Project Dashboard report

The Project Dashboard report puts many projects side by side, one row each: the budget, what's spent and what's left, hours, time and expense amounts, fixed amounts, and what's invoiced or still to invoice. Use it to spot projects that are over budget, review a customer's projects, or check your whole portfolio each week.

For one project on a page, use the Project Summary report or the Project Profitability report. This report is also separate from the widgets you add to a project, such as the Project Invoiced widget.

Run the report

1. Go to Reports in the left menu. On the Standard tab, click Project Dashboard in the Project Management group. You can also type "dashboard" into Search.

2. In the panel on the right, choose one or more customers under Customer, or tick All Customers.
   Then pick projects under Project, or leave it empty to include all of them. Until you choose a customer or tick All Customers, the report only says "Please select one or more customers".

3. Set the other options described below, and click Preview.

The Customer list only shows customers with projects that match Archive Status, which is active projects by default. Project Tags and Project Categories narrow the Project list too.

Click a project's name in the report to open its Project Summary report with the same date range and statuses.

Read the report

Each row is a project. The first column always shows the project title, with the customer, the project status in its colour, and "(Archived)" for archived projects. The columns marked with a tick are shown by default.

Amounts are in each project's currency. The Total row shows the number of projects and adds up each column. Budget, Spent and Remaining only add up when all the projects in a total have the same kind of budget, either all amounts or all hours. Otherwise they show "NA". Amount totals also show "NA" when the projects use more than one currency.

Choose columns and layout

• Show Columns: pick the columns to show. The report fits 11 columns including the project title, so you can choose 10. If you choose more, it asks you to remove some, but an export to Excel includes them all.
• Primary Grouping: group the projects by Customer, Project Status, Project Category, Budget Type or Project Owner, with a subtotal for each group. Group by Project Status, for example, to see your pipeline. Projects without an owner are grouped under "No Project Owner".
• Hide Individual Projects: show only the group subtotals and the total, for a quick overview.
• Remove Formatting: for exports. Each cell holds only the title or the number, without the customer and status under the title, budget types, percentages, currency symbols or "hr". The page heading and footer are left out too.
• Time Format: decimal hours or hours and minutes. The default is your account's format.

Choose what to count

• Date Range: the default is All Time. Choose a preset such as This Week, Last Month, Last 90 Days, Year To Date or Last Year, or choose Custom Date Range and set Start Date and End Date. Time counts by its timesheet date, not the day it was entered. Expenses count by their date, Invoiced Amount by invoice issue date and Sch Hrs All by booking date. A fixed amount counts only when its task has a due date inside the range. Budget, Tasks, Est Hrs and Sch Hrs Future don't change, but Remaining does, because Spent does.
• Timesheet Approval Status and Expense Approval Status: which entries to count. By default the report counts approved, automatically approved and invoiced time, and approved and automatically approved expenses. Other statuses, such as draft and pending, are left out unless you add them.
• Use Billable Rate: values time at billable rates instead of cost rates in Time Amount and Spent. Non-billable time then counts as zero, and non-billable expenses are left out of Expense Amount and Spent.

• Apply Rounding: applies your account's timesheet rounding to Act Hrs, to the hours in Spent for hours budgets, and to the billable time in Uninvoiced Amount, so you see the hours as they would appear on an invoice. Time Amount and Spent in money are only rounded with Use Billable Rate: at cost rates they use the hours as entered.
• Apply Expense Markup: adds expense markup to Expense Amount and Spent.
• Exclude Expenses from Spent Calculation: leaves expenses out of Spent. It's off by default.
• Exclude Fixed Amount from Spent Calculation: on by default. Untick it to count fixed amounts in Spent. Both options only matter for Total Project Fees and No Budget projects: for hours budgets, Spent is hours only.
• Fixed Amount Task Status: counts only fixed amounts whose task has one of the statuses you pick, listed as task type and status. It filters Fixed Amount, Spent and Uninvoiced Amount, and also Tasks and Est Hrs, but not Budget or Invoiced Amount.
• Project Budget based on linked Invoices: uses the total of the invoice lines linked to each project, less credit notes, as its budget. It's meant for Total Project Fees and No Budget projects.
• Include Expense Budget: adds the projects' expense category budgets to Budget. It only applies to Total Project Fees projects, and not when Project Budget based on linked Invoices is ticked.
• Uninvoiced Calculation: Items not yet invoiced, the default, adds up the uninvoiced billable time, expenses and fixed amounts. Budget - Invoiced Amt shows the budget minus Invoiced Amount instead. It only works for Total Project Fees budgets, and other projects show "N/A".

Filter the projects

• Archive Status: Active (the default), Archive, or both.
• Project Status: one or more of your account's project statuses.
• Budget Type: No Budget, Category Hours, Person Hours, Total Project Fees or Total Project Hours. Pick one or more.
• Project Budget: Remaining Budget (less spent than budgeted), Over Budget (the whole budget spent, or more) or No Defined Budget (No Budget projects).
• Project Tags, Project Categories and Project Owner: projects with any of the values you pick. See project categories and project tags.
• Project Created From / To, Project Start Date From / To and Project End Date From / To: projects created, starting or ending in those periods.

To set up the budgets this report compares against, see entering a project budget. For how Avaza works out cost and margin, see viewing project profitability. To see what's left to bill for each customer, use the Uninvoiced Items report.

Save, schedule or export

To keep your choices, such as a customer-facing version with Use Billable Rate and Apply Expense Markup ticked, save the report as your own copy: see saving and sharing reports. Tick Display Saved Report Title to show the saved report's name as its title. On paid plans, a saved report can be emailed on a schedule, such as a weekly budget check: see scheduling reports for email delivery. To download the report, see exporting data.

Who can see it

Administrators, Finance Managers, Portfolio Managers and Project Managers can run the report. Administrators, Finance Managers and Portfolio Managers can choose any customer and project. Everyone else, including Project Managers, only sees the customers and projects they're an active member of, also when they tick All Customers. That's the usual reason a project is missing.

If you aren't an Administrator, Finance Manager or Portfolio Manager, some amounts are blank on projects where you don't have these permissions:

• Without Can manage Project Member Cost & Billable Rates: Time Amount, Uninvoiced Amount and Invoiced Amount, plus Budget and Spent on Total Project Fees and No Budget projects.
• Without Can manage Fixed Amounts on project: Fixed Amount.

If you need them, ask an administrator to check your permissions on the project's Members tab (see project settings).