In a previous article, I addressed the capabilities of Microsoft Office Project Portfolio Server 2007 to align portfolios comprised of projects, programs and applications with an organization’s strategic priorities. In that article I discussed the four phases of governance: create, select, plan and manage. During the fourth phase, manage, it’s important to report on portfolio performance in order to verify that the portfolios coincide with the organization’s strategic priorities.
The Reports in the Builder module lets you create reports based on attributes and filters contained in multiple report templates, thereby letting you show portfolio performance.
Figure 1 shows the Reports screen with the Existing Reports and Add Report tabs. The Existing Reports tab shows three previously created reports under Public Reports. Reports are accessible though the Select Level or Entity and Select Report Category options. The Select Level or Entity contains two dropdown options: 1) Organizations and Portfolios, and 2) Projects.
Figure 2 shows the nine Select Report Category dropdown options, General Information, Cost, Resource, Benefit, Issues & Risks, Change Requests, Schedule, Status Reports and Workflow.
The My Reports section contains private reports (no private reports are shown in Figures 1 and 2) while the Public Reports shows three that are available to other users. The Public Reports can be viewed and printed in a PDF reader such as Adobe Acrobat, Excel or a web format. To see a report in Acrobat, the radio button adjacent to the report must be selected; then click the Generate button on the right side of the screen. To see the reports in Excel or the web format, just click the desired format. For example, Figure 3 shows the Data Level Integration report in Excel.
The Other Reports Section contains three reports with formats that aren’t editable. Two of the three reports pertain to portfolio applications. The Application Redundancy Heat Map compares applications against business processes. The Application Functional Overlap Report shows the functional overlap of each application.
The Project Summary Report, of course, shows a summary report for a selected list of projects. Figure 4 shows a sample.
The Add Report tab enables users to create a new report based on templates associated with the Select Entity Type. Figure 5 shows the two templates for the Project Select Entity Type, and Figure 6 shows the 14 templates associated with the Organizations and Portfolios Select Entity Type.
To create a new report, select the template’s radio button and click the Define New hyperlink, which opens the template. Figures 7a, 7b and 7c show the entire template for Cost Tracking. In order to create a new Cost Tracking report, follow these steps:
- Select “Information Technology” from the Organizational Hierarchy dropdown menu.
- Because Information Technology is comprised of Network Engineering, Development and Infrastructure & Support Divisions, check the Select Children checkbox.
- Under the dropdown menu in Select Workflow States:
- Select “Workflow” instead of “Phases” in the Display workflow states by dropdown menu.
- Select “All” instead of “Major or Non-Major Project” in the Select Workflow dropdown menu.
- Check “Major Project Initial Review” and “Major Project Complete Request” checkboxes under Workflow States.
- Select “Actual Start Date”, “Actual End Date”, “TOTAL One Time Cost”, “Project IT Budget 2007”, and “NPV” under Project Attributes with no Quick Filters.
- Select “Financial Forecast” under Project Indicators with no Quick Filters.
- Select “Project Costs” under the Cost Line dropdown menu.
- Check the IT checkbox Under Cost Center.
- Select “Original Budget Cost-All Years” under Cost Tracking Attributes with no Quick Filters.
- Under Report properties, make these entries:
- Report Name: “Updated Cost Tracking Report”
- Comments: None
- Select Report Category: “General Information”.
- Don’t check Public Report; this report is private, and it is to appear under My Reports.
- Save New Report.
- Run Report (PDF).
Figure 8 shows the “Updated Cost Tracking Report” in PDF format. The information comprising all reports is derived from the current Project Portfolio Server 2007 repository.
Because the Public Report checkbox in Figure 7 is unchecked, the “Updated Cost Tracking Report” isn’t public. It appears under My Reports shown in Figure 9.
As shown in Figure 7, there’s an extensive list of project and cost tracking attributes. If new attributes are created, they’ll also appear in the respective attribute lists in all of the templates. To edit the “Updated Cost Tracking Report” or any of the Public Reports, select the report radio button and click the Edit button in the lower right corner.
There are also Snapshot Reports available in the Builder module exclusively on the Project Status, Cost Tracking and Resource Tracking Tabs. The purpose of the Snapshot Reports is to be able to compare on a monthly basis the project status, cost tracking or resource tracking progress for a project. The Snapshot Reports can be created on a regular basis by users, or the system administrator can automatically create the Snapshot Reports.
To create, delete or lock Snapshot Reports, open the Project Status, Cost Tracking or Resource Tracking Tabs and click the New Snapshot or Delete Snapshot in the upper right corner. Lock prevents a Snapshot Report from being edited. Figure 10 shows the Cost Tracking Tab and New Snapshot, Delete Snapshot and Lock.
When creating a new Snapshot Report, keep the default names or rename the Archive Report or the New Report as shown in Figure 11.
Once the Snapshot Report has been created, open the project in View instead of Edit, go to the proper tab and use the pull-down menu shown in Figure 12 to see previous Snapshot Reports.