Project Management Dashboard Power BI Report

1. Project Overview

The Project Management Dashboard provides a comprehensive overview of project performance, tracking key metrics such as budget utilization, task completion, overdue projects, and project cost analysis. The dashboard supports project managers in making data-driven decisions.

2. Objectives

• Monitor overall project progress and task completion rates.
• Track budget utilization vs. actual costs.
• Identify overdue projects and tasks.
• Compare project performance by category, manager, and priority.
• Provide cost analysis insights to optimize resource allocation.
• Offer interactive filters and slicers for deeper analysis.

3. Data Sources & Structure

Tables and Fields

1. Project Details Table
   • Project ID
   • Project Name
   • Project Manager
   • Project Type
   • Budgeted Cost
   • Actual Cost
   • Budget Utilization (%)
   • Total Tasks
   • Completed Tasks (%)
   • Project Status
   • Task Priority (Critical, High, Medium, Low)
2. Task Details Table
   • Task ID
   • Task Name
   • Assigned To
   • Task Status
   • Completion %
   • Overdue (Yes/No)
   • Estimated Cost
   • Actual Cost
3. Time Series Data Table
   • Year
   • Month
   • Budget vs. Cost
   • Task Completion %
4. Filters & Slicers
   • Project Manager Filter
   • Task Status Filter
   • Year and Month Filter
   • Project Type Filter

4. Data Processing & Transformations

SQL Queries for Data Extraction

SELECT
    Project_ID, Project_Name, Project_Manager, Project_Type,
    SUM(Budgeted_Cost) AS Budgeted_Cost,
    SUM(Actual_Cost) AS Actual_Cost,
    (SUM(Actual_Cost) / SUM(Budgeted_Cost)) * 100 AS Budget_Utilization,
    COUNT(Task_ID) AS Total_Tasks,
    SUM(CASE WHEN Task_Status = 'Completed' THEN 1 ELSE 0 END) * 100.0 / COUNT(Task_ID) AS Task_Completion_Pct,
    Project_Status
FROM Project_Details
GROUP BY Project_ID, Project_Name, Project_Manager, Project_Type, Project_Status;

Power Query Transformations

• Data Cleaning: Remove null values, format dates, and correct data types.
• Merging Tables: Combine project details and task data.
• Creating Time Intelligence Columns: Add Task Completion % by month.
• Flagging Overdue Tasks: Identify overdue projects based on due dates.

5. DAX Measures for Power BI

Budget Utilization (%)

Budget Utilization % =
DIVIDE(
    SUM(Project_Details[Actual_Cost]),
    SUM(Project_Details[Budgeted_Cost]),
    0
) * 100

Task Completion Rate (%)

Task Completion % =
DIVIDE(
    COUNTROWS(FILTER(Task_Details, Task_Details[Task_Status] = "Completed")),
    COUNTROWS(Task_Details),
    0
) * 100

Overdue Tasks Count

Overdue Tasks =
COUNTROWS(FILTER(Task_Details, Task_Details[Task_Status] = "Overdue"))

6. Visuals & Dashboard Elements

1. KPI Cards:
   • Total Projects
   • Total Tasks
   • Total Budget vs. Total Cost
   • Budget Utilization (%)
   • Task Completion (%)
2. Bar Charts:
   • Projects by Status
   • Projects by Priority
   • Budget Utilization by Project Type
3. Line Charts:
   • Monthly Trend of Budget vs. Cost
4. Tables:
   • Project-wise Budget and Cost Analysis
   • Project Manager Performance
   • Overdue Projects and Tasks
5. Slicers:
   • Project Type, Manager, and Task Status filters

7. Deployment & Performance Optimization

• Scheduled Data Refresh: Refresh project data weekly.
• Optimized DAX Queries: Improve performance using calculated columns.
• Aggregated Tables: Pre-aggregate data for faster performance.

8. Security & Access Control

• Row-Level Security (RLS): Restrict project data based on user roles.
• Role-based Access: Define access levels for managers, analysts, and stakeholders.

9. Project Completion Method

Step 1: Data Extraction (SQL Queries)

• Extract project and task data.
• Aggregate budget and cost figures.

Step 2: Data Transformation (Power Query)

• Import and clean data in Power BI.
• Merge project and task tables.
• Create calculated columns for overdue tasks and budget utilization.

Step 3: Data Modeling & Relationships

• Establish relationships between project, task, and time series tables.
• Optimize performance by creating summarized views.

Step 4: DAX Measures Development

• Create calculated measures for budget utilization and task completion.
• Implement time-based calculations for monthly trends.

Step 5: Visualization & Dashboard Building

• Design KPI cards, charts, and tables.
• Optimize user experience with interactive filters.

Step 6: Testing & Validation

• Validate SQL outputs with Power BI reports.
• Ensure calculations and filters work correctly.

Step 7: Deployment & Optimization

• Publish the report to Power BI Service.
• Set up scheduled refresh and security access controls.

10. Expected Outcomes

• Improved visibility into project performance.
• Enhanced decision-making for budget management.
• Better tracking of overdue projects and tasks.
• Actionable insights for project managers.

Project Management Etended Power BI Report in CSV format. You can download it here:

Developed by Muhammad Zahid