www regouniversity com Clarity Educational Community Experts Unplugged

www. regouniversity. com Clarity Educational Community Experts Unplugged Uncovering Dashboards Presented by: Atul Kunkulol, PMP & Jennifer Scarlato

Agenda Introductions Overview Benefits of Dashboards Dashboard Levels 5 P’s of Effective Dashboard Delivery Technology Some Examples of Common & Useful Out of the Box Dashboards • Some Examples of Customer Requested Dashboards • Q&A • • 2 Clarity Educational Community

Overview of Dashboards • Many companies have executives that find it too complicated to navigate in CA PPM with too many places they have to look to understand data as a whole – Usually middle management summarizes data for upper management in Power. Point • Dashboards provide an easy-to-read interface that presents key information so users can understand how investments are performing, including – Schedule Status – Cost – Key Performance Metrics 3 Clarity Educational Community

Overview Of Dashboards, cont. • A well executed dashboard can provide a brief snapshot of the entire business in an easy-toread, at a glance view • Good dashboards are comprehensive, the metrics displayed are easy to understand, and they help users focus on the right things • The sole purpose of a dashboard is to summarize performance 4 Clarity Educational Community

DISCUSSION 1 How many of you are actively using Dashboard Reporting? Who is the audience for your Dashboard Reports? 5 5 Clarity Educational Community

Benefits of Dashboards • BUY-IN – Dashboards provide a convenient way for management to start looking at CA PPM data first hand – Once the rest of the organization realizes executives are using dashboards, they start maintaining the CA PPM Data (instead of managing in their own spreadsheets) – This automatically creates better quality data – Over time, CA PPM becomes the “one source of truth” 6 Clarity Educational Community

Benefits of Dashboards • Consistency in KPI reporting – Some large organizations have multiple PMO’s that result in multiple different processes – KPI’s are a result of the process developed by each PMO and could mean different things to different people – Dashboards bring consistency in reporting KPI’s, encouraging consistent processes 7 Clarity Educational Community

Dashboard Levels • Not all Dashboards are for all audiences • When creating dashboards it is critical to understand the consumers of the information being reported • Common audiences that will be viewing dashboards include – – CEO/board level Corporate vice president/director level IT/Bus strategic level, similar to above, but focused on IT or Bus IT/Bus operational dashboards 8 Clarity Educational Community

5 P’s of Effective Dashboard Delivery • Purpose – – – Clear objective Should deliver actionable insight Information relevant to the purpose and audience – less is more Draw attention to relevant trends, pain points, comparisons Balance the content – good and bad news; bad news only may be demotivating • Process – – Agile methodology (2 week sprints) Prototype to demonstrate the “Art of the Possible” Align requirements with the available technology User involvement 9 Clarity Educational Community

5 P’s of Effective Dashboard Delivery, cont. • Participants – Target select groups as audience, not the whole organization – Data is not “nice to have” if it doesn’t help the user arrive at actionable insight – Predefined conclusions relieves users from performing their own analysis • Pull – User friendly, engaging, and easy to use interface will make the user want to consult the dashboard frequently – Encourage interaction, drill down capability – A good dashboard needs little or no training 10 Clarity Educational Community

5 P’s of Effective Dashboard Delivery, cont. • Principles – Trust and integrity – data should be secure and validated against the source system – Test the functionality of the dashboard; should be error free. – 5 minute principle – Within 5 minutes, users should be able to review the dashboard, understand the metrics and trends, and be on their way… 11 Clarity Educational Community

DISCUSSION 2 What are common KPIs in your organization that you would like to track in a Dashboard Report? 12 12 Clarity Educational Community

Technology • Dashboards can be delivered using a single technology, or a combination of different reporting tools • This may include – – – – CA PPM Portlets CA PPM Reports Xcelcius (Currently planned to sunset) Jaspersoft ( CA PPM 14. 2) Sharepoint Excel Powerpoint 13 Clarity Educational Community

Sample Dashboards • Out of box Dashboards • Dashboards requested by Customers 14 Clarity Educational Community

KPIs by Project Type 15 Clarity Educational Community

Top 50 Project Watchlist 16 Clarity Educational Community

Project Status 17 Clarity Educational Community

Resource Shortages and Allocations 18 Clarity Educational Community

KPIs by Project Type 19 Clarity Educational Community

Project Portfolio Summary 20 Clarity Educational Community

Project Status Summary 21 Clarity Educational Community

Dashboards requested by Customers 1. 2. 3. 4. 5. 6. 7. 8. Project Tracking Project Financials Executive Project Status and Health Project KPI Dashboard PMO Dashboard Visual Process Flow Risk Dashboard 22 Clarity Educational Community

Dashboard # 1 – Project Tracking • Shows the Current Project Status and Trend • Allows drill down capability by – clicking on Pie slice (Red/Yellow/Green) to view projects with that overall status – click on the project and navigate to Current Status Report in Clarity 23 Clarity Educational Community

Project Tracking – Status Trend 24 Clarity Educational Community

Project Tracking – Current Status 25 Clarity Educational Community

Dashboard # 2 – Project Financials • Shows the Project Financials - Budget, Forecast and Actuals • Shows the Period Totals by Fiscal Period which can show seasonality • Cumulative Chart enables to validate if the overall costs are still inline or off track. • Summary Banner on the right to show Total Amounts. 26 Clarity Educational Community

Project Financials 27 Clarity Educational Community

Dashboard # 3 – Executive Project Dashboard • 360 degree view of Project • Powerful tool for the Executive or the PMO to view the overall status • Answers the following question for each LOB or Department- – What work is being done? – What is their Status? – What is the overall budget, forecast and Spend for each Period and Cumulative? – Is the project slipping milestones? – Are the Risks, Issues and Change Requests managed? • Drill down capability to answer all the above questions for each project 28 Clarity Educational Community

Executive Project Dashboard 29 Clarity Educational Community

Dashboard # 4 –Project Status and Health • Project Current Status and Health indicators • Project Status and Health indicators Trend • Powerful tool for the Executive or the PMO to view the overall status • Answers the following question for each LOB or Department- What are the major initiatives? What is their Status? Who are the Stakeholders? Links to important documents? Overall, Budget, Scope and Schedule Status and Trend for past 10 weeks – Project Health Indicators and Trend for past 10 weeks – Are the Risks, Issues and Change Requests managed? – – 30 Clarity Educational Community

Project Status and Health 31 Clarity Educational Community

Project Status and Health Drill down to Project details 32 Clarity Educational Community

DASHBOARD # 5 – Project KPI Dashboard • • • TOP-DOWN View of KPI’s Helps Quick Review of Metrics and Weekly Status Reporting to CIO Drill Down Capability to show the components of each KPI. Quickly Enables to figure out the improvements and opportunities for improvement Simple and Easy to navigate. Little or No training required. 33 Clarity Educational Community

Project KPI Dashboard Top Projects by Budget 34 Clarity Educational Community

DASHBOARD # 6 – PMO Dashboard 35 Clarity Educational Community

Dashboard #7 – Visual Process Flow (Prototype) 36 Clarity Educational Community

Dashboard # 8 – Risk Management Dashboard 37 Clarity Educational Community

Questions We hope that you found this session informative and worthwhile. Our primary goal was to increase your understanding of the topic and CA PPM in general. There were many concepts covered during the session, if you would like to contact any presenter with questions, please reach out to us. Thank you for attending rego. University 2015! Phone 888. 813. 0444 Email info@regouniversity. com Website www. regouniversity. com 38 Clarity Educational Community