4 Ways to Improve Project Reporting with SharePoint

4 Ways to Improve Project Reporting with SharePoint

August 7, 2018 by

Having accurate, up-to-date, and accessible project reports is key to understanding project progress and helps the team to make better, more informed decisions.

 

Download your free SharePoint project template with reports, metric tiles, and dashboards! 

 

Using SharePoint for project management creates a single source of project truth, improving project and portfolio reporting. It’s also easy to share that information with the relevant audiences in a format that works for them.

In this article, I’ll share four best-practice tips for project reporting on SharePoint with BrightWork.  You’ll see how to collect the right data, create tailored reports, use portfolio reports, and share reports via email.

 

4 Ways to Improve Project Reporting with SharePoint

1. Focus on high-quality project data

The saying “garbage in, garbage out” is very true with project reports!

On any project, you will have many people updating and looking for information in the project site.

You’ll need to make sure that all the data entry points are optimized to collect the right information. It’s also important to make this process as easy as possible for your team.

The project sites, forms, and any other deliverables should be set up to guide the project managers and team members to give updates in line with your local guidance and practices.

Here is an example of a form for entering an issue that collects the relevant information. Once the data is collected, the information will roll-up to other reports and dashboards as needed.

 

 

 

2. Use the right project report for your audience

Everybody working on the project is busy and needs to see different reports.

Team members will prefer to get work reports, with upcoming and overdue tasks. The ‘My Work’ is a list of tasks assigned to the logged-in user.

 

Senior managers often like  “one-liners” about active projects, with high-level details about the project health and status.

 

 

Project managers need various reports for tasks, issues, risks, and so on.

 

 

Take a look at this short video for more details on the types of reports included with BrightWork.

 

 

 

3. Leverage high-level project portfolio reports

Spilling over a bit from the point above, let’s take a closer look at “one-liner” reports for senior managers and stakeholders.

A portfolio dashboard, a single page with roll up information from all active projects, improves visibility – without increasing administration work.

BrightWork includes two portfolio reporting templates:

 

Project Office

This template displays real-time data from all projects in the hierarchy in a single dashboard.  As reports are updated in individual project sites, this data roll-ups to the relevant dashboards.

Senior executives can easily keep up-to-date with ongoing projects, without having to look for updates!

At any time, users can drill down into a particular project site for more details.

Project Office is frequently used to manage projects in a business unit or department.

 

 

Portfolio Reporting

This template allows senior executives to create a personalized dashboard with any combination of projects.

Both templates include dashboards with:

  • Project Status Reports and Charts
  • Project Gantt / Schedules
  • Work Reports and Charts
  • Issue and Risk Reports and Charts
  • Project Status Reports
  • Scorecards of Key Metrics
  • Exception and In-Trouble Reports.

 

 

4. Use automated reminders and notifications

In a perfect world, folks are coming to your SharePoint project management site and checking those updates on their own when they are supposed to. But let’s be realistic, that won’t always be the case!

So you could set up some sort of automatic notifications and alerts, helping to ensure that nothing falls through the cracks.

For example, you could send team members the following prompts:

  • Monday: review their open work and upcoming tasks.
  • Friday morning: update the progress they’ve made that week. With BrightWork, a team member only has to update an item once, and all reports and dashboards are updated.

 

On Friday afternoon, all project sponsors and stakeholders receive an automated report of that weeks’ accomplishments that is correct!

 

Next Steps

If you’d like to improve project reporting on SharePoint, our free project management template is a good starting point. A no-code solution for SharePoint On-Premises, the template includes a range of out-of-the-box reports:

  • Project Homepage with RAG indicators, metric tiles, and Task by Status Chart
  • Tasks List
  • Issues List
  • My Work and Work Reports (including Work Due Soon, Overdue Work, Open Work, Closed Work, & Unassigned Work)
  • Project Status Reports.

 

 

Editor’s Note: This post was originally published in September 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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