# PMS Dashboard

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Using the PMS Total Dashboard

Follow this guide to access and use the Project Management System (PMS) dashboard in GSAS. The dashboard helps you review project status, budgets, sectors, tasks, priority projects, development partner funding, approvals, programs, activity logs, timesheets, and employment reports.

<table id="bkmrk-how-it-works%3A-open-p" style="width: 100%; background-color: #eef4fb; border-left: 3px solid #185fa5; border-radius: 4px; border-collapse: collapse; margin-bottom: 24px;"><tbody><tr><td style="padding: 10px 14px; font-size: 12px; color: #555; line-height: 1.65;">**How it works:** Open PMS from the GSAS menu, review the dashboard tabs, use filters to narrow project information, export reports when needed, and use the left-side menu to manage project-related work.</td></tr></tbody></table>

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Guideline 1

Open PMS

From the GSAS top menu, click **PMS**. Confirm that the **Dashboard** page opens and that you can see the dashboard tabs and project summary cards.

![embedded-image-ULxpTDgh.png](https://docs.smartadmin.rw/uploads/images/gallery/2026-06/embedded-image-ulxptdgh.png)

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Guideline 2

Review the status summary

On the **Status** tab, review the colored cards in the **Overall status summary**.

These cards show the number of projects by status, including total projects, on track, mostly on track, delayed, completed, planning, and on hold.

Use the project table and chart below the cards to compare the status count with the project list and progress percentages.

![embedded-image-d9z1F7En.png](https://docs.smartadmin.rw/uploads/images/gallery/2026-06/embedded-image-d9z1f7en.png)

<table id="bkmrk-tip%3A-the-dashboard-o" style="width: 100%; background-color: #eef4fb; border-left: 3px solid #185fa5; border-radius: 4px; border-collapse: collapse; margin-bottom: 24px;"><tbody><tr><td style="padding: 10px 14px; font-size: 12px; color: #555; line-height: 1.65;">**Tip:** The dashboard only shows project information available to your user role and permissions. If a project is missing, confirm that you have been added as a creator, stakeholder, collaborator, developer, manager, or other authorized role.</td></tr></tbody></table>

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Guideline 3

Export dashboard data

Use the **Export** buttons in the top right corner of the dashboard to download project information.

Click **Excel** when you need a spreadsheet for analysis, or click **PDF** when you need a fixed report for sharing or filing.

![embedded-image-HUEPmF5a.png](https://docs.smartadmin.rw/uploads/images/gallery/2026-06/embedded-image-huepmf5a.png)

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Guideline 4

Use the Status tab

Click **Status** to return to the main project status view.

Use this tab for a quick progress check across multiple projects.

![embedded-image-QIF4At1w.png](https://docs.smartadmin.rw/uploads/images/gallery/2026-06/embedded-image-qif4at1w.png)

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Guideline 5

Review project budgets

Click **Budget** to review financial performance.

Use the summary cards to compare the total, paid, and unpaid project budgets. Review the project table to see budget details by project.

![05-open-budget-tab.png](https://docs.smartadmin.rw/uploads/images/gallery/2026-06/05-open-budget-tab.png)

<table id="bkmrk-total-projects-budge" style="width: 100%; border-collapse: collapse; margin-bottom: 24px;"><tbody><tr style="background-color: #f5f7fa;"><td style="font-size: 13px; font-weight: 600; color: #1a1a1a; padding: 8px 12px; width: 24%; border: 1px solid #e0e0e0;">Total project budget</td><td style="font-size: 13px; color: #555; padding: 8px 12px; border: 1px solid #e0e0e0;">: The full approved or recorded budget across the projects is displayed.</td></tr><tr><td style="font-size: 13px; font-weight: 600; color: #1a1a1a; padding: 8px 12px; border: 1px solid #e0e0e0;">Total paid budget</td><td style="font-size: 13px; color: #555; padding: 8px 12px; border: 1px solid #e0e0e0;">: The amount already paid or marked as used.</td></tr><tr style="background-color: #f5f7fa;"><td style="font-size: 13px; font-weight: 600; color: #1a1a1a; padding: 8px 12px; border: 1px solid #e0e0e0;">Total unpaid budget</td><td style="font-size: 13px; color: #555; padding: 8px 12px; border: 1px solid #e0e0e0;">: The remaining amount that has not yet been paid.</td></tr></tbody></table>

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Guideline 6

Filter projects by sector

Click **Sector**, then use the **Project by sector** dropdown to filter projects by sector.

Select **all** to return to the full list.

![06-filter-by-sector.png](https://docs.smartadmin.rw/uploads/images/gallery/2026-06/06-filter-by-sector.png)

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Guideline 7

Review tasks and deliverables

Click **Task overview** to review the task and deliverable status for each project.

Use this view to identify work that is pending, in progress, delayed, or completed.

![07-open-task-overview.png](https://docs.smartadmin.rw/uploads/images/gallery/2026-06/07-open-task-overview.png)

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Guideline 8

Open Priority projects

Click **Priority projects** to focus on projects that require closer attention. Use this area to organize projects by priority type, such as budget, risk, impact, or dependency.

![08-open-priority-projects.png](https://docs.smartadmin.rw/uploads/images/gallery/2026-06/08-open-priority-projects.png)

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Guideline 9

Review the priority matrix

In the **Priority projects** area, open the **Filter View** dropdown. Select the matrix view you want to review, such as **Budget**, **Risk**, **Impact**, or **Dependency**.

![09-review-priority-matrix.png](https://docs.smartadmin.rw/uploads/images/gallery/2026-06/09-review-priority-matrix.png)

<table id="bkmrk-budget-use-this-view" style="width: 100%; border-collapse: collapse; margin-bottom: 24px;"><tbody><tr style="background-color: #f5f7fa;"><td style="font-size: 13px; font-weight: 600; color: #1a1a1a; padding: 8px 12px; width: 24%; border: 1px solid #e0e0e0;">Budget</td><td style="font-size: 13px; color: #555; padding: 8px 12px; border: 1px solid #e0e0e0;">: Use this view to focus on budget-related priority items.</td></tr><tr><td style="font-size: 13px; font-weight: 600; color: #1a1a1a; padding: 8px 12px; border: 1px solid #e0e0e0;">Risk</td><td style="font-size: 13px; color: #555; padding: 8px 12px; border: 1px solid #e0e0e0;">: Use this view to identify projects that may need risk follow-up.</td></tr><tr style="background-color: #f5f7fa;"><td style="font-size: 13px; font-weight: 600; color: #1a1a1a; padding: 8px 12px; border: 1px solid #e0e0e0;">Impact</td><td style="font-size: 13px; color: #555; padding: 8px 12px; border: 1px solid #e0e0e0;">: Use this view to track projects with important expected outcomes.</td></tr><tr><td style="font-size: 13px; font-weight: 600; color: #1a1a1a; padding: 8px 12px; border: 1px solid #e0e0e0;">Dependency</td><td style="font-size: 13px; color: #555; padding: 8px 12px; border: 1px solid #e0e0e0;">: Use this view to monitor projects that depend on other activities, teams, or programs.</td></tr></tbody></table>

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Guideline 10

Create a new priority list

Click **New Priority** to create a custom priority list.

Enter a clear priority name, then click **Save**.

![10-create-priority-list.png](https://docs.smartadmin.rw/uploads/images/gallery/2026-06/10-create-priority-list.png)

![11-save-priority-list.png](https://docs.smartadmin.rw/uploads/images/gallery/2026-06/11-save-priority-list.png)

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Guideline 11

Assign standalone projects to a priority

After creating or selecting a priority list, click **Assign Projects (11.1)**.

In the assignment window, keep the **Projects** tab selected **(11.2)**, then tick the checkbox beside each project you want to add.

![12-assign-projects-to-priority.png](https://docs.smartadmin.rw/uploads/images/gallery/2026-06/12-assign-projects-to-priority.png)

![embedded-image-Gci12BHO.png](https://docs.smartadmin.rw/uploads/images/gallery/2026-06/embedded-image-gci12bho.png)

Click **Assign** to save the selected projects to the priority list.

![embedded-image-gAbhvCQ7.png](https://docs.smartadmin.rw/uploads/images/gallery/2026-06/embedded-image-gabhvcq7.png)

<details id="bkmrk-assign-a-whole-progr"><summary style="font-size: 13px; color: #555; line-height: 1.65; margin: 0 0 12px;">Use this to assign a whole program instead.</summary>

If you want the priority list to track an entire program, open the **Programs** tab in the same assignment window, select the program, then click **Assign**.

![Programs tab highlighted in Assign Projects by Priority window](https://docs.smartadmin.rw/pms-total-dashboard-screenshots/15-assign-programs-to-priority.png)

</details>---

Guideline 12

Review Development partner funding

Click the **Development partner** to review the funding information by partner.

Use this section to check each partner, the projects they fund, the funds used, total funds, and fund utilization.

![16-development-partner-dashboard.png](https://docs.smartadmin.rw/uploads/images/gallery/2026-06/16-development-partner-dashboard.png)

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Guideline 13

Open My projects

From the left-side menu, click **My projects** to view projects associated with your account.

Use this page to view projects where you are the creator, stakeholder, collaborator, developer, project manager, or another assigned role.

![17-open-my-projects.png](https://docs.smartadmin.rw/uploads/images/gallery/2026-06/17-open-my-projects.png)

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Guideline 14

Manage project approvals

Open the **Approvals** menu to review pending approval items.

Depending on your role, this section may include project plans, deliverables, reports, or projects awaiting your decision.

![18-manage-approvals.png](https://docs.smartadmin.rw/uploads/images/gallery/2026-06/18-manage-approvals.png)

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Guideline 15

Search for projects

Click **Search project** in the left-side menu **(b)**.

In case you have a project from different institutions, narrow down by selecting the institution you want to see **(a)**.

Use the search box to enter a keyword, project name, status, or other available project information.

![19-search-projects.png](https://docs.smartadmin.rw/uploads/images/gallery/2026-06/19-search-projects.png)

To narrow your search, click the filter option and select the parameters you want to use.

After choosing the filters, click **Confirm**.

![20-add-search-filter.png](https://docs.smartadmin.rw/uploads/images/gallery/2026-06/20-add-search-filter.png)

Use the selected filters from there **(c)**.

![21-search-filter-panel.png](https://docs.smartadmin.rw/uploads/images/gallery/2026-06/21-search-filter-panel.png)

<table id="bkmrk-search-tip%3A-start-wi" style="width: 100%; background-color: #eef4fb; border-left: 3px solid #185fa5; border-radius: 4px; border-collapse: collapse; margin-bottom: 24px;"><tbody><tr><td style="padding: 10px 14px; font-size: 12px; color: #555; line-height: 1.65;">**Search tip:** Start with the simplest information you have, such as the project name or status. Add more filters only when the results are too broad.</td></tr></tbody></table>

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Guideline 16

Review programs

Click **Programs** in the left-side menu to view programs and the projects grouped under them.

Use this page when projects share the same objective, sector, or category and need to be followed together.

![22-review-programs.png](https://docs.smartadmin.rw/uploads/images/gallery/2026-06/22-review-programs.png)

To create a new program, click **New Program**, enter the program name and description, then click **Save**.

![23-create-new-program.png](https://docs.smartadmin.rw/uploads/images/gallery/2026-06/23-create-new-program.png)

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Guideline 17

Track project activity

Click **Activity logs** to review project actions and changes.

Use the available institution and date filters to narrow the activity history when auditing updates.

![24-review-activity-log.png](https://docs.smartadmin.rw/uploads/images/gallery/2026-06/24-review-activity-log.png)

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Guideline 18

Record work time

<span style="color: #555555; font-size: small;">Click the </span>**Time** <span style="color: #555555; font-size: small;"><span style="caret-color: rgb(85, 85, 85);">**Sheet**</span> to record project hours. Enter the date, worked hours, supporting document if required, and notes describing the work completed.</span>

<span style="color: #555555; font-size: small;">Search by Week, User, or project to select which one you want to report to **(a)**.</span>

<span style="color: #555555; font-size: small;">Export **(b)** a report as **PDF** or **Excel** when needed.</span>

<span style="color: #555555; font-size: small;">Save the entry so it can be reported to the project manager.</span>

![25-record-timesheet.png](https://docs.smartadmin.rw/uploads/images/gallery/2026-06/25-record-timesheet.png)

<table id="bkmrk-reminder%3A-record-tim" style="width: 100%; background-color: #fff8e6; border-left: 3px solid #d9822b; border-radius: 4px; border-collapse: collapse; margin-bottom: 24px;"><tbody><tr><td style="padding: 10px 14px; font-size: 12px; color: #555; line-height: 1.65;">**Reminder:** Record time consistently so project work records remain accurate and easy for managers to review.</td></tr></tbody></table>

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Guideline 19

Review employment reports

Click **Employment** to access employment monitoring information linked to your projects.

Review the dashboard by **Job Reported (a)** or **Workplace Learning (c)**, then **export (b)** a report as **PDF** or **Excel** when needed.

![26-employment-job-reported.png](https://docs.smartadmin.rw/uploads/images/gallery/2026-06/26-employment-job-reported.png)

![27-employment-workplace-learning.png](https://docs.smartadmin.rw/uploads/images/gallery/2026-06/27-employment-workplace-learning.png)

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***Use the PMS dashboard regularly to keep project information, approvals, reports, and activity records up to date.***