An IT dashboard is an effective tool to track individual IT KPIs. It helps IT professionals to stay on top of their IT projects and reach vital milestones just-in-time, manage tickets and issues efficiently as well as to keep track of all relevant IT costs in detail.
Regardless of the industry, if the Chief Information Officers (CIOs), Chief Technical Officers (CTOs), project managers, and other IT professionals want to deliver more value and have a greater impact, they have to align with the company’s strategic priorities. And to do so, IT dashboards are a great tool. By using a professional dashboard creator, teams will not only take control over their data, projects, and visuals, but will be equipped with a modern solution to monitor, analyse, and optimise IT KPIs simply and straightforwardly. With powerful software, IT analytics will enable teams to identify issues early and react promptly, before letting them escalate into serious damage. Here we will explain how through detailed information technology dashboards.
We will now take a detailed look at these 4 professional IT dashboard examples focused on different information technology areas:
IT Project Management Dashboard - CTO Dashboard - IT Issue Management Dashboard - IT Cost Dashboard
Our first IT dashboard is related to project management, and tracks every step and task necessary to carry out the project. The banner at the top tracks the evolution and progress of the project, from planning to delivery. The team is currently on stage three, developing the product and 67% of that phase has now been completed. All the lights are in the green as they are on time according to what was initially planned, to deliver their project on December 15th, in 107 days.
The second part of our IT management dashboard is divided into four KPIs (key performance indicators). First of them is the budget, displaying the total budget that was allocated to the project, the current target value at this stage, and the amount that was used at this date. It is important to track this KPI to know if you are able to deliver your project with the resources you have, and within certain limits. We can see here that it has already been overrun by 8,1%: it might be interesting to investigate the reasons for such overrun. Is it due to bad planning, or wrong estimations? Were there a lot of unexpected events that occurred? Often enough, budget and time are a trade-off, and in order to hand a project on time, going a little over budget might not be uncommon. Likewise, if the budget is calculated really tight, the delivery often can be delayed.
The second KPI on our IT dashboard template is the tasks overdue. Tracking each of the tasks that you planned is essential to deliver the project on time. Assign a deadline to each of them so that the whole planning can be run efficiently, and the rest of the tasks can start, too. On our example above, we see four overdue tasks, the most critical being the relational database connection that is delayed by 24 days. Following the example of the budget overrun above, you should investigate the reasons behind such overdue and address the potential issue your employees are facing: not enough resources in their hands? The time to handle the task was underestimated? They had too many deadlines at once, which delayed them automatically? Finding the reasons behind overdue tasks may unearth deeper problems that can block the good functioning and general management of the project but also of the team. The next indicator on our IT KPI dashboard is directly linked to the previous one. The workload on each employee’s shoulders will inevitably affect their work and ultimately, their capacity to stay within deadlines. Here, Georg has the highest workload of 67% and is at the same time the most delayed with a deadline for the relational database connections, overrun by 24 days. It would be interesting to know what are his struggles and maybe allocating one of his tasks onto someone else, to ensure better progress of the project.
Finally, the last element on that IT dashboard template is as well related to the previous ones since it displays the deadlines upcoming per employee and relative to a certain task. That indicator will also help the project manager to have an insight into his team’s workload and ability to meet deadlines.
CTOs need to gain a complete overview of high-level metrics in order to make quality decisions and deliver proper technical advancements and sustainability to small, medium, and large companies alike. Comprehensive CTO tools and dashboards can help in monitoring, delivering real-time data, and automating many processes that would otherwise had to be created manually. In this example, we will focus on 3 primary areas that every analysis and CTO report should concentrate on: finances, learning, and internal performance. That way, Chief Technical Officers will have a clear overview of the whole department.
The first part of our CTO dashboard example delivers data on tracking and managing IT expenses. The financial part is critical as in any project and here we see the financial part consolidated with customers in order to gain a bigger picture. The data is compared to last month and we can see the main expenses (per employee, per user, and the overall percentage of total expenses) are followed by more customer-centric metrics such as net promoter score and the number of users. It’s useful to track this data with a modern CTO dashboard tool in order to identify if IT systems and employees deliver their best performance and customers are satisfied with the end result. The point is to keep your expenses as low as possible while the net promoter score (NPS) and the number of users higher. If there is continuity in expenses increment you might want to start asking questions and identifying bottlenecks such as the choice of the tools the team is working with, if it’s necessary to use cutting-edge technologies if they’re not regularly accessed, or if employees don’t have enough manuals so they simply contact the IT department too often.
The second part, focused on learning, consolidates metrics such as the number of critical bugs, reopened tickets, team attrition rate, and the restore success rate. These metrics will show how well the team is learning from errors and whether fixing problems doesn’t cause additional lags in the IT department. We can see the number of critical bugs distributed by employees and users which can be a good indicator to see if IT systems need more attention or the team can keep up with issues. The point is to keep these numbers as low as possible and identify problems within the ticket system.
The final part that the CTO should report focuses on internal processes to create an effective prevention plan to decrease the mean time to repair, downtime, availability, and estimates from the team. We can spot immediately that the team missed their estimates by 5% but generally, the result is good. Failures and repairs should be kept minimal in order to increase the performance of the team and manage service providers if they require too much time to repair.
This dashboard can work seamlessly as a CTO report tool or software where c-level executives need a comprehensive overview of strategic data to be able to act on an operational level and improve multiple processes. To see the full scope of this dashboard, please, open it in the full-screen mode and explore the visual in more detail.
The third of our IT dashboards is focusing on the general management of more technical issues. As the IT leader of your company, having a CIO dashboard template is crucial. In this case, tracking the system indicators that look at problems lets your staff know how often they are happening and in which quantity; that helps in maintaining robust system performance.
This IT dashboard example looks at three servers’ performance and tracks their activity in real-time. We see that one of them is currently down, which needs to be addressed – or not. Indeed, server downtime is not always due to an unexpected problem, as it can also be planned so as to operate some maintenance. Planning downtime for maintenance, updates and reboots is essential to the proper functioning of your systems. When it is unplanned, however, that can become tricky and trigger a lot of other problems: this is why it is important to have a plan already in mind in case of unexpected downtime and steps to follow, in order to answer quickly and efficiently. Having an uptime over 99,9% is the goal to reach for a well-functioning infrastructure – and our IT dashboard template shows an uptime that exceeds this target.
Tracking the number and the type of issues is another important best-practice to follow. Witnessing recurring problems can reveal a bigger one, that is rooted in the system. Knowing what they are and how often they happen is hence healthy and useful to improve the general management of these issues. Having an idea of how long is the downtime also gives an idea of how quick and efficient your teams are at addressing the issues. Finally, it can also become a target-time that you want to reduce over time.
The second part on the right of our IT issue management dashboard example focuses more on the team members and their ability to resolve issues that are submitted to them. The top chart shows the number of IT support employee per thousand of end-users, and its evolution over time. They set a target zone between 9 and 11, and the trend line is now reaching the upper part: that means that they will need to hire new support workers if they want to keep a high quality of service, and avoid their current staff to become overloaded with tickets.
We can see on the lower chart how each worker is individually performing regarding the tickets they receive. Three of them have a bad ratio of solved tickets compared to unsolved, starting with Donald who has a 219% ratio. That means that the amount of unsolved issues is much higher than the tickets he has solved. Once again, investigating the reasons behind such a poor score can reveal underlying problems that should be addressed: does the agent lacks training? Is he or is she struggling with a particular issue to fix? Try to identify the reasons behind everyone’s score can help you increase their performance in the future.
Our fourth and final IT dashboard example is focusing on the costs management over a year, and takes a closer look at the month of July 2017, and is split into four different KPIs. First of them compares the evolution of the Return on Investment (ROI) over a year, and compares it to the previous month. July has outperformed June by 1%, with an ROI of 153,26%: that means that for each dollar invested, you will receive 2,53 dollars back – and that is an excellent ROI. The goal should be to increase it over time, even if it cannot be always on the rise: sometimes, large investments need to be done but you won’t reap the fruits before a couple of months. In the meantime, your ROI will be low, but that will change later.
The second indicator of this IT dashboard compares the IT spending to the IT budget over a year. Monitoring your costs compared to your initial budget gives you an overview of how good you are at controlling the expenses, but also at budgeting. There always are some unexpected events and needs that lead to higher spending, but these specificities should be taken into account when setting up the budget. Staying within original limits as much as possible allows you to have some budget aside for future budget excess.
This leads us to the third KPI displayed on that IT dashboard template, comparing this time the IT costs to the revenue generated. It evaluates the results of your IT activities and their success relatively to what they cost you. It tells a story about your performance, and such percentage ideally stays within a target range, regardless of the evolution of the revenue.
Last but not least, the final element of this IT KPI dashboard is the IT costs breakdown. It is important to know where you allocate your money and how it is used in the end: by displaying the different units (hardware, personnel, software, …) and their components (infrastructure, maintenance, etc.), you can identify the main cost drivers and opportunities for improvement more easily.
At the end of the day, every manager and decision-maker have to decide what helps their organisation and what will bring it forward. Relying on accurate data, displayed in real-time through understandable IT dashboards will give you everything in hand to make the best data-driven decisions for your business.
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