Portfolio Core Data MOD009E64

Introduction

• Planning → Portfolios panel → Click on the ID of the required portfolio → Portfolio panel → Portfolio Core Data

Information

• In this module

  • the portfolio data and key parameters of a portfolio are created, edited, and maintained,

  • stakeholders are added to the portfolio,

  • portfolios can be deleted,

  • planning objects are added to the portfolio,

  • planning objects are removed from the portfolio.

Create Portfolio

Procedure

• The creation process can be initiated from various modules using the New Portfolio button or the plus button in the user menu.

• This opens the empty New Portfolio creation module, in which the most important portfolio data is entered (Portfolio Title, Portfolio Manager, etc.).

  • When the portfolio is created, the logged on user is entered as manager by default.

• Confirm the entries with Create.

• Then, the empty Portfolio Cora Data module opens within more portfolio data can be entered.

• Select the required cost center in the Cost center field to enable portfolio access control (multi-client capability).

• Save.

Title bar

Delete Portfolio

Procedure

• Click on the options menu in the title bar of the proposal panel, and then select Delete Portfolio.

• Confirm the Do you really want to delete this portfolio? Question with Yes.

Portfolio header

Mark Portfolio as a "Favorite"

Information

• Projects which are marked as favorites are displayed at the top of the user menu in the Favorites area of the logged-on user. This allows quick access to projects from the menu without having to navigate.

Procedure

• Click on the blue star symbol directly next to the header bar. The star turns yellow and the portfolio is thus turned into a favorite.

Change or delete portfolio image

Information

• The portfolio image is displayed to the right of the portfolio core data.

• When you create a portfolio, the image which is defined as standard image for portfolios in the Global Settings is automatically inserted.

Stakeholder Area

Information

• In this area, stakeholders can be assigned to or deleted from the portfolio.

• You can select

  • resources with multi-project manager or multi-portfolio manager or multi-project/request manager rights

  • or resources which possess the Management role.

Add Stakeholder

• Assign a new stakeholder to the portfolio

  • either via a dialog module

    • to do so, click on the Assign Stakeholder button.

      • Select the desired people by activating the corresponding checkbox and click the Assign Selected button in the Assign Stakeholder to Portfolio module.

  • or via listbox selection directly in the new record.

    • To do so, right-click on the Stakeholder area or on the record of an already assigned stakeholder.

    • Select Insert → Stakeholder from the context menu.

    • Select stakeholder from the listbox in the new record.

• Define the Role of the newly assigned Stakeholder Area in the portfolio.

• Enter a Comment if necessary.

• Save.

Remove Stakeholder

• Select the record of the required stakeholder and

• delete the record via the Delete selected items button in the action bar.

  • Alternatively, right-click the desired planning object and remove it using the Delete command in the context menu.

Cost Type Groups

Information

• By activating/deactivating the Active in portfolio checkbox, the portfolio manager can define individually which cost type groups are relevant for his/her portfolio.

• The selection made here influences the display of costs and effort in the Budget and Status modules.

Quality Gates

Information

• In the Active template listbox of the Quality Gates data area, a Quality Gate template is selected for the opened portfolio. It contains one or more defined quality gates which can be copied to the planning objects of the portfolio and then serve as a control device to the portfolio manager for the monitoring of the planning object progress.

• The selected template will be valid for all planning objects of the portfolio to which quality gates are copied.

Details

• Templates are copied and pasted into the planning objects

  • either automatically upon assignment of a planning object to the portfolio. For this purpose you have to activate the Copy QG template automatically parameter in the Portfolio Core Data module.

  • or manually in the Quality Gates module.

• Quality Gate templates are created in the Quality Gate Templates module.

Notes

• If the quality gate template has already been assigned to a planning object, it can no longer be exchanged portfolio-wide or be removed from the portfolio.

  • When trying to select a new template from the Active template listbox or delete the selected one, the following message is displayed: The selected template is used in one of the planning objects assigned to the portfolio. To select a new template, please delete the corresponding quality gates first.

• It is not possible to assign a template to a portfolio if at least one planning object is assigned to another portfolio which uses another template. A message with a list of the projects in question is displayed.

Planning Objects

Information

• In this area, all planning objects assigned to the portfolio are listed. The listed planning objects are displayed in groups.

• New planning objects can be assigned to the portfolio here and existing assignments can be deleted.

Details

• By clicking on the link on the ID of a planning object, the Project (Idea, Proposal, Program) panel with the respective planning object will be opened.

• The estimate for a planning object can be adjusted by the portfolio manager in the Planning Object Status and Status modules via the » button.

Note

• Estimates and comments of the portfolio manager are only visible in the modules of the portfolio and have no effect on the planning objects.

Assign planning objects to the portfolio

Procedure

• Click on the Assign planning object(s) button.

  • The Assign Planning Objects to the Portfolio module will be opened.

  • Activate the respective checkboxes and click on the Assign selected objects button to assign one or several planning objects from the list to the portfolio.

  • Save.

Note

• If a quality gate template has already been selected for the required portfolio, it is checked upon assignment of the planning objects whether at least one of the planning objects is already contained in another portfolio which uses another quality gate template. In this case, assignment is not possible. A message with a list of the planning objects and portfolios in question is displayed.

Remove Planning Object from Portfolio

Procedure

• Select the required planning object and

• click on the Delete selected item button in the action bar, or

• right-click on the required planning object and

• select the Delete command from the context menu.

• Save.