The 5 Metrics Every PMO Should Track

Turning Data into Decisions that Drive Delivery

Most PMOs don’t suffer from a lack of data.
They suffer from a lack of decision-worthy insight.

Dashboards fill up. Reports get sent. But executives still ask the same questions:

• Can we trust the plan?
• Are we investing in the right work?
• What’s likely to break next?

A PMO’s real value isn’t in how much data it collects — it’s in whether that data sharpens decisions around predictability, performance, and impact.

These five metrics form the backbone of any PMO that wants to move from reporting activity to guiding execution.

1. Delivery Predictability

Why it matters
Predictability is the clearest signal of delivery health. Leaders don’t need perfect plans — they need commitments they can trust.

When delivery dates consistently slip, confidence erodes long before results do.

What good looks like

• A stable relationship between planned and actual delivery
• Trends that show improvement — not surprise swings

How to assess it

• % of initiatives delivered on time vs. baseline
• Average variance between planned and actual dates
• Rolling 3-month trend to spot systemic slippage

Use it to
Expose systemic blockers, strengthen planning discipline, and forecast capacity with confidence.

2. Budget Accuracy

Why it matters
Staying on budget is table stakes. Forecasting accurately is the real test.

Budget variance reveals how well the organization estimates, manages scope, and adapts when reality changes.

What good looks like

• Fewer late surprises
• Smaller, more predictable reforecasts over time

How to assess it

• % variance between forecasted and actual spend
• Earned Value indicators (CPI/SPI) for larger programs
• Trend of reforecast variance quarter over quarter

Use it to
Build credibility with Finance and demonstrate cost predictability — not just cost control.

3. Portfolio Alignment

Why it matters
Projects don’t fail only because they miss deadlines. They fail because they consume attention without advancing strategy.

Without alignment, even “successful” delivery can dilute ROI.

What good looks like

• Clear line of sight from initiative to strategic objective
• Willingness to stop or reshape work that no longer fits

How to assess it

• % of initiatives mapped to top-level priorities or OKRs
• Weighted portfolio scoring (benefit vs. effort)
• % of total spend on aligned vs. non-aligned work

Use it to
Rationalize the portfolio and redirect investment toward what actually moves the business.

4. Resource Utilization & Capacity

Why it matters
Over-allocation burns people out. Under-allocation wastes money.
The PMO’s role is to balance throughput with sustainability.

What good looks like

• Capacity decisions grounded in data, not escalation
• Fewer last-minute tradeoffs

How to assess it

• Utilization rate (% of available capacity committed)
• Demand vs. capacity gaps by function or team
• Quarterly trend of workload balance

Use it to
Guide prioritization and make tradeoffs visible before they become delivery failures.

5. Benefits Realization

Why it matters
Delivery isn’t the finish line — it’s the starting point.

The real question is whether promised value actually shows up.

What good looks like

• Clear ownership for outcomes beyond go-live
• Follow-through after delivery, not just celebration

How to assess it

• % of initiatives achieving defined ROI or benefit targets
• Time-to-value after delivery
• Benefit realization trends by theme or portfolio segment

Use it to
Close the loop between strategy, execution, and measurable business impact.

Closing Thought

When PMOs prioritize outcomes over activity and insight over information, they stop being reporting functions and start becoming performance engines.

Track fewer metrics — but track the right ones.
Watch trends, not snapshots.
And use the data to shape decisions, not decorate slides.

That’s how a PMO earns strategic credibility — and keeps it.