Project and Portfolio Management Training


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  • Welcome to Digité Enterprise Project Portfolio Management Training. In this presentation, you will learn how to create and manage project portfolios within Digité Enterprise.
  • The Pre-requisites for this training are :- You should have gone through ‘Digité Overview Training’ Resource Management training , Eform Configuration and Basic understanding of Dashboards components.You should have the URL for the Digité sandbox environmentYou should have an account in the above environment
  • By the end of this training, you should be able to understand the concept and implementation of Project Portfolio Management in Digité and use the PPM module to gauge the performance of project portfolios.
  • Let’s get started with the presentation.
  • Portfolio review, linking of business and IT strategies, planning and cost factors can be achieved using Digité PPM.
  • You start building a portfolio by defining its basic components. Define Objective(s), Parameters for the Objective(s), to setup your Portfolio.Define Templates (objectives and parameters can be added directly to the template) containing the attributes, list of values and scores, and Analysis.Define a new portfolio or use an existing one from portfolio list, and select the template to define the portfolio.Define Analysis cycles for Portfolio Analysis.Score chart and Analysis maps are used to generate the dashboard maps and Resource What-If displays the resource status.Reports for reporting, based on the portfolio data.
  • Measured & Derived parameters will not be available for requests as these values are derived from a project and are not a part of requests.
  • Click on the icon for creating a new objective, as displayed on screen and add in the details for the newly defined objective.
  • Copy Parameter copies Parameters across the same Objective type. Click the Copy Parameter, to copy and specify the source and target. Move To will move the parameter from one objective to another.The parameters can be categorized on the basis of alternatives available in the ‘Applicable For’ options.You can have Projects or Opportunities or Applications clubbed in one selection or Requests as the alternative option in Applicable For.Selection of both the options is also possible.On selection of Requests as the Applicable for type, Measured and Derived options in Parameter Type is not displayed as these are obtained from Projects.Selection of Projects/Opportunities/Applications and Requests will display only the common parameter types i.e. Attributes & List of Values.
  • This is an optional feature and not mandatory as a portfolio can be defined without inclusion of a template also.
  • Score chart Templates contain details about the Objectives that the portfolio is going to derive. To skip defining the template and save time when in a hurry, proceed directly to defining a portfolio.
  • The total of the Objectives and of all the parameters contained within each Objective should add to 100.You can define the Analysis Map after defining the Score chart template weightage.
  • You can add details like Name, a brief description, and select the chart type from the given options. These will be included in the template and be inherited by the Portfolio to which the template is applied.The following 4 chart types are available in Analysis Maps.Line chart to show the plotted peaks and dips on the graph which allow you to monitor and compare improvement and decline.Bar chart to compare data in a simple format consisting of rectangular bars, when the varieties to choose from are less.Bubble Chart when each plotted entity is defined in terms of three distinct numeric parameters. The entities displayed on a bubble chart can be compared in terms of their size as well as their relative positions with respect to each numeric axis. The area of the plot depends on the magnitude of a third numeric characteristic.Pie charts to do data comparison, consisting of a circle that is split into parts. Circles are divided into segments or categories which reflect the proportion of the variables in relation to the whole. Percentages are used to compare the segments, with the whole being equal to 100%.The Line Chart, Bar Chart, and the Pie Chart take Segments as Investments where as the Bubble Chart takes X-Coordinate, Y-Coordinate and the Size of the bubble.
  • To use an existing Portfolio, select the Portfolio from the list and click it to open the Portfolio details, including what the Portfolio is Applicable For and the Portfolio Template if any has been used while creating the Portfolio. Alternatively, define a new Portfolio by clicking on Create Portfolio icon.On saving the Portfolio details, the Details screen is displayed, where you can check and make editions to the Investment, Analysis Team, Analysis Map, Score chart Template and add Comments by clicking on the respective tabs.
  • In Investment, you can select from available projects for inclusion in the Portfolio by selecting the item and clicking Add, so that the selected item appears under Selected Projects / Request. You can confirm the selection by clicking View Selected Investments.
  • You can specify the resources to be included in the Analysis Team, or Add / Edit selected analysis team members by clicking Analysis Team tab.
  • Cycle analysis helps the viewer understand how the portfolio has performed over cycles. The cycles are monthly, quarterly, and yearly.
  • For a Investment under approval also you can, click the icon (in red) which is displayed beside the project name to indicate its under approval status, and approve the Investment from here itself. The Score chart view in Digité PPM module provides weighted score for the portfolio through the Objectives and Parameters used in portfolio analysis. This is accomplished by giving decisive ranks for the selected Portfolio Investment. The Score Chart will not be enabled for ranking and selecting user input in actual values for initiator or approver stages. Only in the Performer stage of the Workflow in Portfolio Analysis can the Score Chart be edited.Routing of the Work flow in Portfolio Analysis Cycle will be enabled only on completion of the Dashboard Score chart analysis. If Score chart analysis is not completed then the routing from performer to approver stage is not permitted in Portfolio Analysis Cycle.
  • You can filter items in the dashboard for getting the required type of graphical display and add or remove projects to be included for display in the maps through Project Filter or Add Analysis Component icons.
  • Select the Portfolio from the list of open Portfolios, which are accessible to the user, and the corresponding Analysis cycle , filter icon, for inclusion or exclusion of projects, applications, opportunities, or requests, the duration i.e. monthly, quarterly or yearly and the Project Role Filter to select from the list of project roles for the Resource What-If. The Resource plan will become inactive on movement of a Investment in time. To reactivate the work plan, you will have to access the Resource plan and activate it, to enable the resource plan.
  • This graph view of Resource What-If displays the Resources role wise for the selected time duration w.r.t the capacity in percentage, for the organization. X coordinate: Portfolio demand i.e. Number of resources required role wise, as defined in the resource plan, for each Investment of the portfolio for the specified duration (number of months)Y coordinate: The percentage value of actual capacity. The formula for determining the percentage value of Y coordinate is (Portfolio Demand/Actual Capacity) * 100. For example if the Portfolio Demand for Developer role is 2 and Actual Capacity is 4 then percentage value is (2/4) * 100 = 50. So 50% of the Actual Capacity is utilized in the portfolio.
  • Project Financial Summary report displays the financial details for the projects with different status. It displays details such as estimated hours, estimated cost, estimated price, actual time and many more for the selected Portfolio.Project Activity Scorecard Report displays a table of activity on Investments for selected Investments for the selected Portfolio.
  • With this, we have come to the end of this training. To summarize, we have seen the concept of project management and portfolio analysis. Efficient and accurate management of project portfolios and resources is the key to the success of any project and the organization on the whole.
  • Thank you for joining us for this training session.
  • Project and Portfolio Management Training

    1. 1. Digité Project Portfolio Management<br />Training<br />
    2. 2. Contents<br />
    3. 3. Target Audience<br /><ul><li>This training course is designed for executives who would be using Digité to measure portfolio performance, prioritize projects and resources with optimum ROI, and in charge of organizational growth strategy.
    4. 4. The module will be available to all Digité Users having access to Project Portfolio Management module by way of UCP.</li></li></ul><li>Training Pre-Requisites<br /><ul><li>Digité Overview Training
    5. 5. Resource Management training
    6. 6. Eform Configuration
    7. 7. Digité Sandbox Environment URL For Hands-On session
    8. 8. User Account Setup in the above sandbox environment
    9. 9. Basic understanding of Dashboards components.</li></ul>Note :-<br /><ul><li>The Digité application standard functionality is accessible using just a web browser. Currently, Internet Explorer® (IE) 8.0 & Firefox® 3.5.x are supported. Others browsers like Google Chrome, Safari®, etc.are not yet certified. No additional thin client needed.
    10. 10. For external interfaces like Microsoft® Project, Microsoft® Outlook®, Eclipse, etc., a plug-in needs to be installed on respective client.</li></ul>Note :-<br /><ul><li>Digité Application standard functionality is accessible using just a web browser. Currently, IE8 & Firefox 3.5.x are supported. Others browsers like Chrome, Safari, etc are not yet certified. No additional thin client is needed.
    11. 11. For external interfaces like MS Project, MS Outlook, Eclipse, etc, a plug-in needs to be installed on respective client.</li></li></ul><li>PPMTraining Goals<br />By the end of this presentation, you should be able to understand the concept <br />of Project Portfolio Management within Digité enterprise<br /><ul><li>Define Objectives and its Parameters, be able to build a template which might be used to create Portfolios ( template usage in portfolio being non mandatory)and be able to define Analysis Cycles.
    12. 12. Define Score Charts, their ranking and user defined values to enable generation of Analysis Maps. Score Charts can also be used to approve a project under approval to be included in Portfolio Analysis. These help in generation of Dashboard graphs through Analysis maps consisting of graphs of the selected analysis cycle and portfolio.
    13. 13. Generate Resource What-If graph and grid views to track the role wise resource capacity and other resource information as well as move projects in time and judge their impact on resource allocation.</li></li></ul><li>Project Portfolio Management<br />
    14. 14. DigitéProject Portfolio Management (PPM)<br /> Digité PPM provides real time insight about the information relevant to business process in terms of capacity utilization, demand analysis and resource availability. It enables examination of current or proposed projects based on numerous key characteristics and emulation of real life scenarios, and business strategy goals.<br />The scope of PPM is : <br /> To develop a “big picture” view and a in depth analysis, to allow sensible sorting, adding, and removing of items from the collection. This consistently aligns priorities, portfolios, business strategies, cost effectiveness, and tracks the actual resource demand and the capacity allocations to determine the optimal mix and sequencing of proposed projects.<br />
    15. 15. Representation of Digité Project Portfolio Management<br />
    16. 16. Defining Objectives & Parameters<br />Defining an Objective is the preliminary step to setting up a portfolio. <br /> Digité PPM lets you define high level objectives, which primarily consist of logical sets of similar parameters used to measure the Portfolio performance.<br />Parameters of the Objective are metrics on which the portfolios are analyzed. These Parameters can either be values derived from the project or values given during template creation. Parameters have 4 applicable for types with respective Response Details. They are:<br /><ul><li>Attributes – For selecting Project Attributes
    17. 17. List of Values – For adding customized values and Response Details
    18. 18. Measured - For attributes based on cost/price parameters
    19. 19. Derived - For attributes derived based on dashboard metrics</li></li></ul><li>Defining an Objective<br />Click the icon to create an <br />Objective and define it.<br />
    20. 20. Defining Parameters<br />Define the Parameters of the Objective and specify <br />the default weight age to be assigned , applicable for<br />Criteria, correct Parameter Type and Response Details.<br />Copies Parameters across the same Objective type and <br />moves Parameters from one Objective to another<br />Click the icon to<br /> Create Parameter.<br />
    21. 21. Defining Template<br />On including the template while defining a portfolio, all the standard features like score chart, analysis maps, etc of the template get inherited in the portfolio. <br />Defining a template is not mandatory as portfolio can also be created without applying a template. <br />You can define Objectives and Parameters directly into a template, which can be applied across multiple portfolios. Each selected Objective and its Parameters are given appropriate weight age, in the Score chart template.<br />
    22. 22. Defining Score Chart Template<br /> Standard criteria defined in the template like the Score <br />chart and analysis maps are inherited in the portfolio on <br />applying the template in which they have been predefined.<br />Click icon to add a new<br /> template.<br />
    23. 23. Portfolio Score chart Template<br />Select the Objective and this will include the all the Parameters <br />in that Objective too. Similarly you can select Multiple Objectives <br />and Parameters to add to the Score Chart.<br />Include the Objectives - Parameters and give weighted <br />scores such that the sum of weightages for Parameters <br />and the Objective(s) add to 100%.<br />Click icon to edit the <br />Score chart template.<br />
    24. 24. Portfolio Analysis Map<br />Analysis maps are defined in the template <br />by specifying the name, selecting the <br />chart type and the axis or angle values.<br />Click Analysis Map and add icon to create<br />new Analysis Maps in the template.<br />
    25. 25. Portfolio List<br />Portfolio contains all the information to be used for analysis. All the requirements gathering for defining an analysis cycle namely the score chart template, analysis maps, the Investments defining, can be done here.<br />Portfolios can be defined from scratch or predefined templates can be included, so that standard criteria in the template can be reused multiple times thus saving time lost in redefining.<br />Through portfolio, you can edit and define score chart, and analysis maps (other than those in included template), define the analysis Investments as well as the team who will be involved in the process.<br />
    26. 26. Portfolio List<br />Click to create a new Portfolio based on:<br /><ul><li>Type of projects for overall/individual Investments,
    27. 27. Defining of the team of resources identified to work for the Portfolio,
    28. 28. Analysis maps,
    29. 29. Score chart template, etc. </li></ul>You can use an existing Portfolio from <br />the listing in Portfolio List Screen or <br />define a new Portfolio. <br />
    30. 30. Portfolio Investments<br />Upon creating a portfolio, you get further options using which you can make editions to the Investment, Analysis Team, Analysis Map, Score chart Template and Comments in the Details screen for Portfolio .<br />All the Investments which are in Open state for the organization are listed in the available projects box. The Investments under approval are also listed with the projects.<br />
    31. 31. Portfolio Analysis Team<br />Resources who have access to the Portfolio module through Organization roles assigned to user will be reflected in the<br /> listing for Analysis team.<br />
    32. 32. Analysis Cycle<br />Cycle analysis helps understand how the portfolio has performed over the cycles. The cycles are monthly, quarterly and yearly. You have to include all components of the portfolio in the analysis Cycle to enable accurate analysis of the project portfolio.<br />Based on the analysis data of the cycle analysis over various parameters, you can make decisions and compare different Analysis Cycles.<br />Cycle Analysis is a snapshot of the portfolio view at various points in time. Only after defining the analysis cycle with the correct specifications, can you generate accurate analysis maps.<br />
    33. 33. Defining an Analysis Cycle<br />Creating the Analysis cycle includes adding Investment, Analysis Team, Analysis Maps, and Workflow which are defined in the portfolio also, for inclusion in the specific Analysis Cycle. <br /> Click icon to define a new Analysis Cycle.<br />
    34. 34. Portfolio Analysis Cycle Details<br />Define the workflow users and route to Performer stage as the dashboard Score Chart is available for editing only while it is in Performer stage.<br />The Investment, Analysis Team, Analysis Maps, and Workflow should be selected for inclusion in the specific Analysis cycle.<br />
    35. 35. Dashboard Score Chart<br />Dashboard Score chart provides weighted score for the portfolio through Objectives and Parameters used in portfolio analysis. This is accomplished by giving decisive ranks to the selected Portfolio Investments.<br />You get an overview of the values selected for the analysis and after inputting the applicable actual, the resultant analysis maps can be viewed for the portfolio <br />Additionally you can judge Investments under approval, approve them and view their performance in the dashboard Analysis Maps.<br />
    36. 36. Dashboard Score Chart<br />You can have an overview of all the values which have been selected for the Portfolio Analysis and after selection of the applicable actual value for the calculated scores, graphs are displayed in the Analysis Map screen<br />Select Actual Value/Response to have respective values Populated in the Score.<br />
    37. 37. Dashboard Analysis Maps<br />Dashboard Analysis Maps are used to review and track the status of projects across the organization and to compare multiple projects side-by-side to gauge performance. It can be used to view performance details of Project, Request, Opportunity and Application of a portfolio. <br />Analysis maps display graphs representing data for selected portfolios and let you define multiple maps for comparing and analysis.<br /> You have the added advantage of being able to define the filters and selection from available listing of Portfolios and Cycles from the dashboard. This helps to weigh the pros and cons of different combination mixes when displayed as analysis maps.<br />
    38. 38. Dashboard Analysis Maps<br />Analysis Maps are generated for the selected Portfolio and cycle in the dashboard, on specifying the Investments through the filter for the accessible list of open Portfolios, which contains at least one active/open Analysis Cycle.<br />Select the Portfolio, Cycle and Filter and click Go to generate the Analysis Maps<br />To edit or make changes to the analysis maps or components click the edit icon. <br />
    39. 39. Resource What-If<br />Through Resource What-If, you can view Resource forecasting, approve resource plans and check the allocation of resources in either Grid View or Graph View. <br />An accurate estimate about the Portfolio Demand, Total Demand, Capacity, Variance, etc can be derived from the Resource What-If graphical display.<br />You can also move a Investment forward or backward in time and check the impact it would have on the resource demand as well as check the resource plan and view the changes reflected in it and act upon it.<br />
    40. 40. Resource What-If<br />To view resource status at Organizational level, select the check box for Show Approved Capacity. This will display the approved capacity status at organization level as one of the rows of the grid view. This is not a mandatory field. <br />Variance is the difference in number of resources required role wise for the portfolio and number of resources remaining after taking into account the actual resource count and approved resource count based on their Primary Project Role. Variance = Total Demand - Remaining Capacity <br />Approved Capacity is the capacity approved in the resource plan at organizational level.<br />Remaining Capacity is the number of resources left after taking into account the actual resource count and approved resource count based on the Primary Project Role for the organization. Remaining capacity = Actual Capacity - Approved Capacity i.e. the capacity approved in the resource plan at organizational level.<br />Resource What-if gives information regarding the demand of resources based on the portfolio and other demands in the organization and the capacity of resources in the organization . <br />Portfolio Demand is the number of resources required role wise, as defined in the resource plans for each Investment of the portfolio.<br />Other Demand is the total number of resources role wise for all Investments, excluded in the portfolio but included in the organization. This also includes projects which have been un-selected from the portfolio using filters.<br />Total demand is the sum of resources required role wise, comprising of Investments in the portfolio and Investments excluded from the portfolio but belonging to the organization. Total Demand = Portfolio Demand + Other Demand .<br />Actual Capacity is the total of actual resource count based on the Primary Project Role for the organization, and sub organizations if any.<br />Select Portfolio, Cycle, specify start and end date, the duration i.e. monthly, quarterly or yearly, and select from the list of project roles. <br />
    41. 41. Resource What-If Grid view<br />Click on the clock icon to ‘Move Investment in Time’. Enter the number in the field and use the forward or backward arrow to move the particular Investment in time. The unit of time is dependent on the selection of ‘View’ on the ‘Resource What-If’ screen.<br />Digité provides the user with the ability to move the Investment ahead or back in time scale, which allows user to see the impact of such a movement on the project, and thereby allows the user, perform further analysis of the impact.  <br />
    42. 42. Resource What-If Graph view<br />X coordinate displays Portfolio demand i.e. Number of resources required role wise, as defined in the resource plan, for each Investment of the portfolio for the specified duration (number of months)<br />Y coordinate shows the percentage value of actual capacity. The formula for determining the percentage value of Y coordinate is (Portfolio Demand/Actual Capacity) * 100. <br />Resource What-if Chart view displays the Resources, role wise for the selected time duration w.r.t the capacity in percentage, for the organization. <br />
    43. 43. Portfolio Reports<br />Portfolio Reports display portfolio details and financial details in tabular format.<br />
    44. 44. Summary<br />ProjectPortfolio Management module supports important functions from Organization administration and decision making view point, within Digité enterprise. <br />Project Portfolios evaluation and comparison are a key entity for measuring the performance in an organization.<br />Digité allows defining Objectives & Parameters, template creation, creating new or using existing Portfolios with or without a template, defining Portfolio Analysis Cycles and dashboard components (Analysis maps, Score charts and Resource What-If), and providing detailed reports.<br />These modules assist the resource managers, project managers, and their teams to effectively manage projects and portfolios for optimal performance.<br />
    45. 45. Thank You<br />