Working with Portfolio Management

•About the Portfolio Dashboard

•Getting Started in the Portfolio Workspace

About the Portfolio Dashboard

When you log in to the Service Desk Console as a Portfolio Manager, the system automatically displays the Portfolio dashboard. The dashboard contains an overview of all your portfolios and their associated projects. The dashboard parts are:

•Project Health (in My Portfolio): Displays a color coded status of the health, schedule, and budget for all projects in the portfolio.

•Project Assessment (in My Portfolio): Displays all of the projects associated with your portfolios and provides an overview of escalations, issues, risks, and status for all projects. Also lists the project owner and due date. You can change the order of the columns.

•Active Projects On Time & On Budget: Displays a pie chart of active projects on time and on budget vs projects not on time and on budget.

•% of Allocated Budget Remaining: Displays the projects, and provides a bar for each active project to display the percentage of the remaining budget.

The Portfolio Manager can access the following workspaces:

•Portfolio workspace: You can create new portfolios and add projects to the portfolios from this workspace.

•Project workspace: You can create new projects using this workspace. For more information, refer to Accessing the Project Workspace.

As a Portfolio Manager you can do the following:

•Quickly view the status of a portfolio.

•View the details of a project.

•Link projects to your portfolio.

•Create journal entries.

•Change information for phases (such as changing the status to on hold or active).

•Open and manage risks for the portfolio.

•Open and manage issues for the portfolio.

•Attach documents to the portfolio.

•Manage budgets and track costs.

Getting Started in the Portfolio Workspace

When you have completed setting up a new portfolio you can go to the Portfolio dashboard, to view it.

Follow these steps to create a portfolio:

1.Log in to the application as a Portfolio Manager.

2.Open the Portfolio workspace. The system displays a list of portfolios.

3.Do one of the following:

•To view or edit an existing portfolio, open a portfolio.

•To create a new portfolio, click New Portfolio.

4.Enter or update information on the Overview section. Refer to Adding Information in the Overview Section.

5.Enter or update information where required in the tabs listed below.

6.Click Save.

This is the main section where you enter basic details for the portfolio. When complete you can save the record and return later to add additional information in the tabbed sections.

Field Description
Name

The name of the portfolio. Enter a unique name.
Summary A description of the projects or the goals of this portfolio.

Owner

The owner name is automatically entered based on login but can be changed by entering a different name or selecting a name from the search list.

Sponsor

The name of the corporate sponsor for the portfolio.

Status

The status of the portfolio. Select a status from the list.. The choices are Initial, Active, Cancelled or On Hold. The default status is Initial when the portfolio is created, once changed you cannot revert to Initial. If Cancelled is selected, the portfolio record is locked and cannot be edited.

Primary Strategic Objective

Click on the magnifying glass to select a strategic objective for the portfolio if required. If a suitable strategic objective is not available, you can create a new one in the Strategic Objective workspace.

Major Portfolio

If you have a very large organization, you can nest this portfolio under a Major Portfolio. Select a portfolio you want to assign as the Major Portfolio. If this portfolio has an associated budget, it gets automatically linked to the Major Portfolio.
Start Date/End Date The start and end dates for all projects that are a part of this portfolio. This factors into the portfolio being on schedule or on track.

Use the Details tab to add health information for the portfolio, and to view current effort information for the portfolio.

In the Health section:

Field Description
Schedule

Select the current schedule status from the drop-down menu, which can be On Track, At Risk or Off Track.
Portfolio Select the current portfolio status from the drop-down menu, which can be On Track, At Risk or Off Track.

Budget

Select the current portfolio budget status from the drop-down menu, which can be On Track, At Risk or Off Track.

Fields in the Effort section are updated automatically from other sources, such as projects linked to the portfolio.

Use this tab to link existing projects to the portfolio. You can link one or more projects as required. For more information on projects, refer to Working with Project Management.

Do any of the following in this tab:

•To open a high-level overview of the project, select it and double-click to open it.

•To link a project to this portfolio, click Link. The system displays a list of projects. Select one and click Select.

•To remove a project from the portfolio, select the project and click Unlink.

•To open the Project page for a project, select the project and click Go to.

Do any of the following in this tab:

•To open a high-level overview of the budget to view or edit, select it and double-click to open it.

•To link a budget to this portfolio, click Link. The system displays a list of budgets. select one and click Select.

•To remove a budget from the portfolio, select the budget and click Unlink.

•To open the Portfolio Budget Plan page to view or edit, select the budget and click Go to. You can edit additional details for the budget in this view.

•To create a new portfolio budget, click New Budget and enter details for the new portfolio budget. You can also create a new portfolio budget from the Portfolio Budget Plan workspace, refer to Creating a Portfolio Budget Plan.

Do any of the following in this tab:

•To open a high-level overview of the risk to view or edit, select it and double-click to open it.

•To open the Risk page to view or edit, click Go to. You can edit additional details for the risk in this view.

•To link a risk to this portfolio, click Link. The system displays a list of risks. Select one and click Select.

•To remove a risk from the portfolio, select the risk and click Unlink.

•New risks can be added from the Risk workspace.

An issue record contains details of any issues associated with the portfolio, including the owner, description, severity, target and actual resolution date, escalation details and journals.

Do any of the following in this tab:

•To open a high-level overview of the issue to view or edit, select it and double-click to open it.

•To open the Issue page to view or edit, click Go to. You can edit additional details for the issue in this workspace.

•To create a new issue, click New Issue and enter the details. Once created, you can make further edits and enter additional details by opening the issue using the Go to button to open the full record, or opening the issue from the Issue workspace.

Stakeholders are employees that you can link to the portfolio.

•To link a stakeholder to this portfolio, click Link. The system displays a list of employees. Select one and click Select.

•To remove a stakeholder from the portfolio, select the entry and click Unlink.

•To open the stakeholder Employee page, click Go to. You can view additional details for the employee in this view.

You can add additional strategic objectives to the portfolio. These are additional to the primary strategic objective, which is set in the Primary Strategic Objective field in the Overview section.

•To link an additional strategic objective to this portfolio, click Link. The system displays a list of strategic objectives. Select one and click Select. Do not select the same strategic objective as the one you have selected in the Primary Strategic Objective field in the Overview section.

•To remove an additional strategic objective from the portfolio, select the entry and click Unlink.

•To open the entry in Strategic Objective page, click Go to. You can view additional details for the strategic objective in this view.

Refer to Working With Attachments and URLs.

You can add emails and notes in the Journals tab.

To open an existing email or note, select it, and then click Go to.

To add an email:

1.Click New Record Menu and select New Email.

2.Enter the details in the New Email window, and then click Save.

To add a note:

1.Click New Record Menu and select New Notes.

2.Enter the details in the New Notes window, and then click Save.