Project Management KPIs

There are literally hundreds of possible metrics to choose from when developing your project management balanced scorecard. Many project management balanced scorecards use some combination of the following metrics to evaluate the performance of the project management organization or business unit.

Total Staff Availability: This is a calculation of the number of hours your staff is available to actually work on the project. It is usually determined by subtracting overhead hours from total hours.

Utilization of Staff: This metric refers to the amount of time your staff actually spends working on project-related activities. Ideally, this should be 100%, but 85% to 90% is typical.

Overhead Percentage: The overhead percentage is the reverse of the utilization of staff metric. For a labor-only project, it refers to the amount of time your staff spends on tasks that are not billable to the client. For labor-and-materials projects, it refers to all labor and materials that are not billable. The calculation is total overhead costs / billable costs, represented as a percentage.

Downtime: Your downtime is the amount of time your staff members are not unable to work on a project task. This occurs because resources are not available, the staff member is not assigned to a project, or the staff member is waiting for a prerequisite task to be completed.

Overtime: This is the amount of overtime accumulated during the course of projects. High overtime values usually indicate inadequate resources or unbalanced work allotment between projects.

Future Availability: Future availability refers to the amount of time staff members have open in the immediate future. This allows the project manager to identify people who have unassigned time and schedule them for assignments in upcoming projects.

Labor Hours Overrun/Labor Variance: This metric calculates the number of hours required to complete each project beyond the original estimate. Ideally, this should always be zero or negative.