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Dec 2005 UMT Portfolio Manager Builder User Training.

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Presentation on theme: "Dec 2005 UMT Portfolio Manager Builder User Training."— Presentation transcript:

1 Dec 2005 UMT Portfolio Manager Builder User Training

2 State of NC Internal Use Only – Do Not Distribute 2 2 Course Agenda 1: Introduction 2: UMT Portfolio Manager TM 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 State of NC Internal Use Only – Do Not Distribute 3 3 Course Agenda 1: Introduction Project Portfolio Management (PPM) Introduction Why Implement PPM: Key Questions Portfolio Manager PPM Process & Architecture Course Objectives 2: UMT Portfolio Manager TM 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 State of NC Internal Use Only – Do Not Distribute 4 4 Introduction Project Portfolio Management (PPM) Introduction Project Portfolio Management (PPM) is… A dynamic decision making process in which a portfolio of new and existing initiatives is prioritized, selected, planned, and managed against business objectives and constraints. A systematic, decision methodology based not only on individual project financial and governmental indicators but on an understanding of project interactions. Provided a set of initiatives, performance indicators, and constraints, PPM derives an optimal, portfolio-oriented solution that cannot be attained by evaluating and approving or rejecting projects individually.

5 State of NC Internal Use Only – Do Not Distribute 5 5 PPM answers the following questions: To what degree do my projects align with strategic objectives? Am I investing in the correct projects? Do I have sufficient resources ($/FTE) to complete the selected projects? How are the projects in my portfolio performing? Did my projects deliver on forecasted benefits? Can I access all project information in a central location? Transparency Alignment Optimization Sequencing Value Realization Monitoring/ Reporting Portfolio Management without Governance is an empty concept -Dr. Howard Rubin, Meta Group Does all work follow a common process from idea to implementation? Workflow Introduction Why Implement PPM: Key Questions

6 State of NC Internal Use Only – Do Not Distribute 6 6 Introduction Portfolio Manager PPM Process & Architecture

7 State of NC Internal Use Only – Do Not Distribute 7 7 Introduction Course Objectives At the conclusion of this course, you will be able to: Explain the organizations Project Portfolio Management workflow and roles and how they are integrated into UMTs 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 projects 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 State of NC Internal Use Only – Do Not Distribute 8 8 Course Agenda 1: Introduction 2: UMT Portfolio Manager TM 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 State of NC Internal Use Only – Do Not Distribute 9 9 UMT Portfolio Manager TM Basic Navigation User Login USER LOGIN: Log in with your username and password ACCOUNT LOGIN: Fill in your account name and account password

10 State of NC Internal Use Only – Do Not Distribute 10 Builder Settings allows you to configure the entire UMT Portfolio Manager My Scorecard allows you to enter application and project information Resource Pool is a repository of skill resources Preferences allows a user to change his own user information Reports generates portfolio level reports, e.g., summary of all business cases, etc. Optimizer helps you choose those applications and projects and allocate the resources that serve your objectives best. Planner helps you plan your project with the resources and time available. Dashboard helps you perform further management and tracking, summary reports of portfolios. It also presents an overall health view of all projects and applications. About shows information about the software Help shows the online user manual for your reference as well as NC specific training material, processes and templates UMT Portfolio Manager TM Basic Navigation Navigation

11 State of NC Internal Use Only – Do Not Distribute 11 UMT Portfolio Manager TM Basic Navigation Scorecard View – Rows and Columns Default set of columns can be defined by your administrator and yourself (yours may differ). The organizations and specific portfolios, programs and projects you see depends upon your organization and role. Click on arrow to see (or hide) the Portfolio Selector toolbar.

12 State of NC Internal Use Only – Do Not Distribute 12 UMT Portfolio Manager TM Basic Navigation Scorecard View - Icons Organization – click on the + / - sign to expand and collapse Program Icon – this entity is a UMT Program Allows the user to manually ensure the updating of all calculated attributes (click on the red star and calculated attributes will be updated). Project Icon – this entity is a UMT Project Custom Portfolio Icon – this entity is a UMT Custom Portfolio

13 State of NC Internal Use Only – Do Not Distribute 13 UMT Portfolio Manager TM Basic Navigation Viewing & Editing Entities There are two ways to View an Entity: 1.Click on the name, OR… 2.Click on a clear area next to the name (the row will turn light beige) and click on View tab at the bottom of the page. To Edit an Entity: Click on a clear area next to the name, (the row will turn light beige) and click on the Edit tab at the bottom of the page.

14 State of NC Internal Use Only – Do Not Distribute 14 UMT Portfolio Manager TM 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 State of NC Internal Use Only – Do Not Distribute 15 UMT Portfolio Manager TM Basic Navigation Deleting Entities To Delete an entity: 1.Click on a clear area next to the name. The row will turn light beige. 2.Click on the Delete tab at the bottom. 3.Confirm that you want to delete the entity by clicking OK, otherwise, click Cancel.

16 State of NC Internal Use Only – Do Not Distribute 16 Course Agenda 1: Introduction 2: UMT Portfolio Manager TM 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 State of NC Internal Use Only – Do Not Distribute 17 Building a Project Business Case Project Information Tab At first, in the Add Entity mode, only the Project Info tab is available. After inputting required data, click the Add button at the bottom of the page to save the project. The attributes and fields you see in the Project Info tab are configurable by your administrator and can change for each environment (this view represents an example)

18 State of NC Internal Use Only – Do Not Distribute 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 State of NC Internal Use Only – Do Not Distribute 19 Building a Project Business Case Project Information Tab – Existing Entry View Once required info is saved, a banner with more tabs is available. This list shows all the tabs available in the tool. The tabs that are actually available for view or edit at each step of the process can be defined by your administrator. Different tabs can be hidden or available for view or edit at different workflow steps.

20 State of NC Internal Use Only – Do Not Distribute 20 Building a Project Business Case Budget Cost Tab Click Budget Cost tab (available once a project is added). The Budget Cost tab is where you capture all the financial cost information for your project. Like any other tab, this tab can be shown or hidden as well as editable or not depending on: -The step of the workflow at which the project is and -The specific rights you have been given.

21 State of NC Internal Use Only – Do Not Distribute 21 Building a Project Business Case Budget Cost Tab – Cost Centers and Cost Tree 2. There are different levels at which the financial information can be entered. Data adds up from lower to higher levels. 1. Click on Show/Hide cost centers to reveal cost center window (below). The cost centers are defined by your administrator. 3. Click to change default list of cost centers (depending on what you select here, youll be asked to enter the actual numbers on one or multiple centers). Cost Center Window

22 State of NC Internal Use Only – Do Not Distribute 22 Building a Project Business Case Budget Cost Tab – Entering Data 3. Type the total amounts for costs, then click OK. 4. Click Update to save data. (Repeat Steps 1 and 3 for all cells). 2- Depending on which cost centers you have selected on the cost center windows, the appropriate list will show in the pop up window where you need to enter the information (this step is optional). 1. Click on circular icon at the left of each cell in which you want to input data. A pop-up window will appear.

23 State of NC Internal Use Only – Do Not Distribute 23 Building a Project Business Case Budget Cost Tab – Entering Comments 1. After inputting all data in the row, scroll to the right to see row Total and access Comments field. 3. Type in Comments and click the X at the upper right to close. 2. Click on Comments button to get window for typing. Remark: The comments might be disabled by your administrator

24 State of NC Internal Use Only – Do Not Distribute 24 Building a Project Business Case Budget Resource Tab Click on Budget Resource tab (available once a project is added) The Budget Resource tab is where you capture the information on the resources (per type) required for the project work. 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.

25 State of NC Internal Use Only – Do Not Distribute 25 Building a Project Business Case Budget Resource Tab – Adding Resources 1. Click on Add to see detailed list of all available resources (in box at left). 2. Click on box to the left of each required resource (a check will appear) and then click Add.

26 State of NC Internal Use Only – Do Not Distribute 26 Building a Project Business Case Budget Resource Tab – Editing Resources 1. Click on Edit to open up cells for adding staffing levels (see below). 2. For each resource, type in the average resource loading IN PERSON MONTHS FOR EACH FISCAL YEAR. 3. Click Update to save data. (Until you save the data, the Total for each column will remain 0.00.) 4. Add any comments in the corresponding field

27 State of NC Internal Use Only – Do Not Distribute 27 Building a Project Business Case Benefit Estimates Tab – Financial Benefits Click on Benefit Estimates tab. The Benefit Estimates tab is where you capture the financial and non-financial benefits of a project. 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. Financial Benefits is selected by default. Select the level at which you want to enter the information (data is added up from lower to higher levels)

28 State of NC Internal Use Only – Do Not Distribute 28 Building a Project Business Case Benefit Estimates Tab – Financial Benefits 2. Type in amount in the Benefits cell, then click OK. 3. After inputting data, click Update. Repeat steps 1 and 2 for each time period 1. Click on circular icon at the left of each cell data to get input window (at right).

29 State of NC Internal Use Only – Do Not Distribute 29 Building a Project Business Case Benefit Estimates Tab – Financial Benefits 1. After inputting all data in the row, scroll to the right to see Total and access Comments field. 3. Type in Comments and click the X to save. 2. Click on Comments button to get window for typing.

30 State of NC Internal Use Only – Do Not Distribute 30 Building a Project Business Case Benefit Estimates Tab – Non-Financial Benefits 1. Click on Benefit Estimates tab 2. Select Non-financial Benefits 3. Select the level at which you want to enter the information (data is added up from lower to higher levels)

31 State of NC Internal Use Only – Do Not Distribute 31 Building a Project Business Case Strategic Impact Tab Click Strategic Impact tab. Like any other tab, this tab can be shown or hidden as well as editable or not depending on: -The step of the workflow at which the project is and -The specific rights you have been given.

32 State of NC Internal Use Only – Do Not Distribute 32 Building a Project Business Case Strategic Impact Tab What is a Business Driver? A series of short, sharp statements that express the shared focus of the organization in actionable terms. Purpose Clarifies the objectives of organizations so that they can make more informed investment decisions by later aligning projects to key Business Drivers Key Points Identifies the goals and visions of the organization Clarifies and articulates key Business Drivers that will be the enablers for achieving business results Ensure Business Drivers are actionable, measurable and attainable

33 State of NC Internal Use Only – Do Not Distribute 33 Building a Project Business Case Strategic Impact Tab Business Driver and definition. Impact measures for each of five levels: the project impact assessment is based on these statements. Note: the Business Drivers can change per organization depending on your organizational processes.

34 State of NC Internal Use Only – Do Not Distribute 34 Building a Project Business Case Strategic Impact Tab 1. Click the down arrow to get five- colored scale and select impact value. 2. Add Comments to explain your assessment as needed. To save data, click Update at the bottom of the page.

35 State of NC Internal Use Only – Do Not Distribute 35 Building a Project Business Case Risk Tab 2. Click Risk tab 1. To get to the Risk tab, scroll to the right on the line of tabs using the arrow button, or use the pull down menu using the button The Risk tab is utilized to assess the level of risk of each project based on a set of pre- determined criteria including: Risk categories and Risk questions within each category

36 State of NC Internal Use Only – Do Not Distribute 36 Building a Project Business Case Risk Tab 2. Select an answer from pull- down menu. 3. Add Comments by clicking on button and typing in text in window. 4. Risk rating for the category (higher percentage equals higher risk) automatically calculated based on the answers given to each question. Overall Risk rating for the project (calculated)

37 State of NC Internal Use Only – Do Not Distribute 37 Building a Project Business Case Schedule Tab 1. To start, scroll to Schedule tab and click on it to get this page. Phases Section Milestones Section Dependencies Section Actual Data Section MS Project Section To Add, Edit or Delete Phases, Milestones or Dependencies, click on the buttons in their respective sections. Used only for Portfolio Planner TM You can use the MS Project section if MS Project is used in your organization.

38 State of NC Internal Use Only – Do Not Distribute 38 Building a Project Business Case Schedule Tab 1- Select a Phase Name from the pull- down menu (example below). Your tool administrator configures the phases available for your organization. 2. Select dates for the Planned Start and Planned End by clicking on the calendar icon and selecting a date. 3. Click Update to save data.

39 State of NC Internal Use Only – Do Not Distribute 39 Building a Project Business Case Schedule Tab To add a Milestone: 1. On the initial Schedule page, click Add under Milestones 2. Type in name of new milestone 3. Select Planned Date by clicking on calendar icon and clicking on the date. 4. Click Update to save milestone.

40 State of NC Internal Use Only – Do Not Distribute 40 Building a Project Business Case Schedule Tab 2. Select Milestone to edit by clicking on radio button. 1. From the Schedule tab, click on Edit under Milestones. 3. Edit appropriate fields. 4. Click Update to save changes.

41 State of NC Internal Use Only – Do Not Distribute 41 Building a Project Business Case Document Management Tab Operations available for documents stored in the application List of available documents 2. Click on a document in the list for basic information 1. Go to Document Management tab

42 State of NC Internal Use Only – Do Not Distribute 42 Building a Project Business Case Document Management Tab – Adding a Document 1. Click on New Document to display fields for document import information 2. Complete details (only the name is required). 3. Click on Browse and attach file. 4. Click on Create and document will be attached to repository.

43 State of NC Internal Use Only – Do Not Distribute 43 Building a Project Business Case Document Management Tab – Adding a Document 1. Click on the document you want to update 2. Click on Check out Uploaded documents can be updated and versioned 3. Click on the document icon, followed by double clicking on the version you want to use as a start 4. After updating the document, click on Check in, click on Browse and attach the updated file 6. Click OK to update the file 5. Check if you want to increase the version of the document

44 State of NC Internal Use Only – Do Not Distribute 44 Building a Project Business Case Document Management – Adding a Folder 1. Click on New Folder to display fields 2. Complete details (only the name is required) 3. Click on Create

45 State of NC Internal Use Only – Do Not Distribute 45 Course Agenda 1: Introduction 2: UMT Portfolio Manager TM 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 State of NC Internal Use Only – Do Not Distribute 46 Custom Portfolios and Programs Custom Portfolio – Definition A Portfolio is a group of projects, programs and/or applications A Portfolio is used to roll-up certain data of its projects and applications Cost data Benefit data Resource data A Portfolio has its own tabs, such as Portfolio Information tab, Impact tab, Issues and Risks tab, Status tab, … Every business unit has a Default Portfolio which can not be created or deleted and is not displayed in the Portfolio Management settings link Name of this portfolio is [business unit]

47 State of NC Internal Use Only – Do Not Distribute 47 Custom Portfolios and Programs Custom Portfolio – Adding 1 – Click Portfolio / Program Management 2 – Click Portfolio Management

48 State of NC Internal Use Only – Do Not Distribute 48 Custom Portfolios and Programs Custom Portfolio – Adding 1 – Select the appropriate level in the Organization Hierarchy 2 – Click Add Portfolio

49 State of NC Internal Use Only – Do Not Distribute 49 Custom Portfolios and Programs Custom Portfolio – Adding 1 – Type in a name for the Portfolio 4 – Click Add 2 – Fill in Start Date, End Date of portfolio All projects and applications in this portfolio need to have start dates later than the organization start date, and end dates before the organization end date 3 – Choose Monthly or Quarterly Analysis

50 State of NC Internal Use Only – Do Not Distribute 50 Custom Portfolios and Programs Custom Portfolio – Adding Projects 3 – Group by Organizations, display entities Projects, and click Apply 1 – Click My Scorecard 2 – Expand the Portfolio Selector 5 – Click Edit 4 – Drill down to the Project to be added to the Portfolio or Program. Select the Project

51 State of NC Internal Use Only – Do Not Distribute 51 Custom Portfolios and Programs Custom Portfolio – Adding Projects 1 – Click Project Associations 2 – Click Portfolio Associations

52 State of NC Internal Use Only – Do Not Distribute 52 Custom Portfolios and Programs Custom Portfolio – Adding Projects 1 – Click Add 2 – Select the Custom Portfolio you want the project to be added to 3 – Click Update Note: You can associate multiple Custom Portfolios to a specific Project

53 State of NC Internal Use Only – Do Not Distribute 53 Custom Portfolios and Programs Custom Portfolio – Adding Projects (Alternative) 3 – Click Manage 4 – Link Projects to Portfolio 5 – Link Programs to Portfolio 2 – Select a Portfolio 1 – Select the appropriate level in the Organization Hierarchy 6 – Link Applications to Portfolio

54 State of NC Internal Use Only – Do Not Distribute 54 Custom Portfolios and Programs Custom Portfolio – Viewing & Editing 3 – Group by Custom Portfolios, click Apply 1 – Click My Scorecard 2 – Expand the Portfolio Selector 4 – Select Portfolio 5 – Click View or Edit to see/change the Portfolio tabs

55 State of NC Internal Use Only – Do Not Distribute 55 Custom Portfolios and Programs Custom Portfolio – Viewing & Editing 1 – Portfolio information can be added or changed as required 2 – Portfolios have certain tabs who are rolled-up of its projects (Budget Cost, Budget Resource, Benefit Estimates, Cost Tracking, Resource Tracking). Other tabs are Portfolio specific, such as Strategic Impact, Status, Issues and Risks, …

56 State of NC Internal Use Only – Do Not Distribute 56 Custom Portfolios and Programs Program – Definition A Program is a group of projects and can be added to an Organization or a Custom Portfolio A Program is used to roll-up certain data of its projects Cost data Benefit data Resource data A Program has its own tabs, such as Program Information tab, Impact tab, Issues and Risks tab, Status tab, …

57 State of NC Internal Use Only – Do Not Distribute 57 Custom Portfolios and Programs Program – Adding To Add a Program, just click on the Add tab at the bottom of My Scorecard. You will be prompted to choose in which organization you want to add the Program.

58 State of NC Internal Use Only – Do Not Distribute 58 Custom Portfolios and Programs Program – Adding After clicking on Add you will be presented with the Program Information Tab. Some fields will be mandatory (*), while others are optional. After completing the tab and clicking on Add, the other Program tabs will become visible.

59 State of NC Internal Use Only – Do Not Distribute 59 Custom Portfolios and Programs Program – Adding (Alternative) 2 – Click Portfolio / Program Management 3 – Click Program Management 1 – Click Settings

60 State of NC Internal Use Only – Do Not Distribute 60 Custom Portfolios and Programs Program – Adding (Alternative) 2 – Click Add Program 1 – Select the level in the Organization Hierarchy and the Portfolio you want the program to be added to 3 – Fill in a Program Name and Description and click Add

61 State of NC Internal Use Only – Do Not Distribute 61 Custom Portfolios and Programs Programs – Adding Projects 3 – Group by Organizations, display entities Projects, and click Apply 1 – Click My Scorecard 2 – Expand the Portfolio Selector 5 – Click Edit 4 – Drill down to the Project to be added to the Portfolio or Program. Select the Project

62 State of NC Internal Use Only – Do Not Distribute 62 Custom Portfolios and Programs Programs – Adding Projects 1 – Click Project Associations 2 – Click Program Associations

63 State of NC Internal Use Only – Do Not Distribute 63 Custom Portfolios and Programs Programs – Adding Projects 1 – Click Add 2 – Select the Program you want the project to be added to 3 – Click Update Note: You can only associate 1 Program to a specific Project

64 State of NC Internal Use Only – Do Not Distribute 64 Custom Portfolios and Programs Program – Adding Projects (Alternative) 3 – Click Manage 4 – Add Projects to Program 2 – Select a Program 1 – Select the appropriate level in the Organization Hierarchy and the portfolio

65 State of NC Internal Use Only – Do Not Distribute 65 Custom Portfolios and Programs Program – Viewing & Editing 3 – Group by Organizations, display entities Programs, and click Apply 1 – Click My Scorecard 2 – Expand the Portfolio Selector 4 – Select Program 5 – Click View or Edit to see/change the Program tabs

66 State of NC Internal Use Only – Do Not Distribute 66 Custom Portfolios and Programs Program – Viewing & Editing 1 – Program information can be added or changed as required 2 – Programs have certain tabs who are rolled-up of its projects (Budget Cost, Budget Resource, Benefit Estimates, Cost Tracking, Resource Tracking). Other tabs are Program specific, such as Strategic Impact, Status, Issues and Risks, …

67 State of NC Internal Use Only – Do Not Distribute 67 Course Agenda 1: Introduction 2: UMT Portfolio Manager TM 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 State of NC Internal Use Only – Do Not Distribute 68 Moving a Project through the Workflow Workflow Link From the Project screen of a saved project, click on Workflow to see the status of a project. Click on the Workflow icon to see a flowchart. The Workflow represents the set of steps and phases part of the lifecycle of a project and portfolio.

69 State of NC Internal Use Only – Do Not Distribute 69 Moving a Project through the Workflow Workflow Status Current Project Phase is indicated at the center top. Available Project Status indicates possible decisions at each of the process steps. Regular users will only see the available next steps. Information required at this step is listed. If completed, Status OK is shown in green. If missing, the specific data element is in red. Click here to see Workflow diagram.

70 State of NC Internal Use Only – Do Not Distribute 70 Moving a Project through the Workflow Workflow Diagram Click icon to view/ hide Workflow diagram. Current phase and step in Workflow. The workflow is fully configurable by your tool administrator and each project type can follow a different workflow. Tip: if you place your mouse on top of a workflow step a pop-up window will provide you with additional information on that step.

71 State of NC Internal Use Only – Do Not Distribute 71 Moving a Project through the Workflow Workflow Verifications List of data categories acceptable for approval (in green) and specific missing elements (in red). List of data that need to be completed before the project can transition to the next workflow step.

72 State of NC Internal Use Only – Do Not Distribute 72 Moving a Project through the Workflow Workflow Approvals Certain workflow steps required approval from specific users. This can be seen in the Workflow link information. Approvers evaluate and approve project. Agreement is necessary for the project to move on to the next step in the workflow. All users can see who needs to sign off and who has done so already.

73 State of NC Internal Use Only – Do Not Distribute 73 Moving a Project through the Workflow Workflow Key Concepts and Terms Workflow – A series of defined phases and steps, information requirements, transition rules and roles in the creation and management of projects through their lifecycle. Phases and Steps – Predefined set of high level stages (phases) and lower level activities (steps) existing within the workflow. Roles - An assigned set of activities, responsibilities with associated authority for individuals within the workflow.

74 State of NC Internal Use Only – Do Not Distribute 74 Moving a Project through the Workflow Workflow Key Concepts and Terms Sign Off – The final act in the Portfolio Builder TM 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 Builder TM 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 State of NC Internal Use Only – Do Not Distribute 75 Course Agenda 1: Introduction 2: UMT Portfolio Manager TM 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 State of NC Internal Use Only – Do Not Distribute 76 Managing and Tracking Projects Introduction When a project is in implementation, typically: Certain baseline information is locked down, such as Project Information, Budget Cost, Budget Resources and Planned dates Actual Cost, Resources and Dates will be tracked to be compared against the budgeted and/or planned information Forecasted Cost and Resource data might be entered In case additional funds or resources are necessary to complete the project, a change request might be initiated In the UMT Portfolio Manager, typically: The Budget Cost and Budget Resource tabs will be locked down Cost Tracking and Resource Tracking tabs appear in order to capture actual cost/resources and their forecast The planned dates in the Schedule tab are locked down

77 State of NC Internal Use Only – Do Not Distribute 77 Managing and Tracking Projects Schedule Tab Phases Section Milestones Section Actual Data Section MS Project Section To Edit Phases or Milestones, click on the buttons in their respective sections. You can use the MS Project section if MS Project is used in your organization. Fill in the Actual % completed for the whole project. Actual Start and End dates will be automatically populated based on the defined phases.

78 State of NC Internal Use Only – Do Not Distribute 78 Managing and Tracking Projects Schedule Tab – Phases 2. Select dates for the Forecast Start and End by clicking on the calendar icon and selecting a date. 3. Click Update to save data. The Planned Start and End Dates are typically locked down. For tracking purposes the Forecast Start and End dates, as well as the completion % can be filled in during the actual implementation of the project. 1. Fill in the Completion % Note: If integrated with MS Project Server, the above data can be filled in automatically

79 State of NC Internal Use Only – Do Not Distribute 79 Managing and Tracking Projects Schedule Tab – Milestones Similar as for Phases, typically only the Forecast date can be filled in during the actual implementation of the project. Note: If integrated with MS Project Server, the above data can be filled in automatically

80 State of NC Internal Use Only – Do Not Distribute 80 The UMT Portfolio Manager can be integrated - with MS Project: Exporting phases and milestones from UMT to MS Project Importing phases and milestones from MS Project to UMT, as planned dates before implementation of the project, or as forecast dates during the implementation of the project Importing resource assignments from MS Project to the Budget Resource tab for projects before implementation as budgeted resources Importing resource assignments from MS Project to the Resource Tracking tab during implementation as actuals and forecasts - or with MS Project Server (MSPS): All of the above, and adding: Exporting/importing UMT project attributes to MSPS enterprise fields Automatic synchronization overnight of planned/forecast dates and/or budgeted or actual/forecast costs and resources from MSPS to the UMT Portfolio Manager TM Managing and Tracking Projects Schedule Tab – Importing from MS Project

81 State of NC Internal Use Only – Do Not Distribute 81 Managing and Tracking Projects Schedule Tab – Importing from MS Project Click Wizard to import phases and milestones from MS Project. The MS Project Import/Export Wizard allows you to share information in between the UMT Portfolio Manager and MS Project or MS Project Server. This is an advanced gateway to allow synchronization of information between the two systems.

82 State of NC Internal Use Only – Do Not Distribute 82 Managing and Tracking Projects Schedule Tab – Importing from MS Project Wizard Screen 1. Select MS Project File from menu 2. Browse and select MS Project file. 3. Click finish to begin import process

83 State of NC Internal Use Only – Do Not Distribute 83 Managing and Tracking Projects Schedule Tab – Importing from MS Project Pop-up window displayed during file loading.

84 State of NC Internal Use Only – Do Not Distribute 84 Managing and Tracking Projects Schedule Tab – Importing from MS Project (Ex., Before) Schedule tab BEFORE importing MS Project file. No phases and minimum number of milestones.

85 State of NC Internal Use Only – Do Not Distribute 85 Managing and Tracking Projects Schedule Tab – Importing from MS Project (Ex., After) Schedule tab with changed phases and milestones AFTER importing MS Project file. Note: If the project was in implementation, only the Forecast dates and Completion % would have been imported

86 State of NC Internal Use Only – Do Not Distribute 86 Managing and Tracking Projects Schedule Tab – Exporting to MS Project Click Export options page. Typically, the MS Project synchronization Wizard is used after a project has been approved in the UMT Portfolio Manager for implementation and MS Project is being used for the Project level work with its information rolled up at the portfolio level for ongoing tracking, analysis and reporting.

87 State of NC Internal Use Only – Do Not Distribute 87 Managing and Tracking Projects Schedule Tab – Exporting to MS Project Export Options 1. Select MS Project File from menu 2. Browse and select file. 3. Click finish to begin export process

88 State of NC Internal Use Only – Do Not Distribute 88 Managing and Tracking Projects Schedule Tab – Importing Requirements MS Project MS Project File Import Requirements Milestone & Phase names must be unique Error message will be displayed during import for tasks with duplicate names and file will not be uploaded Project Start Date/End Date/Milestones/Tasks must fall within the dates defined in the account Error message will be displayed during import and file will not be uploaded Milestones/tasks must have dates between start/end dates of project Error message will be displayed during import and file will not be uploaded Milestones & Phases must be < 100 characters Error message will be displayed during import and file will not be uploaded % complete data cannot be exported to MS Project file MS Project does its own calculations and overwrites the values

89 State of NC Internal Use Only – Do Not Distribute 89 Managing and Tracking Projects Schedule Tab – Importing Requirements MS Project Project Start Date (Start = Planned Start Date) MS Project: Project Start Date UMT Tool: Start Date on both schedule tab & project information tab Project End Date (End = Planned End Date) MS Project: Project Finish Date UMT Tool: End Date on both schedule tab & project information tab When a project is in an unapproved status, the start/end date on the schedule tab will map to the earliest/latest Phase planned start/end date. When a project is in an approved status, the start/end date on the schedule tab will map to the earliest/latest Phase forecast start/end date.

90 State of NC Internal Use Only – Do Not Distribute 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 State of NC Internal Use Only – Do Not Distribute 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 Only the forecast date is updated after the project moves into an approved status, either manually or by MS Project file import. A user can specify what level phases should be imported from MS Project, determined by Task Outline Level for Phase Matching field on MS Project file import screen. Level 1 selected will import level 1 tasks from project file and populate as phases. Level 2 selected will import level 2 tasks, etc.

92 State of NC Internal Use Only – Do Not Distribute 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 State of NC Internal Use Only – Do Not Distribute 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 State of NC Internal Use Only – Do Not Distribute 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 State of NC Internal Use Only – Do Not Distribute 95 When the UMT Portfolio Manager is integrated with Microsoft Project Server: All of MS Project functionality Exporting/importing UMT project attributes to MSPS enterprise fields, set up by your administrator Automatic synchronization overnight of planned/forecast dates and/or budgeted or actual/forecast costs and resources from MSPS to the UMT Portfolio Manager TM Therefore, the UMT Tool needs to know for each project to which project it links in MSPS Managing and Tracking Projects Schedule Tab – Synchronizing with MS Project Server

96 State of NC Internal Use Only – Do Not Distribute 96 Managing and Tracking Projects Schedule Tab – Synchronizing with MS Project Server Click Wizard to do an initial import of phases and milestones from MSPS and link the project in UMT with the corresponding MSPS project

97 State of NC Internal Use Only – Do Not Distribute 97 Managing and Tracking Projects Schedule Tab – Synchronizing with MS Project Server Wizard Screen 1. Select MS Project Server from menu and select your Project Server 4. Click Finish to begin import process 2. Select the corresponding Project Server project 3. Check Update link mapping if you want to keep the projects linked For approved projects, only Schedule, Actuals and Forecasts can be imported. For unapproved projects, schedule and budget resource can be imported

98 State of NC Internal Use Only – Do Not Distribute 98 If you keep the projects linked, your administrator can configure them for automatic synchronization overnight. If the project is in unapproved, the Schedule, Budget Resource and certain attributes on the Project Information or Additional Information tab will be imported from MSPS to the UMT Tool If the project is approved, the Schedule, Resource Actuals, Resource Forecast and certain attributes on the Project Information or Additional Information tab will be imported from MSPS to the UMT Tool Managing and Tracking Projects Schedule Tab – Synchronizing with MS Project Server

99 State of NC Internal Use Only – Do Not Distribute 99 Managing and Tracking Projects Status Tab The indicators you see are configurable by your system administrator. When this symbol is locked you cannot enter information in this page. This is a workflow setting controlled by your system administrator. You will find it in the Status, Cost Tracking and Resource Tracking tabs). Example View Manual Indicators: click on the indicator and select either Green, Yellow or Red as the status. Provide a comment for your decision.

100 State of NC Internal Use Only – Do Not Distribute 100 Managing and Tracking Projects Status Tab Your administrator also can configure the attributes that are shown at the bottom of this Tab. Example View These progress bars will be automatically calculated based on the information entered in the Schedule Tab, Cost Tracking Tab and Resource Tracking Tab.

101 State of NC Internal Use Only – Do Not Distribute 101 Managing and Tracking Projects Cost Tracking Tab 1. Select Cost Tracking from menu 2. Select the right Level from Drill Down menu The Cost Tracking tab will typically appear for a project that has entered the implementation phase/s of the workflow (same as Resource Tracking)

102 State of NC Internal Use Only – Do Not Distribute 102 Managing and Tracking Projects Cost Tracking Tab A. Original Budget + B. Change Requests = C. Revised Budget D. Actual Costs E. Actual Variance F. Forecast Cost G. Forecast Variance Budget Forecast For each line item in the cost structure information the different categories of information are displayed Actuals Seven categories of budget or cost data are provided. For each category, several columns of information are provided

103 State of NC Internal Use Only – Do Not Distribute 103 Managing and Tracking Projects Cost Tracking Tab A B C DE FG In general, for values in the tool: A+B=C C-D=E (red = you are over budget) C-F=G Only current month data can be added for Actual Cost. Only approved Change Requests are included here

104 State of NC Internal Use Only – Do Not Distribute 104 Managing and Tracking Projects Cost Tracking Tab 4. Enter amount in Cost categories. 5. Click OK to save. 3. Click icon to open a pop-up window. 1. In Edit mode, select Cost Tracking from menu 2. Scroll to Actual Cost columns

105 State of NC Internal Use Only – Do Not Distribute 105 Managing and Tracking Projects Cost Tracking Tab Select Cost Forecast and Level 4 to get the display shown here. Updating is similar to Cost Tracking except all future months are editable.

106 State of NC Internal Use Only – Do Not Distribute 106 Managing and Tracking Projects Cost Tracking Tab For each Resource Type and each future timeframe you can enter the forecasted requirements Within the Resource Tracking tab you can also enter the forecasted resource (type) needs for future timeframes for the project.

107 State of NC Internal Use Only – Do Not Distribute 107 Managing and Tracking Projects Issues & Risks Tab Summary details for Issues and Risks Action buttons: After selecting an existing Issue or Risk, click View, Edit or Delete. Click Add to create a new item. Example View

108 State of NC Internal Use Only – Do Not Distribute 108 Managing and Tracking Projects Issues Tab – Adding Issues 1. Click on Issues & Risks tab 2. Select Issue or Risk 3. Type in or select (example fields): Title* Date Entered* Due Date Owner Weight* Escalation Level Detailed Description Resolution Description etc 4. Click Add to save * = Required Fields An issue is generally regarded as an event that is currently affecting the project implementation

109 State of NC Internal Use Only – Do Not Distribute 109 Managing and Tracking Projects Issues Tab – Adding Risks The additional fields/attributes required to complete can be configured by your administrator and vary in each implementation * = Required An risk is generally regarded as a potential event that might negatively impact the project implementation in terms of scope, quality, budget or schedule.

110 State of NC Internal Use Only – Do Not Distribute 110 Managing and Tracking Projects Project Reports Tab Each report can be generated in three different formats You would typically use: PDF format if you plan to save or forward the report XLS format if you want to save, edit or forward the report HTML if you only want to see the report Your system Administrator can define which reports are available in this section. Reports and formats can vary for each implementation.

111 State of NC Internal Use Only – Do Not Distribute 111 Managing and Tracking Projects Snapshots 1. In the Edit mode, click on New Snapshot in the Report banner to see screen below. 2. Click OK on the screen below to archive the current snapshot and create another. Edit Mode The snapshot functionality allows you to save a view of the values at a specific month in the resource tracking, cost tracking and status tabs. This is typically used to save snapshots each month for projects in implementation and be able to latter retrieve past information.

112 State of NC Internal Use Only – Do Not Distribute 112 Managing and Tracking Projects Snapshots In the View mode, under the Report banner, only the latest snapshot date is shown. 1. Click the down arrow to see a list of archived reports 2. Click a prior date to retrieve an archived report

113 State of NC Internal Use Only – Do Not Distribute 113 Managing and Tracking Projects Change Requests In the Edit mode, on the Project Info page, click Change Request. Edit Mode Once a project has been approved for implementation the Budget and Resource tabs become read only and their information constitutes the Planned budget and resources. During implementation, changes in scope, plan or estimates lead to change requests that might impact the planned budget or resources yielding the revised budget and resources.

114 State of NC Internal Use Only – Do Not Distribute 114 Managing and Tracking Projects Change Requests In the change Request List youll see all the previously raised change requests. Click on the Add Change Request tab to enter a new change request. Change requests can only be added or edited when the project is unlocked (remember that the administrator locks the project to ensure information is update and stable before taking snapshots for the month) Edit Mode

115 State of NC Internal Use Only – Do Not Distribute 115 Managing and Tracking Projects Change Requests 1. Complete Name, Date and Description fields 3. Click Add to save. 2. Identify Owner, Approver, and source of Benefits from menus.

116 State of NC Internal Use Only – Do Not Distribute 116 Managing and Tracking Projects Change Requests Once a Change Request is added, the Add Change Request tab becomes Edit Change Request and Cost Breakdown and Work Breakdown tabs appear. Click on Cost Breakdown and Work Breakdown to add information on the detailed impact on budget and resource estimates of this change request.

117 State of NC Internal Use Only – Do Not Distribute 117 Managing and Tracking Projects Change Requests This display is level 3 with detailed breakdown within each phase and by month. Change Request Cost Breakdown entry is identical to the Budget Cost tab. Edit Mode

118 State of NC Internal Use Only – Do Not Distribute 118 Managing and Tracking Projects Change Requests Change request Work Breakdown entry is identical to Budget Resource tab. Additional C++ Prog time required in association to this Change request

119 State of NC Internal Use Only – Do Not Distribute 119 Managing and Tracking Projects Change Requests Notice sent after CR approval Notice sent after CR creation

120 State of NC Internal Use Only – Do Not Distribute 120 Course Agenda 1: Introduction 2: UMT Portfolio Manager TM 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 State of NC Internal Use Only – Do Not Distribute 121 Additional Functionalities Preferences Click Preferences to get to the Preferences page where the user can change some of his/her personal settings If needed, your administrator will give you details for the Project Servers option This section provides details on these options that allow you to configure your personal My Scorecard view If needed, your administrator will give you details for the SharePoint Server User Settings This section provides details on this option that allows you to change your individual user information and settings

122 State of NC Internal Use Only – Do Not Distribute 122 Additional Functionalities Preferences – Changing User Information You cannot change your log in name but you can change your Full Name Change this information if you want your alerts to be re-directed to a different account. Type your Old and New Password to change your login password

123 State of NC Internal Use Only – Do Not Distribute 123 Additional Functionalities Preferences – Changing your View If you want to change the information you see on these screen (columns), click Configure Scorecard Attribute Window If you want to filter your projects differently (rows), click Configure Scorecard Views The default view for all users of My Scorecard and the Dashboard views is fully configurable by your administrator, but you can also select your own personal preferences for this view and set them as the default for your user profile.

124 State of NC Internal Use Only – Do Not Distribute 124 Additional Functionalities Preferences – Changing your View Under View Name (at left), all views are listed. One is designated the login default (at right). At all times you can change the current or the default views for your user if you want to focus it on other information Views allow you to define the entity information to be included, and the way it is included on the left (rows) of the My Scorecard and Dashboard views.

125 State of NC Internal Use Only – Do Not Distribute 125 Additional Functionalities Preferences – Changing your View Whether adding a view or editing a current view, several options are available for selecting hierarchy groupings: You can also select the kind of Entities you want to see as well as any filter that you might want to apply The Configuration you select is the one that defines the columns you will see in this view (see Configuration of the Scorecard Attribute Window) Allows you to make this the default view

126 State of NC Internal Use Only – Do Not Distribute 126 Additional Functionalities Preferences – Changing your View Under View Name (at left), all views are listed. One is designated the login default (at right) through being the one associated to the default view. Configurations allow you to define different views for the columns of the My Scorecard and Dashboard functions.

127 State of NC Internal Use Only – Do Not Distribute 127 Additional Functionalities Preferences – Changing your View 1. Add or delete columns 4. Name column 3. Select data from set available in that category: 5. Click Update 2. Select data category:

128 State of NC Internal Use Only – Do Not Distribute 128 Additional Functionalities Resource Pool The Resource Pool functionality allows you to view at the organizational level you have selected in the Scorecard the following information: - Original Availability: available resources per resource type for the selected organization - Resource Requirement: total required resources per resource type based on the individual requirements of each project in the selected organization - Actual Availability: Original Availability minus Skill Requirements For the first and last item to display valid information it requires that your system administrator has updated the Original Availability data. To use the Resource Pool functionality: 1- Select the organization and portfolio for which you want to see the data and 2- Place your mouse on top of the Resource Pool link and select one of the three options.

129 State of NC Internal Use Only – Do Not Distribute 129 Additional Functionalities Resource Pool – Original Availability Once you have entered the Original Availability section, you can select a new organization or portfolio You can view the availability for Permanent and Contractor resources Click on one resource type to see its cost details at the bottom Your system administrator can edit this information

130 State of NC Internal Use Only – Do Not Distribute 130 Additional Functionalities Resource Pool – Resource Requirement Once you have entered the Skill Requirements, you can select a new organization or portfolio Select how many items (resource types) you want to see per page The dates for which the data is shown and the granularity (monthly in the example) at which it is shown depends on the settings controlled by your system administrator

131 State of NC Internal Use Only – Do Not Distribute 131 Additional Functionalities Resource Pool – Actual Availability Once you have entered the Actual Availability section, you can select a new organization or portfolio Resource deficit (more requirements than availability) are shown in red Resource surplus (more availability than requirements) are shown in green

132 State of NC Internal Use Only – Do Not Distribute 132 Managing and Tracking Projects Portfolio Reports The reports functionality provides advanced reporting capabilities at the project, program, portfolio and organizational level, including the ability to: Utilize a flexible reporting structure based on report templates that allows users to create real-time, ad-hoc reports based on individual criteria by selecting with a number of formats and with a variety of different project attributes. Save the reports as a public or private: Public: they are visible and can be used by all users with access to the reports Private: they are only visible to the user that originally created it Note: reports by default are saved as private, only some users have the rights to create public reports. Save, display and print the reports in a variety of different formats: HTML, PDF or Excel (where applicable).

133 State of NC Internal Use Only – Do Not Distribute 133 Managing and Tracking Projects Portfolio Reports The Reports link will take you to this section Existing reports (already created using the reports templates) are classified based on Level or Entity and Category Private reports show under My Reports Public reports show under Public Reports (in this example all reports are public) Each report has a name given when created with the template After you select a report, if you Generate it youll be running the report, if you Edit it youll be going into the report template of this report to configure it further before generating it.

134 State of NC Internal Use Only – Do Not Distribute 134 Managing and Tracking Projects Portfolio Reports If you click on one of the icons (pdf, xls, html) next to a report youll be generating it in that format. Additionally you might also see other non- configurable reports under Other Reports Click on the radial button next to the report and then select Delete to delete the report from the list.

135 State of NC Internal Use Only – Do Not Distribute 135 Managing and Tracking Projects Portfolio Reports Report templates are classified under Entity Type Select Manage Reports to access the screen with the report templates and create new reports Select one report template with the radial button and click on New (or select Define New) to create a new report with this template) Once you select a report template, the corresponding window showing you all of the configurable options for this template will come up. Each implementation might have different report templates – practice generating reports with your report templates working with your trainer.

136 State of NC Internal Use Only – Do Not Distribute 136 Additional Functionalities Filter Management Filters are used to select a bunch of Projects, Applications, Processes, Programs, Drivers, Enterprise drivers, Skill or Portfolios, based on: Entities: to filter on a list of predefined entities (static) Structural attribute: to filter entities on their value of a certain attribute, eg. Cost attribute, workflow status (dynamic) Different rules can be combined with AND and OR statements Filters can be public or private

137 State of NC Internal Use Only – Do Not Distribute – Click Other Settings 2 – Click Filter Management Additional Functionalities Filter Management

138 State of NC Internal Use Only – Do Not Distribute 138 Additional Functionalities Filter Management 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 State of NC Internal Use Only – Do Not Distribute 139 Additional Functionalities Filter Management 2 – Click on Next 1 – Choose a Filter Type

140 State of NC Internal Use Only – Do Not Distribute 140 Additional Functionalities Filter Management 1 – Choose Filter Type -Projects/Programs/… -Structural attribute 3 – Define the filter; for filter of type Projects/Programs/…, select a static list of entities you want to include in the filter 4 – Click on Next 2 – Select the Organization Hierarchy and/or Portfolio

141 State of NC Internal Use Only – Do Not Distribute 141 Additional Functionalities Filter Management Dynamic filters are of type Structural attribute 4 – Click on Next 2 – Define the filter rules

142 State of NC Internal Use Only – Do Not Distribute 142 Additional Functionalities Filter Management 1 – Choose a Filter Name 3 – Click on Finish 2 – Check if the filter is a private filter (only visible by the current user)

143 State of NC Internal Use Only – Do Not Distribute 143 Additional Functionalities Project Data Export Projects and their attributes can be exported into Excel format Default attributes Cost attributes Benefit attributes Risk attributes Custom/Other attributes Users Indicators Workflow status Native organization to which the project belongs Custom portfolios and programs to which the project belongs

144 State of NC Internal Use Only – Do Not Distribute – Click Data Transfer 2 – Click Project Data Export Additional Functionalities Project Data Export

145 State of NC Internal Use Only – Do Not Distribute – Select Attributes -Project attributes -Cost attributes -Benefit attributes -Risk attributes -Other (custom) attributes -Users -Workflow Status -Organization to which the project belongs -Custom portfolios and program to which the project belongs 3 – Click Export 1 – Select Organization Hierarchy and Portfolio or Filter Additional Functionalities Project Data Export

146 State of NC Internal Use Only – Do Not Distribute 146 The UMT Portfolio Manager can import data in existing projects, or create new projects with imported data Imported data should be in Excel format One row entry per Project Additional Functionalities Project Data Import

147 State of NC Internal Use Only – Do Not Distribute 147 Following data can be imported Optimizer attributes: attributes flagged as Optimizer attributes in the Attribute Definition window Builder attributes: select list from standard and custom attributes used in the Builder Costs: Budget Costs, Actual Costs, Actual Cost Adjustments Benefits: Benefit estimates on the Benefit tab Strategic Impacts: Extreme to None Risk Data: data on the Risk Analysis tab Users: comma-separated list of users defined on the Project Information tab of a project Issues & Risks: Issues and risks for your projects Additional Functionalities Project Data Import

148 State of NC Internal Use Only – Do Not Distribute – Click Data Transfer 2 – Click Project Data Import Additional Functionalities Project Data Import

149 State of NC Internal Use Only – Do Not Distribute – Click Next 1 – Select the Organization Hierarchy Additional Functionalities Project Data Import

150 State of NC Internal Use Only – Do Not Distribute – Click Next 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 Additional Functionalities Project Data Import

151 State of NC Internal Use Only – Do Not Distribute – Click Next 5 – Select the type of data you want to import Additional Functionalities Project Data Import

152 State of NC Internal Use Only – Do Not Distribute – Click Next 7 – Select the Import Range eg A1:L90 8 – Select if the first row of the selected range is a header row 9 – Check Auto match to automatically match the elements of the header row to defined attributes in the UMT Portfolio Manager 10 – Match the columns in the Excel file (source) to defined attributes in the UMT Portfolio Manager (destination). Name as a destination attribute should always be selected! Additional Functionalities Project Data Import

153 State of NC Internal Use Only – Do Not Distribute – Click Next 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 Additional Functionalities Project Data Import

154 State of NC Internal Use Only – Do Not Distribute – Click Finish 14 – Select the projects you want to import/update. The Missing entries tab will show projects currently in the system that have no corresponding match in the Excel file. Check to save the imported settings as a template Click to save the imported and missing entries to a.csv file (U) Existing project will be updated (N) A new project will be created Additional Functionalities Project Data Import

155 State of NC Internal Use Only – Do Not Distribute 155 Additional Functionalities Alert Subscriptions From the Project screen of a saved project, click on Alert Subscription to enter this section. There are two types of 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 State of NC Internal Use Only – Do Not Distribute 156 Additional Functionalities Alert Subscriptions In the Subscription List tab you see all your subscriptions and you can turn them on/off. In the Add Subscription tab you can subscribe to a new alert of the existing types.

157 State of NC Internal Use Only – Do Not Distribute 157 Additional Functionalities Alert Subscriptions 1- To subscribe to an alert you first select its Type, Template (Templates are defined by your administrator) and Frequency. 2- You then configure/select your subscription attributes as desired (these change by type)and add it to your subscription list. Once you have added a new subscription, it will show in the Subscription List tab where you can turn it on/off as needed.

158 State of NC Internal Use Only – Do Not Distribute 158 Exercises Exercise 1: Adding a Project & Project Info Using Project example information: 1.Logon with your user name 2.Add the project as an entity under the Training Organization 3.Input all the fields necessary to add a project 4.Add the project to the database, go back to the My Scorecard view, find the project and edit it 5.Edit the project by adding other attribute information and changing the Benefit Start Date 6.Update information on the project. 7.Go back to the Scorecard view and enter project in a View (read only mode)

159 State of NC Internal Use Only – Do Not Distribute 159 Exercises Exercise 2: Adding Project Business Case Data Using the information provided by your trainer: 1.Find the project you have added and edit it in My Scorecard view. 2.Input the Budged Cost information in the corresponding tab and add some example comments 3.Input the Financial Benefits information in the corresponding tab 4.Input the Resource information in the Budget Resource tab 5.Input data for Strategic Impact and Risk tabs

160 State of NC Internal Use Only – Do Not Distribute 160 Exercises Exercise 3: Managing a Project Using the information provided by your trainer: 1. Add Schedule information in the corresponding tab 2. Update the Status tab indicators 3. Enter data in the Cost Tracking and Resource tracking tabs 4. Enter Issues and Risks examples in the corresponding tabs and upload one example document in Documents Management 5. Generate one of the reports in the reports tab

161 State of NC Internal Use Only – Do Not Distribute 161 Exercises Exercise 4: Configuring the Scorecard Change your default screen by creating a new view that only lists the Projects (with no organizational hierarchy) and displays the following attributes: Project ID Project workflow step Add two more columns of your choosing to the right of the workflow step one.


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