The question is, do I run my projects or do my projects run me?
As Project Managers, it can be difficult managing projects. The truth is, without the best online project management software to help us, before long, we can lose track of the many plans, tasks, and people we oversee.
PPM software like WorkOtter, unlike traditional Project Management tools (a pencil, a sheet of paper and a methodology), has gone a long way in simplifying the complex PPM process.
To be master of your projects, it takes more than entering data points. It all comes down to the type of portfolio you select to organize your projects.
For instance, you can come up with a solution that uses many features or a feature that is specific to a solution.
Best Online Project Management Features:
- Project Planning: this is the most important function of PPM software. It allows simple project design, while taking historical trends into account.
- Scheduling and Time Management: Easily register time on work items and take people’s work schedule into account. Also, keep real-time account of not only time, but budgets as well.
- Tracking project evolution: stay updated so programs and projects do not veer off track.
- Resource allocation: make sure you’re working on the right things at the right time with advanced forecasting features. See who is overworked/underworked in real time.
- Communication and Collaboration: Easily post comments and concerns, communicate with external stakeholders all while keeping a full historical record of all communications.
- Document sharing: Productivity is increased via a central document repository accessed by project stakeholders.
Project Portfolio Management software is easy to use, giving you an edge over your competitors. It optimizes customer satisfaction by helping you get the project done ASAP. All stakeholders come out as a winners, which may be the largest benefit of project management software.
Reports In PPM
We rarely get the luxury of working on just one project at a time.
How do we keep up with every single one of them and still ensure they stay on time and on budget?
How do you track the major milestones in a project?
The primary function of a project report is to deliver a snapshot status of a project’s progress. The more detailed the report, the more efficient it will be. The efficiency of the project report also provides sponsors, teams, executives, and investors with up to date analysis of the project making it easy for them by highlighting the major milestones and phases of the ongoing project. Furthermore, the project manager is obligated to ensure that every report is clear enough to understand.
Visuals are the primary messengers in a project report. Visual reports may come in form of charts, graphics, graphs, tables, and other graphical visual illustrations. PPM like WorkOtter comes with over 60+ preconfigured reports. It allows users to customize and personalize templates. With PPM software, users can readily distribute printed or digital reports.
Seven Common Report Types
This report that contains the information on the various project-related expenses. Expenses like travel, supplies, equipment, rent, fees, and other expenses that may be incurred during a project. The report serves the function of reviewing the costs of the project, up to a specific milestone.
This report is used to keep track of employees. It serves as an attendance record. Generally, timesheet reports are created in a tabular format where each section of the table includes project name, members in the team, date, and hours. The report can measure and review the productivity of each employee. A brief conclusion is also always necessary at the end of the timesheet report in order to explain the important issues that may have occurred during the course of the project. The best online project management software like WorkOtter allows team members and PMs to enter and/or approve time. Users can then easily generate a number of preconfigured timesheet reports.
Project Status report
A project status report is one of the most common and comprehensive types of report. It contains visuals that describe the ratio of work completed to schedule variance, to cost variance, risks, issues, changes, and decisions. Project Status reports are almost always simple and concise.
Project Workload report
The project workload report provides a visualization of the utilization and workload distribution of your team, within a specific set of projects. This particular report presents each assignment given to each resource and also the time taken for its distribution across calendar days. This is always a visual report that is mostly always color-coded to easily help the reader easily take note of sections with over allocation issues and dive down to find a solution to them.
The report that represents the overall “big picture” status information of ongoing projects is the portfolio report. This report covers the whole landscape of the project. It contains progress indicators like overall budgets, overall workloads, and other general information. It compiles information about project and programs organization-wide. The information contained in a portfolio report concerning a particular project assists executives. It allows them to make data-driven decisions.
Milestone reports are one of the most important types of reports as it includes important information related to milestones. This report is usually given to sponsors and executives so they can judge progress. Milestone reports need to be simple so all stakeholder can understand them. It generally includes % of progress, and/or visuals to make it easier for the information to be understood. The information in these reports can also be used to determine the general efficiency of the rem=sources being used in the project.
Task Completion report
A task completion report is used to show sponsors, executives, and management the achievements and tasks completed during the course of a project. In a task completion report, there is a summary of the overall project plan. This will also include the latest information about completed tasks. It should be generated weekly to ensure the project is transparent throughout its lifecycle.
Project tracking report
This report is the most important report for project managers. It provides visual cues and notifications about the progress of their projects. A project tracking report helps them observe forecasted costs, effort, progress, and deliverables against the actual costs, effort, progress, and deliverables. This report also helps guide project managers to take necessary preventive measures needed to steer the project in the right direction.