Project Reporting Scenarios

3 Project Reporting Scenarios Your Senior Executives Will Love

September 1, 2017 by

One of the most common challenges faced by senior executives is a lack of visibility into ongoing and proposed projects.

When this happens, projects are in trouble beyond rescue before anyone notices, approved projects may not be aligned with the strategic objectives, and good resources can be way under-or way over-allocated.

 

Learn more about BrightWork project reporting on SharePoint in our video tour 

 

It doesn’t have to be that way!

Here are three project reporting scenarios (in SharePoint!) that will give your senior executives the necessary visibility they need into project statuses, resources, and the project pipeline in order to be able to make decisions and provide guidance to keep projects on track.

 

3 Project Reporting Scenarios Your Senior Executives Will Love

1. Project request management for selecting the right projects

The idea of managing project requests seems like it should be simple.  Is the project going to provide value? Yes? Approved!

But, it’s not that easy.

In many organizations, the process for deciding which projects get approved or dropped is informal and inconsistent.  Just because someone has an idea for a project does not mean it is the right project for your organization!

Having the ability to capture and log project requests is the critical first step.  How can you rank and prioritize new projects if you don’t even know what they are?

Senior executives need to be able to easily rank, assess, and report on proposed projects.  This will enable a consistent and objective project selection process that ensures are approved projects are aligned with organizational goals.

This process is built right into the Project Request Manager template in BrightWork.

In this template, all team members can log a request for a new project.  Those requests are then queued up and sent to the appropriate approver (typically a senior executive) for sign off.

Project Request Manager Template BrightWork

 

They can jump into the list of requests, rank using drag and drop, and approve the projects that will deliver the highest return on investment.

The ability to report across all project requests in one system ensures that all approved projects align with the organizations’ strategic deliverables.

 

Project Request Manager Template BrightWork

2. Real-time portfolio dashboards for visibility across all projects

Project updates that senior executives receive can often vary in quality, timeliness, and accuracy.  When they don’t have visibility into the health of projects, issues and problems are not known until it’s too late!

No one likes bad news, especially bad news that is late! So don’t let this be a problem for your project management reporting.

BrightWork provides a series of reporting dashboards in SharePoint, with metrics and traffic light indicators, delivering instant visibility across all the projects in an organization.

The beauty of using BrightWork and a hierarchical project structure in SharePoint is that the portfolio dashboards roll up information from all the projects below.

Projects managers only have to create a status report at the project level, and that update percolates up to the portfolio dashboard used by senior executives.

They no longer have to go chasing updates.  It’s all there in on the portfolio dashboard in real-time. The dashboards can be built with visually striking charts, KPIs, scorecards that quickly paint the project picture.

 

Project Summaries BrightWork

 

With BrightWork, the reports can even be emailed on request or on a schedule. For example, maybe senior executives want to receive an email every Friday morning with an update on that weeks’ progress.

Of course, they can check the Project Office site at any time for an update and see the information in real-time as well.

This kind of real-time visibility allows senior executives to easily identify projects in trouble, and drill down into detail specific projects that require attention.  All the better to help out on a project before it’s too late!

 

3. High visibility resource management for optimal resource allocation

I think it would be rare for a person to be working on only one project.

It is more likely that project team members are assigned lots of different projects and initiative at the same time… and they have to do their day job!

Team members with special expertise or scarce skills will always be in high demand. Without the appropriate visibility into how resources are allocated across projects, it is difficult to ensure that the right resources are working on the right projects at the right time.

BrightWork ships with a simple resource report in SharePoint that shows a breakdown of each team members’ workload.  Visual indicators will light up when a particular resource, team, or department has more work assigned than they are able to deliver.

Resource Management Report BrightWork

 

Even a simple resource report like this one allows executives to see exactly how much work each team member is assigned. When they see that a particular team member has too much on their plate, they can help divert additional resources to avoid bottlenecks and keep all projects on track.

 

Conclusion

With these three reporting capabilities enabled, senior executives no longer need to spend time seeking and compiling the information, freeing them up to make faster and more informed decisions, ultimately leading to projects that are more successful.

 

Image credit 

Editor’s Note: This post was originally published in April 2015 and has been updated for freshness, accuracy, and comprehensiveness.

 

Billy Guinan

Billy is a Demand Generation Manager at BrightWork, where he helps customers successfully manage their projects and portfolios using SharePoint.

Billy is a graduate of the Villanova School of Business and holds a Master’s degree from National University of Ireland, Galway. Outside of BrightWork, he enjoys reading, trying to golf, and walking his pug named Nova.
Billy Guinan

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