Delivery efficiency, measured and explained.
How a mid-size IT consulting company evaluates a seven-project portfolio on OYO AI: data collected continuously from the management tools, more than twenty efficiency charts that drill to the root cause, a dashboard of actionable recommendations, monitoring that catches small issues early, and report schedules that keep every user on what matters most.
What a delivery team stands to gain.
Two figures come from the deployment itself and are marked as such. The others are industry benchmarks with their source, each paired with the platform behaviour that turns it into your number.
Continuous collection, twenty-plus charts and the portfolio health board did in a quarter of an hour what hand-assembled status reports had not done in months: show the real bottlenecks.
The recommendations dashboard ranked the portfolio’s opportunities with the evidence attached. The figure is the sum of the potentials the system computed, a ceiling found on day one, and each item closes only when its metric moves.
Status assembled by hand, numbers that disagree, decisions that wait. Scheduled reports send every user the same evidence on their own rhythm, and client response time becomes a chart both sides can read.
A dashboard that shows a number is the norm. One that opens to the ticket, names the cause in a sentence and assigns the fix to an owner is the exception this deployment runs on.
- 20+ efficiency charts, every one drills to the ticket
- 0 numbers typed by hand: scores and potentials are computed
- Continuous collection from Jira, Azure DevOps, YouTrack and more
- 1 sentence explaining each drill level, computed not written
- Every recommendation has an owner, a date and a metric that closes it
- Watch and Act thresholds on every metric, none unwatched
- No alert on stale data, no alert on a single-pull blip
- Report schedules per user, on the views they may see
Where typical software stops, and where OYO AI keeps going.
Project tools ship a burndown and a velocity chart. Dashboards show a number and stop. This is the difference, area by area.
The typical column summarises what project management tools and generic BI dashboards commonly provide for each area as of September 2026. It describes the category, not any single vendor.
Seven projects, several tools, one unhappy business side.
A mid-size IT consulting company runs more than seven client projects at once, across more than one management tool. Status reports were assembled by hand, arrived late and disagreed with each other. When a metric looked bad, the conversation was about whose number was right rather than what to do.
The solution collects the data from the tools continuously, on Business Process Automation, and evaluates it on Business and Process Intelligence: more than twenty efficiency charts per project, a portfolio health board, a drill from every number to its root cause, and a dashboard of recommendations with owners. Minor issues are caught by continuous monitoring; every user gets the views they care about on a schedule they set.
Every number can be opened.
A score, a chart or a recommendation is never the end of the trail. Drilling down always reaches the raw records the management tools hold, so nobody argues about whose spreadsheet is right.
Collect and measure
Continuous collection from issue trackers, boards, time tracking and finance. More than twenty charts per project, rolled up to a health score with the top driver named.
Dive and recommend
Click a point, split by the drill path, read the computed explanation, turn it into a recommendation with the evidence attached, an owner and a date.
Monitor and report
Watch and Act thresholds on every metric with a confirmation window. Report schedules per user, per cadence, within their scope.
The chain a finding follows.
- 01Connect the tools
- 02Continuous collection
- 03Efficiency charts
- 04Portfolio health
- 05Drill to the root cause
- 06Recommendation
- 07Owner and due date
- 08Monitoring and alerts
- 09Scheduled reports
- 10Next review
Six modules, in the order of the chain.
Connect, measure, dive, recommend, monitor, report. Seventeen use cases, each with its main flow, the rules it enforces and the exceptions it handles.
A · Connect and collect
- UC-01Connect a management tool
- UC-02Map projects, teams and budgets
- UC-03Keep the data flowing and clean
B · Measure
- UC-04Read the portfolio health board
- UC-05Read one project’s efficiency charts
- UC-06Compare projects, teams and periods
C · Deep dive
- UC-07Drill from a metric to its root cause
- UC-08Investigate a delivery slip
- UC-09Investigate a budget overrun
D · Recommend
- UC-10Review the recommendations dashboard
- UC-11Act on a recommendation and close it
E · Monitor
- UC-12Set thresholds and alerts
- UC-13Catch a minor issue before it becomes a problem
- UC-14Run the weekly delivery review
F · Report
- UC-15Schedule a custom report
- UC-16Send the client status report
- UC-17Present the executive portfolio review
Seven roles, three scopes.
Delivery director
Owns the portfolio: reviews health, accepts recommendations, sets thresholds, presents to the business.
Project manager
Runs one or more projects, dives into the charts, owns the recommendations assigned to them, sends the client report.
Team lead
Reads flow, blocked time and review wait for the team. Sees hours, never rates.
PMO analyst
Keeps connectors, mappings, metric definitions and report templates right.
Finance controller
Watches budget burn against plan and the cost side of every recommendation.
Client stakeholder
Receives the scheduled client report, including their own response time.
Ten rules the system enforces.
No untraceable numbers
A chart that cannot drill to a record in the management tool is not shown. Every number is the top of a trail, never the end of one.
Nothing is typed
Health scores, potentials and explanations are computed. Recommendation status moves with the metric, not with the owner’s opinion.
Data is fixed at the source
The solution never edits a ticket, an estimate or a time entry. The fix happens in the tool and flows back on the next pull.
Stale data looks stale
A chart on old data is greyed with its age. No alert is raised on it; a data-quality finding is raised instead.
Closed by the metric
A recommendation becomes Moved when its target holds for the confirmation window, or Did not move with a reason. Nobody grades their own work.
Nothing unwatched
Every metric has Watch and Act thresholds, the portfolio default until a project sets its own.
No noise
A breach must hold across the confirmation window before it alerts. A third recurrence in a quarter raises a recommendation on its own.
Scope travels with the report
A schedule may only contain views the recipient is allowed to see. Money views never reach a team lead by accident.
From connection to a ranked list, on day one.
What the deployment did with a portfolio of more than seven projects on more than one management tool, from the first connector to the recommendations dashboard.
| Minute | What happened | Use case |
|---|---|---|
| 0 to 3 | Connectors added, first collection ran | UC-01 |
| 3 to 7 | Projects, people and budgets mapped | UC-02 |
| 7 to 8 | Data-quality findings listed | UC-03 |
| 8 to 10 | Portfolio board read, top drivers named | UC-04 |
| 10 to 13 | Drill: 61% of blocked time waiting on client decisions | UC-07 |
| 13 to 15 | Recommendations ranked, potential up to 45% | UC-10 |
Fifteen minutes is the time from connection to evidence. The up-to-45% figure is the sum of the potentials the system computed for the accepted recommendations: a ceiling found on day one, and each item closes only when its metric moves.
Get the full specification.
The complete document: every use case with its main flow, flow diagram, rules and exceptions, the metric catalogue with definitions, the roles and the first fifteen minutes, minute by minute.
- All 17 use cases across connect, measure, dive, recommend, monitor and report
- The catalogue of 20+ efficiency charts with the question each answers and its drill path
- Metric formulas, the rules the system enforces, connectors and vocabulary
Also read: Textile manufacturing: One roll, from delivery to unit cost. · Greenhouse management: From crop plan to invoice, on one governed model.