A common language allowed the company population to access a single version of truth and a joint understanding of the performance of all projects. ), Risk situation: manageable or unfavorable (any known alternatives? It might help you to work out the reporting requirements and their possible implementation in a workshop with important stakeholders and the support of an experienced PMO consultant. Yellow means that the target is not met yet, but that it will be met, and we have no need for special management attention. You can make changes as required, fast and without external help. It follows any yellow or red traffic lights. So you should always ask yourself this question when setting up a reporting system: Tip: Honest answers to the questions are an important prerequisite for your future reports. The figure below clarifies how the reporting periods at the individual levels result from the individual meetings. Thank you. Project portfolio management refers to the centralized management of one or more project portfolios to achieve strategic objectives. But how do you recognize whether the data of a project report are complete, correct and up to date? This is the third post in a series on portfolio management reports. Portfolio control process by the PMO in the multi-project environment. This checklist with the ten most important questions can help you to think in the right direction: 1.   Who should have permissions for what? This paper proposes guidelines for organizations using project portfolios and offers readers an understanding of how business intelligence (BI) concepts, methods, and tools can be leveraged to form the basis for better decision making. This makes it possible to comprehend the consolidated report information in the case of inquiries. Will the reports need to be printed? Add Trend Analysis to Your Project Portfolio Reporting Written by Barry Muir . Portfolio Management Reporting Templates And Project Portfolio Reporting Examples can be beneficial inspiration for those who seek an image according specific categories, you will find it in this site. Just as traffic lights do not mean the same thing, KPIs and measures tend to cover a large variety as well. a PMO envisions for the company, classic fixed notions for the preparation come into play: The actual reporting requirements are more realistic. Still, a drill-down to the details needs to be possible on demand. Project Portfolio Management (PPM) software stores a large amount of information that can be used to make important decisions about your organization. Jun 2, 2017 - Explore FluentPro Software Corporation's board "Portfolio Dashboards" on Pinterest. The Best Project Management Dashboard Examples. %Complete (no appropriate statement below 100% … 99% syndrome, Comparison between remaining effort and reported stage of completion, Relation between %Cost / %Work / %Time / %Physical Complete (relation of the values to each other), Deliveries: Plan / actual of quality, scheduling, effort, cost, Work outstanding: Clarity of proof of concept, work / budget, cost / budget, schedule / plan, Order / follow-up: entered or not (continue regardless? Final tip: Subscribe to the TPG Blog Newsletter now and never miss another blog post. Rôle, avantages et acceptation – tout ce que vous devez savoir sur la création d’un PMO (+ téléchargements), Entretiens avec des PMO sur la crise du COVID-19 que réserve l’avenir au télétravail sur les projets. Sketch of the reporting levels at the company with possible reports. They can be summed up in one sentence: Making relevant information available to the right people in a meaningful and efficient way to be able to control projects. A PMO dashboard might be an overkill for a small or mid-size project level; it is more useful at a large project or at the portfolio or program level. 9. The subsequent chapter will introduce you to the rquirements for reports in project and portfolio management. This always depends on the intended use and the recipients. As seen, this portfolio report will showcase the number of projects that the project manager is handling and will ensure that the important dates are alongside the mentions of the project. But this is only half the battle. The figure below provides an overview. The portfolio management and competency center, composed of the Portfolio Manager, Portfolio Administrator, and, potentially, impacted Program Managers. Note: To demonstrate the benefits your PMO provides you should define a set of key performance indicators and align them with your stakeholders. This task encompasses not only the structure and the selection of the presented information. * Required Fields  |  Data Protection. Project Portfolio Management From Project Portfolio Management: A Practical Guide to Selecting Projects, Managing Portfolios, and Maximizing Bfit(H ALi)Benefits (Harvey A. Levine) The bridge between traditional operations management and project managementand project management. This leaves more time for the analysis of the reports. Subject to this, you need to ensure that the required information is available in the form of meaningful reports. The challenge is to determine which projects vary from the plan, e.g. 4. If the initiative accountable writes it in red, there is a need for help from the executive committee. The answers to these questions drive the choice of the traffic light color. All these files are easy to use, beautiful to present, fully customizable, unlocked and designed to make you … The results went above expectations. This can be handled much more efficiently once you do not have to collect various Excel files and consolidate them. As general manager of an organizational unit, what would you want to know about the projects in your unit? PMO report is very essential if you are preparing a project report of your business. As a rule, every company has several different levels requiring different reports. They help to understand what is currently happening at the company. Although there are hundreds of different issues and subjects for project managers to address at the right time with the right set of actions. The PMO helps the strategic initiative accountable to choose the right updates. This ensures that the need for decisions is identified early enabling you to make the necessary decisions, too. Does that sound familiar? Leaders need to make decisions and take action. This article will go into detail on the following topics: What is more, you will receive a checklist and examples of possible contents  for individual reports which are useful for you as the PMO. Individuals who needed to access specific data may also receive a read permission from the system administrator. But a project portfolio dashboard … with the aid of plausibility checks. In Lean Project Portfolio Management™, it’s important that a sensible division of labor is established through clearly defined responsibilities. Portfolio management must become a part the organization’s leadership, for example, as part of ... plementation with “traffic lights” from the reporting dates to the project’s completion. They provide an overview of projects conducted in IT, marketing but can be used for other projects as well so you can use them as … The right PMO KPIs will assist you in this endeavor. At what time was the transfer of data from external systems? Stay on top of project progress by visualizing your goals and plans, with all major steps, in modernized classic Gantt charts. The project portfolio dashboard has project delivery road map, project health card, financials, resource allocation, project risk meter, and other key parameters. Project reporting involves more than simply communicating the latest project updates to your team and stakeholders. These need to be the ones which can be covered during the portfolio meeting. 10. 8. Executing projects is a time-related activity. article on the contents and process of the Project Status Report. 2. Download Project Portfolio Dashboard. In other words, the project team needs help. It is a one-page report focusing only on the few vital projects in the portfolio.Each line contains: 1. User acceptance was excellent. In such a case, they can be retrieved specifically in their original version, even after a long time. For example, the resource utilization measure looks at the amount of time invested on one particular resource … Additionally, project managers and agency coordinators should review all project information to ensure accuracy. This enables the reader to grasp the critical points quickly. So, the senior executives and project managers are looking into the details of multiple … We look forward to your receiving your comment! This article has introduced you to the requirements for PMO reports in project and portfolio management. A periodic consolidation can ensure that your reporting retains its efficiency as a whole. In the process, you also need to decide which element is useful for which report. To understand project portfolio management, we’ll break the term down into its parts. Types of project management reports. At the same time, the frequency of reporting decreases accordingly. These days, IT allows us to present reports quickly on the screen, both in color and in the desired level of detail. Online Gantt Charts. Should there be an option to comment on reports? If you in the PMO are able to modify reports, you have greater flexibility. For instance, they might tell you why a traffic light is red. L’analyse de la valeur acquise avec Microsoft Project, Resource Management on a Whole New Level for WÖRWAG Pharma with Project Online (Case Study), Project Management Certifications & Project Manager Salaries: A Comparison, Les rétrospectives pour les projets Agiles– guide pratique (+ téléchargements), Requirements for PMO Reports in Project and Portfolio Management, Project Management Reports for Different Stakeholders at the Company, Reporting Periods in Portfolio and Project Management, Selection in the Multi-Project Environment, Possible Contents for Reports of Individual Projects, Efficient Data Collection as the Basis for PMO Reports, Checklist: The 10 Most Important Questions on Reporting, Conclusion – PMO Reports for Project and Portfolio Management. This analysis in turn enables well-founded and fast decisions based on up-to-date data. In many large organizations, reporting project portfolio performance presents many flaws. In addition, many reports explain solely what was accomplished in the past, bypassing what is to be accomplished in the future. As it relates to PPM, a project is an individual effort to create a discrete product or service in a bounded amount of time. This blog post will examine the key elements needed to support a robust reporting process. Project managers can view, manage, and execute on a high-level roadmap plan, covering their long-term work strategy. For this reason, you should use standard tools as much as possible. About the author: Johann Strasser, a certified engineer, has been a managing partner at TPG The Project Group since 2001. After many years as a development engineer in the automotive and energy sectors, Johann Strasser spent a decade as an independent trainer and consultant in the field of project management. And where decisions are at present necessary. They have to ensure the quality of the reports with regard to currency and correctness.The problem: When introducin… It shows which reports make sense across the hierarchies. Archiving is best managed by creating PDFs. Project Portfolio Reporting answers questions such as: In this article, I will give you an example of the progress report template that I find to be the most effective and explain how to use the progress report template. Let us begin with who is responsible for the contents of reports. Reporting periods in project and portfolio management. Use the following roles in your organization to create a working Lean PPM™ framework. These are for tasks that need to be done to make the initiative successful. You have learned what reports make sense and what questions you should be asking yourselves in this context as the PMO. 7. In such a case, the PPM system would be planned around the reports and their users. And for those which are not - what are the problems, how do these problems affect our organization or business and what can we do about them? Download. These dates will include all the milestone dates, the project completion date, and will also state the current status of the project as it … ... project milestones, potential ROI, reporting … Project Portfolio Thinking Portfolio ... ations requires a focused commitment and examples set by management. That you require different depths of information and frequencies of coordination for the different stakeholders at the company, Which criteria are important for a project selection when preparing your next portfolio meeting, What information you should be able to find in reports. Project Portfolio Management (PPM) Monthly Status Reporting Procedure All projects registered in PPM must update project status information monthly. A prior stakeholder analysis is advisable at any rate. They analyze, understand and report on the potential risks and returns of a new project. Philippe animates a blog at www.philippehusser.com and a community of 18,500+ followers on LinkedIn. requirements for PMO reports in project and portfolio management, efficient data collection is the basis of a fast and reliable reporting system, How you can check whether the data are complete, correct and up to date, Pourquoi se doter d’un PMO ? Implementing them can cause a lot of effort. Red means that progress or impact does not satisfy the plan and requires special attention from management. The question of which reports are useful always requires a very individual answer. He is also the author of a book: The High-Impact PMO. It is a way to bridge the gap between strategy and implementation and ensures that an organization can leverage its project selection and execution successfully. > Contact Form English One of the most current flaws is the lack of common language between different project leaders, or different portfolio managers. Permissions control who is allowed to see what. This database should allow integration with other systems and a central data evaluation for reports. An explicit, strateg… You can also use project reports to mitigate risk, monitor budgets and timelines, and build more accurate project plans. Project status in terms of time (project phase, overview of the timeline) 3. Project Portfolio Dashboard Template Excel is used to make a descriptive briefing of a project or business; for this purpose, there is a different excel template that can use.. Project management organizations manage a lot of projects at a time. The Enterprise PMO implemented a simple Project Portfolio Management System that allowed them to monitor the project performance based on the template. Philippe Husser is a Paradigm Shaker and a Change Maker in complex global organizations with 40 years of experience. Finally, a portfolio is the management of … “I am asking the Congress and the country to accept a firm commitment to a new course of action, a course which will last for many years and carry very heavy costs: 531 million dollars in fiscal ’62-an estimated seven to nine billion dollars additional over the next five years”. This project portfolio management KPI also conveys several changes in a project and how it will adjust and keep up with these changes, as well as eliminating excessive projects that can disrupt the balance of the number of projects that are operating in a portfolio. This template is intended primarily for the executive committee, the portfolio sponsor, the portfolio manager, each portfolio component accountable, and the PMO (a Portfolio Management Officer) who facilitates its update. These periodic snapshots show how well each project is doing and, with the … Good PMO reports will allow you to discern the current state in the project environment quickly. Back To Portfolio Management Reporting … A portfolio dashboard, a single page with roll-up information from all active projects, improves visibility – without increasing administration work. What do I want to achieve with which report? Please write to us in the comment area below. Often, the PMO is responsible for the preparation of the portfolio meeting. Project Reporting, Programme Reporting and Portfolio Reporting Project reporting is a very popular capability of our commercial products adding great value and saving PM’s loads of time. Well managed projects will have regular review dates where project progress data is gathered, collated and reported. This is inspired by what President Kennedy said to the US Congress on May 25, 1961. For many years now, he has shared his knowledge through presentations, seminars, articles, and webinars. Finally all pictures we've been displayed in this site will inspire you all. 3. Possible information on results, deliveries and states could be: For quality assurance, the report should include plausibility checks, such as: To determine the plan-actual variance we recommend the following information: When it comes to decisions on the next steps, the following information is helpful: Once the PMO has prepared the meeting, it is important to ensure one thing. This is a forward-looking statement established by the initiative owner. In real-time project management, the project dashboard contains the significance of a real supportive pillar. Agile IT Project Management at OEMs – a Status Quo? Executives, as well as all project portfolio sponsors, need to make critical decisions on a day-to-day basis. Below, you will find a few additional notes on some important points from the list. Only these should undergo a detailed scrutiny in the portfolio meeting. To put all of the qualities and features of a PM dashboard into real-world context by exploring these 4 essential project dashboard examples. This was the “WIN” President Kennedy presented to the US Congress on May 25, 1961. Here are a few project reports you might find useful: … To obtain stellar consistency and visibility, many turn to progress report templates. His work is focused on implementing and running Strategy Management Systems, Strategic Initiative Portfolios, and Transformation Programs. 5. Project Portfolio Dashboard Template Excel And Portfolio Management Report Sample can be beneficial inspiration for those who seek an image according specific topic, you will find it in this website. Portfolio Manager : Head of the Portfolio Management Team, responsibilities include making project recommendations and reporting … On the one hand, the underlying data from that time need to be available. How to “Finish the Mission” and Get Projects DONE, How Understanding Your Company’s Revenue Formula Will Help You Decide What to do Next, A Forward Looking Project Portfolio Status Report, The name of the strategic initiative accountable, A traffic light reporting on expected progress at completion, A traffic light reporting on expected impact at completion, A phrase telling “What is important, do NOW” (the “WIN”). The … Will the reports need to be archived? It is a one-page report focusing only on the few vital projects in the portfolio. The PMO is also responsible for ensuring the reports’ data quality. Resource Overview. Special Download: 10 Reasons why a PMO is important (PDF file), Please fill in the form. You read and agreed to our Privacy Policy. This template is intended primarily for the executive committee, the portfolio sponsor, the portfolio manager, each portfolio component accountable, and the PMO (a Portfolio Management Officer) who facilitates its update. If you decide for too much complexity, adjustments can become very complicated when people change roles. Last, a checklist has familiarized you with the 10 most important questions on reporting – as a guideline for your next steps. Tip: Use standard tools! How often should the reports be issued? Project status(“project health”, status traffic lights, indices for dates and costs) 4. To enable you to react to the developments in the project environment really quickly, your reports need to be up to date and flexible, too. Naturally, this depends to a large extent on your company’s: Example of useful reports in the hierarchy of the company. As a result, they need real-time forward-looking visibility on their strategic initiatives and project portfolio status. 2. They help you focus on the essentials and get the most out of your PPM system. In a multi-project environment, the selection is the challenge. The leadership team used the report during short and focused reviews where they were able to take informed decisions based on forward-looking information they felt comfortable with. Downloads. The following list provides criteria by which you in the PMO could make a project selection for review: What information should the reports of individual projects contain? A program is a group of related projects, often with a common goal. Do you wish to be able to modify reports? The higher up in the hierarchy, the more condensed the information needs to be. Project request management for selecting the right projects Decision-makers should see at first sight what needs to be decided. This encompasses not only the structure and the selection of the presented information. His special focus is on PMO, project portfolios, hybrid project management, and resource management. ), Chosen option: Method A or B (documentation of the decision including reasons), All relevant resources with all activities (project availability), Complete coverage of all cost types and efforts. Please, PMO Reports: Examples of Project and Portfolio Management Reports, Womenomics ou l’économie féminine : Le rôle des femmes dans la gestion de projet, Agile Project Management Certifications: A Comparison. What information will I require for this? > E-Mail: info@theprojectgroup.com, This form is blocked by your cookie settings to our website. Such incident is due to poor planning which then … Here is status report that solves many of these issues: the portfolio status report. As the PMO, you should therefore pick out a few projects with green status alongside those with red and yellow status indicators. Project managers have a tendency to make their reports look particularly inconspicuous. Free templates to help you become more productive. Do you require ad-hoc analyses? Here are three project reporting scenarios that will give your senior executives the visibility into the project pipeline, project statuses, and resource allocation on SharePoint. PMO Interview on the COVID-19 Crisis: What does the future hold for working from home on projects? Project Dashboards & Reporting Templates More than 100 entities managed these projects in as many portfolios. Format Project Portfolio Dashboard Template. Tip: The report after a meeting is also an important medium. It requires a decision and an action. This is the only way to make them adjust their further actions to the results of the meeting. Header data(project name, number, manager, sponsor, type etc.) A method for PMO implementation helps to reach Level 2 of the the Gartner PPM Maturity Model within a maximum of 99 days. The problem: When introducing project and portfolio management solutions (PPM) the reporting topic is often considered too late. Thus, consistency in reporting this status is important. The traffic lights alone do not tell enough. Here is a list of 7 key KPIs necessary for effective project portfolio management: 1. Use this template to analyze and collectively manage a group of current or proposed projects based on numerous key characteristics. ) Yes-No. ), Resources: committed or too few (escalation or postponement? This provides a status overview for all projects underway, showing which projects are on schedule and what issues need to be addressed. Unfortunately, there is no ONE project management report that is right for all. For each traffic light, the initiative accountable (with the advice of the PMO) evaluates two performances: o   The Year-to-Date performance (are we on target now? Tip: As the PMO, it is wise to keep an eye on the number of reports. In selecting a Portfolio Management System begin with the key Inventory project, organizational and reporting data fields you defined early in this … The Project Management Office (PMO) is responsible for the reports in project and portfolio management (PPM). Note: If you are looking for external support in setting up a PMO, you can find PMO consulting here. Responsible for the portfolio management process. Do you have any questions or feel we have missed an essential point? This will be your Project Management System to perform and track verity of functions while working on any project. This template displays real-time data from all projects in the hierarchy in a single … PMO also need that the project report should be accurate and correct. A global-500 company had more than 1,500 business improvement projects running in the world. Among the PMO responsibilities there is another important task that is not always easy. Earned Value Analysis with Microsoft Project, Establishing a PMO in 4 simple steps (+download), 6 Steps to Resource Management – How to Introduce Tactical Resource Planning Quickly, Selection criteria for portfolio meetings, Necessary information to include in reports, Everything on a page (DIN A4 portrait format). It is possible to save them automatically to a database. This takes away the certainty from project managers that a green traffic light will keep them “off the radar”. Do the reports have to be available online or offline? The PMO’s goal is to identify the critical projects. Yet, the accountable carries the full accountability for the information provided and communicated. Best Practices for Portfolio and Project Reporting in PPM Software When prospective customers approach us before using a project and portfolio management solution, a universal challenge for project managers and project leaders is reporting on project and portfolio status. Examples of importantelements of the project status report: 1. Find out more in our article on the contents and process of the Project Status Report. Operational efficiency The operational efficiency KPI is utilized for measuring the team performance as well as resource utilization. Relative to the hierarchical level, the information becomes increasingly condensed. Is the stage of completion, which the project manager indicated in the project report, actually correct? Declared need for decisions (manually set indicator), All projects with status RED (Overall, resources, schedule …) + 3 YELLOW + 3 GREEN, Top 10 in terms of variance (cost, schedule, work), All projects above a threshold value (order / investment volume, contractual penalty …), Problem areas (technology, regions, project manager, product categories …), Achievement of milestones (standard milestones), Acceptance of deliveries planned / effected (payment milestones), Completion of work packages / deliveries (definition of “done”), Completion of tasks (not started / in progress / completed), List of open issues (open / started / completed). You have read and agree to our privacy policy. Below, you will find an overview of possible reports from the PMO environment. A change that may impact the accuracy If the initiative accountable writes it in black, then there is no special need nor decision expected from the executive committee. • Project Portfolio Management System with the ability to create credible models so Management can view the Project Portfolio from the Top Down as well as Bottom Up. The project status report shows the status of the project concerned. Over time, this is very likely increase, as new ones tend to be added continually. Can handle up to 10 projects and all the data for the projects is defined in a single tab. Do you want to modernize your reporting? Not only the entity portfolio managers, but their entity leadership team, the project managers, and the team members received the full write and read permission on the project data (progress, impact, WIN). 3 Project Reporting Scenarios Your Senior Executives Will Love 1. Nevertheless, it’s a great reporting tool that can be used for any project/program size for the following reasons: Puts the entire project status in one concise format … You can easily track budget, risks and other key project … Unlike a project management dashboard, which focuses on data for a single project, a project portfolio dashboard displays KPIs for multiple projects. During the meeting, the necessary data to provide answers to the decision-makers’ questions need to be available – preferably at the push of a button. Now you can get this and 4 other project portfolio management templates (including simplified portfolio dashboard, time line chart, gantt chart templates). What decisions may or must be made where? Comparison of baseline, planned and actual values (t… You can find out more about project reporting with the 4 min Reporting overview video on either You Tube or on our website . Project Portfolio Excel Template developed to help teams to mange multiple projects, resource. The managers prepare such a report and details by reading every tiny aspect of the business project and pass the analysis report … Project portfolio management or PPM can be understood as the process that the project managers of a firm use. It is also important to involve the employee organization regarding the internal resource data. When it comes to what information e.g. Reports are the basis for coordination meetings. The template will help you divide your tasks according to how far along they are as well as their potential impact on success. Communicate the results of the meeting to all parties concerned. Will the recipients of the reports be able to grasp the contents? On the other hand, the original layout of the other page needs to be recoverable pixel-perfectly. Among others, the following information can help to check whether the data are complete, correct and up to date: Tip: Use samples to improve data quality. It is best to work with a suitable database from the start. Finally all pictures we've been displayed in this website will inspire you all. Portfolio and Project Management Reports and Dashboards Project Insight allows executives, sponsors, project managers, resource managers, and team members, whether client, partner, sub-contractor or freelance, to set up and access pertinent data in real-time. From the project portfolio, which can be very substantial, you need to select certain projects. Green means that the target is met or will be met, and that we have solid reasons justifying our level of confidence. At TPG, he applies his expertise in product development and consulting services for international clients. By Johann Strasser Read article in GermanAs the PMO, you are responsible for the reports in project and portfolio management (PPM). Premium. This should not be detrimental to the clarity of the overview or the intelligibility. ), Budget: available or too low (continue only after increase? > Training events for reporting can equip you with the necessary know-how regarding the tools. Who will be working with the reports afterwards? The author presents information on reporting through dashboards and other BI tools. How you cater for quality assurance, record plan-actual variance, and prepare decisions on the next steps. Their generation needs to be efficient, without unnecessary data baggage. At many companies, collecting the data for the reports takes longer than the actual analysis and preparation. BrightWork includes two portfolio reporting templates: Project Office. It has to ensure the quality of the reports with regard to currency and correctness. 2,558. 6. Explanations for the states presented are also advisable. As a result, these reports can become quite ambiguous. You can read more about Johann Strasser on LinkedIn and XING. Project Portfolio Template. If you’re looking for a similar template in a quadrant-based form, check out our Progress Impact Report template here. The quick and simple answer is: Are they on track or not? See more ideas about dashboards, project management dashboard, portfolio. “Landing a man on the moon and returning him safely to the earth before the end of the 60s.”. The PMO has another important responsibility that is not always simple. How often should the data be updated? During his tenure, he also served as project manager for software projects in the construction industry and provided scheduling and cost management support for large-scale construction projects. Do the data need to be historized? In this post we will look at the most common report for project portfolio … It is important to note that the strategic initiative accountable updates the information, not the PMO. You can easily add any number of projects, activities and assign to any individual in your team. If a report is historized, that means the state of the report on a particular date can be retrieved at a later stage. For reports make you realize what is happening and what needs to be decided. It would be ideal if the PMO put reports at the very beginning. The higher up in the hierarchy, the more condensed is the information and the less frequent the reporting. In the first post, we reviewed introductory portfolio management reports that convey the basic dimensions of the portfolio.In the second post we reviewed treemaps and advanced pareto charts that can help identify outlier projects worthy of more scrutiny. Comments in reports should point very clearly to issues that require particular attention. > Formulaire de Contact Français ) Yes-No, o   The Reforecast performance (will we be on target at the end of the project? While reports tend to look similar, they have to be adapted to the respective processes and needs of the company.

project portfolio reporting examples

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