Abstract

Based on the vast experience of our institution and Post-Award unit, which consist of almost 50 professionals, we have refined our project monitoring tools over the years to ensure that they are more effective and sustainable.
In this presentation we are eager to share our journey and experiences of the development of the tools that have allowed us to achieve more efficient project management, with the hope that others can benefit from our advancements.
Effective project monitoring requires attention at various levels, from broad overviews to detailed checks. Our tools, including Power BI dashboards, ensure that this process is both accurate and efficient. These platforms enable us to track spending, improve transparency, and maintain the financial sustainability of research projects. This is especially critical for grants where cost-effectiveness and long-term sustainability are key.
Given the wide range of funders we collaborate with, closely monitoring income versus expenditure is crucial for managing debt and ensuring the institution’s financial health. Our robust monitoring tools support timely reporting and informed decision-making, fostering strong financial performance.
The use of real-time dashboards empowers teams to prioritize tasks based on current data, allowing management to focus on key areas. The continuous updates in our Work in Progress (WIP) file further enhance oversight, reducing the need for frequent meetings and saving valuable staff time.
Although we aren’t experts in tools like Power BI and Power Query, we actively use them to streamline project monitoring. This allows junior staff to oversee more projects in less time, anticipate deadlines, and address urgent issues before they escalate.
In this presentation, we will explore how integrating WIP files with dashboards has significantly improved our project monitoring process, fostering both financial and operational sustainability within the framework of a more sustainable world.