Portfolio Metrics, what to collect

The following is an overview of data and metrics to capture on a portfolio level:

For projects
MUST collect
  • Project name
  • Key deliverables / Objectives
  • Key Stakeholders
    • Business Owner
    • Supplier (External: Organisation + Rep; Internal: Department + Rep)
    • Senior User
  • Start Date
  • End Date
  • Project Status
    • Overall Status
      Red - Project is outside agreed tolerances or major issues exist which CAN NOT be resolved by the Project Manager alone.
      Amber – Project is in danger of exceeding agreed tolerances or major issues exist, but are being resolved by the Project Manager.
      Green – Cost and completion date within agreed tolerances, and no major issues
For the other statuses use Indicator and provide actual vs. budget/original
    • Budget Status.  (Internal AND external budget)
    • Time Status
    • Product Status
  • Project manager
  • Top-Issues / Risks
  • Phase (Start-up, Initiation, In Progress, Closing)

SHOULD collect
  • Strategic objective(s) project is linked to
  • Priority
  • Funding source
  • Initial and actual Start - date
  • Initial and actual/expected End – date
  • Status
  • Resource Status
  • Risk Status
  • Scope Status
  • Constraints
  • Predecessors and successors
  • Relation to other work

COULD collect
  • Earned value information
 
For Day to Day Activities / Services
  • Key objectives
  • Key Stakeholder
    • Business process owner
    • Supplier
    • Senior User
  • Budget  (+ source)
  • Budget Utilisation
  • Key issues
  • Incidents
  • Problems