BrightWork Project Office on SharePoint

Flexible Cross-Project Dashboards in the BrightWork Portfolio Reporting Area

October 24, 2019 by

With lists, libraries, sites, and site collections, the SharePoint platform is really well suited to project management.

BrightWork leverages the hierarchical structure of SharePoint to create a logical project management structure for organizations.

The parent-site and sub-site structure is reflected in BrightWork as the Project Office template and individual project sites.

BrightWork Reporter is behind it all, enabling the Project Office to report on, or roll-up, all the project data from the sites beneath it.

Typically, this hierarchy aligns to organizational structure, with a Project Office for Finance, Marketing, Engineering, IT, etc.

So it starts with project sites to manage individual initiatives, which roll up to department-level project office dashboard, all of which roll up to the high-level business Project Office.

What is the Portfolio Reporting Area in BrightWork?

Project Office templates in BrightWork adhere to the logic of the project management hierarchy.

They will report only on the projects (or project offices) beneath them in the hierarchical structure.

Portfolio Reporting sits outside of this is structure.

In BrightWork, a Portfolio is a special type of reporting site that operates like a dynamic Project Office.

Any site you add to the Portfolios list in a portfolio will be reported on as if the site were under the portfolio site.

This enables you to create collections of project sites for your own reporting purposes.

With a Portfolio in BrightWork, you can pick and choose the projects you want to report on.

To understand the significance of this, look at the image of another project hierarchy below.

The highlighted Project Office automatically reports on the sites in the red box.

A portfolio would allow you to report on just the sites in the blue boxes (or any mix of sites that made sense to you).

 

Why You Would Use Portfolio Reporting in BrightWork?

Selectively report across different projects

As noted above, the Project Office template reports on its child sites, or the sites grouped underneath it.

The Portfolio Reporting is super handy when you need to report on a group of projects that fall outside the typical hierarchy.

It could be a series of project that are of particularly high-value, maybe sensitive projects that require extra scrutiny, or some other grouping that is of importance to you.

 

Manage permissions to a set of projects

An added benefit of SharePoint is using permissions to control access to a site and content.

With your BrightWork Portfolio Reporting dashboard, you can set unique permissions for those who can access the site, read it, and edit information to control sensitive data.

 

Types of Project Management Reports in the BrightWork Portfolio Area

Similar to the Project Office, Portfolio Reporting includes a set of cross-project dashboards that enable senior executives to see, at-a-glance, how all projects are performing and easily identify the ones that are in trouble.

Once the projects are added to the Portfolio Reporting, the template has a suite of dashboards built in that roll-up data from nominated projects, automatically and in real-time.

Some of the flexible cross-project reporting dashboards include:

  • 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

 

Conclusion

Out of the box, BrightWork uses sites and sub-sites (Project Sites and Project Office dashboards) to create a logical project management office hierarchy.

But, sometimes you need more flexibility in order to get the visibility you need… and that’s where BrightWork Portfolio Reporting comes in!

Think of it like your own personalized Project Office!

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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