Project Dashboard

Introduction

The Project Dashboard aims at giving an overview of the status of all the IT projects in terms of lifecycle and progress.

Phases

There are four different phases:

  • Initiating
  • Planning
  • Executing
  • Closing

In order to track each phase, the following status are defined:

  • Not started
  • Ongoing
  • Finished

Gates

There are four different gates that define the transiton between phases:

  • Request for Initiation
  • Request for Planning
  • Request for Execution
  • Request for Closing

In order to track each gate, the following status are defined:

  • Not started
  • Submitted
  • Approved
  • Rejected

Progress

The overall progress of IT projects is measured in % completed and % remaining.

Open Questions

  • How is the progress of a project estimated?
    • One possibility is to get progress information from the the project manager every month or quarter
    • Does the measured % completed refer to the whole project lifecycle or just the executing phase?
      • I would say Executing Phase.
  • What elements are taken into account (elapsed time, resources consumed, deliverables produced, etc.)?
    • We could indeed track elapsed time to compare % completed.
    • We could include the list of deliverables/milestones as well
    • Resources consumed may indeed make sense in some projects, this could be tracked as well (if resources means effort then it would imply team members completing monthly timesheets as is required for EC projects)
  • Where do we record and manage risks for projects?
    • We can include a risk register with the following fields
      • Risk ID: number identifying the risk
      • Description: show description of the risk
      • Category: whether the risk is external (outside our direct control), technical (HW or SW related), organisational (overall resources and culture which could impact the projectís implementation) or project management related (how the team directly working on the project operates and what internal aspects of your team could impact your projectís success)
      • Probability: how likely is the risk to occur.
      • Impact: if the risk takes place, how seriously will it impact your project (Low, Medium, High)
      • Approach: whether the risk will be monitored, avoided or mitigated.
      • Action: if you plan to mitigate or avoid the risk, what are the steps involved, and when will they occur
      • Person responsible for overseeing or mitigating the risk
      • Comments
  • What is the role of the Project Management Office (PMO) in tracking project progress? What happens if a project is not progressing as expected?
    • The proposed process is for the project manager to submit a project status report once per quarter.
    • The PMO will review such status reports and produce a portfolio summary for IT mgmt.
      • Major issues (e.g. risks that have been realised), deviations (e.g. delays) should be highlighted and corrective action taken which may result in escalation and a change request for the project.
  • What is the frequency of the reports? Quarter could be too much for short projects and Monthly too often for long projects. To be decided on a case by case basis?
  • What is reported?
    • Elapsed time (Executing Phase only)
    • Deliberables/Milestones if any (do we want to track the status?)
    • What about risks? Are they included in the report?
  • How do project managers report? By mail using text? Using a template? Writing directly in the project dashboard? Or is it the PMO?

References

-- MariaALANDESPRADILLO - 2021-12-16

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Topic revision: r6 - 2022-01-10 - MariaALANDESPRADILLO
 
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