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Between the planning phase (POWB) and annual reporting (AR), MARLO provides a continuous progress-monitoring window called UpKeep. Rather than waiting until year-end to record what happened, coordinators update deliverable status, flag delays, and note new evidence throughout the year. This keeps the program’s data live and reduces the reporting burden when the Annual Report phase opens.

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How UpKeep works

The UpKeep phase sits between POWB and AR in MARLO’s phase sequence. When UpKeep opens, all data entered during POWB is already pre-populated in each cluster’s sections — no re-entry needed. The active phase chip in the page header will read something like UpKeep 2026 to confirm you are working in the correct window.
MARLO’s forward-only replication means that saves during UpKeep apply to the UpKeep phase and forward to AR. Past phases (POWB) are immutable. If you need to compare what was planned versus what is current, use the field-by-field history view available within each section.

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Updating deliverable status

Open the Deliverables section for your cluster. Each deliverable registered during planning is listed with its current status. For each deliverable, you can:
  • Update the status (on track, delayed, cancelled, completed ahead of schedule).
  • Record any dissemination activity that has already occurred (conference presentation, preprint posted, etc.).
  • Add or revise the Open Access deposit link or DOI if the deliverable has already been published.
  • Note changes to the responsible partner or timeline.
Mid-year deliverable updates are visible immediately to PMU and, during active QA windows, to QA reviewers. Keeping statuses current reduces the chance of last-minute surprises during AR.

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Tracking activities and milestones

In the Activities section, mark milestones as completed or adjust their projected completion dates. If an activity has been discontinued, update its status and add a brief explanation. PMU uses this information when producing interim donor progress reports.

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Viewing cluster KPIs

MARLO embeds Power BI dashboards that surface cluster-level key performance indicators (KPIs) drawn directly from the data you enter. During UpKeep, the most relevant dashboards are:
  • Deliverables by status — how many deliverables are on track versus delayed.
  • Open Access compliance — percentage of deliverables with an open-access deposit or stated intent.
  • OICR maturity distribution — where your OICRs sit on the maturity scale.
Access the dashboards from the BI menu. These views are read-only and refresh on the schedule set by your program’s data pipeline (typically every 8 hours for results data and every 30 minutes for QA-related views during active periods).
Use the completeness dashboard (accessible to both coordinators and PMU) to identify sections that still have empty required fields before the AR phase opens. Addressing gaps early is much less stressful than discovering them at the reporting deadline.

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Registering new deliverables or innovations mid-year

If your cluster produces an output that was not planned during POWB, you can register it during UpKeep. New deliverables, innovations, and OICRs created in UpKeep are saved into the UpKeep phase and replicated forward to AR. They will not appear retroactively in the POWB phase record.

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PMU oversight: completeness tracking

PMU staff can access a program-wide completeness dashboard that shows, for each cluster:
  • Percentage of required fields filled across all active sections.
  • Which sections have outstanding required items.
  • Submission and QA status per cluster.
PMU can use this view to proactively chase incomplete clusters before the AR deadline. Coordinators receive system notifications for unresolved completeness gaps as the AR deadline approaches. Contact your PMU if you need a deadline extension or have questions about required fields.
If you are mid-way through updating a section and navigate away without saving, MARLO’s auto-save draft may preserve your in-progress changes — but this is not guaranteed for all browsers and session lengths. Always save explicitly before closing a tab or switching sections.

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