What a Public-Report Status Matrix Should Track

1. Filing Identity and Scope

Identify the project, phase, tract or parcel reference, filing type, application or file number when available, applicant or subdivider, and target milestone. This header information keeps entries tied to the correct filing and offering scope.

For multiphase projects, include a consistent phase code and a clear description of the lots, units, parcels, or interests covered.

2. Requirement or Deliverable

Describe one discrete requirement per row. Use a noun and an expected condition, such as:

• current title evidence for the filing phase;
• executed governing document in approved form;
• operating budget based on current facility and service assumptions;
• evidence supporting completion arrangements for identified improvements; or
• response package addressing a specified agency comment.

A discrete row supports clear ownership, status, and closure.

3. Source of the Requirement

Record why the item is present. The source may be:

• a DRE application instruction, form, worksheet, or template;
• a statute or regulation identified by the responsible professional;
• an agency comment or request;
• a project-specific fact or representation requiring support;
• a governing, title, mapping, budget, disclosure, escrow, or completion dependency; or
• a prior decision recorded by the sponsor or professional team.

Link to the exact source wherever possible. A general label such as “DRE requirement” provides limited guidance during review.

4. Current Source Document or Evidence

Identify the document, plan, schedule, calculation, agreement, correspondence, certification, decision record, or other evidence expected to satisfy the requirement. Include the title, preparer, version, date, and repository link.

Where several sources are required, name each source or create related child rows. The matrix should allow a reviewer to move directly from the status entry to the supporting record.

5. Preparation Lead and Contributing Professionals

Assign the person or firm responsible for producing or assembling the deliverable. Then identify reviewers and contributors whose work is required.

Examples may include counsel, title officers, engineers, surveyors, architects, budget and reserve professionals, escrow, insurance, tax and accounting advisers, public-report professionals, utility representatives, and project staff.

Use named participants whenever the team has identified them. Firm-level ownership can be added for continuity.

6. Sponsor Decision Owner

Many filing items depend on a sponsor choice: phase scope, facility timing, service level, allocation method, completion approach, document position, disclosure language, or commercial milestone. Assign one person with authority to resolve each sponsor decision and record the requested decision date.

This field separates preparation activity from business decision authority and makes pending decisions visible to project leadership.

7. Current Status

Use a limited, defined status vocabulary. A practical set includes:

• Queued: identified and sequenced for future work;
• In preparation: assigned work is underway;
• Awaiting input: a named source, professional response, agency direction, or sponsor decision is pending;
• In team review: the current draft is with identified reviewers;
• Ready for submission: required internal review and authorization are documented;
• Submitted: the deliverable has been transmitted and submission evidence is linked;
• In agency review: agency action or comment is pending;
• Response in preparation: an agency comment has been assigned and the response path is active;
• Accepted or closed: closure evidence is linked; and
• Superseded: a later version or decision controls, with the replacement identified.

Define the entry and exit criteria for each status. Apply the same vocabulary across all phases.

8. Blocking Dependency and Next Action

Name the specific fact, decision, document, review, signature, payment, agency response, professional input, or completion event preventing advancement. Then state the next action as a verb-led instruction with an owner and date.

Examples:

• Engineer to confirm final landscape area for budget input by August 18.
• Sponsor to select gate-service level after operations review by August 20.
• Counsel to issue execution version after title exception review.
• Filing lead to submit revised worksheet and supporting exhibit after professional approval.

This field should tell the project team exactly what moves the row forward.

9. Agency Comment and Response Path

For items arising from agency review, link the status row to a detailed comment record. Capture:

• the agency comment and date;
• the document or representation involved;
• the assigned response lead and reviewers;
• the sponsor decision or professional analysis required;
• the proposed response;
• the documents and project facts affected;
• the response submitted and date; and
• agency follow-up and closure evidence.

One agency comment may affect several status rows. Use a comment identifier so the relationship remains visible.

10. Dates and Decision Gates

Track dates that carry operational meaning:

• request date;
• assignment date;
• input due date;
• internal review date;
• sponsor decision date;
• target submission date;
• actual submission date;
• agency response date;
• follow-up date; and
• closure date.

Label each date by function. A single “due date” column can conceal the distinction between an internal input, an agency deadline, and a commercial target.

11. Version, Submission, and Closure Evidence

Every material status should trace to evidence. Link the current draft, approved version, executed document, transmittal, delivery confirmation, agency correspondence, accepted revision, issued report, or other closure record.

Record superseded versions without treating them as current. Preserve the relationship between the submitted package and the exact documents included in it.

12. Cross-Workstream Effects

Identify the maps, plans, governing materials, budgets, disclosures, improvement arrangements, escrow documents, purchase materials, schedules, or later phases that rely on the same project fact.

When an agency response or sponsor decision changes that fact, open the required conforming actions and link them back to the originating row. This field turns the matrix into a coordination system for the full project record.

Use One Requirement per Row

Separate deliverables that have different preparers, dependencies, review paths, or closure evidence. Related rows can share a parent workstream or identifier.

Distinguish the Lead, Contributors, and Decision Owner

Preparation, professional review, sponsor authority, and agency action are different roles. Recording each role prevents diffuse ownership.

Support Status with Evidence

A row reaches “ready,” “submitted,” or “closed” when the required evidence is linked and the defined criteria are met.

Record the Dependency Precisely

Use the name of the missing fact, decision, document, or action. Pair it with a named owner, next step, and date.

Preserve Version and Submission Integrity

The submission index should identify every document and version transmitted. Later revisions should state what they replace and which related materials were reviewed for consistency.

Route Changes Across the Project

When a row resolves through a changed assumption, identify and assign the resulting actions in every dependent workstream.

Confirm the Filing Scope

Define the phase, filing type, target milestone, and interests covered so every matrix row serves the same submission objective.

Load the Requirements by Source

Organize applicable forms, instructions, professional requirements, project representations, and agency comments into discrete rows.

Assign Owners and Decision Dates

Name the preparation lead, contributing professionals, sponsor decision owner, next action, and target date for each active item.

Link the Current Evidence

Attach or link the current source document, version, decision record, correspondence, submission, and closure evidence.

Establish the Review Cadence

Use the matrix for recurring decision, dependency, comment, submission, and closure reviews through report issuance and any later amendment or renewal work.