1. Office of Project Management Metrics Report Presentation
Phil Braun
Project Management Consultant – Alliant Energy – Office of Project Management

2. Framework
Metric Report is run at least monthly (some are every two weeks)
Every project is assigned two dates and two dollar amounts
Triangle Inner – Finish date (based on Project Schedule) and dollar amount are updated every two weeks
Triangle Outer (Goals) – Finish date and dollar amount to include contingency (Determined in Project Charter and Project Change Requests)
Comparing the current TI to the TO every reporting period = Remaining Contingency
Triangle Inner Cost/Date
Triangle Outer Cost/Date
Contingency

3. Metrics (continued)
When completed, the final report will contain the following worksheets in an Excel Workbook for each project governed by OPM:
Accomplishments
Dashboard
Vendor Scorecard
Change Management Dashboard
Metrics Report
Task Graphs
Project Performance Graphs
Resource Allocation
Resource Non-Working Time
Triangle & Benefit Summary
Risk Matrix
Issues Matrix
Communications Matrix
Training Matrix
Decisions
(Updates at least monthly)
After review I see this as a Table of Contents/Agenda/topics to be covered slide to bring the various topics clarity and to help identify when we are switching gears… I did lose sight of this during the presentation so perhaps a graphic (in the footer?) although with this many tabs that might just be too crowded to see 

4. Accomplishments
Following questions are answered by the Project Manager in the Accomplishments page in the project metrics report:
Review Date
Project Driver (Time, Cost, Scope)
Overall Project Health (Completed by OPM using Project Dashboard)
Executive Summary
Key Decisions, Issues, and/or Risks
Significant Accomplishments Since Last Meeting
Major Work Planned Over Next Period
Comments
Follow up Items from previous meeting
Outcome of Action Items from Previous Meeting

5. Project Dashboard Used to communicate status of the project.
Information taken from latest metric report and put into Microsoft Excel
Dashboard is then made into .pdf file and placed on Company Intranet
Data entered into input area that drives formulas to calculate variances and determine overall status color
All Projects are rolled up to Portfolio Dashboard 5

6. Project Dashboard (continued)
Input area 6

7. Project Dashboard (continued)
Calculated Fields
Time and Cost Contingency
Color indicator based on matrix
Not necessarily intuitive – the contingency status is worse as the % decreases (remaining contingency I assume) and the duration status worsens as the % increases (variance I assume). 7

8. Project Dashboard (continued)
Calculated Fields
Average Task Completion Rate:
Resource Over allocation
I noticed it a couple of slides back in the midst of a lot of data but now that it is highlighted… what is PMPA Score?
PMPA Score 8

9. Project Dashboard (continued)
Overall score calculation
Every new project starts with a total of five (5) points.
The resulting score determines the overall project health indicator as follows: GREEN equal to or greater than 3.5 and up to 5 points; YELLOW equal to or greater than 2 and up to 3.4 points; RED equal to 0 and up to 1.9 points
If a project is projecting over budget or late,then its Overall Health will be indicated as “RED.” 9

10. Project Dashboard (continued)
This one will likely need to be BIGGER for us old folks! 10

11. Vendor Scorecard
Vendor Scorecard is completed by the Project Manager to track Vendor performance on a project. The following data is tracked:
Overall Vendor Performance
Project Name
Vendor Name (one report done for each vendor if multiple vendors on project)
Type of Contract
Contract Dollar Amount
Purpose for Vendor
Has this Vendor been used on a previous contract?
Current Risk Score for Vendor portion of Risk Matrix and Risk Level for Vendor
Questions on Vendor Performance
Each section contains a comment area that can be used if needed
Purpose for Vendor - Not sure I get this one… the vendor’s purpose is to make money off of you… I guess that this it is not meaning you are looking for here

12. Vendor Scorecard Questions
Resource (Red, Yellow, Green, N/A – Answers)
Is the vendor providing enough resources to get the work done?
Are the vendor resources knowledgeable about the product?
Is the vendor responsive to questions and requests?
Is the vendor Project Manager performing effectively?
Performance (Yes, No, or N/A – Answers)
Are deliverables being completed on time?
Is the cost still in-line with the current contract?
Is the vendor providing tasks that are essential for project success and are they updating those tasks on timely basis?
Is the vendor meeting quality expectations?
Issues (Taken from Issues Log – Automatically calculates Red, Yellow or Green)
Customer Satisfaction (Yes, No, or N/A – Answers)
Meets commitments made to Stakeholders?
Is the Project Manager satisfied with the vendor?
Is the Project Team satisfied with the vendor?
Escalation (Yes, No – Answers)
Have you had to escalate any issues to the vendor’s management?
If yes, were the issues resolved as expected?
Vendor Milestones (Green or Red based on if Milestone is completed on time)
Updated from metrics report

13. Example of Vendor Scorecard (Page 1)

14. Example of Vendor Scorecard (Page 2)

15. Project Change Management Dashboard

16. Metrics Report
The metrics report is ran by using a macro that exports a Microsoft Project schedule to a Crystal Reporting engine that then exports the following information to Microsoft Excel.
Metrics completed in categories:
Project Plan Summary
Date Summary/Task Summary
Tracking Milestones
Cost Summary/% Completion Rate
Miscellaneous
Comments
Audit Summary
Metrics Summary
Project Plan Audit
Project Plan Metrics

17. Metrics Report (continued)
Project Plan Summary

18. Metrics Report (continued)
Date/Task Summary

19. Metrics Report (continued)
Tracking Milestones
List of Milestones set by Project Manager
Fields Tracked include the following:
Task Name
Triangle Inner Date
Triangle Outer Date
% Complete
Difference in weeks

20. Metrics Report (continued)
Cost Summary/% Completion Rate

21. Metrics Report (continued)
Miscellaneous
# Scope Change Requests
Approved changes to scope on the project
PMPA Score
Internal score used to gauge strength of schedule
CSAT (Customer Satisfaction) Score
Currently in progress to determine best way to capture metric

22. Metrics Report (continued)
Comments
Used to comment on changes that may need to be made to schedule
Used to relay information regarding schedule and metrics report

23. Metrics Report (continued)
Audit Summary

24. Metrics Report (continued)
Metrics Summary

25. Metrics Report (continued)
Project Plan Audit
Displays activities that are on the Critical Path
Project Plan Metrics
Displays following activities:
Tasks scheduled for completion by the current status date
Tasks scheduled for completion by the current status date and actually completed
Tasks scheduled for completion by the current status date that were deleted
Late tasks
Total tasks deleted
Total tasks added
Grand total of tasks completed since last status date
Tasks scheduled to be completed during next period

26. Task Graphs

27. Task Completion History Graphs
Shows the Task completion rate by reporting period

28. Forecasted Project Completion Date
Calculates Approximate finish date based on tasks being completed every reporting period
Uses trend lines for analysis

29. Project Performance Graphs

30. Time & Cost Contingency
Contingency is the difference between the Triangle Inner Date/Cost and Triangle Outer Date/Cost
Graph shows contingency history by reporting period

31. Percent Complete

32. Time vs. Work
Graph is created in Microsoft Project using Analyze Timescaled Data in Excel… Add in.
Graphs work to be completed over the length of the project.

33. Resource Allocation

34. Resource Allocation
Shows Percent of Allocation by Week
Capacity (Includes Vacation and Holidays)
Resource Name
Shows all projects that resource is assigned to
Data is taken from Project Server 2007 – Resource Center and downloaded to Microsoft Excel.
Macro is then ran to format data and add color, format, etc.

35. Resource Non-Working Time
Resource Enters Non-Working time into Microsoft Outlook Add-In
Time is placed in MS Outlook calendar and also placed into MS Project Server
Resource Calendar impacts project schedule
Report allows PM to see scheduled time off for team

36. Triangle and Benefit Summary
Triangle Outer and Triangle Inner information
Cost broken out by year and summed
Scope – Must have and nice to have
Explanation of benefits

37. Matrix Types Risk Matrix Header of Risk Matrix Updated weekly
Projects categorized as High, Medium or Low risk
Following categories are used:
Technical, Quality & Performance
Project Management
Organizational
Vendor
Other External
Header of Risk Matrix

38. Matrix Types (continued)
Issues Matrix
Used to track issues on the project
Header of Issue Matrix
Communications Matrix
Used to track needed communications relevant to project
Header of Communications Matrix

39. Matrix Types (continued)
Decision Matrix
Used to track decisions made by project team or decisions that affect the project
Header of Decision Matrix
Training Matrix
Used to track training needs for the project
Each project can develop and maintain their own training plan

40. Portfolio Dashboard
Legend

41. Examples
Examples of metrics reports are available as a hard copy here today
If you are interested in receiving a soft copy please