“What gets measured, gets managed,” as Edward Deming used to say. That's why it's so important to monitor the goals, projects, and results of organizations. In this article, we present an essential feature for those who want to closely track their organization's management. The reports within the “management analysis” feature are paramount for identifying the level of management maturity within the company. These are: the project report, the action report, and the results report.
By using the reports mentioned above, one can visualize a statistical analysis made by the system regarding the indicator lights at each period. The data appears in a pie chart and numerical format, in addition to the frequency of each indicator light color. This analysis is programmed to be done automatically by the system, daily.
The results report shows the company's goal achievement. What percentage of goals were achieved, how many are within the tolerance range, and how many were not achieved. The information is separated by area, which gives the manager insight into where the problems lie and which areas are struggling the most.
The project report works by following the same logic as the results report, providing a well-consolidated view of the status of ongoing projects. With this functionality, it's possible to see how many projects are behind schedule and how many are on time, generating a view of the efficiency of overall project management.
The action report already provides deeper information, separating by project detail level and also includes action plans linked to indicators, in addition to replannings related to follow-up reports and risk mitigation actions. Every plan, whether micro (reaching an operational goal) or a corporate project, has actions to be completed and monitored, and this report provides a consolidated view of all company actions. The visualization is also illustrated with traffic lights, but separated by area. There are also other filtering methods, such as by action type.
According to Guilherme Barbassa, director of Stratec, the reports provide a global overview of the company's management status. “The goal is not so much to monitor the individual performance of each indicator, but rather to identify the degree of management maturity and whether employees are effectively using the software,” he says. Barbassa explains that, more than showing a current snapshot in time, these three reports give leadership a view of the evolution of management.
Neidson Silva, Support and Approval Coordinator at Stratec, believes that management analysis reports are crucial for clients to examine their areas and projects. “These reports are widely used in monthly progress meetings because the presentation is already prepared. The coordinator can report on their area and propose corrective actions directly from the software,” he states.
According to Regys Almeida, process analyst at Hapvida, The use of software for management monitoring is constant. “Every month there is a results meeting where we present the graph for the period. In addition, we use the action report, which is interesting because we see the actions that were completed on time, those that were completed late, those that are delayed, those that closed more than five days late, etc., all of this broken down by area,” he emphasizes.
Almeida also draws attention to the fact that the reports allow the management team to measure results by comparing one period with another. “By comparing periods, I can infer questions like: where was I and where am I now? What is the turnover of the indicators that have been working in the company during this period?” he questions. “Within management analysis, the reports we use most are the results and actions reports. We always want to finish the current period better than the previous year. For example, the performance achieved in October 2012, we want it to be better in October 2013. Therefore, we analyze the indicators, what needs to improve, we analyze the period and the accumulated value,” he explains.
Barbassa highlights that there is still a fourth report that can be very useful for analyses: the general report. According to him, this report shows how many projects are still in planning and how many management indicators the company has. “In the general report, I have everything from anomaly actions, how many canceled goals, to statistical data regarding company management,” he states.
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