Projects Reports and Analytics (Dashboard – People, Projects, Customers)

Projects Reports and Analytics (Dashboard – People, Projects, Customers)

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Dashboard – People, Projects, Customers

Managers can benefit themselves from People tab of Dashboard, which will help them make good decisions regarding Personnel. On top of that, Projects and Customers tab give a 360° view of your Business Projects.

Dashboard (People perspective)

  1. Click on Application Menu icon> Reports and Analytics> Dashboard.
  2. Select People tab.
  3. Select the Functional Group and the Division you would like to review.
  4. Provided that you are a Team leader in a group, you may zoom-in a specific Team.
  5. Specify the Personnel you wish to review or select results based on Personnel’s Role.
  6. Zoom-in a specific time period to get first results from the Dashboard. Press Fetch. 
    • Utilization(%): This is the sum of Chargeable hours divided by the Total capacity of hours, as in a percentage.
    • Billable(%): This is the sum of hours of booked Work tasks in Projects divided by the Total Scheduled hours, as in a percentage.
    • Chargeable(%): This is the sum of Chargeable hours divided by the Total Scheduled Chargeable refers only in tasks that exist in all Project types, except Internal.
    • Total capacity: The number of hours that this/these Personnel has/have in their Schedule on the selected period.
    • Overtime: The number of hours of Tasks that are set with Overtime type of Work and are connected with a Process/Project.
    • Scheduled Time: The number of Scheduled hours in Tasks that are connected with a Process/Project.
    • Not Productive Time: This is the Total Capacity of Hours subtracted by the sum of all Tasks’ duration of work that is connected with a Process/Project.
    • PE Value(%): This is the percentage of Billable hours divided by the Chargeable.
    • Absenteeism%: This the percentage of sum of Personal absences divided by the sum of working days.
    • Productivity Avg: The average of personnel ‘ productivity, as calculated based on the KPIs connected to the Process/Project work.
    • Efficiency Avg. %: The average of personnel ‘ efficiency (on time-on the given duration-given on the KPIs connected to the Process/Project work).
    • Holiday: The sum of Absences with type Vacancy and Public Holidays.
    • Overtime: The sum of Absences that have used extra given Entitlement, which has been added due to overtime work.
    • Sick Leave: The sum of Absences with type Sickness.
    • Maternity/Paternity Leave: The sum of Absences with type Maternity/Paternity Leave.
    • Personal: The sum of Absences with type Vacancy.
    • Other Absences: The sum of Absences with type Long Service Leave and Short Term Leave.
    • Public Holiday: The sum of Public Holidays.Dashboard - People, Projects, Customers - 1

Work

Press Details tab to expand the Work Window in the Dashboard. Select Work tab.

You may see the personnel Names and next to them some valuable information, such as:

  • Capacity: number of hours that this Personnel has in their Schedule on the selected period.
  • Total Scheduled: The number of Scheduled hours in Tasks that are connected with a Process/Project.
  • Not Productive: This is the Total Capacity of Hours subtracted by the sum of all Tasks’ duration of work that is connected with a Process/Project.
  • Invoiced: The sum of hours of booked Work tasks in Projects.
  • Chargeable: This is the sum of Chargeable hours are the hours that are spent on tasks that exist in all Project types, except Internal.
  • Not Chargeable: This is the sum of Tasks’ hours that are spent on tasks that exist in all Project of type Internal or other Projects with non Chargeable hours.
  • Overtime: The number of hours of Tasks that are set with Overtime type of Work and are connected with a Process/Project.
  • Utilization: This is the sum of Chargeable hours divided by the Total capacity of hours, as in a percentage.
  • People Effectiveness: This is the number that indicates Invoiced hours divided by the Chargeable. The higher this value is, more effective the Personnel is.

You may Print or Export to .csv the Results of the Dashboard.

Absences

Press Details tab to expand the Work Window in the Dashboard. Select Absences tab.

You may see the personnel Names and next to them some valuable information, such as:

  • Public Holiday: The sum of Public Holidays for this Personnel.
  • Personal: The sum of Absences with type Vacancy for this Personnel.
  • Sick Leave: The sum of Absences with type Sickness for this Personnel.
  • Maternity/Paternity Leave: The sum of Absences with type Maternity/Paternity Leave for this Personnel.
  • Overtime: The sum of Absences that have used Entitlement, which has been added due to overtime work for this Personnel.
  • Other Absences: The sum of Absences with type Long Service Leave and Short Term Leave for this Personnel.
  • Absenteeism%: This the percentage of sum of Personal absences divided by the sum of working days of the selected period.

You may Print or Export to .csv the Results of the Dashboard.

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Dashboard (Project Perspective)

  1. Click on Application Menu icon> Reports and Analytics> Dashboard.
  2. Select Projects tab.
  3. Select the Functional Group, Division, related Account. You may zoom-in a specific projects by selecting the Project ManagerProject, Project State, Project Tags, or specific Dates range.
  4. Press Fetch to get results from the Dashboard.
  5. On the Project Dashboard you may view the following:
    • Total Expenses (Sum): Budget Expenses and Actual Expenses amount for all the pre-filtered Projects.
    • Total Income (Sum): Budget Income and Actual Income amount for all the pre-filtered Projects.
    • Average Margin (%): The average Margin for all the pre-filtered Projects. Margin for a Project is calculated by the difference between Budget Income and Actual Expenses, which is then divided by the Budget Income in order to give the Percentage (%).
    • Over Budget (Sum): The sum of Over Budget for all the pre-filtered Projects. This is calculated by the difference between Actual Expenses and Budget Expenses for the respective Project(s), provided that Actual Expenses are greater than then Budget Expenses for the selected Project(s).
    • Projects per Month (graph): The Opened and Closed Projects for the selected criteria (e.g. for the selected Functional Group).
    • Performance Index (graph): The Cost Performance Index (CPI) and Schedule Performance Index (SPI) for the selected criteria (e.g. for the selected Functional Group). These factors are extensively explained in Earned Value Analytics. Thus, Cost Performance Index (CPI) is the ratio between Earned Value and Actual Cost, which shows whether or not Project Manager has the expected Progress in the Project Work, when compared with the actual Expenses. Schedule Performance Index (SPI) is the ratio between Earned Value and Planned Value, which shows whether or not Project Manager has the expected Progress in the Project Work, when compared with the budget Expenses he has planned. CPI that is greater than 1 means that you are earning more than the amount spent; you are under budget. CPI that is less than 1 means that you are earning less than the amount spent, so you are under budget. CPI equal to one, means that earning and spending are equal. SPI that is greater than 1, means that more work has been completed than the planned one and you are ahead of schedule. On the other hand, SPI that is less than 1, means that less work has been completed than the planned work; thus, you are behind schedule. If SPI is equal to one, you are on
      time.
    • RAG Status Count & RAG status Turnover (pie charts): In the 1st pie chart, you may see the RAG status of the Projects that align with the pre-selected criteria in filters. In the 2nd pie chart, you can see the Target Turnover (Contract Value) of these Projects combined with their RAG status.
    • Projects Turnover Per Month (graph): Here are displayed the Contract Value(s) of the Project(s) resulted in the pre-filtered criteria.

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  1. Press Details to view information available in-detail (for a selected Project or multiple Projects – as selected in the pre-filtered criteria). Get informed on Project’s:
    • RAG Status: The current RAG status of that Project.
    • RAG Status Note: Any note added in the latest automated RAG Status change.
    • Scheduled Start Date/Scheduled End Date: The Scheduled Start and End Dates of the Project.
    • Contract Value: The given Contact Value in the start of the Project.
    • Budget Expenses/Budget Income: The budgeted amount of Expenses and Income inside the Project that may refers to Labour Work, HW/SW or Other financials.
    • Actual Expenses/Actual Income: The actual amount of Expenses and Income inside the Project that may refers to Labour Work, HW/SW or Other financials.
    • Margin (%): The difference between the Budget Income and the Actual Expenses, when divided by the Budget Income so as to give a percentage.
    • Rating: The rating of the Project that can be edited from Project Admins inside the Project’s summary.
    • Actual Cost (AC): Also known as Actual Cost of work Performed (ACWP) is the actual amount of money spent and is placed in the actual and approved Chargeable Tasks of the Project.
    • Planned Value (PV): Alternatively, this can be named as Budgeted Cost of Work Scheduled (BCWS). In planned value, you will have all the Budget Expenses of the Project up to today’s date or selected end range date (Workpackage-based).
    • Cost Variance (CV): The difference between the EV and AC. (Cost budget at Completion (BAC) is the budget cost that Project Manager can track through Progress Management. This can alter based on the cost that is expected to be spent for this project from the project manager perspective. Earned Value (EV) is the amount of money earned from completed work in a given time. It is also calculated based on the % of Project Completion and BAC that is set in Progress Management feature by Project Manager. Alternatively, you may name it Budgeted Cost of Work Performed (BCWP).)
    • Schedule Variance (SV): The difference between EV and PV.
    • Cost Performance Index (CPI): The ratio between EV and AC, which shows whether or not Project Manager has the expected Progress in the Project Work, when compared with the actual Expenses. CPI that is greater than 1 means that you are earning more than the amount spent; you are under budget. CPI that is less than 1 means that you are earning less than the amount spent, so you are under budget. CPI equal to one, means that earning and spending are equal.
    • Schedule Performance Index (SPI): The ratio between EV and PV, which shows whether or not Project Manager has the expected Progress in the Project Work, when compared with the budget Expenses he has planned. SPI that is greater than 1, means that more work has been completed than the planned one and you are ahead of schedule. On the other hand, SPI that is less than 1, means that less work has been completed than the planned work; thus, you are behind schedule. If SPI equal to one, you are on time.
    • Estimate to Completion (ETC): The expected amount of money that will be spent to complete the remaining part of the Project. This can be calculated from the difference between the Estimated at Completion (EAC) and Actual Cost (AC).
    • Estimated at Completion (EAC): This indicates the total estimated cost of the Project, which is calculated based on the ratio of the budget cost that Project Manager adds through Progress Management feature (BAC) and the Cost Performance Index (CPI).
    • Variance at Completion (VAC): This gives you an indication of how much you are under budget or over budget when the Project completes. This is the difference between the Budget at Completion (BAC) and Estimate at Completion (EAC). Positive variance means that Project is under budget and negative variance means that Project is over budget.
    • Status based on the Average Performance Index: This is the sum of CPI and SPI divided by 2, which actually gives an indicative number. If number is less than 0.65 will be highlighted in black, number from 0.65 to 0.85 is highlighted in red, number from 0.85 to 1 is highlighted in yellow and number greater than 1 is highlighted in green.
  1. Press Hide to hide the Details
  2. Navigate to different pages with Next, Last and Page # buttons, or on each Column name to Sort results ascending or descending.
  3. Click on Print or Export to .csv buttons to print or export information, respectively.
  4. Click on Actions button of the Dashboard to navigate in extensively Project Reporting.

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Dashboard (Customer Perspective)

  1. Click on Application Menu icon> Reports and Analytics> Dashboard.
  2. Navigate to Customers tab.
  3. Select the Functional Group, Division, related Account and press Fetch to take results from the Dashboard.
  4. On the Customers Dashboard you may View and Print the following:
    • Total Projects (Sum): Total number of Projects for all the pre-filtered criteria.
    • Total Turnover (Sum): Total of the Contract Values (Turnover) for the Projects that align with the pre-filtered criteria.
    • Average Delay/Early Days (Completed Projects) (%): For the completed Projects that align with the pre-filtered criteria, if the Actual End Date is greater than the Scheduled End Date, you will get the average of a + %. Otherwise, this will be a -%.
    • RAG Status Count (pie chart): In the pie chart, you may see the RAG status of the Projects that align with the pre-selected criteria in filters.
    • Customer Acquisition per month (chart): In the chart, it is displayed the number of new Customers that company has earned, which is basically is counted when a new Project starts with them.
  5. Press Details to view an overview of results available (for a selected Customer/Account, Division or Functional Group – as selected in the pre-filtered criteria). Get informed on Account’s:
    • Customer: The Account name, where you may click on to navigate to its details.
    • Created At: Date that this Account has been added in the system.
    • Number of Projects: This is the number of Projects that are administered by you.
    • RAG Status: These are all Customer’s Projects view based on their RAG status.
    • Contract Value: This is the amount of money that are confirmed in the total of Projects for this Customer.
    • Average Margin (%): The average Margin for all the pre-filtered Projects. Margin for a Project is calculated by the difference between Budget Income and Actual Expenses, which is then divided by the Budget Income in order to give the Percentage (%).
    • Average Delay/Early Days: For the completed Projects of this Account/Customer, if the Actual End Date is greater than the Scheduled End Date, you will get the average of a + %. Otherwise, this will be a -%.
    • Average Rating: The Average Rating of all the Projects of this Account/Customer, which was added by the Project Manager in each Project’s Summary.
  6. Press Hide to hide the Overview/Details
  7. Navigate to different pages with Next, Last and Page # buttons, or on each Column name to Sort results ascending or descending.
  8. Click on Print or Export to .csv buttons to print or export information, respectively.

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