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Reports - Project Dashboards

When you click on Reports you will be able to see the tab to access Project Dashboards:
project_dashboard1.png
Note: The Projects will display in Alphabetical order

Use the Display drop down on the top right to change the filter option by Project Status (Draft, Live, Closed, All)


Using Dashboards:

  • A Dashboard is a collection of Widgets. 
    Simply double click on a Dashboard to see the     widgets. 
    Widgets are small sections which provide users with summarised information:
    company_dashboard2.png

     

  • At the top left of the Company Dashboard tab, click + New

    Proj_Dash_Create0.png

    You will see the Create Dashboard screen:
    stakeholder_-_create_project_dash.png

    Name -     Shows in the blue header bar of the Dashboard
    Design -     Layout Options
    Share with all -     Give access for anyone with the Reports menu to view this Dashboard, if you want to share the Dashboard with selected Profiles or specific Users.
    You will be able to do this once your Dashboard is created and the     share tab becomes available.

    Only for stakeholders     - Select this option if you are intending to share the dashboard with external users / customers so they can not see report information which are not intended to be shared (e.g risks and issues)

    Example of Dashboard with stakeholder option ticked:
    Header bar is yellow and restricted items are not included in the view.
    stakeholder_dash_-_yellow.png

    Example of Dashboard with stakeholder option not ticked:
    Header bar is blue and all items are shown.
    stakeholder_dash_-_blue.png

    Note: This view applies to anyone the Dashboard is shared with,  if you wanted internal users to see all information and external users to only see the restricted information you would need to create two versions of the Dashboard with the stakeholders option ticked for the customer version.

    Select icon -     Choose from list a picture to display on the left hand side of your Dashboard
    report_new_dash_icons.png
    Description -     Additional Information shown in the yellow box from your Dashboard List screen
    Send the report periodically -     Once your widgets are configured you can check the box to send your report out on a regular basis.

     

  • Click Add Existing from the top right
    reports_add_existing.png

    The screen will show any existing Dashboards available but not currently included in your view, if you have a lot of Dashboards showing you can search by name:
    reports_add_existing_available.png

    On the bottom right of each Dashboard there are some options:

    reports_add_existing_add.pngAdd - To include the Dashboard back in your view
    reports_add_existing_edit.pngEdit - Takes you to the General Information tab to update Name, Layout, Icon, Description and Sending Report
    reports_add_existing_delete.pngDelete - Remove the Dashboard completely, this will no longer be accessible.
    reports_add_existing_share.pngShare - Takes you to the Share tab
    reports_add_existing_i.png    Info - This gives the same pop up as the ? icon on the Dashboards, confirming the owner and creation date

  • Click on the ? icon on the Dashboard header and look for the name next to created by:
    report_owner.png

  • From the Dashboards List screen, click on the red x for the Dashboard you want to remove
    project_remove_dash.png
    You will be asked to Confirm:

    report_del_dash2.png

    Remember when a Dashboard is deleted it     can not be recovered so you will need to confirm you are sure you want to delete this:

    report_del_dash4.png

    If you need the data again, you will need to     recreate the Dashboard.

  • You can double click on the four squares icon to change to Grid view:
    project_dashboard2.png

     

Using Widgets:

  • On the top right of the screen you will have the Add Widget button.
    This will display a list of any widgets which are available to add by clicking on the white arrow on the top right of the blue header bar.

    project_dash_add_widget.png

    Note: You can add multiple widgets of the same type e.g For the Widget called "Project Effort & Cost" you may want to have one version to show effort and another version to show Cost.

     

  • To remove a widget click the X on the top right.
    Any widgets which have been removed will always be available to add back in again.
    company_dash_del_widget.png

     

  • On the top right hand side you have an option to change the layout.
    The most commonly used is 2 columns (split 50/50) but you can select whatever option you prefer.
    company_dash_layout.png

     

  • Click the title of a Widget and drag it to the desired position.
    Move your most commonly used widgets to the top of the screen or whichever order you prefer.

     

  • Using the single arrow on the top right of a Widget allows you to minimise the widget so only the blue header row is visible.
    company_dash_minimise_widget.png

     

  • Clicking on the arrow in the middle will expand the widget to full screen.
    overview_expand.png

    Once expanded, the arrow icon will change to point inwards, this will set the widget back to normal size.
    overview_reverse.png

    The expand arrow is also shown again at the top right of the screen, this will maximise your Overview screen by hiding the menu items on the left.  

    The     X will close the screen until a new menu/screen is selected to be displayed.
    overview_top_right.png

     

Sharing / Sending Dashboards:

  • If you are the owner (person who created the Dashboard) you will see a cog icon:
    report_dash_cog.png
    When you click on this you can go to the share tab:
    company_dashboard4.png

    Double click in the screen to get to edit mode, where the pencil icon shows on the tab.
    You will now have the option to:
    Share with Everybody     (*Any user with Access to the Reports menu)

    Share with     Selected Users, which gives you two actions:
    - Clicking on the blue icon report_share_users.png to search for and give access to specific users
    report_share_users2.png

    - Clicking on the grey icon to give access to users based on their profile
    report_share_users3.png

    Users you have shared the Dashboard with will now have the option to view or export the Dashboard.
    They can not make any changes to the Name, Description, Icon, Shared With or Send Periodically details.

     

  • If a Customer / User gets this error when clicking on a shared dashboard:
    shared_dash_error.png

    Look at Resources > Profiles > Profiles List and check the Access:
    shared_dash_error2.png

    The Reports menu will need to be ticked for users to see the Dashboards shared with them.

     

  • If you are the owner (person who created the Dashboard) you will see a cog icon:
    report_dash_cog.png
    This will take you a general information tab where you have a tick box to     Send the Report Periodically to any users on the Share tab
    report_send_auto.png
    The report can be sent as an     attachment or a link - This option is set at Company Level under Admin > Configuration > Company Preferences > Scheduling Report Delivery

    lamp.pngThe Send Report Periodically option is best suited to data tables, some of the graph views can not be included.  If you need the graphs we would recommend using the export option instead.


    If you do not have the cog icon you have 3 options:
    - Ask the Dashboard owner to update the settings
    -Export the Dashboard manually to send / share
    - Recreate a copy of the Dashboard so you can send automatically

     

  • When you double click into a Dashboard you can use the export button on the top right.
    You have the options for Docx, PDF (Page Break or No Page Break) or Excel.
    report_export.png 

Widgets Available for Project Dashboard:

  • Widget:
    chkpt_widget.png

    Configure:
    chkpt_config.png
    *Note: The     Project drop down option will only appear when added to a     Company Dashboard - only one Project can be selected.  
    To view multiple Projects you can go to PMO > Projects > Checkpoints OR create multiple versions of the checkpoints dashboard.

    Available Fields:
    Name
    End Date (Planned End Date of Flagged Task in Schedule)
    Real End Date (Actual End Date)
    Real Progress (% Complete based on tasks prior to this checkpoint)

    Example View:
    chkpt_example.png
    *Note: A     Baseline can be selected from the drop down at the top right if required

    Additional options can be reached from expanding the widget using the arrows on the top right
    chkpt_addtnl.png

    Export Options - Allows you to     export the data table to CSV, Excel or PDF format:
    chkpt_export.png

     

  • Widget:
    prog_widget.png

    Configure:
    proj_configure.png

    Note: The Group By drop down is only available for the Company Dashboard, the drop down gives the options to group by Organizational Unit, Project, Tag (Inclusive or Exclusive)

    The     Lines Diagram will display planned / actual / earned or ideal information for the view selected (Cost, Effort or Progress).  For cost and progress you will have the option to select a Baseline on the top right.

    The     Bar Chart option will display planned / actual information for the View selected (Cost, Effort or Progress)

    The Data Table will show the fields selected from the tick box options.

    What is Ideal PV on the Lines Diagram option?
    Ideal PV is a reflection of the current planned curve, shown as a red line reflecting what is in the plan right now.
    The difference between the blue line (Planned Progress) and red line (Ideal PV) is a change in the scope of what was originally planned against current planned values.


    Example View with effort:
    prog_example.png


    Additional options     can be reached from expanding the widget using the arrows on the top right
    prog_addtnl.png

    Expanding the widget will include     all views; line diagram, bar chart and data table

    Within a     Project Dashboard, you will be able to see / update the condition on the top right:
    prog_condition.png

    The details panel gives you the same options as the configure cog icon.

    Export Options - Allows you to export the line diagram, bar chart or data table as an PNG image:
    prog_export.png

    FAQ - Why do I see spikes in my Project Progress report?
    If you see significant dips in your progress report, this is because the project plan was changed (tasks replanned / added / removed) after the project was made live.
    This report shows a snapshot of what the planned / actual progress was, so historical values will not change.
    project_progress.png

     

  • Widget:
    GENERAL_PROJECT_INFO_WIDGET.png

    Configure:
    GENERAL_PROJECT_INFO_config.png

    Available Fields:
    Alias, Name, Description, Target Start Date, Target End Date, Project Manager, Project Sponsor, Milestones, Check Points, Initial Budgeted Cost, Organizational Units, Tags, Customers, Status, Initial Expected Revenue, Actual Budgeted Cost, Actual Expected Revenue, Scheduled Cost, Scheduled Revenue, Actual Cost, Actual Revenue, Project Custom Fields

    Example View:
    GENERAL_PROJECT_INFO_EXAMPLE.png


    Additional options can be reached from expanding the widget using the arrows on the top right
    gen_addtnl.png

    The details panel gives you the same options as the configure cog icon.

    Export Options - Allows you to export the data table as  CSV, Excel or PDF:
    gen_export.png

     

  • Widget:
    deliverables_widget.png

    Configure:
    deliverables_config.png

    The Group By drop down gives the options Complexity, Condition, Health, Priority, Responsible, Status or Type

    Example View (by complexity):
    deliverables_example.png

    Additional options can be reached from expanding the widget using the arrows on the top right:
    del_addtnl.png

    Additional Filters     gives you some further options:
    del_filter.png

    The details panel gives you the same options as the configure cog icon.

    Export Options - Allows you to export the pie chart, bar chart or data table as an PNG image:
    deliverables_export.png

     

  • Widget:
    milestones_widget.png

    Configure:
    milestones_config.png
    Note: The Project option will only appear for the Company Dashboard

    Available options:
    Milestone Name
    End Date (Planned End Date from Schedule)
    Real End Date (Actual End Date - When Milestone Task marked as Completed)
    Health

    Example View :
    milestones_example.png
    *Note: A Baseline can be selected from the drop down at the top right if required

    Additional options can be reached from expanding the widget using the arrows on the top right:
    milestones_addtnl.png

    The details panel gives you the same options as the configure cog icon.

    Export Options - Allows you to     export the data table as CSV, Excel or PDF format:
    milestones_export.png

    Note: Tasks listed with 0 hr effort can show with a     diamond icon on the Gantt chart but this report widget will only show actual milestones where you see the green diamond icon next to the Task Name on the schedule:
    milestone_diamond.png

     

  • Widget:
    tab_widget.png

    Configure:
    Tab_config.png

    Note: The From / Project / Blueprint options and the Item "Projects" will only be available from the Company Dashboard

    Available options to add to the Data Table will change depending on Item selected

    Example View (Risks) :
    tab_risks.png
    Additional options     can be reached from expanding the widget using the arrows on the top right:
    tab_addtnl.png

    The details panel gives you the same options as the configure cog icon.

    The Additional Filters gives 2 options:
    Choice, where you can filter by Item e.g. Risks (all other options will show as greyed out)
    tab_filters.png

    Filter    , where you can filter on any other options (Risks will show as greyed out)
    Status, Condition, Responsible, Impact, Probability, Tags, Schedules, Category, Risk Strategy, Source
    tab_filter2.png

    Export Options     - Allows you to     export the data table as CSV, Excel or PDF format:
    tab_export.png

     

  • Widget:
    proj_eff_cost_widget.png

    Configure:
    proj_eff_cost_config.png
    *Note: The Project drop down option will only appear when added to a Company Dashboard - only one Project can be selected.  

    For comparison of multiple Projects, you can create the dashboard multiple times or try using the PMO > Projects > Progress view for effort and the PMO > Projects > Costs view for costs.

    Example View (expanded to show both effort and cost):
    proj_eff_cost_example.png

    If you are not sure what the indicators are based on, hover your mouse over the     green i on the left to get more information:
    proj_eff_cost_tooltip.png
    Additional options can be reached from     expanding the widget using the arrows on the top right
    proj_effort_cost_addtnl.png
    Expanding the widget will include both the effort and cost views.

    On the top right you will see a spanner icon for Metrics:
    proj_eff_cost_metrics1.png

    Metrics allows you to adjust the traffic light system for both Effort & Cost:
    proj_eff_cost_metrics2.png

    Options - Additional Filters, allows you to set how often the view is updated:
    proj_eff_cost_filters.png

    Export Options - Allows you to     export the effort or cost view to CSV, Excel or PDF format:
    proj_eff_cost_export.png

     

  • Widget:
    risks_widget.png

    Configure:
    risks_configure.png

    X Axis:Cost, Exposure, Probability
    Y Axis: Cost, Exposure, Impact
    Size: ForBubble Diagrams, select the value to represent size of the bubbles, choose from Cost, Exposure, Vulnerability


    Example View (Matrix):
    risks_example.png

    Example View (Bubble Diagram):
    risks_example2.png



    Additional options can be reached from expanding the widget using the arrows on the top right
    risks_addtnl.png

    When you expand the widget you will see     both the matrix and bubble diagram views.

    Additional Filters give option to select Tags / User Responsible:
    risks_addtnl_filters.png
    The details panel gives you the same options as the configure cog icon.

    Export Options - Allows you to export the matrix or bubble diagram as a PNG image:
    risks_export.png

     

     

  • Widget:
    sched_widg.png

    Configure:
    schedule_prog_config.png

    Example View    :
    sched_example.png

    Additional options     can be reached from expanding the widget using the arrows on the top right
    sched_addtnl.png

    Expanding the widget will give you a wider view of the data table, which is useful if you have a lot of the column options selected.

    The details panel gives you the same options as configure

    Export Options - Allows you to export the data table as CSV, Excel or PDF format:
    schedule_prog_export.png

     

  • Widget:
    tasks_widget.png

    Configure:
    tasks_config.png
    Group By Options: Complexity, Condition, Health, Priority, Responsible, Status

    Example View (Expanded view showing pie chart, bar graph and data table):
    tasks_example.png

    Additional options     can be reached from expanding the widget using the arrows on the top right
    tasks_addtnl.png

    Options - Additional Filters, allows you to filter by Status, Health, Condition, Complexity, Priority, Resources, Schedule Status or Tags
    tasks_filters.png

    The details panel gives you the same options as configure

    Export Options - Allows you to export the pie chart, bar chart or data table as a PNG image

     

  • Widget:
    text_widget.png

    The     text widget gives you greater flexibility for the information displayed as part of your report dashboards but it must be updated manually by the report owner.

    Configure:
    text_configure.png
    Note: The only part of this widget to configure is the     Name.

    When the widget is first added, you will only be able to see white space.
    text_widget_plain.png

    Double click     into the widget to get the     text editor.
    text_widget_edit.png

    text_icons1.png
    New - Deletes all existing information and starts with a blank sheet.
    Print - Print the text widget view
    Paste (Plain Text)
    Undo / Redo

    text_icons2.png
    Insert / edit a link
    Add Icons
    Insert Table

    text_icons3.png
    Bullet Points
    Numbered List
    Decrease Indent
    Increase Indent
    Find and Replace
    Show blocks
    Source Code (HTML)

    text_icons4.png
    Font 
    Font Size
    Bold, Italic, Underline, Strikethrough
    Align Left, Centre, Right or Justify
    Text Colour, Background Colour
    Clear Formatting

    Example View    :
    text_example.png

    Additional options     can be reached from     expanding the widget using the arrows on the top right
    text_addtnl.png

    Expanding the widget will give you a wider view of the data table

    The details panel gives you the same option as     configure which only allows you to update the widget name

    Export Options - Allows you to     export the data table as a PNG image.

     

     

  • Widget:
    approvals_widget.png

    Configure:
    approvals_config.png


    Example View (Data Table):
    approvals_example.png


    Additional options     can be reached from expanding the widget using the arrows on the top right
    approvals_addtnl.png

    Options - Additional Filters:
    Choice - Filter by Tasks
    Filter - Filter by Approval Health, Approval Status or Schedule.
    approvals_filters.png

    Export Options - Allows you to export the data table as CSV, PDF or Excel:
    approvals_export.png

     

  • Note: The Time Logs widget is a summary of hours logged per Task - If you need more detail go to Resources > Timesheets Report

    Widget:
    time_logs_widget.png

    Configure:
    time_logs_conf.png

    Example View    :
    You will see a list of     Task Names with the total hours logged.
    Click on the + icon to expand, which will include a breakdown of hours logged per day.
    time_logs_example.png


    Additional options     can be reached from     expanding the widget using the arrows on the top right
    time_logs_addtnl.png

    Filter Options
    - Filter by     Choice allows you to select Tasks
    - Filter by Filter allows you to select any of the other options
    time_logs_filter.png

    lamp.pngThis widget will default to only show Time Logs created by the user who is logged in. 
    If you need to see the Time Logs for all Resources on the Project, click on Filter by     Filter and select any Resources to be included from the Resources option and click Save.


    If you filter by Resource, an extra column showing the resource name will be included.
    This is helpful if a Task has been worked on by multiple resources.
    timelog.png

    Expanding         the widget will give you a wider view of the data table.

    The details panel gives you the same options as     configure

    Export Options - Allows you to     export the data table as CSV, Excel or PDF format:

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