project and portfolio management training

Digité Enterprise

Confidential | August 2011| Copyright 2011, Digité Inc.

Digité Project Portfolio ManagementTraining

Digité Project Portfolio Management| Confidential 2

Target Audience

Pre-requisites

Training Goals

• Digité PPM- Introduction• Digité PPM - Working

Digité PPM

Summary

Contents


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.

The module will be available to all Digité Users having access to Project Portfolio Management module by way of UCP.

Target Audience


Digité Overview Training Resource Management training Eform Configuration Digité Sandbox Environment URL For Hands-On session User Account Setup in the above sandbox environment Basic understanding of Dashboards components.

Note :- 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.

For external interfaces like Microsoft® Project, Microsoft® Outlook®, Eclipse, etc., a plug-in needs to be installed on respective client.

Training Pre-Requisites

Note :- 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. For external interfaces like MS Project, MS Outlook, Eclipse, etc, a plug-in needs to be installed on respective

client.


PPM Training Goals

By the end of this presentation, you should be able to understand the concept of Project Portfolio Management within Digité enterprise

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.

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.

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.

Digité Enterprise


Project Portfolio Management


Digité Project Portfolio Management (PPM)

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.

The scope of PPM is :

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.


Representation of Digité Project Portfolio Management

Defining Objectives & Parameters

Template Setup (Optional)

Defining Portfolio (with or without a

template)

Defining Analysis Cycle

Portfolio Dashboard – Score Chart,

Analysis Maps and Resource What-If.

Reports


Defining an Objective is the preliminary step to setting up a portfolio. Digité PPM lets you define high level objectives, which primarily

consist of logical sets of similar parameters used to measure the Portfolio performance.

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: Attributes – For selecting Project Attributes List of Values – For adding customized values and Response Details Measured - For attributes based on cost/price parameters Derived - For attributes derived based on dashboard metrics

Defining Objectives & Parameters


Defining an Objective

Click the icon to create an Objective and define it.


Defining Parameters

Define the Parameters of the Objective and specify the default weight age to be assigned , applicable forCriteria, correct Parameter Type and Response Details.

Copies Parameters across the same Objective type and moves Parameters from one Objective to another

Click the icon to Create Parameter.


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.

Defining a template is not mandatory as portfolio can also be created without applying a template.

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.

Defining Template


Defining Score Chart Template

Standard criteria defined in the template like the Score chart and analysis maps are inherited in the portfolio on applying the template in which they have been predefined.

Click icon to add a new template.


Portfolio Score chart Template

Include the Objectives - Parameters and give weighted scores such that the sum of weightages for Parameters and the Objective(s) add to 100%.

Select the Objective and this will include the all the Parameters in that Objective too. Similarly you can select Multiple Objectives and Parameters to add to the Score Chart.

Click icon to edit the Score chart template.


Portfolio Analysis Map

Analysis maps are defined in the template by specifying the name, selecting the chart type and the axis or angle values.Click Analysis Map and add icon to createnew Analysis Maps in the template.


Portfolio List

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.

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.

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.


You can use an existing Portfolio from the listing in Portfolio List Screen or define a new Portfolio.

Portfolio List

Click to create a new Portfolio based on:• Type of projects for overall/individual Investments, • Defining of the team of resources identified to work for the Portfolio,• Analysis maps, • Score chart template, etc.


Portfolio Investments

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.

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 .


Portfolio Analysis Team

Resources who have access to the Portfolio module through Organization roles assigned to user will be reflected in the listing for Analysis team.


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.

Based on the analysis data of the cycle analysis over various parameters, you can make decisions and compare different Analysis Cycles.

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.

Analysis Cycle


Defining an Analysis Cycle

Click icon to define a new Analysis Cycle.

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.


Portfolio Analysis Cycle Details

The Investment, Analysis Team, Analysis Maps, and Workflow should be selected for inclusion in the specific Analysis cycle.

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.


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.

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

Additionally you can judge Investments under approval, approve them and view their performance in the dashboard Analysis Maps.

Dashboard Score Chart


Dashboard Score Chart

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

Select Actual Value/Response to have respective values Populated in the Score.


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.

Analysis maps display graphs representing data for selected portfolios and let you define multiple maps for comparing and analysis.

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.

Dashboard Analysis Maps


Dashboard Analysis Maps

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.

Select the Portfolio, Cycle and Filter and click Go to generate the Analysis Maps

To edit or make changes to the analysis maps or components click the edit icon.


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.

An accurate estimate about the Portfolio Demand, Total Demand, Capacity, Variance, etc can be derived from the Resource What-If graphical display.

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.

Resource What-If


Resource What-If

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 .

Portfolio Demand is the number of resources required role wise, as defined in the resource plans for each Investment of the portfolio.

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.

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 .

Actual Capacity is the total of actual resource count based on the Primary Project Role for the organization, and sub organizations if any.

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.

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

Select Portfolio, Cycle, specify start and end date, the duration i.e. monthly, quarterly or yearly, and select from the list of project roles.

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.

Approved Capacity is the capacity approved in the resource plan at organizational level.


Resource What-If Grid view

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.

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.


Resource What-If Graph view

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.

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)

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.


Portfolio Reports

Portfolio Reports display portfolio details and financial details in tabular format.


Project Portfolio Management module supports important functions from Organization administration and decision making view point, within Digité enterprise.

Project Portfolios evaluation and comparison are a key entity for measuring the performance in an organization.

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.

These modules assist the resource managers, project managers, and their teams to effectively manage projects and portfolios for optimal performance.

Summary

Digité Enterprise


Thank You

project and portfolio management training

Business

digit users

portfolio performance

optimum roi

way of ucp

training course

target audience