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1. Portfolio SetupPortfolio Manager

© 2018 Deloitte Consulting Pty Ltd. All rights reserved.

Create a Portfolio

ServiceNow PPM: Portfolio Management

Introduction

How to create a portfolio

The ServiceNow Portfolio Management application involves a set of

activities related to creating, monitoring & tracking a portfolio.

1. On the left hand panel, type in

‘portfolio’ to filter through the

menu options

2. Click on ‘Create New’ to create

a new portfolio

3. Fill out the form to create a

portfolio and add yourself as

the portfolio manager

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Click on the ‘star’ icon

to have this menu option in your ‘favourites’ tab

Tip

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Create a Portfolio


1. Enter Portfolio Name.

2. Enter Portfolio Description.

3. Add Portfolio Officers if applicable.

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Add / Update target value


Introduction

How to add / update a target value


activities related to creating, managing & tracking a portfolio.



menu options

2. Click on ‘Workbench’ to create

a new portfolio

3. Click on the relevant portfolio.

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Tip

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Add / Update target value


1. Select the correct fiscal year and verify the projects you need

to update is in the list

2. Click here to add / update target

3. Move to project initiation and planning process

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2. Project Selection and ConfirmationPortfolio Manager


Project Selection & Confirmation


Introduction

How to monitor portfolio





menu options


a new portfolio


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Tip

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1. Click here to select demands and projects.

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2. Click on the gear icon to include other fields in the list view

e.g. capex budget, opex budget and total budget.

3. Scroll to the right to validate whether project planned cost is

within total budget.

4. Validate whether all projects planned cost is within the

portfolio target.

5. Click on the checkbox to select the project for execution and

tracking.

6. Click on confirm to confirm all selected projects for execution

and tracking.

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Note: Following activities are to be performed after completion of

project initiation and project planning processes.

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3. Portfolio MonitoringPortfolio Manager


Monitor Portfolio


Introduction

How to track portfolio





menu options


a new portfolio


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Tip

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Monitor Portfolio


1. Click on track Portfolio.

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Monitor Portfolio


2. Click on Timeline View to track timelines.

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Monitor Portfolio

3. Click on Project KPI to track project KPIs.

4. Click on project name to validate project information

5. The out of box project status report would open up on clicking

in the project name.

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4. PSR ReportingPortfolio Manager


Generate PSR


Introduction

How to track portfolio





menu options

2. Click on ‘All’ to create a new

portfolio


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Click on the ‘star’ icon next to

the module name to have a

menu option in your ‘favourites’ tab

Tip

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Generate PSR


Click on the related link for ‘Portfolio Summary Report’ to open the

PSR report.

Note: Following activities are to be performed after completion of

project initiation, project planning and monitoring & review processes.


Generate PSR


Note: This is a system generated PSR report in your

browser’s tab. For printing or saving as pdf, click on Ctrl + P

and use the settings as demonstrated in the next slide.


Print PSR


1. Change to

‘Save as PDF’

or select your

company

printer

2. Set the layout

as ‘Portrait’

3. Make sure that

paper size is

A4

4. Set the margin

to ‘None’

5. Click on the

option for

‘Background

graphics’

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5. Using and Navigating ServiceNowProject / Program / Portfolio Manager


ServiceNow PPM Tip Sheet

Use the navigator to find all things related to projects, including how to create one.

1. Type project in the navigator search bar2. Click on “Workbench” to view all portfolios

(only accessible to the portfolio manager)3. Click on “Create New” to create a new

portfolio (only accessible to the portfolio manager)

4. Click on “All” to open all portfolios in a list view (only accessible to the portfolio manager)

5. Click on “Workbench” to view all programs (only accessible to the portfolio manager and program managers)

6. Click on “All” to open all programs in a list view (only accessible to the portfolio manager and program managers)

7. Click on “Project Workspace” to view all projects

8. Click on “Create New” to create a new project

9. Click on “All” to open all projects in a list view.

10. Click on templates to view project templates if any exist.

Introduction

ServiceNow Guidelines and help Tips



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The list view allows the user to search for a particular project/program/portfolio or see all the records that meet certain criteria.

From the list view, a user can:

1. Personalise which column information they see by clicking the gear icon which would open a new window and then adding or removing columns, and clicking “OK”.The default columns are Number, Project Name, Project manager, Portfolio, Planned start date, Planned date, Priority, State and Percent complete.

2. Right click on any column header to sort the list in ascending or descending order of that field value.

3. Group the list by the column’s field value.

4. Produce graphs

5. Export project/program/portfolio data list view to show all records and utilize the exported data for reporting

6. Click on a project number to open the project form.

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The list view allows the user to search for a particular project or see all the projects that meet certain criteria.

Adding filters:

1. From the drop down list the user can select the column that they wish to filter by, enter the value that it must equal, and then press “Enter” on the keyboard

or

2. Click on the funnel icon to expand the filter creation tool, build more complex filter conditions, and click “Run”

or

3. Click on the search icon, type the desired conditions into the columns, then press “Enter” on the keyboard

or

4. Right click on a value of any column with the desired value and either filter to only show this value using ‘Show Matching’ or filter to remove this value using ‘Filter Out’.

Filters can be added to the users Favourites menu by clicking and dragging the filter.

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Shortcut Explanation

Shift Select multiple sequential items in your list view by clicking and dragging,

e.g. calls, incidents, requests

Ctrl Select multiple items in your list view, e.g. calls, incidents, requests

Ctrl + Alt + G Activate global search field in top right hand corner

Ctrl + Alt + C Toggle application navigator (left hand pane)

Ctrl + Alt + F Activate application navigator search bar (left hand pane)

Wildcard Explanation Example

% Single character wildcard

search

te%t will find words such as ‘text’ or ‘test’

printer% will find results that start with

‘printer’ and %printer will find results that

end with printer

* Multiple character wildcard

search

pl*d will find words such as ‘planned’ or

‘placed’

*printer will find results that contain ‘printer’

= Equal to wildcard search =printer will find ‘printer’ only

!= Not equal to wildcard

search

!=printer will generate anything that is not

equal to ‘printer’

Search shortcuts Explanation Example

“ ” Exact phrase search containing

one or more words

“citrix problems”

Note: this ignores stop words

(at, the, in), punctuation and

wildcards

OR or vertical bar

symbol (|)

Search results that contain one

term or another

“email OR password”

“email | password”

AND Search results that contain all

terms listed

“email AND password”

“citrix AND internet AND laptop”

NOT or minus (-) or

exclamation mark (!)

Excludes results that contain

the term after the NOT search

“email NOT password”

“email !password”

“email –password”

Search shortcutsNote: these can only be used in global text search field, knowledge base search and list search for text

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