UMT Portfolio Manager 3.3 Server

Portfolio Management

UMT Portfolio Manager 3.3 Server UMT Portfolio Manager 3.3 Server

Configuration Settings ManualVersion 3.3 – February 28, 2006

Configuration Settings ManualVersion 3.3 – February 28, 2006

2Portfolio Management

AgendaAgenda

Organization & User Management

Financial Management

Workflow Management

Structure & Attribute Management

Other Settings

Exercises


UMT Portfolio Manager NavigationUMT Portfolio Manager Navigation

https://apps.umt.com/...

ACCOUNT LOGIN:Fill in your account name and account password

USER LOGIN:Log in as a - Super User for the Account Management Section and - User with ‘Administrator’ rights for all other sections


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




Five Administrative Sections: Organization & User

Management Financial Management Workflow Management Structure & Attribute

Management Other Settings

1 – Click on ‘Settings’


Organization & User ManagementOrganization & User Management



Workflow Management


Other Settings

Exercises


Organization & User Management - Account ManagementOrganization & User Management - Account Management

1. Account Management

2. Organization Management

3. Portfolio / Program Management

4. User Management


Areas to be covered:


Organization & User Management - Account ManagementOrganization & User Management - Account Management

Account Management is only allowed when you log in as a ‘super’ user Create new accounts Configure certain account-wide settings

Minimum password length, … Default capitalization and benefits period Start of the Fiscal Year …

Define the default views for Builder Dashboard

USER LOGIN:Log in as a Super User


Organization & User Management - Account Management - Account ManagementOrganization & User Management - Account Management - Account Management

Account Management Create new accounts Change account password User password settings



1 – Click ‘Account Management’


Note: Only ‘super’ users are allowed to change these settings



Click ‘Add Account’

Or Select an Account and click ‘Edit’

Note: ‘Copy’ only copies account settings as defined in the Account Settings Edit screen, and not actual account configuration or data



Account Name

Password SettingsNote: Grace Period represents the number of days a user can still log in after his password expired. He will be prompted to change his password during this period.

Account Password


Organization & User Management - Account Management - Account SettingsOrganization & User Management - Account Management - Account Settings

Account Settings Storage Directory: directory where uploaded documents are

stored (see installation) Catalog Name: Indexing Server catalog name for the uploaded

documents (see installation) Default ‘Projects Ongoing Support Period’ (Capitalization) Display Ongoing Support Period in Project Info Tab: if the

Ongoing Support Period should be displayed on the Project Information Tab, so it is visible/changeable by the end user from project to project

Default ‘Projects Benefit Forecast Period’ Allow creation of entities in custom portfolios Projects Overwrite current period forecast values with actual

data: if the forecast data for the month should automatically be updated to match the actual data for that month entered



Account Settings (ctd) Estimated Lifespan for Applications Transformation Decision Horizon for Applications Start of Fiscal Year: this value can no longer be changed if

an organization structure has been defined Resend notification timeout: timeout period before an un-

actioned notification will be resend Documents and Issues Management: Use internally or

integrate with Microsoft SharePoint Define on which tabs comment icons are visible




2 – Click ‘Account Settings’



Select your Account

Click ‘Edit Settings’

Click ‘Update’



Select your Account

Click ‘Comments Management’

Click ‘Update’


Organization & User Management - Account Management - Manage ScorecardsOrganization & User Management - Account Management - Manage Scorecards

Manage Scorecards Define default view for the Builder and Dashboard scorecard Define grouping, default filter, entities to show Define attributes to show for Organizations, Portfolios,

Programs, Projects and Applications




2 – Click ‘Manage Scorecards’



Select your Account

Select the Builder or Dashboard default view

Click on ‘Edit’



Select your Account

Create the default view-Grouping-Default Filter-Entities to show

Click ‘Update’


Organization & User Management - Account Management - Manage Attribute WindowOrganization & User Management - Account Management - Manage Attribute Window


2 – Click ‘Manage Attribute Window’



Select your Account

Select the Builder or Dashboard default view

Click on ‘Edit’



Select your Account

5 – Click ‘Update’

1 – Add or Delete columns

2 – Select data categories

3 – Select data in category

4 – Name column


Organization & User Management - Organization ManagementOrganization & User Management - Organization Management




4. User Management




Organization & User Management - Organization ManagementOrganization & User Management - Organization Management

Organization Hierarchy represents the corporate structure, the different business units or divisions in a corporation

Business units can be represented in a tree with different hierarchies Defined by a ‘Name’, and Defined by a ‘Discount Rate’ (optional)

Higher levels in the tree will represent the sum of all lower levels

USER LOGIN:Log in as a user with ‘Administrator’ rights


Organization & User Management - Organization Management - Organization Hierarchy ManagementOrganization & User Management - Organization Management - Organization Hierarchy Management

1 – Click ‘Organization Management’

2 – Click ‘Organization Hierarchy Management’


Organization & User Management - Organization Management - Organization Hierarchy ManagementOrganization & User Management - Organization Management - Organization Hierarchy Management

1 – Click on the appropriate level in the Organization

2 – Click ‘Edit’


3 – Fill in the Name of the business unit and the default Discount Rate


Organization & User Management - Organization Management - Organization SettingsOrganization & User Management - Organization Management - Organization Settings

1 – Click ‘Organization Management’

2 – Click ‘Organization Settings’



2 – Organization Template Code for Project ID:{D} - current day (1,2...31){DD} - current day on 2 characters (01,02...31){MM} - current month {1,2,...12){MMM} - current month abbreviation {"Jan","Feb",...){YY} - current year on 2 characters; e.g. 04 represents 2004{YYYY} - current year on 4 characters; e.g. 2004{ORG} - Organization Code{N} - the project number{Nx} where x = 2, 3, 4 - project number on 'x' characters if the template code contains {ORG}, the project number is the current number per project created in the ORGANIZATION; otherwise, the project number is per ACCOUNT.

3 – Check “Use Organization Template For ProjectID” when using automatic project IDs 1 – Click ‘Edit’




4 – Fill in ‘Start Date’, ‘End Date’ of the business unit All projects and applications need to have start dates later than the organization start date, and end dates before the organization end date.Start Date and End Date can be extended at a later stage.

5 – Choose ‘Monthly’ or ‘Quarterly’


Organization & User Management - Portfolio / Program ManagementOrganization & User Management - Portfolio / Program Management




4. User Management




Organization & User Management - Portfolio / Program Management - Portfolio ManagementOrganization & User Management - Portfolio / Program Management - Portfolio Management

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]’



1 – Click ‘Portfolio / Program Management’

2 – Click ‘Portfolio Management’



1 – Select the appropriate level in the Organization Hierarchy

2 – Click ‘Add Portfolio’



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



3 – Click ‘Manage’

4 – Add Projects to Portfolio

5 – Add Programs to Portfolio

2 – Select a Portfolio

1 – Select the appropriate level in the Organization Hierarchy

6 – Add Applications to Portfolio



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



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 Portoflio specific, such as Strategic Impact, Status, Issues and Risks, …


Organization & User Management - Portfolio / Program Management - Program ManagementOrganization & User Management - Portfolio / Program Management - Program Management

A Program is a group of projects and can be added to a (default or 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, …



1 – Click ‘Portfolio / Program Management’

2 – Click ‘Program Management’



2 – Click ‘Add Programs to Portfolio’

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



3 – Click ‘Manage’

4 – Add Projects to Program

2 – Select a Program

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



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



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, …


Organization & User Management - User ManagementOrganization & User Management - User Management




4. User Management




Organization & User Management - User Management - User Group ManagementOrganization & User Management - User Management - User Group Management

User Groups are a bundle of user rights

Users can be assigned at most one (different) User Group on each level of the organization tree

User Groups will roll down to lower levels on the organization hierarchy

A User is ‘assigned’ to an entity if he is selected on the Project Information, Additional Information, Program Information, Application Information or Portfolio Information tab.



1 – Click ‘User Management’

2 – Click ‘User Group Management’



1 – Click ‘Add User Type’



2 –Select ‘Allow’, ‘Deny’ or ‘None’‘Allow’: users with this user type have this right.‘Deny’: users of this user type do not have this right.‘None’: it depends of the rolled down user rights if the user has this right or not (see later)

3 –Click ‘Add’

1 – Fill in a User Type name



Categories of User Rights

Application Settings Rights These rights apply to Settings pages Rights need to be assigned to a user at the ‘Account’ level

Organization Specific Rights Restriction of data manipulation at organizational level

Project Specific Rights Workflow and Change Request approval rights



Categories of User Rights

Entity Specific Rights (Project, Program, Application, Organization, Custom Portfolio)

Project Parts Rights Restriction of data manipulation at project level

Program Parts Rights Restriction of data manipulation at program level

Portfolio Parts Rights Restriction of data manipulation at portfolio level

Application Parts Rights Restriction of data manipulation at application level



Application Settings Rights

Access to <XXX link> Access to <XXX link> page, a link to a Settings page

(except: Account Management and Account Settings)

Add/Edit/Delete Private Report Manipulating Private reports

Add/Edit/Delete Public Report Manipulating Public reports

Please Note: These rights need to be set to a user on the account level



Organization Specific Rights

Use Optimizer Use the optimizer

Use Portfolio Planner Use the planner

Use Portfolio Dashboard View the dashboard

Organization Delete Deleting Organizations

Portfolio Add Create new (custom) portfolios

Portfolio Delete Delete existing custom portfolios

Program Add Create new programs

Program Delete Delete existing programs

Please Note: These rights need to be set to a user on the account level




Project Add Create new projects

Project Delete Delete existing projects

Application Add Create new applications

Application Delete Delete existing applications

Portfolio Access Access projects in a portfolio

Should be assigned to all users

Portfolio Read Access View all portfolios, programs, projects and applications, even for non-assigned users (*)

Portfolio Write Access Edit all portfolios, programs, projects and applications, even for non-assigned users (*)

Program Read access List projects from a program

Program Write access Add/remove project to/from all programsEdit all program names and data

(*) will allow users to read/edit all projects, programs and applications in the selected portfolio, even if he is not assigned in the Information tab (eg. as a PM)




Can be assigned as an approver in all the projects in the organization

Can be assigned as a workflow approver, asking all members of the group to approve all projects passing a certain lifecycle in the workflow (see workflow section, for non-assigned users)

Snapshot Add Create new project snapshots

Can delete Snapshot Can delete a snapshot from a project

Can lock Snapshot Can lock current snapshot from a project

Can unlock Snapshot Can unlock current snapshot from a project

Run Control Reports Access to organization reports (Reports menu)

View Skill inventory View Skill Inventory pages

Edit Skill Inventory Edit Skill Inventory pages

Run Private Report Run a privately generated report

Run Public Report Run a publicly generated report



Project Specific Rights

Change Request Approval Access Can be assigned as an approver for a change request (User will appear in the least of Change Request Approvers)

Can approve a change request

Can be assigned as approver for a specific project

Can approve a workflow state for the project assigned to the user on the Project Information tab (see workflow section, for assigned users on the Project Information or Additional Information tab)

Can view data in Workflow page Can access the workflow page

Can change Workflow state Can change the workflow stage to ALL available stages, even if the user does not belong to the default notification associated to the current lifecycle (see workflow section)

Please Note: Other rights in this section are currently not used anymore



Entity Specific Rights (Project, Program, Application, Organization, Custom Portfolio)

Entity Read Access Can view the entity assigned to the user

You still need to assign read access to tabs in the following sections

Entity Write Access Can edit the entity assigned to the user

You still need to assign write access to tabs in the following sections

Project Parts Rights<XXX> Read access Can view data in <XXX> tab

<XXX> Write access Can edit data in <XXX> tab (includes Read access)



Program Parts Rights

<XXX> Read access Can view data in <XXX> tab for Programs

<XXX> Write access Can edit data in <XXX> tab for Programs

Portfolio Parts Rights

<XXX> Read access Can view data in <XXX> tab for Portfolios

<XXX> Write access Can edit data in <XXX> tab for Portfolios

Application Parts Rights

<XXX> Read access Can view data in <XXX> tab for Applications

<XXX> Write access Can edit data in <XXX> tab for Applications


Organization & User Management - User Management - User ManagementOrganization & User Management - User Management - User Management





Users are defined by their login name Users can be assigned a different User Group on each level

of the organization tree A user is ‘assigned’ to a specific entity if he is selected on

the Project Information, Additional Information, Program Information, Application Information or Portfolio Information tab

When a user is assigned to an entity and deleted afterwards, he will not actually be deleted in the software but only flagged as deleted

A deleted user can no longer be assigned to newly created entities



1 – Click ‘Add User’Choose how many users to show on each page

Different Users and rights assignments

Check to see deleted users



1 – Type in a Login Name here 2 – Type in the user name here

4 – Type in the password

5 – Choose the type of access the user has at the appropriate level.User rights associated to user types roll down to lower levels


3 – Type in the user’s email address



Roll-down of User Rights User rights are inherited from a higher level of the organization

hierarchy ‘Allow’ results in allowing the user right on the assigned level

and all lower levels unless overwritten by a ‘Deny’ on a higher or lower level

‘Deny’ results in disallowing the user rights on the assigned level and all lower levels even if it is overwritten on that lower level by an ‘Allow’

Results: You can overwrite an ‘Allow’ on a lower level You can not overwrite a ‘Deny’ on a lower level ‘None’ acts like a ‘Deny’, but can be overwritten on a lower level



Roll-down of User Rights - Possibilities

Right Assignment on Corporate Level

Right Assignment on Lower Level

Result on Corporate Level

Result onLower Level

Allow Allow Allow Allow

Allow Deny Allow Deny

Allow None Allow Allow

Deny Allow Deny Deny

Deny Deny Deny Deny

Deny None Deny Deny

None Allow Deny Allow

None Deny Deny Deny

None None Deny Deny



Roll-down of User Rights -

Assume organizational hierarchy: Corporate

BU1 BU2

Assume User1 with user types: Corporate : Project Manager

— BU1 : [None]— BU2 : Analyzer

Example

Assume user type with user rights: Project Manager

— Project Add: Allow— Program Add: Allow— Application Add: Deny

Analyzer— Project Add: Deny— Program Add:

[None]— Application Add: Allow

Results: On Corporate, User1 can add Projects and Programs, but he can not add applications (since he is

Project Manager) On BU1, User1 can add Projects and Programs, but he can not add applications

(since he inherited the Project Manager role) On BU2, User1 can add Programs, but not Projects (denied on BU2) or Applications (denied on

Corporate) Thus, he can add Projects on Corporate and BU1, but not in BU2 He can add Programs on Corporate, BU1 and BU2 He can not add Applications



Users can change their password in the ‘Preferences’ section of the top navigation bar

Administrators can change users’ passwords in the User Management section of the Settings page

Following user password configuration has been set up

User passwords expire in xx days Grace Period = yy: a user has yy days after expiration to

change his password at login before he will be locked out Old password can be reused when changing Minimum password length = xx Minimum number of capitals = xx Minimum number of digits = xx Maximum number of attempts before lock = xx Maximum number of consecutive identical chars = xx



To see the expiration date, query the sfUSERS table in the StratFramesNG database

SELECT * FROM dbo.sfUSERS

WHERE (AccountID = XX) replace XX by your AccountID

ORDER BY DisplayName

If a password has expired, and the grace period has not passed yet, the user will be prompted for a new password at his next login

To force the reset of a password for a user, change the ‘PasswordExpires’ date in the sfUsers table to today’s date

UPDATE dbo.sfUSERS

SET PasswordExpires = ‘04/25/2005'

WHERE (AccountID = XX) AND (name like ‘logincuid') replace XX by your AccountID

Replace logincuid by the login name of user and 04/25/2005 by today’s date


Financial ManagementFinancial Management



Workflow Management


Other Settings

Exercises


Financial Management- Cost Center ManagementFinancial Management- Cost Center Management

1. Cost Center Management

2. Project Cost Management

3. Application Cost Management

4. Project Benefit Management


Financial Management:



Cost Center

A ‘Cost Center’ represents an entity to which costs are assigned

Each item in the cost tree (yearly or quarterly/monthly) will require as many entries as there are cost centers

At least one cost center needs to be defined and associated to each level in the organizational hierarchy



1 – Click ‘Financial Management’

2 – Click ‘Cost Center Management’



1 – Click ‘Add Cost Center’



1 – Type in name to be displayed when entering cost data

2 – Use ID to store any ID data corresponding to the Cost Center (optional)




1 – See updated list of available cost centers


Financial Management- Cost Center AssociationsFinancial Management- Cost Center Associations

Cost Center Associations

Different levels of the organization hierarchy can have multiple (different) cost centers

At least one cost center needs to be associated to each level of the organization hierarchy




2 – Click ‘Cost Center Associations’



1 – Select the correct organization and portfolio

3 – Click ‘Update Associations’

2 – Check the cost centers you want to associate to this organization level


Financial Management- Project Cost ManagementFinancial Management- Project Cost Management








Financial Management- Project Cost Management - Cost Structure ManagementFinancial Management- Project Cost Management - Cost Structure Management

Project Cost Tree

A ‘Cost Tree’ represents the cost structure of an organization

A cost tree can be hierarchical Configuration will define if lower levels of the tree will roll-up to

a higher level (default)

A cost tree can be shown yearly or quarterly/monthly Configurable in the workflow section




2 – Click ‘Cost Structure Management’



1 – Select Cost Structure


6 – Click ‘Add Level’

Edit


4 – Select ‘Propagate Aggregation’ if you want costs to roll-up to higher levels (default)

3 – Change the ‘Long Name’ and ‘Short Name’ fields

To Change a Node



To Add a Level



1 – Fill in a ‘Long Name’ and ‘Short Name’


Financial Management- Project Cost Management - Cost Structure AssociationsFinancial Management- Project Cost Management - Cost Structure Associations

Cost Tree Associations

Different levels of the organization hierarchy can have different parts of the cost tree assigned for their projects and programs




2 – Click ‘Cost Structure Associations’




3 – Select Associations


1 – Select Organization Hierarchy and portfolio

5 – Repeat for every part of the Organization Hierarchy


Financial Management- Project Cost Management - Cost Tracking ConfigurationFinancial Management- Project Cost Management - Cost Tracking Configuration


2 – Click ‘Cost Tracking Configuration’


Financial Management- Project Cost Management - Cost Tracking ConfigurationFinancial Management- Project Cost Management - Cost Tracking Configuration

1 – Select all columns you want to see in the Cost Tracking tab:-Original Budget-Change Request-Revised Budget (=Original + Change Request)-Actual Cost-Actual Variance-Forecast Cost-Forecast Variance


Financial Management- Application Cost ManagementFinancial Management- Application Cost Management








Financial Management- Application Cost Management - Cost Structure ConfigurationFinancial Management- Application Cost Management - Cost Structure Configuration

Application Cost Tree

Similar to project cost trees, an application ‘Cost Tree’ represents the cost structure for all applications in an organization

An application cost tree can be hierarchical Configuration will define if lower levels of the tree will roll-up to a

higher level (default)

An application cost tree can be yearly or quarterly/monthly Depending on the Application Status: development will show

quarterly/monthly numbers, other status values will show yearly numbers




2 – Click ‘Cost Structure Management’



1 – Select Cost Structure2 – Click ‘Edit’




3 – Change the ‘Long Name’ and ‘Short Name’

To Change a Node



To Add a Level





Financial Management- Application Cost Management - Cost Structure AssociationsFinancial Management- Application Cost Management - Cost Structure Associations

Cost Tree Associations

Different levels of the organization hierarchy can have different parts of the cost tree assigned for their applications

One parts of a project cost tree can be linked to one part of the application cost tree. In this way, certain costs from projects can be assigned to applications




2 – Click ‘Cost Structure Associations’








6 – Click ‘Advanced Options’



1 – Select (left) the cost node of the Application Components which should contain the rolled-up Project Components cost (right) of all projects assigned to that application. Only one 1-1 coupling is possible.

2 – Click ‘Save Association’


Financial Management- Application Cost Management - Cost Tracking ConfigurationFinancial Management- Application Cost Management - Cost Tracking Configuration


2 – Click ‘Cost Tracking Configuration’


Financial Management- Application Cost Management - Cost Tracking ConfigurationFinancial Management- Application Cost Management - Cost Tracking Configuration

1 – Select all columns you want to see in the Cost Tracking tab:-Application Original Budget-Application Change Request-Application Revised Budget (=Original + Change Request)-Application Actual Cost-Application Actual Variance-Application Forecast Cost-Application Forecast Variance


Financial Management- Project Benefit ManagementFinancial Management- Project Benefit Management








Financial Management- Project Benefit Management - Financial Benefit ManagementFinancial Management- Project Benefit Management - Financial Benefit Management

Financial Benefit Management

A ‘Benefit Tree’ represents the benefit structure for programs and projects in an organization

A benefit tree can be financial as well as non-financial

A benefit tree can be hierarchical Configuration will define if lower levels of the tree will roll-up to a

higher level

A benefit tree can be shown yearly or quarterly/monthly Configurable in the configurable workflow




2 – Click ‘Financial Benefit Management’



1 – Select Benefit Structure



Edit


4 – Select ‘Propagate Aggregation’ if you want benefits to roll-up to higher levels automatically (default)

3 – Change the ‘Long Name’ and ‘Short Name’ fields







Financial Management- Project Benefit Management - Financial Benefit AssociationsFinancial Management- Project Benefit Management - Financial Benefit Associations

Financial Benefit Associations

Different levels of the organization hierarchy can have different parts of the benefit tree assigned




2 – Click ‘Financial Benefit Associations’









Financial Management- Project Benefit Management - Non-Financial Benefit ManagementFinancial Management- Project Benefit Management - Non-Financial Benefit Management

Non-Financial Benefit Management

Benefits can be measurable and non-financial as well Eg Audit Points




2 – Click ‘Non-Financial Benefit Management’






Edit


4 – Select ‘Propagate Aggregation’ if you want benefits to roll-up to higher levels automatically (default)

3 – Change a ‘Long Name’ and ‘Short Name’ and choose a values display format





1 – Fill in a ‘Long Name’ and ‘Short Name’ and choose a values display format type


Financial Management- Project Benefit Management - Non-Financial Benefit AssociationsFinancial Management- Project Benefit Management - Non-Financial Benefit Associations

Non-Financial Benefit Associations

Different levels of the organization hierarchy can have different parts of the non-financial benefit tree assigned




2 – Click ‘Non-Financial Benefit Associations’









Workflow ManagementWorkflow Management



Workflow Management


Other Settings

Exercises


Workflow Management:

Workflow Management Workflow Management

1. Governance Phase Management

2. Workflows Management

3. Workflow Verification and Link Process Management

4. Workflow Notification Management

5. Lifecycle Step Management

6. Email Templates Management

7. Best Practices




Projects will follow a different workflow based on the value of the ‘Project Class’ attribute (see Attribute and Indicator Management)

Every workflow consist of a series of Governance Phases

Each Governance Phase consists of a series of lifecycle steps (workflow stages)

Every lifecycle has a notification to a certain user group associated to it. Users belonging to this group can move the project forward to the next lifecycle

Note: Programs and Applications do not follow a workflow



Every lifecycle can be configured to Show cost and resource data yearly or quarterly/monthly Show or hide certain tabs and make them read-only or

writeable Advance automatically on approval/rejection or advance

manually

Different lifecycles are linked by ‘Transitions’ Transitions can send notification to certain users Transitions can perform actions such as a verification if certain

tabs are filled in



Example 4 Governance Phases: Create, Select, Plan, Manage 13 Lifecycle Steps: Initial Draft .. Completed



Define Governance Phases Create a Workflow

Add a new list choice to the ‘Project Class’ attribute Create a Workflow and assign the new list choice to it

Define Processes Verification Transition

Define Notifications Define User Groups which will be involved in the Workflow Define Email templates Define Notifications

Create your lifecycles In a certain Governance Phase, with a default Notification Add transitions between lifecycles Fill in step settings to show/hide tabs in each lifecycle



Workflow Management- Governance Phase ManagementWorkflow Management- Governance Phase Management







7. Best Practices




Governance Phases are a bundle of lifecycle steps (workflow stages) Eg. Create, Plan, Select, Manage

A phase can be deleted only if no lifecycle steps belong to it

Create Select Plan Manage

Lifecycle 1 Lifecycle 2


Lifecycle 3 Lifecycle 4 Lifecycle 5 Lifecycle 6 Lifecycle 7 Lifecycle 8


Workflow 1

Workflow 2

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Workflow 1

Workflow 2

Governance Gates






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Workflow 2

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1 – Click ‘Workflow Management’

2 – Click ‘Governance Phase Management’



1 – Click ‘Add Governance Phase’




2 – Fill in a name for the Governance Phase



Workflow Management- Workflows ManagementWorkflow Management- Workflows Management







7. Best Practices




Projects can follow a different workflow depending of the value of the ‘Project Class’ default list attribute on the Project Information tab To change the possible list values of the Project Class attribute, see

the ‘Attribute and Indicator Management’ section

Every workflow can be associated to one or more instances of the ‘Project Class’ attribute

When a project is created, the project is automatically routed to the first lifecycle step of the workflow associated with the mandatory ‘Project Class’ value selected in the Project Information tab



Add a list choice to the ‘Project Class’ attribute Go to the Settings - Attribute Definition Click on ‘Show default attributes’ In the Filter box, type ‘Project Class’ and click ‘Apply’ Check the ‘Project Class’ attribute and click on ‘Edit’ Type a new choice in the Instance Name box and click on ‘Add’

Click on ‘Update Attribute’ on the bottom of the page




2 – Click ‘Workflows Management’



Add Workflow

1 – Click ‘Add Workflow’


3 – Select from the available Project Classes. Refer to the Project Class attribute.

2 – Choose a Workflow Name



Workflow Management- Workflow Verification and Link Process ManagementWorkflow Management- Workflow Verification and Link Process Management







7. Best Practices




A Workflow Process is a group of one or more actions Processes can be associated to the transition between two

lifecycles There are 2 kinds of actions

Verification Process (or deliverables) –data that must be completed before a project can move forward to the next lifecycle

— Complete Project Information Tabverifies if all mandatory fields are completed

— Complete High Level Cost Estimateverifies if level 1 of the cost structure is completed

— Complete Detailed Cost Estimateverifies if lower levels of the cost structure is completed

— Complete Strategic Impact Tabverifies if Strategic Impact values are completed

— …



Link Process actions – triggered when a project is moved from one workflow step to another.

— A. Save Requirement Values When Approved – This action copies all requirements values from planned to forecast and computes tracking values. This action should be triggered when the project moves to the first workflow stage where it is considered approved

— B. Copy Planned Cost To Forecasted – Copies budget cost values into forecast cost values and computes tracking values. This action should be triggered when the project moves to the first workflow stage where the project is considered approved

— C. Save Requirement Values When Rejected – Resets tracking and forecast data. . This action should be triggered when the project moves from a stage where is considered approved into a stage where is considered non-approved.

— D. Redistribute Budget Cost Data Across Project Period – Redistributes the annual cost and resource numbers across the months/quarters.

— E. Save Cost Values When Rejected – Resets tracking and forecast data. . This action should be triggered when the project moves from a stage where is considered approved into a stage where is considered non-approved.



Execute A and B when you start tracking Costs and Resources, usually immediately after the final approval lifecycle

Execute C and E when a project is rejected

Execute D after rescheduling a project




2 – Click ‘Workflow Verification and Link Process Management’



1 – Click ‘Add Process’




2 – Choose a Process Name and Process Type

3 – Choose from the available Process Actions



Workflow Management- Workflow Notification ManagementWorkflow Management- Workflow Notification Management







7. Best Practices




Every lifecycle has a notification to a certain user group associated to it Users belonging to this group will get an email notification

when a project reaches this lifecycle Users belonging to this group can move the project forward to

the next lifecycle Users should have the ‘Can view data in workflow page’ right

Additional (non-feedback) notifications can be sent to users on transitions between lifecycles Users receiving these notifications have no authority to move

the project to the next available lifecycle step Users with the ‘Can change every Workflow State’ right can

change the workflow stage regardless if they belong to the default notification group



Every notification has an email template associated to it

Notifications can belong to the Organization level: the notification (email) is received by all

users having that group of rights (they do not have to be assigned to a project on the Project Information or Additional Information tab)

Project level: notification (email) is received by all users having that group of rights assigned to the specified project in the Project Information or Additional Information tab



Notifications can be with feedback or without feedback

Typically, feedback notifications are associated to automatic lifecycle steps, while no-feedback notifications are associated to manual lifecycle steps

Notification without feedback Recipient is only informed about the state of the project; no

explicit response to approve or reject is needed No comments are gathered This notification type can be used on transitions as well as on

manual lifecycle steps



Notification with feedback Recipient has to respond to the email signing off with

Approval or Rejection (Response Type: Approval) Yes or No (Response Type: Confirmation)

Comments are gathered when a user signs off and stored in the Audit Trail of the Workflow tab

This notification type can only be used as default notifications associated to a certain lifecycle for a manual or automatic lifecycle step; they can not be used on transitions

Feedback notifications have 2 types of response techniques Standard (requires multiple-user sign-off): all users receive

simultaneously an email asking them to approve the project Standard (requires single-user sign-off): a single user can sign-

off to approve or reject the project




2 – Click ‘Workflow Notification Management’



1 – Click ‘Add Notification’



3 – Click ‘Add’2 – Fill in Name, Email Template, Notification Level, User Group, Feedback check, Response Technique and Response Type



Workflow Management- Lifecycle Step ManagementWorkflow Management- Lifecycle Step Management







7. Best Practices




Every lifecycle belongs to a certain governance gate

Every lifecycle can be configured to Display cost and resource data either yearly or

quarterly/monthly (=portfolio granularity) Show (read-only or writeable) or hide certain tabs Advance automatically on approval/rejection (if there is 1 next

step and 1 previous step) Be considered as ‘Post-Approval’ or not (see Dashboard and

Planner)



Every lifecycle has an associated default notification Automatic lifecycle: a feedback notification needs to be

associated and notified users have to sign off and provide a comment Project will move forward to the next lifecycle step

automatically

—if everybody approved (in case of ‘multiple-user sign-off notification); or

—If the first person approves (in case of ‘single-user sign-off notification)

Project will move backwards to the previous lifecycle step

—If rejected by one ore more persons



Manual lifecycle: every notified user can change the workflow stage to the next step (not everybody needs to sign off, only 1 user is needed). In case of a non-feedback notification (default), no signoff

comments are gathered and the project will move to an available linked lifecycle step if the user clicks on the corresponding link

In case of a feedback notification, users have to sign-off and provide comments. After sign-off, links to all the next available workflow steps will become visible and the project will only move to a following lifecycle step after clicking on the corresponding link



If a lifecycle step has a verification process associated, a project cannot move forward unless the data related to that process are completed

If a verification process is associated, a notification with feedback should be associated with that step, since those users will have to confirm the data entered



A lifecycle is defined by Name, shown as ‘Workflow Status’ in Builder Display Name, shown on workflow graph in the Builder Governance Phase, corresponding governance phase Objective, shown in a pop-up balloon on workflow graph

A lifecycle can be Read-only ALL tabs will be read-only in that case, including Change Request,

Issues & Risks, Status, … This is usually only used for Post-Completion steps

Every lifecycle defines the granularity in which cost and resource data will be visible Yearly Project Granularity: Monthly/Quarterly, depending on Portfolio

configuration, see Organization Settings



A lifecycle can be linked to the optimizer ‘Project is Selected’: Optimizer can automatically move selected

projects into this workflow state upon selection ‘Project is Rejected’: Optimizer can automatically move rejected

projects into this workflow state upon rejection

A lifecycle can be ‘Post Approval’ The Project will be visible in the Dashboard The Project can no longer be re-scheduled in the Planner Baseline information will be locked The project will be ready to show cost and resource tracking

information In a previous transition, the ‘Transition to Approved’ process

should have been executed.




2 – Click ‘Lifecycle Step Management’



1 – Click ‘Add Lifecycle Step’



1 – Fill in all information: -Name (shown as ‘Workflow Status’ in Builder)-Display Name (shown on workflow graph)-Governance Phase-Objective (shown in pop-up balloon on workflow graph)

2 –Choose whether the lifecycle is an automatic step -Select the Default Associated Notification (users receiving this notification can move the project to the next step in the Workflow)-(optional) Select a Verification Process if appropriate




3 –Choose whether the lifecycle is Read-only (all tabs) or not-Select the Project Granularity as ‘Yearly’ or ‘Monthly’/’Quarterly’-Select an Optimizer Status if applicable-Check whether the lifecycle is ‘Post Approval’ or not



Set Transitions

1 – Select Transition

2 – Click ‘Set Transitions’



Set Transitions




3 – Select the end lifecycle step and (optionally) a transition process

4 – Assign extra notifications (optional)




Set Step Settings


2 – Click ‘Set Step Settings’



Set Step Settings

1 – Select ‘EDITABLE’, ‘READONLY’ or ‘INVISIBLE’




Workflow Management- Email Templates ManagementWorkflow Management- Email Templates Management







7. Best Practices




Email templates are used with Notifications; the wording can be changed at all times in the

workflow, without impacting existing projects Alert subscriptions, eg. when a project is created or a value

changes (see later)

Email templates use certain ‘keywords’ that will be substituted with the correct value (eg. [userName])

Emails used in the notifications, should be of type: Workflow Email Templates: used in the configurable workflow




2 – Click ‘Email Templates Management’



1 – Click ‘Add Template’



1 – Fill in a name and choose Template Type”Workflow Email Templates”

2 – Fill in the email body using the valid keywords on the right




Workflow Management- Best PracticesWorkflow Management- Best Practices







7. Best Practices




For each lifecycle step, create a separate notification and a separate email template Use the same name for the lifecycle step, the notification and the

email template

Decide on a lifecycle in the workflow as from which projects received their final approval Do not start Cost and Resource tracking before that step is

reached (show the tabs in the ‘Set Step Settings’ Make sure you trigger the approval processes (A and B) in all

transitions leading to that final approved lifecycle Flag all subsequent lifecycle steps as ‘Lock Business Case Date

(Post Approval)’ in the Lifecycle definition screen



Define Governance Gates Create a Workflow

Add a new list choice to the ‘Project Class’ attribute Create a Workflow and assign the new list choice to it

Define Processes Verification Transition

Define Notifications Define User Groups which will be involved in the Workflow Define Email templates Define Notifications

Create your lifecycles In a certain Governance Gate, with a default Notification Add transitions between lifecycles Fill in step settings to show/hide tabs in each lifecycle



For best graphical results, create lifecycles in the following order Start from left to right Top ones first, then middle, then bottom

1 3 4 5 7 9

2 6

8


Structure & Attribute ManagementStructure & Attribute Management



Workflow Management


Other Settings

Exercises


Structure & Attribute Management- Survey ManagementStructure & Attribute Management- Survey Management

1. Survey Management

2. Driver Management

3. Business Process Management

4. Attribute and Indicator Management

5. Resource Management




Structure & Attribute Management- Survey ManagementStructure & Attribute Management- Survey Management

Several surveys can be defined List of questions List of possible answers

The questions will be displayed in the ‘Risk’ tab for each project, program and application, and in the ‘Operational Performance’ tab for each application

For each project, program and application, a score will be calculated based on the answers on the questions


Structure & Attribute Management- Survey Management - Project Risk ManagementStructure & Attribute Management- Survey Management - Project Risk Management

1 – Click ‘Survey Management’

2 – Click ‘Project Risk Management’



1 – Click ‘Add Risk Category’

Add Risk Category


2 – Fill in a Risk Category Name and a Weight assigned to this category



1 – Select a Risk Category2 – Click ‘Manage Questions’

Manage Questions



Manage Questions

1 – Click ‘Add Question’

5 – After adding all answers, click ‘Add Question’

2 – Fill in a Question Name, the Question and its weight

3 – Fill in a Value and Description for the first answer

4 – Click ‘Add Answer’Repeat for all possible answers



Associate Questions

1 – Click ‘Select Risk Categories’



2 – Select Risk Questions that should be associated to the selected Organization Level and/or Portfolio


1 – Select the Organization Hierarchy and portfolio


Structure & Attribute Management- Survey Management - Program Risk ManagementStructure & Attribute Management- Survey Management - Program Risk Management

Similar to Projects, Programs can have their own set of Risk analysis questions

The questions will be displayed in the ‘Risk’ tab for each program

For each program, a risk score will be calculated based on the answers on the questions


Structure & Attribute Management- Survey Management - Program Risk ManagementStructure & Attribute Management- Survey Management - Program Risk Management


2 – Click ‘Program Risk Management’


Structure & Attribute Management- Survey Management - Application Risk ManagementStructure & Attribute Management- Survey Management - Application Risk Management

Similar to Projects and Programs, Applications can have their own set of Risk analysis questions

The questions will be displayed in the ‘Risk Assessment’ tab for each applications

For each application, a risk score will be calculated based on the answers on the questions


Structure & Attribute Management- Survey Management - Application Risk ManagementStructure & Attribute Management- Survey Management - Application Risk Management


2 – Click ‘Application Risk Management’


Structure & Attribute Management- Survey Management - Operational Performance ManagementStructure & Attribute Management- Survey Management - Operational Performance Management

Similar to a risk analysis survey, Applications can have an operational performance survey

The questions will be displayed in the ‘Operational Performance’ tab for each applications

For each application, an operational performance score will be calculated based on the answers on the questions


Structure & Attribute Management- Survey Management - Operational Performance ManagementStructure & Attribute Management- Survey Management - Operational Performance Management


2 – Click ‘Operational Performance Management’


Structure & Attribute Management- Driver ManagementStructure & Attribute Management- Driver Management









Structure & Attribute Management- Driver Management - Business Driver LibraryStructure & Attribute Management- Driver Management - Business Driver Library

Business drivers represent the drivers of an organization

Every project/program can have an impact on a certain driver Extreme Strong Moderate Low None

Impact Definitions should be as quantitative as possible to allow for fair comparison amongst projects and programs

Business drivers and their impact will be shown on the ‘Strategic Impact’ tab



1 – Click ‘Driver Management’

2 – Click ‘Business Driver Library’



1 – Click ‘Add Driver’



1 – Enter Driver Name

3 – Enter Impact Statement Definitions


2 – Select Project/Program/Application Impact Statements

5 – Select YES or NO‘YES’ requires 1 KPI selected

4 – Select the appropriate KPIs (optional)


Structure & Attribute Management- Driver Management - Business Driver AssociationsStructure & Attribute Management- Driver Management - Business Driver Associations


2 – Click ‘Business Driver Associations’


Structure & Attribute Management- Driver Management - Business Driver AssociationsStructure & Attribute Management- Driver Management - Business Driver Associations

2 – Select Drivers that are associated to the selected Organization Level and/or Portfolio


1 – Select Organization Hierarchy and Portfolio


Structure & Attribute Management- Driver Management - Architecture Driver LibraryStructure & Attribute Management- Driver Management - Architecture Driver Library

Architecture drivers are used to measure the architectural fit of an application

Every application can have an impact on a certain driver Extreme Strong Moderate Low None

Impact Definitions should be as quantitative as possible to allow for fair comparison amongst applications

Architecture drivers and their impact will be shown on the ‘Architectural Fit’ tab




2 – Click ‘Architecture Driver Library’



1 – Click ‘Add Architecture Driver’



1 – Enter Driver Name

2 – Enter Impact Definitions



Structure & Attribute Management- Driver Management - Architecture Driver AssociationsStructure & Attribute Management- Driver Management - Architecture Driver Associations


2 – Click ‘Architecture Driver Associations’


Structure & Attribute Management- Driver Management - Architecture Driver AssociationsStructure & Attribute Management- Driver Management - Architecture Driver Associations

2 – Select the Drivers that are associated to the selected Organization Level and/or Portfolio




Structure & Attribute Management- Business Process ManagementStructure & Attribute Management- Business Process Management









Structure & Attribute Management- Business Process ManagementStructure & Attribute Management- Business Process Management

Application typically impact Business Processes instead of having a direct impact on the Business Drivers

Every application can have an impact on a certain process Low Medium High

Impact Definitions should be as quantitative as possible to allow for fair comparison amongst applications

Business Processes and their impact can be shown in a 3-tier optimization


Structure & Attribute Management- Business Process Management - Business Process LibraryStructure & Attribute Management- Business Process Management - Business Process Library

1 – Click ‘Business Process Management’

2 – Click ‘Business Process Library’



1 – Click ‘Add Business Process’



1 – Enter Business Process Name

2 – Enter Impact Statement Definitions



Structure & Attribute Management- Business Process Management - Business Process AssociationsStructure & Attribute Management- Business Process Management - Business Process Associations


2 – Click ‘Business Process Associations’


Structure & Attribute Management- Business Process Management - Business Process AssociationsStructure & Attribute Management- Business Process Management - Business Process Associations

2 – Select Processes that are applicable for the selected Organization Level and/or Portfolio




Structure & Attribute Management- Business Process Management - Business Process Function LibraryStructure & Attribute Management- Business Process Management - Business Process Function Library

Business Processes can consist of different Process Functions If so, the created functions need to be linked to the existing

processes

Every application can have an impact on a certain function Yes No




2 – Click ‘Business Process Function Library’



1 – Click ‘Add Process Function’



1 – Enter Process Function Name

2 – Enter Impact Definitions



Structure & Attribute Management- Business Process Management - Business Process Function AssociationsStructure & Attribute Management- Business Process Management - Business Process Function Associations


2 – Click ‘Business Process Function Associations’


Structure & Attribute Management- Business Process Management - Business Process Function AssociationsStructure & Attribute Management- Business Process Management - Business Process Function Associations

2 – Select Functions that are applicable for the selected Organization Level and/or Portfolio




Structure & Attribute Management- Business Process Management - Business Process/Function RelationshipsStructure & Attribute Management- Business Process Management - Business Process/Function Relationships


2 – Click ‘Business Process/Function Relationships’


Structure & Attribute Management- Business Process Management - Business Process/Function RelationshipsStructure & Attribute Management- Business Process Management - Business Process/Function Relationships

2 – Select Functions that belong to the selected Process


1 – Select a Business Process


Structure & Attribute Management- Attribute and Indicator ManagementStructure & Attribute Management- Attribute and Indicator Management










There are 2 kind of Attributes Default: required by the software (eg. Project Class) Custom: defined by the administrator

Attributes can be of the following data type List: predefined list of text values (drop-down list) Real: numeric value Integer: numeric value without decimals Date String: text value Multiple Text: predefined list of text values, multiple selections

possible (not importable)



Attributes can be associated to different parts of the application: Builder: if attribute is used in one of the tabs in the Builder Planner: if attribute is used by the Planner Dashboard: if attribute is shown on Dashboard Optimizer: if attribute is shown in optimizer or is importable

Attributes typically are shown on the Project Information, Additional Information, Issues & Risks, Status, Program Information or Portfolio Information tabs ‘Builder’ needs to be checked

Layout of these tabs can be configured, see later Every attribute will have a custom text label


Structure & Attribute Management- Attribute and Indicator Management - Attribute DefinitionStructure & Attribute Management- Attribute and Indicator Management - Attribute Definition

1 – Click ‘Attribute and Indicator Management’

2 – Click ‘Attribute Definition’



1 – Click ‘Add Attribute’

You can search on a text string in the Attribute name to find an existing attribute

Clicking on ‘Show default attributes’ will show a list of default attributes mandatory in the software (eg. Project Class)

`




2 – Choose a data type and fill in all fields: Name, Attribute data type, …

1 – Select the areas where the attribute will be used

3 – Check if the attribute is mandatory



1 – Check ‘Attribute is calculated based on other attributes’ (only works for REAL or INTEGER data types)

3 – Click ‘OK’


2 – Enter a formula based on other attributes, cost/benefit numbers or resource numbers



Example: Add a list choice to the ‘Project Class’ attribute Go to the Attribute Definition screen Click on ‘Show default attributes’ In the Filter box, type ‘Project Class’ and click ‘Apply’ Check the ‘Project Class’ attribute and click on ‘Edit’ Type a new choice in the Instance Name box and click on ‘Add’

Click on ‘Update Attribute’ on the bottom of the page


Structure & Attribute Management- Attribute and Indicator Management - Attribute AssociationsStructure & Attribute Management- Attribute and Indicator Management - Attribute Associations

Every level of the organization hierarchy and/or defined portfolio can have different attributes associated to them Associate the appropriate attributes to each level of the

organization hierarchy and portfolio




2 – Click ‘Attribute Associations’



2 – Select Attributes you want to associate to the selected Organization Level and/or Portfolio




Structure & Attribute Management- Attribute and Indicator Management - Changing Tab LayoutStructure & Attribute Management- Attribute and Indicator Management - Changing Tab Layout

To change the layout of the ‘Project Info’ and ‘Additional Information’ tabs, alter file ‘{installation path}\UMTSuite32\ {account number}\Project.aspx’ on the application server



You can alter the Project Info tab and Additional Information tabs, depending on the section in the Project.aspx file

The default layout consists of 2 columns Possible tags are

attribute=“<default_att>” to add a default attribute name=“<custom_att>” to add a custom attribute label=“<label>” to change the label of the field readonly’=“true” to make a field read-only position=“x” to change the position of the field on the page colspan=“2” to make a longer field crossing both columns width=“x” to change the width of a field sectionbreak name=“…” to add a header sectionbreak to add a separator line



Example: <sectionbreak name="Program Information (Only for Standard

Programs)" width="910" />

<cell position="1" name="Program Discounted Payback" label="Program Discounted Payback (quarters)" />

<cell position="2" name="Program ROI" label="Program ROI (%)" />

<cell position="2" name="Program NPV" label="Program NPV" />

<sectionbreak />


Structure & Attribute Management- Attribute and Indicator Management - Indicator ManagementStructure & Attribute Management- Attribute and Indicator Management - Indicator Management

Indicators are used in Status tab (project, program, portfolio, application) Dashboard Reports

Indicators can have 4 different values Red, Yellow, Green, Gray (undefined)

Indicators can be manual or automatically defined based on a formula

Every Organization Level and/or Portfolio can have its own Indicators Defined by the Indicator Associations




2 – Click ‘Indicator Management’



1 – Click ‘Add Indicator’

Currently defined indicators and indicator type

Click to show only the Project Indicators

Click to see only the default indicators




1 – Fill in all fields-Indicator Name-Order-Descriptions for Green, Yellow and Red status

3 – Select YES for manual indicators, NO for automatic indicators

2 – Select Projects or Applications



For Automatic Indicators, specify an absolute or relative formula and the limits between Green, Yellow and Red

Click Edit to define the formula


Structure & Attribute Management- Attribute and Indicator Management - Indicator AssociationsStructure & Attribute Management- Attribute and Indicator Management - Indicator Associations


2 – Click ‘Indicator Associations’


Structure & Attribute Management- Attribute and Indicator Management - Indicator AssociationsStructure & Attribute Management- Attribute and Indicator Management - Indicator Associations

2 – Select Indicators you want to associate to the selected Organization Level and/or Portfolio




Structure & Attribute Management- Resource ManagementStructure & Attribute Management- Resource Management









Structure & Attribute Management- Resource ManagementStructure & Attribute Management- Resource Management

Resources are grouped into high-level ‘Competencies’ or ‘Resource Types’ Projects can budget high-level competency needs in the

Budget Resource tab Competency actuals can be tracked in the Resource Tracking

tab Integration with Microsoft Project Server can define name-

level resource assignments Name-level resources will automatically be rolled-up into the

competencies in the Budget Resource and/or Resource Tracking tabs

Every Organization Level and/or Portfolio can have its own Resource Types Defined by the Resource Type Associations


Structure & Attribute Management- Resource Management - Resource Type ManagementStructure & Attribute Management- Resource Management - Resource Type Management

1 – Click ‘Resource Management’2 – Click ‘Resource Type Management’


Structure & Attribute Management - Resource Management - Resource Type ManagementStructure & Attribute Management - Resource Management - Resource Type Management

1 – Click ‘Add Competency’


Structure & Attribute Management - Resource Management - Resource Type ManagementStructure & Attribute Management - Resource Management - Resource Type Management

3 – Click ‘Add’2 – Depending on the defined resource attributes, fill in the additional fields

1 – Fill in a Competency Name and Yearly Permanent and Contractor Cost


Structure & Attribute Management- Resource Management - Resource Type AssociationsStructure & Attribute Management- Resource Management - Resource Type Associations

1 – Click ‘Resource Management’2 – Click ‘Resource Type Associations’


Structure & Attribute Management- Resource Management - Resource Type AssociationsStructure & Attribute Management- Resource Management - Resource Type Associations

1 – Select the organization level and portfolio


2 – Check the Competencies you want to associate


Structure & Attribute Management- Resource Management - Resource Tracking ConfigurationStructure & Attribute Management- Resource Management - Resource Tracking Configuration

The Resource Tracking tab shows different numbers Original budgeted resources Approved resources in change requests Revised budgeted resources Actual work done

(manually entered or coming from Microsoft Project Server) Actual variance

(difference between actual work and revised budgeted work) Forecast work

(manually entered or coming from Microsoft Project Server) Forecast variance

(difference between forecast work and revised budgeted work)



1 – Click ‘Resource Management’2 – Click ‘Resource Tracking Configuration’



1 – Select all columns you want to see in the Resource Tracking tab:-Original Budget-Change Request-Revised Budget (=Original + Change Request)-Actual Work-Actual Variance-Forecast Work-Forecast Variance

2 – Click on ‘Update Selection’


Other SettingsOther Settings



Workflow Management


Other Settings

Exercises


Other Settings- Sharepoint Server SettingsOther Settings- Sharepoint Server Settings

1. Sharepoint Server Settings

2. Document Management Settings

3. User Security and Session Tracking

4. Data Transfer

5. Other Settings


Other Settings



The UMT Portfolio Manager can be integrated Microsoft Sharepoint (refer to the Account Settings) The Document Management tab will be linked to a Sharepoint

site; and/or The Issues & Risks tab will list all issues defined in Sharepoint

for a certain entity (view only) In the Sharepoint Server Settings, you can configure

The Sharepoint server that is linked to each level of the organizational structure

Each Sharepoint site that corresponds to exactly 1 entity (program, project or application)

In the Preferences section, each user needs to define The Sharepoint UserID and password information



Complete configuration therefore exists in Configuring the Account Settings to enable Sharepoint

integration for Issues and/or Documents Defining the Sharepoint Servers Configuring the Organization Associations Configuring the Entity Associations Configuring for each user the UserID and password required

for Sharepoint


Other Settings- Sharepoint Server Settings - Account SettingsOther Settings- Sharepoint Server Settings - Account Settings

Select your Account Click ‘Edit

Settings’

Click ‘Update’

Select if you want to use Sharepoint to manage your Issues and/or Documents

Log in as a ‘Super’ user, Click on Settings,Click on Account Management, andGo to Account Settings


Other Settings- Sharepoint Server Settings - Sharepoint Server DefinitionOther Settings- Sharepoint Server Settings - Sharepoint Server Definition

1 – Click ‘Sharepoint Server Settings’

2 – Click ‘Sharepoint Server Definition’


Other Settings- Sharepoint Server Settings - Sharepoint Server DefinitionOther Settings- Sharepoint Server Settings - Sharepoint Server Definition

Type a name for your Sharepoint Server

Click ‘Update’

Check if this is your default Sharepoint Server

Type the URL used to access your Sharepoint server. Note that this URL should be accessible from the Application Server

Choose a Description


Other Settings- Sharepoint Server Settings - Sharepoint Organization AssociationsOther Settings- Sharepoint Server Settings - Sharepoint Organization Associations

2 – Click ‘Sharepoint Organization Associations’



Other Settings- Sharepoint Server Settings - Sharepoint Organization AssociationsOther Settings- Sharepoint Server Settings - Sharepoint Organization Associations

For each level, select the Sharepoint Server and click on ‘Save’.Select ‘Associate children organizations’ to automatically associate all lower level organizations with the same Sharepoint Server.

Select a level in the organizational structure


Other Settings- Sharepoint Server Settings - Sharepoint Entity AssociationsOther Settings- Sharepoint Server Settings - Sharepoint Entity Associations

2 – Click ‘Sharepoint Entity Associations’




Select a level in the organizational structure

Click on ‘Associate’



For each Entity, select a unique Sharepoint Site or choose N/A.


Other Settings- Sharepoint Server Settings - Sharepoint Document ManagementOther Settings- Sharepoint Server Settings - Sharepoint Document Management

2 – Click ‘Sharepoint Document Management’



Other Settings- Sharepoint Server Settings - Sharepoint Document ManagementOther Settings- Sharepoint Server Settings - Sharepoint Document Management

The main Sharepoint Site and its documents is listed here



Each user will have to set his or her password in the Preferences page, used to access Sharepoint. User needs rights in Sharepoint to access (read and/or write)

the linked sites

Note that there is no integrated LDAP authentication.


Other Settings- Preferences - Sharepoint Server User SettingsOther Settings- Preferences - Sharepoint Server User Settings

Click ‘Sharepoint Server User Settings’



Select the defined Sharepoint Server

Click on ‘Edit’



Enter the user’s network domain

Click on ‘Update’

Enter the Sharepoint Server username

Enter the old password (if set before), and twice your new password


Other Settings- Document Management SettingsOther Settings- Document Management Settings

1. Sharepoint Server Settings



4. Data Transfer

5. Other Settings


Other Settings



The UMT Portfolio Manager can store additional documents for each Project, Program, Portfolio or Application

Documents can be uploaded Documents can be ‘checked-out’ by a user, altered and

checked back in as a newer version

In the ‘Documents Management’ section, you can search for documents across the whole portfolio, create new documents or folders, backup and restore the storage space.



1 – Click ‘Other Settings’

2 – Click ‘Documents Management’




Other Settings- User Security and Session TrackingOther Settings- User Security and Session Tracking



3. Data Transfer

4. Other Settings


Other Settings


Other Settings- User Security and Session TrackingOther Settings- User Security and Session Tracking

The User Security and Session Tracking information will hold a log file of (Limited) user tracking information Failed login attempts Password changes


Other Settings- User Security and Session Tracking - User Login and Session TrackingOther Settings- User Security and Session Tracking - User Login and Session Tracking

1 – Click ‘User Security and Session Tracking’

2 – Click ‘User Login and Session Tracking’


Other Settings- User Security and Session Tracking - User Login and Session TrackingOther Settings- User Security and Session Tracking - User Login and Session Tracking

1 – Select a Date Range, click Apply

2 – Click on the Full Name for more information regarding a user’s session


Other Settings- User Security and Session Tracking - Failed Login AttemptsOther Settings- User Security and Session Tracking - Failed Login Attempts


2 – Click ‘Failed Login Attempts’


Other Settings- User Security and Session Tracking - Failed Login AttemptsOther Settings- User Security and Session Tracking - Failed Login Attempts



Other Settings- User Security and Session Tracking - Password ChangesOther Settings- User Security and Session Tracking - Password Changes


2 – Click ‘Password Changes’


Other Settings- User Security and Session Tracking - Password ChangesOther Settings- User Security and Session Tracking - Password Changes



Other Settings- Data TransferOther Settings- Data Transfer



3. Data Transfer

4. Other Settings


Other Settings


Other Settings- Data TransferOther Settings- Data Transfer

Data Transfer allows to Export project data Export application data Import project data Import application data


Other Settings- Data Transfer - Project Data ImportOther Settings- Data Transfer - Project Data Import

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

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



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

For more information, refer to the Optimizer User Manual – Import Data section.



1 – Click ‘Data Transfer’

2 – Click ‘Project Data Import’



2 – Click ‘Next’

1 – Select the Organization Hierarchy




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




5 – Select the type of data you want to import




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!




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



15 – Click ‘Finish’

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

Check to save the imported settings as a template

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

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


Other Settings- Data Transfer - Application Data ImportOther Settings- Data Transfer - Application Data Import

Similar to importing Projects, the UMT Portfolio Manager can import data in existing applications, or create new applications with imported data

Imported data should be in Excel format One row entry per Application



Following data can be imported Optimizer attributes: attributes flagged as ‘Optimizer’ attributes

in the Attribute Definition window Central Repository attributes: select list from standard and

custom attributes Costs: Budget Costs, Actual Costs




2 – Click ‘Application Data Import’


Other Settings- Data Transfer - Project Data ExportOther Settings- Data Transfer - 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




2 – Click ‘Project Data Export’



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

3 – Click ‘Export’

1 – Select Organization Hierarchy and Portfolio or Filter


Other Settings- Data Transfer - Application Data ExportOther Settings- Data Transfer - Application Data Export

Applications and their attributes can be exported into Excel format Default attributes Cost attributes Benefit attributes Risk attributes Custom/Other attributes Users Indicators Application status Native organization to which the project belongs Custom portfolios to which the application belongs




2 – Click ‘Application Data Export’



2 – Select Attributes-Application attributes-Cost attributes-Benefit attributes-Risk attributes-Other (custom) attributes-Users-Indicators-Application Status-Native organization to which application belongs-Portfolios to which application belongs

3 – Click ‘Export’

1 – Select Organization Hierarchy and Portfolio or Filter


Other Settings- Other SettingsOther Settings- Other Settings



3. Data Transfer

4. Other Settings


Other Settings


Other Settings- Other SettingsOther Settings- Other Settings

Other Settings allows you to Project Snapshot Report Management: Centrally manage the

Snapshot reporting process for Projects Application Snapshot Report Management: Centrally manage

the Snapshot reporting process for Applications Filter Management: Define new and edit existing filters to be

used within all modules of UMT Portfolio Manager Email Templates Management: Define email templates used to

notify users that an event occurred in UMT Portfolio Manager Documents Management


Other Settings- Other Settings - Project Snapshot Report ManagementOther Settings- Other Settings - Project Snapshot Report Management

Project Snapshot Report Management: Centrally manage the Snapshot reporting process for Projects

The UMT Portfolio Manager captures actual cost numbers and actual resource allocations on a monthly/quarterly/yearly basis

When the current’s month/quarter/year actual numbers are final, a ‘report’ or ‘snapshot’ should be archived for the current month, opening a snapshot for entering the actual numbers of the following period




2 – Click ‘Project Snapshot Report Management’



1 – Choose Organization Hierarchy and Portfolio

2 – Select Projects you want to archive or lock/unlock

3 – Click ‘New Snapshot’, ‘Lock Snapshot’ or ‘Unlock Snapshot’

Projects are in a workflow status which does not allow for actuals and archiving

Projects are in a workflow status which allows for actuals and archiving



1 – Check projects

2 – Click ‘New Snapshot’ to open a new reporting period for the checked projects



1 – Choose a name for the current report that should be archived (eg June 2005) – Choose a name for the new reporting period (eg July 2005)

2 – Click ‘OK’ to close previous period and to open a new reporting period


Other Settings- Other Settings - Application Snapshot Report ManagementOther Settings- Other Settings - Application Snapshot Report Management

Application Snapshot Report Management: Centrally manage the Snapshot reporting process for Applications

Similar to projects, the UMT Portfolio Manager captures actual cost numbers and actual resource allocations on a monthly/quarterly/yearly basis for applications.

When the current’s month/quarter/year actual numbers are final, a ‘report’ or ‘snapshot’ should be archived for the current month, opening a snapshot for the actual numbers of the following period




2 – Click ‘Application Snapshot Report Management’



1 – Choose Organization Hierarchy and Portfolio

2 – Select Applications you want to archive or lock/unlock

3 – Click ‘New Snapshot’, ‘Lock Snapshot’ or ‘Unlock Snapshot’


Other Settings- Other Settings - Filter ManagementOther Settings- Other Settings - 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

Different rules can be combined with AND and OR statements




2 – Click ‘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



2 – Click on ‘Next’

1 – Choose a Filter Type



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



Dynamic filters are of type ‘Structural attribute’

4 – Click on ‘Next’

2 – Define the filter rules



1 – Choose a Filter Name

3 – Click on ‘Finish’

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


Other Settings- Other Settings - Email Templates ManagementOther Settings- Other Settings - Email Templates Management

Email templates are used with Notifications (see configurable workflow) Alert subscriptions, eg. when a project is created

Email templates use certain ‘keywords’ that will be substituted with the correct value (eg. userName)

Email templates can have the following type: Programs Created: used in alert subscriptions Portfolios Created: used in alert subscriptions Projects Created: used in alert subscriptions Workflow Email Templates: used in the configurable workflow Workflow Status Changed: used in alert subscriptions Indicator Color Changed: used in alert subscriptions Attribute Value Changed: used in alert subscriptions Entry Items Created: used in alert subscriptions




2 – Click ‘Email Templates Management’



1 – Click ‘Add Template’



1 – Fill in a name and choose a Template Type

2 – Fill in the email body using the valid keywords on the right



Q & A


ExercisesExercises



Workflow Management


Other Settings

Exercises


Exercise 1Organizational HierarchyExercise 1Organizational Hierarchy

Create following Organizational Hierarchy Corporate

Sales – Organization ID: SAL Technology – Organization ID: TEC Finance – Organization ID: FIN

Choose Monthly analysis type and create a portfolio from 1/1/2005 – 1/1/2010

Make sure that Projects and Applications are automatically assigned an ID of the following format: {YY}{MM}{DD}{ORG}{N3}


Exercise 2User TypesExercise 2User Types

Create following User Types Project Manager Project Sponsor Portfolio Analyst

Assign the appropriate user rights Make sure that Project Manager and Project Sponsor can

approve a specific project on which he is assigned Make sure that Portfolio Analyst can approve all projects and

can use the Optimizer and Planner

Create and assign at least 1 user to each group


Exercise 2User TypesExercise 2User Types

Possible Solution


Exercise 3WorkflowExercise 3Workflow

Legend

Manual AdvanceApproved – Automatic Advance

Information Locked

Information Unlocked

Rejected – Automatic Retreat

ProjSponsor

Proj

Sponsor

ProjectInitiation

ProjectSponsorReview

ProjectReviewed

ProjectSelected

ProjectImplementation

ProjectDetailedPlanning

ProjectCompleted

ProjectRejected

PM PM

ProjectOn Hold

ProjectCancelled

Create

ProjectPlanningReview

ProjectPlanning

Completed

PMAnalyst Analyst

Proj

Sponsor

Select Plan Manage

Create following workflow Create one notification per workflow step Create one email template per notification

PM PM



Create lifecycles in the optimal order Use automatic or manual steps where appropriate Use your own judgment which specific tabs to lock/unlock at

each lifecycle and whether to show yearly or monthly numbers

Use your own judgment to decide where the final approval points should take place and where to trigger the Workflow Processes

Create automatic links to the optimizer selected and rejected stages



Possible Solution



Possible Solution



Possible Solution



Possible Solution



Possible Solution



Possible Solution



Possible Solution Lock Business Case as from ‘Project Planning Completed’ Show Tracking and Status tabs as from ‘Project

Implementation’ Use ‘Transition to Approved’ when reaching ‘Project Planning

Completed’ step Use Verify actions on ‘Project Initiation’ and ‘Project Detailed

Planning’ Link ‘Project Selected’ and ‘Project Rejected’ to the optimizer


Exercise 4Financial ManagementExercise 4Financial Management

Create following Project Cost Structure Direct Cost

Software Hardware Labor

Indirect Cost

Create following Application Cost Structure Total Cost of Ownership

Application Cost Hardware Cost Transformation Cost: linked to the Project ‘Direct Cost’

Make sure the cost trees are assigned to all levels of the organizational hierarchy


Exercise 5Survey ManagementExercise 5Survey Management

Create a Project Risk Survey Categories / Questions

Investment Risk

—How long does the implementation last?

—Certainty of business requirements over five years

—What is the initial cost of investment? Technical Risk

—The degree to which the investment meets existing and future architecture standards

—Level of experience with the technology

—Availability of hardware and software to meet the needs of the investment