Dec 2005 UMT Portfolio Manager Builder User Training.

Dec 2005Dec 2005

UMT Portfolio Manager

Builder User Training

2State of NC Internal Use Only – Do Not Distribute

2

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


3

Course Agenda

1: Introduction

Project Portfolio Management (PPM) Introduction

Why Implement PPM: Key Questions

Portfolio Manager™ PPM Process & Architecture

Course Objectives








4

IntroductionProject 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.


5

PPM answers the following questions:

To what degree do my projects align with strategic objectives?

Am I investing in the correct projects?

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

How are the projects in my portfolio performing?

Did my projects deliver on forecasted benefits?

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

Alignment

Optimization

Sequencing

Value Realization

Monitoring/Reporting

“Portfolio Management without Governance is an empty concept”

-Dr. Howard Rubin, Meta Group

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

IntroductionWhy Implement PPM: Key Questions


6

IntroductionPortfolio Manager™ PPM Process & Architecture

Create

Software:

• SQL or Oracle Database• IIS Web Server• Thin Client

Portfolio OptimizerTM

Portfolio PlannerTM

Portfolio DashboardTM

UMT Central RepositoryTM

Portfolio PlannerTM Portfolio DashboardTMPortfolio Builder TM

PPMProcess:

Define Drivers

Develop Project

Inventory

PrioritizeDrivers

PrioritizeProjects

Optimize Portfolio

Define Impact

Statements

Sele

ct

Port

folio

Define HRCompetencies

CompetencyAvailability

Project Requirements

Analyze Supply

vs. Demand

Optimize Portfolio Schedules

Reporting

Implement

Initiation

Design

Construct

Test

Project Phases

Sta

tus R

ep

ort

ing Issues

Risks

CR’s

Resource

Milestone

PPM Gates:

Governance: Automated Workflow, Approvals and Oversight

Select Plan Manage


7

IntroductionCourse 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


8

Course Agenda

1: Introduction

2: UMT Portfolio ManagerTM Basic Navigation User Login

Navigation

Scorecard View

Organizational Structure

Viewing & Editing Entities

Adding Entities

Deleting Entities







9

UMT Portfolio ManagerTM Basic NavigationUser LoginUMT Portfolio ManagerTM Basic NavigationUser Login

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

USER LOGIN:Log in with your username and password

ACCOUNT LOGIN:Fill in your account name and account password


10

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

UMT Portfolio ManagerTM Basic Navigation Navigation


11

UMT Portfolio ManagerTM Basic Navigation Scorecard View – Rows and Columns

Default set of columns can be defined by your administrator and yourself (yours may differ).

The organizations and specific portfolios, programs and projects you see depends upon your organization and role.

Click on arrow to see (or hide) the Portfolio Selector toolbar.


12

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

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

Project Icon – this entity is a UMT Project

Custom Portfolio Icon – this entity is a UMT Custom Portfolio


13

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.


14

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.


15

UMT Portfolio ManagerTM Basic Navigation Deleting Entities

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.

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


16

Course Agenda

1: Introduction


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






17

Building a Project Business CaseProject Information Tab

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

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

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)


18

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)


19

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.


20

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.


21

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

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

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

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).

Cost Center Window


22

Building a Project Business Case Budget Cost Tab – Entering Data

3. Type the total amounts for costs, then click OK.

4. Click Update to save data. (Repeat Steps 1 and 3 for all cells).

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).

1. Click on circular icon at the left of each cell in which you want to input data. A pop-up window will appear.


23

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.

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

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

Remark: The comments might be disabled by your administrator


24

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.



25

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.


26

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 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.)

4. Add any comments in the corresponding field


27

Building a Project Business Case Benefit Estimates Tab – Financial Benefits

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


Financial Benefits is selected by default.

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


28


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

3. After inputting data, click Update. Repeat steps 1 and 2 for each time period

1. Click on circular icon at the left of each cell data to get input window (at right).


29


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

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

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


30

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)


31

Building a Project Business Case Strategic Impact Tab

Click Strategic Impact tab.



32


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


33


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.


34


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.


35

Building a Project Business Case Risk Tab

2. Click 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

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


36

Building a Project Business Case Risk Tab

2. Select an answer from pull-down menu.

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.

Overall Risk rating for the project (calculated)


37

Building a Project Business Case Schedule Tab

1. To start, scroll to Schedule tab and click on it to get this page.

Phases Section

Milestones Section Dependencies Section

Actual Data Section

MS Project Section

To Add, Edit or Delete Phases, Milestones or Dependencies, click on the buttons in their respective sections.

Used only for Portfolio PlannerTM

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


38


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 and Planned End by clicking on the calendar icon and selecting a date.

3. Click Update to save data.


39


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.


40


2. Select Milestone to edit by clicking on radio button.

1. From the Schedule tab, click on Edit under Milestones.

3. Edit appropriate fields.

4. Click Update to save changes.


41

Building a Project Business Case 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

1. Go to Document Management tab


42

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.


43

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

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

Uploaded documents can be updated and versioned

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’, click on Browse and attach the updated file

6. Click ‘OK’ to update the file

5. Check if you want to increase the version of the document


44

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


45

Course Agenda

1: Introduction




Creating Custom Portfolios

Creating Programs

Associating Projects with Custom Portfolios and Programs

Associating Programs with Custom Portfolios





46

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]’


47

Custom Portfolios and Programs Custom Portfolio – Adding

1 – Click ‘Portfolio / Program Management’

2 – Click ‘Portfolio Management’


48


1 – Select the appropriate level in the Organization Hierarchy

2 – Click ‘Add Portfolio’


49


1 – Type in a name for the Portfolio

4 – Click ‘Add’

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

3 – Choose Monthly or Quarterly Analysis


50

Custom Portfolios and Programs Custom Portfolio – Adding Projects

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

1 – Click ‘My Scorecard’

2 – Expand the Portfolio Selector

5 – Click ‘Edit’

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


51


1 – Click ‘Project Associations’

2 – Click ‘Portfolio Associations’


52



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


53

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

3 – Click ‘Manage’

4 – Link Projects to Portfolio

5 – Link Programs to Portfolio

2 – Select a Portfolio

1 – Select the appropriate level in the Organization Hierarchy

6 – Link Applications to Portfolio


54

Custom Portfolios and Programs Custom Portfolio – Viewing & Editing

3 – Group by ‘Custom Portfolios’, click Apply

1 – Click My Scorecard


4 – Select Portfolio

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


55

Custom Portfolios and Programs Custom Portfolio – Viewing & Editing

1 – Portfolio information can be added or changed as required

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


56

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, …


57

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.


58

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.


59

Custom Portfolios and Programs Program – Adding (Alternative)

2 – Click ‘Portfolio / Program Management’

3 – Click ‘Program Management’

1 – Click ‘Settings’


60

Custom Portfolios and Programs Program – Adding (Alternative)

2 – Click ‘Add Program’

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

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


61

Custom Portfolios and Programs Programs – Adding Projects

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



5 – Click ‘Edit’

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


62


1 – Click ‘Project Associations’

2 – Click ‘Program Associations’


63



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


64

Custom Portfolios and Programs Program – Adding Projects (Alternative)

3 – Click ‘Manage’

4 – Add Projects to Program

2 – Select a Program

1 – Select the appropriate level in the Organization Hierarchy and the portfolio


65

Custom Portfolios and Programs Program – Viewing & Editing

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



4 – Select Program

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


66

Custom Portfolios and Programs Program – Viewing & Editing

1 – Program information can be added or changed as required

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


67

Course Agenda

1: Introduction





Accessing the Workflow

Moving a Project through the Workflow




68

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.


69

Moving a Project through the Workflow Workflow Status

Current Project Phase is indicated at the center top.

Available Project Status indicates possible decisions at each of the 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.

Click here to see Workflow diagram.


70

Moving a Project through the Workflow Workflow Diagram

Click icon to view/ hide Workflow diagram.

Current phase and step in Workflow.

The workflow is fully configurable by your tool administrator and each project type can follow a different 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.


71

Moving a Project through the Workflow Workflow Verifications

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

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


72

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.

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

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


73

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.


74

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.


75

Course Agenda

1: Introduction





6: Managing and Tracking Projects Schedule Tab

Status Tab

Cost Tracking Tab

Resource Tracking Tab

Issues & Risks Tab

Project Reports Tab

Snapshots

Change Requests



76

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


77

Managing and Tracking Projects Schedule Tab

Phases Section

Milestones Section

Actual Data Section

MS Project Section

To Edit Phases or Milestones, click on the buttons in their respective sections.

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

Fill in the Actual % completed for the whole project. Actual Start and End dates will be automatically populated based on the defined phases.


78

Managing and Tracking Projects Schedule Tab – Phases

2. Select dates for the Forecast Start and End by clicking on the calendar icon and selecting a date.

3. Click Update to save data.

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 %

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


79

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


80

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

Managing and Tracking Projects Schedule Tab – Importing from MS Project


81


Click Wizard to import phases and milestones 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.


82


Wizard Screen1. Select MS Project File from menu

2. Browse and select MS Project file.

3. Click finish to begin import process


83


Pop-up window displayed during file loading.


84

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.


85

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


86

Managing and Tracking Projects Schedule Tab – Exporting to MS Project

Click Export options page.

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.


87

Managing and Tracking Projects Schedule Tab – Exporting to MS Project

Export Options1. Select MS Project File from menu

2. Browse and select file.

3. Click finish to begin export process


88

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


89


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.


90


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.


91


Phase Name

MS Project: Name of task imported as Phase

UMT Tool: Phase Name on schedule tab

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.

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.


92


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.


93


Phase Completion (%)

MS Project: Phase % Complete field

UMT Tool: Phase completion field on schedule tab

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.

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.


94


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.


95

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

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


96


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


97


Wizard Screen1. Select MS Project Server from menu and select your Project Server

4. Click Finish to begin import process

2. Select the corresponding Project Server project

3. Check ‘Update link mapping’ if you want to keep the projects linked

For approved projects, only Schedule, Actuals and Forecasts can be imported. For unapproved projects, schedule and budget resource can be imported


98

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



99

Managing and Tracking Projects Status Tab

The indicators you see are configurable by your system administrator.

When this symbol is locked you cannot enter information in this page. This is a workflow setting controlled by your system administrator. You will find it in the Status, Cost Tracking and Resource Tracking tabs).

Example View

Manual Indicators: click on the indicator and select either Green, Yellow or Red as the status. Provide a comment for your decision.


100

Managing and Tracking Projects Status Tab

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

Example View

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


101

Managing and Tracking Projects Cost Tracking Tab

1. Select Cost Tracking from menu

2. Select the right Level from Drill Down menu

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


102


A. Origi

nal B

udge

t

+B.

Cha

nge

Requ

ests

=

C. R

evis

ed B

udge

t

D. A

ctua

l Cos

ts

E. A

ctua

l Var

ianc

e

F. F

orec

ast Co

st

G. F

orec

ast Var

ianc

e

Budget Forecast

For each line item in the cost structure information the different categories of information are displayed

Actuals

Seven categories of budget or cost data are provided.

For each category, several columns of information are provided


103


A B

C D E

F G

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

Only current month data can be added for Actual Cost.

Only approved Change Requests are included here


104


4. Enter amount in Cost categories.

5. Click OK to save.

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

1. In Edit mode, select Cost Tracking from menu

2. Scroll to Actual Cost columns


105


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


106


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

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


107

Managing and Tracking Projects Issues & Risks Tab

Summary details for Issues and Risks

Action buttons:• After selecting an existing Issue

or Risk, click View, Edit or Delete.• Click Add to create a new item.

Example View


108

Managing and Tracking Projects Issues Tab – Adding Issues

1. Click on Issues & Risks tab

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

4. Click Add to save* = Required Fields

An issue is generally regarded as an event that is currently affecting the project implementation


109

Managing and Tracking Projects Issues Tab – Adding Risks

The additional fields/attributes required to complete can be configured by your administrator and vary in each implementation

* = Required

An risk is generally regarded as a potential event that might negatively impact the project implementation in terms of scope, quality, budget or schedule.


110

Managing and Tracking ProjectsProject Reports Tab

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

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


111

Managing and Tracking ProjectsSnapshots

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.

Edit Mode

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.


112

Managing and Tracking ProjectsSnapshots

In the View mode, under the Report banner, only the latest snapshot date is shown.

1. Click the down arrow to see a list of archived reports

2. Click a prior date to retrieve an archived report


113

Managing and Tracking ProjectsChange Requests

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

Edit Mode

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.


114


In the change Request List you’ll see all the previously raised change requests.

Click on the Add Change Request tab to enter a new change 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)

Edit Mode


115


1. Complete Name, Date and Description fields

3. Click Add to save.

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


116


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.


117


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

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

Edit Mode


118


Change request Work Breakdown entry is identical to Budget Resource tab.

Additional C++ Prog time required in association to this Change request


119


Notice sent after CR approval

Notice sent after CR creation


120

Course Agenda

1: Introduction






7: Additional Functionalities Preferences

Resource Pool

Portfolio Reports

Filter Management

Project Data Import

Project Data Export

Alert Subscriptions


121

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


122

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


123

Additional Functionalities Preferences – Changing your View

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

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

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.


124


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

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.


125


Whether adding a view or editing a current view, several options are available for selecting hierarchy groupings:

You can also select the kind of Entities you want to see as well as 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


126


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.

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


127


1. Add or delete columns

4. Name column

3. Select data from setavailablein that category:

5. Click Update

2. Select data category:


128

Additional Functionalities Resource Pool

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.

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.


129

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 Permanent and Contractor resources

Click on one resource type to see its cost details at the bottom

Your system administrator can edit this information


130

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


131

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


132

Managing and Tracking ProjectsPortfolio 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).


133


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.


134


If you click on one of the icons (pdf, xls, html) next to a report you’ll be generating it in that format.

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

Click on the radial button next to the report and then select Delete to delete the report from the list.


135


Report templates are classified under Entity Type

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

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.


136

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


137

1 – Click ‘Other Settings’

2 – Click ‘Filter Management’



138


1 – Click ‘Add Filter’

List of existing filters of the selected type

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


139


2 – Click on ‘Next’

1 – Choose a Filter Type


140


1 – Choose Filter Type-Projects/Programs/…-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’

2 – Select the Organization Hierarchy and/or Portfolio


141


Dynamic filters are of type ‘Structural attribute’

4 – Click on ‘Next’

2 – Define the filter rules


142


1 – Choose a Filter Name

3 – Click on ‘Finish’

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


143

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


144

1 – Click ‘Data Transfer’

2 – Click ‘Project Data Export’



145

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’

1 – Select Organization Hierarchy and Portfolio or Filter



146

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

Additional Functionalities Project Data Import


147

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



148

1 – Click ‘Data Transfer’

2 – Click ‘Project Data Import’



149

2 – Click ‘Next’

1 – Select the Organization Hierarchy



150


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



151


5 – Select the type of data you want to import



152


7 – Select the Import Range eg A1:L90

8 – Select if the first row of the selected range is a header row

9 – Check ‘Auto match’ to automatically match the elements of the header row to defined attributes in the UMT Portfolio Manager

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

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



153


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



154

15 – Click ‘Finish’

14 – Select the projects you want to import/update. The ‘Missing entries’ tab will show projects currently in the system that have no corresponding match in the Excel file.

Check to save the imported settings as a template

Click to save the imported and missing entries to a .csv file

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



155

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.


156


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.


157


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.


158

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)


159

ExercisesExercise 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


160

ExercisesExercise 3: Managing a Project

Using the information provided by your trainer:

1. Add Schedule information in the corresponding tab2. Update the Status tab indicators3. Enter data in the Cost Tracking and Resource tracking tabs4. Enter Issues and Risks examples in the corresponding tabs and upload one example document in Documents Management5. Generate one of the reports in the reports tab


161

ExercisesExercise 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.

Date post:	28-Mar-2015
Category:	Documents
Upload:	adrianna-royce
View:	223 times
Download:	2 times