[NEW RELEASE] Office365 Project Portfolio Dashboard


Today, Microsoft released a whole new set of industry standard reporting tools for project portfolio management. This update is much more than just a new feature -its a tool in itself, allowing users of Project Online to get standard reports for projects, risks, costs, resources and issues management.

The tool also allows you to create your custom dashboards with user defined “zones”, and filtering on almost all data available in your configured Project Online solution.

I have made a little introduction guide explaining how to get started with building and using these new reporting capabilities:

1. Adding the Portfolio Dashboard App to your Project Online tenant

Simply navigate to the front page of your PWA and in the top-right corner select “Add an App”.

PortfolioDashboard2

2. Find the App in the “SharePoint Store”

Click on the “SharePoint Store” link in the quick launch which will take you to the public store for all of SharePoint.

PortfolioDashboard3

3. Add the App to your PWA

You will find the app if searching in the “Project” category of the SharePoint App Store. Alternatively use the search box and look for “portfolio dashboard”.

PortfolioDashboard4

4. Wait for the App to be fully added to your PWA

This might take a few minutes so be patient!

PortfolioDashboard5

5. Launch your new Portfolio Dashboard App

Once the App is fully deployed you simply have to click on it, and it will take you straight to the new reporting area.

PortfolioDashboard6

6. Basic overview

The out-of-the-box dashboards covers the key reporting needs for project portfolio management

Projects overview

PortfolioDashboard7

Tasks overview

PortfolioDashboard8

Resources overview

PortfolioDashboard9

Content overview (SharePoint Site content)

PortfolioDashboard10

7. Filtering the data

On every dashboard page you are able to filter on a large set of fields. Both Project Online “standard” fields and your organizational “custom fields” can be used. In the example below I am using the “Project Owner” field to quickly show only my projects.

PortfolioDashboard12

8. Making your own Dashboard

Although the reports are based on industry best practices, most users would need to make their own dashboards as well. Luckily this is also available from the ribbon in the “New Dashboards” section.

PortfolioDashboard13

9. Defining the layout (zones)

First you should define how you would like the dashboard to look like. This is similar to the web part zones in SharePoint and allows users to quickly set up a design/layout that fits the need.

PortfolioDashboard14

10. Select your charts

Once you have defined the zones, a number of charts are then available to be shown. In the ribbon you simply choose which chart you want for each zone.

PortfolioDashboard15

11. Filter your dashboard

As with the default dashboards, you can also filter your custom dashboard based on location, owner, EPT or any other field needed

PortfolioDashboard16

12. Drill down capabilities /Project Status Reporting

Although a Portfolio Dashboard is extremely useful to gain an overview, most would like the ability to also drill down into the actual projects and learn about the detailed status. Luckily this is also possible.

Select a project

PortfolioDashboard17

View the details of the project using the

PortfolioDashboard18

 

On a final note, with these new reporting capabilities and “out-of-the-box” reports, Project Online for Office365 became even easier to implement for new customers. I hope the guide will help you get started and as always feel free to send me questions directly.

Enjoy!

 

 

13 comments

  1. Hi,

    Tried the dashboards, within a few minutes all projects were duplicated…(?)
    Another colleague complained that the currencies were incorrect.
    Back to the drawing board Microsoft?

    With kind regards,

    Helen Meijer
    Consultant

    Office +31 (0)418 57 22 57 | Cell +31 (0)61967 9270
    [Odyssesus]

    1. Hi Helen,

      Thank you for the feedback. In regards to the duplicated projects issue, I learned that this was corrected once the Portfolio Dashboard was done loading all the data. This took around 5 min. for me and have worked since. Could you see if you still have the issue?

      The currency settings seems to be a true bug. This has been reported already and a fix seems to be on its way.

      I still believe its a huge step forward in the right direction from Microsoft. We need standardized reports so users can quickly get started. For those of us with strong reporting experience, we would probably end up making our own reports anyways using PowerBI, PowerQuery etc.

      Best regards,

      Peter

  2. Hi, usefull tool on the first sight!

    Two remarks:
    – After installing the app, I can’t find it anymore.
    – Also i get the following errors:
    •Problem loading Projects Error: Could not find a property named ‘ProjectDepartments’ on type ‘ReportingData.Project’.
    •Problem loading Resources Error: Could not find a property named ‘ResourceDepartments’ on type ‘ReportingData.Resource’.

    Could you advise?

    1. Hi Fabian,

      Thanks for writing. First question is “are you using SharePoint or Project Permission mode”?

      If Project Permission Mode, your user need to have access to the ODATA reporting feeds, e.g. by being part of the Portfolio Managers group.

      Let me know you permissions mode and I will help you troubleshoot this.

      Best regards,

      Peter

  3. Through someone else’s blog I just learned that you also need to add users one-by-one to *Sharepoint* security groups. Even if you add AD groups (used to populate Project Server groups) to the Sharepoint groups, the dashboard denies access. And as of today, Dec 5th 2016, the currency issue has not been resolved.

    1. Hi Bram. You are correct that users need to be in specific SharePoint groups. Have you disabled the “PWA permission sync” in Server Settings? I might not be correct but assume that this sync job should ensure that at least portfolio managers end up in the right SharePoint group.

  4. Is there an option to create your own reports based on the project information in PSO and if so how do you do this? Do you create a report in excel and can you then upload into the App to make it real time? Do you have any instructions how to do this?

    1. Hi Lindsay,
      You can pretty easily create great reports in Excel connected to one or more of Project Online´s ODATA connection. There are many guides on how to do this out there – also on my blog. When it comes to the Portfolio Dashboard, this is pretty locked. You can find some of the custom fields but there are limitations.

      In summary, look at Excel or PowerBI Desktop Designer to create beautiful reports from you custom Project Online data.

      Best regards

      Peter

    1. Hi,
      It is not possible to add the portfolio dashboard to SharePoint 2013. You would first of all need Project Online in Office365 and then add the dashboard as an app from the SharePoint add-in store.

      1. Thank you for your answer.
        Do you know if there is an application which looks like the dashboard for project server 2013?

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