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Insights Overview

Available in: Enterprise and Premier

INFO

Insights reporting is an add-on feature for Mavenlink. Please email your Client Success Manager to purchase Insights or request training.

Accessing Insights Standard Reports Introduction

Overview

Data-driven decisions are essential to every successful business. You want to know not only the progress and profitability of projects, but also whether your team is being used effectively and efficiently. With interactive reports and a powerful custom reporting engine, the Mavenlink Insights Business Intelligence Solution gives you the visibility you need to make swift, informed decisions for projects and staffing.

Insights permissions are determined by Insights Settings and Insights Access Groups. By default, Account Administrators have full View and Edit rights to all Insights dashboards. Report Viewers can also be given Edit rights though Insights Access Groups. Note that anyone with Edit rights will be able to see all of the data. insights-hero.png

 

Standard Dashboards and Reports

Insights comes with several standard dashboards that provide key information about the health of your company, projects, and employee productivity. 

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Here's a breakdown of each dashboard, including their most popular tabs and intended audience.

Fees

See where revenue is coming from for both Time & Materials-based projects (calculated based on the user's actual logged hours and bill rate), and Fixed Fee projects. Its most popular tabs are Fees (Actual, Scheduled, and Allocated) and Fixed Fee, and is intended for project managers and executives.

Margin & Cost

Uses a variety of methods to calculate margins, such as the Resource Schedule Method, Project Budget Method, and Percent Complete Method. Each method is a tab for easy, quick reference. Its most popular tabs are Time & Materials, Fixed Fee, and the Project Budget Method. It is intended for CEOs and executives, as well as external stakeholders and investors.

Project Detail

Tells you the status of every task and deliverable across a portfolio of projects, and provides a comparative view of burn on projects, task status, priorities, and more. Its most popular tabs are Budgets vs. Actuals, Open Tasks, and Burndown. It is intended for project managers and project participants.

Project Health

One of the most popular dashboards because it shows you which projects are at risk, and which are on track. Its most popular tabs are Portfolio Scoreboard, Project Health, Estimated Revenue, Summary Status, and Time Submitted. It is intended for executives, portfolio owners, and project managers.

Resourcing

Provides visibility into allocations, scheduled hours, which resources are available to take on additional work and when. Useful for determining staffing needs, when you need to ramp up or redistribute your workforce. Its most popular tabs are Billable Capacity, Total Monthly Availability, and Extended Roll-off. It is intended for resource and traffic managers.

Scorecards

Perfect for contributors and project managers who don't need access to schedules or allocations; also for sharing project information with contractors or freelancers since no financial data is included. You get a high-level overview of a member's time, projects, and tasks. Its most popular tabs are User Time Entry Scorecard, Project Manager Scorecard, User Task Scorecard.

Staffing & Capacity

Goes hand-in-hand with Master Planning, and shows hard and soft allocations by user or by role. You can also see what unnamed resources are on projects. Its most popular tabs are CapacityAllocations, Staffing Breakdown, Capacity Scenario, and User Availability. It is intended for resource and traffic managers.

Time and Expense Admin

Tells you who has and has not logged time and expenses. Its most popular tabs are Time Audit Summary, Time Approvals by Project, Time Entry Log w/Notes, and Expense Log w/Notes. Intended for project managers and team leads.

Utilization

Another popular dashboard, it gives you complete visibility into how effectively your billable and non-billable resources are being used across your company. Its most popular tabs are Utilization by Month, All Actual Hours Breakdown, All Hours Compare, and Productive Utilization. It is intended for resource managers, managers, and directors.

While you cannot modify or delete standard dashboards, you can clone them. Once you have cloned a dashboard, you can customize it by adding or removing tabs, changing their order, changing filters, metrics, and attributes of reports, and more, to get the information you need, faster.

 

Custom Dashboards and Reports

By default, Account Administrators can clone standard dashboards or create new ones. Facts, attributes, and metrics are the building blocks for new dashboards and are also necessary if you want to make changes to cloned standard dashboards. Each tells Insights specific pieces of information to fetch from Mavenlink.

  • Fact—The raw, numeric data elements that can be aggregated by attributes.
  • Attribute—The qualitative, categorical data that is used to aggregate reports; attributes are the how of reporting and are commonly used for dates, project, user IDs, etc.
  • Metric—The numerical values and calculations that appear in reports; metrics are the what of reporting and are commonly used for fees, actual hours, etc.

When editing a cloned dashboard, or creating your own, remember that What = metrics and How = attributes. insights-metrics-attributes-what-how.png

Use the facts, attributes, and metrics table to find the data you need to create dashboards and reports you want. For specific business needs, contact your Client Success Manager to learn more about building custom dashboards and reports with Insights.

 

What are Insights Dashboards?

dashboard-top.png

All standard Insights dashboards follow the same format.

  • Title—Name of the dashboard, such as Utilization or Staffing & Capacity.
  • Last Date Load—Date and time when reporting data was last loaded. Data loads on an hourly basis.
  • Tab Row—Subcategories of dashboards that contain one or more reports.
  • Unsaved View—When clicked, lets you save a specific view of a report.
  • Schedule (" ")—Send a recurring email of all tabs, or only selected tabs.
  • Print (" ")—Prepares a PDF of selected tab to download/print.
  • Actions (" ")—Select to export the tab to a CSV or XLSX file.
  • Info ( "
    " )—Direct link to more information.
  • Filters Bar—Changes information presented in reports.

The tab row often contains a number of different tabs, some of which might be hidden. You can navigate to them by clicking the right and left arrow buttons. insights-tab-bar-more-tabs.png

 

Filters Bar

Information in reports can be adjusted using filters found at the top of each tab. Filters move left to right, so if you filter by Manager Name, for example, the User filter automatically adjusts to only show those members who are managed by that person.

Filters are relevant to the dashboard. For example, filters for tabs under the Scorecards dashboard relate to projects and members, letting you filter by role, skills, and more. user-time-entry-scorecard-filters.png

Filters for tabs under the Fees dashboard, however, include filters for financial information. insights-fees-filter-bar.png

Filters are also persistent across dashboard tabs. For example, if you select a different currency in Fees (Actual, Scheduled and Allocated), it applies to all the other tabs in the Fees dashboard.

 

How To Use Reports

Each tabs holds a variety of reports. 

  1. Headline Metrics—A rollup of key figures at the highest level (global level).
  2. Graphs—A visual representations of historical and forecasted trends.
  3. Tables—Provides more detailed, granular content of a report. Insights-Report-Anatomy.png

You can drill into data in headline metrics, graphs, and tables by hovering over the middle of the metric, graph or table, and selecting the More icon ( ). utilization-elipsis-drill-in-options.png

The More modal gives you additional information related to the report.

  • Metrics & Filters—Expand to see the complete list used to create the report, as well as definitions for the metrics used.
  • View This Report—Lets you change metrics (what), attributes (how), and filters, as well as select a different graphical representation. You can also save changes as different versions.
  • Download As…—Download the report as a PDF, PNG image, XLSX, CSV (formatted), or CSV (raw data).

In any table report, anything that shows an underline when you roll over with your mouse is clickable and gives you more detailed information. For example, you can select a User or Role to see a breakdown of hours by project. all-hours-compare-drill-in-jacob-lewis_copy.png

Saved Views

You can create and save custom views from frequently-used dashboard filter settings; each saved view can be named and selected again at any time from the Views drop-down menu. Your currently-selected view is remembered the next time you visit the tab. insights-saved-view.png

 

Related Articles:

Standard Dashboards

Step-by-Step:

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