Portfolio Management

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					UMT Portfolio Manager

Builder User Training




                Dec 2005
Course Agenda

   1: Introduction
   2: UMT Portfolio ManagerTM Basic Navigation
   3: Building a Project Business Case
   4: Custom Portfolios and Programs
   5: Moving a Project through the Workflow
   6: Managing and Tracking Projects
   7: Additional Functionalities




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Course Agenda

   1: Introduction
           Project Portfolio Management (PPM) Introduction
              Why Implement PPM: Key Questions
              Portfolio Manager™ PPM Process & Architecture
              Course Objectives

   2: UMT Portfolio ManagerTM Basic Navigation
   3: Building a Project Business Case
   4: Custom Portfolios and Programs
   5: Moving a Project through the Workflow
   6: Managing and Tracking Projects
   7: Additional Functionalities



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Introduction
Project Portfolio Management (PPM) Introduction

    Project Portfolio Management (PPM) is…
   • A dynamic decision making process in which a portfolio of new and
     existing initiatives is prioritized, selected, planned, and managed against
     business objectives and constraints.

   • A systematic, decision methodology based not only on individual project
     financial and governmental indicators but on an understanding of project
     interactions.

   • Provided a set of initiatives, performance indicators, and constraints,
     PPM derives an optimal, portfolio-oriented solution that cannot be
     attained by evaluating and approving or rejecting projects individually.




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Introduction
Why Implement PPM: Key Questions

  PPM answers the following questions:

               Can I access all project information in a central location?              Transparency

       Does all work follow a common process from idea to implementation?               Workflow


            To what degree do my projects align with strategic objectives?              Alignment

                         Am I investing in the correct projects?                        Optimization

      Do I have sufficient resources ($/FTE) to complete the selected projects?         Sequencing

                   How are the projects in my portfolio performing?                     Monitoring/
                                                                                        Reporting

                    Did my projects deliver on forecasted benefits?                     Value Realization

           “Portfolio Management without Governance is an empty concept”
                                                                                  -Dr. Howard Rubin, Meta Group

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Introduction
Portfolio Manager™ PPM Process & Architecture

PPM Gates:           Create                         Select                               Plan                             Manage
                                                       Define                                                Project Phases          Reporting
                Define                 Prioritize                               Define HR     Competency
                Drivers                 Drivers        Impact                 Competencies    Availability   Initiation                           Issues
PPM




                                                                  Portfolio




                                                                                                                              Status Reporting
                                                     Statements




                                                                   Select
Process:                                                                                                      Design                               Risks
                                                                                Project        Analyze
                           Develop                                                              Supply
                                       Prioritize     Optimize                Requirements                   Construct                             CR’s
                           Project                                                            vs. Demand
                          Inventory    Projects       Portfolio
                                                                                                                Test                             Resource
                                                                              Optimize Portfolio Schedules   Implement                           Milestone

Governance:                                  Automated Workflow, Approvals and Oversight

              Portfolio Builder   TM     Portfolio OptimizerTM                   Portfolio PlannerTM          Portfolio DashboardTM

Software:

                                                                                      Portfolio                     Portfolio
                                                                                      PlannerTM                    DashboardTM




                                                                                                                • SQL or Oracle Database
                                                    UMT Central RepositoryTM                                    • IIS Web Server
                                                                                                                • Thin Client




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Introduction
Course Objectives

   At the conclusion of this course, you will be able to:
    Explain the organizations Project Portfolio Management workflow and
        roles and how they are integrated into UMT’s Portfolio Manager
       Add a project to the Portfolio BuilderTM and build a business case
        including the project financials and other data
       Perform the Business Driver and Risk assessment
       Create project schedule data, report issues and update status data as well
        as attach documents as part of a project request
       Add actual budget and resource data throughout the project lifecycle
       Manage the review and approval process at key stages in a project’s
        lifecycle
       Develop project change requests
       Personalize screens in the initial Scorecard view
       Subscribe to alerts to monitor project changes
       Create project, portfolio and organizational level reports
       Understand the Optimizer and Planner functionality and utilize it as needed
        to meet the requirements of your role within the process

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Course Agenda

   1: Introduction
   2: UMT Portfolio ManagerTM Basic Navigation
              User Login
              Navigation
              Scorecard View
              Organizational Structure
              Viewing & Editing Entities
              Adding Entities
              Deleting Entities
   3: Building a Project Business Case
   4: Custom Portfolios and Programs
   5: Moving a Project through the Workflow
   6: Managing and Tracking Projects
   7: Additional Functionalities



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UMT Portfolio ManagerTM Basic Navigation
User Login


                             http://test.ppm.state.nc.us/UMTNC


                                                        ACCOUNT LOGIN:
                                                        Fill in your account name
                                                        and account password




                                                        USER LOGIN:
                                                        Log in with your username
                                                        and password




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UMT Portfolio ManagerTM Basic Navigation
Navigation



Builder
      •Settings allows you to configure the entire UMT Portfolio Manager
      •My Scorecard allows you to enter application and project information
      •Resource Pool is a repository of skill resources
      •Preferences allows a user to change his own user information
      •Reports generates portfolio level reports, e.g., summary of all business cases, etc.

Optimizer helps you choose those applications and projects and allocate the
resources that serve your objectives best.

Planner helps you plan your project with the resources and time available.

Dashboard helps you perform further management and tracking, summary reports
of portfolios. It also presents an overall health view of all projects and applications.

About shows information about the software

Help shows the online user manual for your reference as well as NC specific training
material, processes and templates
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UMT Portfolio ManagerTM Basic Navigation
Scorecard View – Rows and Columns




                                                Default set of columns can be      Click on
                                                defined by your administrator      arrow to see
                                                and yourself (yours may differ).   (or hide) the
                                                                                   Portfolio
        The organizations and specific portfolios,                                 Selector
        programs and projects you see depends                                      toolbar.
        upon your organization and role.



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UMT Portfolio ManagerTM Basic Navigation
Scorecard View - Icons

                                       Organization – click on the + / - sign to expand and collapse




                                                     Program Icon
                                                     – this entity is a UMT Program



                                                     Project Icon
                                                     – this entity is a UMT Project


                                                     Custom Portfolio Icon – this entity is
                                                     a UMT Custom Portfolio




      Allows the user to manually ensure the updating of
      all calculated attributes (click on the red star and
      calculated attributes will be updated).

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UMT Portfolio ManagerTM Basic Navigation
Viewing & Editing Entities

                                 There are two ways to View an Entity:
                                 1. Click on the name, OR…
                                 2. Click on a clear area next to the name (the row will turn light
                                    beige) and click on View tab at the bottom of the page.




                                  To Edit an Entity:
                                  Click on a clear area next to the name, (the row will turn light
                                  beige) and click on the Edit tab at the bottom of the page.




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UMT Portfolio ManagerTM Basic Navigation
Adding Entities




             To Add a new entity, just click on the Add tab at the
             bottom. You will be prompted to choose in which
             organization you want to add a new entity.




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UMT Portfolio ManagerTM Basic Navigation
Deleting Entities




                                                          3. Confirm that you
                                                             want to delete the
                                                             entity by clicking
                                                             OK, otherwise,
                                                             click Cancel.




     To Delete an entity:
     1. Click on a clear area next to the name. The
        row will turn light beige.
     2. Click on the Delete tab at the bottom.



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Course Agenda

   1: Introduction
   2: UMT Portfolio ManagerTM Basic Navigation
   3: Building a Project Business Case
              Project Information Tab
              Additional Information Tab
              Budget Cost Tab
              Budget Resource Tab
              Benefit Estimates Tab
              Strategic Impact Tab
              Risk Analysis Tab
              Schedule Tab
              Documents Tab
   4: Custom Portfolios and Programs
   5: Moving a Project through the Workflow
   6: Managing and Tracking Projects
   7: Additional Functionalities

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Building a Project Business Case
Project Information Tab


                                         At first, in the Add Entity mode,
                                         only the Project Info tab is
                                         available.


                                                                 The attributes and fields you
                                                                 see in the Project Info tab are
                                                                 configurable by your
                                                                 administrator and can change
                                                                 for each environment (this view
                                                                 represents an example)


                                         After inputting required data, click
                                         the Add button at the bottom of
                                         the page to save the project.




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Building a Project Business Case
Project Information Tab – Entering Data


  Attributes flagged with a star (*) are mandatory. You will not be able to
  save the project until you complete all the information in the
  mandatory fields.

  Attributes can be of multiple types:
       String of characters (e.g. Project Name)
       Number – integer or real
       Date
       Drop down menu
       Multiple choice
       Large open fields
   You have to enter valid data for each attribute type.

  Furthermore, one or more users can be assigned to each configured
  user group. Mandatory user groups require at least 1 user to be
  selected (if users are available in that user group for the specific
  organization)

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Building a Project Business Case
Project Information Tab – Existing Entry View




    Once required info is saved, a
    banner with more tabs is
    available.




                                  This list shows all the tabs available in the tool.

                                  The tabs that are actually available for view or edit at each
                                  step of the process can be defined by your administrator.
                                  Different tabs can be hidden or available for view or edit at
                                  different workflow steps.

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Building a Project Business Case
Budget Cost Tab




                                                Click Budget Cost tab (available once a project is
                                                added). The Budget Cost tab is where you capture all
                                                the financial cost information for your project.

                                                Like any other tab, this tab can be shown or hidden as
                                                well as editable or not depending on:
                                                -The step of the workflow at which the project is and
                                                -The specific rights you have been given.




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Building a Project Business Case
Budget Cost Tab – Cost Centers and Cost Tree




                               1. Click on Show/Hide cost centers to reveal cost center window
                               (below). The cost centers are defined by your administrator.




                               2. There are different levels at which the financial
                               information can be entered. Data adds up from lower to
                               higher levels.



                                                                              Cost Center Window

                               3. Click to change default list of cost centers (depending on
                               what you select here, you’ll be asked to enter the actual
                               numbers on one or multiple centers).



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Building a Project Business Case
Budget Cost Tab – Entering Data




                                2- Depending on which cost centers you have
                                selected on the cost center windows, the
                                appropriate list will show in the pop up window
                                where you need to enter the information (this
                                step is optional).




                                                                          3. Type the total amounts for
                                                                          costs, then click OK.
1. Click on circular icon
at the left of each cell in
which you want to input
data. A pop-up window
will appear.
                                                                   4. Click Update to save data.
                                                                   (Repeat Steps 1 and 3 for all cells).
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Building a Project Business Case
Budget Cost Tab – Entering Comments




        1. After inputting all data in the row, scroll to the right to
        see row Total and access Comments field.




                                                    2. Click on Comments button
                                                    to get window for typing.




                                                                         3. Type in Comments and click
                                                                         the X at the upper right to close.


                 Remark: The comments might be disabled by your administrator

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Building a Project Business Case
Budget Resource Tab




                                    Click on Budget Resource tab (available once a project is added)
                                    The Budget Resource tab is where you capture the information on
                                    the resources (per type) required for the project work.

                                    Like any other tab, this tab can be shown or hidden as well as
                                    editable or not depending on:
                                    -The step of the workflow at which the project is and
                                    -The specific rights you have been given.




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Building a Project Business Case
Budget Resource Tab – Adding Resources




                                                         1. Click on Add to see detailed list
                                                         of all available resources (in box
                                                         at left).




 2. Click on box to the left of each required resource
 (a check will appear) and then click Add.

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Building a Project Business Case
Budget Resource Tab – Editing Resources


                                                                                 1. Click on Edit to open
                                                                                 up cells for adding
                                                                                 staffing levels (see
                                                                                 below).




2. For each resource, type in
the average resource loading                        4. Add any comments in the corresponding field
IN PERSON MONTHS FOR
EACH FISCAL YEAR.



                                                             3. Click Update to save
                                                             data. (Until you save the
                                                             data, the Total for each
                                                             column will remain 0.00.)




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Building a Project Business Case
Benefit Estimates Tab – Financial Benefits




                           Financial Benefits is
                           selected by default.



                                                    Click on Benefit Estimates tab. The Benefit
                                                    Estimates tab is where you capture the financial and
                                                    non-financial benefits of a project.

                                                    Like any other tab, this tab can be shown or hidden
                                                    as well as editable or not depending on:
                                                    -The step of the workflow at which the project is and
                                                    -The specific rights you have been given.


                          Select the level at which you want to
                          enter the information (data is added
                          up from lower to higher levels)


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Building a Project Business Case
Benefit Estimates Tab – Financial Benefits




                                                              2. Type in amount in the
                                                              Benefits cell, then click OK.




   1. Click on circular
   icon      at the left of
   each cell data to get
   input window (at
   right).                                                3. After inputting data, click
                                                          Update. Repeat steps 1 and 2
                                                          for each time period

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Building a Project Business Case
Benefit Estimates Tab – Financial Benefits


                         1. After inputting all data in the row, scroll to the right to
                         see Total and access Comments field.




                                                 2. Click on Comments button
                                                 to get window for typing.




                                                                                   3. Type in Comments
                                                                                   and click the X to
                                                                                   save.


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Building a Project Business Case
Benefit Estimates Tab – Non-Financial Benefits
                                                    1. Click on Benefit
                                                    Estimates tab




                              2. Select Non-financial
                              Benefits




                               3. Select the level at which you want
                               to enter the information (data is added
                               up from lower to higher levels)



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Building a Project Business Case
Strategic Impact Tab




                                                     Click Strategic Impact tab.

                                                     Like any other tab, this tab can be shown or hidden
                                                     as well as editable or not depending on:
                                                     -The step of the workflow at which the project is and
                                                     -The specific rights you have been given.




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Building a Project Business Case
Strategic Impact Tab

     What is a Business Driver?
     A series of short, sharp statements that express the shared focus of the
     organization in actionable terms.

     Purpose
     Clarifies the objectives of organizations so that they can make more
     informed investment decisions by later aligning projects to key Business
     Drivers

     Key Points
     Identifies the goals and visions of the organization
     Clarifies and articulates key Business Drivers that will be the enablers for
     achieving business results
     Ensure Business Drivers are actionable, measurable and attainable


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Building a Project Business Case
Strategic Impact Tab




                                                      Business Driver and definition.




                                                           Impact measures for each of five
                                                           levels: the project impact assessment
                                                           is based on these statements.


                                   Note: the Business Drivers can
                                   change per organization depending
                                   on your organizational processes.


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Building a Project Business Case
Strategic Impact Tab




                                                     1. Click the down arrow to get five-
                                                     colored scale and select impact value.



                                                                               2. Add Comments to
                                                                               explain your
                                                                               assessment as needed.
                                                To save data, click
                                                Update at the bottom of
                                                the page.


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Building a Project Business Case
Risk Tab




                                              1. To get to the Risk tab, scroll to the right on the
                                              line of tabs using the arrow button, or use the pull
                                              down menu using the          button




                     2. Click Risk tab                  The Risk tab is utilized to assess the level of
                                                        risk of each project based on a set of pre-
                                                        determined criteria including:
                                                        •Risk categories and
                                                        •Risk questions within each category


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Building a Project Business Case
Risk Tab




                                          2. Select an answer from pull-
                                          down menu.
                                                                               Overall Risk rating
                                                                               for the project
                                                                               (calculated)
                                       3. Add Comments by clicking on
                                       button and typing in text in window.



                                4. Risk rating for the category (higher percentage
                                equals higher risk) automatically calculated based
                                on the answers given to each question.




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Building a Project Business Case
Schedule Tab

                                                                                               1. To start,
                                                                                               scroll to
                                  Actual Data Section                                          Schedule tab
                                                                                               and click on
                                                                                               it to get this
                                                                                               page.
                                   Phases Section
                                                                                             To Add, Edit or
                                                                                             Delete Phases,
                                                                                             Milestones or
                                                    Used only for Portfolio PlannerTM        Dependencies,
                                                                                             click on the
      Milestones Section                               Dependencies Section                  buttons in their
                                                                                             respective
                                                                                             sections.

                                                                                        You can use the MS
                                                                                        Project section if MS
                                MS Project Section                                      Project is used in
                                                                                        your organization.

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Building a Project Business Case
Schedule Tab

                                              1- Select a Phase Name from the pull-
                                              down menu (example below).




                                              Your tool administrator configures the
                                              phases available for your
                                              organization.




                 2. Select dates for the Planned Start
                                                                        3. Click Update to
                 and Planned End by clicking on the
                                                                        save data.
                 calendar icon and selecting a date.

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Building a Project Business Case
Schedule Tab
 To add a Milestone:
 1. On the initial Schedule page,
 click Add under Milestones




 2. Type in name of new
 milestone




                                                    3. Select Planned Date by clicking on
                                                    calendar icon and clicking on the date.



                                                    4. Click Update to save milestone.




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Building a Project Business Case
Schedule Tab
                 1. From the Schedule tab, click on
                 Edit under Milestones.




                 2. Select Milestone to edit             3. Edit appropriate fields.
                 by clicking on radio button.



                                                                          4. Click Update to
                                                                          save changes.




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Building a Project Business Case
Document Management Tab


                                                               1. Go to Document
                                                               Management tab
       Operations available
       for documents
       stored in the
       application




                                                          List of available
                                                          documents




   2. Click on a document in
   the list for basic
   information



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Building a Project Business Case
Document Management Tab – Adding a Document




                                                     1. Click on New Document to display
                                                     fields for document import
                                                     information


                                                     2. Complete details (only the name is
                                                     required).



                                                     3. Click on Browse and attach file.



                                                     4. Click on Create and document will
                                                     be attached to repository.

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Building a Project Business Case
Document Management Tab – Adding a Document


                              Uploaded documents can be updated and versioned

  1. Click on the
  document you want to
  update                                                      2. Click on ‘Check out’


                                                              3. Click on the document icon,
                                                              followed by double clicking on
                                                              the version you want to use as
                                                              a start

                                                              4. After updating the
                                                              document, click on ‘Check in’,
  5. Check if you want to                                     click on Browse and attach the
  increase the version of the                                 updated file
  document




  6. Click ‘OK’ to update the file


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Building a Project Business Case
Document Management – Adding a Folder




                                                     1. Click on New Folder to
                                                     display fields




                                                     2. Complete details (only
                                                     the name is required)




                                                     3. Click on Create




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Course Agenda

   1: Introduction
   2: UMT Portfolio ManagerTM Basic Navigation
   3: Building a Project Business Case
   4: Custom Portfolios and Programs
           Creating Custom Portfolios
              Creating Programs
              Associating Projects with Custom Portfolios and Programs
              Associating Programs with Custom Portfolios

   5: Moving a Project through the Workflow
   6: Managing and Tracking Projects
   7: Additional Functionalities



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Custom Portfolios and Programs
Custom Portfolio – Definition


     A Portfolio is a group of projects, programs and/or applications

     A Portfolio is used to roll-up certain data of its projects and
          applications
               Cost data
               Benefit data
               Resource data
     A Portfolio has its own tabs, such as Portfolio Information tab,
          Impact tab, Issues and Risks tab, Status tab, …
     Every business unit has a Default Portfolio which can not be
          created or deleted and is not displayed in the ‘Portfolio
          Management’ settings link
               Name of this portfolio is ‘[business unit]’


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Custom Portfolios and Programs
Custom Portfolio – Adding




                                    1 – Click ‘Portfolio / Program Management’

                                                      2 – Click ‘Portfolio Management’




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Custom Portfolios and Programs
Custom Portfolio – Adding




                                                     2 – Click ‘Add Portfolio’




     1 – Select the appropriate level in the
     Organization Hierarchy




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Custom Portfolios and Programs
Custom Portfolio – Adding




                                                     1 – Type in a name for the Portfolio



                       2 – Fill in ‘Start Date’, ‘End Date’ of portfolio           3 – Choose Monthly
                       All projects and applications in this portfolio             or Quarterly
                       need to have start dates later than the                     Analysis
                       organization start date, and end dates before the
                       organization end date




                                                                         4 – Click ‘Add’




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Custom Portfolios and Programs
Custom Portfolio – Adding Projects

                                                          1 – Click ‘My Scorecard’




                                                          2 – Expand the
                                                          Portfolio Selector

                                                          3 – Group by ‘Organizations’,
                                                          display entities ‘Projects’, and
                                                          click ‘Apply’


                                                          4 – Drill down to the Project to
                                                          be added to the Portfolio or
                                                          Program. Select the Project




                                                          5 – Click ‘Edit’




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Custom Portfolios and Programs
Custom Portfolio – Adding Projects

                                                          1 – Click ‘Project Associations’




  2 – Click ‘Portfolio Associations’




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Custom Portfolios and Programs
Custom Portfolio – Adding Projects




                                                                        1 – Click ‘Add’




    2 – Select the Custom Portfolio you
    want the project to be added to




                                                                    3 – Click ‘Update’




          Note: You can associate multiple Custom Portfolios to a specific Project


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Custom Portfolios and Programs
Custom Portfolio – Adding Projects (Alternative)


                                                     1 – Select the appropriate level in the
                                                     Organization Hierarchy

                         2 – Select a Portfolio

                                                                           3 – Click ‘Manage’




                                       4 – Link Projects to                   6 – Link Applications
                                       Portfolio                              to Portfolio




                                                              5 – Link Programs
                                                              to Portfolio



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Custom Portfolios and Programs
Custom Portfolio – Viewing & Editing


                                                          1 – Click My Scorecard




                                                          2 – Expand the
                                                          Portfolio Selector

                                                          3 – Group by ‘Custom Portfolios’,
                                                          click Apply

                                                          4 – Select Portfolio




                                                          5 – Click View or Edit to
                                                          see/change the Portfolio tabs




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Custom Portfolios and Programs
Custom Portfolio – Viewing & Editing




    1 – Portfolio                          2 – Portfolios have certain tabs who are rolled-up of
    information can be                     its projects (Budget Cost, Budget Resource, Benefit
    added or changed                       Estimates, Cost Tracking, Resource Tracking).
    as required                            Other tabs are Portfolio specific, such as Strategic
                                           Impact, Status, Issues and Risks, …


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Custom Portfolios and Programs
Program – Definition




     A Program is a group of projects and can be added to an
          Organization or a Custom Portfolio


     A Program is used to roll-up certain data of its projects
               Cost data
               Benefit data
               Resource data


     A Program has its own tabs, such as Program Information tab,
          Impact tab, Issues and Risks tab, Status tab, …



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Custom Portfolios and Programs
Program – Adding




            To Add a Program, just click on the Add tab at the bottom
            of My Scorecard. You will be prompted to choose in
            which organization you want to add the Program.




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Custom Portfolios and Programs
Program – Adding




        After clicking on Add you will be presented with the Program Information Tab.
        Some fields will be mandatory (*), while others are optional. After completing
        the tab and clicking on Add, the other Program tabs will become visible.


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Custom Portfolios and Programs
Program – Adding (Alternative)



                                                                     1 – Click ‘Settings’




                                    2 – Click ‘Portfolio / Program Management’

                                                      3 – Click ‘Program Management’




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Custom Portfolios and Programs
Program – Adding (Alternative)

                                            1 – Select the level in the Organization Hierarchy and
                                            the Portfolio you want the program to be added to




                          2 – Click ‘Add Program’


                          3 – Fill in a Program Name and
                          Description and click ‘Add’




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                                                        60                                           60
Custom Portfolios and Programs
Programs – Adding Projects

                                                          1 – Click ‘My Scorecard’




                                                          2 – Expand the
                                                          Portfolio Selector

                                                          3 – Group by ‘Organizations’,
                                                          display entities ‘Projects’, and
                                                          click ‘Apply’


                                                          4 – Drill down to the Project to
                                                          be added to the Portfolio or
                                                          Program. Select the Project




                                                          5 – Click ‘Edit’




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                                                     61                                      61
Custom Portfolios and Programs
Programs – Adding Projects

                                                             1 – Click ‘Project Associations’




                                   2 – Click ‘Program Associations’




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                                                     62                                         62
Custom Portfolios and Programs
Programs – Adding Projects




                                                                1 – Click ‘Add’




    2 – Select the Program you want the
    project to be added to


                                                                      3 – Click ‘Update’




                Note: You can only associate 1 Program to a specific Project


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                                                     63                                    63
Custom Portfolios and Programs
Program – Adding Projects (Alternative)
                                                     1 – Select the appropriate level in the
                                                     Organization Hierarchy and the portfolio




                         2 – Select a Program

                                                                               3 – Click ‘Manage’




                                             4 – Add Projects to
                                             Program




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                                                             64                                     64
Custom Portfolios and Programs
Program – Viewing & Editing

                                                          1 – Click ‘My Scorecard’




                                                          2 – Expand the
                                                          Portfolio Selector

                                                          3 – Group by ‘Organizations’,
                                                          display entities ‘Programs’, and
                                                          click ‘Apply’


                                                          4 – Select Program




                                                          5 – Click ‘View’ or ‘Edit’ to
                                                          see/change the Program tabs




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                                                     65                                      65
Custom Portfolios and Programs
Program – Viewing & Editing




    1 – Program                            2 – Programs have certain tabs who are rolled-up of
    information can be                     its projects (Budget Cost, Budget Resource, Benefit
    added or changed                       Estimates, Cost Tracking, Resource Tracking).
    as required                            Other tabs are Program specific, such as Strategic
                                           Impact, Status, Issues and Risks, …


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                                                       66                                        66
Course Agenda

   1: Introduction
   2: UMT Portfolio ManagerTM Basic Navigation
   3: Building a Project Business Case
   4: Custom Portfolios and Programs
   5: Moving a Project through the Workflow
              Accessing the Workflow
              Moving a Project through the Workflow

   6: Managing and Tracking Projects
   7: Additional Functionalities




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                                                    67   67
Moving a Project through the Workflow
Workflow Link




                                        From the Project screen of a saved
                                        project, click on Workflow to see the
                                        status of a project.




                                                                   Click on the Workflow icon to see
                                                                   a flowchart.




                                 The Workflow represents the set of
                                 steps and phases part of the lifecycle
                                 of a project and portfolio.



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Moving a Project through the Workflow
Workflow Status



                                                                    Current Project
                                                                    Phase is
                                                                    indicated at the
                                                                    center top.



                                   Available Project Status indicates           Click here to see
                                   possible decisions at each of the            Workflow diagram.
                                   process steps. Regular users will
                                   only see the available next steps.



                                                                        Information required at this
                                                                        step is listed. If completed,
                                                                        Status OK is shown in green.
                                                                        If missing, the specific data
                                                                        element is in red.


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Moving a Project through the Workflow
Workflow Diagram

 The workflow is fully configurable by your tool administrator       Click icon to view/ hide
 and each project type can follow a different workflow.              Workflow diagram.




                           Current phase and
                           step in Workflow.




                                                         Tip: if you place your mouse on top
                                                         of a workflow step a pop-up
                                                         window will provide you with
                                                         additional information on that step.


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Moving a Project through the Workflow
Workflow Verifications




 List of data that
 need to be
 completed
 before the
 project can
 transition to the
 next workflow
 step.




 List of data categories acceptable for approval (in green)
 and specific missing elements (in red).


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                                                     71       71
Moving a Project through the Workflow
Workflow Approvals

                     Certain workflow steps required approval from specific
                     users. This can be seen in the Workflow link information.




                                                    All users can see who needs to sign
                                                    off and who has done so already.




                                       Approvers evaluate and approve project.
                                       Agreement is necessary for the project
                                       to move on to the next step in the
                                       workflow.

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                                                          72                              72
Moving a Project through the Workflow
Workflow Key Concepts and Terms


    Workflow – A series of defined phases and steps, information
        requirements, transition rules and roles in the creation and
        management of projects through their lifecycle.

    Phases and Steps – Predefined set of high level stages
        (phases) and lower level activities (steps) existing within the
        workflow.

    Roles - An assigned set of activities, responsibilities with
        associated authority for individuals within the workflow.




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                                                    73                    73
Moving a Project through the Workflow
Workflow Key Concepts and Terms

    Sign Off – The final act in the Portfolio BuilderTM of completing a step
      within the workflow and sending it on to the next step.

    Approve and Reject – Options available to Approvers as they assess a
     project. A rejection by any Approver moves the project back to the prior
     step in the workflow.

    Verify – An automatic step in the workflow process in the Portfolio
      BuilderTM in which the tool automatically confirms the completeness of
      the information required to progress to the next workflow step.

    Read Only – At any given step in the workflow any or all of the tabs of a
     project can be on read-only status, this is configured by the
     administrator in alignment with the process and information
     management requirements.



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                                                    74                          74
Course Agenda

   1: Introduction
   2: UMT Portfolio ManagerTM Basic Navigation
   3: Building a Project Business Case
   4: Custom Portfolios and Programs
   5: Moving a Project through the Workflow
   6: Managing and Tracking Projects
              Schedule Tab
              Status Tab
              Cost Tracking Tab
              Resource Tracking Tab
              Issues & Risks Tab
              Project Reports Tab
              Snapshots
              Change Requests
   7: Additional Functionalities

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Managing and Tracking Projects
Introduction

   When a project is in implementation, typically:
    Certain baseline information is locked down, such as Project Information,
     Budget Cost, Budget Resources and Planned dates
    Actual Cost, Resources and Dates will be tracked to be compared against
     the budgeted and/or planned information
    Forecasted Cost and Resource data might be entered
    In case additional funds or resources are necessary to complete the
     project, a change request might be initiated


   In the UMT Portfolio Manager, typically:
    The Budget Cost and Budget Resource tabs will be locked down
    Cost Tracking and Resource Tracking tabs appear in order to capture
     actual cost/resources and their forecast
    The planned dates in the Schedule tab are locked down




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                                                     76                          76
Managing and Tracking Projects
Schedule Tab



                                   Actual Data Section



                                     Phases Section

                                                                           Fill in the Actual % completed
                                                    To Edit Phases or      for the whole project. Actual
                                                    Milestones, click on   Start and End dates will be
                                                    the buttons in their   automatically populated
        Milestones Section                          respective sections.   based on the defined phases.




                                                                                   You can use the MS
                                                                                   Project section if MS
                                  MS Project Section                               Project is used in
                                                                                   your organization.

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Managing and Tracking Projects
Schedule Tab – Phases

            The Planned Start and End Dates are typically locked down. For tracking
            purposes the Forecast Start and End dates, as well as the completion %
            can be filled in during the actual implementation of the project.



                                                          1. Fill in the Completion %




                 2. Select dates for the Forecast Start
                 and End by clicking on the calendar            3. Click Update to
                 icon and selecting a date.                     save data.



    Note: If integrated with MS Project Server, the above data can be filled in automatically


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Managing and Tracking Projects
Schedule Tab – Milestones

             Similar as for Phases, typically only the Forecast date can be filled in
             during the actual implementation of the project.




     Note: If integrated with MS Project Server, the above data can be filled in automatically


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Managing and Tracking Projects
Schedule Tab – Importing from MS Project

   The UMT Portfolio Manager can be integrated
   - with MS Project:
    Exporting phases and milestones from UMT to MS Project
    Importing phases and milestones from MS Project to UMT, as planned
     dates before implementation of the project, or as forecast dates during the
     implementation of the project
    Importing resource assignments from MS Project to the Budget Resource
     tab for projects before implementation as budgeted resources
    Importing resource assignments from MS Project to the Resource Tracking
     tab during implementation as actuals and forecasts


   - or with MS Project Server (MSPS):
    All of the above, and adding:
    Exporting/importing UMT project attributes to MSPS enterprise fields
    Automatic synchronization overnight of planned/forecast dates and/or
        budgeted or actual/forecast costs and resources from MSPS to the UMT
        Portfolio ManagerTM

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                                                     80                            80
Managing and Tracking Projects
Schedule Tab – Importing from MS Project




                  The MS Project Import/Export Wizard allows
                  you to share information in between the UMT
                  Portfolio Manager and MS Project or MS
                  Project Server. This is an advanced gateway to
                  allow synchronization of information between
                  the two systems.



                                                          Click Wizard to
                                                          import phases and
                                                          milestones from MS
                                                          Project.




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Managing and Tracking Projects
Schedule Tab – Importing from MS Project


                                              Wizard Screen
                                                                      1. Select MS Project
                                                                      File from menu




                                                                           3. Click finish to
                                                                           begin import
                                                                           process
                                               2. Browse and select
                                               MS Project file.




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Managing and Tracking Projects
Schedule Tab – Importing from MS Project



                                Pop-up window displayed
                                during file loading.




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                                                     83   83
Managing and Tracking Projects
Schedule Tab – Importing from MS Project (Ex., Before)
Schedule tab
BEFORE importing
MS Project file. No
phases and minimum
number of
milestones.




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                                                     84   84
Managing and Tracking Projects
Schedule Tab – Importing from MS Project (Ex., After)
Schedule tab with
changed phases
and milestones
AFTER importing
MS Project file.




                   Note: If the project was in implementation, only the Forecast
                   dates and Completion % would have been imported

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                                                     85                            85
Managing and Tracking Projects
Schedule Tab – Exporting to MS Project




                            Typically, the MS Project synchronization Wizard
                            is used after a project has been approved in the
                            UMT Portfolio Manager for implementation and MS
                            Project is being used for the Project level work
                            with its information rolled up at the portfolio level
                            for ongoing tracking, analysis and reporting.



                                                        Click Export options
                                                        page.




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Managing and Tracking Projects
Schedule Tab – Exporting to MS Project


                                              Export Options
                                                               1. Select MS Project File
                                                               from menu




                                        2. Browse and              3. Click finish to begin
                                        select file.               export process




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                                                        87                                    87
Managing and Tracking Projects
Schedule Tab – Importing Requirements MS Project


MS Project File Import Requirements

 Milestone & Phase names must be unique
           Error message will be displayed during import for tasks with duplicate names
            and file will not be uploaded
 Project Start Date/End Date/Milestones/Tasks must fall within the dates
    defined in the account
           Error message will be displayed during import and file will not be uploaded
 Milestones/tasks must have dates between start/end dates of project
           Error message will be displayed during import and file will not be uploaded
 Milestones & Phases must be < 100 characters
           Error message will be displayed during import and file will not be uploaded
 % complete data cannot be exported to MS Project file
           MS Project does its own calculations and overwrites the values




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Managing and Tracking Projects
Schedule Tab – Importing Requirements MS Project



Project Start Date (“Start” = Planned Start Date)
         MS Project: ‘Project Start Date’
         UMT Tool: Start Date on both schedule tab & project information tab


Project End Date (“End” = Planned End Date)
         MS Project: ‘Project Finish Date’
         UMT Tool: End Date on both schedule tab & project information tab




         When a project is in an unapproved status, the start/end date on the schedule tab
         will map to the earliest/latest Phase planned start/end date.
         When a project is in an approved status, the start/end date on the schedule tab will
         map to the earliest/latest Phase forecast start/end date.

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                                                    89                                          89
Managing and Tracking Projects
Schedule Tab – Importing Requirements MS Project

  Milestone Name
        MS Project: Name of tasks marked as milestones
        UMT Tool: Milestone Name on schedule tab

  Milestone Forecast Date
        MS Project: Actual date of task marked as milestone
        UMT Tool: Milestone forecast date on schedule tab

  Milestone Planned Date
        MS Project: Baseline date of task marked as milestone
        UMT Tool: Milestone planned date on schedule tab


       When a project moves to an approved status in the workflow, planned dates will
       be switched to read-only for both phases & milestones, and users will only be able
       to update the forecast dates. Only the forecast date is updated after the project
       moves into an approved status, either manually or by MS Project file import.

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                                                    90                                      90
Managing and Tracking Projects
Schedule Tab – Importing Requirements MS Project

 Phase Name
       MS Project: Name of task imported as Phase
       UMT Tool: Phase Name on schedule tab

        A user can specify what level phases should be imported from MS Project,
        determined by ‘Task Outline Level for Phase Matching’ field on MS Project file
        import screen. Level 1 selected will import level 1 tasks from project file and
        populate as phases. Level 2 selected will import level 2 tasks, etc.

 Phase Forecast Start Date
       MS Project: Phase Start Actual date field
       UMT Tool: Phase forecast start date on schedule tab

 Phase Forecast End Date
       MS Project: Phase End Actual date field
       UMT Tool: Phase forecast end date on schedule tab
       Only the forecast date is updated after the project moves into an approved status,
       either manually or by MS Project file import.

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                                                    91                                      91
Managing and Tracking Projects
Schedule Tab – Importing Requirements MS Project


  Phase Baseline Start Date
        MS Project: Baseline Phase Start Date field
        UMT Tool: Phase planned start date on schedule tab


   Phase Baseline End Date
        MS Project: Baseline Phase End Date field
        UMT Tool: Phase planned end date on schedule tab




       When a project moves to an approved status in the workflow, planned dates will
       be switched to read-only for both phases & milestones, and users will only be able
       to update the forecast dates. Only the forecast date is updated after the project
       moves into an approved status, either manually or by MS Project file import.

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Managing and Tracking Projects
Schedule Tab – Importing Requirements MS Project


  Phase Completion (%)
        MS Project: Phase % Complete field
        UMT Tool: Phase completion field on schedule tab

       The percent complete information is pulled from that field within each task in an
       MS Project file. It can be entered or calculated. Microsoft Project details how the
       field is calculated. Percent complete cannot be exported to MS Project, as project
       does its own calculations and overwrites the value.



  Competency Name (Tester, Business Analyst, Developer, etc.)
        For work data to be imported, Resource Names in the MS Project file must
         be associated to a competency within the UMT Portfolio Manager.




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Managing and Tracking Projects
Schedule Tab – Importing Requirements MS Project

  Budget (Plan) Work Data (Unapproved Projects): Planned work for entire project
        MS Project: Data from (Planned) Baseline work’ field on resource usage
         sheet
        UMT Tool: Resource data on budget resource tab


  Forecast Work Data (Approved Projects): Forecasted work for entire project
        MS Project: Data from ‘Work’ field on resource usage sheet
        UMT Tool: Forecast work data on resource tracking tab


       Forecast Work data is only imported when a project is in an “approved” state in
       the workflow. The UMT tool will process the assignments in MS Project and will
       aggregate them by man-hours to the assigned resource competency by month.
       E.g.: Resource John Doe is assigned for 23 days (1 month=30 days) with 100%
       allocation to the task, which would result in (100/100)*(23/30)=0.766666.




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Managing and Tracking Projects
Schedule Tab – Synchronizing with MS Project Server

   When the UMT Portfolio Manager is integrated with
   Microsoft Project Server:

    All of MS Project functionality
    Exporting/importing UMT project attributes to MSPS enterprise fields, set
     up by your administrator
    Automatic synchronization overnight of planned/forecast dates and/or
     budgeted or actual/forecast costs and resources from MSPS to the UMT
     Portfolio ManagerTM


        Therefore, the UMT Tool needs to know for each project to
        which project it links in MSPS




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                                                     95                          95
Managing and Tracking Projects
Schedule Tab – Synchronizing with MS Project Server




                                                     Click Wizard to do an initial import of
                                                     phases and milestones from MSPS
                                                     and link the project in UMT with the
                                                     corresponding MSPS project




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Managing and Tracking Projects
Schedule Tab – Synchronizing with MS Project Server


                                              Wizard Screen
                                                                       1. Select MS Project Server
                                                                       from menu and select your
                                                                       Project Server
                                         2. Select the corresponding
                                         Project Server project




                                        For approved projects, only
                                        Schedule, Actuals and Forecasts
 3. Check ‘Update link                  can be imported. For unapproved        4. Click Finish to
 mapping’ if you want to                projects, schedule and budget          begin import
 keep the projects linked               resource can be imported               process

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Managing and Tracking Projects
Schedule Tab – Synchronizing with MS Project Server

   If you keep the projects linked, your administrator can
      configure them for automatic synchronization overnight.

    If the project is in unapproved, the Schedule, Budget Resource and certain
     attributes on the Project Information or Additional Information tab will be
     imported from MSPS to the UMT Tool
    If the project is approved, the Schedule, Resource Actuals, Resource
     Forecast and certain attributes on the Project Information or Additional
     Information tab will be imported from MSPS to the UMT Tool




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Managing and Tracking Projects
Status Tab
             The indicators you see are configurable
             by your system administrator.

                                                               Example View




    Manual Indicators: click on the indicator and        When this symbol is locked you
    select either Green, Yellow or Red as the            cannot enter information in this
    status. Provide a comment for your decision.         page. This is a workflow setting
                                                         controlled by your system
                                                         administrator. You will find it in
                                                         the Status, Cost Tracking and
                                                         Resource Tracking tabs).




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                                                    99                                        99
Managing and Tracking Projects
Status Tab

                                                    These progress bars will be automatically
                                                    calculated based on the information entered
                                                                           Example View
                                                    in the Schedule Tab, Cost Tracking Tab and
                                                    Resource Tracking Tab.




                                                                    Your administrator also can
                                                                    configure the attributes that
                                                                    are shown at the bottom of
                                                                    this Tab.


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Managing and Tracking Projects
Cost Tracking Tab
               The Cost Tracking tab will typically appear for a project that has entered
               the implementation phase/s of the workflow (same as Resource Tracking)




                                   1. Select Cost Tracking from menu




                            2. Select the right Level from Drill Down menu




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                                                      101                                   101
Managing and Tracking Projects
Cost Tracking Tab

  Seven
  categories of                                       Budget              Actuals    Forecast
  budget or cost
  data are
  provided.



                                           +          =




For each line item
in the cost
structure
information the
different categories
of information are                              For each category, several columns
displayed                                       of information are provided



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                                                          102                                   102
Managing and Tracking Projects
Cost Tracking Tab


                      A                                           B      Only approved
                                                                         Change
                                                                         Requests are
                                                                         included here




                 Only current
 C               month data can                      D                         E
                 be added for
                 Actual Cost.



                                                               In general, for values in the tool:
                                                               A+B=C
 F                                  G
                                                               C-D=E (red = you are over budget)
                                                               C-F=G


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                                                         103                                    103
Managing and Tracking Projects
Cost Tracking Tab


 1. In Edit mode, select                      2. Scroll to
 Cost Tracking from menu                      Actual Cost
                                              columns


                                                 3. Click    icon
                                                 to open a pop-up
                                                 window.




                                                                    4. Enter amount
                                                                    in Cost
                                                                    categories.

                                                                    5. Click OK to
                                                                    save.




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Managing and Tracking Projects
Cost Tracking Tab




                                    Select Cost Forecast and Level 4 to get the display
                                    shown here. Updating is similar to Cost Tracking
                                    except all future months are editable.




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                                                       105                                105
Managing and Tracking Projects
Cost Tracking Tab

                           Within the Resource Tracking tab you can also enter
                           the forecasted resource (type) needs for future
                           timeframes for the project.




        For each Resource Type and each future timeframe
        you can enter the forecasted requirements



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Managing and Tracking Projects
Issues & Risks Tab


                                                Summary details
                                                for Issues and    Example View
                                                Risks




              Action buttons:
              • After selecting an existing Issue
                or Risk, click View, Edit or Delete.
              • Click Add to create a new item.
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Managing and Tracking Projects
Issues Tab – Adding Issues
                                                                                                1. Click on
                                                                                                Issues &
   An issue is generally regarded as an event that is currently                                 Risks tab
   affecting the project implementation



                                         2. Select
                                         Issue or Risk                           3. Type in or select
                                                                                   (example fields):
                                                                                 • Title*
                                                                                 • Date Entered*
                                                                                 • Due Date
                                                                                 • Owner
                                                                                 • Weight*
                                                                                 • Escalation Level
                                                                                 • Detailed Description
                                                                                 • Resolution Description
                                                                                    etc


   * = Required Fields                                    4. Click Add to save




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Managing and Tracking Projects
Issues Tab – Adding Risks




                                                                    The additional
                                                                    fields/attributes
     An risk is generally regarded as a potential                   required to complete
     event that might negatively impact the project                 can be configured by
     implementation in terms of scope, quality,                     your administrator and
     budget or schedule.                                            vary in each
                                                                    implementation




                                                     * = Required



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Managing and Tracking Projects
Project Reports Tab
      Your system Administrator can define which reports are available in this section.
      Reports and formats can vary for each implementation.




                                                     Each report can be generated in three
                                                     different formats



                    You would typically use:
                    •    PDF format if you plan to save or forward the report
                    •    XLS format if you want to save, edit or forward the report
                    •    HTML if you only want to see the report


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Managing and Tracking Projects
Snapshots
 The snapshot functionality allows you to save a view of the values at a specific month in the
 resource tracking, cost tracking and status tabs. This is typically used to save snapshots each
 month for projects in implementation and be able to latter retrieve past information.




                                                                                  Edit Mode
                                  1. In the Edit mode, click on
                                  New Snapshot in the Report
                                  banner to see screen below.


                                                                  2. Click OK on the screen below to
                                                                  archive the current snapshot and
                                                                  create another.




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Managing and Tracking Projects
Snapshots

 In the View mode, under                   1. Click the down arrow
 the Report banner, only                   to see a list of archived
 the latest snapshot date                  reports
 is shown.




               2. Click a prior date to
               retrieve an archived report


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Managing and Tracking Projects
Change Requests

 Once a project has been approved for implementation the Budget and
 Resource tabs become read only and their information constitutes the Planned
 budget and resources.
 During implementation, changes in scope, plan or estimates lead to change
 requests that might impact the planned budget or resources yielding the
 revised budget and resources.




         In the Edit mode, on the Project Info page, click
         Change Request.

                                                             Edit Mode

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Managing and Tracking Projects
Change Requests




In the change Request                Click on the Add                                        Edit Mode
List you’ll see all the              Change Request tab to
previously raised                    enter a new change
change requests.                     request.


                                                    Change requests can only be added or
                                                    edited when the project is unlocked
                                                    (remember that the administrator locks
                                                    the project to ensure information is
                                                    update and stable before taking
                                                    snapshots for the month)


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Managing and Tracking Projects
Change Requests




                                        1. Complete Name, Date
                                        and Description fields




                                                                 2. Identify Owner, Approver, and
                                                                 source of Benefits from menus.




                                                    3. Click Add to
                                                    save.


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Managing and Tracking Projects
Change Requests




                          Once a Change Request is added, the Add Change
                          Request tab becomes Edit Change Request and Cost
                          Breakdown and Work Breakdown tabs appear.



            Click on Cost Breakdown and Work Breakdown to add information on the
            detailed impact on budget and resource estimates of this change request.




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Managing and Tracking Projects
Change Requests

 Change Request Cost
 Breakdown entry is identical
 to the Budget Cost tab.




 This display is level 3 with
 detailed breakdown within
 each phase and by month.


                                                     Edit Mode

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Managing and Tracking Projects
Change Requests




 Change request Work Breakdown entry                      Additional C++ Prog time required in
 is identical to Budget Resource tab.                     association to this Change request




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Managing and Tracking Projects
Change Requests
    Notice sent after CR creation




    Notice sent after CR approval




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Course Agenda

   1: Introduction
   2: UMT Portfolio ManagerTM Basic Navigation
   3: Building a Project Business Case
   4: Custom Portfolios and Programs
   5: Moving a Project through the Workflow
   6: Managing and Tracking Projects
   7: Additional Functionalities
              Preferences
              Resource Pool
              Portfolio Reports
              Filter Management
              Project Data Import
              Project Data Export
              Alert Subscriptions



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Additional Functionalities
Preferences

            Click Preferences to get to the Preferences page where
            the user can change some of his/her personal settings




                                                          If needed, your administrator will give
                                                          you details for the Project Servers option

                                                          This section provides details on these
                                                          options that allow you to configure your
                                                          personal My Scorecard view

                                                          If needed, your administrator will give
                                                          you details for the SharePoint Server
                                                          User Settings

                                                          This section provides details on this
                                                          option that allows you to change your
                                                          individual user information and settings


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Additional Functionalities
Preferences – Changing User Information


                          You cannot change your log in name but you can
                          change your Full Name




                                                          Change this information if you want your
                                                          email alerts to be re-directed to a different
                                                          account.




                   Type your Old and New Password to change your login password



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Additional Functionalities
Preferences – Changing your View

          The default view for all users of My Scorecard and the Dashboard views is fully
          configurable by your administrator, but you can also select your own personal
          preferences for this view and set them as the default for your user profile.




                                                    If you want to filter your projects differently
                                                    (rows), click Configure Scorecard Views


                                                    If you want to change the information you
                                                    see on these screen (columns), click
                                                    Configure Scorecard Attribute Window




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Additional Functionalities
Preferences – Changing your View

                      Views allow you to define the entity information to be
                      included, and the way it is included on the left (rows) of the
                      My Scorecard and Dashboard views.




                          Under View Name (at left), all views are listed. One is
                          designated the login default (at right).


                       At all times you can change the current or the default views
                       for your user if you want to focus it on other information

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Additional Functionalities
Preferences – Changing your View

    Whether adding a view or editing a current view,       You can also select the kind of
    several options are available for selecting            Entities you want to see as well as
    hierarchy groupings:                                   any filter that you might want to
                                                           apply

                                                             The Configuration you select is
                                                             the one that defines the
                                                             columns you will see in this
                                                             view (see Configuration of the
                                                             Scorecard Attribute Window)




                Allows you to make this the default view

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Additional Functionalities
Preferences – Changing your View

                       Configurations allow you to define different views for the
                       columns of the My Scorecard and Dashboard functions.




                          Under View Name (at left), all views are listed. One is
                          designated the login default (at right) through being the
                          one associated to the default view.



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Additional Functionalities
Preferences – Changing your View




                                                                              2. Select data
 4. Name
                                                                              category:
 column




3. Select
data from set
available
in that
category:                                           1. Add or delete
                                                    columns            5. Click Update

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Additional Functionalities
Resource Pool

                To use the Resource Pool functionality:
                1- Select the organization and portfolio for
                which you want to see the data and
                2- Place your mouse on top of the Resource
                Pool link and select one of the three options.




   The Resource Pool functionality allows you to view at the organizational level you have
   selected in the Scorecard the following information:
   - Original Availability: available resources per resource type for the selected organization
   - Resource Requirement: total required resources per resource type based on the
   individual requirements of each project in the selected organization
   - Actual Availability: Original Availability minus Skill Requirements

   For the first and last item to display valid information it requires that your system
   administrator has updated the Original Availability data.




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Additional Functionalities
Resource Pool – Original Availability

                                                                           Once you have
                                                                           entered the
                                                                           Original
                                                                           Availability
                                                                           section, you can
                                                                           select a new
                                                                           organization or
                                                                           portfolio


                                                                    You can view the
                                                                    availability for
 Click on one                                                       Permanent and
 resource type to                                                   Contractor
 see its cost details                                               resources
 at the bottom
                                                           Your system administrator
                                                           can edit this information




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Additional Functionalities
Resource Pool – Resource Requirement

                                                                                Once you have entered
                                                                                the Skill Requirements,
                                                                                you can select a new
                                                                                organization or portfolio




                                                                         Select how many
                                                                         items (resource
                                                                         types) you want to
                                                                         see per page




                                              The dates for which the data is shown and
                                              the granularity (monthly in the example) at
                                              which it is shown depends on the settings
                                              controlled by your system administrator


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Additional Functionalities
Resource Pool – Actual Availability

                                                           Once you have entered
                                                           the Actual Availability
                                                           section, you can select
                                                           a new organization or
                                                           portfolio




             •Resource deficit (more requirements
             than availability) are shown in red
             •Resource surplus (more availability
             than requirements) are shown in green




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Managing and Tracking Projects
Portfolio Reports

    The reports functionality provides advanced reporting capabilities at the
    project, program, portfolio and organizational level, including the ability to:
           Utilize a flexible reporting structure based on report templates that
             allows users to create real-time, ad-hoc reports based on individual
             criteria by selecting with a number of formats and with a variety of
             different project attributes.
           Save the reports as a public or private:
                  Public: they are visible and can be used by all users with access to
                   the reports
                  Private: they are only visible to the user that originally created it
                   Note: reports by default are saved as private, only some users have
                   the rights to create public reports.
           Save, display and print the reports in a variety of different formats:
             HTML, PDF or Excel (where applicable).




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Managing and Tracking Projects
Portfolio Reports
                                                           The Reports link will
                                                           take you to this section

                                                                          Existing reports (already created
                                                                          using the reports templates) are
                                                                          classified based on Level or
                                                                          Entity and Category


                                                                  •Private reports show under My Reports
                                                                  •Public reports show under Public
                                                                  Reports
                                                                  (in this example all reports are public)

                                                                  Each report has a name given when
                                                                  created with the template



 After you select a report, if you Generate it you’ll
 be running the report, if you Edit it you’ll be going
 into the report template of this report to configure
 it further before generating it.

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Managing and Tracking Projects
Portfolio Reports




                                                                           Click on the radial button
                     If you click on one of the icons (pdf,                next to the report and
                     xls, html) next to a report you’ll be                 then select Delete to
                     generating it in that format.                         delete the report from the
                                                                           list.




                              Additionally you might also see other non-
                              configurable reports under Other Reports

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Managing and Tracking Projects
Portfolio Reports

                                                     Select Manage Reports to access the screen
                                                     with the report templates and create new
                                                     reports


                                                     Report templates are classified under
                                                     Entity Type



                                                      Select one report template with the radial
                                                      button and click on New (or select Define
                                                      New) to create a new report with this
                                                      template)




           Once you select a report template, the corresponding window showing you all
           of the configurable options for this template will come up.
           Each implementation might have different report templates – practice
           generating reports with your report templates working with your trainer.

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Additional Functionalities
Filter Management



    Filters are used to select a bunch of Projects, Applications,
         Processes, Programs, Drivers, Enterprise drivers, Skill or
         Portfolios, based on:
              Entities: to filter on a list of predefined entities (static)
              Structural attribute: to filter entities on their value of a certain
               attribute, eg. Cost attribute, workflow status (dynamic)


    Different rules can be combined with AND and OR statements



    Filters can be public or private




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Additional Functionalities
Filter Management




                                                          2 – Click ‘Filter Management’



     1 – Click ‘Other Settings’




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Additional Functionalities
Filter Management

                           1 – Click ‘Add Filter’




 List of existing                    Select a filter type to see existing filters.
 filters of the                      Filter type can be
 selected type                       -Projects
                                     -Applications
                                     -Processes
                                     -Programs
                                     -Drivers
                                     -Enterprise drivers
                                     -Skills
                                     -Portfolios


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Additional Functionalities
Filter Management



                      1 – Choose a Filter Type




                                                          2 – Click on ‘Next’




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Additional Functionalities
Filter Management



 1 – Choose Filter Type                             2 – Select the Organization
 -Projects/Programs/…                               Hierarchy and/or Portfolio
 -Structural attribute




 3 – Define the filter; for filter of type
 Projects/Programs/…, select a static list of
 entities you want to include in the filter                                       4 – Click on ‘Next’


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Additional Functionalities
Filter Management



    Dynamic filters are                             2 – Define the filter rules
    of type ‘Structural
    attribute’




                                                                                  4 – Click on ‘Next’




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Additional Functionalities
Filter Management



    1 – Choose a Filter Name




    2 – Check if the filter is a private filter
    (only visible by the current user)


                                                          3 – Click on ‘Finish’




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Additional Functionalities
Project Data Export


     Projects and their attributes can be exported into Excel format
               Default attributes
               Cost attributes
               Benefit attributes
               Risk attributes
               Custom/Other attributes
               Users
               Indicators
               Workflow status
               Native organization to which the project belongs
               Custom portfolios and programs to which the project belongs




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Additional Functionalities
Project Data Export




                                                          2 – Click ‘Project Data Export’




     1 – Click ‘Data Transfer’




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Additional Functionalities
Project Data Export

                                                    1 – Select Organization Hierarchy
                                                    and Portfolio or Filter




                                                                     2 – Select Attributes
                                                                     -Project attributes
                                                                     -Cost attributes
                                                                     -Benefit attributes
                                                                     -Risk attributes
                                                                     -Other (custom) attributes
                                                                     -Users
                                                                     -Workflow Status
                                                                     -Organization to which the
                                                                     project belongs
                                                                     -Custom portfolios and
                                                                     program to which the project
                                                                     belongs


                                                                                 3 – Click ‘Export’

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Additional Functionalities
Project Data Import




    The UMT Portfolio Manager can import data in existing projects,
        or create new projects with imported data


             Imported data should be in Excel format
             One row entry per Project




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Additional Functionalities
Project Data Import


    Following data can be imported
             Optimizer attributes: attributes flagged as ‘Optimizer’ attributes in
              the Attribute Definition window
             Builder attributes: select list from standard and custom attributes
              used in the Builder
             Costs: Budget Costs, Actual Costs, Actual Cost Adjustments
             Benefits: Benefit estimates on the Benefit tab
             Strategic Impacts: Extreme to None
             Risk Data: data on the Risk Analysis tab
             Users: comma-separated list of users defined on the Project
              Information tab of a project
             Issues & Risks: Issues and risks for your projects



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Additional Functionalities
Project Data Import




                                                          2 – Click ‘Project Data Import’




     1 – Click ‘Data Transfer’




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Additional Functionalities
Project Data Import


   1 – Select the Organization Hierarchy




                                                          2 – Click ‘Next’




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Additional Functionalities
Project Data Import
                           2 – Click ‘Browse’ to select the Excel file
                           containing the data that should be imported




                           3 – If you previously saved a template, you can
                           select it to restore your saved settings


                                                                             4 – Click ‘Next’




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Additional Functionalities
Project Data Import




                                               5 – Select the type of
                                               data you want to import




                                                                         6 – Click ‘Next’




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Additional Functionalities
Project Data Import




   7 – Select the Import Range                              9 – Check ‘Auto match’ to
   eg A1:L90                                                automatically match the
                                                            elements of the header row to
                       8 – Select if the first row of the   defined attributes in the UMT
                       selected range is a header row       Portfolio Manager




                                                            10 – Match the columns in the
                                                            Excel file (source) to defined
                                                            attributes in the UMT Portfolio
                                                            Manager (destination).

                                                                          11 – Click ‘Next’



   ‘Name’ as a destination attribute should always be selected!

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Additional Functionalities
Project Data Import




                                      12 – Select if you are importing new projects
                                      or if you are updating data for existing
                                      projects. In the latter case, select the column
                                      used for matching existing projects with the
                                      new data in the Excel file




                                                                              13 – Click ‘Next’




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Additional Functionalities
Project Data Import
                14 – Select the projects you want to         Click to save the
                import/update.                               imported and missing
                The ‘Missing entries’ tab will show          entries to a .csv file
                projects currently in the system that have
                no corresponding match in the Excel file.




                  (U) Existing project will be updated
                  (N) A new project will be created




                Check to save the imported
                settings as a template

                                                               15 – Click ‘Finish’




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Additional Functionalities
Alert Subscriptions




                             From the Project screen of a saved
                             project, click on Alert Subscription to
                             enter this section.




                                  There are two types of email alerts in the tool:
                                  -Workflow alerts: these are the main alerts all users need to
                                  work with and they are set by your administrator and will alert
                                  the selected users at the defined steps of the workflow
                                  -Individual alerts: these are the ones that each user can set
                                  individually in the Alert Subscription link here covered.



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Additional Functionalities
Alert Subscriptions



                                                           In the Subscription List tab
                                                           you see all your subscriptions
                                                           and you can turn them on/off.




                                                           In the Add Subscription tab you
                                                           can subscribe to a new email
                                                           alert of the existing types.




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Additional Functionalities
Alert Subscriptions




                                                                 1- To subscribe to an alert you
                                                                 first select its Type, Template
                                                                 (Templates are defined by your
                                                                 administrator) and Frequency.

                                                                 2- You then configure/select your
                                                                 subscription attributes as
                                                                 desired (these change by
                                                                 type)and add it to your
                                                                 subscription list.




                     Once you have added a new subscription, it will show in the
                     Subscription List tab where you can turn it on/off as needed.


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Exercises
Exercise 1: Adding a Project & Project Info

   Using Project example information:
   1.    Logon with your user name
   2.    Add the project as an entity under the Training Organization
   3.    Input all the fields necessary to add a project
   4.    Add the project to the database, go back to the My Scorecard view,
         find the project and edit it
   5.    Edit the project by adding other attribute information and changing
         the Benefit Start Date
   6.    Update information on the project.
   7.    Go back to the Scorecard view and enter project in a View (read
         only mode)




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Exercises
Exercise 2: Adding Project Business Case Data

    Using the information provided by your trainer:

           1.     Find the project you have added and edit it in My
                  Scorecard view.
           2.     Input the Budged Cost information in the corresponding
                  tab and add some example comments
           3.     Input the Financial Benefits information in the
                  corresponding tab
           4.     Input the Resource information in the Budget Resource
                  tab
           5.     Input data for Strategic Impact and Risk tabs




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Exercises
Exercise 3: Managing a Project

    Using the information provided by your trainer:

      1. Add Schedule information in the corresponding tab
      2. Update the Status tab indicators
      3. Enter data in the Cost Tracking and Resource tracking tabs
      4. Enter Issues and Risks examples in the corresponding tabs
      and upload one example document in Documents Management
      5. Generate one of the reports in the reports tab




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Exercises
Exercise 4: Configuring the Scorecard



     Change your default screen by creating a new view that only lists
      the Projects (with no organizational hierarchy) and displays the
      following attributes:
           Project ID

           Project workflow step


     Add two more columns of your choosing to the right of the
        workflow step one.




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