Project Portfolio Management Template (PPM Dashboard)
What is Project Portfolio Management?
The goals of a project and the actions to achieve them can be mapped out in detail using a project portfolio management template.
It helps firms optimize their projects by ensuring they are in line with their overall goals and making the most of their available resources.
A project portfolio management template may help project managers and businesses prioritize projects, lessen risks, increase efficiency, and meet deadlines. This tool is developed to assist groups of any size and across all sectors in developing a method for overseeing their various project portfolios.
It’s a comprehensive report covering everything readers need to know to put together a solid portfolio.
What Should A Project Portfolio Dashboard Include?
Here are the core elements of PPM Dashboard:
Summary Dashboard
This is an overview of the Project Portfolio. This section consists of the total number of projects, milestones, tasks, planned hours, and actual hours.
Tasks by month from January to December are represented in bar graph form and linear graph with three major components in focus:
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Task Due
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Tasks Completed
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Tasks in Progress
- Task by StatusStatus sheds light on tasks that are canceled, completed, in progress, not started, and on hold.
- Task by priorities showcases the level of focus as high, medium, or low.
- Task complexity focuses on Level One, Level Two, and Level Three.
- Tasks assigned show the number of tasks assigned to members by name in a bar graph form.
Projects
This section focuses on different projects such as Project Alpha, Project Beta, Project Delta, Project Gamma, Project 1, and Project 2.
It also showcases the start and end date for each, along with KPIs.
The progress of each project is presented in the form of percentages.
Planned vs. Actual Hours are presented in graphic call form with minimum hours being zero to maximum being forty.
This bifurcated data is also represented in Bar Graph form with next arrow buttons to view each project’s information separately.
Similarly, the tasks in progress information are also shown in a chart form with focal areas being All Tasks, New – Yet to Start, In-Progress, Completed, On Hold, Cancelled, and Not Started.
The total number of Projects and the total number of Tasks can be approached in the summary area.
Milestones
This segment has milestones disseminated in percentages and categorized as follows:
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Live
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Produce the Plan
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Project Development
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Test
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Live
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Define Problem
The start and end dates for each milestone of each project are visible.
The total number of tasks, the hour’s data, be they planned or the actual invested, and well as the milestone status can also be gathered from this segment.
Tasks
This segment focuses on information to be available for each project individually.
The project names, e.g., Project Gamma and Over Due, are mentioned at the top.
Task priorities such as High, Medium, and Low can also be viewed.
Task complexity is divided into Level One, Level Two, and Level Three.
Task progress from New-Yet to Start to Not Started is encompassed in a table.
Furthermore, Tasks in Progress, Tasks due Next Week, High Priority Tasks in Progress, and High Priority Tasks due This or Next Week are present in the percentile.
Upcoming Tasks and Milestones are enlisted with their starting date, due date, status, progress, and the person responsible in focus.
Gantt
This segment includes data such as:
- Filter Projects
- Days
- Weeks
- Months complete or remaining
- Project Development
- Projects
- Milestones
- Tasks
- Completion in percentage
- Start Date
- End Date
- Days Required
Heat Maps
This segment facilitates managing time more efficiently. It sheds light on team bandwidth and helps assign tasks or roles. It includes:
- Select the Year option, where you can choose the year to either add new data or retrieve archives
- Metric, which refers to Planned Hours
- Select Person
- All Projects
- Months
- Total
Calendar
This section is a Project Calendar for each project individually. It includes years, months, and days like a normal calendar.
This calendar helps mark key achievable tasks, goals, important meetings, objectives, and requirements involved during the project.
To-Do List
The segment provides information related to Activities by StatusStatus, meaning progress, Activities by priority; activities by a person, which refers to the person accountable for an assigned task; and Activities by Month.
Risk
This section focuses on possible risks that may arise during a project. The information incorporated here is based on the following:
- Total Outstanding Risks/Issues
- Risk by StatusStatus includes; Requested, Approved, Planning, In-Progress, Complete, and On-Hold.
- Risk Matrix that focuses on the impact, such as; Insignificant, Minor, Moderate, Major, and Severe.
- Likelihood includes; Almost Certain, Likely, Possible, Rare, Unlikely, and Very Unlikely.
- Risks/Issues that are Low, Medium, High, and Extreme.
- Risks identified and Updated for thirty days.
- Risks identified by Months.
Resources
This area gives a graphical representation of the resources involved and the progress of tasks assigned to the concerned person. It includes:
- Total Resource
- Total Tasks
- Tasks in Progress
- Person
Reports
This template section is used to develop reports of the project portfolio and all segments involved. Microsoft Excel, PowerPoint, and PDF reports can be generated.
Contact Us
This provides information such as phone numbers, email addresses, and websites for internal and external stakeholders to get in touch.
Data Sheet
This consolidated form sheet provides an overview of the entire project portfolio. It includes:
- Project Type
- Milestone
- Task
- Assigned To
- Start Date
- Days Required
- End Date
- Progress Percentage
- Status
- Completion Date
- Priority
- Complexity
- Planned Hours
- Due Rank
- Project Over Due (Days)
- Milestone Over Due (Days)
- Task Over Due (Days)
- Task Completed Late (Days)
- Due This Week
- Calculations
Risk & Issues
This is an event-based worksheet. This section includes the following:
- Description
- Project Name
- Owner
- Likelihood
- Impact
- Identified On (Date)
- Last Updated
- Category
- Status
- Score
- Level
- Reason
- Effect
- Strategy
- Remarks
To-Do List
This list includes the following:
- Title
- Category
- Assigned To
- Due On
- Status
- Priority
- Remarks
Pivot
This section allows a real quick analysis of the data present in the template. It includes:
- Planned Hours
- Actual Hours
- Heat Map
- All Projects
- Tasks
- Options
Calculations
This section refers to analyzing or studying all the processes invested in a project. It encompasses:
- All Projects
- Milestones
- Tasks
- All Resource
- Progress
- Status
- Complexity
- Priority
- Years
- Months
9 Types of Project Portfolio Management Dashboard Templates
Project Status Dashboard
This dashboard provides real-time updates on the status of individual projects within the portfolio.
Key metrics may include project completion percentage, milestones achieved, and upcoming project deadlines.
Color-coded indicators can convey whether a project is on track, delayed, or facing issues.
Resource Allocation Dashboard
This type of dashboard focuses on resource management, including human and financial resources.
It displays resource allocation across different projects, helping organizations balance resource availability and project demands.
Users can identify resource bottlenecks and optimize allocation for maximum efficiency.
Financial Dashboard
Financial dashboards offer insights into project budgets, costs, and financial performance.
Metrics may include budget vs. actual spending, cost variance, return on investment (ROI), and projected financial outcomes.
These dashboards help assess the financial health of the project portfolio.
Risk Assessment Dashboard
This dashboard highlights potential risks associated with various projects.
It categorizes risks, assigns risk owners, and tracks mitigation efforts.
Visualization tools such as risk matrices and heatmaps can be used to prioritize risks.
Priority and Ranking Dashboard
This type of dashboard aids in prioritizing projects based on their strategic alignment and value.
It often includes scoring mechanisms or decision matrices that consider factors like project importance, ROI, and resource requirements.
The result is a clear ranking of projects for allocation and execution.
Timeline and Milestones Dashboard
Timeline dashboards display project schedules and milestones.
Gantt charts or timeline views offer a visual representation of project timelines, dependencies, and critical paths.
Users can assess the overall project portfolio timeline and identify potential conflicts.
Portfolio Summary Dashboard
This high-level dashboard provides an overview of the entire project portfolio.
It aggregates data from other dashboards and offers insights into the portfolio’s overall health and performance.
Key metrics may include total budget, resource utilization, and portfolio alignment with strategic objectives.
Project Health and KPI Dashboard
- This dashboard tracks key performance indicators (KPIs) specific to each project.
- Metrics could include project ROI, customer satisfaction, and quality measures.
- It allows stakeholders to assess the success and impact of individual projects.
Approval and Governance Dashboard
- Governance dashboards focus on project approval processes and governance structures.
- They provide visibility into project proposals, approvals, and compliance with organizational standards.
- Decision-makers can ensure that projects align with strategic goals and adhere to governance policies.
Conclusion
A project portfolio template is essential if you are a project manager looking to improve efficiency. Centralizing information improves transparency, facilitates resource allocation, lessens risks, and speeds up decision-making.
A well-designed project portfolio management template can increase the chance of projects being aligned with strategic goals, efficiently managed, and successfully executed by project managers.
Many important aspects of managing and monitoring projects are incorporated in the template, such as overviews, status and progress tracking, resource allocation, risk assessment, finances, and dependencies.