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How to Track Resources in SharePoint with Configurable Reports

December 15, 2017 by

SharePoint can be configured quite easily to provide a collaborative site to track and manage all project-related work. Tracking work and responsibilities, knowing who is doing what, and seeing how work is progressing is simple with your project site in SharePoint.

 

See BrightWork Project Resource Management for SharePoint in action with our video tour! 

 

Collaborative project sites in SharePoint are a great way to track the work on a single project.  But, I’m sure you have more than one project underway at any given time!

With BrightWork, you can transform your SharePoint environment into a portfolio management tool, rolling up crucial data across all your projects into a set of unified dashboard reports.

Here are a few ways you can use BrightWork and SharePoint to track work and resources in your project portfolio easily and efficiently.

 

How to Track Resources in SharePoint with Configurable Reports

1. Track work at a glance

Senior executives like to get a snapshot of the projects underway.  It’s important to get the high-level overview to see what’s on track, what isn’t on track, and any issues that may be popping up.

Here we see a roll-up dashboard report showing the top 5 Open Tasks and top 5 Open Issues under each project in the portfolio.  You can easily see what work is in flight and spot any red flags early.

 

Track Resources in SharePoint with Configurable Reports

 

 

2. Track who owns each work item

Want to see this roll-up information sliced and diced in different ways? It’s easy to see who owns a particular work item.  Here are see Open Project Issues by project and who is assigned to work them.

 

Track Resources in SharePoint with Configurable Reports

 

3. Visualize if anyone has too much on their plate

In order to complete the project successfully, you’ll need to ensure that the work is distributed evenly across the project team and that the right person is working on the right piece of work.

You’ll need a higher level resource report that gives you an easy way to see if somebody is over-allocated.

BrightWork has simple resource tracking reports to help you visualize the distribution of work.

In the screenshot below, Alex Hankin and Ann Wallace are over-allocated in different weeks (highlighted in yellow).  This type of report makes it easy to see, at a glance, how your resources are being assigned and easily re-assign work to team members who have more capacity.

Track Resources in SharePoint with Configurable Reports

 

 

4. Help team members manage their tasks

There are also different ways to notify your resources that they have work assigned to them in BrightWork.

There is a variety of ways to help team members manage their to-do list. You can set up email notifications for resources when they are assigned work.

They also have access to My Work reports using BrightWork.  These lists focused on the person who is logged in to BrightWork, so it provides a very fast way for resources to see their Open, Upcoming or Overdue Work.

Track Resources in SharePoint with Configurable Reports

 

 

This post was originally published in October 2014 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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