Portfolio Dashboard Views

Modified on Wed, 27 Nov, 2024 at 2:28 PM

The “List View” gives you a grid representation of everything you see in the “Widget View”. It displays a standard Cora PPM grid containing a list of all the projects on the Executive Dashboard.

From here you can apply additional filters and conduct further analysis of the projects using the drill through and pop out capabilities this view provides.

Whatever you select in the filters will display on the Widget View, Timeline View and the List View equally. The three views are connected.

Navigate to the top right-hand side of the Portfolio Dashboard pane and Click on “List”.

In the example below, we have selected from the “Projects” filter - drop-down list, five projects:

This will open the grid view of the five selected projects.

Note: All of the standard Cora PPM Grid features such as “Show Columns” and “Export” all work and behave in the same way detailed in the “My Dashboard” document.

The “List View” provides you with a grid of information that is interactive. Many columns are either hyperlinked to navigate to the corresponding page in Cora PPM or include a pop-out icon.

In the following example we will look at the Pipeline Project and the interactive features in the grid. The pop-outs allow you to get between various different parts of the screen.

Click on the pop-out icon beside the “Pipeline” project.

This will open the “Project Health Check” information pane. Dependent on your sites configuration this may be different or may bring you to an alternative screen in Cora PPM.

To view the details of the Project Manager:

Click on the icon beside the Project Manager’s name – in this example it is “Tom Davies”.

This will open the pane with the roles and responsibilities of the team members for the project.

Changes to the team can be made from this pane by selecting the new team member(s) from the drop-down list of names under the role.

In our example, the STP Development project shows it is under budget:-

The status is: Green

The budget is: 1,312,500.00

The forecast is: 320,000.00

The Actual is: 42,000.00

Click on the pop-out icon next to the 10 open issues. This opens the following pane:

Click on the description to drill down into the details.

This opens the following “Edit Issue” pane where you can view and edit the “Issue” details without having to leave the dashboard (you must have update permissions on the project to change it from the dashboard).

To view all the “Open Risks”:

Click on the pop-out icon next to the 11 open risks

This will open the following pane:

This opens the following “Edit Risk” pane where you can view and edit the “Risk” details, without having to leave the dashboard (you must have update permissions on the project to change it from the dashboard).

Filter by Project Type

To see information by a specific project you can use the “Views” filter.

Select the Project you want to view. In the following example we are looking at “Capital Projects”.

The grid view pane shows that we have “Filtered by” Budget:

Drag and Drop filters

You can drag a column from the grid up to the top bar beneath the filters, to group by that column.

For example, if you wanted to review all of the projects by Project Manager, dragging the “Project Manager” column header to the top, will group projects by “Project Manager”.

In the following example we have grouped the information by the “Project Manager”.

You can see all the projects for each project manager and the information relating to their specific projects.

In the following example we are looking at the Project Manager “Tom Davies”. We can see he has three projects. We can also view, the project status, financial information and the life cycle summary. By using the “Show Columns” you can select the columns that you want to display and view. Likewise, you can “Hide” the columns you do not want to view.

Note: For more information on Show/Hide columns go to My Dashboard.

You can further refine the information by adding another Group to the filters section of the screen, by simply dragging and dropping another Column Header.

In the following example we are going to add the “Project Type”.

You can now see that the Projects Tom Davies is working on have been grouped by Project Type: Capital Project and Transformation Project and we can see the budget, forecast and actual, plus % complete by individual project and total projects per group.

All the column headers can be moved to the Filters Section on the screen to create the view of information you need to see.

To remove any of the Groups from the filter bar, simply click on the “x” beside the name of the group(s).

Removing all the groups will bring you back to your original screen.

Export the Grid

As with most Cora PPM Grids, the grid view can be exported to Excel by clicking “Export”.

This behaviour is the same as already described and outlined in the “My Dashboard” and ”Project Dashboard” documents.

Move Projects

You can also use the grid view to move projects.

For example, you can review a list of projects from this view and you can move them by using the “Move” function.

Check the box(s) next to the project(s) you want to move

Click “Move”

This will open the following pane where you can select a new destination.

Click into the “Move To:” box to open the drop-down list.
Select the folder you want to move your project(s) to. In the following example we have chosen “Capital Programme”
Click MOVE PROJECTS

You can now see the two selected Pipeline projects: “Internal Training Improvements” and “Internal Workshops” are showing in the Capital Programme structure.

Timeline View

The timeline view provides users with visibility of the duration of projects and programmes within the portfolio, together with key milestones and task attributes.

You can set the filters to interrogate and see the information shown on the screen.

The “Timeline” view date range comes from the dashboard date range. This can be changed by clicking on the drop-down and selecting a new date range.

Selecting the timeline view, displays one row for each project in the portfolio. Each row includes a timeline bar and, depending on the settings chosen, the milestones for those projects.

This view gives you the ability to look at milestones on the project.

Milestones can be scrolled through using the bar at the bottom of the screen.

Note: Only the first and last approved baselines are available for selection. This is because the Portfolio Dashboard can include projects from across many different programmes of work each with their own different baselines.

Note: The timeline view includes almost exactly the same functionality as available in the Milestone Gantt.

Settings

To change the timeline display, click the settings cog on the far left of the page.

This opens the following pane which displays the settings menu where you can adjust the display parameters.

You can change the date range, level of zoom, add milestones, phases, baselines and options:

Your settings are saved and applied to all projects when you navigate between them. You cannot have different settings for different projects. However, the settings for the Milestone Gantt and the Timeline View are saved separately.

Note: The number of projects displayed is limited to 100.

The following is a description of the five tabs available in “Settings”:

Tab 1: Dates

Tab 2: Milestones

Tab 3: Phases

Tab 4: Baseline

Tab 5: Options

Dates

To select the date range for your timeline display:

Click the “Dates” tab

You can select the date range to display and also how the date range is displayed. For shorter date ranges, months is more suitable whereas for longer durations, half years or years may be better.

Click SAVE

Note: The date range is limited to 5 years.

Milestones

To select the Milestones for your timeline display:

Click the “Milestones” tab

Milestones can be filtered using a variety of parameters. Select:

Whether to only show At Risk, Key or All Milestones
The types of Milestone Deliverables to display
To show or hide milestones based on their status
Whether to show key activities
To show or hide key activities based on their status

If you want to see every milestone of every status and type, you check all three checkboxes and select everything in both swap lists.

Click SAVE

Phases

To select the Phases for your timeline display:

Click the “Phases” tab
Click on the “Display” drop-down, to choose the option you want to display on your timeline view.

If tasks in the schedule have been assigned to project phases, the timeline bar for the project will be coloured to show the start and end of each phase:

Where the “Phase” is the “Phase” as seen as a column on the Gantt, Unphased projects will remain Grey without different shades for the different phases.

Note: The colours used for each phase in the timeline view can be configured by an administrator. Phases are configured in Admin | System | Tasks | Phase.

Tooltips on milestones provide further details, e.g. the phase name.

Baselines

Baseline information can be included. To select the Baseline for your timeline display:

Click the “Baseline” tab

Select the “Milestones” and “Project Timeline” options:

The user can select whether to show the position of milestones as they were on a particular baseline. The user can also filter the baselines available by system or user baselines, if required. When a baseline is selected, the position of the milestone at the baseline is shown in ‘bronze’.

Click SAVE

Options

To select the Options for your timeline display:

Click the “Options” tab.

You can select the parameters that are available under the Display, Show, Group By, Project Tooltip and Milestone Tooltip headings.

Project /Milestone Tooltips

Tooltips can be turned on or off.

Check the “Tooltips” box in the “Show” options.

Select the “Project tooltips” from the left-hand panel. Use the arrows to move these across to the right-hand panel. This is limited to a maximum of 10 items.

Select the “Milestone Tooltips” from the left-hand panel. Use the arrows to move these across to the right-hand panel. This is limited to a maximum of 10 items.

Note: Archived projects can be included or excluded.

Each user will be interested in different attributes of the milestones, options to configure what data is shown in the tooltips are available. The user can configure the tooltips displayed when the mouse is over the project name:

And when the mouse is over the milestone:

Note: The project name is also hyperlinked and will navigate to the Gantt for the selected project.

Today Marker

The “Today Marker” can be hidden, if required, by unchecking the box in the “Show” options.

Colour Options

The rows in the timeline can now, optionally, be coloured. You can choose whether to colour just the Project Name or the whole row and whether to apply the colour based on Project Stage, Gantt, Status, Status or Type.

In the output below, the project is coloured by status.

Note: The Project is coloured as per status but a lighter shade is used for the background to the timeline.

Add Milestones

The timeline view supports the addition of milestone tasks directly to the schedule.

If you want to make this a more dynamic dashboard view to use as a cockpit for working on the milestones, enable the “Add Milestone” function. This option is enabled at user level in the options tab of the timeline settings.

Once ‘Add Milestone’ is checked, a new ‘milestone’ column is displayed in the timeline with an add button for each project.

Clicking Add displays a modal from which the milestone can be created.

It gives you the ability to add a milestone dynamically for the project(s) through the “Add Milestone” option on the timeline dashboard.

Click Add

The following pane will open where you can add the task name, finish date, duration, % complete, the type of Milestone it is, if it’s at risk and if it’s a key milestone. You can add some details:

Click ADD

It will create a task in the schedule and the milestone will be added to the timeline.

You don’t have to come through the Gantt to do this, therefore it is much more efficient. If you are a Portfolio Manager and trying to review the timeline of all the projects and where the milestones are, this it the way to do it.

You can click on the milestone task on this timeline view and you can edit values. You can change the milestone, delete it, add a predecessor (which links back to a previous task), add successor (which links to a subsequent task) or go to the Gantt.

Click “Go to Gantt”

Group By

The projects output in the timeline can be grouped by Organisation, Programme Structure, Project Stage, Project Status, Project Type or Strategy.