Overview of Project Portfolio Report

⏱️ 6 minute read

Quick Access: Reports > All Reports > New Report > Project Portfolio Report

Forecast's Project Portfolio Report is a comprehensive standard report that focuses on multiple financial and project management aspects of your project portfolio. This report is particularly useful if you are using Connected Projects or Programs and want to get a good sense of the status of all projects within a portfolio.

This article covers:

Understanding the Project Portfolio Report
Accessing the Project Portfolio Report
Breakdown of Project Portfolio Report
Managing the Details Table

Understanding the Project Portfolio Report

Admins, Controllers, Managers and Coordinators have access to view a project portfolio report. Access may be granted to other permission profiles using custom permissions (Custom Permission Profiles).
The report draws data from across the entire portfolio of projects and is used for the financial tracking of the account's portfolio of projects.
Two tabs provide visibility into project financials by Period (date range) or Month By Month (calendar year).
The report may be grouped to display data by client, connected project or program.
It is possible to export the report as a CSV at any time.

Accessing the Project Portfolio Report

Access to reports is controlled by permission profiles. Standard permission profile access extends across Admins, Controllers, Managers and Coordinators. To grant additional permission profile access to reports, check out Custom Permission Profiles.

To access the Project Portfolio Report

Click Reports in the navigation bar.
Select Standard Reports from the dropdown.
In the reports repository, identify the report and click on its name to open.

More information about the report repository and how to work with reports can be found in:

Breakdown of Project Portfolio Report

There are three components within the report. Each component delivers an extensive financial report for the company's portfolio of projects.

General Settings
Graph
Details Table

General Settings

General settings include the report name as well as page features and functionality.

Setting	Function
Report Name	The name of the report.
Period / Month by Month	This setting provides two display options for the Details Table. Use Period to view certain months determined from the date selector. Use Month by Month to display utilization for the entire calendar year, by month.
Date Selector	When set to Period the date selector will be available to change the months the report is covering. Select from a list of preset time periods or apply a custom date range.
Graph Data Selection	Select the type of data displayed on the graph.
Filters	Reduce the displayed dataset by applying Project filters. Options include: Project, Client, Label, Project Stage, Budget Type and more.
Use Win Probability	Used for weighted forecasting. Apply the win probability % as a multiplier for Baseline, Estimated, Projected Total financial fields and hours fields as well as Fixed Price, Revenue Recognition, Retainer Period Target Time, and Retainer Period Target Price. See Flexible Pipeline Opportunity Reporting for more information
Share	Use to share the report across your organization. Note: It is not possible to share the Project Portfolio Report externally.
Make a Copy	Create a duplicate of the report.
Save Report	Save the report as configured. Last edit by user/timestamp appears to the left of Filters.
Grouping	Select how to group data in the Details Table. Select from: Client, Connected Project or Program.
Export as CSV	Download the report in CSV file format. Note: The CSV file includes the first layer of information only. Nested detail is not included. Warning: Users may export up to 50k rows of data at one time.
Eye Icon	Show or hide data in the Details Table. The list of data points to select from are specific to each tab: Period or Month By Month.

Graph

Use the graph to display visualize the report data. Select the desired datapoint from the dropdown at the top left of the graph.

Data Point	Definition
Actual Revenue	Revenue based on Actual Billable Hours and past expenses for the selected date range. Actual Billable Hours are either time registered or past resource allocations, depending on the project's financial settings. Manual revenue recognition and the locking of months are factored in.
Actual Cost	The cost based on Actual Hours and past expenses in the selected date range. Actual Hours are either from time registered or past resource allocations, depending on the project's financial settings. Actual Hours x Internal Hourly Cost + Cost of Past Expenses
Actual Profit	Profit for the selected date range, based on Actual Revenue and Actual Cost. Actual Revenue - Actual Cost
Actual Billable Value of Service	The amount that would be charged in Time & Materials based on Actual Billable Hours and past expenses in the selected date range. Actual Billable Hours are either from time registered or past resource allocations, depending on the project's financial settings. Actual Billable Hours x Rate + Price of Past Expenses
Projected Total Revenue	Projected total revenue from the selected date range, based on actuals and remaining work and expenses. Manual revenue recognition and the locking of months are factored in. Actual Revenue + Remaining Work Revenue
Projected Total Cost	Projected cost for the selected date range when work is completed. Actual Cost + Remaining Work Cost
Projected Total Profit	Projected profit for the selected date range when work is completed Projected Total Revenue - Projected Total Cost
Projected Total Billable Value of Service	The projected amount that would be charged in Time & Materials for the selected date range. This is based only on billable time and expenses. Actual Billable Value of Service + Remaining Work Billable Value of Service
Invoiced	Amount invoiced within the selected date range, based on Invoice Date. Draft invoices are excluded, as is tax.
Invoice Paid	Amount paid on invoices within the selected date range, based on Payment Date. Draft invoices are excluded, as is tax.

Details Table

Details Table returns all of the data that has been enabled for display in the report. It is structured as:

First layer: The overall information by project and the totals for the data points that have been enabled through the eye icon.
Nested layer: An additional layer of detail presenting the data by project phase and role.

Warning: The CSV export file includes first layer of information only and not the nested layer.

Managing the Details Table

The data displayed in each report is customizable providing flexibility over your reporting needs. Use the Eye icon to identify which data points will be shown as columns or hidden from the details table. Be sure to use Save Report after customizing and before downloading as CSV.

To show/hide data columns

Click on Reports.
Select All reports.
Click on an existing Project Portfolio Report or, for a new report, click on New Reports and select Project Portfolio Report.
Click on the eye icon.
Click on the desired data points to add/remove columns to the details table.

Note: The CSV file includes all visible columns/data points in the Details Table based on the last saved version. If a column is added or removed, save the report before exporting to ensure the CSV file mirrors the in-app report.

Reviewing the RAG Status Description

The Project Portfolio Report includes each project's RAG Status, denoted by Red, Amber, or Green circles. This is useful to to view all projects, their RAG status, and the corresponding Status Description of why each project reflects a particular status.

To edit the RAG color and the description

Go to the Project.
Open Project Settings.
Navigate to the Status tab.
See Project Status.

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