Project portfolio management refers to the centralized management of one or more project portfolios to achieve strategic objectives. This takes away the certainty from project managers that a green traffic light will keep them “off the radar”. If the initiative accountable writes it in black, then there is no special need nor decision expected from the executive committee. Add Trend Analysis to Your Project Portfolio Reporting Written by Barry Muir . Often, the PMO is responsible for the preparation of the portfolio meeting. 5. ) Yes-No. Can handle up to 10 projects and all the data for the projects is defined in a single tab. Do you require ad-hoc analyses? Project managers can view, manage, and execute on a high-level roadmap plan, covering their long-term work strategy. > Training events for reporting can equip you with the necessary know-how regarding the tools. %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? These days, IT allows us to present reports quickly on the screen, both in color and in the desired level of detail. 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. This ensures that the need for decisions is identified early enabling you to make the necessary decisions, too. This database should allow integration with other systems and a central data evaluation for reports. 3 Project Reporting Scenarios Your Senior Executives Will Love 1. So, the senior executives and project managers are looking into the details of multiple … Good PMO reports will allow you to discern the current state in the project environment quickly. To obtain stellar consistency and visibility, many turn to progress report templates. You can read more about Johann Strasser on LinkedIn and XING. It would be ideal if the PMO put reports at the very beginning. You can easily add any number of projects, activities and assign to any individual in your team. 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? Comments in reports should point very clearly to issues that require particular attention. Additionally, project managers and agency coordinators should review all project information to ensure accuracy. ), Resources: committed or too few (escalation or postponement? This was the “WIN” President Kennedy presented to the US Congress on May 25, 1961. 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 … Well managed projects will have regular review dates where project progress data is gathered, collated and reported. Here is a list of 7 key KPIs necessary for effective project portfolio management: 1. This is a forward-looking statement established by the initiative owner. What do I want to achieve with which report? A periodic consolidation can ensure that your reporting retains its efficiency as a whole. If a report is historized, that means the state of the report on a particular date can be retrieved at a later stage. Now you can get this and 4 other project portfolio management templates (including simplified portfolio dashboard, time line chart, gantt chart templates). Here are a few project reports you might find useful: … In a multi-project environment, the selection is the challenge. Responsible for the portfolio management process. Communicate the results of the meeting to all parties concerned. Permissions control who is allowed to see what. At TPG, he applies his expertise in product development and consulting services for international clients. How often should the data be updated? Will the recipients of the reports be able to grasp the contents? “Landing a man on the moon and returning him safely to the earth before the end of the 60s.”. An explicit, strateg… His special focus is on PMO, project portfolios, hybrid project management, and resource management. As the PMO, you should therefore pick out a few projects with green status alongside those with red and yellow status indicators. This article has introduced you to the requirements for PMO reports in project and portfolio management. Types of project management reports. Archiving is best managed by creating PDFs. 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. What information will I require for this? 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. 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. BrightWork includes two portfolio reporting templates: Project Office. Final tip: Subscribe to the TPG Blog Newsletter now and never miss another blog post. Jun 2, 2017 - Explore FluentPro Software Corporation's board "Portfolio Dashboards" on Pinterest. Reporting periods in project and portfolio management. This always depends on the intended use and the recipients. User acceptance was excellent. For many years now, he has shared his knowledge through presentations, seminars, articles, and webinars. 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. ), Risk situation: manageable or unfavorable (any known alternatives? Finally all pictures we've been displayed in this website will inspire you all. If the initiative accountable writes it in red, there is a need for help from the executive committee. Back To Portfolio Management Reporting … He is also the author of a book: The High-Impact PMO. The traffic lights alone do not tell enough. In this post we will look at the most common report for project portfolio … Finally all pictures we've been displayed in this site will inspire you all. The figure below clarifies how the reporting periods at the individual levels result from the individual meetings. Sketch of the reporting levels at the company with possible reports. These periodic snapshots show how well each project is doing and, with the … Leaders need to make decisions and take action. The managers prepare such a report and details by reading every tiny aspect of the business project and pass the analysis report … Yet, the accountable carries the full accountability for the information provided and communicated. Naturally, this depends to a large extent on your company’s: Example of useful reports in the hierarchy of the company. And where decisions are at present necessary. A common language allowed the company population to access a single version of truth and a joint understanding of the performance of all projects. Note: If you are looking for external support in setting up a PMO, you can find PMO consulting here. See more ideas about dashboards, project management dashboard, portfolio. Philippe Husser is a Paradigm Shaker and a Change Maker in complex global organizations with 40 years of experience. Project request management for selecting the right projects All these files are easy to use, beautiful to present, fully customizable, unlocked and designed to make you … 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 ? As a result, they need real-time forward-looking visibility on their strategic initiatives and project portfolio status. Use this template to analyze and collectively manage a group of current or proposed projects based on numerous key characteristics. 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. Downloads. As a result, these reports can become quite ambiguous. The PMO is also responsible for ensuring the reports’ data quality. Such incident is due to poor planning which then … Note: To demonstrate the benefits your PMO provides you should define a set of key performance indicators and align them with your stakeholders. At the same time, the frequency of reporting decreases accordingly. How often should the reports be issued? The challenge is to determine which projects vary from the plan, e.g. Although there are hundreds of different issues and subjects for project managers to address at the right time with the right set of actions. Do you have any questions or feel we have missed an essential point? This should not be detrimental to the clarity of the overview or the intelligibility. Project Dashboards & Reporting Templates Last, a checklist has familiarized you with the 10 most important questions on reporting – as a guideline for your next steps. 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). It is a one-page report focusing only on the few vital projects in the portfolio. In selecting a Portfolio Management System begin with the key Inventory project, organizational and reporting data fields you defined early in this … 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. This task encompasses not only the structure and the selection of the presented information. You can also use project reports to mitigate risk, monitor budgets and timelines, and build more accurate project plans. Thank you. Reports are the basis for coordination meetings. To understand project portfolio management, we’ll break the term down into its parts. On the other hand, the original layout of the other page needs to be recoverable pixel-perfectly. 8. 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. Unlike a project management dashboard, which focuses on data for a single project, a project portfolio dashboard displays KPIs for multiple projects. Will the reports need to be printed? Only these should undergo a detailed scrutiny in the portfolio meeting. The PMO helps the strategic initiative accountable to choose the right updates. The project status report shows the status of the project concerned. Thus, consistency in reporting this status is important. How you cater for quality assurance, record plan-actual variance, and prepare decisions on the next steps. On the one hand, the underlying data from that time need to be available. Below, you will find an overview of possible reports from the PMO environment. Just as traffic lights do not mean the same thing, KPIs and measures tend to cover a large variety as well. PMO Interview on the COVID-19 Crisis: What does the future hold for working from home on projects? 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. 9. Special Download: 10 Reasons why a PMO is important (PDF file), Please fill in the form. They have to ensure the quality of the reports with regard to currency and correctness.The problem: When introducin… A method for PMO implementation helps to reach Level 2 of the the Gartner PPM Maturity Model within a maximum of 99 days. > E-Mail:, This form is blocked by your cookie settings to our website. Executing projects is a time-related activity. “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”. Project status in terms of time (project phase, overview of the timeline) 3. More than 100 entities managed these projects in as many portfolios. 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. These dates will include all the milestone dates, the project completion date, and will also state the current status of the project as it … Still, a drill-down to the details needs to be possible on demand. In other words, the project team needs help. For reports make you realize what is happening and what needs to be decided. The … This enables the reader to grasp the critical points quickly. Project managers have a tendency to make their reports look particularly inconspicuous. To put all of the qualities and features of a PM dashboard into real-world context by exploring these 4 essential project dashboard examples. A change that may impact the accuracy Do you wish to be able to modify reports? 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. But a project portfolio dashboard … You have learned what reports make sense and what questions you should be asking yourselves in this context as the PMO. This is inspired by what President Kennedy said to the US Congress on May 25, 1961. The portfolio management and competency center, composed of the Portfolio Manager, Portfolio Administrator, and, potentially, impacted Program Managers. Finally, a portfolio is the management of … 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. Subject to this, you need to ensure that the required information is available in the form of meaningful reports. But how do you recognize whether the data of a project report are complete, correct and up to date? The right PMO KPIs will assist you in this endeavor. What decisions may or must be made where? 3. • 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. But this is only half the battle. For instance, they might tell you why a traffic light is red. The project portfolio dashboard has project delivery road map, project health card, financials, resource allocation, project risk meter, and other key parameters. Individuals who needed to access specific data may also receive a read permission from the system administrator. 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. The PMO’s goal is to identify the critical projects. It is also important to involve the employee organization regarding the internal resource data. Project Portfolio Reporting answers questions such as: Project Portfolio Excel Template developed to help teams to mange multiple projects, resource. You can find out more about project reporting with the 4 min Reporting overview video on either You Tube or on our website . Header data(project name, number, manager, sponsor, type etc.) Project Portfolio Management (PPM) software stores a large amount of information that can be used to make important decisions about your organization. article on the contents and process of the Project Status Report. Yellow means that the target is not met yet, but that it will be met, and we have no need for special management attention. * Required Fields  |  Data Protection. 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. Resource Overview. At many companies, collecting the data for the reports takes longer than the actual analysis and preparation. > Formulaire de Contact Français 7. The template will help you divide your tasks according to how far along they are as well as their potential impact on success. In Lean Project Portfolio Management™, it’s important that a sensible division of labor is established through clearly defined responsibilities. At what time was the transfer of data from external systems? Does that sound familiar? 2. 4. You can make changes as required, fast and without external help. Decision-makers should see at first sight what needs to be decided. By Johann Strasser Read article in GermanAs the PMO, you are responsible for the reports in project and portfolio management (PPM). 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). You read and agreed to our Privacy Policy. This leaves more time for the analysis of the reports. For example, the resource utilization measure looks at the amount of time invested on one particular resource … Online Gantt Charts. You have read and agree to our privacy policy. This blog post will examine the key elements needed to support a robust reporting process. 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. Unfortunately, there is no ONE project management report that is right for all. 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 … 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. The subsequent chapter will introduce you to the rquirements for reports in project and portfolio management. a PMO envisions for the company, classic fixed notions for the preparation come into play: The actual reporting requirements are more realistic. The figure below provides an overview. In the process, you also need to decide which element is useful for which report. This can be handled much more efficiently once you do not have to collect various Excel files and consolidate them. Project portfolio management or PPM can be understood as the process that the project managers of a firm use. A global-500 company had more than 1,500 business improvement projects running in the world. Green means that the target is met or will be met, and that we have solid reasons justifying our level of confidence. If you’re looking for a similar template in a quadrant-based form, check out our Progress Impact Report template here. The higher up in the hierarchy, the more condensed the information needs to be. Project status(“project health”, status traffic lights, indices for dates and costs) 4. Portfolio control process by the PMO in the multi-project environment. 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”). Do the data need to be historized? It follows any yellow or red traffic lights. 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? When it comes to what information e.g. Please write to us in the comment area below. Premium. A portfolio dashboard, a single page with roll-up information from all active projects, improves visibility – without increasing administration work. This is the third post in a series on portfolio management reports. Their generation needs to be efficient, without unnecessary data baggage. They help you focus on the essentials and get the most out of your PPM system. 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. Tip: The report after a meeting is also an important medium. If you decide for too much complexity, adjustments can become very complicated when people change roles. Download. PMO report is very essential if you are preparing a project report of your business. 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. Let us begin with who is responsible for the contents of reports. It has to ensure the quality of the reports with regard to currency and correctness. In such a case, they can be retrieved specifically in their original version, even after a long time. It requires a decision and an action. These are for tasks that need to be done to make the initiative successful. The PMO has another important responsibility that is not always simple. ), 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. In such a case, the PPM system would be planned around the reports and their users. 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. Relative to the hierarchical level, the information becomes increasingly condensed. Use the following roles in your organization to create a working Lean PPM™ framework. 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). Who will be working with the reports afterwards? The Enterprise PMO implemented a simple Project Portfolio Management System that allowed them to monitor the project performance based on the template. Project reporting involves more than simply communicating the latest project updates to your team and stakeholders. 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. For this reason, you should use standard tools as much as possible. Is the stage of completion, which the project manager indicated in the project report, actually correct? ... project milestones, potential ROI, reporting … As general manager of an organizational unit, what would you want to know about the projects in your unit? A prior stakeholder analysis is advisable at any rate. 10. It is a one-page report focusing only on the few vital projects in the portfolio.Each line contains: 1. Explanations for the states presented are also advisable. PMO also need that the project report should be accurate and correct. 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 checklist with the ten most important questions can help you to think in the right direction: 1.   Who should have permissions for what? The higher up in the hierarchy, the more condensed is the information and the less frequent the reporting. As a rule, every company has several different levels requiring different reports. We look forward to your receiving your comment! The answers to these questions drive the choice of the traffic light color. It shows which reports make sense across the hierarchies. Do the reports have to be available online or offline? 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. Will the reports need to be archived? Tip: As the PMO, it is wise to keep an eye on the number of reports. Among the PMO responsibilities there is another important task that is not always easy. The question of which reports are useful always requires a very individual answer. 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. ), Budget: available or too low (continue only after increase? 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. Download Project Portfolio Dashboard. In addition, many reports explain solely what was accomplished in the past, bypassing what is to be accomplished in the future. Find out more in our article on the contents and process of the Project Status Report. 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. The Best Project Management Dashboard Examples. The results went above expectations. The author presents information on reporting through dashboards and other BI tools. Portfolio Manager : Head of the Portfolio Management Team, responsibilities include making project recommendations and reporting … This analysis in turn enables well-founded and fast decisions based on up-to-date data. While reports tend to look similar, they have to be adapted to the respective processes and needs of the company. with the aid of plausibility checks. Format Project Portfolio Dashboard Template. Comparison of baseline, planned and actual values (t… This makes it possible to comprehend the consolidated report information in the case of inquiries. If you in the PMO are able to modify reports, you have greater flexibility. From the project portfolio, which can be very substantial, you need to select certain projects. About the author: Johann Strasser, a certified engineer, has been a managing partner at TPG The Project Group since 2001. The problem: When introducing project and portfolio management solutions (PPM) the reporting topic is often considered too late. Project Portfolio Template. Project Portfolio Thinking Portfolio ... ations requires a focused commitment and examples set by management. They help to understand what is currently happening at the company. It is possible to save them automatically to a database. Below, you will find a few additional notes on some important points from the list. ) Yes-No, o   The Reforecast performance (will we be on target at the end of the project? 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. Implementing them can cause a lot of effort. 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. His work is focused on implementing and running Strategy Management Systems, Strategic Initiative Portfolios, and Transformation Programs. 6. Executives, as well as all project portfolio sponsors, need to make critical decisions on a day-to-day basis. They analyze, understand and report on the potential risks and returns of a new project. This will be your Project Management System to perform and track verity of functions while working on any project. 2,558. In real-time project management, the project dashboard contains the significance of a real supportive pillar. You can easily track budget, risks and other key project … One of the most current flaws is the lack of common language between different project leaders, or different portfolio managers. 2. Examples of importantelements of the project status report: 1. 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 template displays real-time data from all projects in the hierarchy in a single … Here is status report that solves many of these issues: the portfolio status report. 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. 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. A program is a group of related projects, often with a common goal. 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. 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. Should there be an option to comment on reports? Red means that progress or impact does not satisfy the plan and requires special attention from management. These need to be the ones which can be covered during the portfolio meeting. > Contact Form English Philippe animates a blog at and a community of 18,500+ followers on LinkedIn. This encompasses not only the structure and the selection of the presented information. Agile IT Project Management at OEMs – a Status Quo? Free templates to help you become more productive. It is important to note that the strategic initiative accountable updates the information, not the PMO. Operational efficiency The operational efficiency KPI is utilized for measuring the team performance as well as resource utilization. Tip: Use standard tools! 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 provides a status overview for all projects underway, showing which projects are on schedule and what issues need to be addressed. It is best to work with a suitable database from the start. This is the only way to make them adjust their further actions to the results of the meeting. 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? Stay on top of project progress by visualizing your goals and plans, with all major steps, in modernized classic Gantt charts. The Project Management Office (PMO) is responsible for the reports in project and portfolio management (PPM). In many large organizations, reporting project portfolio performance presents many flaws. 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. The quick and simple answer is: Are they on track or not? Do you want to modernize your reporting? Over time, this is very likely increase, as new ones tend to be added continually.

project portfolio reporting examples

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