4. Dashboards and Reporting

At this juncture, we’ll be working on developing visual dashboards and reporting, configuring automated delivery, and setting up their regular use. Here’s what’s involved:

• Reviewing the customer’s existing project management reports;
• Identifying report and information requirements for individual projects as well as the overall project portfolio;
• Developing and implementing a process for collecting and inputting initial report data;
• Configuring report functions and data transfer protocols within the reporting and BI systems of Project Online (or another chosen Project Management Information System – PMIS);
• Customizing Excel-formatted report downloads to replace the customer’s current reports;
• Configuring automated Power BI formatted reports, thereby expanding the capabilities and visibility of the customer’s reports;
• Educating the customer’s team to independently create and adjust reports in Excel and Power BI formats.

The customer’s team members who manage the system and business aspects of the existing Project Online, need to be on hand during the process to become familiar with the system’s features and the business settings of the software and hardware complex. This will align with the requirements for implementing project management reporting.

Project team members will input raw data into their respective projects to generate reports. They will also receive training on customizing reports within the PMIS.

An example of a form for reporting on the status of project implementation

Frameworks

The dashboards and reporting will be built on the widely accepted Earned Value Management (EVM) approach, recognized for its simplicity, clarity, and accuracy in determining both the current and projected status of projects. This includes:

• Visual charts showcasing the progression of planned versus actual work from 0% to 100%, anchored to timelines;
• Pessimistic and optimistic project completion forecasts;
• The dynamics of falling behind or getting ahead;
• Project Key Performance Indicators (KPIs).

This entire process will be guided by a robust Project Governance Framework, ensuring clear lines of responsibility, transparent decision-making, and effective monitoring of project progress. This framework plays a crucial role in promoting consistency across projects, managing risks, and ensuring the alignment of projects with strategic objectives. The PMO, which we are helping to establish, is an integral part of this framework and will provide essential support in managing and monitoring the progress of projects.

Here are the anticipated outcomes of our work:

• Customized report templates for download in Excel format. These templates will be accessible to PMIS users in the Reports Folder. Based on their access rights, users can independently download reports for their projects or for the entire project portfolio using these templates.
• Customized report templates generated automatically in Power BI format. These templates will also be available in the Reports Folder (as Power BI Desktop files). Users can independently review project reports using the Power BI Desktop software or via a browser link, based on their access rights.
• Monitoring and control functions for project outcomes have been set up for relevant parties.
• Modifications have been made to the documents, regulations, and working processes of the Project Management System (PMS), reflecting the algorithm for inputting initial and actual data by projects for reporting.
• The customer’s employees have been trained in the use and customization of Excel and Power BI reports.
• A Project Management Office (PMO) has been established to oversee and track project progress, ensuring real-time status updates and alignment across project programs.