Project Portfolio
Definition
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.
EndDefinition
- 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
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.
Menu access
Project > Project Portfolio > My Projects or All Projects
Screen description
TabUpdateRules_After2016Versions
Click to see the general principles for updating tabs.
Create a new item | Delete an item or association with a related item |
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Run the New wizard at the top of the tab |
Move the cursor over the corresponding item and click |
Details
Project Name: List of all projects where the logged-in user is the project manager.
: Access the Project form.
: 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 Service Manager 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
appears over the weather forecast icon once the project has one or more warnings.
Icon | Meaning |
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0 KO |
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1 KO |
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2 KO |
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3 KO |
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4 KO |
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One or more warnings and 0 KO |
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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 |
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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. |
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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. |
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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 > 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 |
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Actual/Estimated expenses < Estimated project budget |
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Estimated expenses > Estimated project budget |
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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 |
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Scheduled end date of task > Scheduled end date of project |
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Otherwise (no KO): One or more uncompleted tasks at the scheduled end date |
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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 |
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No difference between actual workload/scheduled workload |
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Difference between 1 and 10 |
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Difference greater than 10 |
example
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
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 |
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Total time spent on tasks > Scheduled project workload |
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Otherwise (no KO): Total estimated time for tasks > Scheduled project workload |
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Otherwise (no KO or warning) |
example
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
- Estimated time (34) > Scheduled project workload (25) ==> Health indicator:
Procedure: How to understand the project health indicators
Step 1: Selecting the project.
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.
Step 2: Seeing detailed information that explain the indicators.
1. Click next to the relevant project.
The Project form will appear.
2. Select the Synthesis tab.