Excel template project management dashboard


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Excel template project management dashboard

This article provides details of Excel template project management dashboard that you can download now.

Among the main challenges of project management is the regular production of a scoreboard. This approach makes it possible to formalize a quick synthesis on the PM performance (Project Management) that can then be used to correct any drift.

The dashboard helps visualize the key elements of a project and proactively drive progress. It can be distributed internally as well as externally.

An effective dashboard should provide relevant and unbiased information to the 3 main project stakeholders:

  • management: it is a question of facilitating the management of the tasks, the resources (in particular in terms of budget) and the constraints of the different processes of work in time,
  • the project team: the tool is part of a strategy for continuous performance improvement, change management and agile enterprise. Beyond the sharing of key operating data, it aims to identify major areas of progress,
  • third parties (customers, subcontractors, auditors ...): the objective is essentially to enable them to measure the progress of a project and to demonstrate the transparency of your communication.

Microsoft Excel software under a Windows environment is required to use this template

These Excel templates project management dashboard work on all versions of Excel since 2007.

Examples of a ready-to-use spreadsheet: Download this table in Excel (.xls) format, and complete it with your specific information.

To be able to use these models correctly, you must first activate the macros at startup.

The file to download presents three Excel templates project management dashboard

Realization of these objectives requires systematic planning and careful implementation. To this effect, application of knowledge, skill, tools and techniques in the project environment, refers to project management. Project management in recent years has proliferated, reaching new heights of sophistication. It has emerged as a distinct area of management practices to  meet the challenges of new economic environment, globalization process, rapid technological advancement, and quality concerns of the stakeholders.

Project Definition

Project in general refers to a new endeavor with specific objective and varies so widely that it is very difficult to precisely define it. Some of the commonly quoted definitions are as follows. Project is a temporary endeavor undertaken to create a unique product or service or result. (AMERICAN National Standard ANSI/PMI99-001-2004)

Project is a unique process, consist of a set of coordinated and controlled activities with start and finish dates, undertaken to achieve an objective confirming to specific requirements, including the constraints of time cost and resource.

(ISO10006)

Examples of project include Developing a watershed, Creating irrigation facility, Developing new variety of a crop, Developing new breed of an animal, Developing agro- processing centre, Construction of farm building, sting of a concentrated feed plant etc. It may be noted that each of these projects differ in composition, type, scope, size and time.

Project Characteristics

Despite above diversities, projects share the following common characteristics.

  • Unique in nature.
  • Have definite objectives (goals) to achieve.
  • Requires set of resources.
  • Have a specific time frame for completion with a definite start and finish.
  • Involves risk and uncertainty.
  • Requires cross-functional teams and interdisciplinary approach.

Project Performance Dimensions

Three major dimensions that define the project performance are scope, time, and resource. These parameters are interrelated and interactive. The relationship generally represented as an equilateral triangle. The relationship is shown in figure 1.

Scope

It is evident that any change in any one of dimensions would affect the other. For example, if the scope is enlarged, project would require more time for completion and the cost would also go up. If time is reduced the scope and cost would also be required to be reduced. Similarly any change in cost would be reflected in scope and time. Successful completion of the project would require accomplishment of specified goals within scheduled time and budget. In recent years a forth dimension, stakeholder satisfaction, is added to the project. However, the other school of management argues that this dimension is an inherent part of the scope of the project that defines the specifications to which the project is required to be implemented. Thus the performance of a project is measured by the degree to which these three parameters (scope, time and cost) are achieved.

Mathematically

Performance = f(Scope, Cost, Time)

In management literature, this equilateral triangle is also referred as the “Quality triangle” of the project.

Project Life Cycle

Every project, from conception to completion, passes through various phases of a life cycle synonym to life cycle of living beings. There is no universal consensus on the number of phases in a project cycle. An understanding of the life cycle is important to successful completion of the project as it facilitates to understand the logical sequence of events in the continuum of progress from start to finish. Typical project consists of four phases- Conceptualization, Planning,

Execution and Termination. Each phase is marked by one or more deliverables such as Concept note, Feasibility report, Implementation Plan, HRD plan, Resource allocation plan, Evaluation report etc.

Conceptualization Phase

Conception phase, starting with the seed of an idea, it covers identification of the  product / service, Pre-feasibility, Feasibility studies and Appraisal and Approval. The project idea is conceptualized with initial considerations of all possible alternatives for achieving the project objectives. As the idea becomes established a proposal is developed setting out rationale, method, estimated costs, benefits and other details for appraisal of the stakeholders. After reaching a broad consensus on the proposal the feasibility dimensions are analyzed in detail.

Planning Phase

In this phase the project structure is planned based on project appraisal and approvals. Detailed plans for activity, finance, and resources are developed and integrated to the quality parameters. In the process major tasks need to be performed in this phase are

  • Identification of activities and their sequencing
  • Time frame for execution
  • Estimation and budgeting
  • Staffing

A Detailed Project Report (DPR) specifying various aspects of the project is finalized to facilitate execution in this phase.

Execution Phase

This phase of the project witnesses the concentrated activity where the plans are put  into operation. Each activity is monitored, controlled and coordinated to achieve project objectives. Important activities in this phase are

  • Communicating with stakeholders
  • Reviewing progress
  • Monitoring cost and time
  • Controlling quality
  • Managing changes

Termination Phase

This phase marks the completion of the project wherein the agreed deliverables are installed and project is put in to operation with arrangements for follow-up and evaluation.

Life Cycle path

The life cycle of a project from start to completion follows either a “S” shaped path or a “J “ shaped path (Figure 2 and 3). In “S” shape path the progress is slow at the starting and terminal phase and is fast in the implementation phase. For example, implementation of watershed project. At the beginning detailed sectoral planning and coordination among various implementing agencies etc. makes progress slow and similarly towards termination, creating institutional arrangement for transfer and maintenance of assets to the stakeholders progresses slowly.

In “J” type cycle path the progress in beginning is slow and as the time moves on the progress of the project improves at fast rate. Example, in a developing an energy plantation. In this the land preparation progresses slowly and as soon as the land and seedling are transplantation is under taken. This is shown in figure 3.

Project Classification

There is no standard classification of the projects. However considering project goals, these can be classified into two broad groups, industrial and developmental. Each of these groups can be further classified considering nature of work (repetitive, non-repetitive), completion time (long term, shot term etc), cost (large, small, etc.), level of risk (high, low, no-risk), mode of operation ( build, build-operate-transfer etc).

Industrial projects also referred as commercial projects, which are undertaken to provide goods or services for meeting the growing needs of the customers and providing attractive returns to the investors/stake holders. Following the background, these projects are further grouped into two categories i.e., demand based and resource / supply based. The demand based projects are designed to satisfy the customers’ felt as well the latent needs such as complex fertilizers, agro-processing infrastructure etc. The resource/ supply based projects are those which take advantage of the available resources like land, water, agricultural produce, raw material, minerals and even human resource. Projects triggered by successful R&D are also considered as supply based. Examples of resource based projects include food product units, metallurgical industries, oil refineries etc. Examples of projects based on human resource (skilled) availability include projects in IT sector, Clinical Research projects in bio services and others.

Development projects are undertaken to facilitate the promotion and acceleration of overall economic development. These projects act as catalysts for economic development providing a cascading effect. Development projects cover sectors like irrigation, agriculture, infrastructure health and education.


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