Portfolio Insights

This dashboard is a high-level view of Demand, Projects and Resources. The purpose of this dashboard is to show you everything across the portfolio projects that you are involved in.

The Portfolio user can compare the approved resources by project, so as to identify which project(s) requires the most effort and when.

Click Portfolio Insights, under the Management menu within the Capacity Management down-down list, to access this dashboard. 

Below we will look at the information that is shown on the various panels of this screen.  

Control Panel

The Control panel is the first panel at the top of the Portfolio user Insights pane.

The User can choose the Skill(s) and a defined period to report against.

Demand Chart Panel

This panel provides a view of Demand versus Approved allocations by skill/role across a date range.  The red line signifies the capacity within the team.  

Use the control panel at the top of the dashboard to select the “Month From” and “Month To” you want to view.

• Click OK when you have selected the month/year.

You have the option to “Check All” to view all the Skills associated with the projects you are involved in:

• Click GO

This will display all the roles against the defined time period.

Alternatively, you can select a specific role(s) from the drop-down. In the following example we have selected the Consulting Engineer, Project Manager and Project Engineer.

• Click GO

Your view changes to show the breakdown of Demand versus Approved for the three skills that we selected.  

The chart is interactive and colour coded. You can hover over the bar graph to get the visual information of demand vs approved resources. The red line signifies the capacity within the team.  

Also, you can toggle on and off the Resource information by clicking into the legend bar: e.g. If you click on “Demand Consulting Engineer” and “Approved Consulting Engineer” it hides the information in the graphic and “greys out” the skill in the legend.   

Just click the on “Demand Consulting Engineer” and “Approved Consulting Engineer” in the legend to resurface the information.

In the example above we can see the total Demand versus Approved. There are spikes in demand for a particular Skill over the selected period. The graphed red line shows that the team capacity is exceeded by the demand for a specific Role at certain times.

The information in the panel can be exported to either a PDF or an image.

Projects Panel

The Project panel shows all the projects within the date range and the skills affected. The grid allows for the analysis of Skills and Roles required by Demand, Capacity, Availability and allocated views on a per-Project basis with a drill-down capability to display Resource demand.

Note: It gives you a breakdown of the required skills and date ranges by FTE.

Navigate to the top of the Projects panel and check the boxes for the columns you want to view.

Demand      = How many people are required

Gap              = No one has been allocated to the demand  

Allocated     = Resources assigned to the project

Approved    = The requests for resources that have been approved

Available      = The overall capacity in the team

Capacity       = The number of resources who have the skills required

Requested    = The number of resources requested

You can toggle between the columns to get the information you require.

Example Demand versus Gap

In the following example we are using the “Process Review” project to view the Demand versus Gap.

In January 2022 we can see a demand for 16 Resources and a Gap of 16.  

Click on the Expand icon next to the project name.

This opens the following pane showing a breakdown of the skills that are required.  You can now look at the whole project and drill down into the skills.

To view the Demand versus Gap, check the boxes on the top of the menu panel.

We can see where the demand of 10 Resources and the skills that are required, against the Gap of 7, for Janaury 2020.

If you switch on the “Available” column, it shows no one is available to fill the demand for the skills required.

To analyse further, it you switch on the “Capacity” column, it shows how many people have that skill in the database.

Viewing the capacity against the availability we see that although, for example, the is a capacity of 9 Project managers, there is 0 availability.

You can continue to toggle between columns or switch them all on to get the full picture of the resource requirements for the project.

The information in the panel can be exported to Microsoft Excel for further analysis of the data, if required. 

Click on the excel icon to export to Excel.

Resources Panel

This panel provides insight in a grid format allowing for the analysis of Resource allocations across the Portfolio of projects.

• Navigate to the Control Panel at the top of the dashboard and use the “Skills” drop down to select the skills you require. You can select one skill, multiple skills or use the “Check All” option to see all available skills.

The grid is colour coded and the project legend shows the status of the allocations.

For example, the grid is showing there is an over-allocation for Bryan Conlon for Jan-2022 and Feb 2022.

Click on the Expand icon next to the Resource name, e.g. Bryan Conlon. This opens the details of his allocation.

The Green Legend shows the approved allocation.  The Pink Legend shows the “Approved/Actual” issue.  In this case, Bryan Conlon has been over allocated and approved on two projects for Jan-2022 and Feb 2022.

If we look at another example in the grid below, it shows that James Deane has been Allocated and Approved.

• Click on the Expand icon next to the Resource name, James Deane

We can see the grid shows James Deane is Allocated but there is a 0.00 in the Approved column.

The grid shows his allocation has been requested but the allocation has not been approved.  

You can export the details of the Resource Panel and all the expanded panes within the Resource panel to Excel.

Resource Utilization Panel

The Resource Utilization panel provides a banded view of % Utilization which can be clicked through to see which Resources makes up the Utilization Percentage.

• Navigate to the Control Panel at the top of the dashboard and use the “Skills” drop down to select the skills you require. You can select one skill, multiple skills or use the “Check All” option to see all available skills.

In the following example we have selected Consulting Engineer, Project Manager and Project Engineer.

This opens the selected skills in the “Resource Utilization” pane. 

We can see from the bands in the graph the resources that are least busy (less than 5% allocated) to very busy (75 to 100% allocated) on a percentage basis. 

The graph is interactive and you can click into the displayed percentage band to show the number of resources and skill. 

In the following example we have clicked into the 5% utilization band.

This opens the “Resources View” pane which shows the resources that are 5 to 100% allocated.

We can see from the grid that Keith Dimmock and Brian Geraghty are fully allocated for the whole year.

We can also see that Bryan Conlon is over allocated.

• Click on the Expand icon next to the Resource name, Keith Dimmock to see the allocation details.

Here we can see Keith Dimmock has been allocated to the System Implementation project for the whole year.  

Click on the Expand icon next to the Resource name, Bryan Conlon to see the allocation details.

The system has flagged that there is a “Approved/Actual Issue” because someone has requested and approved Bryan Conlon to work on the Systems implementation project and TD Project 24/08 for the same period of time.

To view the resources that have less than 5% utilization for the skill “Consulting Engineer”, click into the utilization band:

This opens the “Resources View” pane which shows the resources that are less than 5% allocated.

The graph shows that the resources are completely available for the whole year.

The information in the Resource Utilization panel can be exported to PDF or Image.

The information in the grids can be exported to excel.

Approved Resource Chart Panel

The Approved Resource Mountain Chart, provides insight as to Resources approved by Role/Skill across the period.

The graph is interactive and you can click into the legend to switch on and off the Skills for different views. 

The information in the panel can be exported to PDF or Image.