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UMT Portfolio Manager Builder User Training

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1 UMT Portfolio Manager Builder User Training
UMT Portfolio Management State of North Carolina – Portfolio Builder Training UMT Portfolio Manager Builder User Training Dec 2005

2 Course Agenda 1: Introduction
UMT Portfolio Management State of North Carolina – Portfolio Builder Training 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
UMT Portfolio Management State of North Carolina – Portfolio Builder Training 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

4 Introduction Project Portfolio Management (PPM) Introduction
UMT Portfolio Management State of North Carolina – Portfolio Builder Training 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 Introduction Why Implement PPM: Key Questions
UMT Portfolio Management State of North Carolina – Portfolio Builder Training 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 Monitoring/ Reporting How are the projects in my portfolio performing? - PPM is not solely the aggregation of project data (from project plans) into a Dashboard View….. Although this is a significant component of PPM PPM is also concerned with Project Selection which includes project valuation and prioritization and ensures the selected project portfolio’s align with the organizations Strategic Objectives Simply PPM answers the following questions: Am I investing in the correct projects (Maximizing value for every dollar spent)? How do the projects align with the strategic objectives? Do I have sufficient resources to complete these projects? How are my projects performing? UMT PPM Methodology is comprised of Four Phases Create (Supported by the Portfolio Builder) Business Case Development Development of a Governance Workflow Select (Supported by the Portfolio Optimizer) Project Prioritization Optimization Alignment Schedule (Supported by the Portfolio Planner) Macro level Resource Management (Supply Demand Equilibrium) Considers the Supply Demand Equilibrium to maximize resource utilization across the organization and recommend the optimal release schedule for your project portfolio Track (Supported by the Portfolio Dashboard) Management of your Project Portfolio Did my projects deliver on forecasted benefits? Value Realization “Portfolio Management without Governance is an empty concept” -Dr. Howard Rubin, Meta Group

6 Introduction Portfolio Manager™ PPM Process & Architecture
UMT Portfolio Management State of North Carolina – Portfolio Builder Training Create Software: SQL or Oracle Database IIS Web Server Thin Client Portfolio OptimizerTM Portfolio PlannerTM Portfolio DashboardTM UMT Central RepositoryTM Portfolio Builder TM PPM Process: Define Drivers Develop Project Inventory Prioritize Projects Optimize Portfolio Impact Statements Select Define HR Competencies Competency Availability Requirements Analyze Supply vs. Demand Optimize Portfolio Schedules Reporting Implement Initiation Design Construct Test Project Phases Status Reporting Issues Risks CR’s Resource Milestone PPM Gates: Governance: Automated Workflow, Approvals and Oversight Plan Manage

7 Introduction Course Objectives
UMT Portfolio Management State of North Carolina – Portfolio Builder Training 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
UMT Portfolio Management State of North Carolina – Portfolio Builder Training 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

9 UMT Portfolio ManagerTM Basic Navigation User Login
ACCOUNT LOGIN: Fill in your account name and account password USER LOGIN: Log in with your username and password

10 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

11 UMT Portfolio Management
State of North Carolina – Portfolio Builder Training 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). Click on arrow to see (or hide) the Portfolio Selector toolbar. The organizations and specific portfolios, programs and projects you see depends upon your organization and role. Terms: Portfolio Selector Toolbar. Click from the right top of the screen to open the toolbar that contains three drop-down menus and a quick search field. These allow sorting by organization or entity. Default Scorecard Screen: Page view that comes up when you log in. It is initially set by your administrator, but can be changed. Select Projects from the Display Entities drop-down menu and click Apply. The section displays all the existing projects, grouped in organizations. Click “+” to open an organization and click “-“to close it. You can identify a project by its icon:.

12 UMT Portfolio ManagerTM Basic Navigation Scorecard View - Icons
UMT Portfolio Management State of North Carolina – Portfolio Builder Training 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). Notes: Getting icon definitions - If you place your curser over an icon the arrow becomes a pointing hand  and its meaning is shown. This applies to the type of entity (e.g., “organization” or “project”), or the column of padlocks. (Not shown in screen shot above is the icon for a portfolio, which looks like a manila folder.) Entities – Each type of entity has a distinctive icon. Padlocks – Only one person can edit an entity at a time. Padlocks show if you can edit it at this moment. An unlocked padlock indicates it is “open” for editing; when highlighted Click to check out pops up. A locked padlock indicates it can only be viewed (read only) as someone else is editing the record at that time. Placing a cursor over a locked padlock will show Checked out to [name]. Expanding rows of the hierarchy – The section displays all the existing projects, grouped in organizations. Click “+” to open an organization and click “-“to close it. You can identify a project by its icon. Sorting: The entities can be sorted ascendingly / descendingly by their name or ID. Simply click the corresponding arrow ( / ). Select Projects from the Display Entities drop-down menu and click Apply.

13 UMT Portfolio ManagerTM Basic Navigation Viewing & Editing Entities
UMT Portfolio Management State of North Carolina – Portfolio Builder Training UMT Portfolio ManagerTM Basic Navigation Viewing & Editing Entities There are two ways to View an Entity: Click on the name, OR… 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
UMT Portfolio Management State of North Carolina – Portfolio Builder Training 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
UMT Portfolio Management State of North Carolina – Portfolio Builder Training 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: Click on a clear area next to the name. The row will turn light beige. Click on the Delete tab at the bottom.

16 Course Agenda 1: Introduction
UMT Portfolio Management State of North Carolina – Portfolio Builder Training 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

17 Building a Project Business Case Project Information Tab
UMT Portfolio Management State of North Carolina – Portfolio Builder Training 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. Step 1. When first creating a new project, only the Project Info tab is available. Step 2. Required information (designated by an asterisk (*) after the field name) is input into the first section of the Project Info screen, The following fields are required to initially add a project to the system: Project Name, Start Date, End Date, Project Range (cost), Type of Project, Department or Agency, Division, Project Sponsor, Expansion Budget Req. (yes/no). Step 3. The project can be saved by clicking the Add button at the bottom of the page. (If some required information is missing, the missing fields will be identified at the top. You will not be able to save the project until the missing information is added.) How to tell if the preliminary information is saved: If the button on the bottom says Add, the information has not yet been saved. If it says Update, the required information, at a minimum, has been saved. Save often. If you suddenly lost your internet connection, unsaved data is lost.

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
UMT Portfolio Management State of North Carolina – Portfolio Builder Training 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. Step 3. Banner of additional tabs can be seen once a project is saved. Step 4. To see other tabs, scroll right or left using the arrow keys, or select a tab using the pull down menu by clicking on the center diamond Clicking on the menu options or on a tab brings you to that page.

20 Building a Project Business Case Budget Cost Tab
UMT Portfolio Management State of North Carolina – Portfolio Builder Training 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. Edit vs. View Modes: In these examples, we are accessing this tab in the Edit mode. As with any other tabs, when you access this section from the View mode, the page will be displayed as read-only.

21 Building a Project Business Case Budget Cost Tab – Cost Centers and Cost Tree
UMT Portfolio Management State of North Carolina – Portfolio Builder Training 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). Notes: Drill Down Levels: Only the first level of budget detail is necessary for the Initiation Phase. Cost Categories: The categories at the left side of the Cost Center Window are defined and associated with the portfolio where the project originated. This is set up by the Systems Administrator for the application. By default, all Cost Centers associated with the portfolio appear linked to the project, but can be changed using the Show/Hide Cost Centers option To select all the categories, click on the All tab. To deselect them, click on Clear Selection. Multiple Sources of Funds: If there is more than once source, the split among them needs to be determined for each cell of the Budget Cost tab Years: Budget Cost information should be captured for the project duration (star date to end date) plus 60 months (5 years) operations and maintenance (capitalization period).

22 Building a Project Business Case Budget Cost Tab – Entering Data
UMT Portfolio Management State of North Carolina – Portfolio Builder Training 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. Notes: Inputting Data at Level 1: If you enter values for a “parent” cost category, (say, Level 1), the values for its “children” will be deleted (if there are any values defined). Otherwise the value for the “parent” category will be represented by the sum of the values defined for its “children” (a warning is being displayed before deleting the values for the children levels). Total Cost: The column following the years computes the total. Comments: The last column, if you scroll right, provides a free-form text field for comments. 4. Click Update to save data. (Repeat Steps 1 and 3 for all cells).

23 Building a Project Business Case Budget Cost Tab – Entering Comments
UMT Portfolio Management State of North Carolina – Portfolio Builder Training 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

24 Building a Project Business Case Budget Resource Tab
UMT Portfolio Management State of North Carolina – Portfolio Builder Training 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. Note: Though not required, this data may be added before the sign off.

25 Building a Project Business Case Budget Resource Tab – Adding Resources
UMT Portfolio Management State of North Carolina – Portfolio Builder Training 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. Note: Available resources and costs are set by the System Administrator. Costs are hypothetical.

26 Building a Project Business Case Budget Resource Tab – Editing Resources
UMT Portfolio Management State of North Carolina – Portfolio Builder Training 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. 4. Add any comments in the corresponding field 3. Click Update to save data. (Until you save the data, the Total for each column will remain 0.00.) When a project is created there is no initial resource requirement and the table presented is empty. The Budget Resource screen is presented as a table, where each row represents a resource (or competency) and each column represents a year (or month) for the project (the timeframe of the project is displayed above the table’s header).

27 Building a Project Business Case Benefit Estimates Tab – Financial Benefits
UMT Portfolio Management State of North Carolina – Portfolio Builder Training 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) Note: Benefit Estimate Levels: Benefits are estimated on an annual basis at the first level and at level 2 (which specifies types of financial benefits). There is no third level of detail for this category as there is for costs.

28 Building a Project Business Case Benefit Estimates Tab – Financial Benefits
UMT Portfolio Management State of North Carolina – Portfolio Builder Training 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 Note: Years: The initial year provided for benefits may not be the current year. It is dependent upon the benefit start date and continues for the five years after the project end date.

29 Building a Project Business Case Benefit Estimates Tab – Financial Benefits
UMT Portfolio Management State of North Carolina – Portfolio Builder Training 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.

30 Building a Project Business Case Benefit Estimates Tab – Non-Financial Benefits
UMT Portfolio Management State of North Carolina – Portfolio Builder Training 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) Note: Benefit Estimate Levels: Benefits are estimated on an annual basis at the first level and at level 2 (which specifies types of financial benefits). There is no third level of detail for this category as there is for costs.

31 Building a Project Business Case Strategic Impact Tab
UMT Portfolio Management State of North Carolina – Portfolio Builder Training 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. Edit vs. View Modes: In these examples, we are accessing this tab in the Edit mode. As with any other tabs, when you access this section from the View mode, the page will be displayed as read-only.

32 Building a Project Business Case Strategic Impact Tab
UMT Portfolio Management State of North Carolina – Portfolio Builder Training 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 Notes: The Business Drivers built into the tool to assess potential projects were identified as relevant across multiple agencies and will be used for all projects. Those agencies using the Portfolio OptimizerTM for prioritization will likely add several business drivers to reflect their specific needs.

33 Building a Project Business Case Strategic Impact Tab
UMT Portfolio Management State of North Carolina – Portfolio Builder Training 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. Notes: Five Strategic Impact areas have been identified: Grow Self-Service Ensure Legal and Regulatory Compliance Revenue Generation (Net) Cost Savings (Net) Unified Services Each area has five possible responses (None, Low, Moderate, Strong, and Extreme) and a definition of each. Key Performance Indicators (KPI) can also be identified.

34 Building a Project Business Case Strategic Impact Tab
UMT Portfolio Management State of North Carolina – Portfolio Builder Training 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. Five Strategic Impact areas: Grow Self-Service Ensure Legal and Regulatory Compliance Revenue Generation (Net) Cost Savings (Net) Unified Services Each area has five possible responses (None, Low, Moderate, Strong, and Extreme) and an impact definition for each. Key Performance Indicators (KPI) can also be identified.

35 Building a Project Business Case Risk Tab
UMT Portfolio Management State of North Carolina – Portfolio Builder Training 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

36 Building a Project Business Case Risk Tab
UMT Portfolio Management State of North Carolina – Portfolio Builder Training 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. Notes: Scale for Overall Risk: Low, Medium, High, Critical ??? Step 3. Comments: To see if there are comments which have been saved (in edit or view mode) place cursor over Comments button. Click on button to see full comment. Step 4. Overall Risk Percentage. Calculation of overall risk in each category is based on a combination of factors.

37 Building a Project Business Case Schedule Tab
UMT Portfolio Management State of North Carolina – Portfolio Builder Training 1. To start, scroll to Schedule tab and click on it to get this page. Actual Data Section Phases Section To Add, Edit or Delete Phases, Milestones or Dependencies, click on the buttons in their respective sections. Used only for Portfolio PlannerTM Milestones Section Dependencies Section You can use the MS Project section if MS Project is used in your organization. MS Project Section This page has five different sections. Three offer ways to different ways to structure the schedule are reflected on this page: through the creation of Phases and Milestones, and identifying Dependencies. Phases and milestones ?? can be input manually or by uploading a file form MS Project. The dependencies are taken into account when performing different analyses with the entire portfolio of projects, both in the Portfolio Planner™ and in the Portfolio Optimizer™. MS Project section is used to import data from or export data to that application,

38 Building a Project Business Case Schedule Tab
UMT Portfolio Management State of North Carolina – Portfolio Builder Training 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. Notes: Phases available in the Phase Name menu are likely to change in order to reflect a standard project lifecycle. The dependencies are taken into account when performing different analyses with the entire portfolio of projects, both in the Portfolio Planner™ and in the Portfolio Optimizer™.

39 Building a Project Business Case Schedule Tab
UMT Portfolio Management State of North Carolina – Portfolio Builder Training 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. Two milestones are automatically created: the start and end dates.

40 Building a Project Business Case Schedule Tab
UMT Portfolio Management State of North Carolina – Portfolio Builder Training 1. From the Schedule tab, click on Edit under Milestones. 2. Select Milestone to edit by clicking on radio button. 3. Edit appropriate fields. 4. Click Update to save changes. Deleting a Milestone: You can delete milestones from the initial scheduling page: Select a milestone using the radio buttons and click on delete. You will be asked to confirm that you want to delete that milestone by a popup box.

41 Building a Project Business Case Document Management Tab
UMT Portfolio Management State of North Carolina – Portfolio Builder Training 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 Note: The Portfolio Builder™ supports storing project-related documents, grouped in folders, and document versioning. The left side menu allows users to create new folders and documents, and search through the existing ones, while the toolbar located above the list of folders and documents, offers the ability to perform operations. The toolbar contains the following buttons: Check Out. Locks the document, so that no other user can edit it until it is checked in. Undo. Discards the last operation made with the document. Get Latest. Creates a copy of the latest version of the document and can be viewed or saved on the local hard disk. Rename. Changes the name of the document. Delete. Deletes the document. Hide / Show Info. Hides/shows the information section regarding the selected folder or document. Open. Opens a list of all the versions for the selected document; by using it, changes in documents can be tracked easily. Subscribe / Unsubscribe. Allows the user to set up an subscription on any document. With this option on, you will be notified whenever the document is changed or checked-out by another user, through an sent by the application.

42 Building a Project Business Case Document Management Tab – Adding a Document
UMT Portfolio Management State of North Carolina – Portfolio Builder Training 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. Note: Naming convention for documents: Documents, although linked to a project in the tool, should be clearly identifiable if sent independently. To do, names should start with the Project Number (from the Project Info page) and then the standard title outlined in the Workflow requirements.

43 Building a Project Business Case Document Management Tab – Adding a Document
UMT Portfolio Management State of North Carolina – Portfolio Builder Training 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’, click on Browse and attach the updated file 5. Check if you want to increase the version of the document Note: Naming convention for documents: Documents, although linked to a project in the tool, should be clearly identifiable if sent independently. To do, names should start with the Project Number (from the Project Info page) and then the standard title outlined in the Workflow requirements. 6. Click ‘OK’ to update the file

44 Building a Project Business Case Document Management – Adding a Folder
UMT Portfolio Management State of North Carolina – Portfolio Builder Training 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
UMT Portfolio Management State of North Carolina – Portfolio Builder Training 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

46 Custom Portfolios and Programs Custom Portfolio – Definition
UMT Portfolio Management State of North Carolina – Portfolio Builder Training 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
UMT Portfolio Management State of North Carolina – Portfolio Builder Training 1 – Click ‘Portfolio / Program Management’ 2 – Click ‘Portfolio Management’

48 Custom Portfolios and Programs Custom Portfolio – Adding
UMT Portfolio Management State of North Carolina – Portfolio Builder Training 2 – Click ‘Add Portfolio’ 1 – Select the appropriate level in the Organization Hierarchy

49 Custom Portfolios and Programs Custom Portfolio – Adding
UMT Portfolio Management State of North Carolina – Portfolio Builder Training 1 – Type in a name for the Portfolio 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 4 – Click ‘Add’

50 Custom Portfolios and Programs Custom Portfolio – Adding Projects
UMT Portfolio Management State of North Carolina – Portfolio Builder Training 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’

51 Custom Portfolios and Programs Custom Portfolio – Adding Projects
UMT Portfolio Management State of North Carolina – Portfolio Builder Training 1 – Click ‘Project Associations’ 2 – Click ‘Portfolio Associations’

52 Custom Portfolios and Programs Custom Portfolio – Adding Projects
UMT Portfolio Management State of North Carolina – Portfolio Builder Training 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

53 Custom Portfolios and Programs Custom Portfolio – Adding Projects (Alternative)
UMT Portfolio Management State of North Carolina – Portfolio Builder Training 1 – Select the appropriate level in the Organization Hierarchy 2 – Select a Portfolio 3 – Click ‘Manage’ 4 – Link Projects to Portfolio 6 – Link Applications to Portfolio 5 – Link Programs to Portfolio

54 Custom Portfolios and Programs Custom Portfolio – Viewing & Editing
UMT Portfolio Management State of North Carolina – Portfolio Builder Training 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

55 Custom Portfolios and Programs Custom Portfolio – Viewing & Editing
UMT Portfolio Management State of North Carolina – Portfolio Builder Training 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
UMT Portfolio Management State of North Carolina – Portfolio Builder Training 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
UMT Portfolio Management State of North Carolina – Portfolio Builder Training 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
UMT Portfolio Management State of North Carolina – Portfolio Builder Training 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)
UMT Portfolio Management State of North Carolina – Portfolio Builder Training 1 – Click ‘Settings’ 2 – Click ‘Portfolio / Program Management’ 3 – Click ‘Program Management’

60 Custom Portfolios and Programs Program – Adding (Alternative)
UMT Portfolio Management State of North Carolina – Portfolio Builder Training 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’

61 Custom Portfolios and Programs Programs – Adding Projects
UMT Portfolio Management State of North Carolina – Portfolio Builder Training 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’

62 Custom Portfolios and Programs Programs – Adding Projects
UMT Portfolio Management State of North Carolina – Portfolio Builder Training 1 – Click ‘Project Associations’ 2 – Click ‘Program Associations’

63 Custom Portfolios and Programs Programs – Adding Projects
UMT Portfolio Management State of North Carolina – Portfolio Builder Training 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

64 Custom Portfolios and Programs Program – Adding Projects (Alternative)
UMT Portfolio Management State of North Carolina – Portfolio Builder Training 1 – Select the appropriate level in the Organization Hierarchy and the portfolio 2 – Select a Program 3 – Click ‘Manage’ 4 – Add Projects to Program

65 Custom Portfolios and Programs Program – Viewing & Editing
UMT Portfolio Management State of North Carolina – Portfolio Builder Training 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

66 Custom Portfolios and Programs Program – Viewing & Editing
UMT Portfolio Management State of North Carolina – Portfolio Builder Training 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
UMT Portfolio Management State of North Carolina – Portfolio Builder Training 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

68 Moving a Project through the Workflow Workflow Link
UMT Portfolio Management State of North Carolina – Portfolio Builder Training 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
UMT Portfolio Management State of North Carolina – Portfolio Builder Training 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. Click here to see Workflow diagram. Information required at this step is listed. If completed, Status OK is shown in green. If missing, the specific data element is in red. Note: This screen shot indicates all options in the project lifecycle. This is only seen by a Super User with administration capabilities. In your role as a Contributor, Reviewer, or Approver, you will see only the next step in the process relevant to your task.

70 Moving a Project through the Workflow Workflow Diagram
UMT Portfolio Management State of North Carolina – Portfolio Builder Training The workflow is fully configurable by your tool administrator and each project type can follow a different workflow. Click icon to view/ hide 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. Notes: Clicking on each of the steps launches a pop-up window with each of the requirements for each step.

71 Moving a Project through the Workflow Workflow Verifications
UMT Portfolio Management State of North Carolina – Portfolio Builder Training 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). Note: The Workflow page can be accessed in the View and Edit modes. In addition to the documents which detail workflow step requirements, the Verify Process helps the user review required information before submitting for approval Complete data elements are in green, specific missing elements are in read.

72 Moving a Project through the Workflow Workflow Approvals
UMT Portfolio Management State of North Carolina – Portfolio Builder Training 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. Note: Notifications are sent out when scheduler in the application runs (every 3-5 minutes). NC settings have progression as automatic once criteria have been met. (Manual transitions by Administrators are also possible.)

73 Moving a Project through the Workflow Workflow Key Concepts and Terms
UMT Portfolio Management State of North Carolina – Portfolio Builder Training 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
UMT Portfolio Management State of North Carolina – Portfolio Builder Training 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
UMT Portfolio Management State of North Carolina – Portfolio Builder Training 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

76 Managing and Tracking Projects Introduction
UMT Portfolio Management State of North Carolina – Portfolio Builder Training 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
UMT Portfolio Management State of North Carolina – Portfolio Builder Training Actual Data Section Phases Section Fill in the Actual % completed for the whole project. Actual Start and End dates will be automatically populated based on the defined phases. To Edit Phases or Milestones, click on the buttons in their respective sections. Milestones Section You can use the MS Project section if MS Project is used in your organization. MS Project Section This page has five different sections. Three offer ways to different ways to structure the schedule are reflected on this page: through the creation of Phases and Milestones, and identifying Dependencies. Phases and milestones ?? can be input manually or by uploading a file form MS Project. The dependencies are taken into account when performing different analyses with the entire portfolio of projects, both in the Portfolio Planner™ and in the Portfolio Optimizer™. MS Project section is used to import data from or export data to that application,

78 Managing and Tracking Projects Schedule Tab – Phases
UMT Portfolio Management State of North Carolina – Portfolio Builder Training 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 icon and selecting a date. 3. Click Update to save data. Note: If integrated with MS Project Server, the above data can be filled in automatically Notes: Phases available in the Phase Name menu are likely to change in order to reflect a standard project lifecycle. The dependencies are taken into account when performing different analyses with the entire portfolio of projects, both in the Portfolio Planner™ and in the Portfolio Optimizer™.

79 Managing and Tracking Projects Schedule Tab – Milestones
UMT Portfolio Management State of North Carolina – Portfolio Builder Training 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 Two milestones are automatically created: the start and end dates.

80 Managing and Tracking Projects Schedule Tab – Importing from MS Project
UMT Portfolio Management State of North Carolina – Portfolio Builder Training 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 Notes: Importing from MS Project can be a one time event, or a regular method (e.g., monthly or quarterly) of updating your Portfolio BuilderTM with your most current information. During the import process, phases and milestones from MS Project will be imported and displayed on the Schedule tab. Resource information will be aggregated and displayed on Budget Resource tab.

81 Managing and Tracking Projects Schedule Tab – Importing from MS Project
UMT Portfolio Management State of North Carolina – Portfolio Builder Training 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. Notes: Importing from MS Project can be a one time event, or a regular method (e.g., monthly or quarterly) of updating your Portfolio BuilderTM with your most current information. During the import process, phases and milestones from MS Project will be imported and displayed on the Schedule tab. Resource information will be aggregated and displayed on Budget Resource tab.

82 Managing and Tracking Projects Schedule Tab – Importing from MS Project
UMT Portfolio Management State of North Carolina – Portfolio Builder Training Wizard Screen 1. Select MS Project File from menu 3. Click finish to begin import process 2. Browse and select MS Project file. 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. The account has a 20 year horizon with dates currently set to 1/1/2000 (Start Date) & 1/1/2020 (End Date).  Project Start Date/End Date/Milestones/Tasks must fall within these dates.  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. Percentage complete data cannot be exported to MS Project file.  MS Project does its own calculations and overwrites the values.

83 Managing and Tracking Projects Schedule Tab – Importing from MS Project
UMT Portfolio Management State of North Carolina – Portfolio Builder Training Pop-up window displayed during file loading. Notes: Dates: When a project moves to an approved status in the workflow (in Execution and Build), planned dates will be switched to read-only for both phases and milestones, and users will only be able to update the forecast dates for phases and milestones. Only the forecast date is updated after the project moves into an approved status, either manually or by MS Project file import. Import process: Phases & Milestones from MS Project will be imported and displayed on Schedule tab. Resource information will be aggregated and displayed on Budget Resource tab. After clicking Finish, pop-up window is displayed with progress bar while file is being loaded. Process can take anywhere from a few seconds to a few minutes depending on the size of the file.

84 Managing and Tracking Projects Schedule Tab – Importing from MS Project (Ex., Before)
UMT Portfolio Management State of North Carolina – Portfolio Builder Training Schedule tab BEFORE importing MS Project file. No phases and minimum number of milestones. Import process: Phases & Milestones from MS Project will be imported and displayed on Schedule tab. Resource information will be aggregated and displayed on Budget Resource tab.

85 Managing and Tracking Projects Schedule Tab – Importing from MS Project (Ex., After)
UMT Portfolio Management State of North Carolina – Portfolio Builder Training 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 User is returned from Wizard page to Schedule tab upon successful importing of MS Project file information.

86 Managing and Tracking Projects Schedule Tab – Exporting to MS Project
UMT Portfolio Management State of North Carolina – Portfolio Builder Training 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. You can entered phases and milestones to an MS Project file. Costs and resources are not uploaded.

87 Managing and Tracking Projects Schedule Tab – Exporting to MS Project
UMT Portfolio Management State of North Carolina – Portfolio Builder Training Export Options 1. Select MS Project File from menu 2. Browse and select file. 3. Click finish to begin export process This screen is similar to the import Wizard.

88 Managing and Tracking Projects Schedule Tab – Importing Requirements MS Project
UMT Portfolio Management State of North Carolina – Portfolio Builder Training 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 Milestones & Phases must be < 100 characters % complete data cannot be exported to MS Project file MS Project does its own calculations and overwrites the values

89 Managing and Tracking Projects Schedule Tab – Importing Requirements MS Project
UMT Portfolio Management State of North Carolina – Portfolio Builder Training 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 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.

91 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 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 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. Only the forecast date is updated after the project moves into an approved status, either manually or by MS Project file import.

92 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.

93 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 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 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)=

95 Managing and Tracking Projects Schedule Tab – Synchronizing with MS Project Server
UMT Portfolio Management State of North Carolina – Portfolio Builder Training 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 Notes: Importing from MS Project can be a one time event, or a regular method (e.g., monthly or quarterly) of updating your Portfolio BuilderTM with your most current information. During the import process, phases and milestones from MS Project will be imported and displayed on the Schedule tab. Resource information will be aggregated and displayed on Budget Resource tab.

96 Managing and Tracking Projects Schedule Tab – Synchronizing with MS Project Server
UMT Portfolio Management State of North Carolina – Portfolio Builder Training Click Wizard to do an initial import of phases and milestones from MSPS and link the project in UMT with the corresponding MSPS project Notes: Importing from MS Project can be a one time event, or a regular method (e.g., monthly or quarterly) of updating your Portfolio BuilderTM with your most current information. During the import process, phases and milestones from MS Project will be imported and displayed on the Schedule tab. Resource information will be aggregated and displayed on Budget Resource tab.

97 Managing and Tracking Projects Schedule Tab – Synchronizing with MS Project Server
UMT Portfolio Management State of North Carolina – Portfolio Builder Training 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 can be imported. For unapproved projects, schedule and budget resource can be imported 3. Check ‘Update link mapping’ if you want to keep the projects linked 4. Click Finish to begin import process 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. The account has a 20 year horizon with dates currently set to 1/1/2000 (Start Date) & 1/1/2020 (End Date).  Project Start Date/End Date/Milestones/Tasks must fall within these dates.  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. Percentage complete data cannot be exported to MS Project file.  MS Project does its own calculations and overwrites the values.

98 Managing and Tracking Projects Schedule Tab – Synchronizing with MS Project Server
UMT Portfolio Management State of North Carolina – Portfolio Builder Training 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 Notes: Importing from MS Project can be a one time event, or a regular method (e.g., monthly or quarterly) of updating your Portfolio BuilderTM with your most current information. During the import process, phases and milestones from MS Project will be imported and displayed on the Schedule tab. Resource information will be aggregated and displayed on Budget Resource tab.

99 Managing and Tracking Projects Status Tab
UMT Portfolio Management State of North Carolina – Portfolio Builder Training The indicators you see are configurable by your system administrator. Example View Manual Indicators: click on the indicator and select either Green, Yellow or Red as the status. Provide a comment for your decision. 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).

100 Managing and Tracking Projects Status Tab
UMT Portfolio Management State of North Carolina – Portfolio Builder Training These progress bars will be automatically calculated based on the information entered in the Schedule Tab, Cost Tracking Tab and Resource Tracking Tab. Example View Your administrator also can configure the attributes that are shown at the bottom of this Tab.

101 Managing and Tracking Projects Cost Tracking Tab
UMT Portfolio Management State of North Carolina – Portfolio Builder Training 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

102 Managing and Tracking Projects Cost Tracking Tab
UMT Portfolio Management State of North Carolina – Portfolio Builder Training Seven categories of budget or cost data are provided. Budget Actuals Forecast C. Revised Budget E. Actual Variance A. Original Budget B. Change Requests + = G. Forecast Variance D. Actual Costs F. Forecast Cost For each line item in the cost structure information the different categories of information are displayed For each category, several columns of information are provided Notes: Not all categories have the same data as shown above. As shown below, there are three to five columns beneath each category. The highlighted month is the last snapshot date. To Date is for the entire project, and TC is Total Cost. Cost tracking is available starting in the Planning and Design Phase although the final budgeted costs are not “frozen” until the end of this phase. The only category that you can change in this tab (and only in the Edit mode) is Actual Costs for the current month. The seven categories are related in the following ways: A. Original Budget + B. Change Requests (cumulative) = C. Revised Budget (The original budget plus approved Change Requests establish a new baseline by which Actual and Forecast Costs are compared.) C. Revised Budget - D. Actual Costs = E. Actual Variance (Negative numbers, bracketed in red, indicate your costs are actually under budget.) C. Revised Budget - F. Forecast Cost = G. Forecast Variance (Negative numbers,bracketed in red, indicate you are forecasting to be under budget.)

103 Managing and Tracking Projects Cost Tracking Tab
UMT Portfolio Management State of North Carolina – Portfolio Builder Training Only approved Change Requests are included here A B D E Only current month data can be added for Actual Cost. C In general, for values in the tool: A+B=C C-D=E (red = you are over budget) C-F=G F G Notes: A-G correspond to the categories below. A. Original Budget + B. Change Requests (cumulative) = C. Revised Budget (The original budget plus approved Change Requests establish a new baseline by which Actual and Forecast Costs are compared.) C. Revised Budget - D. Actual Costs = E. Actual Variance (Negative numbers, bracketed in red, indicate your costs are actually under budget.) C. Revised Budget - F. Forecast Cost = G. Forecast Variance (Negative numbers, bracketed in red, indicate you are forecasting to be under budget. Cost Tracking only allows inputs of the current month actuals. Cost Forecast is where those figures are input.

104 Managing and Tracking Projects Cost Tracking Tab
UMT Portfolio Management State of North Carolina – Portfolio Builder Training 1. In Edit mode, select Cost Tracking from menu 2. Scroll to Actual Cost columns 3. Click icon to open a pop-up window. 4. Enter amount in Cost categories. 5. Click OK to save.

105 Managing and Tracking Projects Cost Tracking Tab
UMT Portfolio Management State of North Carolina – Portfolio Builder Training Select Cost Forecast and Level 4 to get the display shown here. Updating is similar to Cost Tracking except all future months are editable. Note: Cost Forecast is similar to the Cost Tracking in recording data. It is available when baseline costs are established in the Initiation and Plan and Design Phases. Since budgets are not frozen until the end of the Plan and Design phase, revision to budget may make additional forecasting unnecessary during the early phases.

106 Managing and Tracking Projects Cost Tracking Tab
UMT Portfolio Management State of North Carolina – Portfolio Builder Training 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 Notes: Resource tracking tab is available when baseline resource data is established, after the Plan and Design Phase. Data entered in budget resource tab is frozen and copied to resource tracking tab to track actuals.

107 Managing and Tracking Projects Issues & Risks Tab
UMT Portfolio Management State of North Carolina – Portfolio Builder Training Summary details for Issues and Risks Example View Action buttons: After selecting an existing Issue or Risk, click View, Edit or Delete. Click Add to create a new item.

108 Managing and Tracking Projects Issues Tab – Adding Issues
UMT Portfolio Management State of North Carolina – Portfolio Builder Training 1. Click on Issues & Risks tab An issue is generally regarded as an event that is currently 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 Notes: Issues and risks can be tracked using the Portfolio BuilderTM as a project progresses. They both use the same inputting screen and can be monitored in reports. Only the Title, Date Entered (which automatically puts the current date), and Weight are required. The Title should be as specific as possible. Initially, the issue or risk will have an Open status and the Resolution will probably not be known. Weight is the same as importance. Escalation Level addresses the level of impact of an issue or risk, either only the project, the program that the project is part of, or the entire organization.

109 Managing and Tracking Projects Issues Tab – Adding Risks
UMT Portfolio Management State of North Carolina – Portfolio Builder Training The additional fields/attributes required to complete can be configured by your administrator and vary in each implementation An risk is generally regarded as a potential event that might negatively impact the project implementation in terms of scope, quality, budget or schedule. * = Required

110 Managing and Tracking Projects Project Reports Tab
UMT Portfolio Management State of North Carolina – Portfolio Builder Training 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

111 Managing and Tracking Projects Snapshots
UMT Portfolio Management State of North Carolina – Portfolio Builder Training 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. Notes: UMT Portfolio Manager 3.2 enables Project Managers to make periodic Snapshot Reports on the status each project in the Portfolio. The latest report is published by default in the Portfolio Dashboard and would be used in the Monthly Report. The latest Snapshot is also the current month column shown when looking at cost tracking data. Each time a snapshot is called for, it automatically progresses to the next month. If the snapshot is taken each quarter, for example, the name could be changed. Snapshots allow managers to view summary data for each project and drill down, if required. All previous Snapshot Reports are archived allowing users to see how the project has trended over time.

112 Managing and Tracking Projects Snapshots
UMT Portfolio Management State of North Carolina – Portfolio Builder Training 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 Note: If you compare this screen shot from the prior one, you can see that in the View mode, you do not see the hyperlinked words New Snapshot and Delete Snapshot. Also, the latest snapshot date, which is grayed out in the Edit mode, is now in black.

113 Managing and Tracking Projects Change Requests
UMT Portfolio Management State of North Carolina – Portfolio Builder Training 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

114 Managing and Tracking Projects Change Requests
UMT Portfolio Management State of North Carolina – Portfolio Builder Training 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. Edit Mode 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)

115 Managing and Tracking Projects Change Requests
UMT Portfolio Management State of North Carolina – Portfolio Builder Training 1. Complete Name, Date and Description fields 2. Identify Owner, Approver, and source of Benefits from menus. 3. Click Add to save.

116 Managing and Tracking Projects Change Requests
UMT Portfolio Management State of North Carolina – Portfolio Builder Training 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 Managing and Tracking Projects Change Requests
UMT Portfolio Management State of North Carolina – Portfolio Builder Training 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

118 Managing and Tracking Projects Change Requests
UMT Portfolio Management State of North Carolina – Portfolio Builder Training Change request Work Breakdown entry is identical to Budget Resource tab. Additional C++ Prog time required in association to this Change request Steps to Enter Resources in Work Breakdown: 1. Click on Add to get a list of potential resources 2. Check the additional types of resources required. 3. Click on Edit to open fields for additional resource staffing levels (above). 4. Type in additional resources in each month. (See trainer additions above.) 5. Click on Update to save.

119 Managing and Tracking Projects Change Requests
UMT Portfolio Management State of North Carolina – Portfolio Builder Training Notice sent after CR creation Notice sent after CR approval

120 Course Agenda 1: Introduction
UMT Portfolio Management State of North Carolina – Portfolio Builder Training 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

121 Additional Functionalities Preferences
UMT Portfolio Management State of North Carolina – Portfolio Builder Training 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 Note: The Portfolio Manager tool is not fully supported using Netscape. You must use Internet Explorer as your browser. Information on individual user names and passwords should have been sent to you as part of your support documentation.

122 Additional Functionalities Preferences – Changing User Information
UMT Portfolio Management State of North Carolina – Portfolio Builder Training You cannot change your log in name but you can change your Full Name Change this information if you want your alerts to be re-directed to a different account. Type your Old and New Password to change your login password Note: The Portfolio Manager tool is not fully supported using Netscape. You must use Internet Explorer as your browser. Information on individual user names and passwords should have been sent to you as part of your support documentation.

123 Additional Functionalities Preferences – Changing your View
UMT Portfolio Management State of North Carolina – Portfolio Builder Training 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

124 Additional Functionalities Preferences – Changing your View
UMT Portfolio Management State of North Carolina – Portfolio Builder Training 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 Views: Multiple views can be created to screen and organize the rows of your screen in terms of entities (organizations, portfolios, programs, projects, and applications).

125 Additional Functionalities Preferences – Changing your View
UMT Portfolio Management State of North Carolina – Portfolio Builder Training 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) Terms and Concepts: Entity: An organization, portfolio of projects, or program of associated projects, projects, or applications. Group by Hierarchy: There are several ways that you can organize entities in the system. These are the types of categories and sub-categories that produce an outline structure on your Scorecard page. Allows you to make this the default view

126 Additional Functionalities Preferences – Changing your View
UMT Portfolio Management State of North Carolina – Portfolio Builder Training 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. Views: Multiple views can be created to screen and organize the rows of your screen in terms of entities (organizations, portfolios, programs, projects, and applications).

127 Additional Functionalities Preferences – Changing your View
UMT Portfolio Management State of North Carolina – Portfolio Builder Training 2. Select data category: 4. Name column 3. Select data from set available in that category: 1. Add or delete columns 5. Click Update

128 Additional Functionalities Resource Pool
UMT Portfolio Management State of North Carolina – Portfolio Builder Training 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. Note: The Portfolio Manager tool is not fully supported using Netscape. You must use Internet Explorer as your browser. Information on individual user names and passwords should have been sent to you as part of your support documentation.

129 Additional Functionalities Resource Pool – Original Availability
UMT Portfolio Management State of North Carolina – Portfolio Builder Training 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 Note: The Portfolio Manager tool is not fully supported using Netscape. You must use Internet Explorer as your browser. Information on individual user names and passwords should have been sent to you as part of your support documentation.

130 Additional Functionalities Resource Pool – Resource Requirement
UMT Portfolio Management State of North Carolina – Portfolio Builder Training 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 Note: The Portfolio Manager tool is not fully supported using Netscape. You must use Internet Explorer as your browser. Information on individual user names and passwords should have been sent to you as part of your support documentation.

131 Additional Functionalities Resource Pool – Actual Availability
UMT Portfolio Management State of North Carolina – Portfolio Builder Training 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 Note: The Portfolio Manager tool is not fully supported using Netscape. You must use Internet Explorer as your browser. Information on individual user names and passwords should have been sent to you as part of your support documentation.

132 Managing and Tracking Projects Portfolio Reports
UMT Portfolio Management State of North Carolina – Portfolio Builder Training 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 Managing and Tracking Projects Portfolio Reports
UMT Portfolio Management State of North Carolina – Portfolio Builder Training 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 Managing and Tracking Projects Portfolio Reports
UMT Portfolio Management State of North Carolina – Portfolio Builder Training Click on the radial button next to the report and then select Delete to delete the report from the list. 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

135 Managing and Tracking Projects Portfolio Reports
UMT Portfolio Management State of North Carolina – Portfolio Builder Training 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.

136 Additional Functionalities Filter Management
UMT Portfolio Management State of North Carolina – Portfolio Builder Training 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 Additional Functionalities Filter Management
UMT Portfolio Management State of North Carolina – Portfolio Builder Training 2 – Click ‘Filter Management’ 1 – Click ‘Other Settings’

138 Additional Functionalities Filter Management
UMT Portfolio Management State of North Carolina – Portfolio Builder Training 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 Additional Functionalities Filter Management
UMT Portfolio Management State of North Carolina – Portfolio Builder Training 1 – Choose a Filter Type 2 – Click on ‘Next’

140 Additional Functionalities Filter Management
UMT Portfolio Management State of North Carolina – Portfolio Builder Training 1 – Choose Filter Type Projects/Programs/… Structural attribute 2 – Select the Organization Hierarchy and/or Portfolio 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’

141 Additional Functionalities Filter Management
UMT Portfolio Management State of North Carolina – Portfolio Builder Training Dynamic filters are of type ‘Structural attribute’ 2 – Define the filter rules 4 – Click on ‘Next’

142 Additional Functionalities Filter Management
UMT Portfolio Management State of North Carolina – Portfolio Builder Training 1 – Choose a Filter Name 2 – Check if the filter is a private filter (only visible by the current user) 3 – Click on ‘Finish’

143 Additional Functionalities Project Data Export
UMT Portfolio Management State of North Carolina – Portfolio Builder Training 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 Additional Functionalities Project Data Export
UMT Portfolio Management State of North Carolina – Portfolio Builder Training 2 – Click ‘Project Data Export’ 1 – Click ‘Data Transfer’

145 Additional Functionalities Project Data Export
UMT Portfolio Management State of North Carolina – Portfolio Builder Training 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’

146 Additional Functionalities Project Data Import
UMT Portfolio Management State of North Carolina – Portfolio Builder Training 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

147 Additional Functionalities Project Data Import
UMT Portfolio Management State of North Carolina – Portfolio Builder Training 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 Additional Functionalities Project Data Import
UMT Portfolio Management State of North Carolina – Portfolio Builder Training 2 – Click ‘Project Data Import’ 1 – Click ‘Data Transfer’

149 Additional Functionalities Project Data Import
UMT Portfolio Management State of North Carolina – Portfolio Builder Training 1 – Select the Organization Hierarchy 2 – Click ‘Next’

150 Additional Functionalities Project Data Import
UMT Portfolio Management State of North Carolina – Portfolio Builder Training 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’

151 Additional Functionalities Project Data Import
UMT Portfolio Management State of North Carolina – Portfolio Builder Training 5 – Select the type of data you want to import 6 – Click ‘Next’

152 Additional Functionalities Project Data Import
UMT Portfolio Management State of North Carolina – Portfolio Builder Training 7 – Select the Import Range eg A1:L90 9 – Check ‘Auto match’ to automatically match the elements of the header row to defined attributes in the UMT Portfolio Manager 8 – Select if the first row of the selected range is a header row 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!

153 Additional Functionalities Project Data Import
UMT Portfolio Management State of North Carolina – Portfolio Builder Training 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’

154 Additional Functionalities Project Data Import
UMT Portfolio Management State of North Carolina – Portfolio Builder Training 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. 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 Check to save the imported settings as a template 15 – Click ‘Finish’

155 Additional Functionalities Alert Subscriptions
UMT Portfolio Management State of North Carolina – Portfolio Builder Training From the Project screen of a saved project, click on Alert Subscription to enter this section. There are two types of 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 Additional Functionalities Alert Subscriptions
UMT Portfolio Management State of North Carolina – Portfolio Builder Training 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 alert of the existing types. Note: The Portfolio Manager tool is not fully supported using Netscape. You must use Internet Explorer as your browser. Information on individual user names and passwords should have been sent to you as part of your support documentation.

157 Additional Functionalities Alert Subscriptions
UMT Portfolio Management State of North Carolina – Portfolio Builder Training 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. Note: The Portfolio Manager tool is not fully supported using Netscape. You must use Internet Explorer as your browser. Information on individual user names and passwords should have been sent to you as part of your support documentation.

158 Exercises Exercise 1: Adding a Project & Project Info
UMT Portfolio Management State of North Carolina – Portfolio Builder Training Using Project example information: Logon with your user name Add the project as an entity under the Training Organization Input all the fields necessary to add a project Add the project to the database, go back to the My Scorecard view, find the project and edit it Edit the project by adding other attribute information and changing the Benefit Start Date Update information on the project. Go back to the Scorecard view and enter project in a View (read only mode)

159 Exercises Exercise 2: Adding Project Business Case Data
UMT Portfolio Management State of North Carolina – Portfolio Builder Training Using the information provided by your trainer: Find the project you have added and edit it in My Scorecard view. Input the Budged Cost information in the corresponding tab and add some example comments Input the Financial Benefits information in the corresponding tab Input the Resource information in the Budget Resource tab Input data for Strategic Impact and Risk tabs

160 Exercises Exercise 3: Managing a Project
UMT Portfolio Management State of North Carolina – Portfolio Builder Training Using the information provided by your trainer: Add Schedule information in the corresponding tab Update the Status tab indicators Enter data in the Cost Tracking and Resource tracking tabs Enter Issues and Risks examples in the corresponding tabs and upload one example document in Documents Management Generate one of the reports in the reports tab

161 Exercises Exercise 4: Configuring the Scorecard
UMT Portfolio Management State of North Carolina – Portfolio Builder Training 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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