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 activities is displayed in the Plan tool as a status bar, representing the number of cards done in relation to the total number of cards connected to the activity.
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 very 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.
Workspace administrators can use workspace reports to monitor and share progress of their projects with internal and external stakeholders. Widgets on the Reports page are fully customizable, so you can control how reports look for specific project workspaces.
The following widgets are available:
- Workspace Description – The name and description of the workspace as shown in the Workspace Overview.
- Notes – Project managers can add custom notes to the report to include additional information, which can be shared with both internal and external stakeholders.
- Milestones – Displays the start and the end date of all the milestones in the project workspace over the life of the project.
- Activities Progress – Displays the status of activities as a pie chart, so you can easily see how many activities are planned, started, overdue, and finished. Finished activities are separated according to whether or not they were completed by the planned finish date, so you can assess if work is being completed on time.
- Cards Progress – Displays the status of cards in the workspace as a pie chart, so you can easily see how much work is planned, started, and overdue. Done cards are separated according to whether or not they were completed by their due date, so you can assess if work is being completed on time.
- Document Reviews Progress – Displays the status of document reviews as a pie chart, so you can see the ratio of pending document reviews versus overdue document reviews.
- KPIs – Captures the values from the Status tab and merges it with the rest of the reports to display information about how on-track or off-track your project is at the moment.
- Risks – Displays all risks and their categorization (such as impact and probability) reported for the workspace.
- Issues – Displays information about the volume and priority of issues reported for the workspace.
- Overdue Activities – Displays the distribution of overdue activities as a histogram.
- Delayed Activities – Displays the distribution of delayed activities as a histogram.
- Overdue Cards – Displays the distribution of overdue cards as a histogram.
- Delayed Cards – Displays the distribution of delayed cards as a histogram.
- Card Deviations – Displays the key deviations of cards—such as cards without dates, cards not associated with an activity, cards without estimations, or blocked cards—in your workspace.
- Overdue Milestones – Displays the distribution of overdue milestones as a histogram.
- Delayed Milestones – Displays the distribution of delayed milestones as a histogram.
Overdue activities, cards, or milestones are those that are either not started on the planned start date or finished on the planned finish date. Delayed activities, cards, or milestones are those that are completed after the planned finish date.
Customize Workspace Reports
Workspace administrators are able to customize the widgets layout on the Reports page. To edit the Reports page, click the More options menu and select Customize view. From here, you can:
- Select which widgets you want to appear on the page by dragging them on or off the dashboard
- Arrange widgets on the page by dragging and dropping them to the desired position
- Resize individual widgets by clicking the lower right corner and dragging and dropping to the desired size
Share Workspace Reports
Workspace Administrators can share information on the Reports page with workspace members and external stakeholders by generating a link and sharing it. With the link, users can view a read-only version of the Reports page, and select which language they want to read the report in the top right corner.
To easily make workspace reports available to all workspace members, we recommend posting the link to the shared report in the workspace description (so the link is displayed on the Workspace Overview page) or in the Conversations tool.
To share a link to the Reports page:
- Click the More options menu and select Share.
- In the window that appears, click Generate Link.
- Switch the Enable sharing toggle to the on position.
- Click Copy link. The copied link is now in the clipboard and can be pasted in the desired location (document, email, webpage, etc.)
To disable sharing, switch the Enable sharing toggle back to the off position. You can also click Delete to disable the current link.
To create a new link, click Regenerate. The current link will expire, and you will need to re-share it with your stakeholders.
These are the different charts available in the board chart view.
Cumulative Flow Chart
The cumulative flow chart gives an aggregated view of the number of cards in each column 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. You can specify the date range of the activity to be included. The colored-coded bands in the chart correspond to the columns in the board.
The width of the bands indicates the number of cards or points per column over time.The total number of cards or points for a specific point in time is the accumulation of the cards from each column, which makes it easy to identify when scope has changed (cards have been added or removed).
You can see how smoothly the work is flowing through your process. Variations in the width of the colored bands in the chart indicate more or less work in that column on a given date. Widening bands represent an increase in the number of cards or points in a column, which could indicate a bottleneck or constraint in your workflow process. The amount of work in process is also a good predictor of the remaining cycle time. Narrowing bands indicates the productivity in one stage is higher and should be distributed to other areas to allow for improved flow.
To focus on a specific time period or card criteria:
- Click the filter icon to display the Filter pane.
- To filter the date range, select the From and To dates.
- To filter by status, label, activities, or tags, click the corresponding check boxes.
- To view all of the filter options in a section, click Show all.
- To reduce the number of filter options that are displayed in a section, click Hide.
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 Y axis and the dates in the X 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 as a plotted line over time. The quantity of work is displayed on the Y axis, and time on the X axis. Use the burn down chart to help teams that have a set amount of work to complete in a specific period of time visualize their progress, and get a better idea of whether they're on track to complete their work before the deadline. You can also use the burn down chart retrospectively to understand past performance.
- Use the dropdown menu to display the scope as the number of cards, points, or estimated time defined on the cards. If no points or estimated hours has been set on a card, the scope of work will be counted as 0 for that card.
- Date range selector. The date range will define the scope of work and how efficiency will be calculated. Only cards and their data that exist within the date range selection and the filtered items will be included in the scope of work displayed.
- Bars at the bottom of the chart visualize how the scope of work (or in other words, the number of cards) increases and/or decreases during the selected period of time.
- Lines indicate the ideal pace that cards would need to be completed in order for work to be completed by the end date, versus the required minimum daily average rate cards should be finished in order for work to be completed by the end date.
- Current efficiency is the average amount of work done each day for the selected time period.
- Required efficiency is the ideal efficiency (burn down rate) to reach the defined end date.
- Completed is the percentage of work (cards, points or estimated time) completed out of the total scope (starting scope + added scope - removed scope) for the selected time period.
Use the filter section to focus on certain aspects of work, such as status, activities, tags, and more. When one or more filter options has been selected and the Apply button has been pressed, the chart and metrics will be recalculated based on the filter option(s) selected.
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.
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.