Project Portfolio KPIs That Portfolio Managers Can Track

KPIs For Portfolio Manager

Tracking performance of portfolio of projects involves different perspective, processes, tools and stakeholders. These stakeholders are generally executive management people. Executive management needs to know whether we are going to deliver desired portfolio, program, product/service and achieve desired organizational benefits?

To track performance at various levels in the organization, there are project management KPIs and in turn KPIs for project managers, then there are KPIs for project team members.but it is important to note that organization, department, project or PMO if present should have the process to design & define KPIs. Similarly, there have to be KPIs for portfolio managers which executive management can track.

Let’s look at KPIs that portfolio managers can track. I have shared screenshot from ZilicusPM – project portfolio management software for some of these KPIs. Soon, it will be updated with more details.

Portfolio Health KPIs for Portfolio Manager

• Portfolio Health

• Portfolio Completion Percentage

• Portfolio Budget Utilisation

• Projects Pending for Approval

Portfolio Financials KPIs for Portfolio Manager

• Allocated Budget Across Portfolios

• Used Budget Across Portfolios

• Percentage of Budget Utilization

• Estimated Cost Across Portfolio of Projects

• Actual Cost Across Portfolio of Projects

• Allocated Budget vs Used Budget for multiple portfolio of projects

• Estimated Cost vs Actual for a portfolio of projects

• Allocated Budget Across portfolio of projects

Portfolio Schedule KPIs for Portfolio Manager

• Total Number of Milestones | Achieved Milestones | Missed Milestones | Upcoming Milestones

• Total Milestones Vs Achieved Milestones

Portfolio Issues KPIs for Portfolio Manager

• Total Number of Issues Reported in a Portfolio

• Number of Open Issues in a Portfolio

• Number of Resolved Issues in a Portfolio

• Number of Closed Issues in a Portfolio

• Number of High Priority Issues in a Portfolio

• Number of Low Priority Issues in a Portfolio

• Number of Medium Priority Issues in a Portfolio

• Number of Normal Priority Issues in a Portfolio

Portfolio Risks KPIs for Portfolio Manager

• Total Number of Risk Reported in a Portfolio

• Total Number of Reviewed Risks in a Portfolio

• Total Number of Open Risks in a Portfolio

• Number of Risk With Catastrophic Impact in a Portfolio

• Number of Risk With Major Impact in a Portfolio

• Number of Risk With Moderate Impact in a Portfolio

• Number of Risk With Minor Impact in a Portfolio

• Number of Risk With Insignificant Impact in a Portfolio

Portfolio Change Requests KPIs for Portfolio Manager

• Total Number of Change Request Reported in a Portfolio

• Total Number of Open Change Request in a Portfolio

• Number of High Priority Change Request in a Portfolio

• Number of Medium Priority Change Request in a Portfolio

• Number of Low Priority Change Request in a Portfolio

• Number of Normal Priority Change Request in a Portfolio

Portfolio Earned Value KPIs for Portfolio Manager

1. Cost Performance Index (CPI)

2. Schedule Performance Index (SPI)

Miscellaneous KPIs for Portfolio Manager

1. Percentage Completion of Individual Project

2. Percentage Progress Made For a Portfolio

3. Number of Team Member of Individual Project

4. Number of Projects Per Portfolio

5. Project Wise Actual Work Hours Spent by Resources

6. Customer Wise Resource Work Planned Vs Actual Work

7. Customer Wise Resource Work Planned Vs Actual Work Per Project

Let me know if you have different ways and KPIs to track project portfolio performance?

Additional readings about project management, leadership

• Case Study: What Happens When Project Team Has Dual Reporting
• Avoid These 10 Most Common Mistakes That Leads to Project Failure
• Ultimate Project Management Guide for project manager
• Back2Basics: Ultimate Project Management Guide: Project Planning
• 8 Reasons to Decide Whether Your Organization Needs Project Management Office

Your life can be become easier with the right project management system. ZilicusPM is the right PM tool for you and your team. Get started now.

Remember, project management isn’t about task schedule. To recap, you have various functionality available in ZilicusPM project management software as a part of project planning, project tracking, project collaboration such as

• Gantt Chart
• Time Tracking
• Budgeting and Cost Management
• Resource Planning and Management
• Issue Tracking
• Risk Management
• Change Management
• Meeting Management
• Stakeholder Management
• Project Portfolio Management
• Project Reporting
• Document Management

About Zilicus

Zilicus offers All-In-One online project management software ZilicusPM that provides complete project management control for project and portfolio managers; at the same time makes it really simple for project team members to stay on top of things. If you have been managing projects with conventional spreadsheet/ MS Excel templates or emails, it is the right time to start using online project portfolio management software. ZilicusPM is great platform for better project collaboration. Take a screenshot tour of project management software tour of ZilicusPM and Sign up for 30-days free trial of project management software ZilicusPM