There are a number of ways you can stay updated with the progress of work in Projectplace - on different detail levels, just when you need it.
Weekly Email Update
You can choose to receive a weekly update by email to conveniently get an aggregated view of the status.
In the Team overview you can follow up on the progress of your team in the Dashboard, where you can see the total active and overdue assignments, as well as the members’ workload.
The most basic way of monitoring progress of work, is to see what cards are in what status column on a board. If you need more details you can look at the discussions and history in the card detail pane.
If you want a notification when cards are put in a specific status column, for example when they are done, you can set this up using zapier.
Progress on activity level is displayed in the Plan tool. Each card connected to an activity is represented by a small square. If the square is filled, the card is Done.
If there are many cards connected to an activity, the progress is expressed as numbers of cards done, in relation to the total number of cards.
If the end date of an activity has been reached but there are still cards to be done, a warning signal is displayed for that activity. This makes it really easy to recognize problem areas. Activity warnings are also included in the weekly email report to give an aggregated update on a weekly basis.
You can also follow up on time reported on the activity.
In the Roadmap tool you can follow up on the overall progress on an activity in the Status attribute in the activity detail pane. The status In progress means that someone has started to work on at least one card in the activity, and Finished means that all cards connected to the activity are done.
A number of charts help you get various insights about the progress of all cards on a board. This is very useful for example if a team uses a board for all work to be done during a specific period of time.
- Click the chart view icon
- Select any of the available charts to open and review.
Learn more about the different type of charts.
The workspace overview gives you an instant overview of how progress is made in a variety of ways:
- The Milestones section gives you the upcoming important dates and warnings for overdue milestones.
- The Dashboard section gives you information on work that hasn't been done in time. It also tells you the number of cards that are not connected to an activity and thus cannot be followed up on activity level. Click the charts icon to see a number of different charts and get detailed insight into progress for all cards currently visible on boards in the workspace.
- The Recent documents tab includes a list of added and edited documents done in the Documents tool within the previous 10 days. The list includes the name of the document that was added or changed, the type of change made, who the change was made by, and when the change was made.
- In the tab Ongoing activities, you get insights into how far ongoing work has come and which activities are overdue.
- In the tab Scheduled work, all cards that either have a due date, or are connected to an activity being executed on a board are listed. The list will also show any existing issues and meetings. This gives an overview of the coming workload for the team.
You can also choose to receive the weekly update by email.
Portfolios let you create groups of project workspaces that aim towards the same goal and get an ultimate overview of their status to detect and respond to problems at an early stage.
These are the different charts available in the board chart view.
Cumulative Flow Chart
The cumulative flow chart gives an aggregated view of how many cards are planned, ongoing, and done for a selected period of time, or the total number of story points estimated for these cards. Cards on hidden boards are not included in the chart.
The chart is displayed if the Boards tool is used, at least one board has more than two columns, and there is data from at least two days.
The number of cards or points are displayed in the Y axis and the time in the X axis. Choose if you want to see the activity during the last 7 days, 30 days, or 90 days. The chart is plotted in a cumulative fashion - the total amount of cards or points for a specific point in time is the accumulation of done cards, ongoing cards and planned cards. This makes it easy to see when scope has changed (cards has been added or removed).
The cards in the first column of a board are seen as planned, cards in the last column are seen as done, and cards in any other column are seen as ongoing.
Cycle Time Chart
The cycle time chart reveals the average number of days required for a card to be finished and is an indication of the team efficiency. It displays both the cycle time (time from starting to work on a card until it is done) and the lead time per card (time from a card is created until it is done). It also shows the average cycle time and average lead time for the selected period. The chart is most useful when all cards on the board requires roughly the same effort to be completed.
You can also choose to see the chart by story points instead of cards, revealing the cycle time for each estimated story point.
The chart is displayed if Boards tool is used, at least one board has more than two columns, and there is data from at least two days.
The chart shows the time in the X axis and the dates in the Y axis. Whenever a card is moved to done, it plots the average cycle time per card and the average lead time per card for that point in time.
Burn Down Chart
The burn down chart shows the remaining work plotted over time. It also shows when the work is expected to be completed with the current efficiency (burn down rate). You can also set a completion date to see the ideal burn down rate to meet that target.
The chart is displayed if Boards tool is used and there is data from at least two days.
The quantity of work is displayed on the X axis and time on the Y axis.
- Current efficiency. How much work is done each day for the selected time period.
- Projected completion date. When work is expected to be completed with the current efficiency (burn down rate).
- Target date. Set target date, or a specific milestone, when you want work to be completed. By default the target date will be the next milestone.
- Required efficiency. The ideal efficiency (burn down rate) to reach the set target date.
- Exclude weekends. Check this option to remove weekends from the calculation of the current and required efficiencies. This gives a more accurate prediction if your team is not working on weekends.
- Date range selector. Select between predefined time periods or set a custom date range. The end date will always be the current date but you can edit the From date in the text field or use the date range slider in the bottom of the chart.
The burn-up chart shows the work done in relation to the total work.
If you use point estimation, you can get a good overview of the progress if you choose to base the burn-up chart on points.
Follow Up on Time Usage
The Plan tool provides more details on the time used. You can also create Excel reports in the Time reporting tool.
Time Usage Information in the Plan Tool
In the Plan tool, you can see the Reported time and Estimated time in the activity detail pane. The Reported time is the sum of time reported on the activity, and on cards connected to it. For a parent activity, the time on the sub-activities are also included. The Estimated time can be set for an activity and for parent activity the estimated time is a sum of time estimated for all sub-activities.
It is not possible to report time on a parent activity, but any time reported on the activity before any sub-activities were create is included in Reported time.
If you instead want to keep track of how much time it is left until the activity is complete, you can continuously update the estimation instead. The changes of the estimated is tracked so when you select the Show history checkbox in the activity detail pane you can go back and see what the initial estimate was.
In addition, you can see the overall time usage information as a RAG (Red, Amber, or Green) signal, and activity status signals. These signals are based on time estimated and reported for all activities in the workspace.
- Red indicates an actual delay where all reported time is more than all estimated time, for activities that have both estimated and reported time.
- Amber indicates a risk for delay where reported time is more than estimated time for at least one activity.
- Green indicates no delay where reported time is more than estimated time, for activities that have both estimated and reported time.
- Grey indicates that there are no activities with both estimated and reported time.
Some of this information is also included in the weekly update sent by email.
Export Time Reports to Excel
Project administrators can generate an Excel report to see all time reported during a given time period.
- Click the tool selector in the top navigation bar, and select Time reporting.
- Click the cogwheel in the top right hand corner and select Export to Excel.
- Select a workspace or All workspaces in the list.
- Select a time period to generate the report for.
- Click Export.
Power BI Integration
With the Projectplace content pack for Microsoft Power BI, you can visualize Projectplace data in entirely new ways. The out-of-box reports and dashboards provide key statistics allowing you to visualize progress, find bottlenecks, and identify at-risk activities.
Share Progress and Status with Others
There are a few different ways of sharing progress and status with stakeholders.
- Set up a public site where you can communicate progress and other information.
- Put project workspaces in a portfolio, add stakeholders to it, and update status regularly to give them an updated view of the status.
- If your workspace is connected to a portfolio, you can also download a project status report from within the workspace to spread to stakeholders.