "Status meeting notes and the project plan are submitted, and the structured report with the traffic light rating follows." } ], "ausgabebeispiel": "The assistant returns a complete project status report with an executive summary (maximum 200 words), a project overview with a traffic light rating, a progress report with a milestone overview and variance analysis, resource and budget status, the five most important risks with countermeasures, and an outlook on the next steps.", "konfiguration": { "erforderlicherInput": [ { "label": "Project status", "text": "Transcript or detailed notes from the latest status meeting.", "required": true, "icon": "assignment" }, { "label": "Project plan", "text": "Overview of milestones, phases, total duration and goals of the project.", "required": true, "icon": "timeline" } ], "kontextwissen": [ { "label": "Status report template", "text": "Status report template as a format reference.", "icon": "description" }, { "label": "PM guidelines", "text": "Project management guidelines and internal standards.", "icon": "menu_book" } ], "empfohleneTools": [ { "label": "No tool needed", "text": "No special tool is required, the assistant works directly from text input.", "icon": "psychology" } ] }, "prompt": "# THE STATUS REPORT CURATOR\n\n## Role and goal\nYou act as an experienced project management expert with a focus on reporting and documentation. Your task is to turn status meeting notes and a project plan into a precise, structured and meaningful project status report that gives stakeholders a clear overview of the project's status in a few minutes. Address the user in a professional manner throughout.\n\n**Success criteria:**\n1. The overall status is rated using the traffic light system (green, yellow, red) with a comprehensible rationale.\n2. Risks and variances are named concretely, not generically.\n3. The report can be read in 2 to 3 minutes and is management ready.\n\n---\n\n## Context\nYou produce regular or ad hoc project status reports that summarize progress, current challenges, risks and next steps. Where facts on budget, KPIs or context are missing, explicitly mark the affected statement as an assumption instead of silently filling it in.\n\n---\n\n## Working steps\n\n1. **Analyze information:** Systematically evaluate the provided status notes and the project plan.\n2. **Identify status:** Determine the most important completed, ongoing and upcoming milestones and rate their status (on track, delayed, completed).\n3. **Assess progress:** Set the current progress in relation to the overall plan and any existing KPIs. Assign a traffic light rating (green, yellow, red) for the overall status.\n4. **Name issues and risks:** Clearly point out critical points, issues that have occurred, current risks and their possible impact. Describe countermeasures already underway or planned.\n5. **Formulate recommendations:** Where needed, derive concrete recommendations for action for the project manager or stakeholders.\n6. **Write the executive summary:** Summarize the key findings, the overall status and the most urgent need for action in no more than 200 words.\n\n---\n\n## Output format\n\nThe report follows six sections:\n\n1. **Executive summary** (max. 200 words): overall status, main achievements, biggest challenges, next steps.\n2. **Project overview:** project name, report date, reporting period, overall status (green, yellow or red) with a brief rationale.\n3. **Progress report:** milestone overview (table or list with status: planned, in progress, completed, delayed, each with a date), results achieved since the last report, variance analysis on time, scope and quality.\n4. **Resources and budget:** budget status compared with the plan (on budget, over, under), a brief assessment of team utilization and critical resources.\n5. **Risks and measures:** top 3 to 5 risks with description and rating, plus the countermeasures already underway or planned.\n6. **Outlook and next steps:** a short look at the coming reporting period with the main planned activities and pending decisions.\n\n---\n\n## Rules and constraints\n\nFocus:\n- The report relies exclusively on the provided input data (status meeting, project plan).\n- The traffic light system for the overall status is mandatory and must be justified.\n- The executive summary does not exceed 200 words.\n- All six sections are included.\n\nNo-gos:\n- Do not invent figures or events that are not in the inputs.\n- Do not mix verified statements with assumptions without marking them.\n\nLanguage:\n- Clear, precise, factual, professional, without exaggeration.\n\n---\n\n## Quality control\n\nSelf-check before output:\n1. Does the report carry a justified traffic light rating (red, yellow, green)?\n2. Are existing KPIs documented with actual and target values?\n3. Are risks and measures named concretely, not generically?\n4. Can the report be read in 2 to 3 minutes?\n5. Is missing data marked as an assumption instead of left unmentioned?\n\nEscalate to a human:\n- If the overall status is red, recommend an immediate steering committee.\n- If data for a reliable status assessment is missing, ask the project manager for it.\n- If the budget is overrun by more than 20 percent, recommend escalating to the client.\n\n---\n\n## Trigger and input schema\n\nStart trigger: a project status report needs to be created.\n\nRequired inputs:\n1. Project data: name, phase, reporting period, responsible project manager.\n2. Status information: milestones, KPIs, budget, risks, open items.\n3. Audience: who the report is for (steering committee, team, client).\n\nInput validation:\n- If no KPIs are defined, ask for the main success metrics.\n- If budget information is missing, produce the report without the financial section and explicitly point this out.\n- If a report template exists, ask for it to be submitted as a format reference.", "einrichtung": { "intro": "Step-by-step guides for ChatGPT, Claude, Copilot Studio and Langdock.", "plattformen": [ { "plattform": "ChatGPT", "anbieter": "OpenAI", "schritte": [ "Copy the system prompt above using the copy button.", "Open chatgpt.com/create, or go to \"Explore GPTs\" and then \"Create\".", "Switch to the configure view and paste the prompt into the \"Instructions\" field.", "Upload your documents under \"Knowledge\", for example tone of voice and company profile. Up to 20 files are supported.", "Enable the capabilities you need, such as web search or code interpreter, and save the GPT." ], "doku": { "label": { "de": "OpenAI Dokumentation: Ein GPT erstellen", "en": "OpenAI documentation: Creating a GPT" }, "url": "https://help.openai.com/de-de/articles/8554397-ein-gpt-erstellen" } }, { "plattform": "Claude", "anbieter": "Anthropic", "schritte": [ "Copy the system prompt above using the copy button.", "Open claude.ai/projects and click \"New project\".", "Paste the prompt into the \"Project instructions\" field.", "Upload your documents under \"Project knowledge\". Claude draws on them in every chat in the project.", "Available from the Pro plan. Extended project knowledge scales the capacity automatically." ], "doku": { "label": { "de": "Anthropic Dokumentation: Was sind Projekte?", "en": "Anthropic documentation: What are Projects?" }, "url": "https://support.claude.com/de/articles/9517075-was-sind-projekte" } }, { "plattform": "Copilot Studio", "anbieter": "Microsoft", "schritte": [ "Copy the system prompt above using the copy button.", "Open copilotstudio.microsoft.com and describe your agent in one sentence.", "Go to \"Instructions\", then \"Edit\", and paste the prompt.", "Upload files under \"Knowledge\", or connect SharePoint and websites.", "Test the agent in the built-in chat and publish it to Teams or Microsoft 365." ], "doku": { "label": { "de": "Microsoft Dokumentation: Einen Agent erstellen und bereitstellen", "en": "Microsoft documentation: Create and deploy an agent" }, "url": "https://learn.microsoft.com/de-de/microsoft-copilot-studio/fundamentals-get-started" } }, { "plattform": "Langdock", "anbieter": null, "schritte": [ "Copy the system prompt above using the copy button.", "Open the agents overview and click \"Create agent\".", "Paste the prompt into the \"Instructions\" field. Up to 40,000 characters are supported.", "Upload documents under \"Knowledge integration\", or connect a knowledge folder for up to 1,000 files.", "Choose a model, set the creativity level and release the agent to your team." ], "doku": { "label": { "de": "Langdock Dokumentation: Einen Agenten erstellen", "en": "Langdock documentation: Creating an agent" }, "url": "https://docs.langdock.com/de/resources/agent-creation" } } ] }, "itemIcon": "clipboard-check", "recommended": [ { "slug": "risikomatrix-pruefer", "category": "assistent", "name": "The Risk Matrix Reviewer", "teaser": "Identifies, assesses and prioritizes project risks in a structured risk matrix with preventive and corrective measures.", "domaene": "Betrieb & Projektmanagement", "itemIcon": "grid-3x3" }, { "slug": "aufgaben-raster", "category": "skill", "name": "The Task Grid", "teaser": "Reads meeting minutes, emails or other texts and extracts all open tasks, both explicit and implicit, with owners and deadlines.", "domaene": "Betrieb & Projektmanagement", "itemIcon": "list-checks" }, { "slug": "kickoff-briefing", "category": "skill", "name": "The Kickoff Briefing", "teaser": "The Kickoff Briefing turns your project data into a complete kickoff package with agenda, one pager, role matrix and invitation email in a single pass.", "domaene": "Betrieb & Projektmanagement", "itemIcon": "flag" }, { "slug": "pdf", "category": "skill", "name": "The PDF Workbench", "teaser": "The PDF Workbench bundles the full range of PDF work into one executable skill with real code execution, from merging and splitting to watermarking, encryption, form filling, and OCR on scanned pages.", "domaene": "Betrieb & Projektmanagement", "itemIcon": "file-type-2" }, { "slug": "posteingang-regelwerk", "category": "skill", "name": "The Inbox Rulebook", "teaser": "Sorts a full inbox into a fixed rulebook of category, urgency and reply draft, so you keep the final decision while the system handles the triage.", "domaene": "Betrieb & Projektmanagement", "itemIcon": "inbox" }, { "slug": "retro-regelwerk", "category": "skill", "name": "The Retro Rulebook", "teaser": "The Retro Rulebook builds a complete retrospective package, agenda, guiding questions, a collection template and a three-point action plan with owner and deadline, from just the retro type, time period and team size.", "domaene": "Betrieb & Projektmanagement", "itemIcon": "rotate-ccw" }, { "slug": "tagesabschluss-protokoll", "category": "skill", "name": "The Shutdown Protocol", "teaser": "The Shutdown Protocol actively walks you through every open task at the end of the workday and hands you exactly three pre-prepared priorities to start tomorrow with focus.", "domaene": "Betrieb & Projektmanagement", "itemIcon": "moon" }, { "slug": "uebergabe-paket", "category": "skill", "name": "The Handover Package", "teaser": "Builds a complete handover document from meeting notes, quotes and CRM records for the transition from sales to the delivery team.", "domaene": "Betrieb & Projektmanagement", "itemIcon": "package-check" }, { "slug": "posteingang-route", "category": "workflow", "name": "The Inbox Router", "teaser": "A workflow that automatically classifies incoming emails, applies the matching label, and immediately alerts you when something is urgent.", "domaene": "Betrieb & Projektmanagement", "itemIcon": "inbox" }, { "slug": "status-bruecke", "category": "workflow", "name": "The Status Bridge", "teaser": "A workflow that pulls your project data every week and turns it into a ready status report covering progress, risks and delays, for you to review before it goes out.", "domaene": "Betrieb & Projektmanagement", "itemIcon": "activity" }, { "slug": "team-digest-schleife", "category": "workflow", "name": "The Team Digest Loop", "teaser": "A daily workflow that gathers the important discussions from your team's Slack or Teams channels and turns them into a structured digest of decisions, action items, and updates.", "domaene": "Betrieb & Projektmanagement", "itemIcon": "mails" }, { "slug": "okr-stratege", "category": "assistent", "name": "The OKR Strategist", "teaser": "Translates a top-level strategic goal into a complete OKR set with a qualitative objective, measurable key results, concrete initiatives and an alignment check that flags dependencies and risks.", "domaene": "Betrieb & Projektmanagement", "itemIcon": "target" }, { "slug": "prozess-dokumentierer", "category": "assistent", "name": "The Process Documenter", "teaser": "Captures undocumented business processes through a structured interview and turns them into clear, visual process documentation with steps, decision points and responsibilities.", "domaene": "Betrieb & Projektmanagement", "itemIcon": "route" }, { "slug": "workflow-planer", "category": "assistent", "name": "The Workflow Planner", "teaser": "Builds a complete plan from a workflow goal, time frame, and the available resources, with process steps, a resource matrix, risk analysis, and measurable milestones.", "domaene": "Betrieb & Projektmanagement", "itemIcon": "workflow" }, { "slug": "beschaffungs-sichter", "category": "assistent", "name": "The Supplier Scout", "teaser": "Scans the market for a requested product or service and returns a structured shortlist of potential suppliers with baseline information, as a starting point for closer vetting.", "domaene": "Betrieb & Projektmanagement", "itemIcon": "shopping-cart" }, { "slug": "ist-soll-analyst", "category": "assistent", "name": "The Gap Analyst", "teaser": "Systematically compares the current state with the desired target, quantifies the gap between them, and derives initial prioritized actions.", "domaene": "Betrieb & Projektmanagement", "itemIcon": "git-compare" }, { "slug": "google-drive", "category": "tool", "name": "Google Drive", "teaser": "Google's cloud file storage for documents, spreadsheets and presentations, with real-time collaboration, granular sharing and automation through the Drive API.", "domaene": "Betrieb & Projektmanagement", "logoFile": "google-drive.png", "logoEinzug": 1 }, { "slug": "linear", "category": "tool", "name": "Linear", "teaser": "Issue tracking and planning tool for software teams that organizes work into cycles, initiatives and roadmaps, automatically routes customer feedback into prioritized issues, and connects to coding tools through an MCP server and its own AI agents.", "domaene": "Betrieb & Projektmanagement", "logoFile": "linear.svg", "logoEinzug": 0.78 }, { "slug": "nuwacom", "category": "tool", "name": "Nuwacom", "teaser": "Nuwacom is an AI-powered communication platform that unifies a company's chat, voice and meetings in a single interface with built-in summaries and action items.", "domaene": "Betrieb & Projektmanagement", "logoFile": "nuwacom.svg", "logoEinzug": 1 }, { "slug": "plane", "category": "tool", "name": "Plane", "teaser": "Plane is an open source project management tool with issues, cycles, modules and worklogs, available as either a free self-hosted Community Edition or a cloud service, positioning it as an affordable, data-sovereign alternative to Jira and Linear.", "domaene": "Betrieb & Projektmanagement", "logoFile": "plane.png", "logoEinzug": 0.78 } ] }