Portfolio Resource Status Report Pack - Solution Starter

Managing resource capacity across multiple projects? This Power BI Desktop solution starter provides a focused view of resource management across an organisation's project portfolio. It highlights resource status as the central metric, supported by contextual indicators such as schedule and overall status to aid interpretation and decision-making.

The solution starter has been built and designed using sample data to demonstrate how the visuals and structure work in practice. The sample dataset itself is not included in the download, but you can obtain it separately.

Built exclusively with Microsoft-native visuals, it offers a minimalist foundation for connecting to real project portfolio data.

The report is designed for key stakeholders such as Senior Executives, Portfolio Managers, Programme Managers, Resource Managers, Team Leads, PMOs, PMO Analysts who require an up-to-date view of a resources demand against their capacity across the portfolio against the project portfolio's performance. It's ideal for teams who need to answer "who's working on what and when" questions, identify overallocation risks, and balance workloads across the portfolio without hiring expensive consultants.

Report Pack Content

Report 1: Portfolio Resource Status Overview

This report provides an overview of resource allocation and the status of projects, programmes, and the wider portfolio within the chosen timeframe.

• Resource status is automatically calculated by comparing resource demand against available capacity within the given timeframe. If a resource is assigned to a project that exceeds their availability during this period, the status is flagged accordingly.
• Schedule status and Overall status are provided by project teams as qualitative assessments. These offer contextual insight but may vary in interpretation.

Users can navigate from portfolio to programme to individual projects to identify areas requiring attention. Statuses are rolled up through the hierarchy based on the most critical status at each level. For example, if a programme contains three projects and schedule status is marked as Red, the programme and the portfolio schedule status will also be flagged as Red.

Report 2: Resource Availability Timeline

This report can be used on its on own or as a drill-through report. It provides a detailed timeline view of resource availability.

• It displays when resources are free or when and where they are committed across the reporting period and highlights overallocations and opportunities for rebalancing.
• Interactive filters allow users to explore availability by portfolio, programme, project, resource role, resource, resource allocation range, resource business unit , or timeframe to support planning and decision-making.

How to Use These Reports

• Use the Portfolio Resource Status Overview to monitor strategic resource health and identify risks.
• Use the Resource Availability Timeline to support detailed planning and ensure resources are deployed effectively.

Provided as a Power BI Desktop (.pbix) report, it offers a foundational layout that you can customise to suit your Portfolio Resource status needs. The clean, straightforward layout of the report design can assist with creating your own standardised automated portfolio resource status reports.

This report has been created using Power Query, which sets out the data transformation steps in a clear, step‑by‑step way. That makes it easier for beginners and intermediate users of Power BI Desktop to see how the data is shaped and prepared.

The report, including elements such as status thresholds, can be enhanced or extended through DAX or Power Query within Power BI Desktop, or by adjusting the underlying logic in Excel, which is the current data source.

How to update file path if connecting to Excel data source: Update the file path in Power BI Desktop → Transform Data → Data Source Settings to point to your own workbook.

If you're new to Power BI or looking to build your skills, we recommend exploring Microsoft Learn’s Power BI training resources for guided tutorials and best practices.

If you’d like to explore with our sample data, you can download it from here. Using the sample data helps you get familiar with the report straight away, without needing to prepare your own dataset first. It’s a quick way to see the transformation steps in action, and those same steps can guide you when connecting the report to your own project data with confidence.

Alternatively, you may choose the bundle option here which combines the report and sample data together at a discounted price.

We appreciate your support. To ensure you can access your file smoothly, downloads are available for 24 hours after purchase. Please save your copy securely during this period.

If you're new to Power BI or looking to build your skills, we recommend exploring Microsoft Learn’s Power BI training resources for guided tutorials and best practices.

Suitable for users with beginner to intermediate Power BI experience. Simply connect your project dataset that has similar data as the sample file visuals and you're ready to start customising your own report.

Reports are updated quarterly to reflect improvements and changes in Power BI Desktop. If your colleagues or friends would benefit, please invite them to visit our website so they can download their own latest copy.

Our aim is to make reporting solutions straightforward and affordable. By purchasing this report, you gain access to a clear, effective solution starter without the complexity or cost of enterprise subscriptions. At the same time, your support helps us continue creating resources that make project reporting easier and more accessible for everyone.

This report has been created by FREEDOM SOLUTIONS and is not affiliated with or endorsed by Microsoft. Microsoft and all Microsoft product names including but not limited to Power BI, Excel, Power Apps, Power Automate, SharePoint, Teams and Office are trademarks of Microsoft Corporation. 

This report is provided for individual use only. You are welcome to explore and adapt it for your own projects and learning. Redistribution, resale, or public sharing including modified versions is not permitted without written permission.

By downloading the files, you accept Freedom Solutions Terms of Service.

© 2025 Freedom Solutions. All rights reserved.