Executive EPMO Dashboards

Executive Dashboards are key IT requirements now days in many EPMO Groups. It is a tool that provides you with a graphical view of the progress of your project, so that you can see at a glance whether you're on track. It's basically a set of Charts that gives you the current status of the project at any time. You can create the Charts manually in Excel, or use smart software that does it for you.

Recently I delivered design specification for a client, for their Executive EPMO dashboard application. Let me share some observations regarding constructing a dashboard, so that it can be helpful for those, who are into same kind of processes.

Define the success criteria of Project: list the things that determine the success of your project – for example schedule, quality, resource loading, budget tracking, key milestones etc.

Collect required data from real time: The project data needed to measure the success criteria we have already defined. The data can come from project plans, quality reports, issue spreadsheets, budget reports, Timesheets, Change/Issue/Risk Logs etc.

Model Graphical Views: Filter your data, sort them into groups and file it all in one place – mostly a database. Use Reporting engines to generate appropriate graphical views. There are many available for .NET and Java based platforms. I see many for PHP / Open source too.

Let’s see some most wanted Charts required in Executive EPMO Dashboard.

Time Charts: Required for schedule tracking. Planned versus actual completion status for key milestones can be showed. Critical Paths and their status can be added here. Summarized view of this data will help to find out whether the project is ahead of behind schedule. A detailed Task level progress chart can be a presented in drill-down manner. Group them in “Not Started”, “Not Completed”, “In-Progress” and “Complete” - and show dependencies always.

Budget / Cost Chart: Required for Budget Management. I suggest calculating the total cost of resources, materials, equipments and any expense forms completed by staff and present them single view. Earned value, Cost comparison charts can also be added.

Resource Usage: This report can be generated from Project plans. The resource graphs from project plans gives us clear view about over-loaded or underutilized resourced.

Risk Reports: Give a graphical view of Risks, Issues and changes that will have impact on delivery timelines. Show dependencies wherever required. This report can be generated from Log Files. The data in graphical view should be grouped as low, medium and high impact.

There are many Executive Dashboards available in online for reference – I suggest projectmanager.com – just give a try.

Let us discuss more about defining best practices in working with Dashboard development in near future.

Project Risk Information in Enterprise Project Management Dashboard.?

What is the best way to show project Risk related information in enterprise project management dashboard.? I have Risks, Issues and CRs (Change Requests). The Impact of Risks identified should be displayed. I planned to use Bar Graphs, but is there any other way?

PMO for Medium Size Organizations

PMO – Project Management Office is becoming an interesting keyword now days in many medium size organizations too. When a project manager hears that PMP is going to be established, the first thought would be “MORE ADMIN WORKS”. Actually … NO it is NOT.

Let’s see the Top 7 advantages of PMO in medium size organizations

1. Improve project portfolio management. A PMO can help you select the mix of projects that will most effectively meet strategic objectives. IT leaders need to make sure that their IT projects are not in a silo, but connected to the company's larger objectives.

2. Provide project support. A PMO can be a conduit for project management guidance to project managers in other business units. Think about the pockets of project management excellence that you have and how powerful it would be to spread the expertise around.

3. Create a project management process and methodology. A PMO can develop and implement a consistent, standardized process so that you aren't constantly reinventing the wheel.

4. Conduct training. A PMO can build training programs and develop a staff of program managers who can manage multiple projects across the enterprise. This is especially important for IT leaders in a world where technology is a critical part of an organization's efficiency.

5. Establish a home base for project managers. A PMO can create a centralized office from which project managers operate as a cohesive team that works across the organization.

6. Become internal consultants and mentors. A PMO becomes valuable when it can share best practices and help to educate managers throughout a company.

7. Assess project management software tools. Part of a PMO's job is to select and maintain project management software that will be useful for the capabilities of the staff.

PMO creates work with a value – in fact a meaningful work. It needs to be a living breathing system within any organization. The overall control and accountability are important outcomes.

EPMO – Status Reporting

The EPMO status reporting process is a method for reporting and reviewing project / portfolio status within the framework of a program or project management office.

The basic process steps are –
• Collect Project Status information – Discuss with Plan Owners
• Transfer Project Status line
• Update Project Actual in MSP
• Generate Verification Report
• Review Verification Report with stakeholders
• Revise Project Actual in MSP
• Generate Project Performance Report – Project level / Account Level
• Analyze schedules and Status information
• Review Status with stakeholders

Required Tools
• MS Project Professional Server and Client Tools
• MS Office [Powerpoint, Excel etc]
• Sharepoint Server

Do these for efficiency in results
• Always use your MS-Project status information for reports
• Review reports with stakeholders and discuss + escalate risks
• Publish performance reports and discuss about improvement for productivity
• Publish RAG Status Reports for Backlog and Dependencies
• Publish status reports, revised schedules, Risks and Issues in common share-point portal – include clients to provide better visibility.

Using EPMO Reporting in efficient way improves the deliverable performance, limits the risks, and provides valuable visibility to stakeholders.

Enterprise Program Management Office

In recent days, whenever I introduce myself to anyone as EPMO project planning manager, they ask - “What is EPMO?” - :-). Enterprise Program Management Office is really new to many of the small and medium size organizations, because of less experience in such big projects. Let me take this opportunity to discuss few major points about EPMO and its operations here.

What is EPMO, and its responsibilities?

As a quick view Enterprise Program Management Office helps to speed up project implementations within existing company guidelines and improves efficiency in the realizations of the business delivery.

The main responsibilities of an EPMO regarding the different programs are basically

1. Strategic Resource Planning
2. Inter-project co-ordination
3. Overall project oversight
4. Cost estimations
5. Contingency planning
6. Quality Assurance
7. Resource Management
8. Professional Development
9. Coaching & Guidance of Management
10. Process and Change Management
11. Tool Support and Training

In our future articles, let’s discuss more about every single functional sections of EPMO…