Learn how the Project Portfolio Report can assist you by presenting a clear, in-depth analysis of your portfolio of projects.
Note: While the Project Portfolio Report is available to all subscription plans, it's functions are limited in the LITE plan. Specifically, LITE plan users will only be able to view hours.
Forecast's Project Portfolio Report
The Project Portfolio Report aims to deliver a simple and yet in-depth portfolio report that can be accessed, edited and exported effortlessly at any time. The report presents you with multiple information such as Cost, Profit, Revenue, Invoiced and Invoice Paid in an easy to digest graph. Later in the article we will talk about each one of these as well as the rest of the options.
Before we dive into it, here are a few of things to keep in mind:
1. Admins are able to view every project in the report, Controllers can only view projects that they are assigned to.
2. Only the owners are able to edit and save the report.
3. The report only shows projects that contain data within the date range/year that is selected.
To access the report simply navigate to Reports, which is located under your company's portfolio tab, click New Report, and select the Project Portfolio Report.
Structure of the report
To help you better navigate the Project Portfolio Report, below you are able to see how it is structured. At the top of the page you are able to find all of the functions that give you the ability to construct an in-depth report for your needs.
We will go more in-depth of how each function works later in the article.
Below the functions you will find the graph of the report. The graph gives you a better view of how your projects have done financially as time progressed and has the ability to display a variety of information such as Forecasted Revenue and Invoiced.
Finally, below the graph you will find the table depicting all of the projects in your Forecast account along with all of the information that you chose to be displayed.
The table, as depicted in the picture, allows you to view which projects you have selected to appear in the report along with the components you would like to appear. More on the components later in the article.
Now that you are familiar with the reports structure you will want to familiarize yourself with its functions. These options are what allow the Project Portfolio Report to be so in-depth and deliver a vast amount of information on your work. Below we will explain how each function works and how you can best use them to create just the right report for your needs.
1. Report Name: You are able to now name all of your Project Portfolio Reports in order to more easily identify them in your reports portfolio. Simply click on the field and type the name you wish to give to your report.
2. Period or Month by Month: With this option you are able to set your report to either present you stats for the period of your choosing or choose to have your report show you statistics Month by Month for the year of your choosing.
3. Graph data selection: From here you are able to select the data that you wish to be displayed onto the graph. The choices are Forecast Revenue, Forecast Cost, Forecast Profit, Invoiced and Invoiced Paid.
4. Date range selection: Depending on your choice of Period or Month by Month you will be able to select the date range from this option. If you are using the Period setting then you are able to choose the date range between months, that can go back even years, and if you are using Month by Month you can choose which year you wish to review.
5. Save Report and editing information: From here you are able to now save your report with all the changes made to it and also review who edited it last.
6. Export as CSV: If you wish to export your report in a CSV format and import to a different tool you can use this option to do just that!
Note: The CSV does NOT download the nested option of a project, only the first layer. The pictures below shows you what the difference is.
7. Show/Hide components: From here you are able to choose the extensive amounts of data that you wish for your report to display. You may choose from 12 different components such as Project Hours, Financials, Baseline and more. Each component have their own sub-components that can further enhance the report that you wish to create. We recommend experimenting and familiarizing yourself with all of the components of the report.
8. Filters: Filters allow you to better navigate through the report and focus on the projects that you wish to review the most. You may filter by a variety of project based components such as Clients or Budget Type but more importantly you are able to filter out a single project in the report and focus on that one report with all of the data available.