Reports and Analytics - User Guide¶
The Reports and Analytics module ("Reports" menu) shows aggregated indicators of the project portfolio - an executive view for decision-making.
Don't confuse with Daily Reports
There are two modules with similar names:
- Daily Reports (
Daily Reports, menu/daily-reports): progress reports sent by employees via Chat during visits. See guide. - Reports and Analytics (
Reports, menu/reports) - this guide: aggregated indicators of the entire portfolio (budget, status, completion).
1. Accessing¶
In the side menu, click "Relatórios" (Reports). Available only to administrators.
2. Stats Cards (4 main indicators)¶
At the top, 4 cards with key indicators:
Total Projects¶
- Number - how many projects in total
- Sub-metric - how many are active
Budget Utilization (%)¶
- Percentage - how much of the total consolidated budget has already been spent
- Calculation:
totalSpent / totalBudget × 100 - Color changes according to the value: green (low), orange (near limit), red (exceeded)
Completion Rate (%)¶
- Percentage - how many projects are completed vs total
- Calculation:
completedProjects / totalProjects × 100 - Useful for measuring operation throughput
Over Budget Count¶
- Number - how many projects have exceeded the budget
- Red if > 0 (attention needed)
3. Budget Analysis¶
Detailed card with 3 key values:
| Value | Formula | Example |
|---|---|---|
| Total Budget | Sum of budget across all projects |
$150,000.00 |
| Total Spent | Sum of currentCost across all |
$112,500.00 |
| Balance | Total Budget - Total Spent | $37,500.00 |
Below, a progress bar visually shows the % used, with colors:
| Color | When |
|---|---|
| Green | < 80% of consolidated budget |
| Orange | 80-100% (near the limit) |
| Red | > 100% (exceeded) |
4. Projects by Status¶
Breakdown of projects by status, with count, percentage, and progress bar for each.
flowchart TB
A[Total Projects: 42] --> B[pending: 8 - 19%]
A --> C[active: 22 - 52%]
A --> D[on_hold: 3 - 7%]
A --> E[awaiting_input: 2 - 5%]
A --> F[completed: 7 - 17%]How to read¶
| Status | Healthy percentage? |
|---|---|
| Pending | Depends - if many, approval may be a bottleneck |
| Active | Ideally the majority |
| On Hold | Few - many indicate operational issues |
| Awaiting Input | Few - many indicate communication issues |
| Completed | Growing throughout the month |
5. Export Options¶
At the top of the page, buttons to export data:
| Format | When to use |
|---|---|
| For presenting in a meeting, printing, archiving | |
| Excel | For detailed analysis with spreadsheets |
| CSV | For importing into other BI tools |
Evolving functionality
Export buttons are present in the UI. Export quality (especially Excel/CSV) may vary - test with a specific month and adjust filters if necessary.
6. How to use Analytics for decision-making¶
Weekly monitoring¶
Look at the 4 stats cards and ask:
- Is Total Projects growing? Good sign of new business.
- Is Budget Utilization < 80%? Within plan.
- Is Completion Rate growing? Operation is delivering.
- Over Budget Count > 0? Review which ones and understand causes.
Identify bottlenecks¶
In Projects by Status:
- Many in
pending= bottleneck in initial approval - Many in
on_hold= operational issues (lack of material, indecisive customer) - Many in
awaiting_input= communication stalled with customer
Budget Health¶
In Budget Analysis:
- Green progress bar = healthy operation
- Orange progress bar = alert, review costs
- Red progress bar = crisis, immediate action needed
Important Rules¶
Permissions¶
| Operation | Super Admin | Admin | Employee |
|---|---|---|---|
| View "Reports" menu | Yes | Yes | No |
| Access Analytics | Yes | Yes | No |
| Export PDF/Excel/CSV | Yes | Yes | No |
Calculations¶
| Indicator | Formula | Notes |
|---|---|---|
| Budget Utilization | totalSpent / totalBudget × 100 |
Only considers approved costs |
| Completion Rate | completedProjects / totalProjects × 100 |
Includes all projects (active, paused, etc.) |
| Over Budget Count | count(projects where currentCost > budget) |
Independent of status |
Limits and notes¶
Only approved costs count
Costs with status pending_approval are not summed in totalSpent. This avoids artificial inflation of indicators.
Analytics does not filter by period
Currently, Analytics shows all active and historical projects. For analysis of a specific month, export and filter manually in Excel.
Real-time updates
Since everything uses Firestore Client SDK with TanStack Query, the indicators update automatically as new costs are approved or projects change status.
Defaults¶
| Setting | Value |
|---|---|
| Period | All projects (no date filter) |
| Costs considered | Only approved |
| Currency | USD (can change according to organization config) |
Quick summary¶
| You want to... | Do this... |
|---|---|
| View portfolio overall health | "Reports" menu > 4 stats cards |
| Analyze consolidated budget | "Budget Analysis" card |
| View how many projects in each status | "Projects by Status" card |
| Export for presentation | "Export PDF" button |
| Export for analysis | "Export Excel/CSV" button |
| Monitor costs per individual project | Use the Custos (Costs) tab of each project (Projects) |
| View field daily reports | Daily Reports menu (Daily Reports) - it's another module |