Best practices: Most used reports for project management
In Scoro, it's easy to track and manage every detail related to time and money for each project, plus get granular reporting on everything done. On top of that, you can add all the relevant metrics to your dashboard to get a full overview of everything important on just one page.
HOW THE PROJECT IS DOING IN TERMS OF PROGRESS
1. Easily track which stage your projects are currently in with the help of the Project list.
Open filters and group the list by statuses.
2. See how much time you and your team have spent on different projects (but also compare the actual time spent to estimations) on the Project list.
Customize the view by adding columns like Project deadline, Estimated duration, Total to do, Total done, and Progress.
3. Track, which projects are approaching the deadline.
In the project list, filter out the projects with a deadline in the next 7 days. Or, track overdue projects by filtering out projects with a deadline before today. Add these projects to your dashboard by first bookmarking the filtered view. In addition, set up a watchdog for this bookmark to get notified about the projects with the deadline approaching.
4. Track the number of new projects.
Go to the project list, filter out the projects by the relevant start date (for example current month/quarter). Or, filter the list by the completed date to see the number of completed projects.
WHAT THE MOST TIME IS SPENT ON
1. Track what your team is spending their time on by using the Detailed work report.
First group the report by activity types and then by overview. Or first group it by activity types and then users (or vice versa). The third option is to group the list by users and then as an overview.
2. Use the Task list or Detailed work report to understand what type of tasks take more (or less) time than expected.
Open the Detailed work report, customize the view by adding columns like Duration (the actual time spent on a task) and Planned (what you initially planned). Then group the results according to your needs. For example, first, group the list by projects and then by tasks. Or, first by activity types and then by projects.
3. See, how much of your team’s time is billable to the customer (if you're using billable time on your site).
Make sure to add both the billable time and non-billable time columns to the Detailed work report and summary bar by customizing the view. You can get an overview of the results on the summary bar. If you wish to track and compare the value in %, just bookmark the view.
Then add a ratio metric (with a goal) to the dashboard. Now you can easily compare all hours spent (duration) to the billable hours.
AVAILABILITY OF THE TEAM
1. To plan project-related activities better, first, see how occupied your team is by checking their Scoro calendar.
You can easily see a visual overview of how full their workdays are (TIP! Enable tasks and time entries under calendar view options to see their daily work progress and utilization, but also schedule tasks in the Calendar, if needed).
2. Alternatively, you can use the Utilization report to get insight on how much of your team’s time has been used (done activities), planned (scheduled time entries or tasks with a deadline) or left unscheduled.
3. Use the Planner to keep track of and plan your team’s work weeks.
See exactly how much of your team's time is already booked, and which tasks and projects your team members are working on. Schedule new assignments to your team and effortlessly avoid overbooking.
PROFITABILITY OF THE PROJECT
1. Track the financial results of the current period.
Go to the Detailed financial report. Filter out the documents you want to track (e.g. invoices or bills), then select the relevant period from the Issue date filter and group the report according to your needs. For example, group the list by clients and subgroup it as a list to see how many invoices you have issued to each customer and how much you’re making.
Or, if the sales team is responsible for issuing invoices, group the list by users to see each team member’s contribution to the revenue.
2. Compare the financial results of two periods in the Detailed financial report.
Just open the Issue date filter, tick the Compare option and select the relevant comparison period. Read more on how to use filters.
3. Keep an eye on project profit.
Select Profit (after labor cost) as an input in the Detailed financial report (this option is available if Margin is enabled on your Scoro site).
Alternatively, you can use the Project list to oversee project profit (this can be done, if the Project budget feature is active on your Scoro site).
4. Set a target for income and see in real time exactly how close you are to reaching your goal.
First, go to the Detailed financial report. Filter out all invoices in period (select the current month, for example) and save the filtered report as a bookmark. Now open the dashboard and set up a result metric with a goal. Read more on how to customize your dashboard.
5. Set a limit to the project cost and track how much you’ve spent in real time.
First, go to the Detailed financial report. Filter out all bills in period (select the current month, for example) and save the filtered report as a bookmark. Now open the dashboard and set up a result metric with a limit.
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