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Decision Lens Training –Define
Updated Jan 2018
Implementation Process
Criteria Setting§ Use DL Blueprints
to define criteria§ Engage leadership
to align criteria with strategy
§ Identify participants and groups
§ Conduct Training
Data Gathering§ Establish Priorities
among key stakeholders
§ Inform portfolio with qualitative and quantitative data
§ Bring in cost data (where applicable)
Scenario Building§ Review prioritization
results§ Build scenarios,
including stakeholder perspectives
§ Analyze results§ Run allocation
scenarios and reports
Continued improvement and evolution over multiple cycles, increasing DL functional use (resourcing, tracking metrics, etc.)…
Inform Analyze
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Plan Define
Planning § Conduct Kick-off
Meeting§ Develop project Plan § Identify key
stakeholders and schedule mtgs
Decision Lens University (Training)
Portfolio Management§ Edit existing portfolio information§ Import Portfolio§ Copy existing portfolio
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Best Practices for Portfolio Management
§ Exporting is useful for § Backup/storage purposes§ To maintain different versions of a portfolio
§ Version Management§ For extensive portfolio changes, export a portfolio and save it to your device
as a .CMF (at your organizations discretion).
§ Naming Conventions§ A name of a portfolio should identify the use case and to help with version
management, include the date.§ Example: DLU Roads and Bridges V1. 1/15/2017
§ If you do not wish to include the date in the name of a portfolio, use the description field
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Export § Export an entire
portfolio to a .cmf§ Many screens in
Decision Lens have built in excel reporting via the Excel Export icon
§ Downloading exported results allows for data manipulation and further analysis in Excel
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Export: Best Practices § Before making any big changes to a
portfolio we recommend exporting portfolios onto your device
§ Re-name exports appropriately for version management, including the date§ Ex: “DLU Roads and Bridges V1. 1/15/2017”
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Key Inputs for Portfolio Creation
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§ Criteria§ Key drivers in building a robust portfolio prioritization
§ Rating Scales§ Every rating has an assigned weight that converts the rating into a
value§ Best/Highest rating gets a weight of “1”§ Worst/Lowest rating gets a weight of “0”
§ Alternatives§ Projects or items that are being evaluated for the purposes of
prioritization and allocation of resources
§ Participants§ Stakeholders who participate in the prioritization process. Not all
stakeholders will have the same roles and responsibilities in the decision making process
Participants
72 https://dl-support.zendesk.com/hc/en-us/articles/207921483-Participant-Roles-and-Permissions
Roles Permissions
Owner • Add/removes decision participants• Assigns model roles/permissions• Edit rights for all decision data• Enter and edit votes for other decision participants
Voting Owner • Includes all permissions from Owner role• Can also participate in voting
Voter • Add/Remove his/her votes for criteria weighting• Add/Remove his/her votes for ratings
Reviewer • Ability to view decision data at anytime• Ability to create reviewer optimization scenarios• Manipulate data visualizations
Voting Reviewer • Includes all permissions in Reviewer• Ability to view decision data at anytime• Add/Remove his/her votes for criteria weighting• Add/Remove his/her votes for ratings
1. In the portfolio called “Your Name - AUSTIN DIST: January 2018 Training, export the alternative list to Excel
2. Add/Edit participants from portfolios§ Add 2 participants and assign participant roles.§ Add a participant group and assign new participants to that
group.§ Update the participant's role to “Voting Owner.”
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II. Group Activity
Reference DLU Online: Understanding Alternative Categories, How to Add Participants to Portfolios,
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Lunch
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Decision Lens Training –Collect
Updated Jan 2018
Inform- Establish Priorities
§ Establish Priorities uses a structured process for collecting stakeholders’ inputs in establishing relative weights of the criteria.§ Leverage subject matter expertise§ Use AYC to capture inputs via desktop or mobile§ Client core team to review results.
§ The results of Establish Priorities yields:§ A priority graph to show relative weights of criteria for both
criteria and sub criteria.§ Validation indices, such as comparison Highlights, which provide
further insight into the results.76
Inform - Rate Alternatives Overview
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§ Import existing ratings data to determine alternative relative order based on score
§ Stakeholders maybe asked to rate each alternative against each criterion using Rating Scales for subjective scoring.§ Stakeholders may not be responsible for evaluating
everything in the portfolio – driven by rating assignments. § Core team averages the collective input of all
stakeholders.§ Rate alternatives independently using AYC.§ Review the relative order of alternatives.
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Decision Lens Training –Analyze
Updated Jan 2018
Analyze – OverviewIncrease understanding of results and apply analysis to gain further insights
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§ Visual analytics in Decision Lens enables you to: § Ask “What-If.”§ Understand challenging tradeoffs.§ Take a more granular view of your results.
§ Visual Analytics in Decision Lens include:§ Sensitivity Analysis§ Tradeoff Analysis
Analyze – Sensitivity Analysis Step by Step§ Adjust the criteria weights by dragging the lever of one
or more criteria.§ Select the custom priority set “TxDOT” to see the
TxDOT generated weights
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Analyze – Sensitivity Analysis Step by Step§ See how changes to
criteria weights move alternatives up or down your prioritized list.§ Create additional
custom priority sets§ Use the change
column to understand implications of changes
§ Use alternative categories to filter
§ Use participant groups to filter81
Analyze – Sensitivity Analysis Best Practices§ Drag the weight of each parent criterion out to 100% and
review the outcome.§ If you need further clarification, drill down into the children
of that parent.§ Save custom priority sets to use them in the future.§ Derive insights from information in the change column.
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Analyze – Tradeoff Analysis§ Step by Step
§ Select 3 or more criteria from the criteria tree.§ Select 3 or more alternatives from the list.§ See how alternatives score compared to one another.
§ Best Practices§ Select alternatives that have similar overall scores but appear to
perform differently for different criteria. § Use these results to determine if one alternative is preferential
over another.§ Select alternatives that consistently cluster to the middle of your
list. These alternatives are neither your best or worst performers. How will you choose?
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Analyze Results:
1. Go into your portfolio and navigate to Sensitivity Analysis.2. Drag 1 criterion out to 100%. How does this effect your one-
to-N list?3. Save this new scenario as a custom priority set.4. Select custom priority set TxDOT5. Add an alternative category using the “Add Column” button.6. Export your results to a report in Excel.
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III. Group Activity
Reference DLU Online: Leveraging Sensitivity Analysis”
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Break
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Decision Lens Training –Analyze: Resource Allocation
Updated Jan 2018
Value ROI§ Decision Len’s unique measure of benefit / cost
ratio§ Benefit and cost displayed graphically§ Benefit / cost ratio trend line§ Displays funded (orange) and unfunded (grey) projects
§ Used to “shop” for maximal portfolio value
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Use Optimize to Understand
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§ How much does each alternative need?§ How much do you have available?§ How well do your alternatives perform?§ Which alternatives give the best VROI?§ Is one cost scenario preferential to
another?§ What must you fund?
VROI
Force Funding
WI/WO
Resource Allocation
§ Data Inputs 1. Resource Pool(s) - what are the specific financial/people
resources available?2. Alternative Costs - how much does each project require?3. Time period(s) - single or multiple?
§ Allocation Outputs / Visuals1. Resource Bottlenecks2. Funded / Unfunded projects3. Value ROI Score
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Resource Allocation Best Practices§ Use scenarios to examine funding recommendations
under different assumptions (force fund, dependencies, budgets)
§ Run allocation and save allocated scenarios§ Use Compare Scenario to identify projects that may not
be funded under some assumptions (Sometimes funded)
§ Use Tradeoff Analysis to compare competing projects§ Goal is to narrow down the decision by identifying the
obvious options (no-brainers) and focus on the marginal portfolio decisions
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§ Some projects must be funded regardless of value§ Strategic imperative § Regulatory / legal requirements§ “Must fund” for political reasons
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Force Funding / Unfunding
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IV. Group Activity Force Funding/Unfunding:
1. Open your allocated baseline scenario and navigate to Outputs screen
2. Sort the projects by Value (desc) using View Options3. Select the five highest value projects that are not funded, and force
fund both of them4. Re-run the allocation. Save scenario as “Force Fund – allocated”
§ What is the impact on portfolio value?§ What explains the change in portfolio value?
Reference DLU Online: Optimize your portfolio 101
Compare Scenario§ Allocation Scenario Overview
§ Overall value§ Sources of value by criteria
§ Scenario Comparisons§ List View§ Quartiles List§ Quartiles Grid
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Tradeoff Analysis
§ Always Funded§ Never Funded§ Sometimes Funded
§ What investments represent trade-offs under assumptions?
§ What are relative advantages of each investment?
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V. Group Activity Compare Scenarios & Tradeoff:
1. Compare your allocated baseline and another constrained (force fund or dependencies)
2. What is the overall difference in portfolio value?3. What criteria account for the difference in value?4. Identify the projects that are sometimes funded5. ID two projects of similar costs, and run a tradeoff analysis6. Which criteria account for their different scores?
Reference DLU Online: Compare Scenarios
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Decision Lens Resources
Online Resources: DLU & Support§ DLU online role-based
learning was created to ensure that clients receive the value and ROI expected from Decision Lens.
§ Decision Lens Support portal allows you to access FAQs, submit tickets, and provide feedback.§ https://support.decisionlens.com
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Production Information and Resources
§ TxDOT – Decision Lens Community Page§ https://dlu.decisionlens.com/txdot
§ Decision Lens University§ https://dlu.decisionlens.com/
§ Decision Lens TxDOT Community§ https://dl-support.zendesk.com/hc/en-
us/community/topics/201107023-TXDOT-User-Community
§ PM-DIS Production§ https://txdot-university.pm-dis.com/98
Next Steps§ Decision Lens Project Management Certification§ Decision Lens Analyst Certification
http://dlu.decisionlens.com
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THANK YOU!
Learn more atDLU.decisionlens.com
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