Project Manager Dashboard: A New Tool for Enhanced Project Oversight

Overview

In this guide, you will learn:

• How to access the Project Manager Dashboard from the project summary page
• What charts and widgets are available
• How to customize your dashboard layout
• How to view financial metrics like cost, revenue, and margins
• Who can access the dashboard and how to manage permissions

Who Can Do This?

• Project Managers and Client Managers (default access for their own projects)
• PSA Admins and Global Admins (default access to all projects)
• Other users with assigned “View Project” and “View Financials” permissions

Pre-requisites

1. You must be added to the project or have global/project-level access.
2. To view financial data, permissions must explicitly include financial access.
3. Timesheet and billing data should be updated to reflect accurate charts.

Accessing the Project Manager Dashboard

1. Log in to the Keka portal.
2. Navigate to Projects > click on preferred project.
   
   
3. Click on the overview tab.
4. The Project Manager Dashboard will load automatically.
   
   
    

Review Dashboard Charts

1. Time and Budget Summary
2. Utilization & Time Spent (Over Time)
3. Utilization & Time Spent (by Role/Resource)
4. Project Burn Down Chart
5. Task: Estimated vs Actual
6. Effort vs Revenue Over Time
7. Planned vs Actual Cost, Profit & Margin
8. Invoice Status Overview
9. Expense Breakup

Customising Your Dashboard

1. Click the Settings icon at the top of the dashboard.
   
   
2. Drag and place charts as per your preference.
3. Use + Add Chart to include more visual insights.
   
   
   
   
4. Click Save to retain your layout changes.
   
   

Using Filters and Export Data

1. Use the Date Range filter to analyze specific timeframes.
2. Click Export to download chart data for offline analysis.
   
   

Analysing Project Widgets

1. Estimated Cost (Est Cost)
   1. Hourly Projects: Allocated Hours × Hourly Cost
   2. Fixed Projects: Allocated Days × (Annual Cost ÷ 365)
2. Estimated Revenue (Est Revenue)
   1. T&M: Approved Time × Bill Rate
   2. Fixed Fee / Milestone: Sum of Milestone Fees
   3. Retainer: Retainer Total for Project Duration
3. Estimated Margin (Est Margin)
   1. ((Est Revenue – Est Cost) ÷ Est Revenue) × 100
4. Invoiced Revenue – Sum of All Invoices Raised to Date
5. Hours Budget – Compares Approved Hours vs Budgeted Hours
6. Cost Budget – Compares Incurred Cost to Date vs Budgeted Cost
7. Pending Actions, Project Health, Employee Leave Status within the project team

Dashboard Update Frequency

The dashboard auto-refreshes once every 24 hours based on your first visit of the day.

Example: If visited at 4 PM today, the next update happens at 4 PM tomorrow.

Setting Permissions

1. Default Access:
   1. PMs and Client Managers: Access to their own projects
   2. PSA Admins and Global Admins: Access to all projects

2. Custom Access:

   1. To grant dashboard access: Go to Project Settings > Permissions
   2. Assign: View Project, View Financials

   
   

3. Global Access:

   1. Go to Roles & Permissions (Global Settings)
   2. Assign Timesheet-related access, including: View All Projects, View Financials

   
   

FAQs

Q: Can I export charts from the dashboard?
A: Yes, each chart has an export option for offline use.

Q: Can I track both cost and revenue?
A: Yes, charts and widgets include comparisons of planned vs actual for cost, revenue, and margins.

Q: Can I edit widgets or KPIs?
A: No. Widgets are auto-calculated based on your project setup and cannot be modified.

Q: Why don’t I see financial data?
A: You must have “View Financials” permission enabled.

Troubleshooting

Dashboard not visible?

• Ensure you have project access.
• Confirm role-based permission setup.

Missing charts?

• Click Settings > Add Charts manually.
• Charts may not appear if related project data is missing.

Incorrect financial data?

• Validate allocations and timesheet submissions.
• Confirm billing models and project types are set correctly.