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District weighs public dashboard rollout as board presses for QA, baseline schedules and percent‑complete tracking
Summary
HPM demonstrated a Power BI dashboard that would surface near‑real‑time Procore data for the bond program; board members asked for internal QA, baseline schedule comparison, annotations for deviations, and clear links between schedule percent complete and expenditures before any public release.
HPM presented a Power BI dashboard prototype that connects to Procore and other project data and can refresh multiple times per day. The board discussed whether and how to publish an externally facing dashboard and identified internal governance and technical steps they want completed before public posting.
Why it matters: board members said an online dashboard could increase transparency for taxpayers but warned that partial or unvetted data could prompt unnecessary questions or concerns if schedules and payment data are not reconciled and annotated.
Key points from the presentation and board discussion - What the dashboard can do: Megan Cordingley, HPM’s senior business analytics manager, demonstrated dashboards that can show program‑level budgets, project budgets, maps, schedules and drilldowns to the project level. The software can pull Procore data and refresh commonly used views up to eight times a day. - Public vs. internal views: HPM showed a version designed for public consumption (high‑level schedules, renderings and status) and a more detailed internal dashboard that can include line‑level budgets and procurement detail. Board members asked for access control and agreed to a QA process before any public posting. - Baseline schedule and percent‑complete tracking: multiple board members emphasized the need to see the original baseline schedule alongside the current schedule and to have the dashboard report percent complete by work scope so the board can compare percent of budget paid to percent of work complete. Staff confirmed that baseline schedules and daily reports from contractors are required before some pay apps will be approved. - Annotations and narrative: the board asked that schedule deviations include short narratives explaining causes (weather, unforeseen site conditions, design changes) and that dashboards support annotations so staff can respond quickly to public questions.
Discussion vs. decisions Board members agreed conceptually that a public dashboard can increase transparency, but they did not authorize public release at the meeting. Instead, they asked staff and HPM to define an internal QA process and to produce a recommended public/internal split with access controls and a timeline for rollout.
Ending: HPM asked the board to provide feedback via the district’s plus/delta process; staff said they will prepare a recommended QA workflow and samples of the internal and public views for the board to review before any external posting.
