Project template sets - weighing options

melissalk

Hello, all!

What's the benefit in using the PMO template set over the Project Tracking & Rollup set or the Construction & Facilities/Multi Project set?

In looking at each, and playing around with the PMO set, it seems like it might be more robust than what we need. We have multiple clients, some with multiple projects. Each project has several components, but each component has the same set of phases. I feel that all three options would work for us. The Intake Sheet and Project Metadata sheet (in PMO) seem to be the main differences that stand out so what is the purpose of those and why would they be more beneficial to have?

Some background, I'm new to this (very small) company and they are currently using the project plan sheet from the Tracking & Rollup set for their projects. They've been creating basic reports & simple dashboards along the way, but the goal is to enhance everything and create dashboards for each project, for each client (a rollup of their projects), and one for all clients & all projects. Noting that we don't have a master project tracking sheet in use, projects don't go through any approval process, and most of the team works on all of the projects. Also, only two of us will be handling any set up for new clients & projects.

Any insight, feedback, or guidance is much appreciated.

Thank you,

-Melissa

dojones

I think you would be better off using the PMO template if you are wanting rollups of multiple projects into one dashboard. It's what I use to manage around 60 projects. Project Tracking & Rollup is good for one project. With the PMO template, each project gets a Project Tracking & Rollup, but it also gives a way to consolidate key information to one sheet, the Intake Sheet.

Purpose of the Intake Sheet is to log key information on all projects to one sheet. It's basically a list of all projects with information you want to track on one sheet. This enables a rollup dashboard for all projects (which is included in the template). In our case, we use a form for project submittal that routes for an approval process. The form comes from the Intake Sheet and loads information to the Intake Sheet. You don't have to use an approval process.

Using the PMO template, each project gets a project folder with a dashboard for the project, Project Tracking & Rollup.

The Project Metadata sheet is used to extract certain fields from the individual Project Sheet and to pass the same fields to the Project Intake Sheet. It provides a method to have real time updates to the Project Intake Sheet from each individual Project Sheet as the project is updated.

Once you understand how it works, it takes less than 5 minutes to setup a project and link it back to the Intake Sheet. Within the structure of the PMO, you can add fields that you need and do summaries to enhance the dashboard.

Good Luck!

melissalk

Thank you for the response! In testing the PMO environment I did find beneficial aspects, but it was the Intake and Metadata sheets that kind of left me wondering their necessity if we may not need them in our use-case. This is very helpful info to take into consideration - appreciate it!

lav_bratis

Hi,

I just came upon this discussion and I do not know if it could help You now, but I could confirm that we had the same situation in our company as you @melissalk . The two of us (my colleague and I) are using the PMO like @dojones suggested. We are handling all the projects and the approvals we enter manually after receiving the instructions from the management in various forms.

This is our standard now.

melissalk

Thank you for the note, @lav_bratis. We're currently setting up a test using the PMO template. The one difference we have is that each project doesn't have one plan sheet. We're setting up multiple plan sheets for one project (they are each a component of the project) so I'm seeing where that may limit us in reports and what customization we may need. Trial & error! :)

lav_bratis

You'll need to utilize the cross-sheet references to link data between different plan sheets, and probably change the solution. I haven't tested it myself, but that is what I've learned while modifying the PMO for our purposes.

Maybe if you ask the community elsewhere they might be able to help or guide you further and faster for such an option and-or modification You seek. You've probably learned all of this so far and I wish You good luck then. 😁

In case You need some help with the PMO, let me know.

Cheers

melissalk

Thank you, @lav_bratis! I have yet to investigate that function but I am sure I'll get there. Lots to learn!