Portfolio Master Data
Information
Portfolio master data form the basis for the creation and administration of portfolios.
Evaluation criteria and risk checklists are some of the most important portfolio master data.
The evaluation of criteria and risks is of fundamental importance for the planning of ideas, proposals, and projects.
Project applicants who want to get a project on the way check upfront whether the ideas and proposals are consistent with the strategic objectives of the company.
Objective Evaluation Criteria
Information
With the help of objective evaluation criteria, project applicants estimate the expected gross profit of ideas, proposals, and projects in the company.
Every employee can request projects, however, this is often done by the project managers.
Create and Weight Objective Evaluation Criteria
Information
Objective evaluation criteria are created for each company area.
Criteria can be categorized within areas.
Procedure
Log in to the system with the user of the portfolio manager, here R70.
Open Portfolio Master Data in the user menu via Portfolio Management → Administration.
The Objective Evaluation Criteria module is focused.
Select an area
Insert an empty line by clicking on the Insert area button.
Select the required area from the listbox in the Area field and save.
Select a group
Insert an empty line at area level by clicking on the
Insert group button.
Select the required group from the listbox in the Group field and save.
Insert evaluation criterion
Insert an empty line by clicking on the
Insert evaluation criterion button on area level.
Enter a criterion name and save.
You can release the evaluation criterion by activating the checkbox in the Approval field.
Only the released objectives are considered when the objective contribution is evaluated.
Note
In this module, areas and groups are only selected in order to be used to outline objective evaluation criteria. The areas are created in the Portfolio Listbox Values module.
Risk Checklists
Information
With the help of risk checklists, project managers can evaluate the risks of projects, ideas, or proposals.
Individual checklist items are formulated in the form of queries.
Create and Edit Risk Checklist
Information
Checklists are created for each area.
Queries can be categorized within areas.
Procedure
In order to create and edit the risk checklists, proceed in the same way as shown in Create and Weight Evaluation Criteria. The creation is done in the Risk Checklist module.
Note
In this module you can only select areas and categories and use them to structure risk queries. The areas are created in the Portfolio Listbox Values module.
Quality Gates
Information
Quality gates are so called controlling elements which serve as a bridge between portfolio management and project management.
Quality gates, having a functionality similar to gates or master milestones, serve to make the project implementation phase more transparent by means of date bound "section checks".
Create Quality Gate Templates
Information
In the Quality Gate Templates module, templates are created which can be selected for individual portfolios and which then apply to all planning objects of these portfolios.
Procedure
Logged in as portfolio manager (here: R70), open Portfolio Master Data in the user menu via Portfolio Management → Administration.
Activate the Quality Gate Templates module.
Click on the Create template button in the module header.
Allocate a name, in this case "QG Template 3".
As a result, the ID of the template is generated automatically.
Right-click on the template record and select Insert → Quality gate in the context menu to create the new quality gate record.
Enter a quality gate name in the Name field, here "Report after creation of concept".
Define the position of the quality gate in the template by the value in the Quality gate field.
Define the reference points for the calculation of the quality gate date:
Select the project start type from which to start calculating the quality gate end date in the Start field ("Calculated start").
Determine the time interval between the project start and the quality gate date by entering the required number of days in the Time interval field ("14 d").
As a result, the scheduling of the quality gates is dynamical and dependent on the dates of the respective project as soon as the quality gates have been included in the project. If required, the portfolio manager can subsequently change the calculated dates. Please refer to the Quality Gate Templates module description for further details on the scheduling of quality gates.
Right click on the quality gate record and in the context menu, select the option Insert → Todo item to create a new todo item record for the quality gate.
Allocate the Todo item name, here: "Adjust all remaining effort".
Enter a position number in the Todo item field, here: "1".
Select the entry Medium in the Priority field for the newly created todo item.
The field is a mandatory field and defines the importance of the todo item for the achievement of the quality gate.
Assign the todo item to the Planning category.
The dates of the todo items correspond to the dates of the quality gates and are calculated when applying the template to a particular project. The portfolio manager can change them manually afterwards.
Create further quality gates and todo items as follows:
