Project Portfolio


The Project Portfolio shows the weather forecast and dashboards for projects. This is a decision-making tool that helps you assess the quality of each project estimation and adopt a strategy in the event of differences.

  • Health indicators enable project managers to check that the project's reference values are complied with in terms of budget, deadlines, progress and workload.
  • Trends are shown as weather forecast icons
  • Details of the values are available in the Synthesis tab of the Project form.

Example

         Project Portfolio - Example.png

In the software deployment project, warnings are displayed for progress and workload.

Notes

  • You can only access the dashboard in read mode.
  • Health indicators are updated instantly each time modifications are made to the Project form, Gantt diagram and time sheets.

Screens description

Project Portfolio.png

Menu access: Project > Project Portfolio > All Projects/My Projects

Project Name: List of all projects where the logged-in user is the project manager.

  • Display popup icon.png : Access the Project form.
  • Display Gantt icon.png: Access the Gantt diagram.
     
ProjectManager

Project Manager: Manager in charge of the project.

  • This is the only person authorized to modify project information and edit the Gantt chart by assigning resources or scheduling tasks. 
  • By default, it is the user logged in to Product name - ev itsm.png when the project is created.

Weather Forecast: The icons displayed depend on the level of compliance with the project's reference values, i.e. the number of project KO. 

  • A Warning icon.png appears over the weather forecast icon once the project has one or more warnings.
Icon Meaning
No KO state.png 0 KO
1 KO state.png 1 KO
2 KO state.png 2 KO
3 KO state.png 3 KO
4 KO state.png 4 KO
Warning No KO state.png One or more warnings and 0 KO
Warning KO state.png One or more warnings and 1 KO

Budget/Time Limits/Progress/Workload: These four indicators present a snapshot of the situation, enabling you to assess the quality of the project estimation at a specific point in time.

  • Text such as OK, Warning or KO will appear over a green, orange or red background depending on the level of compliance with the project's reference values. 
  • At the specific point in time in the snapshot, the level of compliance is calculated using actual and estimated values for tasks based on total estimated project values.
  • Estimated project values are total values entered when the project was created and can be manually updated based on progress during the project life cycle.
     
Icon Meaning of snapshot Estimation method
Green OK.png The indicator's objectives are in line with estimations. Based on calculations made using actual values and estimated values if no KO and Warning are detected.
Orange Warning.png Objectives will not be attained if the current rate of progress is maintained. The delay can still be resolved. Based on calculations made using estimated values only if calculations made using actual values did not return KO.
Red KO.png The indicator's objectives are no longer in line with estimations and the delay cannot be resolved. Based on calculations made using actual values that were entered by participants in time sheets.

Indicators

Menu access: Project > Project > My Projects > Display popup icon.png next to a project > Synthesis tab

Budget indicator

  • Measurement index: Costs
  • Objective: Anticipate if the budget allocated to the project is insufficient.
  • Calculation method: Comparison between the overall project budget and the sum of actual/estimated expenses for each task.
    • Actual expenses include the actual cost of participants (hourly cost multiplied by time spent) and actual expenses (excluding the cost of participants).
    • Estimated expenses include actual expenses (excluding the cost of participants) and, if the task is completed, the actual cost of participants. If the task is not completed, then they include the estimated cost of participants (hourly cost multiplied by scheduled workload). 
  • Health indicator:
Icon Meaning of snapshot
Green OK.png Actual/Estimated expenses < Estimated project budget
Orange Warning.png Estimated expenses > Estimated project budget
Red KO.png Actual expenses > Estimated project budget

Time Limits indicator

  • Measurement index: Dates
  • Objective: Anticipate task completion dates and a project end date that may be too optimistic.
  • Calculation method: Comparison between scheduled end dates for each task and scheduled project end date, and comparison between actual end dates and scheduled end dates for each task.
  • Health indicator:
Icon Meaning of snapshot
Red KO.png Scheduled end date of task > Scheduled end date of project
Orange Warning.png Otherwise (no KO): One or more uncompleted tasks at the scheduled end date
Green OK.png Otherwise (no KO or warning)

Progress indicator

  • Measurement index: Rate of progress as a percentage.
  • Objective: Anticipate a scheduled rate of progress that may be too optimistic.
  • Calculation method: Difference between the percentage of actual workload and percentage of scheduled workload.
    • Percentage of actual workload = Total time spent divided by total scheduled workload multiplied by 100 returns the percentage of total actual workload completed weighted by the scheduled workload of each task.
    • Percentage of the scheduled workload = Sum of each task's scheduled workload multiplied by its rate of progress divided by total scheduled workload returns the percentage of total scheduled workload weighted by the scheduled workload of each task.

*Health indicator: 

Icon Meaning of snapshot
Green OK.png No difference between actual workload/scheduled workload
Orange Warning.png Difference between 1 and 10
Red KO.png Difference greater than 10

         Example documentation icon EN.png  

  

Task Scheduled workload Time spent % progress Estimated time
Task 1 10 0 0 10
Task 2 15 12 50 12 / 0.50 = 24
Total 25 12 34
  • Percentage of actual workload completed: ( ( 12*100 ) / 25 ) = 48
  • Percentage of scheduled workload completion: ( ( 10x0 )+( 15x50 ) ) / 25 = 30
  • Difference between actual and scheduled percentages = 18 ==> health indicator Red KO.png

Workload indicator

  • Measurement index: Duration
  • Objective: Anticipate a task completion time that may be too optimistic.
  • Calculation method: Comparison between estimated time for tasks and scheduled project workload.
    • The estimated time for a task that has not started (time spent = 0) is equal to the scheduled workload for the task. 
    • The estimated time for a task that has started is equal to the time spent divided by the rate of progress for the task (percentage of progress divided by 100). 
  • Health indicator:
Icon Meaning of snapshot
Red KO.png Total time spent on tasks > Scheduled project workload
Orange Warning.png Otherwise (no KO): Total estimated time for tasks > Scheduled project workload
Green OK.png Otherwise (no KO or warning)

         Example documentation icon EN.png  

  

Task Scheduled workload Time spent % progress Estimated time
Task 1 10 0 0 10
Task 2 15 12 50 12 / 0.50 = 24
Total 25 12 34
  • Time spent (12) < Scheduled project workload (25) ==> Health indicator is not Red KO.png
  • Estimated time (34) > Scheduled project workload (25) ==> Health indicator: Orange Warning.png

Procedure: How to understand the project health indicators

1. Select Project > Project Portfolio > My Projects in the menu. The list of projects you are in charge of will appear. For each project, four health indicators will be displayed.

2. To see detailed information that explain the indicators, click Display popup icon.png next to the relevant project. The Project form will appear. Select the Synthesis tab.

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Last modified by Unknown User on 2018/01/04 15:08
Created by Administrator XWiki on 2018/01/04 11:10

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