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10 examples of PMO dashboards for Project and Portfolio Management

In today’s business landscape, to manage projects efficiently and align them with strategic objectives, dashboards are an indispensable tool. A well-designed dashboard can provide your PMO with a bird’s eye view of the status of projects, resources, budgets and the overall health of project portfolios.

In this post, we will show you 10 examples of dashboards that will help your PMO manage your organization’s projects and portfolios more efficiently and make better decisions. Are you ready?

What is a PMO dashboard and why they are so important in Project and Portfolio Management

A dashboard is a digital tool that visually represents data, metrics, KPIs and any other relevant quantitative data. In the field of project management, the purpose of a dashboard is to provide a real-time view of project progress, resource allocation, budget management and alignment with strategy, among other data.

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For a Project Management Office (PMO), dashboards are an invaluable resource, as they allow them to condense very complex data into an easy-to-read format. Instead of having all the data scattered across multiple reports or data sources, with dashboards PMOs can access this information from anywhere and make informed decisions in an agile manner.

Without these tools, managing and overseeing large-scale projects can be chaotic, leading to delays, cost overruns, bottlenecks and lack of alignment with business objectives.

Benefits of a dashboard for PMOs

Thus, dashboards are not only a data visualization tool, but they are also an essential element for effective project and portfolio management in your organization.

Here are some of the benefits of dashboards for the PMO:

Real-time data visibility: project managers, executives and all stakeholders in your organization can access real-time information on project status, progress and risks.
Better decision-making: the fact that you can have resources that visually represent key project indicators, such as budget tracking, task progress or resource usage, will make it easier to spot trends and make decisions before it is too late.

Efficient resource management: you can track the availability, utilization, and allocation of resources in real-time. This allows you to distribute them efficiently, avoid bottlenecks, and ensure that no resources are underutilized or overloaded.
Time savings: without dashboards, gathering and analyzing data would take forever. You would have to sift through multiple reports, spreadsheets, and emails to get a somewhat clear picture of the project status. Fortunately, dashboards streamline this process by integrating data from various sources.
Customization: you can customize them at any time to fit the specific needs of your organization. For example, if your organization has both Agile and Waterfall projects, you can create different dashboards to show the most relevant metrics and KPIs for each type of project.

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How to create a PMO dashboard?

The benefits of dashboards for the PMO are undeniable. But creating them isn’t just about putting together two or three charts and calling it a day. It’s a process that requires prior planning, knowing which data is truly important for your organization, and of course, using the right tools to visualize all that information in an attractive and intuitive way.

Here’s a step-by-step guide to creating a dashboard for your PMO that truly adds value.

Step 1: Define your objectives and key metrics

The first thing, before you start creating a dashboard, is to define what you want to achieve. What information do you need? What kind of decisions will this dashboard support? Once these questions are clear, you need to identify the PMO KPIs that will support those objectives.

Some of the most common metrics include:

Project progress (e.g., completed tasks vs. total tasks).
Budget tracking (planned spending vs. actual spending).
Resource utilization (percentage of resource capacity used).

Step 2: Choose the right tool

Choosing the right tool to build a dashboard for your PMO is crucial. And no, forget about using Excel to create your dashboards. You need to look for a tool that:

Integrates data from multiple sources (like project management tools and ERP systems).
Provides real-time data updates.
Offers customizable visualization options (charts, tables, widgets).
Includes automated reports and alerts.

For example, with a PPM solution like Triskell Software, you can design dynamic dashboards that fit the specific needs of your organization.

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Step 3. Define data sources

In addition to the tool, you need to decide on the data sources that will be displayed in your dashboards. Some of the data sources you should consider are:

Project Management tools (like Jira or Microsoft Project).
ERP Systems.
SAP.
CRM Systems.
Etc.

You must ensure that the data flow between the various data sources and the tool you ultimately use to create the dashboards is smooth and uninterrupted.

Step 4: Design the dashboard layout

Once you have defined the objectives, KPIs, and data sources, it’s time to design the dashboard layout. Here are some tips to keep in mind:

Keep it simple: Don’t overcomplicate things; focus on displaying the 4 or 5 most important indicators.
Prioritize information: Place critical metrics and KPIs at the top or center of the dashboard so they are clearly visible.
Visual appeal: Use charts, tables, and widgets to make the information easy to understand.
Customization: Ensure that the dashboard design can adapt to the different stakeholders in the organization.

Step 5: Test and adjust

Once the dashboard is created, it’s time to test its functionality. Ensure that the data sources are working correctly and that the data can be visualized clearly and understandably. Don’t hesitate to ask for feedback from stakeholders to identify gaps or areas for improvement.

Additionally, as project portfolios evolve, you will also need to redefine both the design and the type of data displayed in the dashboards. New projects, changes in scope and priorities, or shifts in strategy may require adjustments to the KPIs or design. Be sure to optimize the PMO dashboards whenever possible to ensure they remain a valuable tool.

Examples of Project Management dashboards

Now, we will show you some examples of dashboards that you should use for project management. These are dashboards you should use to monitor the progress and performance of a single project across different areas.

Project Management Dashboard #1. Project health

This dashboard is designed to provide an overview of the current status of a project. With it, you can track ongoing projects and evaluate their status based on key parameters such as deadlines, budgets, risks, and other performance indicators. It will help you quickly identify problems and areas of a project that require attention.

KPIs to monitor

Project status.
Percentage of tasks completed.
Project milestones and their completion ratio.
Current budget vs. actual spending.
Upcoming deadlines and overdue tasks.

Project Management Dashboard #2. Project Gate review for New Product Development

With this dashboard, you can manage and monitor the progress of new product development projects and their review processes between phases in the Phase-Gate process. It is a very useful dashboard for PMOs working in industries such as pharmaceuticals, technology, or manufacturing, where the product development cycle requires meticulous evaluation at each phase.

KPIs to monitor

Approval status of phase reviews.
Key decision points and outcomes.
CAPEX vs. OPEX.
Budget tracking by phase.
Progress of project milestones.

Project Management Dashboard #3. Progress and time-tracking

For organizations that need real-time visibility into how time is spent on various tasks and activities within projects, this dashboard is essential for both internal team management and client reporting. It provides insights into team efficiency and time allocation across different projects.

KPIs to monitor

Percentage of tasks completed.
Upcoming deadlines and overdue tasks.
Comparison between estimated time and actual time spent.
Resource utilization rate.
Approval status of timesheets and pending hours.

Project Management Dashboard #4. Agile/Scrum teams

This dashboard is essential for Scrum teams to track sprints, the backlog, and team velocity. These dashboards facilitate communication and transparency by providing real-time visibility into the status of each sprint, helping teams meet their objectives.

KPIs to monitor

Backlog overview.
Team velocity.
Sprint progress.
Burn down and burn up.
Completion rate of tasks by each team member.

Examples of Project Portfolio Management dashboards

Once you’ve seen some examples of dashboards for project management, we will show you other examples for managing one or multiple project portfolios. With these dashboards, your PMO will be able to oversee strategic alignment, resource allocation, and the overall health of your organization’s project and product portfolios.

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Project Portfolio Management dashboard #1. Portfolio overview

If your organization manages multiple project portfolios, this dashboard is a must-have. It will provide you with visibility into all projects, both ongoing and in your backlog, with real-time information on project status, resource allocation, and budget management across all project portfolios.

KPIs to monitor

Number of ongoing projects vs. completed projects.
Percentage of tasks completed.
Resources allocated at the portfolio level.
Budget allocated vs. used.
Risk Management Matrix.
ROI.

Project Portfolio Management dashboard #2. Demand Management dashboard

A Demand Management dashboard will help you manage incoming project requests and resource demands. With it, you will have a structured view that will allow you to evaluate new project opportunities, plan the organization’s capacity to cope with demand, and track demand trends.

KPIs to monitor

Number of project requests.
Backlog of requests.
Priority ranking of requests.
Resources available vs. resources requested.
Percentage of requests approved/rejected.

Project Portfolio Management dashboard #3. Resource Management

With this dashboard, your PMO can track in real time how staff is assigned to the different projects and portfolios you manage. It will help you optimally allocate resources, avoid bottlenecks, balance workloads and make adjustments when necessary.

KPIs to monitor

Percentage of resource utilization.
Resources allocated per project and portfolio.
Estimated work hours vs. hours worked.
Cost per hour of the resource.
Billable vs. non-billable hours.

Project Portfolio Management dashboard #4. Capacity Planning

When it comes to capacity planning, a dashboard will help your PMO plan and manage the organization’s capacity based on current and future project demands. It will be a visual resource that will help you ensure the right balance of staff between different projects, and also help you identify potential bottlenecks or resource shortages.

KPIs to monitor

Capacity utilization rate.
Resource bottleneck rate.
Available resource capacity vs. required resource capacity.
Cycle time.
Project completion time.

Project Portfolio Management dashboard #5. Portfolio cost and budget tracking

This dashboard is designed to track both the financial health and performance metrics of projects. It will help your PMO monitor whether projects are being completed on schedule and within budget, identify deviations, and track KPIs in real time.

KPIs to monitor

Expected vs. actual project costs.
Earned value.
Cost performance index.
Schedule performance index.
Budget variance.

Project Portfolio Management dashboard #6. R&D Project tracking

And finally, a dashboard will be also a great help for those organizations that focus on innovation and new product development. It will allow you to monitor the progress of your R&D projects in real time. It will also make it easier to control the use of resources and budget allocations, from idea generation to commercialization.

KPIs to monitor

Project status.
Resource allocation.
CAPEX vs OPEX.
ROI vs. expected results.
Time-to-market rate.

Conclusion

In summary, a PMO’s day-to-day operations are closely tied to dashboards, as they serve as an essential tool for efficient project and portfolio management by providing real-time access to key data at any moment.”

The examples shown in this post are just a small sample of the infinite customization options offered by Triskell Software. With this PPM platform, your PMO will be able to tailor dashboards to the specific needs of your organization and ensure that decision-makers and other stakeholders have access to the right information at the right time.

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FAQ PMO dashboard

What is the difference between a project management dashboard and a portfolio management dashboard?

A project management dashboard focuses on the metrics and data specific to a single project. It provides real-time updates on project health, resource allocation, deadlines, budget tracking, and task completion.

In contrast, a portfolio management dashboard offers a high-level view of multiple projects within a portfolio. It allows PMOs to assess overall project performance, prioritize projects, allocate resources across various projects, and ensure alignment with organizational goals.

What’s the best way to keep PMO dashboards relevant over time?

To keep dashboards relevant, update regularly the KPIs and data they track according to evolving project needs or organizational objectives. Continuous feedback from users can also help refine dashboards, ensuring they remain aligned with decision-making requirements.