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[#71042] Update portfolio management use case https://community.open… (#22060)
* [#71042] Update portfolio management use case https://community.openproject.org/work_packages/71042 [#71042] Update portfolio management use case https://community.openproject.org/work_packages/71042 * update * Apply suggestions from code review
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title: Portfolio management and custom reporting
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priority: 990
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title: Portfolio management and custom reporting
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priority: 990
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description: Step-by-step instructions about portfolio management and custom reporting
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keywords: use-case, portfolio management
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---
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# Use Case: Portfolio management and custom reporting options
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# Portfolio management with OpenProject
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If you have a lot of projects running at the same time it can be helpful and even necessary to have a meta-level overview of your projects, keep track of the project status and due dates. With OpenProject you can do just that.
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This use case explains how you can use **portfolio management in OpenProject** to get a **strategic overview across initiatives**, replace ad-hoc spreadsheets with structured reporting, and prepare meaningful insights for leadership. Portfolio management helps you monitor multiple **programs and projects** at a high level, identify risks early, and ensure alignment with organizational goals.
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This guide supports you in using:
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- the [**Portfolios module** (Enterprise add-on)](../../user-guide/portfolios/) for strategic grouping of workspaces, and
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- complementary reporting options such as **project lists**, filters, and exports.
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If you have many projects running at the same time, it can be helpful and even necessary to maintain a meta-level overview, track overall status, and monitor due dates. With OpenProject, you can establish that strategic visibility in a structured and consistent way.
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> [!NOTE]
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> This guide assumes that you are using **OpenProject with the Portfolios Enterprise add-on** enabled (Enterprise Cloud or Enterprise on-premises), and that you have permission to view and manage portfolios.
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## Overview
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When running many projects simultaneously, it becomes difficult to see the full picture:
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- You may not have a **single source of truth** for status and progress.
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- Executive reporting can be **manual, inconsistent, and outdated**.
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- You need to focus on **strategic signals** such as risks, timelines, and overall progress rather than operational details.
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Portfolio management in OpenProject addresses these challenges by grouping related **programs and projects** into a top-level workspace that provides a **high-level overview**.
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Portfolios in OpenProject are special workspaces that allow you to:
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- Combine multiple **programs and projects** into a strategic hierarchy
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- Track **aggregated status and progress** across workspaces
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- Use filters and customizable views for reporting
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- Supplement this with project-level lists and exports when needed
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## Step-by-step guide
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### 1. Navigate to the portfolios overview
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Select **Portfolios** from the left hand or global modules menu.
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The overview page lists all portfolios you can access. Use filters, portfolio status, and aggregated status indicators across subitems to quickly assess portfolio health and identify initiatives that require attention.
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### 2. Structure your portfolio
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Within a portfolio, add:
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- **Programs** to group related strategic initiatives
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- **Projects** for direct portfolio-level tracking
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A portfolio can contain programs, projects, or a mix of both. Define a structure that reflects your strategic priorities. Here is an example of a portfolio, which includes programs that in turn contain projects.
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## Create projects overview
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Read more about [portfolio hierarchies](../../user-guide/portfolios/).
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### Access project list
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### 3. Manage portfolio subitems
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To view all projects, first select the **Select a project** dropdown menu, then click on the **Project lists** button.
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You can also get to projects overview by selecting **Projects** from the [global modules](../../user-guide/home/global-modules) menu in the top right corner.
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Use the **Subitems widget** on the portfolio home page to maintain included programs and projects.
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### Filter and sort projects
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Review and adjust the structure regularly to keep your strategic overview aligned with organizational changes.
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You will see a list of all projects within your organization. You can filter this list by various attributes, such as **Project owner** or **Created on**. Additionally, project custom fields can be used as filters (Enterprise add-on). If you haven't added custom fields yet, follow the instructions [here](../../system-admin-guide/custom-fields/).
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### 4. Use filters and saved views
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Configure views and apply filters to focus on relevant information, such as:
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You can further adjust this view by adding or re-arranging columns and changing the sorting order. To sort the project list, click on a column heading, such as **Status**. Read more about [configuring project lists](../../user-guide/projects/project-lists/#configure-project-lists-view).
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- Status
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- Stakeholders
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- Timeline indicators
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- Custom attributes
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After you have adjusted the projects overview to your liking, you can save it,
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[export it](../../user-guide/projects/project-lists/#export-project-lists) or
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[share it with key stakeholders](../../user-guide/projects/project-lists/#share-project-lists).
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### Projects in Gantt view
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## Complementary portfolio management features
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You can add a visual component to the overview by clicking on the **Open as Gantt view** button.
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In addition to the Portfolios module, OpenProject provides several features that can enhance your portfolio management and reporting setup.
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- [**Project lists**](../../user-guide/projects/project-lists/): Create a filterable overview of all projects across your organization. Adjust columns, sort by status or owner, save views, and share or export them for stakeholder reporting.
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The **Gantt charts** module will open and the selected projects will be displayed in Gantt view.
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- [**Gantt charts**](../../user-guide/gantt-chart/): Open multiple projects in a shared timeline to visualize milestones, overlaps, and dependencies. This supports cross-project timeline discussions.
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- **Export options**: Export work package tables or Gantt charts as PDF, XLS, or CSV for formal reporting. Learn more about [exporting work packages](../../user-guide/work-packages/exporting/) and [printing Gantt charts](../../user-guide/gantt-chart/#how-to-print-a-gantt-chart).
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You can configure this view using the button with the three dots in the upper right corner and select **Configure view**. Find out more about [Gantt charts configuration](../../user-guide/gantt-chart/#gantt-chart-configuration).
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- [**Wiki module**](../../user-guide/wiki/): Build structured portfolio reports with embedded work package tables, macros, and dynamic calculations. You can create reporting hubs or dashboards for different initiatives.
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- [**Global work packages view**](../../user-guide/home/global-modules/): Analyze work packages across projects to identify overdue milestones, high-priority items, or cross-project risks affecting your portfolio.
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## Create custom reports
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## Outcome
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### Export project reports
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By combining the Portfolios module with structured reporting features, you establish a clear governance layer above your operational projects.
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For creating custom project reports you can use the export function in the work packages table view or in the Gantt charts view.
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Instead of consolidating information manually, you rely on live portfolio data, consistent status structures, and reusable reporting views. Strategic discussions become focused on priorities and risks rather than data collection.
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You can export the work packages in one of the following formats: PDF, XLS and CSV. Read more about [exporting work packages in OpenProject](../../user-guide/work-packages/exporting/#export-multiple-work-packages).
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To export or print a Gantt chart, use the print function (**CTRL+P**) and then save it as a PDF. Only information displayed in the main screen area is included. Design elements, side menus, and top menus are excluded. Please see here [how to print a Gantt chart in OpenProject](../../user-guide/gantt-chart/#how-to-print-a-gantt-chart).
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### Project status reporting
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You can [display and configure the individual project status](../../user-guide/projects/project-status/) on the project overview page.
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For more advanced project reporting requirements, using the [Wiki module](../../user-guide/wiki/) is another powerful tool. The Wiki allows you to build complete custom reports using embedded work package tables, macros and even embedded calculations.
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Here is an example of how a project report wiki could look:
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And how the dynamic data, such as calculations, filters, macros and reference language work behind the scenes:
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For more information about the syntax and how the attributes work, please look [here](../../user-guide/wysiwyg/).
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If you want to work with multiple Wiki-based reports, you can create a parent Wiki page as a table of contents, for example, on which all the other reports are listed.
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See more info on Wiki and the use of Macros [here](../../user-guide/wiki/).
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This allows you to manage growth, align initiatives with organizational goals, and maintain transparency across your entire project landscape.
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