Project Performance domains

Project Management Quiz

What to measure and how to measure effectively

What is measured, the parameters, and the measurement method depend on the project objectives, the intended outcomes, and the environment in which the project takes place.
Common categories of metrics include:

  • Deliverable metrics,
  • Delivery,
  • Baseline performance,
  • Resources,
  • Business value,
  • Stakeholders
  •  

Measuring takes time and effort, which could otherwise be spent on other productive work; therefore, project teams should only measure what is relevant and should ensure that the metrics are useful. Characteristics of effective metrics (or SMART criteria) include:

  • Specific – Measurements are specific as to what to measure. Examples include the number of defects, the defects that have been fixed, or the average time it takes to fix defects.
  • Meaningful – Measures should be tied to the business case, baselines, or requirements. It is not efficient to measure product attributes or project performance that do not lead to meeting objectives or improving performance.
  • Achievable – The target is achievable given the people, technology, and environment.
  • Relevant – Measures should be relevant. The information provided by the measure should provide value and allow for actionable information.
  • Timely – Useful measurements are timely. Information that is old is not as useful as fresh information. Forward-looking information, such as emerging trends, can help project teams change direction and make better decisions.

Measuring Deliverable Metrics

Deliverable Metrics, which are used to evaluate the usefulness of products, services, or results delivered in a project.

  1. Information on errors or defects – Tracks the number of defects, their sources, how many were found, and how many were fixed.
  2. Measures of performance – Looks at how well the system works. This can include things like size, weight, accuracy, speed, reliability, and efficiency.
  3. Technical performance measures – Checks if technical parts meet the required standards. Helps show how close the team is to completing the technical goals.

Measuring Delivery Metrics

Delivery metrics are associated with work in progress, these measures are frequently used in project using adaptive approaches.

Metric

What It Measures

Why It Matters

Work in Progress (WIP)

Number of active work items

Prevents overload, maintains focus

Lead Time

Time from backlog entry to completion

Indicates process effectiveness

Cycle Time

Time to complete a task

Reflects team productivity and predictability

Queue Size

Number of items waiting to be worked on

Identifies bottlenecks, aids in forecasting

Batch Size

Amount of work planned per iteration

Supports faster feedback, reduces risk

Process Efficiency

Ratio of value-adding time to total time

Optimizes flow, reduces waste

Measuring baseline performance metrics

The most common baselines are cost and schedule. Projects that track a scope or technical baseline can use information in the deliverable measures: Schedule Baseline:

Measure

What It Compares

Purpose/Insight

Start/Finish Dates

Actual vs. Planned Dates

Tracks schedule adherence

Effort/Duration

Actual vs. Planned Effort/Time

Validates estimates and identifies discrepancies

Schedule Variance (SV)

Earned vs. Planned Value

Quantifies schedule lead/lag

Schedule Performance Index (SPI)

Earned/Planned Value Ratio

Measures schedule efficiency

Feature Completion Rates

Feature Acceptance Over Time

Assesses progress and forecasts completion

Measuring delivery Metrics

Delivery measures are associated with work in progress, these measures are used in project using adaptive approch

Metric

What It Measures

Why It Matters

Work in Progress (WIP)

Number of active work items

Prevents overload, maintains focus

Lead Time

Time from backlog entry to completion

Indicates process effectiveness

Cycle Time

Time to complete a task

Reflects team productivity and predictability

Queue Size

Number of items waiting to be worked on

Identifies bottlenecks, aids in forecasting

Batch Size

Amount of work planned per iteration

Supports faster feedback, reduces risk

Process Efficiency

Ratio of value-adding time to total time

Optimizes flow, reduces waste

Resources Measurement

Resource measurements may be a subset of cost measurements since resource variances frequently lead to cost variances. The two measures evaluate price variance and usage variance. Measures include:

  • Planned resource utilization compared to actual resource utilization.
  • Planned resource cost compared to actual resource cost.

Measuring business value

Business value measurement are used to ensure the project deliverab;e stay aligned to business case and benefits realization plan

Measure

What It Compares

Formula/Calculation

Interpretation/Use

Cost-Benefit Ratio (CBR)

Costs to Benefits

Costs / Benefits

>1.0: Costs outweigh benefits

Benefit-Cost Ratio (BCR)

Benefits to Costs

Benefits / Costs

>1.0: Benefits outweigh costs

Planned vs. Actual Benefits

Planned benefits vs. actual delivery

N/A

Ensures project delivers value

Return on Investment (ROI)

Net gain to cost

(Value – Cost) / Cost × 100%

Measures project profitability

Net Present Value (NPV)

Present value of inflows and outflows

See above

Assesses overall project value

 

Stakeholder measurement

Stakeholder satisfaction can be measure with survey or by infering satisfaction looking at following metrics

Measure

What It Tracks/Compares

Scale/Format

Insights Provided

Net Promoter Score (NPS)

Customer willingness to recommend

-100 to +100

Customer satisfaction and loyalty

Mood Chart

Project team’s emotional state

Colors, numbers, emojis

Team morale and early warning for issues

Morale Survey

Team sentiment on key aspects of work

1–5 scale on statements

Identifies strengths and improvement areas

Turnover

Unplanned team departures

Number/percentage

Indicates possible morale or engagement issues

 

Forecast Measurement

Project teams use forecasts to consider what might happen in the future so they can consider and discuss whether to adapt plans and project work accordingly. Forecasts can be qualitative, such as using expert judgment about what the future will hold. They can also be causal when seeking to understand the impact a specific event or condition will have on future events. Quantitative forecasts seek to use past information to estimate what will happen in the future. Quantitative forecasts include:

Measure/Method

Purpose

Key Insights

Estimate to Complete (ETC)

Forecast cost to finish remaining work

Remaining cost based on current performance

Estimate at Completion (EAC)

Forecast total project cost

Total expected cost at completion

Variance at Completion (VAC)

Predict budget surplus/deficit

Budget status at completion

To-Complete Performance Index (TCPI)

Efficiency needed to meet budget/goal

Required cost efficiency for remaining work

Regression Analysis

Predict future outcomes using historical data

Data-driven forecasts and trend analysis

Throughput Analysis

Assess work completion rate

Progress tracking, completion date estimation

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