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A project portfolio is typically monitored using the Project Portfolio Reporting function, which is based on static data from each project's most recent Management Report. This technique helps to ensure that projects are monitored, managed, and maintained, because Management Reports must be deliberately published and reviewed in order to update the information included in the Portfolio Reports. The practice of publishing these Management Reports is an important aspect of a project manager's role.
Therefore, using the Portfolio Reports requires that policy be introduced for how, and how often, project managers report on their projects using Management Reports.
Establish standards for the timing and content of new Management Reports for each project.
Establish standards for the frequency of portfolio review meetings.
Whenever possible, use the reports projected or on-screen in meetings. For example, many management teams rely on the Framework Report as the agenda for portfolio review meetings. The report includes the age (in days) of the most recent Management Report for each project and a link to open that report.
Each of these reports offers a drill-down to the live project information by clicking on the project name, which can help the flow of a review meeting.
Become expert in using the Project Picker for building a collection of projects. This should drive a thoughtful structuring of your projects, project folders, and project categorization fields to allow for easy grouping of related projects.
Between review meetings, monitor for newly published Management Reports with the Recent Management Reports query on your main menu.
Leverage "Export .csv" for ad-hoc custom reporting, using a spreadsheet or database tool capable of working with the .csv format.
