Using SharePoint to Measure Project Performance (KPI)

SharePoint 2010 is an enabling tool utilized to dramatically improve the project environment. One of the powerful aspects of using SharePoint to improve your project environment is focused on the idea of measuring performance. Many of my previous blogs about using SharePoint to improve project delivery have focused on performing project management best practices. These best practice areas include managing change requests, organizing project deliverables, and managing issues & risks. The information captured in SharePoint while the project team collaborates and maintains project information can be used to communicate up-to-date project performance metrics. The beauty of using SharePoint to communicate project performance is that it is largely created as a by-product of project work performed and maintained on the project site. The project site provides a platform for project stakeholders to get a “snapshot” of key project performance metrics at any point in time.

Creating the Project Status List

The first step to adding performance metrics to your project site is to add a list, using the Project Status list type. The Project Status list is a key performance indicator list that is new to SharePoint 2010. It enables the ability to access data maintain in lists and libraries (Excel spreadsheets and Access databases) to display project performance metrics. Below is an example of a Project Status list on a project site.

For each performance indicator you establish the method of calculating the metric (sum, average, count of values), as well as the definition of Green (goal), Yellow (warning), and Red. Defining what Green, Yellow, and Red means for each key performance metric one time within your Project Office enables deployment of a standard set of performance metrics (pre-configured) within your standard project template.

Adding Project Performance Indicators

The following describes some ideas around the best approach for adding different types of performance metrics to your project status list.

Overall Status: This indicator uses a column captured with the metadata (overall project status) attached to the last status report saved in the project status report document library. This approach is very straightforward to set-up and the easy for project managers to understand and maintain.

Budget Status: In most cases, I maintain an Excel spreadsheet for project budget tracking. If that is the case, then the budget performance metric is set up to access specific cells in the budget tracking spreadsheet. The Green/Yellow/Red status can be defined based upon $ variance, % variance, or an earned value metric (CPI). An alternative approach to the Excel spreadsheet is to add metadata to the Project Status document library to capture the budget status and/or budget variance. This alternate approach is simple to set-up, but a bit redundant in terms of the way budget information is maintained on your project site.

Schedule Status: I generally use the Green/Yellow/Red status maintained within the project milestones list to compute the schedule status (average status of the active milestones). Similar to the budget status, an alternative approach is to add metadata to the Project Status document library to capture the schedule status. Again, this approach is simple to set-up, but a bit redundant in terms of the way schedule information is maintained on your project site. A third approach is to capture an Earned Value metric (SPI) within the budget tracking spreadsheet and link it to the Schedule Status indicator. Note: The KPI feature does not support accessing information directly from MS Project to capture schedule performance metrics (MS Project Server is required to enable better integration of project schedule information with project dashboards).

High Impact Risk and Issues: The risk/issue performance indicator is based upon the number of (count) high probability/impact risks and issues. All you need to decide is based upon the size/complexity of your project what number of high risks/issues defines Green/Yellow/Red.

Change Requests – Schedule Impact: This indicator is based upon the sum of the schedule impact (days) within the Approved Change Request view of the Change Request list (this view includes all change requests that have been approved and implemented). This metric effectively communicates the cumulative impact of project changes on the project schedule. Again, the key to this metric is defining the schedule impact days relating to Green/Yellow/Red (likely defined within the schedule materiality discussion in the Project Management Plan).

Change Requests – Cost Impact: This indicator is based upon the sum of the cost impact ($) within the Approved Change Request view of the Change Request list (this view includes all change requests that have been approved and implemented). This metric effectively communicates the cumulative impact of project changes on the project budget. Cost variance parameters (that tie to Green/Yellow/Red) are generally defined within the Project Management Plan.

In future blog posts I will provide the specifics associated with setting up these different types of project metrics within your project site.

Creating a Summary View

For the purpose of communicating project status metrics to stakeholders it is a best practice to add the summary view of the Project Status Metrics to the main page of your project site. This is accomplished by adding a Project Status Summary web part to the main page. This web part behaves a little differently than other web parts because it is a KPI (Key Performance Indicator) type web part. This web part provides the options to display only the status indicator, or the status indicator and the actual performance values. It also provides the ability to change the design metaphor for the status symbols (default, checkmarks, and stoplight).

Below is an example of the Project Status Summary web part with the default status symbols.

Below is an example of the Project Status Summary web part with the checkmark status symbols.

The user clicks on one of the indicators to display the specifics associated with a metric. Below is an example of the metric details displayed.

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About Steve Hart
Practice Manager responsible for project leadership & delivery services for the Cardinal Solutions Group in the RTP area. I am a PMP with 25 years of project management and technical leadership roles, have developed an extensive practical knowledge that spans a wide variety of industries, and project delivery approaches. As a practicing PMP, I am a member of the North Carolina PMI chapter. I am an avid sports fan, particularly the Miami RedHawks, Cleveland Indians, Cleveland Browns, and most recently the NC State Wolfpack.

5 Responses to Using SharePoint to Measure Project Performance (KPI)

  1. Rob Spellman says:

    This looks great, but I’m not finding the Project Status Summary web part. Can you give more details on how to get that particular web part into the gallery?

    Thanks

    • Steve Hart says:

      The web part is new to SharePoint 2010. Go to “create” under view all site content, and you should see a list type of “Status List”. That is the one you want to create the KPI web part for your project site. If you are having trouble you can email at shart81@gmail.com with the specifics.

  2. Mike Wajda says:

    Can you elaborate on the Project Status Report Doc Library, and the documents that you store there? Do you have a template that is populated with SharePoint data, and that file is then loaded to the doc library with an overall status value that you reference in with your ‘Overall Status’ indicator?

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