Balanced Project Scorecard
How to use it ?



First get your own balanced project scorecard template

This page a user manual of the Project Balanced Scorecard available on Google Docs.

To use it you have previously to:
- get an access to view the Project Scorecard
- create a google docs account (with the same e-mail adress you have declared to get access to the template)

Once you are granted with a view access to the template, you have to create your own copy (File - Save as new copy).
Starting from now you have your own Project Balanced Scorecard.

How to use the main sheet of the Project Scorecard

At the bottom of the page select the sheet called "Main", normally the default sheet when you enter to the document.

This sheet proposes a global view on the project portfolio performance as well as a comparison of a selected project with respect to the average. It can be used also to manage a single complex project (considered as the portfolio), composed of sub-projects.

This sheet in divided into three main columns:
- On the left the definition of the KPIs selected in each of the Project Balanced Scorecard perspectives
- The middle column gives the average value of these KPIs for the Project portfolio
- The right column presents the KPIs values for the project which ID has been entered on the cell "D2"

Normally that is the only cell you have to modified on this sheet, together with the floating line of the OTD KPI.
All the projects data have to be entered on their specific sheet.

Project identification

On the sheet "Projects" you will have to inform the identification fields of the project.
The only mandatory one is the ID field to permit to link at the other data to a project.

To better identify each project, you have to give it a Description and a Manager.
The other fields "Category i" are optional in this version of the template.
In a more extended scorecard they will be used for aggregated views.

Up to you to add all the fields you need to manage your project portfolio, like customer...

Project Cost Overrun

Apart from the ID project, the only information to enter on the "PCO" sheet is the initial Budget of the project and the corresponding current forecast of cost at completion. The rest of the sheet is calculated.

On Time Delivery

To measure schedule management performance, your project is suppose to be divided into milestones.
For each of one, as a minimum a contractual or reference date has to be defined, together with its delivery date.
You can weight each delivery performance by the amount of sales, invoice associated, or any other factor (anyway not zero).

A project milestone is considered delivered in time, when the difference between delivery date less contractual date is no more than the floating line defined in the main page and considered the acceptable delay for the purpose of the Key Performance Indicator.

Resources Planning Accuracy

When managing resources common to several project, a facilitator to deliver in time is to get the resource you need.
For that it is so critical for the project manager as well for the Resources Manager to be accurate in their estimation.

The KPI proposed to measure this accuracy requires to compare for each project and each resource:
- the resources budgeted at th beginning of the project (B)
- and the current estimation of total resources needed to complete the project (E)
- this estimation is the sum of what has been already used, called Actuals (A) and what is still needed to complete the project (T).

The accuracy for a project or a group of projects is obtained by the following calculation:

RPA = 100 * [Sum of Min(B,E)] / [Sum of Max(B,E)]

Project Management Quality

Following the Balanced Scorecard methodology, the Financial results (PCO) and Customer satisfaction (OTD) depend on facilitators at both:
- Process level measured by indicators like RPA,
- Learning & Growth level

Speaking of Project Management, a key success factor is to applied the best practices defined for this discipline.

Depending on the type of project portfolio you are managing, you should focus in the Project Scorecard on some of the following best practices:
- Risk Management
- Actions Management
- Minutes Of Meeting
- Configuration Management
- Progress Report to Customer
-...

Then you have to define criterias to evaluate the degree of application of these practices, for instance:
- if at least one document exist for your project about Risk Management, you could consided a 50% of applications
- if this document has been updated during the last month, you put 100%

Next developments

The next step is to integrate this Dashboard with othe Project Management tools on Google Docs. So, keep an eye on this site for new templates.

If this template has help you to get some benefits for your job, may be you want to contribute to the development of more templates of this type. Why not to make a donation ?