Harnessing the Power of Data Analytics in Program Management: A Strategic Approach
Marwan Rateb
Senior Manager, Program Management at Amazon | Driving Tech Strategy, Innovation & Finance | Passionate about Digital Transformation
TL;DR: Data analytics is crucial for modern project management, aiding in resource management, risk mitigation, workflow improvement, and communication. Project managers can leverage business intelligence (BI) and business analytics (BA) tools to turn data into actionable insights. Essential features in these tools include real-time dashboards, predictive modeling, secure access, easy sharing, and integration capabilities. Top BI and BA tools include Microsoft Power BI, Tableau, and Domo. Additionally, understanding SQL can significantly assist in data manipulation and analysis, with commands such as SELECT, JOIN, WHERE, GROUP BY, INSERT, UPDATE, and DELETE being key for project managers. Data-driven project management is no longer a luxury, but a necessity, enhancing project outcomes and organizational success. It's important, however, to remember that data doesn't replace human intuition and experience but enhances it.
Introduction
In the realm of program management, data is no longer a nice-to-have; it's a must-have. As we navigate an increasingly digital landscape, project managers must become data savvy to drive better project outcomes. With project failure rates remaining troublesome, many are turning to data analytics to take the guesswork out of decision-making and provide tangible support for guiding their teams.
The Rise of Data-Driven Program Management
Forward-thinking Program Management Offices (PMOs) are recognizing the need for project decisions and actions to be supported by solid factual data. To become a truly data-driven project manager means stepping up your game in all aspects of project planning and execution — especially when it comes to allocating and managing scarce yet valuable resources. The key means by which project managers leverage data is through the use of business intelligence (BI) and business analytics (BA). The former focuses on leveraging past and present data to glean insights into what has happened or what is currently happening, while the latter focuses on the “why” to help make more informed predictions about the future.
The Impact on Resource Management
Resource management is a challenging area for project managers because resources are often scarce and always changing. The success of projects rests on being able to match skills, allocate the best resources, and schedule available resources. Data can help drive effective decisions around these areas. By gathering and analyzing data in one place, project managers can identify which resources are being underutilized or overutilized, enabling them to shift resources where necessary and schedule accordingly.
Companies using standalone Excel sheets rather than integrated BI tools are often at a disadvantage. Integrated BI tools can not only reduce the chances of staff being overutilized, they can also ensure project scheduling timelines are realistic and identify risk factors that might become obstacles to achieving those timelines. Project managers can use data to develop resource management KPIs such as indicators of resource conflicts or on-time task completions.
Identifying and Mitigating Risks
Risks can come in many different forms and from both internal and external sources. The threat a risk can pose can have a minor or major impact on projects, an entire program, or a portfolio. Many companies remain in reactionary mode when it comes to risk and compliance rather than getting ahead of potential risks using BI tools. Data provides project managers with concrete information that can isolate many types of risks from past and current projects, enabling them to rethink their risk management strategies to move beyond being reactive.
Improving Workflows and Communication
BI can help PMOs discover and improve cumbersome internal workflows or technology-based efficiencies, thereby alerting project managers to changes that need to be undertaken to improve how stakeholders and project teams connect, work together, and communicate. By uncovering and addressing inefficiencies, project teams can focus on higher-value work and faster deliver projects. It’s only in being able to gather data about existing processes and inefficiencies that project managers can identify bottlenecks and other process-based obstacles and forge a path towards change.
Essential Features of BI and BA Tools
The key to gaining actionable insight is to determine the types of data that are needed to make pivotal decisions — especially during times of uncertainty. Here are some key features to look for in your BI and BA tools:
While the BI features and capabilities might differ depending on the project, project managers should ensure that capabilities essential to improving their particular project outcomes are emphasized in their data strategies. Doing so will enable them to leverage business intelligence effectively in gaining actionable insights, whether that is a matter of resource management, risk assessment, or establishing more efficient processes and communication.
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A Brief Review of BI and BA Tools
In the pursuit of becoming a data-driven project manager, the choice of tools can significantly influence your journey. Let's briefly review some of the top tools in the BI and BA market: Power BI, Tableau, and Domo.
Microsoft Power BI: This tool is a crowd favorite due to its robust capabilities, user-friendly interface, and seamless integration with other Microsoft products. Power BI excels in creating interactive visualizations, providing real-time dashboards, and offering a comprehensive suite of analytics features. However, there is a learning curve involved, and the cost can be a barrier for smaller teams.
Tableau: Known for its impressive visual analytics capabilities, Tableau enables users to transform raw data into understandable, visual stories. It's especially favored for its flexibility in data exploration and speed of data analysis. Yet, it can be challenging for beginners due to its complex functionalities, and the pricing may not be suitable for all businesses.
Domo: Domo shines with its real-time data visualizations, dashboards, and reports. It empowers businesses with actionable analytics, encourages data exploration, and automates reporting. Domo also incorporates AI and ML into business intelligence workflows, providing predictive insights
Introduction to SQL for Project Managers
Understanding SQL (Structured Query Language) can be an invaluable skill for project managers, particularly when it comes to analyzing and making sense of data. There are no substitutes for being able to access your own data to inform insights. However, be mindful as most databases are not clearly organized. If your organization has a data dictionary that may be helpful, but there's no substitute for spending some time with a data focused colleague to begin your journey. Here are some basic commands you should be familiar with:
Fortunately, ChatGPT can help draft a SQL query, it's helpful to describe the tables and fields in your database in detail. For example:
Additionally, it would be helpful to let ChatGPT know what type of SQL you are using (MySQL, SQL Server, PostgreSQL, etc.), as there may be slight syntax differences between these types. If your employer allows it, including some working queries in your conversation can be tremendously helpful.
Conclusion
Becoming a data-driven project manager is no longer a luxury but a necessity in today's digital landscape. By harnessing the power of business intelligence (BI) and business analytics (BA), project managers can make informed decisions, optimize resource allocation, mitigate risks, and streamline workflows. Embracing data-driven program management enables PMOs to enhance project outcomes, drive efficiency, and achieve organizational success.
The journey towards data-driven program management requires leveraging BI and BA tools that offer essential features like real-time dashboards, modeling and forecasting capabilities, secure role-based access, and seamless integration. Microsoft Power BI, Tableau, and Domo are among the top tools in the market that can empower project managers to transform raw data into actionable insights.
Additionally, understanding SQL can be a valuable skill for project managers to navigate databases and extract meaningful information. Familiarity with commands like SELECT, JOIN, WHERE, GROUP BY, INSERT, UPDATE, and DELETE can empower project managers to query and manipulate data to derive insights and support decision-making.
In the pursuit of data-driven program management, project managers must embrace the power of data, collaborate with data-focused colleagues, and explore their organization's databases. By leveraging BI, BA, and SQL, project managers can unlock the full potential of data to drive successful projects, optimize resource allocation, mitigate risks, and achieve project excellence.
Remember, the path to data-driven program management is a continuous journey of learning, exploration, and adaptation. Embrace the power of data and let it guide you towards greater project success, efficiency, and innovation. However, remember data doesn't replace our experience or intuition as project managers; it enhances it.