Users Guide

for PlanView Enterprise

User's Guide for PlanView Enterprise 2005 Copyright 19992006 by PlanView, Inc. All rights reserved. This document may not, in whole or in part, be copied, photocopied, reproduced, translated, or reduced to any electronic medium or machine-readable form except as provided by prior written consent from PlanView, Inc. Every effort has been made to ensure the accuracy of this manual. However, PlanView, Inc. makes no warranties with respect to this documentation and disclaims any implied warranties of merchantability and fitness for a particular purpose. The information in this document is subject to change without notice. All examples with names, company names, or companies that appear in this manual are fictitious and do not refer to or portray, in name or substance, any actual names, companies, activities, or institutions. Any resemblance to any real person, company, activity, or institution is purely coincidental. PlanView is a registered trademark of PlanView, Inc. in the United States and other countries. Windows and Microsoft Project are trademarks of Microsoft Corporation. All other brand or product names are trademarks or registered trademarks of their respective companies. PlanView, Inc. 8300 N. Mopac, Suite 100 Austin, TX 78759 USA Web: www.planview.com www.planviewdirect.com WebFirst: support.planview.com U.S. Service Center: Phone: 512-346-8460 Fax: 512-346-9180 E-Mail: productsupport@planview.com European Service Center: Phone: ++49-721-9597-262 Fax: ++49-721-9597-222 E-Mail: support@planview.de Revised 2/21/06

Contents

Preface Conventions How to Get Help 1 PlanView Basics PlanView Features Starting PlanView PlanView Interface Navigating PlanView Searching for Information Printing or Exporting Data Exiting from PlanView PlanView Calendars Customizing PlanView Setting PlanViews Color Scheme Setting Login Defaults Defining Tab Layout Defining Content of Tabs and the User Menu Defining Your Preferences Changing Your Password Defining Tab Metrics Customizing Quick Links in the Main Menu Configuring the User Menu Defining a Portlets Appearance Collapsing or Expanding Portlets or Menu Items Configuring for Active X

9 9 10 11 11 16 17 45 46 47 48 48 51 51 52 53 54 55 61 62 67 69 72 73 73

Users and Tasks General User Tasks Resource Manager Tasks Project Manager Tasks Management Integration Center Tasks Working with Portfolios Relationship of Portfolios and Portlets Creating Portfolios Opening Portfolios Providing Access to Portfolios Updating Portfolios Deleting Portfolios Working with Portfolios in Manage Work Creating Work Requesting Work Opening Work Projects Providing Access to Projects Reviewing or Editing a Projects Attributes Checking Project Status Critical Path Processing Displaying a Gantt View of a Projects Schedule Including Baselines for a Project What-Ifs About Custom Fields Adding Information to Configured Screens Using New Project Templates Lifecycle Models Responding to a Lifecycle Notification Support Tickets Scripted Dialogs Documenting Your Work Working with Dashboards PlanViews Dashboards Your HomeView Dashboard Requests Dashboard Strategy Dashboard Organization Dashboard

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Work Dashboard Resources Dashboard Services Dashboard Assets Dashboard Editing Dashboard Watchlists or Portlets Adding an Image to a Dashboard 7 Financial Management A Look at Financial Management in PlanView Financial Models Selecting a Financial Model Working with Financial Templates Creating a Financial Plan Editing a Financial Plan Managing Ad Hoc Financial Plans for Projects Managing Financial Management Data for Services Managing Different Versions of a Financial Plan Shifting Financial Plans Scoping Work Associating Work with a Contract Building the Work Breakdown Structure Adding Work Items to a Project Resource Assignments Scheduling Resources Managing Information about Your Resources Managing Your Resources Workload Allocating Resources Directly to Work Reviewing Resources Allocating and Requirements Deleting an Allocation Include Finished Allocations Include Outside Filter Allocations Reviewing Your Resource Allocations Authorizing Resources Substituting Resources Requirements and Reservations (Soft-Booking) Searching for Resources

239 255 262 265 265 270 271 271 272 273 274 275 277 278 279 280 281 283 284 285 286 296 297 302 307 311 316 320 322 322 323 323 324 332 334 337

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Strategic Planning About the Strategic Planning Structure (SPS) Establishing a Strategic Plan Associating Work with Strategic Entities Organizational Planning Reviewing the Capacity of Your Organizations Resources Refreshing Organizational Capacity Key Differences of Strategic Planning and Organizational Planning Reviewing Work Investment Analysis Investment Analysis Overview Investment Analysis Scenarios Performing Investment Analysis Comparing Master Data with a Specific Scenarios Data Managing Services and Assets Defining Assets and Services Viewing Topology Diagrams to Understand Data Relationships Ordering from the Service Catalog Reviewing and Editing Assets Deleting Assets Reviewing and Editing a Services Data Deleting Services Adding Service Level Agreements Reviewing and Editing Agreements Deleting Agreements Configuring the Review Screens of Services, Assets, or Agreements Collaborating with Others Participating in Discussion Groups Using PlanViews Message Board Accessing eRooms from PlanView Reports Closing Work Entering the Status of Work Progressing Cycle Closing Project Work Cancel Project Work

339 340 341 357 359 360 361 362 362 364 364 368 387 418 419 421 427 434 435 448 449 458 459 464 473 474 475 475 487 489 494 503 504 511 511 513

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Archiving Work Updating Templates 16 Managing Customers, Contacts, and Contracts Managing Customers and Contacts Managing Contracts Managing Content Global and Template Content Areas Structures and Content Managing Content through the Review Content Screen Using PlanViews Version Control Deleting Content Files Security Searching for Content Files Microsoft Project Connector Checking In Project Data from Microsoft Project Checking Out Project Data through Microsoft Project Connector Checking Out a PlanView Resource Pool Viewing Your Microsoft Project Connector Report Managing Changes, Risks, and Issues Changes, Risks, and Issues Process Flow Issue Management Risk Management Change Management Creating a New Change, Risk, or Issue Reviewing CRI Information Transferring Issues to Changes or Risks Escalating Changes, Risks, or Issues Deleting Changes, Risks, or Issues Change, Risk, and Issue Details Notifications A Look at the Notification Action Categories Notifications Portlet Notifications Summary Screen Quick Guide to Displaying Notifications Displaying Notifications by Action Category Displaying Notifications by Topic

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Displaying All Notifications Responding to Notifications Configuring PlanView for Notifications Glossary Index

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Preface

PlanView Enterprise is a comprehensive IT management solution that:

Optimally balances the supply of IT resources with the business demands of your organization. It applies portfolio management disciplines to strategies, projects, and the delivery of business systems. Maximizes business value by applying portfolio management disciplines to strategies, projects, and the delivery of business services. Combines software with best practices, cultural adoption, and an active customer community to ensure success.

PlanView Enterprise includes the following products:

Project Portfolio Management (PPM), which provides the tools to effectively scope, plan, schedule, and manage projects and resources. Enterprise Portfolio Management (EPM), which lets you analyze and manage risks, prioritize strategies and use scenario planning to develop strategic processes, and prepare for organizational changes and uncertainties. Service Portfolio Management (SPM, which provides the tools that let you collect and manage the total cost of labor, software, hardware, infrastructure, and outsourcing involved in your organizations delivery of business systems. PlanView Process Delivery Center (PDC), which supports the designing and automating of processes throughout your organization.

Conventions

Keyboard commands are listed in bold small caps, such as ENTER. A plus sign between keys (such as CTRL+F2) means that you need to hold down the first key while pressing the second. Computer file names and paths, and URL addresses display in sans serif. Field names and screen options display in bold; links are underlined. PlanView also uses terms for various concepts within the application. You should understand these concepts before working with the system.

PlanView Tip!
PlanView Tips give helpful hints in using the system efficiently, as well as noting actions to avoid.

How to Get Help

The following list describes the different options you should explore if you need help using the PlanView application.

PlanView offers training for all users. Training guides are supplied for each course. These guides can be used to refresh processes learned during training. Browse the features of the Help system. Talk to your PVA, a valuable resource inside your organization, who will not only help you use the system, but will perform crucial behind-the-scenes work as well. PlanView offers product support through PlanView Direct (PVDirect). Use PVDirect to obtain quick-andeasy Web access to answers of frequently asked questions, PlanViews message boards, the latest documentation, and information about PlanViews on-line training. To access PVDirect, go to Error! Hyperlink reference not valid..

If you still have questions after exploring these different options, you may want to talk with a PlanView representative.

The Help System

PlanView uses HTML-based Help, which offers a quick way to find information, including field definitions and instructions for performing particular tasks. Each screen is linked with a help topic that offers instructions and insights into using the system. Many Help screens also include links which link to other Help topics or to more information about the current topic. Please keep in mind that PlanView is tailored to fit the needs of your organization. The examples you see may not match exactly what you see on your screen, but they will give you a good idea of how to use the product.
To Access the Help System

1.

Click Help on the PlanView toolbar, which is located at the top of the interface.

Searching for Help Topics

You can find information quickly by using the search feature, which lets you select a word or phrase that you want to search for. All Help topics associated with that word are listed, and you can select one to view. For example, to find out how to add a project, you could type add new project in the top box. The Help system then lists the topics that have the word add new project associated with them.
To Search for Help Information

1. 2.

If necessary, open the Help system by clicking Help. In the Search field, type the word or phrase for which you want to view a topic and then click . OR

. In the Search pane that appears, type the word or phrase for which you want to view a topic. Click Then click . A list of topics that contain words that most closely match the text you typed is displayed in the Search pane. 3. Click the topic you want to view. If necessary, use the scroll bar to view more topics. The Help system displays topics in the Topics pane.

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PlanView Basics

Before you start using PlanView, you should be familiar with PlanViews concepts and features, some basic PlanView tasks, and the applications interface and calendars. This chapter

provides an overview of PlanViews features, discusses PlanViews features, discusses starting PlanView, provides an overview of the PlanView interface, includes tips you may find helpful in navigating PlanView, provides information about searching for data in the PlanView database, discusses printing or exporting data from PlanView, discusses exiting from PlanView, and describes PlanViews calendars.

PlanView Features
Before you begin using PlanView, you should be familiar with features that let you view information, enter work, or plan work in PlanView.

Features that Let You View Information in PlanView

You view information in PlanView by using its tabs, HomeView, portfolios, and Dashboard features. Brief descriptions of each feature follow.

Tabs
The PlanView interface includes primary and secondary tabs that act as guides while you manage information. You select a primary tab to access either your HomeView or a portfolio. You select a secondary tab to specify the type of information you want to display.

HomeView
Your HomeView is similar to a Web Home page. It provides quick access to information and processes related to your unique needs for the role you fill in your organization. You may change the contents and layout of your HomeView to suit your preferences.

Portfolios
PlanViews portfolios provide access to database information you want to view, manage, or edit. There are Request, Strategic, Organizational, Work, and Resource portfolios, each of which displays data relevant to that type of portfolio. You access portfolios by clicking a primary tab.

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Some information in a portfolio is displayed in portlets, which are smaller sections of related information and functionality. The information displayed in a portfolio may include links to another screen with additional details for that information. The linked screen could be a drill-down on the current portlet, another portlet, another portfolio, or a report.

Dashboards
Dashboards quickly provide visual indicators for the health and status of a portfolio or a project. Dashboards are usually configured to display high-level graphical and Notifications portlets. Dashboard information may include links to another screen with additional details for that information. The linked screen could be a drill-down on the current portlet, another screen, another portfolio, or a report. In terms of Web components, PlanViews digital dashboards can be customized for your needs. PlanView provides a dashboard for your HomeView and each portfolio type. The content and layout of each dashboard can be customized.

Topology Diagrams
PlanView uses topology diagrams to help you visualize the components that make up the total cost, effort, and value of the business service that IT delivers. Topology diagrams show the relationship of a Service portfolios business services and the applications, key hardware, projects, support work, and other related assets required to deliver those services. By focusing on different elements of a topology diagram, business and IT leaders can examine the different relationships that affect the delivery and performance of IT services.

Features that Support Entering Work in PlanView

The following features may be used when you enter work in PlanView: Projects, Support Tickets, Requests, Standard Activities, Work Breakdown Structure (WBS), Custom Fields, Configured Screens, and Microsoft Project Connector. Brief descriptions of each feature follow.

Projects
In PlanView, projects help you schedule and organize planned work. Each project has a parent in the database. You can break projects down into one or more child-level items: Project, Phase, Task, Activity, etc. PlanView displays projects in green text on the timesheet and in the Manage Work main display, usually in the order of the planning structure of the database set by the planning manager.

Support Tickets
Use PlanViews Support Ticket feature to capture detailed technical, resolution, or accounting information about unplanned work, after it has been performed. You may also use support tickets to define a specific support task so that a user can be assigned to that work.

Requests
Requests let you separate the process of making a request from the decision of what kind of work is needed to fulfill the request. You or other users may issue requests that include a description of work that needs to be done and attributes that help track the work. PlanView can route requests to another user who is responsible for evaluating the work and responding to it in several ways, such as creating a project or support ticket.

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Standard Activities
Use PlanViews Standard Activities to represent non-project work or non-working time, such as vacation, training, sick leave, jury duty, etc.

Work Breakdown Structure

The WBS is a hierarchical grouping of project-planning entities. This hierarchy creates parent-and-child relationships. PlanView Tip!
Examples in this book use the following planning structure as a basis. Your organization will have its own unique structure. Division Department Project Phase Task Activity

Custom Fields
PlanView lets your organization create and configure custom fields that accept dates, currency, text, or effort values. Your PlanView Administrator (PVA) can add each field to configured screens.

Configured Screens
Your PVA may configure screens to define unique data-entry screens for your organization. These screens can contain fields for alternate structures, standard PlanView fields, and custom fields your organization defines.

Microsoft Project Connector

Microsoft Project Connector allows a bi-directional exchange of work and resource information between PlanView and Microsoft Project.

Service Catalog
In PlanView, IT can offer services available to all business units through a service catalog. This catalog lets users initialize new service requests that follow a consistent process, such as provisioning for a new employee, or moving hardware to a new location. The service catalog promotes the idea of employee self-serve because it lets users easily request services. PlanView routes these service catalog requests to the appropriate individuals, using automated workflows, for order fulfillment.

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Features that Support Planning Work in PlanView

The following features may be used when you enter work in PlanView: Resources, Resource Capacity, Allocation, Authorization, Schedules, Lifecycles, Financial Management, and Investment Analysis. Brief descriptions of each feature follow.

Resources
A resource is an entity that is assigned work. PlanView supports human and non-human resources. A human resource can report time and expenses on a PlanView timesheet.

Resource Capacity
PlanView can help you determine how many users are available for work and how much time they have.

Allocation
An allocation is the allotment of a specified amount of resource effort toward the completion of work effort that is planned.

Authorization
An authorization is a means of granting permission to a user to report time to unplanned work. This permission can be either open-ended or defined for a specific time period.

Schedules
You may schedule tasks and resources in PlanView to help you estimate and plan work that needs to be done. PlanView can quickly recalculate a schedule if its dates, tasks, or resources change.

Lifecycles
PlanViews Lifecycles feature lets you implement business practices that help make sure work you want completed is done. Lifecycles ensure that a projects key players are notified of the need to complete certain actions related to a projects initiation and the updating of a projects status throughout its work lifecycle. These actions include creating a project charter, changing the status of a project, creating a budget, approving such tasks, and so on. Lifecycles may be enabled separately on various types of entities: work, requests, tickets, strategies, assets, services, and agreements. In such cases, creation of a new entity (such as adding an asset) requires identifying the entity's lifecycle administrator if lifecycles are enabled. A lifecycle administrator is the user who will have the following responsibilities:

perform actions the process architect has defined as the responsibility of the lifecycle administrator, and perform other lifecycle actions escalated to the lifecycle administrator because the user assigned such actions in the lifecycle does not complete them. Your process architect marks which actions are escalated to the lifecycle administrator.

Your PVA defines which users are given the permissions needed to be a lifecycle administrator. If you have such permissions, PlanView automatically assigns you as a lifecycle administrator during the creation of a new entity. You may retain this responsibility or assign it to another user who has the proper permissions.

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Financial Management
Financial management includes the original estimated amount of time and costs needed to complete a work item. PlanView lets you define various financial-management elements, such as the time period and hierarchical structure with which an organizations finances are associated, and the accounts managed for those finances. PlanView can help you maintain different data sets that represent either successive revisions to your organizations finances, or comparison data of some other type such as actuals, revised forecasts, or last years finances.

Strategic Planning
Use strategic planning to make long range, top-down strategic plans based on your organizations overall missions and objectives. Strategic planning lets you drive high-level objectives and strategies into progressively more detailed components based on financial return, resource demands (labor, financial, or both), dates, and benefits.

Organizational Planning
Organizational planning is the evaluation of strategic plans based on an organizations capacity to deliver. Delivery capacity may be in terms of financials (such as Organizational Funding) or resource capacity (such as Organizational Resource Capacity). Capacity can be defined through the creation of organizational financial plans and the direct calculation of resource capacity.

Investment Analysis
Investment analysis determines if a proposed investment (such as a requested strategy or project) should become an approved investment. You perform investment analysis to help you decide whether an investment should be approved. Careful analysis of each request and how it meets your organizations strategic goals, budget, and other factors is crucial to ensure that good use is made of your organizations time and resources. When performing investment analysis in PlanView, you may run scenarios to model different sets of organizational planning or strategic planning decisions. Running scenarios helps you review the cost and benefits of different financial, resource, and schedule decisions. You may create a different mix of approved investments in each scenario for comparison. You can then review the different scenarios before approving an investment opportunity as an investment.

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Starting PlanView
PlanView software runs in Microsofts Internet Explorer. Its icon is typically installed on your desktop. If you do not have this browser, contact your PVA.
To Start PlanView

1. 2.

Start your Web browser. Enter the URL (Universal Resource Location) of your organizations PlanView software web page in the Address field to open PlanViews login screen. To use PlanView, you must log in by entering your PlanView database, User ID and password.

3.

If necessary, select the name of your Database from the drop-down list. You probably do not need to select a database because your organization will most likely have established a single database that PlanView displays as a default. If your organization does have multiple databases, you will need to select a database.

4.

Enter your Username and Password. PlanView may automatically display your username, which may be different from other login IDs you have. For security reasons, PlanView does not display your password as you enter it. If you do not have a username or password, contact your PVA.

5.

Click Login to log in. Otherwise, cancel the process by clicking your browsers Back button. If your system rejects your login information, try again. If you are still not successful, contact your PVA.

PlanView Tip!
While working in PlanView, the tasks you may perform, the screens and dialogs PlanView displays, and the options available on those screens and dialogs are affected by your user role. Your PVA defines your user role and its permissions, as discussed in the System Administration Guide.

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PlanView Interface
The PlanView interface includes the items identified in the following figure: Separate discussions on each item follow.

Figure 1 PlanView Interface Components

PlanView Toolbar
The PlanView toolbar includes buttons that you click to revisit PlanView screens, log out or exit from PlanView, or access PlanViews help or on-line community. The following figure describes these buttons.

Figure 2 PlanView Toolbar

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Navigation Toolbar
The Navigation toolbar includes buttons that you click to quickly go to different locations in your PlanView database. The following figure describes these buttons. As the figure indicates, the Navigation toolbar also displays information about your current location in PlanView. An underlined item name (such as the portfolio name in the following figure) indicates a link that you may click to access the item.

Figure 3 Navigation Toolbar

Main Menu
PlanViews main menu, which looks similar to the one in the following figure, contains commands and links to related areas of functionality (such as Portfolios). As summarized in the figure, you may collapse or expand items in the main menu. The content that PlanView displays on the main menu depends on whether you have PPM, EPM, or SPM installed on your system, which tabs are selected, and your role and permissions. In addition, PlanView does not display the main menu while some tabs are selected.

Figure 4 Main Menu

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The following table describes the menu items that become available while you perform the tasks discussed in this manual. The main menu also includes an Administrate item that administrators use to perform the configuration, setup, and administrative tasks discussed in the PlanView Administration Guide.
Main Menu Item Action Links Description Offers commands that let you perform tasks that add, modify, or view a portfolios content. The commands change from tab to tab, and they are relevant to the current primary tab. Offers commands that let you manage investment analysis scenarios, which is a snapshot taken when a portfolio is created. Lets you add and access links to frequently visited portfolios or projects. Each user may customize these links to suit their needs. Opens the Go To screen, which includes links to the portfolios and projects you may access. Offers commands that let you create and access portfolios. Opens the Content Management system, which provides access to links related to contracts, work, resources, or other structural information within the PlanView database. Offers commands that let you generate On-Demand Reports and Scoreboard-based reports. It also offers a command for creating and using a reporting extract to generate a Crystal Report. Lets you print PlanView data. This command also lets you export to Excel data, such as the information displayed in review screens, financial plan screens, and some reports. Offers commands that let you edit the color, content, and layout of the PlanView interface. Also includes the Download Manage Work command, which you should use only if your PVA instructs you to do so. This command configures PlanView for Active X.

Scenarios

Quick Links

Go To command

Portfolios Content command

Reports

Print & Export

Customize

PlanView Tip!
The Content command is not available to Information Access Users if they have the Work and Community tabs selected.

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User Menu
PlanViews user menu, which looks similar to the one shown in the following figure, includes the My Favorites, Global Links, and My Image menu items. My Favorites and Global Links include links that let you quickly access frequently used files or URLs. My Image lets you add a graphic to the user menu. As summarized in the following figure, PlanView lets you add, remove, and arrange items on the user menu. You may also expand and collapse menu items. For details on configuring your user menu, see the relevant discussions in the Customizing PlanView section of this manual.

Figure 5 User Menu

Shortcut Menus
Shortcut menus appear if you click some icons, links, Manage Work fields, and work listed in the Manage Work Title column. Shortcut menus provide functionality additional to that offered by the main menu, user menu, and toolbars. A shortcut menus options vary based on the screen that is active when you right-click. To select from a shortcut menu option, click the option. When a shortcut menu becomes available in Manage Work, the cursor changes to a mouse icon . In Manage Work, shortcut menus help you save the time and trouble of manually typing every entry. Whenever you are not sure what to enter in a field, move the cursor to the field and right-click for a list of choices.

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PlanView Tabs
Tabs are the main starting point for working in PlanView. They let you access information and PlanViews functionality. Tabs

give each user different ways to view work, resources, and strategies, display portfolio information based on a user ID, assigned role, and grants, and provide access to portlets, which are smaller sections of related information and functionality. Each tab contains portlets with specific information and links. Some portlets are available on more than one tab.

PlanView Tip!
Some tabs are available only in PPM, and other tabs are available only in EPM or SPM. In addition, your PVA can select Global Options and define permissions that cause PlanView to not display some tabs.

PlanView has primary tabs and secondary tabs. Each primary tab provides access to a different type of portfolio. Each secondary tab displays different information about the portfolios content. The following figure shows two views of a single portfolio. View A is an example of the portfolio information PlanView displays while the Work and Dashboard tabs are selected. View B is an example of the portfolio information PlanView displays while the Work and Community tabs are selected. As shown in the figure, PlanView displays a selected primary tab darker than other primary tabs, and it displays a selected secondary tab lighter than the other secondary tabs.

Figure 6 Two Views of the Same Portfolio

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The following table briefly describes each primary tabs purpose. This document includes separate discussions about each primary tab. The set of tabs and their content will be different for each role and may differ from organization to organization.
Primary Tab HomeView Provides Access to Your HomeView, which is your PlanView home page. It contains information and links specific to you as a user, such as your work, assignments, timesheet, and expenses. Request portfolios, which include information and links for requests and lifecycles. Strategic portfolios, which include information and links for a set of enterprise strategies that are useful for top-down strategic planning and performance monitoring. Organizational portfolios, which include information and links for a set of strategies and projects that you want to evaluate against your organizations resources. Work portfolios, which include status information about projects, such as their schedules, financial plans, and risks. The portfolio also includes information about the current work lifecycle or execution stage of different projects. Resource portfolios, which include information about the granted resources for which you can track assignments, skills breakdown, and utilization. These portfolios also provide data that lets you monitor which resources have available time or are overloaded. Service portfolios, which include information, links, and topology diagrams for a set of services that your organizations IT department provides to support business units. These portfolios help you manage the relationship between IT and your organizations business units. Asset portfolios, which include information, links, and topology diagrams about the software and hardware (such as computers, telephones, and other equipment) that support a business service provided by your organizations IT department. These portfolios help you manage the relationship between an asset and the services, other assets, or work that your PlanView database includes.

Requests Strategy

Organization

Work

Resources

Services

Assets

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As summarized in the following table, each primary tab is associated with a different set of secondary tabs. Some secondary tabs may be accessible from multiple primary tabs. In such cases, the information PlanView displays on a secondary tab varies depending on the selected primary tab. The sections that discuss the primary tabs include descriptions of each secondary tab. The table uses the following to identify the different tabs: HV = HomeView tab, Req = Requests tab, Strat = Strategy tab, Org = Organization tab, Work = Work tab, Res = Resources tab, Svc = Services tab, and Assets = Assets tab.
Primary Tabs Secondary Tabs Agreements Analysis Assignments Changes Community Dashboard eRoom Financial Management Issues Lifecycle Planning Progress Risks Scenarios Schedule Staffing Status Tickets Time and Billing Topology Utilization HV Req Strat Org Work Res Svc Assets

PlanView Tip!
Your access to tabs and portlets is based on settings that your PVA makes while configuring PlanView. In addition, your PVA may set up PlanView to let you control which portlets PlanView displays. For details, see Defining Content.

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PlanView Tip!
The eRoom tab is available if your PVA configured your user role for eRoom. When the eRoom tab is displayed, it replaces the Community tab on the Requests, Strategy, and Work primary tabs.

HomeView Tab
The HomeView tab and its secondary tabs help you manage information relevant to you (such as your projects, schedules, assignments, timesheets, and expenses). The HomeView tab provides access to the secondary tabs described in the following table.
Secondary Tab Dashboard Description Lets you place and arrange specially designed portlets that show summary or high-level information relevant to you, such as your projects, schedules, and so on. Displays information that lets you track your assignments. Provides options for adding, reviewing, and editing time-and-billing information for your allocated, authorized, and standard work.

Assignments Time and Billing

The following table lists the portlets and screens associated with the HomeView tabs secondary tabs. As the table indicates, the Time and Billing tab provides access to a screen rather than portlets. As discussed in Customizing PlanView, you may configure PlanView so that your HomeViews content and layout suit your work habits.
HomeView Primary Tab Secondary Tab Dashboard Portlets or Screens Asset Analysis Asset Bubble Asset Portfolio Bubble My Discussions My Scoreboard Document List My Scoreboard Documents Notifications Organizational Baseline Performance Organizational Portfolio Watchlist Portfolio Image Project Health Service Analysis Service Bubble Service Financial Plan Analysis Service Portfolio Bubble Strategic Baseline Performance Strategic Baseline Watchlist Work Portfolio Watchlist Work Watchlist

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HomeView Primary Tab Secondary Tab Assignments Portlets or Screens Notifications Portfolio Image Your Allocations Your Changes Your Issues Your Risk Time and Billing Enter Time and Billing Screen

The following figure is an example of some portlets PlanView can display while the Assignments tab is selected in your HomeView. You may access additional information relevant to you by clicking other HomeView secondary tabs.

Figure 7 Example Display while the HomeView and Assignments Tabs Are Selected

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Requests Tab
The Requests tab and its secondary tabs let you access information and links related to Request portfolios. The following table describes the secondary tabs you may access from the Requests tab.
Secondary Tab Dashboard Description Lets you place and arrange specially designed portlets that show summary or high-level information relevant to requests that are important to you. Displays information about requests classified by their status and of the status of the work items dispatched from those requests. Displays information about request lifecycles and provides options that help establish a lifecycle workflow. Provides options that let you participate in discussion groups and message boards. Lets you use PlanViews eRoom functionality, which provides access to the eRoom collaboration application. This tab replaces the Community tab, and it is available only if your PVA configured your user role for eRoom.

Status

Lifecycle

Community eRoom

The following table lists the secondary tabs and portlets associated with the Requests tab. The portlets and screens listed in the table help you work with pending, active, and denied requests. As discussed in Customizing PlanView, you may configure PlanView so that the tabs content and layout suit your work habits.
Requests Primary Tab Secondary Tab Dashboard Portlets Dispatch Speed My Scoreboard Document List Notifications Portfolio Image Request Disposition Request Volume Status Active Requests Closed Requests Denied Requests Dispatched Request Disposition Dispatched Requests New Requests Notifications Pending Requests Portfolio Image Withdrawn Requests

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Requests Primary Tab Secondary Tab Lifecycle Portlets Active Lifecycles Lifecycle Notifications All Users Notifications Portfolio Image Community Discussions Message Board OR Notifications Portfolio Image eRoom eRooms Notifications Portfolio Image

PlanView Tip!
By examining the above table, you may note that if your user role is configured for eRoom, the eRoom tab replaces the Community tab and the eRooms portlet is available instead of the Discussions and Message Board portlets.

The following figure is an example of some portlets PlanView can display while the Requests and Status tabs are selected. You may access additional request-related portlets by clicking the Requests tabs other secondary tabs.

Figure 8 Example Display while the Requests and Status Tabs Are Selected

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Strategy Tab
The Strategy tab and its secondary tabs let you access information and links related to Strategic portfolios. The following table describes the secondary tabs you may access from the Strategy tab.
Secondary Tab Dashboard Description Lets you place and arrange specially designed portlets that show summary or high-level information relevant to a strategic portfolios scenario and investment analysis data important to you. Displays information about strategic lifecycles and provides options that help establish a lifecycle workflow. Displays schedule information on the investments in a specific scenario within a strategic portfolio. This tab appears only if the portfolio is associated with an investment model that loads schedule information. Analysis Displays scenario and investment-level information to assist in performing scenario planning and investment analysis on a specific scenario within a Strategic portfolio. Compares scenarios within a strategic portfolio. Scenarios let you model different sets of investment decisions. Community eRoom Provides options that let you participate in discussion groups and message boards. Lets you use PlanViews eRoom functionality, which provides access to the eRoom collaboration application. This tab replaces the Community tab, and it is available only if your PVA configured your user role for eRoom.

Lifecycle

Schedule

Scenarios

The following table lists the secondary tabs and portlets associated with the Strategy tab. The portlets listed in the table help you work with data you use to conduct strategic planning and perform investment analysis. As discussed in Customizing PlanView, you may configure PlanView so that the tabs content and layout suit your work habits.
Strategy Primary Tab Secondary Tab Dashboard Portlets Effort Breakdown Financial Breakdown Investment Priority Matrix Investment Scoreboard Documents My Scoreboard Document List Notifications Portfolio Image Project Health Strategic Baseline Performance Strategic Portfolio Health

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Strategy Primary Tab Secondary Tab Lifecycle Portlets Active Lifecycles Lifecycle Notifications All Users Notifications Portfolio Image Schedule Accepted Investments Effort Breakdown Enterprise Milestones Financial Breakdown Investments in Analysis New Investments Notifications Portfolio Image Portfolio Schedule Resubmitted Investments Stale Investments Analysis Accepted Investments Effort Breakdown Financial Breakdown Investments in Analysis New Investments Notifications Portfolio Image Portfolio Measurements Resubmitted Investments Stale Investments Scenarios Attributes by Scenario Measurements by Scenario Notifications Portfolio Image Scenario Valuation

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Strategy Primary Tab Secondary Tab Community Portlets Content Discussions Message Board OR Portfolio Image Notifications eRoom Content eRooms Notifications Portfolio Image

PlanView Tip!
By examining the above table, you may note that if your user role is configured for eRoom, the eRoom tab replaces the Community tab and the eRooms portlet is available instead of the Discussions and Message Board portlets.

The following figure is an example of some portlets PlanView can display while the Strategy and Analysis tabs are selected. You may access additional strategy-related portlets and screens by clicking the Strategy tabs other secondary tabs.

Figure 9 Example Display while the Strategy and Analysis Tabs Are Selected

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Organization Tab
The Organization tab and its secondary tabs let you access information and links related to Organizational portfolios. The following table describes the secondary tabs you may access from the Organization tab.
Secondary Tab Dashboard Description Lets you place and arrange specially designed portlets that show summary or high-level information relevant to an Organizational portfolios scenario and investment analysis data important to you. Displays schedule information on the investments in a specific scenario within an Organizational portfolio. This tab appears only if the portfolio is associated with an investment model that loads schedule information. Analysis Displays scenario and investment-level information to assist in performing scenario planning and investment analysis on a specific scenario within an Organizational portfolio. Compares scenarios within an Organizational portfolio. Scenarios let you model different sets of investment decisions. Community Provides options that let you participate in discussion groups and message boards.

Schedule

Scenarios

The following table lists the secondary tabs and portlets associated with the Organization tab. The portlets and screen listed in the table help you work with data you organize while conducting strategic planning. As discussed in Customizing PlanView, you may configure PlanView so that the tabs content and layout suit your work habits.
Organization Primary Tab Secondary Tab Dashboard Portlets Effort Breakdown Financial Breakdown Investment Priority Matrix Investment Scoreboard Documents My Scoreboard Document List Notifications Organizational Baseline Performance Organizational Portfolio Health Portfolio Image Project Health

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Organization Primary Tab Secondary Tab Schedule Portlets Accepted Investments Effort Breakdown Enterprise Milestones Financial Breakdown Investments in Analysis New Investments Notifications Portfolio Image Portfolio Schedule Resubmitted Investments Stale Investments Analysis Accepted Investments Effort Breakdown Financial Breakdown Investments in Analysis New Investments Notifications Portfolio Image Portfolio Measurements Resubmitted Investments Stale Investments Scenarios Attributes by Scenario Measurements by Scenario Notifications Portfolio Image Scenario Valuation Community Content Discussions Message Board Portfolio Image Notifications

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The following figure is an example of some portlets PlanView can display while the Organization and Scenarios tabs are selected. You may access additional organizational portlets and screens by clicking the Organization tabs other secondary tabs.

Figure 10 Example Display while the Organization and Scenarios Tabs Are Selected

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Work Tab
The Work tab and its secondary tabs provide access to information and links associated with Work portfolios and their projects. The following table describes the secondary tabs you may access from the Work tab.
Secondary Tab Dashboard Description Lets you place and arrange specially designed portlets that show summary or highlevel information relevant to Work portfolios and projects important to you. Displays information about project and support ticket lifecycles and provides options that help establish a lifecycle workflow. Provides financial-management options for projects. Displays milestone information and schedule details for the projects in your current portfolio. Displays a projects staffing information. Lets you review and update the progress on your work. This includes data related to the time reported on your work, measurement of the percentage of work completed, slipped tasks, and allocations at risks. Provides options for adding and managing changes to work. Displays risk information for projects to which you are granted. Provides options for adding and managing issues associated with your work. Displays information about support tickets granted to your work. Data includes total tickets, number of active tickets, number of unassigned tickets, and number of tickets requiring attention. Provides options that let you participate in discussion groups and message boards. Lets you use PlanViews eRoom functionality, which provides access to the eRoom collaboration application. This tab replaces the Community tab, and it is available only if your PVA configured your user role for eRoom.

Lifecycle

Financial Management Schedule

Staffing Progress

Changes Risks Issues Tickets

Community eRoom

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The following table lists the secondary tabs, portlets, and screens associated with the Work tab. In the tables second column, an item is a portlet unless noted otherwise. The tables check marks indicate whether PlanView can display a portlet or screen while you are viewing a portfolios content or a projects content. The portlets and screens listed in the table help you work with the status information of projects, such as their schedules, budgets, and risks. These portlets and screens also help you work with data relevant to the current work lifecycle or execution stage of different projects. As discussed in Customizing PlanView, you may configure PlanView so that the tabs content and layout suit your work habits.
Work Primary Tab Secondary Tab Dashboard Portlets or Screens Benefit Analysis Execution Stage Financial Management Analysis FTE Profile Lifecycle Stage My Scoreboard Document List Notifications Performance Scoreboard Document Portfolio Image Project Health Work Portfolio Health Work Portfolio Health Detail Lifecycle Active Lifecycles Lifecycle Notifications All Users Notifications Portfolio Image Financial Management Financial Management Summary Screen Project Financial Summary Screen Portfolios Projects

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Work Primary Tab Secondary Tab Schedule Portlets or Screens Milestones Notifications Portfolio Image Portfolio Summary Projects in Portfolio Staffing Not Staffed Work Notifications Open Resource Requests Portfolio Image Portfolio Summary Projects in Portfolio Unfilled Requirements Progress Allocations at Risk Notifications Portfolio Image Portfolio Summary Projects in Portfolio Slipped Work Time Reported on Your Work Changes Risks Issues Tickets Changes Summary Screen Risk Summary Screen Issue Summary Screen Summary of Work with Support Tickets Screen Portfolios Projects

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Work Primary Tab Secondary Tab Community Portlets or Screens Content Discussions OR Message Board Notifications Portfolio Image eRoom Content eRooms Notifications Portfolio Image Portfolios Projects

PlanView Tip!
If you drill down within a Work portfolio to focus on a specific project, clicking the Lifecycle secondary tab displays the graphical Review Lifecycle screen rather than the portlets that are defined to be displayed in the portfolio. By examining the above table, you may note that if your user role is configured for eRoom, the eRoom tab replaces the Community tab and the eRooms portlet is available instead of the Discussions and Message Board portlets.

The following figure is an example of some portlets PlanView can display for a portfolio while the Work and Staffing tabs are selected. You may access additional portlets and screens relevant to Work portfolios and their projects by clicking the Work tabs other secondary tabs.

Figure 11 Example Display for a Portfolio while the Work and Staffing Tabs Are Selected

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Resources Tab
The Resources tab and its secondary tabs let you access information and links related to Resource portfolios. The following table describes the secondary tabs you may access from the Resources tab.
Secondary Tab Dashboard Description Lets you place and arrange specially designed portlets that show summary or highlevel information relevant to resources important to you. Displays data relevant to resource utilization, such as the free capacity of resources, overloaded resources, and the number of hours resources are scheduled to work during a specified time range. Lets you plan resources by reviewing open requests, unfilled requirements, and the resource attribute chart. Your resource grants determine which planning options you may access. Time and Billing Provides options for adding, reviewing, and editing time-and-billing information for the allocated, authorized, and standard work of your resources. Provides options for managing financial plans of resources. Provides options that let you participate in discussion groups and message boards.

Utilization

Planning

Financial Management Community

The following table lists the secondary tabs, portlets, and screens associated with the Resources tab. As the table indicates, the Financial Management tab provides access to a screen rather than portlets. The portlets and screens listed in the table help you work with information about the granted resources for which you can track assignments, skills breakdown, and utilization. You may also use the portlets to help you monitor which resources have available time or are overloaded. As discussed in Customizing PlanView, you may configure PlanView so that the tabs content and layout suit your work habits.
Resources Primary Tab Secondary Tab Dashboard Portlets or Screen Effort Analysis My Scoreboard Document List Notifications Portfolio Image Resource Scoreboard Documents Resource Utilization Utilization Analysis Utilization Free Capacity Graphical Profiles Summary Notifications Overloaded Resources Portfolio Image Resource Utilization

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Resources Primary Tab Secondary Tab Planning Portlets or Screen Notifications Open Resource Requests Portfolio Image Resource Attributes Unfilled Requirements Time and Billing Notifications Portfolio Image Timesheets Requiring Attention Financial Management Community Financial Management Summary Screen Content Discussions Message Board Notifications Portfolio Image

The following figure is an example of the information PlanView displays for a Resource portfolio in the Dashboard view. Any additional information in the portfolio is accessible through the Resources tabs other secondary tabs.

Figure 12 Example Display while the Resources and Utilization Tabs Are Selected

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Services Tab
The Services tab and its secondary tabs let you access information and links related to Service portfolios. The following table describes the secondary tabs you may access from the Services tab.
Secondary Tab Dashboard Description Lets you place and arrange specially designed portlets that show summary or highlevel information relevant to services important to you. Displays information about service lifecycles. Provides options for managing financial plans of services and the assets associated with those services. Displays a portfolios topology diagram, which shows the relationship of a Service portfolios business services and the assets, projects, and support work required to deliver those services. Displays information about services classified by their status. This tab can also be configured to include links to URLs that are important to you. Displays information about a services Business SLAs and Outsourced Service Contracts. A Business SLA is an agreement between IT and a business unit

Lifecycle Financial Management

Topology

Status

Agreements

that defines the delivery of a service. An Outsourced Service Contract is an agreement that defines the delivery of a service from an outside vendor or service provider.
Tickets Displays information that indicates which services have support tickets. For each service, PlanView includes the total number of tickets, number of active tickets, number of unassigned tickets, number of tickets requiring attention, number of actual tickets, and number of remaining tickets. Provides options that let you participate in discussion groups and message boards.

Community

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The following table lists the secondary tabs and content associated with the Services tab. As the table indicates, some tabs provide access to screens or a topology diagram rather than portlets. The items listed in the table help you work with information about the services that IT supports. As discussed in Customizing PlanView, you may configure PlanView so that the tabs content and layout suit your work habits.
Services Primary Tab Secondary Tab Dashboard Portlets, Screens, or Diagram Notifications Portfolio Image Service Analysis Service Bubble Service Financial Plan Analysis Lifecycle Active Lifecycles Lifecycle Notifications All Users Notifications Portfolio Image Financial Management Topology Status Financial Management Summary Screen Topology Diagram Active Service Requests Actual Service Usage Average Service Daily Usage Cost and Effort Summary Important Links Agreements Tickets Community Review Agreements Screen Summary of Service Screen Discussions Message Board Notifications Portfolio Image

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The following figure is an example of the information PlanView displays for a Service portfolio while the Services and Topology tabs are selected. Any additional information in the portfolio is accessible through the Services tabs other secondary tabs.

Figure 13 Example Display while the Services and Topology Tabs Are Selected

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Assets Tab
The Assets tab and its secondary tabs let you access information and links related to Asset portfolios. The following table describes the secondary tabs you may access from the Assets tab.
Secondary Tab Dashboard Description Lets you place and arrange specially designed portlets that show summary or highlevel information relevant to assets important to you. Displays information about asset lifecycles. Displays a portfolios topology diagram, which shows the relationship of an Asset portfolios assets that support the delivery of a Service portfolios business services. Displays information about assets classified by their status. It also identifies the services supported by a portfolios assets. This tab can also be configured to include links to URLs that are important to you. Displays information about the Asset Contracts associated with a portfolios assets. An Asset Contract is an agreement that defines the delivery of assets from a single vendor. Displays information that indicates which assets have support tickets. For each asset, PlanView displays the total number of tickets, number of active tickets, number of unassigned tickets, number of tickets requiring attention, number of actual tickets, and number of remaining tickets. Provides options that let you participate in discussion groups and message boards.

Lifecycle Topology

Status

Agreements

Tickets

Community

The following table lists the secondary tabs and content associated with the Assets tab. As the table indicates, some tabs provide access to screens or a topology diagram rather than portlets. The items listed in the table help you work with information about the assets associated with the services that IT supports. As discussed in Customizing PlanView, you may configure PlanView so that the tabs content and layout suit your work habits.
Assets Primary Tab Secondary Tab Dashboard Portlets, Screens, or Diagram Asset Analysis Asset Bubble Notifications Portfolio Image Lifecycle Active Lifecycles Lifecycle Notifications All Users Notifications Portfolio Image Topology Topology Diagram

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Assets Primary Tab Secondary Tab Status Portlets, Screens, or Diagram Average Application Daily Usage Latest Direct Cost Expenditures Important Links Notifications Portfolio Image Portfolio Summary Supported Service Upcoming Agreement Reviews Agreements Tickets Community Review Agreements Screen Summary of Asset Screen Discussions Message Board Notifications Portfolio Image

The following figure is an example of the information PlanView displays for an Asset portfolio while the Assets and Topology tabs are selected. Any additional information in the portfolio is accessible through the Assets tabs other secondary tabs.

Figure 14 Example Display while the Assets and Topology Tabs Are Selected

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Navigating PlanView
You may find the following tips helpful while navigating your organizations PlanView database. When working in PlanView, keep in mind that the tasks you may perform and the work items and resources you may access depend on your permissions and grants.

Some PlanView screens include links that let you drill down to further information. If the Navigation toolbar includes a portfolios link, you may open the portfolio by clicking the link. As the following table summarizes, the Navigation toolbar includes buttons that display screens from which you can open portfolios, projects, reports, notifications, contracts, resources, the service catalog,, or other structural information in the database.
Click To Open Portfolios or projects by clicking links in the Go To screen. This button performs the same function as the Go To command. Reports by clicking links in the Reports screen. Reports help you communicate information to other members of a team, or to managers and supervisors within the organization. Reports can contain valuable data about the status of projects, the workload of resources, and how well financial plans are being met. Content Management items by clicking links in the Share Content screen. Content Management includes data related to contracts, work, resources, or other structural information within the PlanView database. Your PVA defines the settings that control the use of Content Management. This button performs the same function as the Content command. It is not available to Information Access Users while the Work and Community tabs are selected. The service catalog, which lets users order services from your organizations IT department. This button is available only if SPM is installed on your system. Notifications by clicking links in the Notifications Summary screen.

PlanView lets you add menu links so that you have easy access to portfolios, URLs, or documents. The following table describes what you may link and indicates where to add the links. After you add a link, you may click it to open its associated item.
Add Links to documents or URLs that you find useful Links to frequently visited portfolios To This Menu Item My Favorites on the user menu. Quick Links on the user menu.

If you have SPM installed on your system, you may navigate PlanView through topology diagrams, which show the relationship of a Service portfolios business services and the applications, key hardware, projects, support work, and other related assets required to deliver those services. Your PVA may configure the user menus Global Links item to include links to documents or URLs useful to your whole organization. You may click a global link to open the item associated with it. You may return to previous PlanView HTML screens by clicking < Back in the PlanView toolbar. Some screens also include a < Back link so you can return to the previous screen.

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You may log off PlanView by clicking Logoff in the PlanView toolbar. PlanView displays a screen that gives you the option of logging in again or exiting from the application. The left and right mouse buttons perform specific functions while you work in PlanView. In general, you click or double-click the left button to perform an action, and you right click to display a shortcut menu. The shape of the cursor indicates the action available. When working in a grid (spreadsheet) format in Manage Work, use the TAB and arrow keys to move from one field to the next.

PlanView Tip!
The work items that display when you navigate your organizations PlanView database are the work items to which your User ID has been granted. The number of levels you may view also depends on your grants. If no work items have been granted, the work item list is empty. If that is the case, see your PVA or manager so you may be granted work items.

Searching for Information

There are numerous ways to search within the PlanView system. As discussed in a later chapter, you may use PlanViews Content Management to search for keywords associated with a content file. You may also search for information using Manage Work or your browser. There are numerous ways to search within the PlanView system. As discussed in a later chapter, you may use PlanViews Content Management to search for keywords associated with a content file. You may also search for information using PlanViews Find Replace Work Description feature, Manage Work, or your browser. PlanViews Find Replace Work Description feature lets you search and replace data throughout the currently selected portfolio. You may use the Find Replace Work Description feature if your PVA has enabled it. If you have drilled down from a multi-project portfolio to a single project, then you may search and replace data only within that project.
To Find and Replace Data

1. 2. 3.

Click Work Action Links dialog appears. Enter the text you want to Find.

Find/Replace Work Description. The Find and Replace Work Description

If you want to refine your search, click Advanced Options. You may specify whether you want to search only for work starting on or after today. PlanView may Find Any Match or Exact Matches. There are also options that let you Find Only Matches Starting with Search Criteria or Find Only Matches Ending with Search Criteria.

4. 5. 6. 7.

Enter the Replacement Text. Click Search. A check box for each work description that matches your search criteria is displayed in the Results section of the dialog. Select the items you want to replace. You may use Select All or Clear All to quickly select or clear the check boxes. Click Submit.

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Manage Work lets you search for data.

To Use Manage Work to Search for Data

1. 2. 3.

Open Manage Work: (Work In Manage Work, click Edit

Dashboard Find.

Action Links

Manage Work).

Enter the text for which you are searching. The system highlights any work item that matches your search criteria.

You may use your browsers find feature to search for text anywhere in PlanViews HTML screens.
To Use Your Browser to Search for Text

1.

From the browsers toolbar, click Edit The browser Find dialog appears.

Find.

2.

Use the dialog to search in an up or down direction within the text and to match the text case if necessary.

Printing or Exporting Data

PlanViews Print & Export command lets you:

print the content of your PlanView window, or export to Excel data displayed in some review screens, financial management screens, and On-Demand Reports.
To Print or Export Data

1. 2.

Display the screen or On-Demand Report you want to print. In the Navigation toolbar, click . OR

If the main menu is currently displayed, click Print & Export. 3. In the Print and Export screen that appears, take one of the following actions: If you want to print the data, click Print Page to open the Microsoft Print dialog box. For details on using that dialog box, see your Microsoft documentation. If you want to export the currently displayed data to Excel, click the Export to Excel option if it is available. PlanView displays the data in Excel. For details on using Excel, see your Microsoft documentation.

PlanView Tip!
Printing the PlanView windows content in the landscape mode gives the best results.

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Exiting from PlanView

After you complete all your current PlanView tasks, you can exit from PlanView. When doing so, you may leave your browser active or close it along with PlanView.
To Exit PlanView and Keep the Browser Active

1. 2.

Click Log Off on the PlanView toolbar to display the PlanView Exit screen. Take one of the following actions: To exit PlanView, click Exit. To return to PlanView rather than exit, click Login Again. Then re-enter your login information.

To Exit PlanView and the Browser

1.

From your browser, click File

Close.

OR .

In the upper right corner of your browser window, click

If you exit PlanView and then restart it, PlanView opens the last portfolio or project you accessed. As discussed in the Setting Login Defaults section, you may specify which tabs PlanView opens when you start the application.

PlanView Calendars
PlanView calendars let you

track the time available to your organization and associate that time with work items and resources, and identify the days and times when resource and work items are available for scheduling purposes.

By comparing the amount of time a work item requires with the amount of time resources are available for allocation, the PlanView system can indicate when resources are overloaded or under loaded. Calendars:

are the basis for both manual and computer-driven scheduling, are the foundation for time units within the system, can be customized for each employee or other resource, and can be customized for each work item.

PlanView uses the following calendars. Your PVA sets up the PlanView calendars during installation to conform to your organizations standards. The PlanView system provides the absolute and standard calendars. Alternate calendars may also be available because your organization may create any number of calendars as required.

absolute standard, and alternate

Discussions on how PlanView calendars work and information about each type of calendar follow.

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PlanView Tip!
Calendars establish broad working hours and holidays. The Standard Work option permits establishing specific nonworking times for resources (such as vacation, sick leave, and administrative times). You may update calendars only if your PVA has granted you such rights. You may create calendars only if you have rights to do so from the User Configuration screen under the Administrator option.

How Calendars Work

Each work item and resource is associated with a single PlanView calendar that determines the dates and times each is available for scheduling. You will not need to modify your PlanView calendar because managers and your PVA will make any modifications. PlanView Tip!
The PlanView calendars store time in minutes and then internally calculate larger increments (such as hours, days, months, years, etc.). Therefore, it is possible to define each calendar to be defined in as much detail as desired.

The Absolute Calendar

The absolute calendar tracks all possible time (e.g., twenty-four hours a day, seven days a week, etc.). All other PlanView calendars are based upon the absolute calendar. Although you may associate work items and resources with the absolute calendar, you cannot modify it in any way. Most resources and work items will be associated with the standard calendar or an alternate calendar. However, some work items and some resources (such as a computer) are actually available twenty-four hours a day and so may be associated with the absolute calendar. Work can only be scheduled during periods when the resource calendar matches the work item calendar. For example, resources on a calendar showing they work evenings and weekends could not be allocated to a work item having a standard 8-5, five-day-a-week calendar. However, if the work item is assigned to the absolute calendar, potentially all resources could be allocated to it. If the work you are doing needs resources with different calendars (for example, standard, six-day week, four-day week, absolute), use the absolute calendar. This ensures that the work item calendar is available all the times the resource calendars are. If the work you are doing needs resources that all use the standard calendar, you can set the calendar to standard. PlanView Tip!
If you use the absolute calendar, when calculating calendar durations between start and finish dates, the system will use the absolute calendar. For example, 1 D equals 24 H on the Dates screen in the absolute calendar, but 1 D equals 8 H in the standard calendar.

The Standard Calendar

The standard calendar is set by your organization to represent its normal workweek, holidays, and so forth. Your organization can also create alternate calendars for special circumstances.

Alternate Calendars
The PlanView system allows a PVA to create any number of alternate calendars in addition to the absolute and standard calendars. Alternate calendars are used to handle those work items and resources that do not fall into a pattern covered by the standard calendar. For example, you may need a separate calendar for part-time employees, for overtime work, or for a second shift.

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PlanView Tip!
Although it is possible to have a separate calendar for each resource, it is not desirable. Calendars are meant to simplify the planning process, and having too many calendars can become burdensome. When a single resource becomes unavailable for a length of time (such as an employee who goes on vacation for two weeks), it is not necessary to create a new calendar. Simply modify the resource availability schedule for each resource by using standard work.

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Customizing PlanView

You may customize PlanView by performing the following tasks. This chapter provides separate discussions on each task.

setting PlanViews color scheme, setting login defaults to define which tabs are selected by default and to specify whether the main menu and user menu are collapsed or expanded when you start the application, defining tab layout to specify the order in which PlanView displays portlets on a tab, defining tab content to control which portlets and user menu items PlanView displays, defining your preferences for how PlanView displays some data, changing your password, defining tab metrics to specify which fields PlanView displays in some Work secondary tabs, customize a list of links to portfolios that you visit on a regular basis, customize a list of links to documents or URLs that you find useful, defining a portlets appearance to specify how many rows PlanView displays in the portlet and how items are sorted within it, collapsing or expanding portlets and menu items, and removing portlets or some menu items.

PlanView Tip!
This chapter also discusses configuring PlanView for ActiveX. But you should only perform that task if you are instructed to do so by your PVA.

Setting PlanViews Color Scheme

You can select a group of colors to be used throughout all PlanView tabs and screens. Your color scheme is specific to your user ID.
To Define PlanViews Color Scheme

1. 2.

On the main menu, click Customize

Layout

Color. PlanView displays the Customize Color screen.

Click the Select button of the preferred color scheme.

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Setting Login Defaults

PlanView lets you set log in defaults to control

which primary tab is automatically selected when you start the application, which secondary tabs are automatically selected when you select their associated primary tab, and whether the main menu and user menu are in view when you start PlanView.
To Define Login Settings

1.

On the main menu, click Customize Layout Options screen similar to the following figure.

Login Defaults. PlanView displays a Customization

2. 3. 4.

In the Default Primary Tab drop-down menu, select the primary tab you want PlanView to automatically select when you start the application. In the Default Secondary Tab section, select the secondary tabs you want PlanView to automatically select when you start the application. You may set a default secondary tab for each primary tab. Specify whether you want the main menu or user menu to be displayed or collapsed when you start PlanView. To collapse the main menu, select the Left Portal Column check box. Otherwise, leave the check box clear so that PlanView displays the main menu when you start the application. To collapse the user menu, select the Right Portal Column check box. Otherwise, leave the check box clear so that PlanView displays the user menu when you start the application.

5.

Click Apply. PlanView will use your specified login defaults the next time you log into the application.

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If you collapse a menu and then later want to expand it, you may do so. You expand the main menu by clicking , which PlanView displays at the upper right of the collapsed main menu. You expand the user menu by clicking , which PlanView displays at the upper left of the collapsed user menu

Defining Tab Layout

You may define the order in which PlanView displays portlets in a tab.
To Define Tab Layout

1.

On the main menu, click Customize to the following figure.

Layout. PlanView displays a Customization Options screen similar

2.

In the Customization Default Layout menu, click the name of the tab that you want to configure. Clicking a primary tab name displays the names of its secondary tabs that you may configure. There are two options for the Work tab because you may specify the layout of the portlets that PlanView either displays for a single project (Work Projects) or the ones it displays for all the projects in a portfolio (Work Portfolios).

3.

Specify the order in which you want PlanView to display the portlets in the tab. PlanView will display portlets on a tab in the order in which they are listed in the screen. You arrange portlets in a tab by selecting its name and then clicking the buttons described in the following table.
Button Description Moves a portlet up one level in the list. Moves a portlet down one level in the list. Moves a portlet to the top of the list. Moves a portlet to the bottom of the list. Deletes the portlet from the list so that PlanView does not display it in the tab. If you click this button, you will need to click OK to verify you want to delete the portlet from the list.

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4. 5. 6.

Click Apply. Repeat this procedure for each tab you want to configure. If you configure a tab and later want to return to its default layout, click Restore Default. Click Close when you finish configuring the tabs.

Defining Content of Tabs and the User Menu

You may define

which portlets PlanView displays in a tab, and whether PlanView displays the My Favorites, Global Links, and My Image items in the user menu.
To Define Content of Tabs and the User Menu

1.

On the main menu, click Customize to the following figure.

Layout. PlanView displays a Customization Options screen similar

2. 3.

Click Content. In the Customization Default Layout menu, click the name of the tab that you want to configure. Clicking a primary tab name displays the names of its secondary tabs. There are two options for the Work tab because you may specify which portlets PlanView displays either for a single project (Work Projects) or all the projects in a portfolio (Work Portfolios). After you click a tab name, PlanView displays a list of the portlets that PlanView may be configured to display when the specified tab is selected.

4.

Specify which portlets you want PlanView to display when the tab you are configuring is selected. Select the check boxes of the portlets you want displayed. Clear the check boxes of the portlets you do not want displayed.

5.

Click Apply.

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6. 7.

Repeat this procedure for each tab you want to configure. If you configure a tab and later want to return to its default content, click Restore Default. Click Close when you finish configuring the tabs.

Defining Your Preferences

PlanView lets you define options that control how PlanView displays some data. Use these options to specify preferences that define the

units PlanView uses while displaying data about the duration, effort, and time of work and resources, defaults for the financial-management data associated with projects and resources, defaults for displaying enterprise information in Strategic and Organizational portfolios, including the units for currency, numeric and effort values, and the format of investment-analysis profiles, views, and time scales, and language in which you want to receive e-mail notifications.

The preferences you may define depend on the information and functionality you are given access to when your PVA configures your role. Separate discussions on setting your preferences follow. In addition to the preferences covered in these discussions, PlanView lets you set user preferences that determine your password, as discussed in the Changing Your Password section.

Setting Work and Resource Preferences

Work and resource preferences define the time increments PlanView uses while displaying a work item or resources duration data, effort data, or time scale.
To Set Work and Resource Preferences

1.

On the main menu, click Customize screen similar to the following figure.

User Preferences. PlanView displays the Define User Preferences

2.

Make your desired selections in the screens drop-down menus. Using these menus you may configure PlanView to display the
Duration Unit of work items and resources in increments of hours, days, or weeks, Effort Unit of work items and resources in increments of hours, days, weeks, or full-time equivalents

(FTEs), and
Time Scale of work items and resources as days, months, weeks, or years.

3.

Click OK.

55

Setting Strategic and Organizational Preferences

The strategic and organizational preferences define the defaults for the

time increment of time scales displayed in investment-analysis screens, format in which PlanView displays investment-analysis profiles and views, currency and numeric units PlanView uses while displaying financial data in investment-analysis screens, and time increment of the effort data displayed in investment-analysis screens.
To Set Strategic and Organizational Preferences

1. 2.

On the main menu, click Customize

User Preferences.

In the Define User Preferences screen that appears, click Strategy and Organization. PlanView displays a screen similar to the one in the following figure.

3.

Specify defaults for the Set User Display options described in the following table. These options are relevant to data PlanView displays in investment analysis screens.
Description Defines whether PlanView is to include a currency symbol when displaying financial data for Strategic or Organizational portfolios. To include the symbol defined for the Investment Model associated with a Strategic or Organizational portfolio, select this check box. Otherwise, clear the check box. Defines whether PlanView displays time-phased data of investment analysis screens in Months, Quarters, or Years. This value sets the default, but later on you may change this default in relevant investment analysis screens.

Option Show Currency Symbol

Time Scale

Profile Display

Defines whether PlanView presents investment-analysis data in a Numerical or Graphical format. Graphical is the default.
Defines whether PlanView display investments by Status or Strategic Structure in the Schedule Investments screen.

Investment View

56

4.

Specify defaults for the Set Units options described in the following table. These options are relevant to data PlanView displays in investment analysis screens.
Description

Option Currency Unit

Defines whether to display financial currency measurement and metric data in Standard units, Thousands, or Millions. Defines whether to display numeric measurement and metric data in Standard units, Thousands, or Millions. Defines whether to display effort measurements in Hours, Days, Weeks, or as FTEs.
If you select FTEs, PlanView will display effort in FTEs on time-phased screens, but in days on non-time phased screens.

Numeric Unit

Effort Unit

5.

Click OK.

57

Setting Financial Management Preferences

Financial-management preferences define the defaults of the model, version, template, date range, and currency scaling of the data PlanView displays in a financial summary screen of work, resources, or services. If you do not define financial-management preferences, PlanView uses the ones that your PVA specified. PlanView Tip!
If you use Manage Work to access the Enter/Edit Financial Plan screen, it will use the financial-management preferences you define instead of those set by your PVA. To Set Financial Management Preferences

1. 2.

On the main menu, click Customize

User Preferences.

In the Define User Preferences screen that appears, click Financial Management. PlanView displays a Set Financial Management Preferences screen similar to the following figure.

3.

From the screens drop-down menus, select the Default Model, Default Working Version, Default Baseline Version, and Default Template that you want the Financial Management Summary screen to default to while you are reviewing the financial data. Do so for each type of portfolio (Work, Resource, or Service) for which you are customizing financial management data.

58

4.

In each section for which you are configuring financial management data, select the financial period you want the Financial Management Summary screen to default to while you are reviewing the financialmanagement data of projects in a Work portfolio. In each section for which you are configuring financial management data, select the desired Currency
Scaling option.

5. 6.

Click OK.

Selecting a Language for E-Mail Notifications

Notifications alert you or other users of items requiring attention or inform you of some actions taken by others in either PlanView or Manage Work. When a resource signs a timesheet, for example, PlanView sends a notification to the managers who approve time for that resource. PlanView supports sending notifications to your e-mail application as well as displaying them in a PlanView portlet. If your PVA configures PlanView to support sending you notifications via e-mail and you enable e-mail notifications on your system, you may select the language in which you receive such notifications. If you do not specify a language, the e-mail messages are sent in American English.
To Select the Language in which You Receive E-Mail Notifications

1. 2.

On the main menu, click Customize screen.

User Preferences. PlanView displays the Define User Preferences

Click User Options to display the Set User Options Preferences dialog.

3. 4.

Select the desired language. Click OK.

Setting Microsoft Project Connector Preferences

Define Microsoft Project Connector preferences to map the following:

PlanView resource short name values to a particular field in Microsoft Project, and PlanView alternate structures to text fields in Microsoft Project.

Defining Microsoft Project Connector preferences is optional. If you do not define such preferences, none are used when Microsoft Project Connector transfers data.

59

Task To set Microsoft Project Connector Preferences Prerequisites

Required Permission Use PPM

Your PVA has configured PlanView to let you use one or more of Microsoft Project Connectors permissions

To Set Microsoft Project Connector Preferences

1. 2.

On the main menu, click Customize

User Preferences.

In the Define User Preferences screen that appears, click MS Project Connector. PlanView displays a screen similar to the following figure. Use the screen to map your PlanView resource short name values and alternate structures to Microsoft Project fields.

As shown in the example screen, each Alternate Structure menu has a corresponding MS Project Fields menu. PlanView initially displays only one pair of such menus, but a new set of menus is added each time you map an alternate structure. 3. If your organization has multiple resources with the same name, select the desired mapping from the Resource Short Name menu. You may map resource short name values to one of the following Microsoft Project fields: Code, Initials, or Text1 toText10. Mapping from short name values ensures Microsoft Project Connector bases resource assignments on short names instead of the resource name descriptions. If no mapping is set, the application matches resources based on their descriptions. 4. From an Alternate Structures menu, select the alternate structure you want to map. From the corresponding MS Project Fields menu, select the Microsoft Project text field to which you want to map the designated alternate structure. If you want to remove the mapping of your user name or a specific alternate structure, select the appropriate Remove Mappings check box. You may remap an item later if desired. If you want to maintain a log file of your Microsoft Project Connector transactions, select the Turn Advanced Logging On check box. If the check box is selected, details about the processing of your transactions are maintained in a pvapi.log file during your current session. Maintaining a log file helps troubleshoot processing errors. To prevent the creation of large log files, PlanView automatically clears the check box each time you log out from PlanView.

5. 6.

60

7.

Use the Do not mark files as checked out when a check-out transfer has completed check box to specify whether you want to allow multiple copies of the same version of a document to be checked out simultaneously. Selecting the check box allows multiple checkouts, but clearing the check box does not allow simultaneous checkouts of the same version.

8.

Click OK.

Changing Your Password

Your PVA assigns each person authorized to use the system a User ID and password. The User ID identifies you to the system to give you access to certain functionality (based on your user role) and to particular parts of the database (based on the work and/or resources granted to you). The User ID is also used on various screens to identify who performed a certain action. The User ID may not contain an apostrophe. The password is a code that validates your User ID. To prevent unauthorized people from gaining access to your work or resources, your password should be kept secret. Notice that when you enter the password on the screen, the letters you type are obscured. This is to keep an observer from learning your password while you are using the system. You may change your password according to your organizations password conventions. Before changing your password, see your PVA for information on whether your organization has specific guidelines or requirements for passwords.
To Change Your Password

1. 2. 3. 4. 5. 6.

On the main menu, click Customize screen.

User Preferences. PlanView displays the Define User Preferences

Click Change Password to display the Change Password dialog. Type your Old Password (current password). Type a New Password. In Re-enter New Password, retype the new password. Click OK to submit the new password to the PlanView database.

61

Defining Tab Metrics

You may customize PlanView to display specific schedule, staffing, and progress data for a single project or all the projects in a portfolio. You do so by defining a set of tab metrics for the Work tabs Schedule, Staffing, and Progress secondary tabs and the Schedule Graph. You can configure each of these tabs and the Schedule Graph to include any of the tab metrics described in the following table. When PlanView displays the Schedule Graph or the portlets associated with the tabs, it includes information for your specified set of metrics. When defining tab metrics, you may also specify the order in which PlanView displays the metrics.
Tab Metric Active Tickets Description For a portfolio, this item indicates how many active support tickets there are for all the projects in the portfolio. For a project, this item indicates how many active support tickets are in the project. Actual Finish Actual Start Actual/Schedule Finish Projects actual completion date. Projects actual starting date. If task is finished, this is the date the work was completed. Otherwise, this is the schedule finish date. If task is started, this is the date the work was started. Otherwise, this is the schedule start date. For a portfolio, this item indicates how many support tickets have been issued for all the projects in a portfolio. For a project, this item indicates how many support tickets have been issued for the project. Assignment Complete by Contributors Assumed Complete Work that resources have marked as complete.

Actual/Schedule Start

All Tickets

Indicates that work has reached the Assumed Complete status. PlanView assigns this status to work when its allocated hours reach zero and the system assumes no further work needs to be done. For a portfolio, this item indicates authorizations exist within projects in the portfolio. For a project, this item indicates authorizations exist within the project.

Authorizations

Baseline Duration

Difference between the baseline start date and baseline finish date. A baseline is a snapshot of a projects start and finish schedule dates (at a given point in time). You may use baselines for future measurement or comparison.

Baseline Effort Baseline Finish Baseline Start

Baseline effort for the project. Baseline finish date. Baseline start date.

62

Tab Metric Changes

Description For a portfolio, this item indicates how many changes are associated with all of the portfolios projects. For a project, this item indicates how many changes are associated with the project.

Completed Milestones

For a portfolio, this item indicates how many milestones are completed in all of the portfolios projects. For a project, this item indicates how many milestones are completed in the project.

Contributor Estimate

Total estimate of effort contributors expect it will take to complete the task. Contributors enter this estimate in their timesheets. Calculated number of days between late finish and schedule finish. PlanView calculates this number using the critical path method (CPM), which is a technique for determining earliest and latest dates for scheduling work and for determining the float, positive or negative, for each work item. Value of alternate structure WBS24. For a portfolio, this item indicates difference between the project that starts the earliest and the project that finishes last. For a project, this item indicates difference between the projects start and finish dates.

CPM Variance

Customer Duration at Complete

Effort Actual

For a portfolio, this item indicates the total actual effort it is taking for all the projects in the portfolio. For a project, this item indicates the total actual effort it is taking for the project.

Effort Approved

For a portfolio, this item indicates the total effort that is approved for all the projects in the portfolio. For a project, this item indicates the total effort that is approved for the project.

Effort at Complete

For a portfolio, this item indicates the total effort it took to complete all the projects in the portfolio. For a project, this item indicates the total effort it took to complete the project.

Effort Estimate

For a portfolio, this item indicates the total estimate of effort it is expected to take for projects in the portfolio. For a project, this item indicates the total estimate of effort it is expected to take for the project.

Effort Remain

For a portfolio, this item indicates the remaining effort it is expected to take for all the projects in the portfolio. For a project, this item indicates the remaining effort it is expected to take for the project.

Effort Reserved

For a portfolio, total effort reserved to complete all the projects in the portfolio. For a project, total effort reserved to complete the project.

Effort Variance

Variance between baseline effort and scheduled effort.

63

Tab Metric Enter Status eRoom

Description

Lets the status of a projects work entities be entered manually.

Configures PlanView to display the eRoom icon ( ) in the Projects in Portfolio portlet and the Projects in Portfolio screen to identify projects associated with an eRoom. Clicking the icon starts eRoom from PlanView. Number of hours integrated since last run of PlanViews Progressing Engine. For a portfolio, this item indicates how many issues are associated with all of the portfolios projects. For a project, this item indicates how many issues are associated with the project.

Integrated Issues

Late Finish

Latest date a work item can finish without delaying a projects finish date or any constraint. PlanView uses CPM to calculate this date. For a portfolio, this item indicates the total number of milestones that are scheduled later than their baseline dates. The total given is for all of the portfolios projects. For a project, this item indicates the total number of project milestones that are scheduled later than their baseline dates.

Late Milestones

Late Projects

Indicates how many of a portfolios projects have finish dates scheduled after the baseline finish date. For a portfolio, this item indicates the total number of milestones scheduled for all of the portfolios projects. For a project, this item indicates the total number of milestones scheduled for the project.

Milestones

Missed Milestones

For a portfolio, this item indicates the total number of milestones that were completed after their baseline dates. The total given is for all of the portfolios projects. For a project, this item indicates the total number of project milestones that were completed after their baseline dates.

Need Approval

Indicates the amount of a work items reported time has been signed since the last time you ran PlanViews Progressing Engine. Indicates the calculated percent of completed work. For a portfolio, this item indicates the total number of milestones that are planned after the current date. The total given is for all of the portfolios projects. For a project, this item indicates the total number of the projects milestones that are planned after the current date.

Percent Complete Planned Milestones

Previous Finish

Indicates the finish date that existed prior to the last time you ran PlanViews Progressing Engine. For a portfolio, total amount of time reported against the work in the portfolio since the last time you ran PlanViews Progressing Engine. For a project, total amount of time reported against all of a projects work since the last time you ran PlanViews Progressing Engine.

Reported This Period

64

Tab Metric Risks

Description For a portfolio, this item indicates how many risks there are in all of the portfolios projects. For a project, this item indicates how many risks there are in the project.

Schedule Duration

Indicates the difference between the scheduled finish date and the scheduled start date. Projects scheduled completion date. Projects scheduled starting date. Difference between the projects scheduled finish and the baseline finish. Indicates the number of days between current finish date and the previous finish date that was calculated since the last time you ran PlanViews Progressing Engine. Indicates that work has slipped since the last time you ran PlanViews Progressing Engine. Indicates a work item has support tickets. Indicates whether a project or support ticket is requested, open/approved, on hold, assumed complete, finished, or closed. Alternate structure value (such as Strategic Project, Planned Work, etc.) that helps define how PlanView will govern the work. Your PVA specifies this for the WBS22 entry when defining alternate structures. Indicates a workflow is assigned to the work item.

Schedule Finish Schedule Start Schedule Variance Slippage

Slipped Tasks

Tickets Work Status

Work Type

Workflow

65

To Define Tab Metrics

1.

Click Work Customize following figure.

Work Metrics. PlanView displays a Define Metrics screen similar to the

The Selected Metrics list indicates which metrics are currently specified to be included in the tab that is selected in the screens left side. The Available Metrics list indicates which metrics are excluded on that tabs portlets. Metrics listed in green will be included in the Schedule Graph and the tabs associated portlets. The lists displayed in the screens right side identify which metrics are currently specified to be included in other tabs.

2. 3.

If necessary, specify which tab you are configuring by selecting Schedule, Staffing, or Progress from the screens list of tabs. Define which metrics you want PlanView to include or exclude when it displays the portlets associated with the tab you are configuring. For descriptions of the metrics, see the table earlier in this section. To include a metric, select it from the Available Metrics list and click To exclude a metric, select it from the Selected Metrics list and click To return to the tabs default metrics, click Restore Defaults. When PlanView displays metrics in portlets it does so in the order in which they are listed in the Selected Metrics list. You may rearrange this order by selecting a metric and then moving it up or down in the list by clicking or respectively. To remove all metrics from the Selected Metrics list and move them back to the Available Metrics list, click Clear. At the verification prompt that appears, click OK. . .

4.

Specify which metrics you want to include in the Schedule Graph. To include a metric listed in black, select it in the Selected Metrics list and click Show Hide. To exclude a metric listed in green, select it and click Show Hide.

5.

Click OK.

PlanView Tip!
You may also define which portlets PlanView displays in the Schedule, Staffing, and Progress tabs as discussed in the Defining Content section. If you select a tab and PlanView does not display the fields relevant to your set of tab metrics, check which portlets PlanView is configured to display.

66

Customizing Quick Links in the Main Menu

The main menus Quick Links item lets you build a personalized navigation menu, based on portfolios that you visit on a regular basis. You may add quick links to the menu, change the order in which they are listed in the menu, and delete quick links from the menu.

Adding Quick Links

Add quick links to the main menu for those portfolios that you visit on a regular basis. After you add a quick link for a portfolio, you may navigate to the portfolio by clicking its link in the menu.
To Add a Quick Link

1. 2. 3.

On the main menu, click Quick Links

Recently Visited.

From the menu that appears, select the portfolio for which you want to add a link. PlanView opens that portfolio. Issue the Add Quick Links command, which PlanView makes available after you selected a portfolio. You issue the command by taking one of the following actions: On the Quick Links item, click Add Quick Links. On the Quick Links item, move the cursor to . In the menu that appears, click Add Quick Links. OR

PlanView adds a link for the selected portfolio to the list of quick links.

Rearranging the Order of the Quick Links List

When you add a quick link, PlanView inserts it at the top of the list of links. You may rearrange the order of the quick links list.
To Rearrange the Order of the Quick Links List

1. 2.

On the main menu, click Quick Links

Recently Visited.

On the Quick Links item, move the cursor to . In the menu that appears, click Edit Quick Links. PlanView displays an Edit Quick Links screen similar to the following figure.

67

3.

Specify the order in which you want the links to be listed on the main menu. You define the links order in the list by selecting a links name and then clicking the buttons described in the following table. You repeat this step until the links are in the desired order.
Button Description Moves a link up one level in the list. Moves a link down one level in the list. Moves a link to the top of the list. Moves a link to the bottom of the list.

4.

Click OK.

Deleting Quick Links

You may delete quick links from the main menu.
To Delete Quick Links

1. 2. 3. 4. 5.

On the main menu, click Quick Links

Recently Visited.

On the Quick Links item, move the cursor to Select the link you want to delete. Click Click OK.

. In the menu that appears, click Edit Quick Links.

in the Edit Quick Links screen that appears. At the verification prompt that appears, click OK.

68

Configuring the User Menu

Configure the user menu if you want to

add, remove, edit, or reorder My Favorites links, define how many links PlanView displays under My Favorites or Global Links, or add an image to the user menu.

Customizing My Favorites
The My Favorites item provides links to documents or URLs that you find useful. You may keep a virtually unlimited number of favorites. PlanView lets you perform the following tasks to customize the My Favorites item. Separate discussions on each task follow.

create favorites to add links to the My Favorites list, edit existing favorites, rearrange the order of your list of favorites, define how many favorites PlanView displays, and remove favorites from the list.

Creating Favorites
Create new favorites to add links for URLs or document files to the My Favorites item.
To Create a New Favorite

1. 2. 3.

On the My Favorites item, click Favorite. PlanView displays the Enter a Favorite screen. Enter the Description of the favorite. Specify the location of the item for which you are creating a link. If the favorite you want to add is a Web page, enter the complete URL. If the favorite you want to add is a file, Browse to the files location.

4.

Click OK. PlanView adds the new favorite to the bottom of the list of links.

69

Editing Favorites
Edit a favorite to change its description or link.
To Edit Favorites

1. 2. 3. 4.

On the My Favorites item, move the cursor to

On the shortcut menu that PlanView displays, click Edit. Click Update next to the favorite you want to modify. Edit the information as needed and click OK.

Rearranging the Order of the My Favorites List

You can move links up or down the My Favorites list to change their order in the list.
To Reorder the List of Favorites

1. 2. 3.

On the My Favorites item, move the cursor to

On the shortcut menu that PlanView displays, click Edit. Move a favorite up or down one level in the list by clicking the appropriate option (move up or move down).

Defining How Many Links PlanView Displays in the My Favorites List

You can define how many links PlanView displays in the My Favorites list.
To Define How Many Favorite Links PlanView Displays

1. 2. 3. 4. 5.

On the My Favorites item, move the cursor to

On the shortcut menu that PlanView displays, click Edit. At the bottom of the favorites list, click Change Portal Options. Enter the maximum number of links PlanView can display on the My Favorites portlet. The default is five. Click OK.

70

Removing Links from the My Favorites List

You can remove links from the My Favorites list.
To Remove Favorite Links from the List

1. 2. 3.

On the My Favorites item, move the cursor to

On the shortcut menu that PlanView displays, click Edit. Click remove belo+w the link you want to remove.

Customizing Global Links

The Global Links item includes links to documents or URLs that may be useful to your whole organization. Your PVA defines what the Global Links menu includes. You may, however, specify how many global links PlanView displays.
To Set the Number of Global Links PlanView Displays

1. 2. 3.

Click Link

Change Portal Options. PlanView opens the Change Global Links Portlet Settings screen.

Enter the maximum number of links PlanView can display on the Global Links portlet. The default is five. Click OK.

Customizing the User Menus Image

You may add and delete an image in the user menu.

Adding an Image to the User Menu

The My Image item lets you add an image to the user menu.
To Add an Image

1.

On the My Image item, click Add an Image. On the My Image item, move the cursor to . Then click Edit on the shortcut menu that appears.

OR

2. 3. 4.

In the Edit Image dialog that appears, enter the name of the image File you want to add. You may browse to locate the desired file. Enter a Caption to specify a title for the image. This caption will replace the words My Image in the user menu. Click OK.

71

Deleting an Image from the User Menu

You may delete your image from the user menu.
To Delete an Image

1. 2. 3.

On the My Image item, move the cursor to Click Edit on the shortcut menu that appears.

In the Edit Image dialog that appears, click Delete.

Defining a Portlets Appearance

PlanView lets you edit portlets to define

how many rows PlanView displays in the portlet, and how items are sorted in the portlet.

When editing some portlets, you may select options that also determine the portlets content or layout.
To Edit Portlets

1. 2. 3. 4. 5. 6.

On the portlet, move the cursor to

Click Edit on the shortcut menu that appears. The portlets screen appears. In Show Top Rows, specify the number of rows you want PlanView to display for the portlet. From the Sort By drop-down box, select the option that you want PlanView to use to sort items in the portlet. If the portlets screen includes options that provide additional controls for the portlets content or layout, select the desired options. Click OK.

72

Collapsing or Expanding Portlets or Menu Items

You may collapse or expand portlets and most menu items. You collapse or expand items on the main menu by clicking buttons.
To Collapse or Expand Main Menu Items

1.

Take one of the following actions: To expand an item on the main menu, click To collapse items on the main menu, click next to the item you want to expand. next to the item you want to collapse.

You collapse or expand portlets and items on the user menu with a command.
To Collapse or Expand a Portlet or User Menu Item

1. 2.

On the portlet or menu item you want to expand or collapse, move the cursor to Select the appropriate command from the shortcut menu that appears: Click Expand to expand the portlet or menu item. Click Collapse to collapse the portlet or menu item.

PlanView retains your portlet collapse/expand settings when you log off so that they are implemented again when you log in. It does not, however, retain the collapse/expand settings of menu items.

Configuring for Active X

PlanView Tip!
The Active X files Manage Work and the Crystal Reports Exporter need are already on your system unless your organization does not permit the automatic downloading of files onto client machines. Install and run the Active X files only if your PVA instructs you to do so. To Set Up PlanView for Active X

1. 2. 3. 4.

Click Customize

Download Manage Work to display the PlanView Active X Component Setup screen.

Click OCXSETUP.EXE to download and save that file to your computer. Close all PlanView Web browser sessions. Run ocxsetup.exe.

73

Users and Tasks

Several types of resources frequently perform user tasks. Your organization will have specific titles for its resources, which may differ from the titles used in this chapter. This section provides as an example of usage the following resource types and associated tasks: General User, Resource Manager, Project Manager, and Management Integration Center. In the table that follows, tasks for each resource type are listed in the sequence in which they are normally performed. Tasks for roles and responsibilities often overlap, and you may see the same task listed for multiple roles. PlanView Tip!
Many of these tasks are summarized in Action Cards, which you may have received or to which you may have been given access. This guide provides complete detail for such tasks.

74

General User Tasks

The following table lists the tasks a general user may need to perform.
Typical Sequence 1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17

Typical General Users Tasks Add Requests Create a Request Portfolio Create a Resource Portfolio Create a Project from HomeView Create a Work Portfolio Invite Users to the Community Use Messages Add and Organize Content Use Content Add and Escalate Issues Add and Escalate Risks Add and Escalate Tickets Resolve Support Tickets Enter Time Use On-Demand Reports from HomeView Create and Manage Extracts Create Crystal Reports

75

Resource Manager Tasks

The following table lists the tasks a resource manager may need to perform.
Typical Sequence 1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20 21 22 23 24

Typical Resource Managers Tasks Create a Resource Portfolio Manage Resource Attributes and Information Configure the Resource Attribute Chartlet Invite Users to the Community Create a Work Portfolio Invite Users to the Community Use Messages Add and Organize Content Use Content Create Grants Create and Review Standard Activities from the Resources Tab Create an Allocation from Manage Work Review Details and Status of an Allocation Create Authorizations from Schedule Graph Create Authorizations from Manage Work Review Authorizations from the Resources Tab Create a Reserves From Manage Work Create Allocations and reserves from Schedule Graph Substitute Resources from the Resources Tab Respond to Requirements from the Resources Tab Create a Reserve or Allocations from a Requirement Search for Work for Available Resources Review Resource Assignments from Gantt Review Resource Assignments for a Single Resource

76

Typical Sequence 25 26 27 28 29 30 31 32 33 34 35 36 37 38 39

Typical Resource Managers Tasks Create Support Tickets from Manage Work Create Support Ticket from HomeView Assign Support Tickets Add and Escalate Issues Add and Escalate Changes Add and Escalate Risks Transfer an Issue to Change or Risk Transfer a Risk to Change or Issue Enter Time Approve Timesheets - Resource View Use On-Demand Reports from HomeView Use On-Demand Reports from Manage Work Create and Manage Extracts Create Crystal Reports Create a Work Portfolio

77

Project Manager Tasks

The following table lists the tasks a project manager may need to perform.
Typical Sequence 1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20 21 22 23 24

Typical Project Managers Tasks Add Requests Create a Request Portfolio Create a Project from HomeView Create a Work Portfolio Invite Users to the Community Use Messages Create Grants Define a Filter Create and Update a Project from Manage Work Build a WBS Enter Budget Information from Schedule Info. Define a Resource Requirement Calculate Functional estimates Use Experience Estimating Schedule with CPM Graphically Modify the WBS Graphically Manage Dates and Relationships Create a Reserves From Manage Work Request an Allocation from Manage Work Review Details and Status of an Allocation Create Authorizations from Manage Work Create Authorizations from Schedule Graph Review Authorizations from the Resources Tab Create and Manage Baselines from Work Tab

78

Typical Sequence 25 26 27 28 29 30 31 32 33 34 35 36 37 38 39 40 41 42 43 44 45 46 47

Typical Project Managers Tasks Create and Manage Baselines from Manage Work Create What-Ifs Manage What-Ifs Create Support Tickets from Manage Work Resolve Support Tickets Assign Support Tickets Add and Organize Content Use Content Add and Escalate Issues Add and Escalate Changes Add and Escalate Risks Transfer an Issue to Change or Risk Transfer a Risk to Change or Issue Status Milestones as Complete Status Work with % Complete from Manage Work Status Work with % Complete from the Progress Tab Enter Time Approve Timesheets - Project View Use On-Demand Reports from Manage Work Use On-Demand Reports from HomeView Create and Manage Extracts Run Crystal Reports Close Work at the Primary Planning Level

79

Management Integration Center Tasks

The following table lists the tasks that are often performed by management integration center personnel.
Typical Sequence 1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20 21 22 23 24

Typical Management Integration Center Tasks Add Requests Create a Request Portfolio Dispatch and Delegate a Request Create Primary Work from Requests Create Support Ticket from Requests Create a Project from HomeView Create a Work Portfolio Invite Users to the Community Use Messages Create Grants Define a Filter Create and Update a Project from Manage Work Build a WBS Enter Budget Information from Schedule Information Define a Resource Requirement Calculate Functional Estimates Use Experience Estimating Schedule with CPM Graphically Modify the WBS Graphically Manage Dates and Relationships Create a Reserves from Manage Work Request an Allocation from Manage Work Create Authorizations from Manage Work Create Authorizations from the Resources Tab

80

Typical Sequence 25 26 27 28 29 30 31 32 33 34 35 36 37 38 39 40 41 42 43 44 45 46 47 48 49 50

Typical Management Integration Center Tasks Create a Resource Portfolio Manage Resource Attributes and Information Configure the Resource Attribute Chartlet Create and Review Standard Activities from the Resources Tab Create an Allocation from Manage Work Review Details and Status of an Allocation Approve or Deny Requested Allocations Create Allocations and Reserves from the Schedule Graph Substitute Resources from the Resources Tab Respond to Requirements from the Resources Tab Create a Reserve or Allocations from a Requirement Search for Work for Available Resources Review Resource Assignments from Gantt Review Resource Assignments for a Single Resource Create and Manage Baselines from Work Tab Create and Manage Baselines from Manage Work Create What-Ifs Manage What-Ifs Create Support Tickets from Manage Work Resolve Support Tickets Assign Support Tickets Add and Organize Content Use Content Add and Escalate Issues Add and Escalate Changes Add and Escalate Risks

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Typical Sequence 51 52 53 54 55 56 57 58 59 60 61 62 63

Typical Management Integration Center Tasks Transfer an Issue to Change or Risk Transfer a Risk to Change or Issue Status Milestones as Complete Status Work with % Complete from Manage Work Status Work with % Complete from the Progress Tab Enter Time Approve Timesheets Project View Approve Timesheets Resource View Use On-Demand Reports from Manage Work Use On-Demand Reports from HomeView Create and Manage Extracts Run Crystal Reports Close Work at the Primary Planning Level

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Working with Portfolios

Portfolios let you organize information for decision-making and performance measurement. Portfolios are equally applicable for managing strategies, initiatives, projects, or resources. A portfolio is a vehicle for grouping information, based upon a set of specific attributes. It enables you to review or manage many single items in a collective manner. PlanViews portfolios are applicable to projects, service agreements, lines of business, products, strategic initiatives, applications, resources, IT investments, and more. Portfolios are the management method that links strategies, work, and resources. They are created for the appropriate decision maker and their authority and responsibilities. PlanView supports the following different portfolio types that correspond to the primary tabs: Request, Strategic, Organization, Work, and Resources. When you click the Requests, Work, Strategy, Organization, or Resources primary tab, PlanView provides access to the portfolios relevant to that tab. Each secondary tab provides a different view of a portfolio. This chapter

provides an overview of the relationship between portfolios and portlets, discusses the following tasks: creating portfolios, providing access to portfolios and their relevant entities (such as requests, strategies, projects, or resources), opening portfolios, updating portfolios, deleting portfolios, and working with portfolios in Manage Work.

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Relationship of Portfolios and Portlets

PlanView displays much of a portfolios information in portlets. Portlets are smaller sections of related information and functionality. There are different portlets associated with each type of portfolio. PlanView displays portlets in your HomeView and various tabs. Portlets provide links or display information as a table or chart. If the portlet display is controlled to limit the number of items displayed, PlanView displays a More link when the list is longer than allowed. PlanView does not display all portlets in each type of portfolio. In addition, tab-content settings, your role, and your permissions all determine whether PlanView displays a portlet while a specific type of portfolio is open. The following chart lists each portlet that PlanView can display, identifies which portfolios each portlet is associated with, and indicates which display columns (narrow, wide, or both) of a portfolio will accept each portlet. The chart uses the following for portfolio-name abbreviations: HV = HomeView, Req = Request portfolio, Strat = Strategic portfolio, Org = Organizational portfolio, Work = Work portfolio, and Res = Resource portfolio, Svc = Service portfolio, and Asset = Asset portfolio.. The chart also uses the following display-column abbreviations: N = narrow, W = wide, and B = both.
Portlet Accepted Investments Active Lifecycles Active Requests Active Service Requests Actual Service Usage Allocations at Risk Asset Analysis Asset Bubble Attributes by Scenario Average Application Daily Usage Average Service Daily Usage Benefit Analysis Closed Requests Content Cost and Effort Summary Denied Requests Discussions HV Req Strat Org Work Res Svc Asset Column W W W W N W N W B N N W W N W W W

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Portlet Dispatch Speed Dispatched Request Disposition Dispatched Requests Effort Analysis Effort Breakdown Enterprise Milestones Execution Stage Financial Breakdown Financial Management Analysis Free Capacity FTE Profile Graphical Profiles Summary Important Links Investment Priority Matrix Investment Scoreboard Documents Investments in Analysis Latest Direct Cost Expenditures Lifecycle Notifications All Users Lifecycle Stage Measurements by Scenario Message Board Milestones My Discussions My Scoreboard Document List My Scoreboard Documents New Investments

HV

Req

Strat

Org

Work

Res

Svc

Asset

Column W W W W W W W W W W W W N W W

W W W W B W W W W W W

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Portlet New Requests Not Staffed Work Notifications Open Resource Requests Organizational Baseline Performance Organizational Portfolio Health Organizational Portfolio Watchlist Overloaded Resources Pending Requests Performance Scoreboard Document Portfolio Image Portfolio Measurements Portfolio Schedule Portfolio Summary Project Health Projects In Portfolio Request Disposition Request Volume Resource Attributes Resource Scoreboard Documents Resource Utilization Resubmitted Investments Scenario Valuation Service Analysis Service Bubble

HV

Req

Strat

Org

Work

Res

Svc

Asset

Column W W W W W

W W W W W

W W W W W W W W W W

W W W N N

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Portlet Service Financial Plan Analysis Slipped Work Stale Investments Strategic Baseline Performance Strategic Baseline Watchlist Strategic Portfolio Health Supported Service Time Reported on Your Own Work Timesheets Requiring Attention Unfilled Requirements Upcoming Agreement Reviews Utilization Analysis Withdrawn Requests Work Portfolio Health Work Portfolio Health Detail Work Portfolio Watchlist Work Watchlist Your Allocations Your Changes Your Issues Your Risks

HV

Req

Strat

Org

Work

Res

Svc

Asset

Column W W W W W W N W

W W N W W W W W W W W W W

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Creating Portfolios
Create Request, Strategic, Organizational, Work, and Resource portfolios so that you can view, manage, or edit your work and resources through PlanViews portlets. You do not have to create each type of portfolio. You need only create those that are relevant to the work you do in PlanView. If you click a tab and do not already have the type of portfolio associated with that tab, PlanView prompts you to create such a portfolio. When creating a portfolio, you select data for the portfolio. Doing so lets you focus on specific entities that are relevant and necessary to the portfolio. Grouping items together in a portfolio is beneficial to decision making and performance management For example, if you are a work manager, you may create a Work portfolio that is to include only projects and other work items in the database that are relevant to that portfolio. A resource manager may create a Resource portfolio to group together the resources necessary to complete work defined in a Work portfolio. You define a selection of data for a portfolio by selecting a subset of structures to include in your portfolio. You may then further refine your data selection by selecting advanced options (alternate structures) for additional filtering. When you access a portfolio, PlanView displays data that satisfies the criteria you established for the portfolio. The structures and advanced options (alternate structures) you may select are defined by your PVA, and they may vary from organization to organization within your company. Separate discussions on creating the different types of portfolios follow.

Creating Request Portfolios

Create a Request portfolio to collect related requests for analysis, prioritization, review, or reporting. After you create a portfolio, you may display dashboard information and portlets to view and access data pertaining to the portfolio. The Requests dashboard may include graphical information on disposition and volume trends. Requestrelated portlets provide lists of requests in the portfolio of a particular status, and information about the status of their lifecycles. For a list of portlets that PlanView can be configured to display in a Request portfolio, see the Relationship of Portfolios and Portlets section.
To Create a Request Portfolio

1.

In the Navigation toolbar, click Click Requests

. Then click Requests

Create Portfolio.

Create Portfolio in the screen that appears.

OR OR

In the main menu, click Go To. Then click Requests

Portfolios

Create Portfolio in the screen that appears.

PlanView displays a Create Request Portfolio screen similar to the following figure.

2. 3.

Enter a portfolio Name. Enter a brief Description of the portfolio.

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4.

Click edit so you may use the Data Picker to specify which request status you want the portfolio to include. Then select the check box of each desired status, and click OK. PlanView adds your selections to the status list.

5.

If you want to define which requests the portfolio is to include, take the following actions. Otherwise, go to the next step. Click Advanced Options. PlanView expands the Create Request Portfolio screen.

Specify the portfolios Request structure by defining a list of users for the Requested By and Dispatched
By fields.

to the right of the Requested By field. Then select the check To specify a list of requesters, click box of each user whose request-related data you want the portfolio to include. Click OK. to the right of the Dispatched By field. Then select the check To specify a list of dispatchers, click box of each user whose dispatched requests you want the portfolio to include. Click OK.

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Define the fields described in the following table.

Field Requested On Requested Start Requested Finish Description Date that request was entered. Specifies a desired start date for the work associated with a request. Specifies a desired finish date for the work associated with a request.

You can set any combination of these fields. To specify a beginning date for a field, click the desired date in the Pick Date dialog. To specify an ending date for a field, click desired date in the Pick Date dialog. to the right of the appropriate From field. Then select to the right of the appropriate To field. Then select the

Suppose for Requested Finish you set only the To date, but for Requested On you set both the From and To dates. PlanView will then provide details about requests that were entered between a specified set of dates, and also have a desired finish before a specific date. 6. Click OK to save the portfolio.

After creating a portfolio, you may control the access of other users to the portfolio. For details, see the Providing Access to Portfolios section.

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Creating Strategic Portfolios

Create a Strategic portfolio to group together a set of enterprise strategies and projects for top-down strategic planning and performance monitoring. After you create a Strategic portfolio, you may display dashboard information and portlets to display details about a strategy, set strategic schedules, use investment analysis to make investment decisions, and adjust performance on an enterprise level. The Strategy dashboard may include graphical information on schedules, investments, and performance management. Strategic-related portlets provide details about strategies and investments. The portlets also provide information about strategic schedules and status of their lifecycles. For a list of portlets that PlanView can be configured to display in a Strategic portfolio, see the Relationship of Portfolios and Portlets section.
To Create a Strategic Portfolio

1.

In the Navigation toolbar, click Click Strategy

. Then click Strategy

Create Portfolio.

Create Portfolio in the screen that appears.

OR OR

In the main menu, click Go To. Then click Strategy

Portfolios

Create Portfolio in the screen that appears.

PlanView displays a Create Portfolio screen similar to the following figure.

2. 3.

Enter a portfolio Name. Select a Strategic Planning Level to define the level of the strategic hierarchy you are focused on in this portfolio. The level you select defines the entities on which you want to perform investment analysis and monitor performance. For more information on strategic planning levels, see the About the Strategic Planning Structure (SPS) section. Select a Strategic Investment Model for the portfolio. The strategic investment model defines the evaluation criteria and key performance indicators used in the strategic portfolio for evaluation and measurement. If the selected model is time-phased, enter Planning Horizon Start and Planning Horizon Finish dates for button and select the desired date. the portfolio. To do so, click the appropriate A planning horizon lets your organization select the portfolios time span. When performing investments analysis, PlanView displays only data within the horizon. Any costs and benefits data before or after the planning horizon are excluded from investments analysis.

4. 5.

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6. 7.

Enter a brief Description of the portfolio. Click edit so you may use the Data Picker to specify the Strategy structure level in which you want to create the portfolio, and click OK. PlanView adds your selections to the Selected Strategy list.

8.

If you want to define alternate structures and criteria for the portfolio, repeat the following steps for each alternate structure you want to define. Otherwise, skip these steps. Click Advanced Options to display a list of attribute categories, which reflect the alternate structures your PVA defined. Click a categorys link to select an alternate structure. In the Data Picker that PlanView displays, select the check boxes of the attributes you want to specify for the portfolios criteria. Click OK. The Filtered By field identifies your alternate-structures selections. The attributes you specified for each of those structures is displayed in the Selected Attributes box.

9.

Click OK to save the portfolio.

After creating a portfolio, you may control the access of other users to the portfolio. For details, see the Providing Access to Portfolios section.

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Creating Organizational Portfolios

Create an Organizational portfolio to compare enterprise demand against an organizations capacity. When creating an Organizational portfolio, you define the set of strategies and projects that you want to evaluate against your organizations resources. PlanView supports evaluating organizational funding so you can determine where a business units resources are committed. PlanView also supports evaluating whether a companys IT department or another business unit has enough resources to meet a strategy or projects demand. After you create an Organizational portfolio, you may use the dashboards and portlets accessible through the Organization tab to set strategic schedules, use investment analysis to perform organizational funding or capacity planning, and monitor and adjust performance on an enterprise level. For a list of portlets that PlanView can be configured to display in an Organizational portfolio, see the Relationship of Portfolios and Portlets section.
To Create an Organizational Portfolio

1.

In the Navigation toolbar, click Click Organization

. Then click Organization

Create Portfolio.

Create Portfolio in the screen that appears.

OR OR

In the main menu, click Go To. Then click Organization

Portfolios

Create Portfolio in the screen that appears.

PlanView displays a Create Portfolio screen similar to the following figure.

2. 3. 4.

Enter a portfolio Name. Select a Planning Structure to define whether you are analyzing strategies and projects in terms of the strategic planning structure or the work planning structure. Select a Strategic Planning Level to define the level of the strategic or work planning hierarchy you want to focus on in the portfolio. Your selected level defines the entities on which you may perform investment analysis and monitor performance. Select an Organizational Investment Model for the portfolio. The organizational investment model defines the evaluation criteria and key performance indicators used in the Organizational portfolio for evaluation and measurement. Your available selections are determined by your selected planning level.

5.

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6.

If the selected model is time-phased, enter Planning Horizon Start and Planning Horizon Finish dates for button and select the desired date. the portfolio. To do so, click the appropriate A planning horizon lets your organization select the portfolios time span. When performing investments analysis, PlanView displays only strategic data within the horizon. Any costs and benefits data before or after the planning horizon are excluded from investments analysis.

7. 8.

Enter a brief Description of the portfolio. Specify in which Organization and Strategy/Work structure levels you want to create the portfolio. To define the Organization structure levels, click edit to the right of Select Organization. Then use the Data Picker to specify the desired levels, and click OK. To define the Strategy/Work structure levels, click edit to the right of Select Strategies or Select Work. Then use the Data Picker to specify the desired levels, and click OK. The investment model you select determines whether to use the Strategic Planning Structure or Work Planning Structure to define the portfolios demand. PlanView adds your selections to the appropriate lists.

9.

If you want to define advanced filtering criteria, you can filter on alternate structures by repeating the following steps for each alternate structure you want to specify. Otherwise, skip these steps. Click Advanced Options to display a list of attribute categories, which reflect the alternate structures your PVA defined. Click a categorys link to select an alternate structure, such as those in the following figure. In the Data Picker that PlanView displays, select the check boxes of the attributes you want to specify for the portfolios criteria.

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Click OK. The upper Filtered By field identifies your resource alternate-structures selections. The lower Filtered By field identifies your strategic alternate-structures selections. The attributes you specified for each of those structures are displayed in the appropriate Selected Attributes boxes.

10. Click OK to save the portfolio. After creating a portfolio, you may control the access of other users to the portfolio. For details, see the Providing Access to Portfolios section.

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Creating Work Portfolios

Create a Work portfolio to collect work-related data for analysis, prioritization, review, or reporting. After you create a portfolio, you may display dashboard information and portlets to view and access data pertaining to the portfolio. The Work dashboard may include graphical information on health and trends. Work-related portlets provide useful details about the schedule, strategy, or progress of your work. For a list of portlets that PlanView can be configured to display in a Work portfolio, see the Relationship of Portfolios and Portlets section.
To Create a Work Portfolio

1.

In the Navigation toolbar, click appears. Click Work

Portfolios

. Then click Work - Portfolios

Create Portfolio in the Go To screen that

OR
Create Portfolio in the Go To screen that appears.

In the main menu, click Go To. Then click Work

Create Portfolio.

OR

PlanView displays the Data Picker, which shows the hierarchy of your organizations Work structure. 2. Specify the Work structure level in which you want to create the portfolio, and click OK. PlanView displays the Create Portfolio screen and includes your selections in its Selected Work list. You may modify this list by clicking edit and then changing your selections on the Select Work screen that PlanView displays.

3. 4. 5.

Enter a portfolio Name. Enter a brief Description of the portfolio. If you want to define advanced filtering criteria, you can filter on alternate structures your PVA defined by taking the following steps. Otherwise, skip these steps. Click Advanced Options to display a list of attribute categories, which reflect the alternate structures your PVA defined. Click a categorys link to select an alternate structure, such as those in the following figure. In the Data Picker that PlanView displays, select the check boxes of the attributes you want to specify for the portfolios criteria. Click OK.

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The upper Filtered By field identifies your resource alternate-structures selections. The lower Filtered By field identifies your strategic alternate-structures selections. The attributes you specified for each of those structures are displayed in the appropriate Selected Attributes boxes.

6.

Click OK to save the portfolio.

After creating a portfolio, you may control other users access to the portfolio. For details, see the Providing Access to Portfolios section.

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Creating Resource Portfolios

Create a Resource portfolio if you want to view your resources in different ways, such as by team, skills, etc. After you create a portfolio, you may display dashboard information and portlets to view and access data pertaining to the portfolio. The Resource dashboard may include graphical information on the effort and utilization of your resources. Resource-related portlets provide useful details about overloaded resources, free resources, unfilled requirements, open resource requests, and the timesheets of resources. For a list of portlets that PlanView can be configured to display in a Resource portfolio, see the Relationship of Portfolios and Portlets section.
PlanView Tip! Your grants control access to the Resource Planning portlet and Resources portlets options. If you are not granted any resources, PlanView will still let you review your own information. To Create a Resource Portfolio

1.

In the Navigation toolbar, click Click Resources

. Then click Resources

Create Portfolio.

Create Portfolio in the screen that appears.

OR OR

In the main menu, click Go To. Then click Resources

Portfolios

Create Portfolio in the screen that appears.

PlanView displays the Data Picker, which shows the hierarchy of your organizations Resource structure. 2. Specify the Resource structure level in which you want to create the portfolio, and click OK. PlanView displays the Create Portfolio screen and includes your selections in its Selected Resources list. You may modify this list by clicking edit and then changing your selections on the Select Resource screen that PlanView displays.

3. 4. 5.

Enter a portfolio Name. Enter a brief Description of the portfolio. If you want to define alternate structures and criteria for the portfolio, repeat the following steps for each alternate structure you want to define. Otherwise, skip these steps. Click Advanced Options to display a list of attribute categories, which reflect the alternate structures your PVA defined. Click a categorys link to select an alternate structure. From the Select Attributes screen that PlanView displays, select the check boxes of the attributes you want to specify for the portfolios criteria. Click OK. The Filtered By field identifies your alternate-structures selections.

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The attributes you specified for each of those structures is displayed in the Selected Attributes box.

6.

Click OK to save the portfolio.

After creating a portfolio, you may control the access of other users to the portfolio. For details see the Providing Access to Portfolios section.

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Creating Service Portfolios

Each of your organizations business units may require multiple services from IT, and IT may provide services to many business units. PlanView lets you clearly define each service in terms of cost, benefits, and assets or applications supporting the service. Doing so helps IT and business units to know the cost of providing the service. It also helps to define the relationship between IT and the business units. You manage this relationship in the form of a Service portfolio. The portfolio might include the services themselves, information about minimum requirements for business unit satisfaction, and a services cost, availability, etc.
To Create a Service Portfolio

1.

In the Navigation toolbar, click Click Services

. Then click Services

Create Portfolio.

Create Portfolio in the screen that appears.

OR OR

In the main menu, click Go To. Then click Services

Portfolios

Create Portfolio in the screen that appears.

PlanView displays the Data Picker, which shows the hierarchy of your organizations Service structure. 2. Specify the Service structure level in which you want to create the portfolio, and click OK. PlanView displays the Create Portfolio screen and includes the selected structure level in the Selected Asset list. You may modify this list by clicking edit and then make a different selection in the Data Picker that PlanView displays.

3. 4. 5.

Enter a portfolio Name. Enter a brief Description of the portfolio. If you want to define advanced filtering criteria, you can filter on alternate structures by taking the following steps. Otherwise, skip these steps. Click Advanced Options to display a list of attribute categories similar to those in the following figure. The attributes correspond to the alternate structures you PVA defined. For each attribute you want to use as a filter, click a categorys link and use the Data Picker that appears to select the check boxes of the attributes you want to specify for the portfolios criteria. Then click OK.

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As shown in the following figure, PlanView displays your alternate-structures selections in the Filtered By field. In addition, the attributes you specified for each of those structures are displayed in the Selected Attributes box.

6.

Click OK to save the portfolio.

After creating a portfolio, you may control the access of other users to the portfolio. For details see the Providing Access to Portfolios section.

Creating Asset Portfolios

Assets are the software and hardware (such as computers, telephones, and other equipment) that support a business service provided by your organizations IT department. The relationship between an asset and services, other assets, or work, is managed in the form of an Asset portfolio.
To Create an Asset Portfolio

1.

In the Navigation toolbar, click Click Assets

. Then click Assets

Create Portfolio.

Create Portfolio in the screen that appears.

OR OR

In the main menu, click Go To. Then click Assets

Portfolios

Create Portfolio in the screen that appears.

PlanView displays the Data Picker, which shows the hierarchy of your organizations Asset structure. 2. Specify the Asset structure level in which you want to create the portfolio, and click OK. PlanView displays the Create Portfolio screen and includes the selected structure level in the Selected Asset list. You may modify this list by clicking edit and then make a different selection in the Data Picker that PlanView displays.

3.

Enter a portfolio Name.

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4. 5.

Enter a brief Description of the portfolio. If you want to define advanced filtering criteria, you can filter on alternate structures by taking the following steps. Otherwise, skip these steps. Click Advanced Options to display a list of attribute categories similar to those in the following figure. The attributes correspond to the alternate structures you PVA defined. For each attribute you want to use as a filter, click a categorys link and use the Data Picker that appears to select the check boxes of the attributes you want to specify for the portfolios criteria. Then click OK. As shown in the following figure, PlanView displays your alternate-structures selections in the Filtered By field. In addition, the attributes you specified for each of those structures are displayed in the Selected Attributes box.

6.

Click OK to save the portfolio.

After creating a portfolio, you may control the access of other users to the portfolio. For details see the Providing Access to Portfolios section.

Opening Portfolios
Open a portfolio to view, edit, or delete its attributes or the work items associated with it. You also open a portfolio when you want to invite other users to it. You may open portfolios you created and ones that you have access to because you are a member. You open a portfolio using either the Go To command or the My Portfolios command. Both commands display a list of portfolios from which you select the desired portfolio. PlanView maintains separate lists for each portfolio type (Request, Work, Resource, etc.). PlanView Tip!
To ensure the content of a portfolio is current, you should periodically refresh the portfolios data. To refresh a portfolio, open it and click Portfolios Refresh. Then click Refresh Portfolio in the Portfolio Content screen that

appears. You do not need to refresh the content of Request portfolios.

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Opening Portfolios with the Go To Command

The Go To command displays a list of portfolios you may open. You access the Go To command from either the Navigation toolbar or the main menu.
To Open a Portfolio with the Go To Command

1.

In the Navigation toolbar, click In the main menu, click Go To.

OR

PlanView displays a Go To screen similar to the following figure. The screen includes the Go To menu on the left and a list of portfolios on the right. You may sort items on the screen by category (name, administrator, or date) by clicking the relevant column head.

2.

In the Go To menu, click the command that provides access to the type of portfolio you want to open. The following table describes the Go To menus commands.
Command Work - Portfolios Work - Projects Description Provides access to the Work portfolios you may open. Provides access to the projects that you have previously visited. The projects may be in different Work portfolios. If you click this command, PlanView switches to the relevant portfolio when it opens the project. Provides access to the Resource portfolios you may open. Provides access to the Request portfolios you may open. Provides access to the Strategic portfolios you may open. Provides access to the Organizational portfolios you may open. Provides access to the Service portfolios you may open. Provides access to the Asset portfolios you may open.

Resources Requests Strategy Organization Services Assets

3.

Click the desired portfolios link. PlanView displays the portfolio in the relevant primary tab.

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Opening Portfolios with the My Portfolios Command

The My Portfolios command displays a list of portfolios relevant to the currently selected primary tab. You may open a portfolio by selecting it from a list that PlanView displays if you use the My Portfolios command.
To Open a Portfolio with the My Portfolios Command

1.

Display the appropriate portfolio list by taking one of the following actions: To display a Request portfolios list, click Requests To display a Strategic portfolios list, click Strategy
Portfolios Portfolios My Portfolios. My Portfolios. Portfolios My Portfolios.

To display an Organizational portfolios list, click Organization To display a Work portfolios list, click Work
Portfolios

My Portfolios. My Portfolios.

To display a Resource portfolios list, click Resources To display a Service portfolios list, click Services To display an Asset portfolios list, click Assets

Portfolios

Portfolios Portfolios

My Portfolios. My Portfolios.

PlanView displays a screen similar to the following figure. You may sort items on the screen by category (description, administrator, creation date, etc.) by clicking the relevant column head.

2.

Click the desired portfolios link to open the portfolio.

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Providing Access to Portfolios

PlanView supports indirect access and direct access to portfolios. Indirect access to a portfolio means that you must be invited to collaborate in the portfolio with other team members. Invitations may be extended to PlanView users and non-PlanView users. When non-PlanView users are invited to a portfolio, they are invited as guests who have limited access to the PlanView system. Direct access means that you do not have to be invited to the portfolio. You automatically have direct access to portfolios you create, but you have only indirect access to portfolios other users create. This means that before you can access portfolios created by other users you must be invited to the portfolio. The user who created a portfolio may invite you. Other members of a portfolio may also send invitations if this action is enabled on the portfolio. While working in PlanView you may perform the following membership-related tasks on portfolios if you have the proper permissions. Separate discussions on each task follow.

enabling other users to extend invitations to portfolios, joining a portfolio, inviting members to portfolios, displaying a users membership information, removing memberships from a portfolio, closing access to portfolios, and re-opening access to portfolios.

Enabling Other Users to Extend Invitations to Portfolios

If your PVA has given you the permission to do so, you may permit portfolio members you invite to also be able to extend invitations to a portfolio.
To Enable Other Users to Extend Invitations to a Portfolio:

1. 2.

If necessary, open the desired portfolio as discussed in the Opening Portfolios section. Click Portfolios
Current Portfolio Options.

PlanView displays the Update Portfolio Option dialog. 3. Select Allow members to invite to this portal.

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Joining a Portfolio
If another user invites you to a portfolio, PlanView informs you of the invitation via the Notifications portlet or email if PlanView is configured to do so. Notifications are alerts that PlanView issues to inform you or other users of items requiring attention or notify you of some actions taken by others in either PlanView or Manage Work.
To Join a Portfolio to which You Are Invited

1.

In the Navigation toolbar, click

PlanView displays the Notifications Summary screen, which includes data about all your current notifications. 2. In the Notifications Summary screens Informational section, click Portal Invitation displayed next to the portfolio you want to join.

Inviting Members to Portfolios

PlanView permits extending portfolio invitations to PlanView users and non-PlanView users. Sometimes users who cannot access a portfolio may have valuable information and resources to contribute. To let such users collaborate with you, invite them to join a portfolio so they can access it. Initially, only a portfolios administrator and your PVA can extend portfolio invitations to other users. However, the administrators can configure PlanView so that you and other users may extend invitations. Separate discussions on inviting PlanView and non-PlanView users follow.

Inviting PlanView Users

If you want other PlanView users to have access to a portfolio, you make it accessible by inviting those users to the portfolio. What a user invited to a portfolio can do within the portfolio depends on that users role and permissions.
To Invite an Existing PlanView User to a Portfolio

1. 2. 3. 4. 5. 6. 7.

If necessary, open the portfolio to which you want to invite other users. For details, see the Opening Portfolios section. Click the Community tab. On the main menu, click Community Click Invite new members
Members to open the Portfolio Members screen.

Invite PlanView Users. PlanView displays the Select Users screen.

Make a selection from the list displayed on the Select Users screens left. The Select Users section will include the names of only those users relevant to your selection. If necessary, enter the number of user names to display in the screen and click Set. Select the Select Users box of each user you want to invite. To quickly select all users, click Select All. To quickly remove all your selections, click Clear All. Clicking Toggle switches between selecting and unselecting all users.

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8.

If desired, enter Comments or a Message to Invitee, such as a description of the portfolio or the reason for the invitation. If you invite multiple people, PlanView will issue the same comment or message to each person. You can change a persons comment from the Portfolio Members screen.

9.

Click Invite to send a notification to each invitee.

10. After sending all your invitations, click Done. PlanView displays the Invite Users screen. If an invitees e-mail address is included in your e-mail application, that program sends e-mail to the invited user. The e-mail contains a link to the portfolios URL. If an invitee clicks the link, PlanView displays the portfolio in that persons HomeView. PlanView Tip!
Users invited to a Work portfolio will be able to see all the projects of that Work portfolio. If a user clicks a project, PlanView automatically adds the user to the projects membership list and gives the user access to the projects data.

Inviting Non-PlanView Users as Information Access Users

PlanView provides an Information Access User role that lets you collaborate with non-PlanView users. This role lets you invite non-PlanView users to provide them with limited access to the PlanView system. An Information Access Users access is defined by your PVA and can include the rights to receive notifications, participate in a lifecycle, add a request, review documents via Content Management, and access reports. When inviting guests, you create an Information Access User role for each person you want to invite and then send those users an invitation.
To Create Information Access Users and Invite Them to a Portfolio

1. 2. 3. 4. 5.

If necessary, open the portfolio to which you want to invite other users. For details, see the Opening Portfolios section. Click the Community tab. On the main menu, click Community Click Invite new members
Members to open a Portfolio Members screen.

Create Guest User. PlanView displays the Create Guest User screen.

Enter information about you and your guest. You must enter data for the required fields, which are marked with an asterisk. This includes an Expiration date. PlanView tracks when an Information Access User is activated based on the date the user is added and assigned the role. From this date, the system starts counting the number of days the user may access PlanView. The default is 90 days, but the Expiration date can be changed either by your PVA or the person creating the Information Access User. When the number of days reaches the expiration date defined for the user, the users access to the system will expire. If this occurs, the persons access to PlanView is revoked and the Information Access User role becomes available for assignment to another person. PlanView does not delete the users ID from the system when access is revoked.

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PlanView Tip!
If you receive a notification of expiration, you may click the notification link to display the name and expiration date associated with that Information Access User role. If you want to continue to give the user access to the portfolio, change the expiration date and then click the link of the Information Access Users name to send an e-mail if necessary.

6. 7. 8.

If desired, enter Comments or a Message to Invitee, such as a description of the portfolio or the reason for the invitation. Click OK. PlanView displays a message that the guest has been added to the system and that the invitation has been sent. Click Done. PlanView returns to the Invite Users screen. See the business rules for information about what happens next, depending on whether or not the e-mail address for the invited guest already exists in the system.

PlanView Tip!
The first time an Information Access User logs into the PlanView system, PlanView prompts the user to change the password from temp.

Business Rules for Information Access User E-Mails E-Mail Already Exists
The message A user with that e-mail already exists in the system displays, with links to Modify contact information, Invite this user, or Cancel the invitation.
Modify contact information displays the Contact Info screen, which can be updated. Invite this user sends an e-mail inviting the user to the lifecycle step or the portfolio. Cancel the invitation displays the Invite Users screen again without inviting the guest described on the Invite

a Guest screen.

E-Mail Does Not Exist

If no roles are available, PlanView displays the message No Guest User roles available for assignment. See the System Administrator. If an Information Access User role is available, PlanView:

adds any comments entered by the PlanView user who invited the guest, add the users information to the database, assigns the Information Access User role to the new User ID, decrements one seat from the available seats for the Information Access User role, sets the Information Access Users password as temp, and uses the first and last name of the invitee to generate a full name for the User ID (truncating the last name if necessary), and create the user name as first name initial + last name. If this format would cause a duplicate ID, a number will be added after the last name, starting with 1 and incrementing for each possible duplicate. If this makes the user name longer than 10 characters, the last name will be truncated in order to have room to add the incrementing number. (Example: You enter two users, Terry Bartholomew and Todd Bartholomew. The first user added is Terry: tbartholom. The second user added is Todd: tbartholo1.)

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Displaying Membership Information

Display membership information if you want to

view data about portfolio members (such as their User IDs, roles, phone and pager numbers, and e-mail addresses), or create or view comments that provide additional information about a member. Comments are useful for adding more information about users, such as their street addresses, job titles, and so on.
To Display a Portfolios Membership Information

1. 2. 3.

If necessary, open the portfolio for which you want to obtain information. For details, see the Opening Portfolios section. Click the Community tab. On the main menu, click Community following figure.
Members to open a Portfolio Members screen similar to the

The screen includes the name of each user who belongs to the portfolio or project. The screen also lists a members e-mail address and phone number if the PlanView database includes such information.

4.

If you want to make or view a comment, take the appropriate action. To make a comment, click click OK. To view a comment, click . In the Edit Comments dialog that appears, enter the comment and then to display the View Comments screen.

5.

To display additional contact information about a member (such as a members User ID, role, pager number, and a second phone number), click the members name. PlanView displays a Contact Information screen, which looks similar to the following figure. The screen includes a members phone and pager numbers only if the database has such information.

109

Removing Portfolio Memberships

Remove a users membership to a portfolio if you want to revoke the users access to the portfolio to temporarily block them from the portfolio. Only your PVA or the portfolio administrator can remove a user from a portfolios membership list. PlanView does not automatically remove user information from a portfolios membership list when a users allocations, authorizations, or lifecycle assignments on projects in the portfolio are deleted. PlanView Tip!
If you delete a user from a projects membership list, access to the project and its Work Detail screen is still available from timesheets. To ensure a user cannot access a project, first revoke their access to the portfolio. Then delete that users name from the portfolios membership list. To Remove Members from a Portfolio

1. 2. 3.

If necessary, open the portfolio from which you want to remove members. For details, see the Opening Portfolios section. Click the Community tab. On the main menu, click Community following figure.
Members to open a Portfolio Members screen similar to the

4.

For each user whose membership you want to remove, take one of the following actions: Click (revoke access) to temporarily remove a members access without deleting their name from the Portfolio Members screen. The option changes to (grant access), which you may click to renew the users grant. Click (Delete) to delete a members allocations/authorization and also delete their name from the Portfolio Members screen. This action prevents a user from being able to access the portfolio unless you renew access by inviting the user again.

When a user is deleted from a portfolio membership list, the user will receive an e-mail and a notification indicating the deletion. If the user clicks the notifications link, PlanView displays a screen that provides an explanation for the removal.

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Closing Access to Portfolios

Close access to a portfolio to temporarily block other users from that portfolio. If you close access to a portfolio, invited and uninvited users will not be able to use the portfolio until you reopen its access.
To Close Access to a Portfolio

1. 2.

If necessary, display the desired portfolio as discussed in the Opening Portfolios section. Click Portfolios
Current Portfolio Options.

PlanView displays the Update Portfolio Option dialog. 3. Select Close portfolio for now.

Reopening Access to Portfolios

If you close access to a portfolio and then decide you want to reopen it, you may do so.
To Reopen Access to a Portfolio

1. 2.

If necessary, display the desired portfolio as discussed in the Opening Portfolios section. Click Portfolios
Current Portfolio Options.

PlanView displays the Update Portfolio Option dialog. 3. Clear Close portfolio for now.

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Updating Portfolios
A portfolio may be edited or modified as time passes and the scope of the portfolio changes. You may modify the name, description, structure associations, criteria and other attributes of a portfolio. You may update portfolios by selecting the desired portfolio from the portfolio lists that PlanView maintains. This will display the Update Portfolio Definition screen, which you then use to enter your changes. (You may also define them using the Update Portfolio Definition screen as discussed in the Working with Portfolios in Manage Work section.)
To Edit Portfolios from the Update Portfolio Definitions Screen

1.

Display the appropriate portfolio list by taking one of the following actions: To display a Request portfolios list, click Requests To display a Strategic portfolios list, click Strategy
Portfolios Portfolios My Portfolios. My Portfolios. Portfolios My Portfolios.

To display an Organizational portfolios list, click Organization To display a Work portfolios list, click Work
Portfolios

My Portfolios. My Portfolios.

To display a Resource portfolios list, click Resources To display a Service portfolios list, click Services To display an Asset portfolios list, click Assets

Portfolios

Portfolios Portfolios

My Portfolios. My Portfolios.

PlanView displays a portfolio screen similar to the following figure.

2.

Click edit next to the portfolio you want to edit. PlanView displays an Update Portfolio Definition screen similar to the following figure.

3.

Edit the screen, and then click OK. The screens fields are the same as those you specify when creating the portfolio. For details on editing a particular type of portfolios screen, see the section that discusses creating that portfolio type.

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Deleting Portfolios
Delete a portfolio to remove it from the database. When deleting a portfolio, you display a list of your portfolios. PlanView maintains separate lists for each portfolio type (Request, Strategy, Organization, Work, Resource, Service, and Asset).
To Delete a Portfolio

1.

Display the appropriate portfolio list by taking one of the following actions: To display a Request portfolios list, click Requests To display a Strategic portfolios list, click Strategy
Portfolios Portfolios My Portfolios. My Portfolios. Portfolios My Portfolios.

To display an Organizational portfolios list, click Organization To display a Work portfolios list, click Work
Portfolios

My Portfolios. My Portfolios.

To display a Resource portfolios list, click Resources To display a Service portfolios list, click Services To display an Asset portfolios list, click Assets

Portfolios

Portfolios Portfolios

My Portfolios. My Portfolios.

PlanView displays a portfolio screen similar to the following figure.

2.

Click delete next to the portfolio you want to delete.

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Working with Portfolios in Manage Work

Based on the structures and attributes that are defined and selected for a portfolio, Manage Work displays work items in its default view. The following figure is an example of the Manage Work screen in the Enter/Edit View.

Figure 15 Manage Work Screen, Enter/Edit View

Defining Filters in Manage Work

You specify a filter in Manage Work to define which work and resources you want to manage in the current Manage Work session. You may define a filter by creating a new one or editing an existing one to suit your needs. If structures and attributes were not defined for a portfolio when it was created, you may specify these characteristics by using Manage Work. (You may also define them using the Update Portfolio Definition screen as discussed in the Updating Portfolios section.) There are two different filter types available in Manage Work, and each of these can be defined using basic or advanced loading options, such as:

including specific work and resources; delineating the selected work and/or resources with various attributes; including Allocated, Reserved, Authorized, and Required resources and work; and filtering at or below the project level.

114

Creating Filters
To Create a Filter

1. 2. 3.

Open Manage Work: (Work

Dashboard

Action Links

Manage Work).

In the Manage Work screen, click Work

Filter.

In the Choose Filter dialog that appears, click New. PlanView displays a Define Filter dialog similar to the following figure.

The following table describes the Define Filter dialog.

Item Filter Name Edit Clear Restore Filter Description Filter Type Help Advanced Loading Options Definition This is the filters name, which can be up to 50 characters long. Edits an existing filter and attributes within a filter Clears all selections and restores to default settings Undoes the Clear command Summarizes the filters characteristics Indicates the type of filter that is associated with the work item Opens PlanViews on-line help Opens the Advanced Loading Options dialog, which lets you specify resources you want to load and other loading options

4.

Enter a Filter Name.

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5.

To specify which projects you want associated with the filter, select the Selected Work check box under Choose Criteria. The system displays the Select Work dialog, which lets you define which projects you want the filter to include. After selecting the appropriate work items, click OK. While working in the Select Work dialog, you click + to expand a work item; or click to collapse it. You may search for a specific work item by using the field at the top of the dialog and then clicking Search.

6.

To specify which granted resources the system should pull from the database, select the Selected Resources check box under Choose Criteria. The system displays the Select Resources dialog, which lets you define the resources you want the filter to include. After selecting the appropriate resources, click OK. While working in the Select Resources dialog, you click + to expand a resource entry or click to collapse it. You may search for a specific resource by using the field at the top of the dialog and then clicking Search.

PlanView Tip!
If you are not granted to any resources, the Select Resources dialog is blank.

7.

To further filter by alternate attributes, take the following steps: Select another entry in the Choose Criteria section. In the Edit Criteria screen that appears, click Add. Select the desired attributes in the Select Attribute screen that appears. You may use the CTRL key to select multiple items. You may search for a specific value by using the field at the top of the dialog and then clicking Search. Click OK. If PlanView prompts you to verify your selections because you chose multiple attributes, click OK. After PlanView returns to the Edit Criteria dialog, click OK to add the selected items to the filter criteria and return to the Define Filter dialog. You may click Clear to remove all entries.

8.

In the Define Filter dialog, select the appropriate Filter Type and loading option.

PlanView Tip!
By default, PlanView loads work with resources. This includes loading resources allocated to the work, even if resources are not individually selected. The inclusion of resources is optional when you are defining the loading options for Work Portfolio filters. To load work only, click Advanced Loading Options and clear the check boxes for allocated, authorized, reserved, and required resources. To focus your management efforts on a particular piece of work and have the system automatically load the resources assigned to the work, click Advanced Loading Options and select the check boxes of the resources you want to include. When defining loading options for Resource Portfolio filters, you may load work on which resources are allocated, authorized, reserved, or required. To do so, click Advanced Loading Options and select the appropriate check boxes.

9.

Click OK to save the filter definition and return to the Choose Filter screen.

10. Click Use Selected Filter to open the filter.

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Editing Existing Filters in Manage Work

You may edit an existing filter in Manage Work if one is not exactly correct for your current needs.
To Edit Filters in Manage Work

1. 2. 3.

Open Manage Work: (Work

Dashboard

Action Links

Manage Work).

In the Manage Work view, click Work

Filter.

Click the name of the filter you want to edit. The description of the filter displays in the Filter Description field. The first line in the description will indicate if the filter was defined when the portfolio was created by including the portfolio name in parentheses, such as (Operation Sunshine Filter). If no name is included on the first line, the filter was created in Manage Work. Click Edit. The Define Filter screen is displayed. To edit the information to be included in the filter, select a criterion and then click Edit. Note that the Filter Type field will be unavailable if the filter was defined when the portfolio was created. Click OK to return to the Define Filter window. Repeat the previous step, as needed, for each criterion you want to change. Click Use Selected Filter to return to the Manage Work views.

4. 5. 6. 7.

Reviewing Filters in Manage Work

If you do not see the work or resources you need in a portfolio, you can use Manage Work to review the characteristics of a portfolios filter to see if it contains all the data you need.
To Review Filter Information in Manage Work

1. 2.

Open Manage Work: (Work

Dashboard

Action Links

Manage Work).

In the Manage Work view, click View Filter Description. The system displays the Filter Description dialog, which provides information about the work items and resources that are associated with the filter. The following table describes the Filter Description dialogs fields.
Field Filter Name Filter Description Active Projects Total Projects Active Support Tickets Total Support Tickets Resources Description Name of filter displays on the far-left side of the Topic Bar Summary of the filters characteristics, such as the criteria it includes Total number of projects a portfolio includes Total number of projects displayed in the filter Total number of support tickets for all the work items a portfolio includes Total number of support tickets displayed in the filter Total number of resources displayed in the filter

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Deleting Filters in Manage Work

You may use Manage Work to delete filters.
To Delete Filters

1. 2. 3. 4. 5. 6. 7.

Open Manage Work: (Work Click Work

Dashboard

Action Links

Manage Work).

Filter. PlanView displays the Choose Filter dialog.

In the dialogs drop-down menu, select whether you want to delete Work Portfolio Filters or Resource Portfolio Filters. In the User Defined Filters section, select the filter you want to delete. Click Delete. At the prompt, click OK. PlanView deletes the filter, but not the work within the filter. When you finish deleting the desired filters, close the dialog.

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Creating Work

New projects are very important to an organization. Whether it lasts one month or two years, PlanView assists in carefully defining the project so that each person assigned to the project has accurate information for working on it. You can add work into the PlanView central repository in a number of ways. For example, you can add work manually, or import work from a Microsoft Project file. Once work is added, it is important to document the attributes of that work, such as work type, internal priority, and information about the requester of the work. Depending on how users are defined for your company, new work may be added by managers, employees, contractors, or even customers. Managers will review and approve each request within the company. The work items on your PlanView screens include all work belonging to the Work Breakdown Structure to which you have access. You may only create new work items within that structure. For information about the Work Breakdown Structure, see Scoping Work.
Work - which can vary from large strategic initiatives broken into controllable projects to unscheduled support requests that might take only a few minutes. Each work type differs in the span of control, degree of formal oversight and level of process controls, and each evoke different tools and techniques.

A project is the core work function for which resources and work are organized, planned, scheduled, and tracked. Projects are larger work items that typically have several stages of work and several resources working on them. PlanView is a central repository that contains all projects within your organization. Processes for initiating projects (e.g., who can add projects, what is categorized as a project, and who must approve projects) differs for each organization. PlanView lets you add a projects and review projects.
Support tickets - are one-task work items with a resolution (for example, a copier maintenance request). Support tickets also help with intra- and inter-departmental communication. For example, you can create a support ticket for maintenance on your workstation. Using PlanView, the request is processed quickly and the people in charge of maintenance know about the request immediately.

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Requesting Work
A Request for a work item is separate from the decision of what kind of work is needed to fulfill the request. When a Request is created, the creator does not need to make decisions about the nature of the work or its proper placement within the Work Breakdown Structure. This chapter explains how to:

access the Requests screen add a request, remove a request, dispatch a request, change the status of a request, to: new, pending, active, dispatched, closed, denied, or withdrawn, review request details, generate work from a request, view the status of requests, and respond to workflow notifications for requests.

Access the Add Request Screen

To add requests, you enter information in the Add Request screen. Use the Add Requests command from HomeView, the Requests tab (and its sub-tabs), or Manage Work.

Add a Request
To Add a Request

1. 2.

Access the Add Request screen. Enter the name of the request in the Request Name field. The Request ID is supplied automatically. By default, the Request Status is R/O and is set to New.

3. 4.

Select a Request Type by choosing a type from the drop-down menu. The Requested by field defaults to the username of the user logged in. To change the username, click Select User to display a list of users. The data picker opens. Select the appropriate user by clicking the corresponding link in the Full Name column.

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5.

In the Data Picker, to change the Dispatcher field from its initial value, click Select Dispatcher to display a list of possible dispatchers. Select the appropriate dispatcher by clicking the corresponding link in the Full Name column. To clear the selection, click the button.

PlanView Tip!
To execute Step 5, the system must be set to allow the manual selection of dispatchers. If this option is not enabled in the system, skip Step 5.

6. 7.

Enter a description of the new request in the Description field. Enter the desired start and finish dates for the request by typing dates into the Requested Start Date and
Requested Finish Date fields, respectively, or by clicking the calendar

buttons.

8. 9.

Click Continue to proceed or Cancel to exit without saving. If the lifecycle feature is enabled, PlanView guides you through the Initial Request lifecycle model defined by your organization. You may be prompted to execute a scripted dialog or complete a configured screen. If you are designated as a Dispatcher, PlanView may prompt you to choose a Request lifecycle model or to dispatch it (creating primary work or support tickets from it), but these actions will typically be deferred to another user.

PlanView Tip!
If you are not using Request lifecycles, you may still have a configured detail screen following the initial screen.

Remove a Request
PlanView Tip!
You can only remove a request that you have created, and only if work has not been generated from the request. To Remove a Request

1. 2. 3.

Access the Add Request screen. Under Action Links, click Review All Requests. The Review Requests screen is displayed. Click the name of a request. The Dispatch Request screen is displayed. If you have the Dispatch Requests feature enabled, click the created by you link. If you have only the Add Requests feature enabled, this view will be your default view.

4.

To delete the request, click Remove next to the Request Name.

Dispatch a Request to Primary Work or a Support Ticket

Once a request has been added into the system, the Dispatcher can generate work from the Request (or respond otherwise, such as rejecting it). This work can be generated into primary work or a support ticket. The person who added the request can check the status of the request by clicking Review All Requests on the Action Links of any Requests sub-tab. The requester sees that the request has been dispatched and clicks the name of the request for more details. PlanView Tip!
To shorten the list of requests on the Review Request screen, use the Date Filtering option on the Requests Portfolio, Advanced Options.

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Generate Primary Work

You may add work from your HomeView, the Work tab, or Manage Work. A Work portfolio typically contains multiple projects, and a project can be associated with a group of portfolios. You cannot add work under a Project level (PPL) or lower work item. You must select a parent (PPL1) level entity. After you add work, PlanView automatically makes the project available to you and those users who are assigned a lifecycle step on the project or are allocated, authorized, or granted to the project. If a user does not meet this criteria, you may make the project available to the user by extending a project invitation.
To Generate Primary Work (PPL- level) from a Request

1. 2.

From the Requests tab, click Review All Requests to view the dispatched requests.

Click the name of the Request from which to generate primary work. The Dispatch Request screen is displayed.

3.

Click Error! Hyperlink reference not valid. Add Primary Work. The Add Project screen is displayed.

4.

Select the Parent work item by clicking the Parent link to display a list of PPL-1 work items.

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The following table describes the fields in the Add Project screen.
Field Parent Project Name Work ID Description The parent beneath which this project is being placed; RO Name of the project Automatically generated by PlanView, but it can be overwritten with an internal number Current status of an investment associated with an investment model Automatically generated by the default setting; RO Level of priority related to this project The level of urgency of the project The lowest level of the strategic structure, which might be a program, initiative, tactic, or other item. Select check box to allow logging of support tickets to work item. Select check box to enable PlanViews Microsoft Project Connector application, which lets you perform bi-directional transfers of data between Microsoft Project and PlanView Select check box to allow users to enter the amount of progress made on work by indicating the actual start date and the percent of work completed to date. Available if you are using a lifecycle with the project. This field lets you specify a lifecycle below PPL. Requesters preferred start date for the project, default is todays date if the field is activated Requesters preferred completion date for the project The individual responsible for owning this project, includes permission to invite other users to the portfolio and assign a workflow template if appropriate

Investment Status Work Status Requester Priority Internal Priority KRA

Allow Support Tickets Import Details From MPP File

Status Work with Percent Complete

Child Lifecycles

Requested Start

Requested Finish Lifecycle Administrator

5. 6. 7.

Click Parent. In the Data Picker that appears, select the parent structure within the Work Breakdown Structure. Enter the Project Name. Enter as much information as you can. It is recommended that you not change the PlanView-generated Work ID. If the screen displays the Investment Type, it defaults to Pending. The Project Status is set to the default status value that your PVA assigned.

8.

Select Requested Start and Requested Finish dates for the project.

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9.

Select a lifecycle administrator. This is the individual who has permission to invite users to the project and assign the project a lifecycle model. The names of all users with the ability to administer projects are displayed in the Select User window. The full name of the user creating the project will default in the Lifecycle Administrator field, if the current user has the Administrate Projects permission.

10. Click Continue. PlanView Tip!

You may alter the project name at any time if you have permission to modify project attributes. To Add a Project with Manage Work

1. 2.

Open Manage Work: (Work

Dashboard

Action Links

Manage Work).

Specify the WBS location at which you want to add the project. To do so, take one of the following actions: In the Status Display, Enter/Edit, or Gantt view, click the level above the project).
Add Project button (right side, next to the

OR
Insert Under from the toolbar. Insert from the toolbar.

In the Enter/Edit view, select the level above the project and click In the Enter/Edit or Gantt view, select the project level and click 3.

OR

If necessary, open the Add Project screen by clicking Edit Add Project. You will need to perform this step if the Add Project screen is not your default Manage Work screen.

Create a Support Ticket from Your HomeView

To Create a Support Ticket from Your HomeView

1. 2. 3. 4. 5.

Click HomeView

Dashboard

Action Links

Add Ticket.

In the Summary of Work with Support Tickets screen that appears, click next to the work item for which you want to create a support ticket. Then select add support ticket from the menu that appears. In the Create a New Support Ticket screen that appears, enter the Title and any other required or known information. Click Continue. Enter additional information as prompted until PlanView returns to the Summary of Work with Support Tickets screen.

PlanView Tip
If Lifecycles are enabled, you will need to complete additional steps.

124

Create a Support Ticket from the Tickets Tab

To Create a Support Ticket from the Tickets Tab

1. 2. 3. 4. 5. 6.

If necessary, open or create the portfolio that includes the work item for which you want to create a support ticket. For details, see the appropriate section (Creating Portfolios or Opening Portfolios). Click Work
Tickets.

In the Summary of Work with Support Tickets screen that appears, click next to the work item for which you want to create a support ticket. Then select add support ticket from the menu that appears. In the Create a New Support Ticket screen that appears, enter the Title and any other required or known information. Click Continue. Enter additional information as prompted until PlanView returns to the Summary of Work with Support Tickets screen.

Generate a Support Ticket

To Generate a Support Ticket from a Request

1. 2. 3.

Click Requests

Review All Requests to view the dispatched requests.

Click the name of the Request from which to generate a support ticket. The Dispatch Request screen is displayed. Click Error! Hyperlink reference not valid. Add Support Ticket. The Create a New Support Ticket screen is displayed.

4. 5.

Click Select Parent. The Data Picker is displayed. Select a work item, and then click OK. The Create a Support Ticket screen is redisplayed, showing header information for the selected WBC.

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6. 7. 8. 9.

The Title and Service Description default from the values entered in the Add Request screen for the Request Name and Description, respectively. Select the appropriate support Ticket Status by clicking the drop-down arrow and selecting the status from the list. Click Requestor Priority to choose the appropriate priority for the support ticket. Select a Target Date, and then enter a Target Estimate in hours for completion of the support ticket.

10. Click Continue to proceed. 11. If the Lifecycle feature is enabled; and if a lifecycle has been defined for the purpose, you will be guided through the Initial Request Lifecycle defined by your organization. You may be prompted to enter a configured screen, select a lifecycle model, or execute a scripted dialog. The Add Project screens Parent field, one level above project (PPL1), will already be populated based upon your filter definition and the specified WBS location at which you are adding the project. 12. Enter the project name in the Project Name field. 13. Enter as much information as you can for the fields displayed. The Work ID is already entered by the system. It is recommended that you do not change this entry. If the Investment Type field is displayed, it will default to Pending. The Project Status will be populated with the default status value assigned by your PVA. 14. Select Requested Start and Requested Finish dates for the project. 15. Select a lifecycle administrator. This is the individual who has permission to invite users to the project and assign the project a lifecycle model. The names of all users with the ability to administer projects display in the Select User window. The full name of the user creating the project will default in the Lifecycle Administrator field, if the current user has the Administrate Projects permission. 16. Click OK. PlanView Tip!
In addition to the Work tabs Dashboard tab, most of the Work secondary tabs provide access to the Add Work command. The Schedule, Staffing, Progress, and Community tabs available under the Work tab also provide access to the Add Work command.

If lifecycles are enabled, and if a lifecycle has been created for the purpose, PlanView guides you through the Initial Request Lifecycle defined by your organization. You might be prompted to select workflows or a lifecycle model, or to execute a scripted action or dialog. A scripted action executes the script based on fields already populated to select the best lifecycle model for the project. A scripted dialog leads you through a series of questions. Answer each question to provide additional information for the system. If your organization is using configured screens to determine project attributes, PlanView displays a screen in which you enter additional information. When executing the final step of the Initial Request Lifecycle, you are prompted to select a lifecycle model. 17. Click Details to view information about each template. When you finish reviewing the details, click Close. 18. If prompted, click the name of the model you want to use with the new project, and then click OK. PlanView displays the Edit Lifecycle Team. 19. Next to each role without a specific associated user, click select user.

126

20. Select the user to associate with the lifecycle role. 21. To add other team members, click Add Team Member. 22. Select the appropriate lifecycle role or user. 23. Click Continue. 24. Use the links on the screen to edit the lifecycle as appropriate by removing steps or changing the user associated with a step. 25. Click Finish, and complete additional lifecycle steps if prompted. 26. To update the work detail for the project from within Manage Work, right-click on the project name and select Work Detail. 27. Use the appropriate Update link to modify attributes, and then click OK. The following table describes the options available on the Portal Options screen.
Option Close portal for now Allow members to invite to this portal Description Hides the project from all users except the lifecycle administrator and your PVA Provides permission for invited members of the portal to invite additional users to the project, without involving the lifecycle administrator

127

View the Status of Requests

PlanView Tip!
Request status will be displayed only for users with appropriate permissions. To View the Status of Requests

1. 2.

Click

in the Navigation toolbar, or

in the main menu. The Go To screen is displayed.

Click Requests. The list of Requests for which you have permissions is displayed.

3.

Click the name of a request. The Requests Dashboard Status screen is displayed, showing request status. Users with the manage_request or dispatch_request permissions can view any request in the database

Opening Work Projects

Some tasks you perform in PlanView require you to open a project, which you may do by using the Go To command. In addition to the Go To command, PlanView lets you access a project by clicking a link in some screens. As you become familiar with PlanView, you may want to use such links instead of the Go To command.

128

Providing Access to Projects

PlanView supports indirect access and direct access to projects. Indirect access to a project means that you must be invited to collaborate on the project with other team members. Invitations may be extended to PlanView users and non-PlanView users. When non-PlanView users are invited to a project, they are invited as guests who have limited access to the PlanView system. Direct access on a project means that you do not have to be invited to the project. You have direct access to a project if you

create the project, are granted to the project, are allocated or authorized as a resource to the work, or are assigned a lifecycle step relevant to the project. To be assigned to a lifecycle step within a project lifecycle, you must be a PlanView user or Information Access User.

If you do not have direct access to a project, the user who created the project can invite you to the project to make it available to you. PlanView Tip!
Users will have direct access to a project via authorizations only if the authorization is at the project (PPL) level or lower. Authorizations at a higher level will require an invitation.

While working in PlanView, you may perform grant-related and project-membership tasks to make projects accessible.

Working with Grants

PlanViews centrally shared database contains all portfolio, project, and resource information for your organization. Grants are used to provide access to the information in a database for individual users. Each user is granted security access to specific portions of the database structure, which allows for the review or editing of work, resources, contracts, and strategies. PlanView supports work, resource, contract, and strategic grants. Your PVA is responsible for creating the initial grants. If your PVA has given you permissions to add, update, review, or remove grants, you may do so to share work, resources, contracts, and strategies with other users as needed. Grants affect the ability to:

assign resources to work, access a project automatically, authorize resources to work (per the global option authorize only granted resources), view the Stale Project notification (per global option), receive notifications, report time and expenses, approve time and expenses, approve resource requests (via allocations or reserves), add to or view content in structures,

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enter resource detail and schedule standard activities, and perform financial management at the project level.

Before you add, update, review, or remove grants, you need to be aware of the following:

grants are applicable to projects but not portfolios, grants can be associated with a single item or an organizational group, grants may exist at any level within a work, resource, contract, or strategic structure, grants may be defined at the level above or below the item associated with the grant, PlanView ignores resource grants more than one level above the work item associated with the grant, a grant is inherited by all children in the resource structure, in cases where there are several grants to a parent resource entity, the lowest grant takes precedence, PlanView ignores resources that have been terminated and have overdue timesheets, and PlanView ignores resource grants that are more than one level above a resource in a resource structure. PlanView can issue resource-grant notifications only for resource grants that point directly to a single resource or one level above a group of resources.

PlanView Tip!
PlanView uses the word Grant in different ways, such as: granting access via work, resource, contract, and strategic grants, granting/revoking access to a project, and granting an extract to another user.

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A Look at the Create/Update Grants Screen

You may use the Create/Update Grants screen to add, update, review, and remove grants. The following figure is an example of the Create/Update Grants screen. This screen shows all the grants that you have given to other users. As the figure shows, the screen includes separate sections for each of the different grant categories (work, resources, contracts, and strategic). The third column identifies the type of grant a section is providing information about. You may sort items in a section by clicking column heads within that section.

Figure 16 Example Create/Update Grants Screen

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The following table describes the Create/Update Grants screens fields.

Field Full Name Level Description Identifies the user to whom a grant is given. Reflects the structure level of the work, resource, contract, or strategy associated with the grant. Includes links to hierarchical information of a work item. Includes links to contact information for the granted resource. Includes links to the review information for the granted contract. Includes links to the Strategic Detail screen for the granted entity. Identifies the parent of the work, resource, contract, or strategy associated with the grant. Indicates whether the grant includes permission for the user to report time and expenses on the grants associated resource. PlanView displays this field only for resource grants. Approve Time Indicates whether the grant includes permission for the user to approve time for the grants associated resource. PlanView displays this field only for resource grants. Approve Expenses Indicates whether the grant includes permission for the user to approve expenses for the grants associated resource. PlanView displays this field only for resource grants. Approve Requests Indicates whether the grant includes permission for the user to approve requests for the grants associated resource. PlanView displays this field only for resource grants.

Work Grants Resource Grants Contract Grants Strategic Grants Parent

Report Time and Expenses

Adding Grants with the Create/Update Grants Screen

You may add grants if your PVA gives you the permissions needed to do so. This section discusses adding grants using the Create/Update screen. You may also use Manage Work to add grants as discussed in the Adding Grants with Manage Work section.

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To Add Grants with the Create/Update Grants Screen

1.

Click HomeView Click HomeView

Dashboard Assignments

Action Links Action Links

Create/Update Grants. Create/Update Grants.

OR

PlanView displays the Create/Update Grants screen. 2. Specify the type of grant you want to add by clicking Add Grant in the appropriate section. PlanView displays a screen similar to the following figure. (The Permission check boxes are available only while you are adding a resource grant.)

3. 4.

Click Select user. PlanView opens the Data Picker, which includes a list of users to whom you may grant access. Select the user to whom you want to assign grants, and then click OK. You may quickly access a users name. To do so, enter some or all of the letters in the users name in the Jump To field or click the appropriate letter or arrow buttons displayed in the Data Pickers screen. Click the appropriate link (Select work, Select resource, Select contract, or Select strategy) for the type of grant you are adding. PlanView opens the Data Picker, which includes a list of items to which the selected user may be granted access. This list includes the children of items. Select the item to which you want the selected user to have access, and then click OK. A work grant may be to the level above the project or at the project level. Grants to more than one level above a project are ignored.

5.

6.

7. 8. 9.

From the Access drop-down menu, specify the type of access you are granting to the user. To do so, select the desired access Read/Write or Read Only. If you are adding a resource grant and you want to grant or deny permissions on the relevant resource, select or clear the appropriate Permissions check boxes. Otherwise, skip this step. Click OK.

PlanView Tip!
When you are working with resource grants, keep in mind that PlanView ignores grants that are more than one level above a resource in the organizational structure. In such cases, notifications related to assignments and time and billing respect grants that point directly to a single resource or one level above a group of resources.

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Updating Grants with the Create/Update Grants Screen

You may update grants if your PVA gives you the permissions needed to do so.
To Update Grants

1.

Click HomeView Click HomeView

Dashboard Assignments

Action Links Action Links

Create/Update Grants. Create/Update Grants.

OR

PlanView displays the Create/Update Grants screen. 2. Click (update) next to the item associated with the grant you want to modify. You may search for an item by user name or grant description. To do so, specify whether you want to base the search on a user name or a grant description by selecting the appropriate option from the Search By drop-down menu. Then enter some or all of the user name or grant description, and click Search. PlanView displays only those grants that match your specified criteria. An item may display multiple times if different grants point to the same item. To return to displaying all grants, click Show All. After you click (update), PlanView displays a screen similar to the following figure. (The Permission check boxes are available only while you are updating a resource grant.)

3. 4. 5.

From the Access drop-down menu, specify the type of access you are granting to the user. To do so, select the desired access Read/Write or Read Only. If you are updating a resource grant and you want to grant or deny permissions on the relevant resource, select or clear the appropriate Permissions check boxes. Otherwise, skip this step. Click OK.

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Adding Grants with Manage Work

You may also add work and resource grants with Manage Work. PlanView Tip!
Users can allocate granted resources to their granted work. Other users with access to that work will then have access to the resource via the allocation. If the resource grant to the user is deleted, the allocation made by that user remains valid. Thus, the second user, who shares access to the work, still has access to the resource via the allocation. If a User ID is deleted from the database, grants given by that user will remain valid. If you grant work or a resource to another user, that user may grant the work or resource to other users. The system does not notify you of this additional grant. If you delete your grant to the initial user in the chain, the grants that user made are still valid. To Add Grants with Manage Work

1. 2.

Open Manage Work: (Work

Dashboard

Action Links

Manage Work).

From the Manage Work menu bar, click Edit

Grants. The Grants screen displays.

PlanView Tip!
The Grants screen defaults to the Given tab, which you may use to grant other users any work item or resource to which you have been granted access. The Grants screen will show all given and received work grants regardless of the work and resources selected in a work items filter. To view resource grants, however, the filter must include at least one resource. You may use the Received tab to review the grants that you have been given by another user, including your PVA.

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3.

To create a work grant, take the following steps: In the Work Grants sections User Name column, click the first available blank row. You may need to scroll before a blank row comes into view. From the drop-down menu that appears, select the name of the user to whom the work will be granted. If you do not want to click to make your selection, you may type the first letter of a user name to display the first selectable name beginning with that letter. When doing so, you should consider whether user names have been entered first name first or last name first. In the Granted Work column, click the field that corresponds to the selected user. Then click the Select Work screen. Select the work to which you want another user be granted access. Then click OK. to display

4.

To create a resource grant, take the following steps: In the Resource Grants sections User Name column, click the first available blank row. You may need to scroll before a blank row comes into view. From the drop-down menu that appears, select the name of the user to whom the work will be granted. If you do not want to click to make your selection, you may type the first letter of a resource to display the first selectable entry beginning with that letter. When doing so, you should consider whether resources have been entered first name first or last name first. In the Granted Resource column, click the field that corresponds to the selected resource. Then click display the Select Resources screen. Select the resource to which you want another user be granted access. Then click OK. to

5.

Select the type of access you are granting by clicking the Access field that corresponds to your selected work or resource. From the drop-down menu that appears, select either R/W (for read/write access) or R/O (for read-only access). Click OK.

6.

PlanView Tip!
When a user is given R/O access to a work item, the Status field will not be editable, even if the user role has the Change Status permission.

Reviewing Grants
You may review grants if your PVA gives you the permissions to do so. PlanView lets you review

all your grants by type, or all the grants you have given to other users.

Reviewing Your Grants by Type

You may review details about all your grants by type (work, resource, contract, or strategic). PlanView lets you review some resource grants separate from other resource grants. This is because there are some resource grants that affect notifications related to your assignments and time and billing data. Before reviewing resource grants, you should be aware that PlanView ignores

resources that have been terminated and have overdue timesheets, and resource grants that are more than one level above a resource in the resource structure. So notifications, and review information only respect grants that point directly to a single resource or one level above a group of resources.

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To Review Your Grants by Type

1.

Click HomeView Click HomeView

Dashboard Assignments

Action Links Action Links

Review Grants. Review Grants.

OR

PlanView displays a Choose Grants screen similar to the following figure.

The following table describes the Choose Grants screens links.

Link Work grants Description Provides access to information about the work to which you are granted. Provides access to information about the resources to which you are granted. Provides access to resource grants relevant to your resource assignments. The grants are shown at either the deepest (individual) level or one level above that. Provides access to resource grants relevant to resources marked to permit you to enter time and expenses. The grants are shown at either the deepest (individual) level or one level above that. Provides access to information about the contracts to which you are granted. Provides access to information about the strategies to which you are granted.

Resource grants

Resource grants that affect Assignment notifications

Resource grants that affect Time & Billing notifications

Contract grants

Strategic grants

2.

Click the appropriate link for the type of grants you want to review. PlanView displays a Grants for screen similar to the following figure.

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The screen provides information about grants associated with the work, resources, contracts, or strategies that you have RO or R/W access. A work item, resource, contract, or strategy may be listed multiple times if different grants point to the same object. The screen indicates the structure level at which each grant is made. The screen also identifies who gave the grant.

Reviewing Grants You Have Given to Other Users

You may review grants you have given to other users.
To Review Grants You Have Given to Other Users

1.

Click HomeView Click HomeView

Dashboard Assignments

Action Links Action Links

Create/Update Grants. Create/Update Grants.

OR

PlanView displays the Create/Update Grants screen, which provides information about all the grants you have given to other users. Grants are grouped in separate sections by type. The screens third column heading indicates which type of grants are displayed in a section. You may search for an item by user name or grant description. To do so, specify whether you want to base the search on a user name or a grant description by selecting the appropriate option from the Search By drop-down menu. Then enter some or all of the users name or grant description, and click Search. PlanView displays only those grants that match your specified criteria. An item may display multiple times if different grants point to the same item. To return to displaying all grants, click Show All. 2. To review the work, resource, contract, or strategy grants you have given to a user, click (review grants) next to that users name in the appropriate section. PlanView displays a Grants screen similar to the following figure, which is an example of the information PlanView displays for a users work grants.

The Grants screen provides information about grants associated with the work, resources, contracts, or strategies that a user has RO or R/W access. The screen indicates the structure level at which each grant is made and that you gave the grant.

Removing Grants
You may remove grants if your PVA gives you the permissions needed to do so.
To Remove Grants

1.

Click HomeView Click HomeView

Dashboard Assignments

Action Links Action Links

Create/Update Grants. Create/Update Grants.

OR

PlanView displays the Create/Update Grants screen. 2. Click (remove) next to the item associated with the grant you want to remove.

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You may search for an item by user name or grant description. To do so, specify whether you want to base the search on a user name or a grant description by selecting the appropriate option from the Search By drop-down menu. Then enter some or all of the user name or grant description, and click Search. PlanView displays only those grants that match your specified criteria. An item may display multiple times if different grants point to the same item. To return to displaying all grants, click Show All.

A Look at Project Membership

You must be a member of a project to be able to access that work item. You are automatically given membership to the projects you create. You also are automatically given membership to the projects on which you are authorized, allocated, granted, or assigned a lifecycle-step. If you are not a project member, the user who created the project may extend an invitation to give you indirect access to the project. While working in PlanView you may perform the following project-membership tasks if you have the proper permissions. Separate discussions on each task follow.

join a project, invite members to projects, display a users membership information, and remove memberships.

Joining a Project
If another user invites you to a project, PlanView informs you of the invitation via a Notification or e-mail if PlanView is configured to do so. Notifications are alerts that PlanView issues to inform you or other users of items requiring attention or notify you of some actions taken by others in either PlanView or Manage Work.
To Join a Project to which You Are Invited

1.

In the Navigation toolbar, click

PlanView displays the Notifications Summary screen, which includes data about all your current notifications. 2. In the Notifications Summary screens User Info section, click Portal Invitation displayed next to the project you want to join.

Inviting Members to Projects

PlanView permits extending project invitations to PlanView users and non-PlanView users. Sometimes users who cannot access a portfolio may have valuable information and resources to contribute. To let such users collaborate with you, invite them to join a project so they can access it. Separate discussions on inviting PlanView and non-PlanView users follow.

Inviting PlanView Users

You may invite PlanView users to projects. You need to do so if you want a project to be accessible to other PlanView users who are not already allocated, authorized, granted, or assigned a lifecycle workflow role on that project. What a user invited to a project can do within the project depends on that users role and permissions.

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To Invite an Existing PlanView User to a Project

1. 2. 3. 4.

If necessary, open the project to which you want to invite other users. For details, see the Opening Work Projects section. Click the Community tab. On the main menu, click Community Click Invite new members
Members to open the Portfolio Members screen.

Invite PlanView Users. PlanView displays the Select Users screen.

5. 6. 7.

Select invitees from the Select Users list displayed on the Select Users screens left. The Select Users section will include the names of only those users relevant to your selection. If necessary, enter the number of user names to display in the screen and click Set. Select the Select Users box of each user you want to invite. To quickly select all users, click Select All. To quickly remove all your selections, click Clear All. Clicking Toggle switches between selecting and clearing all users.

8.

If desired, enter Comments or a Message to Invitee, such as a description of the portfolio or the reason for the invitation. If you invite multiple people, PlanView will issue the same comment or message to each person. You can change a persons comment from the Portfolio Members screen.

9.

Click Invite to send a notification to each invitee.

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10. After sending all your invitations, click Done. PlanView displays the Invite Users screen. If an invitees e-mail address is included in your e-mail application, that program sends e-mail to the invited user. The e-mail contains a links to for the portfolios URL. If the invitee clicks the link, PlanView adds the user to the projects membership list and displays the project in the users HomeView.

Inviting Non-PlanView Users as Information Access Users

PlanView provides an Information Access User role that lets you collaborate with non-PlanView users. This role lets you invite non-PlanView users to provide them with limited access to the PlanView system.. An Information Access Users access is defined by your PVA and can include the rights to receive notifications, participate in a lifecycle, add a request, review documents via Content Management, and access reports. When inviting guests, you create an Information Access User role for each person you want to invite and then send those users an invitation.
To Create Information Access Users and Invite Them to a Project

1. 2. 3. 4. 5.

If necessary, open the project to which you want to invite other users. For details, see the Opening section. Click the Community tab. On the main menu, click Community Click Invite new members
Members to open a Portfolio Members screen.

Create Guest User. PlanView displays the Create Guest User screen.

Enter information about you and your guest. You must enter data for the required fields, which are marked with an asterisk. This includes an Expiration date. PlanView tracks when an Information Access User is activated based on the date the user is added and assigned the role. From this date, the system starts counting the number of days the user may access PlanView. The default is 90 days, but the Expiration date can be changed either by your PVA or the person creating the Information Access User. When the number of days reaches the expiration date defined for the user, the users access to the system will expire. If this occurs, the persons access to PlanView is revoked and the Information Access User role becomes available for assignment to another person. PlanView does not delete the users ID from the system when access is revoked.

6. 7. 8.

If desired, enter Comments or a Message to Invitee, such as a description of the portfolio or the reason for the invitation. Click OK. PlanView displays a message that the guest has been added to the system and that the invitation has been sent. Click Done. PlanView returns to the Invite Users screen. See the business rules for information about what happens next, depending on whether or not the e-mail address for the invited guest already exists in the system.

PlanView Tip!
The first time an Information Access User logs into the PlanView system, PlanView prompts the user to change the password from temp.

If PlanView is configured to use e-mail to notify Information Access Users of project invitations, the e-mail messages are handled in the same manner as those issued for portfolio invitations. For details, see the Business Rules for Information Access User E-Mails section.

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Displaying Membership Information

Display membership information to

view data about project members (such as their User IDs, roles, phone and pager numbers, and e-mail addresses), or create or view comments that provide additional information about a member. Comments are useful for adding more information about users, such as their street addresses, job titles, and so on.
To Display a Projects Membership Information

1. 2. 3.

If necessary, open the project for which you want to obtain information. For details, see the Opening Work Projects section. Click the Community tab. On the main menu, click Community figure.
Members to open a Team Members screen similar to the following

The screen includes the name of each user who belongs to the portfolio or project. The screen also lists a members e-mail address and phone number if the PlanView database includes such information.

4.

To make or view a comment, take the appropriate action. To make a comment, click click OK. To view a comment, click . In the Edit Comments dialog that appears, enter the comment and then to display the View Comments screen.

5.

To display additional contact information about a member (such as a members User ID, role, pager number, or a second phone number), click the members name. PlanView displays a Contact Information screen, which looks similar to the following figure. The screen includes a members phone and pager numbers only if the database has such information.

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Removing Project Memberships

You may want to remove a users membership to a project in order to temporarily block them from the project. PlanView does not automatically remove user information from a projects membership list when a users allocation, authorizations, or lifecycle assignments on a project are deleted. Therefore, a user has access to a project until the project's creator, lifecycle administrator, or PVA manually removes the user's membership. PlanView Tip!
If you delete a user from a projects membership list, access to the project and its Work Detail screen is still available from timesheets. To ensure a user cannot access a project, first revoke the users access to the portfolio. Then delete that users name from the portfolios membership list. To Remove Members from a Project

1. 2. 3.

If necessary, open the project from which you want to remove members. For details, see the Opening Work Projects section. Click the Community tab. On the main menu, click Community
Members.

PlanView opens a Project Members screen similar to the following figure.

4.

For each user whose membership you want to remove, take one of the following actions: Click (revoke access) to temporarily remove a members access without deleting their name from the Project Members screen. The option changes to (grant access), which you may click to renew the users grant. Click (Delete) to delete a members allocations/authorization and also delete their name from the Project Members screen.

When a user is deleted from a project membership list, the user will receive an e-mail and a notification indicating the deletion. If the user clicks the notifications link, PlanView displays a screen that provides an explanation for the removal.

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Reviewing or Editing a Projects Attributes

After you add a project, you may

review or edit a projects attributes (such as the projects administrator or schedule dates), assign the project a lifecycle, which is a series of small, discrete events (such as submitting a project charter for approval, and giving the approval), review the lifecycle associated with the project, review content associated with the project, review the projects SMI, which is a system-calculated number that shows the confidence in a schedule, review the history of the changes made to project attributes, review a contract associated with a project, and review a request associated with the project.

You may review and edit a project in either PlanView or Manage Work. When you review or edit a project, PlanView displays project information in a Work Detail screen similar to the following figure.

Figure 17 Example Work Detail Screen

PlanView Tip!
Be careful of the level selected to enter the Work Detail screen. Children inherit all information entered (unless a childs value has already been changed from the parents initial value), but parents do not inherit information entered for the children. It is recommended that as much information as possible be added at the project level and then changed for a particular child if it has different attributes.

The following table describes the fields of the Work Detail screen. In addition to these fields, the Work Detail screen may also contain sections that include fields relevant to any configured screens your PVA defined. For details on that information, see your PVA.
Field Work Breakdown Structure Work ID Description A hierarchical outline of work to be performed, which you expand by clicking collapse by clicking Number PlanView automatically assigned to the work item and

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Field Scheduled Start Scheduled Finish SMI Seq ID Project Admin Requested Start

Description A work items planned start date A work items planned finish date Schedule Maturity Index (SMI) of the selected work item PlanView sequence ID, which is the internal structure code for the selected work item The user responsible for the administration of the project A date entered at the time new work is requested, indicating when the requester would like the work to begin A date entered at the time new work is requested, indicating when the requester would like the work to finish Indicates the request from which the work was generated; if work was not generated from a request, this field will be null Status of a work entity (e.g., Requested, Approved, On Hold, Completed) Priority entered at the time new work is requested, indicating the priority the requester would like the work to have Ranking of the project in relation to other projects for scheduling purposes (e.g., In Analysis, Rejected, Accepted) Current status of an investment associated with an investment model. This field is available only in EPM.

Requested Finish

Request

Work Status Requester Priority

Internal Priority

Investment Status

Allow Support Tickets

Indicates whether this activity will accept support tickets. See the Support Tickets chapter for more details.

To Review or Edit Project Attributes

1. 2.

If necessary, open the portfolio that contains the project you want to review or edit. Click Work
Schedule The Portfolio Summary section is displayed.

3.

Click Review/Update Projects. The Projects in Portfolio screen is displayed. Open Manage Work by clicking Work
Schedule Action Links Manage Work.

OR

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4.

Perform one of the following actions: In the list of projects displayed in the Projects in Portfolio screen, click the project you want to review or edit and select Work Detail from the menu that appears. You may search for a project by entering some or all of its name in the Description field and then clicking Search. If you are using Manage Work, right-click the project you want to review or edit and select Work Detail from the shortcut menu that appears.

PlanView displays the Work Detail screen. While reviewing the Work Detail screens project information, you may edit the projects attributes and review additional project information as discussed in the following table.
To Edit the projects attributes Do This

Click Update, and then edit the information PlanView displays in the Update Work
Detail screen. This screens fields are the same as those displayed in the Add Project screen discussed earlier in this chapter. When editing this data, you should be aware of the information discussed in Inheritance Business Rules. After editing the projects attributes, click OK. The Update link is available only if you have a R/W grant to the work and permission to modify attributes.

Assign a lifecycle to the project

Click . This link is available only if no lifecycle is currently associated with the project and your PVA enabled the Enable Primary Lifecycles Global Link. For details on selecting a lifecycle, refer to Associating a Lifecycle with a Project.

Review information about a lifecycle associated with the project Review content relating to the project Review details about a contract associated with the project Associate projects with one or more strategic entities or review such associations Start the eRoom application or manage eRooms associated with the project

. This link is available only if the project is already associated with Click a lifecycle and your PVA enabled the Enable Primary Lifecycles Global Link. Click . For details about the content that may be attached to a project, refer to the Content Management chapter. Click . This link is available only if your PVA enabled contracts through the Contract Rules system option.

, which displays the Associated Strategies screen. That screen Click identifies the strategies the project is associated with and indicates the percentages of those associations. , and then select the desired command (Launch eRoom or Click Manage eRooms from the menu that appears. The eRoom item is available only if the project is associated with an eRoom. For details about PlanViews eRoom functionality, see the Accessing eRoom section. Click the projects SMI number. Click the name of the request, which is listed under the Request heading.

Review SMI information Review a request associated with a project

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To Review the history of changes for an attribute

Do This Click History. In the Attribute History screen that appears, select the attribute that you want to obtain information about. PlanView displays the Work Status History screen, which shows the changes made to the status of the work item, including the date of each change and the ID of the user who made the change. It also indicates the attributes previous value and whether the value was altered manually or by execution of a Scripted Dialog.

Inheritance Business Rules

When you modify the value of a work attribute at the parent level, all existing children with the same value for the alternate structure as the parent are immediately changed to reflect the new value of the parent. Children that have a different value for the alternate structure, which is being modified at the parent level, retain their current value.

Example: Project: Project A Lifecycle Manager = Liz Carter

Phase: Phase A Lifecycle Manager = Jennifer Evans Phase: Phase B Lifecycle Manager = Liz Carter Suppose you change the Lifecycle Manager for Project A to Rick Cortez, then any child with the Lifecycle Manager = Liz Carter is changed to reflect Rick Cortez as the Lifecycle Manager. In contrast, the Phase with a Lifecycle Manager of Jennifer Evans remains the same.

Project: Project A Lifecycle Manager = Rick Cortez

Phase: Phase A Lifecycle Manager = Jennifer Evans Phase: Phase B Lifecycle Manager = Rick Cortez PlanView Tip!
These inheritance rules hold for all single select alternate structures except for Project Status, Calendar, and Internal Priority. If a parent-level work item has the Project Status changed to Completed, then all children no matter what their project status are changed to Completed. Any new children inherit the parent level values for the Calendar field, but no existing children are modified if you assign a new value to a parent level Calendar. The Internal Priority field still does not inherit down to the children if changed at the project level within a filter that does not include children. Multi-select attribute values do not get inherited down at the child level.

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Checking Project Status

As a project progresses and individual users complete assigned lifecycle steps, it will be necessary to review the schedule, staffing, and progress of work. To help you do this, PlanView lets you display information that helps you answer the following important questions about the projects in a portfolio:

Are the projects meeting schedules? Do the projects stay within staffing limits? Do the projects stay within budget limits? Do the projects meet strategic goals?

You may answer these questions by performing the following tasks:

reviewing the schedules, staffing, and status of all projects in a portfolio, reviewing a projects schedule, reviewing the staffing of a project, and reviewing a projects progress.

Separate discussions on each task follow. PlanView Tip!

Before you review projects, you should specify which portlets PlanView displays in the Work tabs Schedule, Staffing, and Progress secondary tabs. For details, see Defining Content. In addition, the fields that PlanView displays for project information should be specified as discussed in the Defining Tab Metrics section.

Reviewing Information About All Projects in a Portfolio

PlanView lets you review the schedule, staffing, and progress of all the projects in a portfolio. PlanView Tip!
The portlets that PlanView displays depend on which tab is selected and which portlets are defined for that tab. In addition, the fields PlanView displays in these portlets correspond to your set of tab metrics. For descriptions of these fields and details on how to specify their tab metrics, refer to the Defining Tab Metrics section. To Review the Schedule, Staffing, or Status of a Portfolios Projects

1. 2. 3.

Click

in the Navigation toolbar, or Go To. The Go To screen is displayed.

Click Work Portfolios, and then click the desired portfolio. Click the Schedule, Staffing, or Progress tab to review the projects schedule, staffing, or progress information, respectively.

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Reviewing a Projects Schedule Information

After adding a new project, you may review its schedule information to check any differences between planned and actual dates, milestones, and so on. To check a projects schedule, use either the Schedule tab (available under the Work tab) or Manage Work.

Reviewing Schedules Using the Schedule Tab

To Review a Projects Schedule Information using the Schedule Tab

1. 2.

If necessary, open the project. Click the Schedule tab. The Project Summary for the selected project is displayed.

3.

. PlanView displays the Schedule Graph To display a graph of the projects schedule, click screen. For information about the Schedule Graph screen, see Schedule Graph To display a detailed summary of the projects schedule, click . The Schedule Detail screen appears. For information about the Schedule Detail screen, see Schedule Detail

4.

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Reviewing Schedules Using Manage Work

To Review a Projects Schedule Information using Manage Work

1. 2.

Open the Schedule Access screen. In the Status Display view or Enter/Edit view, right-click a project and select Schedule Info to open the Schedule Info screen.

Your project name is listed at the top of the screen. The following table describes the standard header information displayed for the selected work item, in R/O mode.
Field Placement Title Work ID Sequence ID Description Parent level of the selected work item Description of the selected work item ID associated with the project PlanView internal structure code for the selected work item

The following table describes the fields on the Schedule Info screens Detail tab.
Field Work Status Internal Priority Calendar Earned Value Description Current status of the project. Use the drop-down list to select a new value. Ranking of the project in relation to other projects for scheduling purposes Calendar associated with this work item, used to calculate finish dates and durations The type of earned value calculation to use

150

Field Allow Support Tickets?

Description Whether this activity will accept support tickets (see the Support Tickets chapter for more details) If this option is selected, the progressing engine will not schedule the work item (such as a template). This option is R/O for PlanView Users and R/W for PVAs A date entered at the time new work is requested, indicating when the requester would like the work to begin A date entered at the time new work is requested, indicating when the requester would like the work to finish The schedule allowance in lieu of a requested finish date for the critical path Prints out Work Detail information

Dont Progress

Requested Start

Requested Finish

Assumed Float Print

Entering and Reviewing Budget Information for a Project in Manage Work

PlanView Tip!
You may access the Budget only at the project level.

PlanView provides two methods of entering budget information:

In Manage Work, use the Budget tab of the Schedule Info dialog to manually enter budget data and actual data. The system will automatically determine the variance between the estimate and actual data. You enter budget information using your organizations cost structure and procedures. PlanView offers a more advanced Budget Repository that you may purchase separately. This repository allows either ad hoc or synchronized project budgeting, or top-down or bottom-up organizational budgeting. For more information, see the Budget Repository Guide.
To Enter Budget Information in Manage Work

1. 2.

Open Manage Work: (Work

Dashboard

Action Links

Manage Work).

In Manage Work, right-click on a project name. The Schedule Info dialog is displayed.

151

3. 4. 5. 6.

Click the Budget tab. To enter Description information, in the Budget Entry section, click the magnifying glass, or right-click in the blank field and select Add Item. PlanView displays the Select Item screen with the Cost Structure. Select the budget/cost types you want to add. Hold down the CTRL key to add multiple items. Click OK. The completed budget description information is displayed. Enter the appropriate data in each field.
If a value has been defined as... Labor Non-Labor Then... the Act Value to Date column is unavailable the Bud Effort column is unavailable

PlanView Tip!
Based on the type of Cost, the Act Value to Date field is populated differently.

7.

Click the Summary tab to view information about the project dates, the effort amount, the budget values and the projects progress. A calculated variance is also displayed for the budget, effort and progression values. This screen is R/O.

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Critical Path Processing

The critical path is a sequence of activities that forms the longest chain of durations in the project. If an activity is delayed on the critical path, then the whole project is delayed. Critical path processing will calculate a new schedule for work based on user-defined constraints, durations, and logical relationships.

Business Rules for Critical Path Processing

The CPM algorithm makes two passes through the list of work:

Forward Pass CPM determines the earliest possible start date for each activity in the list (based on start constraints and predecessors). The earliest finish for each activity is simply its earliest start plus its duration, unless modified by a finish constraint. Traversing the activity list in this manner, CPM determines the earliest that the project as a whole, or the last item in this particular list, could be completed. CPM calculates the latest each activity could finish without delaying successors, and based on duration, the latest each could start. Those activities that cannot slip at all without impacting the completion date are said to be on the Critical Path, and are identified as having zero float. These indicators are displayed on the Dates tab of the Schedule Info screen.

Backward Pass

Figure 18 Float Calculation

153

Adding Logical Relationships

Logical relationships link the schedules of interdependent activities.

Logical Relationships
The following table describes the different types of logical relationships the scheduling engine supports.
Logical Relationship FS: Finish to Start Business Rule The first task must complete before the second task can start. This is the default relationship. The first task must start before the second task can start. The first task must finish before the second task can finish. The first task must start before the second task can finish.

SS: Start to Start FF: Finish to Finish SF: Start to Finish

Relationship Types
Relationship Diagram Example Use

Finish to Start

Customer approves training material Conduct first customer training class

80%

Start to Start

Programming on user interface for cost module Meet with analysts for review

15%

Finish to Finish

Program revision to scheduling engine Complete on-line help for scheduling engine

5%

Start to Finish

Start initial scoping document Receive input from customer representatives

Rarely

Concepts
To create a logical relationship, select the related tasks, link them, and determine the logical relationship type. As a result, a predecessor and successor are created.

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Predecessor/Successor
The following table describes predecessors and successors with an example.
Term Predecessor Definition Task that another activity is dependent on (the From activity) Task whose start or finish is dependent on another task (the To activity) Example Customer approves training material

Successor

Conduct training class

The system will not allow a user to link activities such that there is a continuous loop. For instance, Task A could not be the predecessor to Task B and also the successor to Task B. If the Scheduling Engine detects such looping, the user will receive the message This relationship would create a cycle (loop) relationship with other tasks. It cannot be created. The following business rules should be noted regarding logical relationships:

Only FS relationships are allowed between parent entities. Only FS and FF relationships are allowed between a parent and a child item No logical relationship can be made between a parent and its own children. If a task with no child entities is a successor with SF and SS relationships and is in any way promoted to a parent level, the SF and SS relationships will no longer be valid.
To Add Logical Relationships

1. 2. 3. 4.

Open or create a Manage Work filter that includes the work and resources to be managed. Select a project for which you wish to manage logical relationships. If you are not already in the Enter/Edit Work view, then right-click on the project and select Enter / Edit Work from the pop-up menu. Highlight the predecessor work item, then press and hold the CTRL key and click the successor. Select the
Chain icon from the tool bar. The Schedule Assistant screen displays.

5. 6.

Click OK. Scroll to the right to view the results in the CPM Relationships column.

PlanView Tip!
Multiple successors to a single predecessor may be accomplished via the Fan Out icon.

Work items are linked in the order they are selected. The first item selected will be the predecessor to the next item selected.

155

7. 8.

Relationships can be removed by selecting the Click OK.

Unchain icon. The Schedule Assistant screen displays.

PlanView Tip!
If you choose the Dont Tell Me About This Again option on the Schedule Assistant screen when invoking the chain command, the message box will be turned off for all users of the desktop because its a setting the pvwr.ini file in the WINNT folder thats stored on the local machine. If you check the box by mistake, open this INI file, and locate the ShowChain = No line (at the end) in the [PlanView Work Requester] section. Change the No to Yes or simply delete the line entirely from the INI file. This will cause the Schedule Assistant screen to display again.

Modifying Logical Relationships

It may be necessary to modify a relationship by altering the relationship type, the lag time, or the calendar. These actions can be performed only from within the Relationships tab of the Schedule Info screen.
To Modify Logical Relationships

1. 2.

Right-click the work for which the relationship will be managed and select Schedule Info from the pop-up menu. Click the Relationships tab.

Field Descriptions
Field Code Work ID Level Predecessor Successor Type Lag Description Internal Structure Code Number associated with the project The level of the selected activity within the WBS The link will be from a previous activity The link will be to the next activity FS, SS, FF, or SF Positive number (or %) to indicate the amount of time that must elapse, or gap, before the successor may begin Negative number (or %) to indicate the amount of time that linked tasks can overlap. This is also known as lead time Calendar Calendar for the lag of the Predecessor can be changed for better planning

3. 4.

Click the magnifying glass next to the Successor field. The Select Work screen displays. Select the appropriate work.

156

5.

Enter a Lag Time for the successor or predecessor if necessary. The following diagram describes lag and lead.

6. 7. 8.

To change the relationship type, click in the Type field and click the down arrow. To add additional relationships from this screen, right-click in the predecessor description or successor
Description field and select Add Item or click the navigation button to the right of the field.

To modify the calendar that should be used when creating the lag time, click in the Calendar field and click the down arrow. (To view the Calendar field, you might need to scroll to the view the right-most part of the window.) This is the calendar that will be used when applying the lag value to the schedule. Click OK.

9.

PlanView Tip!
Project-to-project dependencies can be defined on the Relationship tab of the Schedule Info screen, or from the Enter and Edit Work view of Manage Work.

Adding/Managing Constraints
Constraints are factors that will limit scheduling options. They are usually imposed dates based on key events. This could include deadlines imposed by customers, government regulations, internal company policies, and so on.

Constraint Types
The table below describes the different constraint types the scheduling engine supports.
Acronym ASAP Type As Soon As Possible As Late As Possible Description Marks the task as not constrained and not having a Constraint Date

ALAP

Delays the task as long as possible, without holding up the finish of the project and without creating a conflict for any successor task that is constrained and does not have a Constraint Date Task cannot start until the defined Constraint Date

SNET

Start No Earlier Than Start No Later Than Finish No Earlier Than Finish No Later Than

SNLT FNET

Task must start on or before the defined Constraint Date Task must not finish before the defined Constraint Date

FNLT

Task must complete on or before the defined Constraint Date

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Acronym MSON MFON

Type Must Start On Must Finish On

Description Task must start exactly on the defined Constraint Date Task must finish exactly on the defined Constraint Date

PlanView Tip!
Every type of constraint is available at the lowest defined level of a projects work breakdown structure. However, at a parent level, only ASAP, SNET, and FNLT are available.

Examples of Constraint Types

Constraint Type As Soon As Possible Finish No Later Than Start No Earlier Than As Late As Possible Finish No Earlier Than Example Starts task as soon as possible. Default value Management says the project must finish on the specified date Work cannot begin until new hardware is received Document lessons learned for project Do not finish the QA process any sooner, because new code might still be incorporated up to a certain date. Start QA process by a specified date, when outside contractors arrive for testing. Complete requirements prior to validation meeting Schedule project review meeting for a specific date

Start No Later Than Must Finish On Must Start On

Constraints vs. Logical Relationships

Constraints Constraints will set dates. Logical Relationships Order and mapping of the schedule determined by relationships. One activity dependent on the status of another activity.

A date is dependent upon an external influence rather than another activity. Constraints will not move in dates if a predecessors task finishes early. An activity cannot begin until the specified date.

Relationships allow flexibility in CPM calculation.

Activity cannot start until another activity finishes.

To Add and Manage Constraints

1. 2. 3.

Right-click a work item and select Schedule Info from the pop-up menu. Click the Dates tab. Select the constraint type by clicking the drop-down arrow in the Type field in the Constraint section.

158

4. 5.

Enter the constraint date in the Date field in the Constraint section. Click OK.

PlanView Tip!
If no date is entered, the constraint type will revert to ASAP.

Warning!
It is advisable to place constraints on work only when necessary. Unnecessarily placing constraints on work can have adverse effects on the scheduling of the project and can make troubleshooting difficult.

Entry of start or finish dates will automatically change the Constraint Type.

Schedule dates can be entered in the Enter and Edit Work view of Manage Work or the Dates tab within Schedule Info. Volume data entry of durations and dates can be completed in the Enter and Edit Work view of Manage Work. Maintenance of constraints and dates can be completed on the Dates tab of Schedule Info.

Calculating Critical Path

To Calculate Critical Path

1.

From within the Enter and Edit Work view of Manage Work, highlight the project for critical path calculation.

PlanView Tip!
Selecting any work item in a project will cause the entire project to be selected for scheduling.

2. 3. 4.

From the Work menu, select Schedule. The Schedule screen displays. Select the Run Critical Path option. Click OK.

The Advanced tab is to set parameters for when the Scheduling Engine should be used to schedule resources (once allocations to resources have been made). The schedule action can also be initiated from within a Gantt View if the view is opened from within Enter and Edit Work. To do this from within a view, select Work and then Schedule from the main menu.

Undo Schedule
PlanView provides the ability to reverse the effects of the Scheduling Engine. When used, this functionality will restore the original Schedule Dates, as they existed prior to the execution of the Scheduling Engine. This functionality is effective on the most recent changes applied by the Scheduling Engine. However, if someone has made a change to that information between the original application of the Scheduling Engine and the attempt to undo the effects, the following message displays:
Changes have been made since the last scheduling run, possibly by other users cannot perform the undo.

159

To Reverse (Undo) a Schedule Change

1. 2.

From the Enter and Edit Work view of Manage Work, place focus on the Project, select Work from the main menu bar. Select Undo Scheduling from the list.

Displaying a Gantt View of a Projects Schedule

Once a user has completed the work necessary to define the work breakdown structure, set task durations, add or manage constraints, and establish necessary logical relationships, it may be beneficial to use the Gantt View to display a graphical representation of a project schedule.

Figure 3 : Gantt View

PlanView Tip!
When accessed from an ActiveX page, a Gantt will show only allocations and reserves that are approved. However, when accessed from HTML screens, Gantt displays requested AND approved allocations and reserves. The following procedures discuss accessing a Gantt from an ActiveX screen. To Display a Gantt View

1.

From within either view within Manage Work, click the Gantt button at the bottom of the screen. Select Gantt from the View menu.

OR

2.

In the Gantt view, double-click in the Gantt portion of the view to display the legend.

PlanView Tip!
When accessing the Gantt View from the Enter and Edit view, <Enter & Edit> displays before the filter name. When accessing the Gantt View from Status Display view, this prefix does not display.

160

PlanView Tip!
If a Profile or combined Gantt/Profile view is opened, double-click the resource portion of the Gantt and Profile View to see the legend for the resource profile. If the filter is sorted by alternate resource attributes, any requirements defined for those attributes (as opposed to requirements for a specific resource) display on the resource profile in dark blue, if the required work is inside the current filter. If the required work is outside the current filter, the requirements displays in light blue. If a reserve is approved, it displays in dark purple. Approved allocations show in dark green. If there is a lighter purple or green border around a bar, this indicates that at least one of the reserves or allocations for the work is still in a state of Requested rather than Approved.

Changing the Time Scale

To Change the Time Scale

1.

Double-click with the mouse pointer in the Timescale area of the view. Click Tools and then Timescale from the menu. The Timescale screen displays.

OR

2. 3. 4.

Click the down arrow to change the earliest and latest date for displaying project information, to set the scale, and to format the date information. Click the up or down arrow next to the Enlarge field to increase or decrease the magnification of the display as necessary. Click OK.

PlanView Tip!
The Gantt View will only reflect data from the current filter when viewed from the Status Display view or the Enter and Edit view. When viewed via Focus, the Gantt View will reflect the information that was included in that screen.

Displaying Non-Working Time in the Gantt View

PlanView allows users to alter the way in which non-working time is displayed within a view. Weekends and holidays can be shown in front of or behind the schedule bars, or the non-working time can be set not to display at all.
To Edit the Display of Non-Working Time

1. 2. 3. 4.

With the Timescale screen open, click the Nonworking Time tab. The Nonworking Time screen displays. Select a preference for the display of non-working time. Use down arrows to change the Color and Pattern for the display of non-working time. Click OK.

161

Interactive Gantt View

The Interactive Gantt functionality provides the ability to change project information without exiting the Gantt View. The following functionality is available from the interactive Gantt View:

the Schedule Info screen is accessible; resource requirements can be defined; allocations, authorizations, and reservations can be created; the scheduling engine can be run and the results can be reversed; logical relationships can be added and removed; work can be cut or copied; paste/paste under is available for cut or copied work; insert/insert under is available for adding new work, and work can be deleted; work can be moved, changing the dates; and work can be sized, changing the duration.

Opening Schedule Info from the Interactive Gantt

When viewing data from a Gantt view, it may be necessary to modify data or see other data not available from the view. Information about the work can be viewed and modified from the Schedule Info screen.
To Access Schedule Info Screen from a Gantt View

1.

In Manage Works Enter and Edit Work view, click the Gantt button. Select Gantt from the View menu.

OR

2. 3. 4.

From the Gantt View, right-click the work within the view and select Schedule Info from the pop-up menu. From the Schedule Info screen, use the tabs to access information requiring modification or review. Click OK.

Opening Work Detail from the Interactive Gantt

When viewing data from a Gantt view, it may be necessary to modify data or see other data not available from the view. Information about the work can be viewed and modified from the Work Detail screen.
To Access Work Detail Screen from a Gantt View

1.

Enter and Edit Work view of Manage Work, click the Gantt button at the bottom of the screen. Select Gantt from the View menu.

OR

2. 3. 4.

From the Gantt View, right-click the work within the view and select Work Detail from the pop-up menu. From the Work Detail screen, the information requiring modification or review is accessible. Click OK.

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Graphical Management of Dates and Durations through the Interactive Gantt

There are two options for graphically managing the date and duration information from within a Gantt View. 1. 2. The start/finish dates of work can be changed while leaving the duration intact. The start/finish dates of work can be changed by lengthening or shortening the duration.

Business Rules for Managing Dates and Duration Graphically

When managing dates and duration graphically, the following business rules will apply within the software:

Movement of graphical items will be to the precision of the scale one beneath the selected scale. For example, if viewing the Gantt in months, then the movement of the schedule bars will be to the precision of the nearest week. Duration can be changed at a child level only. Dates can be altered at the parent or child level if the duration remains the same. The Gantt interface will ignore the user preference setting that demands that duration remain constant when changing dates. Dates will be displayed when moving a bar. These dates will reflect the dates consistent with the bars actual location. The appearance of the date information can be altered from the Date Tip field in the Format section of the Timescale window (double-click in the date area of the view).

Important!
Changing the dates (adding a schedule bar, moving it, or altering the duration) will add a Start No Earlier Than and Finish No Earlier Than constraint to the work item.

Graphically Add a Schedule Bar

PlanView allows users to add schedule dates from within a Gantt View. These dates display as a schedule bar. The schedule bar will be added based on the time scale selected in the view. If the view is displayed in the month time scale, than the schedule bar will be added for one month during the specific month in which the cursor is placed when adding the schedule dates. For instance, if the cursor is in the month of July when the schedule dates are added, the schedule bar will show a one-month duration during the month of July. Schedule bars cannot be deleted from the view. This must be performed in the Schedule Info screen, on the Dates tab.
To Graphically Add Schedule Dates

1.

In Manage Works Enter and Edit Work view, click the Gantt button. Select Gantt from the View menu.

OR

2. 3.

Place the mouse cursor in the graphical area of the view, in the time frame in which the schedule dates will be created. Ensure that the cursor is on the same line as the work item for which the dates are being created. Right-click and select Add Bar.

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Graphically Modify Date

Start and Finish Schedule dates can be modified directly within a Gantt view.
To Graphically Change Schedule Dates

1. 2. 3. 4.

Place the cursor over the center of the Gantt schedule bar until a

2-way arrow displays.

Click and hold the left mouse button and drag the schedule bar to the left or right. Release the mouse button, and the schedule bar will be moved to the new date. If prompted, select Continue, but move conflicting constraints and click OK.

PlanView Tip!
You can also use the above procedure to move a Milestone task.

Graphically Modify Duration

The duration of schedule dates can be modified from within the Gantt view.
To Graphically Modify Duration

1. 2.

Place the mouse cursor over an end of the schedule bar for the work until a 1-way arrow displays. Click and drag to change the start or finish date as necessary. The arrow will point to the right when changing the finish date (the right side of the schedule bar) or to the left when changing the start date (the left side of the schedule bar). Release the mouse button and the schedule bar will shorten or lengthen to represent the new dates.

3.

PlanView Tip!
Graphically rescheduling work is not as precise as setting the dates and durations from within the Enter and Edit Work view.

Graphically Move and Add Work

Moving work within a plan and adding new work is a standard part of project management. PlanView provides the ability to accomplish these tasks graphically, from within a Gantt view.
To Cut, Copy, or Paste Work Items within a Gantt View

1. 2. 3.

Open a Gantt View from the Enter and Edit Work view of Manage Work. Click the work that will be copied (the same process is used when cutting work). Right-click the work to be copied and select Edit WBS and then Copy or Cut from the pop-up menu. Click the
Copy or Cut icon.

OR OR OR

Select the Copy or Cut from the Edit menu. Press Ctrl-C or Ctrl-X.

164

4. 5.

Right-click the work item beneath which the cut/copied work will be placed. Select Edit WBS and then Paste from the pop-up menu to add cut/copied work at the same level as the work on which the cursor is focused. Select Edit WBS and then Paste Under to add the cut/copied work one level beneath which the cursor is focused. OR Click the
Paste or Paste Under icon.

OR OR

Select the Paste or Paste Under from the Edit menu. Press Ctrl-V to paste. (There is no keyboard shortcut for pasting under.) PlanView Tip!
Users cannot paste a work item under any work items with actual hours reported against them. To Add Work Graphically

1. 2.

Click the item beneath which new work will be added. Right-click and select Edit WBS and then Insert Under to add the new work one level beneath which the cursor is focused. Select Edit WBS and then Insert to add work at the same level. OR Click the
Insert or Insert Under icon.

3.

Name the new work item by typing over the question marks.

Graphically Add Logical Relationships

Planning for logical relationships is an integral part of project management. Users have the ability to add these relationships graphically.
To Add Individual Logical Relationships within a Gantt View

1. 2. 3. 4. 5.

Click the work item that is the predecessor. Press the CTRL key on the keyboard and click the work item that is the successor. Click the
Link icon. The Schedule Assistant screen displays.

Click OK. A finish-to-start relationship will be created between the two items. Unlink the two work items by selecting the predecessor then the successor and selecting the
Unlink icon.

PlanView Tip!
Logical relationships can also be created from the Schedule Info screen within the Gantt View. When using the icon to logically link work, the items will be linked with a default finish-to-start relationship. However, links can be modified from the Schedule Info screen if a different type of relationship is necessary. To Add Fan Out Logical Relationships within a Gantt View

1. 2. 3.

Click the work item that is the predecessor. Press the CTRL key on the keyboard and click the work item that is the successor. Click the
Fan icon. The Schedule Assistant screen displays.

165

4. 5.

Click OK. A finish-to-start relationship will be created between the first item selected and all other items. Unlink the predecessor and its multiple successor items by selecting the predecessor, then its successors and selecting the Unlink icon.

Deleting Work from the Interactive Gantt View

If a user has read/write access to a work item, and that work item is in the currently active filter, the item can be deleted from within a view.
To Delete Work Graphically

1. 2. 3.

Click the work. Click the

Delete icon or right-click the work and select Edit WBS and then Delete from the pop-up menu.

When prompted, confirm the deletion.

Accessing Resource Assignments in a View

PlanView provides the ability to view information about reservations, allocations, and standard activity assignments in RO mode from within an interactive Gantt. This includes the description of the assignment, the percent of effort the resource is assigned to work on the item, and the name of the parent project for the item.
To Review Time Specific Resource Assignments and Standard Activities

1. 2. 3. 4. 5.

Open a Gantt View from the Enter and Edit Work view of Manage Work. Open a Resource Profile view or a combined Gantt and Profile view. Click once in the graphical area of the Profile view to place focus in that area. Select the crosshair icon .

Line the mouse pointer up horizontally in the graphical area with a specific resource name. As the cursor is moved over the view, a date tag displays to indicate the relative date of the cursor position. When the desired date is displayed, click once. The Show Work screen displays the scheduled items for the specific resource during the time selected.

6.

Click Cancel to close the screen. Click another graphical bar to display more data.

OR

7.

Click the crosshair icon

again to turn off the display of the crosshair cursor.

166

Business Rules for Reviewing Time-Specific Resource Assignments and Standard Activities Within a View

If the timeframe of the view is divided into weeks, the information (allocations, standard activities, reservations) information for the week in which the cursor is placed. If it is divided into months, the information displays for that month. The same logic applies to daily, quarterly, and yearly (annual) views of data. The Show Work screen displays only for resource-level items in the Organizational Breakdown Structure (OBS). This feature will not work with parent level items (e.g., manager, team, department, division) in the OBS. The work that displays in the Gantt view is based on the work that is displayed in the Topic Bar of Manage Work. In the Show Work screen, the label In Filter refers to work that is in the Manage Work View and is in focus when the view is opened. Work that is labeled as out of filter is work that was either not in focus when the view was created or is not in the overall filter. Assignment labels (Allocations, Standard Activities, and Reservations) will display in the Show Work screen only if that type of work is defined during the selected timeframe. For instance, if the selected time period is the week of July 1st and no standard activity is defined for that time period, the Standard Work label will not display in the Show Work screen.

Printing in the Gantt View

To Preview Output Before Printing a View

1. 2. 3.

Open a Gantt View from a view within Manage Work. Open a view. Select Print Preview from the File menu. Click the
Preview icon.

OR

4.

Select to preview the entire view (All) or only the selected items (Selection).

PlanView Tip!
To view a selection, you will need to select the items before you start the preview process. Otherwise, this option will provide a blank preview. To select an item for preview or print, click the description of the resource or work within a view. Use the CTRL or SHIFT keys to select multiple items.

5.

Use the Timescale settings to control the range of dates displayed in the preview.

167

6. 7. 8.

Click OK. Use the buttons at the top of the preview screen to move to the Next or Previous page, view the data in oneor two-page format, Zoom In, Zoom Out, or Close the preview. If the preview is acceptable, click Print to print the view.

Copying the Gantt Charts Information

PlanView provides the ability to copy the information in the Gantt chart into the clipboard, for pasting into other applications such as MS Paint or MS Word. This feature is available only from the interactive Gantt. Any information that is displayed on the Gantt will be included when copying the Gantt. For instance, if you expand the Main column, causing the start and finish date columns to display, or if you change the resource profile to display text rather than graphics, these elements will be included in the copy of the Gantt. However, if you arrange the Gantt such that the Main column displays only the description (title) of the work, then the Date columns will not display in the copy of the Gantt.
To Copy the Gantt Charts Information

1. 2.

Open a Gantt View from a view within Manage Work. Select the work or resources to be copied by clicking on each item in the work or resource description area of the view. Multiple rows can be selected by pressing the CTRL key on the keyboard while selecting items.

PlanView Tip!
Work and resource items may both be copied but not at the same time. Copy one set of data first (work or resources) and paste it. Then return and copy the remaining data. If no work items are selected, all work in the active Gantt will be copied into the clipboard.

3.

Click File on the main menu and select Copy Image To Windows Clipboard. Click the
Copy Image To Windows Clipboard icon.

OR

The Copy to Clipboard screen displays. 4. 5. 6. 7. Choose whether all rows or just the selected rows should be copied. Set the timeframe from which the data should be copied. Click OK. Paste the information into the external application.

168

Reviewing a Projects Staffing Information

To Review a Projects Staffing Information

1. 2.

If necessary, open the project. Click the Staffing tab. PlanView displays information similar to that shown in the following figure.

3.

To display a graph of the projects staffing, click screen, see the Schedule Graph section. To display a detailed summary of the projects staffing, click Schedule Detail screen, see Schedule Detail.

. For information about the Schedule Graph

4.

. For information about the

169

Reviewing a Projects Progress

To Review a Projects Progress

1. 2. 3.

If necessary, open the project. To do so, click Go To screen is displayed.

in the Navigation toolbar or Go To in the main menu. The

Click Work Projects and select the desired project. Click the Progress tab. PlanView displays information similar to that shown in the following figure. For information about a portlets fields and how to specify tab metrics, see Defining Tab Metrics.

4.

To view a graph of the projects progress, click screen, see Schedule Graph. To view a detailed summary of the projects progress, click Schedule Detail screen, see Schedule Detail. To view work details of the project, click To view work assignments for this project, click . .

. For information about the Schedule Graph

5. 6. 7.

. For information about the

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Including Baselines for a Project

Baselines let you store a snapshot at a given point in time of how much effort a project takes, and the projects start and finish schedule dates. This information can be used for later comparison with the projects active schedule. A baseline is associated with a project and includes all levels of that project. In addition, baseline information is available for a given project regardless of the filter used to select the project. After a baseline is created, it can be locked and unlocked by users given permission to do so. Locking a baseline will prevent it from being updated or deleted. If a projects baseline is unlocked, any user who has R/W access to the project can update or delete its baseline. Any user with access to a project can review the baseline. They can also display the baselines history to obtain details about when a baseline was created, locked, unlocked, or updated. PlanView Tip!
You perform baseline-related tasks through the Baseline Summary screen. The following procedures discuss opening the Baseline Summary screen through the Schedule Graph screen. As you become familiar with the PlanView interface, you may sometimes find it useful to open the Baseline Summary screen by clicking Baseline while the Schedule Detail screen is displayed.

Creating Baselines
You can create a projects baseline either from the Work tabs Schedule Graph screen or Schedule Detail screen. As discussed in the Administration Guide, your PVA may create Master Baselines to define baseline names in advance so that a lifecycle model prompts the creation of multiple specific baselines.
To Create a New Baseline

1. 2.

If necessary, open the project for which a baseline will be created. For details, see the Opening Work Projects section. Click Work Click Work Click Work Click Work
Dashboard. Schedule. Staffing. Progress. Schedule Graph. In the Schedule Graph screen that appears, click

OR OR OR

3.

In the main menu, click Action Links Baseline.

PlanView displays a Baseline Summary screen similar to the following figure.

4. 5. 6.

Click Create New Baseline. In the Create New Baseline dialog that appears, enter a Baseline Name. In the Comments field, enter a description of the baseline. Be as descriptive as possible so that the baseline will be easy to identify later, should there be multiple baselines for the selected project.

171

7.

Click OK. PlanView adds a listing for the new baseline to the Baseline Summary screen. Such listings include the Baseline Name, indicates the date and time each baseline was Created On, and identifies who each baseline was Created By. The Active columns check mark ( ) indicates that the new baseline is in effect and will be the one displayed on the Gantt chart.

Once a baseline exists, the tasks listed in the following table may be performed to help manage the baseline. The table summarizes any access rights or permissions that users need to have before they can perform these baselinemanagement tasks.
Task Set a baseline as active Set a baseline as inactive Lock a baseline Requirement R/W access to the relevant project. R/W access to the relevant project. R/W access to the relevant project. In addition, your PVA must give you the necessary permissions to perform this task. R/W access to the relevant project. In addition, your PVA must give you the necessary permissions to perform this task. RO or R/W access to the relevant project. You must be the creator of the baseline or have R/W access to the relevant project. R/W access to the relevant project. R/W access to the relevant project.

Unlock a baseline

View a baselines history Update a baseline Copy a baseline Delete a baseline

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Setting a Baseline as Active or Inactive

An active baseline is the one from which all variance information is calculated. It is also the one that PlanView displays in the Gantt chart. As shown in the following figure, an active baseline displays in a Gantt chart as a thin pink line under existing schedule bars. The baseline will store schedule dates of work activities, as they exist at the time the baseline is created.

Figure 19 Example Baseline Displayed in a Gantt Chart

You may control whether a baseline is active or inactive if you have R/W access to that baselines project. PlanView Tip!
By default, a new baseline is set as active. To Set a Baseline as Active or Inactive

1. 2.

If necessary, open the project for which a baseline will be created. For details, see the Opening Work Projects section. Click Work Click Work Click Work Click Work
Dashboard. Schedule. Staffing. Progress. Schedule Graph. In the Schedule Graph screen that appears,

OR OR OR

3.

From the main menu, click Action Links click Baseline.

PlanView displays a Baseline Summary screen similar to the following figure. The green check mark in the figure indicates that Second Phase is the active baseline.

173

4.

Click the name or the button relevant to the baseline you want to configure. Then set the baseline as active or inactive by making a selection from the menu that appears: To make a baseline active, select Set As Active Baseline. PlanView indicates the base is active by displaying a check mark ( ) in the relevant baselines Active column. To make a baseline inactive, select Clear Active Baseline. PlanView removes the check mark from the baselines Active column. Making a baseline inactive does not delete the baseline.

Locking or Unlocking Baselines

You may lock or unlock a projects baselines if you have R/W access to the project and your PVA has given you the necessary permissions to perform those tasks. A lock icon ( ) represents a locked baseline in the Baseline Summary screens Locked field.
To Lock or Unlock Baselines

1. 2.

If necessary, open the project for which a baseline will be created. For details, see the Opening Work Projects section. Click Work Click Work Click Work Click Work
Dashboard. Schedule. Staffing. Progress. Schedule Graph. In the Schedule Graph screen that appears,

OR OR OR

3. 4.

From the main menu, click Action Links click Baseline.

In the Baseline Summary screen that PlanView displays, select the baseline name or baseline you want to lock or unlock. Then select Lock Baseline or Unlock Baseline.

relevant to the

PlanView displays the Update Baseline dialog. If you are locking the baseline, the Locked check box is selected. But it is cleared if you are unlocking the baseline. 5. Click OK. If you locked the baseline, PlanView adds a lock icon ( ) to that baselines Locked field. If you unlocked the baseline, PlanView removes the relevant lock icon.

Viewing a Baselines History

Actions such as copying, locking, or updating baselines are recorded in the baseline history. If you have RO or R/W access to a project, PlanView lets you view the history of that projects baselines. PlanView supports the viewing of the history of all baselines related to a project as well as the history of a specific baseline.

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To View Baseline History

1. 2.

If necessary, open the project for which a baseline will be created. For details, see the Opening Work Projects section. Click Work Click Work Click Work Click Work
Dashboard. Schedule. Staffing. Progress. Schedule Graph. In the Schedule Graph screen that appears,

OR OR OR

3. 4.

From the main menu, click Action Links click Baseline.

In the Baseline Summary screen that PlanView displays, specify whether you want to view all baselines related to a project or a specific baseline. To view all the baselines related to a project, click View All Baseline History for Project. To view the history of a specific baseline, click that baselines name or the relevant
Baseline History from the menu that appears.

button. Then select

PlanView displays a Baseline History screen similar to the following figure.

The following table describes the Baseline History screen.

Field Baseline Name Description Includes the name of baseline. If the baselines name has been changed at any point, this field reflects that fact. Clicking a link in this field displays the View Baseline Comments dialog. Use the dialog to provide details about the baseline, such as why an action was taken. Action Identifies the action (such as Create, Lock, Unlock, or Update) performed on the baseline. Indicates the date and time on which the action was taken. Identifies which user performed the action.

Action On Action By

You can sort data in the Baseline History screen by clicking a column heading in the screen. For instance, click the Action On column heading to sort by the action type. The sorting columns arrow direction indicates whether data is sorted by ascending ( ) or descending ( ) order.

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Updating Baselines
PlanView Tip!
Update a baseline if some tasks were inadvertently omitted from the previous baseline. Create a baseline if there has been a change in scope or if you want to get a current baseline of the project.

Creating a new baseline retains the previous baseline information while capturing the current schedule information. Updating an existing baseline overwrites the previously captured schedule information with the current schedule information. Whether you update a baseline or create a new one depends on how you want to use the data in the various earned value calculations and baseline-related reports available in PlanView. If you want those calculations and reports to consider the data from the time a baseline was created through the current date, you should update an existing baseline. If you want the baseline to only include current information, you should create a new baseline. When you update a baseline, PlanView adds any new work items to the baseline, removes any items that have been deleted since the last baseline, and captures any date or effort changes to all of the work items since the last baseline. PlanView Tip!
You may update baselines that you created. You can also update a baseline that you did not create if you have R/W access to the baselines relevant project.

You may update a baseline from either the Baseline Summary screen or from within Manage Work. If you want to update the whole baseline, update it from the Baseline Summary screen. If you want to perform a selective update so you can specify the type of information you want to update or update specific tasks of a project, perform the update from Manage Work. Separate discussions on each updating method follow. PlanView supports the use of multiple baselines, so both scenarios are supported.

Updating Baselines from the Baseline Summary Screen

Update from the Baseline Summary screen if you want to update the baseline for the entire project.
To Update All of a Baseline

1. 2.

If necessary, open the project for which a baseline will be created. For details, see the Opening Work Projects section. Click Work Click Work Click Work Click Work
Dashboard. Schedule. Staffing. Progress. Schedule Graph. In the Schedule Graph screen that appears,

OR OR OR

3. 4. 5.

From the main menu, click Action Links click Baseline.

In the Baseline Summary screen that appears, click either the name of the baseline you want to update or the button relevant to that baseline. Then select Update Baseline from the menu that appears. In the Update Baseline dialog that appears, edit the Baseline Name and Comments fields as needed. Comments are helpful for documenting baseline changes. For example, a comment could briefly explain the purpose of the update. Click OK.

6.

176

Updating Baselines from Manage Work

If you want to specify the type of information you want to update in a baseline or update specific tasks of a project, update the baseline from Manage Work. When updating a baseline from Manage Work, you may specify that you want to update the baseline with new activities, remove any deleted activities, or update the baseline with selected activities.
To Update an Existing Baseline from Manage Work

1. 2. 3. 4. 5.

Open Manage Work: (Work

Dashboard

Action Links

Manage Work).

In the Manage Work screen, select the project for which the baseline will be updated. Select Work from the main menu and choose Baselines. Right-click in the Baseline Name field and select Update. The Update Baseline Options screen displays. Specify the type of activities you want the updated baseline to include. The following table describes the update options for baselines. These options are not exclusive; any or all of them may be selected. However, if OK is clicked and Update Selected Activities In Baseline has not been selected, an update of the entire project will occur. If the option is selected, you are prompted to select which portions of the project should be updated in the baseline.
Update Options Add All New Activities Action Updates baseline of existing activities plus all activities that were not present in the project when the current baseline was created or last updated Updates baseline on all existing activities and removes the baseline data on activities that have been removed from the project since the current baseline was created or last updated Updates the baseline dates and effort for only the selected activities and their parents, including the project level

Remove All Deleted

Update Selected Activities In Baseline

6. 7.

Click OK. In the Remark screen that appears, enter description. Then click OK. You may enter a short description, long description, or both. If you enter a short description, it will not alter the name of the baseline. However, the name can be changed when the Baseline screen is re-displayed by typing in the Baseline Name field.

Copying a Baseline
You may copy a baseline from Manage Work if you are granted R/W access to the project.
To Copy a Baseline

1. 2. 3.

Open Manage Work: (Work

Dashboard

Action Links

Manage Work).

In the Manage Work screen, click the project from which the baseline will be copied. Select Work from the main menu and choose Baselines.

177

4. 5.

Right-click and select Copy. Enter a short description and click OK. The default name for the new baseline is Copy #x of z, where x is the sequential number assigned to all copies made of a baseline and z is the name of the baseline that was copied.

When the copy feature is selected, a copy of the baseline is read into memory from the database, and a new baseline record is created. Right-clicking a copied baseline and selecting Undo will undo the copy operation.

Deleting Baselines
You may delete a baseline (even if the baseline is active or locked) if you are granted R/W access to the project.
To Delete a Baseline

1. 2.

If necessary, open the project for which a baseline will be created. For details, see the Opening Work Projects section. Click Work Click Work Click Work Click Work
Dashboard. Schedule. Staffing. Progress. Schedule Graph. In the Schedule Graph screen that appears,

OR OR OR

3. 4. 5.

From the main menu, click Action Links click Baseline.

In the Baseline Summary screen that appears, click either the name of the baseline you want to delete or the button relevant to that baseline. Then select Delete Baseline from the menu that appears. Click OK to respond to the confirmation prompt that PlanView displays.

178

What-Ifs
What-Ifs give you the capability to create a copy of an existing project schedule into a working area, allowing you to experiment with various permutations of the schedule. This allows you to create alternate work schedules using the current resource pool. The original data is the master data and the copy of that data (the What-If) is the working data. A single What-If scenario can contain more than one project. This allows you to experiment with schedule changes and see the results on dependent or related project work. You may reschedule work items in the working data (the What-If) against current resource assignments in the organization while viewing resource allocations in the What-If in place of the resource assignments in the master data. The system will allow you to modify dates and remaining effort, delete allocations, and add new allocations in the What-If schedule, subject to the same permissions that you have for regular scheduling. For example, you can create a What-If to see what effect moving the project date back a month will have on resource schedules, or to see what adding two more resources for a time will do to project duration. When creating a What-If scenario, only information related to resource capacity and resource utilization, the WBS below the PPL, schedules, relationships, constraints, allocations, and reservations is included. No other projectrelated data (such as work attributes, budgets, contracts, notes, To-Do lists, support tickets, content documents, etc.) will be included. The working data (What-If) does not read the Actual data such as actual start, actual finish, percent complete, actual effort, etc. When promoting a What If, the working data updates the master data (the original schedule) with the What-If information. PlanView Tip!
The ability to use the What-If feature is determined by the permissions associated with a users role. Without this permission, the What-If functionality will be unavailable.

Access to What-Ifs
Users with the Use What-If permission have the ability to create, activate, and promote What-Ifs for multiple projects. What-Ifs are associated with the user and filter. All existing What-Ifs will be available from Manage Work provided that the user has rights to them and they include at least one project in the filter. Users will be able to select multiple projects from either view within Manage Work to create a multi-project WhatIf. Users will be able to activate or promote several What-Ifs by a single action. They will also be able to combine several What-Ifs into one What-If by creating a new combined What-If for a number of active What-Ifs.

Creating a What-If
To work with one or more projects in What-If mode, you first create a What-If and then activate it. The What-If projects will be available as normal within Manage Work so you can modify resource allocations and dates. However, no modified data will be saved to the master copy until the What-If is promoted. If needed, you can create another What-If that includes the projects in the first What-If and other projects as well. Once your project schedule and resource allocations are satisfactory, you can promote the What-If, which updates the original entities with the modified data, making the What-If schedule the real schedule.

179

To Create a What-If

1. 2. 3. 4.

Open Manage Work: (Work

Dashboard

Action Links

Manage Work).

Open either view within Manage Work. Select one or more projects (using click, SHIFT+click, or CTRL+click). From the Work menu select New under What-If. The What-If Detail screen displays. The selection must include at least one PPL or below item to enable the New option.

The top pane will list the projects included in the What-If, and if the project is included in your current filter. The User ID of the person who created the What-If (i.e., you) and the creation date and time are also displayed. 5. 6. 7. 8. 9. Enter a What-If Name. A short, descriptive name (such as Move Project Date) is best. Determine the What-Ifs Visibility. A Private What-If can be modified only by its creator or the PlanView administrator. Any user who has R/W access to the projects can modify a Shared What-If. Enter any Remarks, if needed. Select whether to activate the What-If. Click OK. The What-Ifs screen displays, showing all available What-Ifs, including the one you just created.

PlanView Tip!
You can create a What-If for a project already included in an existing What-If. If one or more What-Ifs have been activated, and you select an active What-If among other projects, a combined What-If will be created for all selected projects regardless of whether they are What-Ifs or original projects. Note that a What-If created on an active What-If project will still refer to the original project and be considered just another What-If of this project.

180

The list of What-Ifs based on the following criteria:

the What-If was either created by the user or is shared, and the What-If contains at least one project included in the filter.

The What-If screen shows, in order from left to right:

A: active What-If flag (Y or N), which shows whether the What-If is currently enabled as active. M: whether the project includes just one project (S) or multiple projects (M). What-If Name: a descriptive name for the What-If (such as Move Project Date). Proj: the first project included in the scenario. Visibility: whether the What-If is Shared (others can use it) or Private (only you can use it). Created: the date and time on which the What-If was created. Creator: the User ID of the person who created the What-If. Activated On: the date and time when the What-If was activated. Activated By: the user name of the user who activated the What-If.

If you activated the What-If, the work items contained in the What-If will now have a yellow background in Manage Work.

Managing What-Ifs
Once a What-If exists, several functions are available to help manage it. Right-clicking a What-If displays a pop-up menu. The user can:

set the What-If as active, deactivate the What-If, create a new What-If, delete a selected What-If, promote a What-If (making it the active schedule), edit/add remarks, and/or undo the last action performed on the What-If.

181

Reviewing a What-If and Adding Remarks

You can review the details of an existing What-If and add remarks to the What If profile.
To Review an Existing What-If Scenario

1. 2.

Open Manage Work or Enter and Edit Work. From the Work menu select Open under What-If. The What-Ifs screen displays, showing a list of existing What-If scenarios.

3.

Right-click a scenario to review and select Show Detail from the pop-up menu. The What-If Detail screen displays.

The top pane will list the projects included in the What-If, and if the project is included in your current filter. You can change the What-If Name or the Visibility ( Private or Shared) if needed. The User ID of the person who created the initial What-If and the date on which it was created are also shown.

182

4. 5.

Enter or amend any Remarks, if needed. Click OK.

Activating a What-If
Activating a What-If brings it to an active scheduling context. Only one What-If for a project can be active at a time. Activating another What-If will automatically deactivate the previously active What-If. Activating a What-If that contains multiple projects will deactivate any What-If that contains any of those projects. While the What-If is active, any changes made to the data contained in it will not be stored in the database as final. Once you have a scenario that is satisfactory you can promote it to make it the real schedule for the project. If the What-If is deactivated before it is promoted, the original projects will remain unmodified, and the modified data will be stored in the What-If for reference or re-activation. You are able to activate the What-If if:

you are granted R/W access to the PPL work item and are the What-If creator, or the What-If is Shared, or you are a PlanView administrator.
To Activate a What-If

1.

On the What-Ifs screen, right-click the What-If and select Activate from the pop-up menu. The A field will change to Y (yes).

When you return to the main display the work items contained in the What-If will have a yellow background, indicating that you are working in What-If mode. PlanView Tip!
While working in What-If mode, it is possible to view an active baseline. Select Work then Baseline from the main menu in Manage Work and right-click the baseline, selecting Set Active.

Deactivating a What-If
Deactivating a What-If brings it to an inactive context. Multiple inactive What-Ifs can be maintained in storage. You are able to deactivate the What-If if:

you are granted R/W access to the PPL work item and are the What-If creator, or the What-If is Shared, or you are a PlanView administrator.
To Deactivate a What-If

1.

Right-click the What-If and select Deactivate from the pop-up menu. The A field will change to the value N (no). When you return to the main display, the work items contained in the What-If will no longer have a yellow background. The information displayed is for the current schedule.

PlanView Tip!
If a single project is part of two separate What If scenarios, those two What-Ifs cannot be opened at the same time. Otherwise, if no such overlap exists, you can open multiple What If scenarios at one time.

183

Promoting a What-If
Promoting a What-If will apply the information in a What-If, making it the approved schedule. The What-If does not need to be active to be promoted. In case of when several What-Ifs are promoted, the screen will not display the What-If details. PlanView Tip!
What-If files should be promoted prior to weekly integration. Otherwise, the remaining effort and schedule dates being promoted as the master data will be out of date. To Promote a What-If

1.

On the What-Ifs screen, right-click the What-If to be promoted and select Promote from the pop-up menu. The What-If Detail screen displays.

You will have two options to select from on this screen:

Delete What-If after Promotion, which keeps the system from storing a number of What-Ifs that are no

longer needed.
Save original project as New What-If. This option updates the old project with the What-If data and stores the original project data as a new What-If. You will need to enter a name for the new What-If.

These options are selected by default, and either or both can be de-selected. If both are selected, the What-If and the current approved schedule will trade places, keeping records of the replaced schedule as the new What-If. If you wish to return to the original approved schedule, promote the new What-If that was made from the original approved schedule when the previous What-If was promoted. 2. 3. Select the options you want to use for promotion. If you choose to save the replaced schedule, enter a new What-If Name You can change the Visibility (the default is Shared), and a Remark (which will help others understand the history of the operation).

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Warning!
Promoting a What-If updates the current approved schedule and retains the What-If being promoted. It is recommended that you select Save original project as New What-If in case you need to undo the action.

Unlike previous PlanView versions, what-if promotion is never denied as a total operation. There are cases when the what-if data will not be promoted over the original data:

If a specific project or task was closed after the what-if was created. If a specific task has time reported records and this task has children in a previously created what-if scenario, these children will not be promoted. If a specific task has time reported or a budget record and this task does not exist in a previously created whatif scenario, the task will not be deleted when the what-if is promoted.

PlanView Tip!
If the work in a What-If has dependencies to work outside of the What-If, those dependencies will not be respected. You should create a What-If for all related projects to ensure that changes made in a What-If are carried through to other dependent work as appropriate.

Reinstating an Original Schedule

It might be necessary to replace the current schedule with the original schedule that was in place prior to promoting a What-If. This can be accomplished by promoting the original schedule. See the previous section for instruction on promoting a What-If file.

Deleting a What-If
Out-of-date What-If scenarios should be deleted to save disk space. You are able to delete the What-If if:

you are granted R/W access to the PPL work item and are the What-If creator, or you are a PlanView administrator.
To Delete a What-If

1. 2.

Right-click the What-If to be deleted and select Delete from the pop-up menu. You will be prompted to confirm that you wish to delete the selected What-If. Select No to stop the deletion and return to the main display. Select Yes to complete the process and return to the What-If screen. OR

About Custom Fields

PlanView lets your organization create and configure custom fields that will accept dates, currency, text, or effort values. Access to custom fields is controlled at the screen level. Each field can be added to a customized screen that is defined with the configured screen functionality. You are granted access to each screen based on the permissions that are assigned to your user roles. PlanView Tip!
A custom fields data is available at the primary planning level (PPL) or below (as defined by your PVA) but the value in the field does not inherit from parent to child entities.

185

Adding Information to Configured Screens

A PlanView configured screen is an HTML page designed by your PVA to display or obtain information within your organization. As a manager, you may be asked to add information to a configured screen. The concept of configured screens can be understood by considering an Internet page used for e-commerce. In the same way those customized fields request a user address or go through a sequence to accept payment, the PlanView configured screens allow for a wide array of actions, such as soliciting user input, displaying data, or initiating such actions as selecting lifecycles or performing calculations. These actions involve the use of alternate structures, custom fields, PlanView fields, and scripted dialogs that have been defined by your PVA. PlanView Tip!
PlanView displays the link to Configured Screens only if your user role has access to them. If you begin to follow the instructions below to edit a screen, but do not have access to any configured screens, PlanView displays the following notification: There are no configured screens defined that your user role has access to. To Edit Configured Screens from Manage Work

1. 2.

Open Manage Work by clicking Work

Schedule

Action Links

Manage Work.

In a project, right-click and select Work Detail from the shortcut menu. PlanView displays the configured screens available for the selected work in the Application Information section of the Work Detail screen.

3. 4.

Click the link for the name of the configured screen to be updated. Edit the information as necessary. For custom fields, the following rules apply:
Date fields provide a pop-up calendar. If no date is selected, the current date is the default. Currency fields accept whole numbers so you do not need to enter decimal points or dollar signs. For example, PlanView converts 53 to $53.00. If you do enter a decimal to indicate partial dollar amounts, PlanView accepts the entry. For example, PlanView converts 35.50 to $35.50. The Currency field uses the

default currency defined in your database.

Text fields allow for entry of any alphanumeric character. Duration and Effort fields display entries with an h to designate hours.

5.

Click OK.

186

Using New Project Templates

It is not necessary to create each new work item from scratch, adding schedules, milestones, allocations, and so forth. Templates enable your organization to create a number of projects that are very similar to each other. In this situation, it would be a great time-saver to create a template project for each type of project, complete with template work items, schedules, and allocations. Then, when you receive a request, you only need to copy the template for that type of project into your plan and change the work item and resource names. In addition to templates, you may also copy any work items in the database to which you have access. You may create an unlimited number of template work items, each of which can be completely customized since they are defined like any other work items. Templates allow organizations to create a standard project and copy it each time a new project is needed. Several types of standard projects can be created. You can copy at the Project level or at any level under the project. The Copy function copies the level selected and any lower levels defined. Template work items can be used by anyone who has the appropriate grants.
To Copy an Existing Template

1. 2.

Using a filter that includes the template area of the database and the parent beneath which the template will be pasted, open Enter/Edit View for the project template being used. Click the project that will be copied.

3.

Right-click, select Edit WBS, and then select Copy from the cascading pop-up menus. Click the
Copy icon.

OR OR

Click Edit on the menu bar and select Copy from the menu.

Paste
The copied work can be pasted at any level available in the Enter/Edit View within Manage Work. For example, a phase could be pasted into the database at a project level. Typically, the copied work is pasted into the database at the same level.

187

To Paste a Copied Template

1. 2.

Right-click the work item under which you will place the copied work. Click Edit WBS and then Paste from the cascading pop-up menus to add the cut/copied work at the same level as the work on which the cursor is focused. Click Paste Under to add the cut/copied work one level beneath which the cursor is focused. OR Click the
Paste and Paste Under icons.

OR

Click Edit on the menu bar and select Paste or Paste Under from the menu. The Paste Options screen is displayed. This screen allows a user to select which information will be pasted from the copied work to the new work. PlanView Tip!
See the section following this procedure for business rules about copying.

3. 4. 5.

If necessary, enter a Prefix (at the top of the screen) to insert a beginning string of text in front of the description of the items being pasted. This field accepts up to 5 characters. De-select any default options that should not be applied. Click OK.

PlanView Tip!
It is recommended that users change the name of the project to reflect the real project name rather than the generic name typically assigned to templates.

6.

Set the projects requested start date. This is necessary when using project templates that include dates. Changing the requested start date at the project level will place the project in the right time position.

PlanView Tip!
Changing the scheduled start date manually will cause a constraint to be created, which will restrict scheduling of the work. To avoid such constraints. move work by changing the requested start date.

7.

Click OK.

Business Rules for Copying

Copy/paste functionality will make another copy similar to the original. However, no actual history is copied if the project has been scheduled, resources have been allocated, and time has been reported. Attributes of the work, such as cost center or status, will be copied automatically. Users cannot paste under a work item with actual hours reported against it. Support tickets will not be copied with a template. grants of the person who is pasting it. If the user has R/W access to a resource, the work will be pasted with a state of Approved. If the user has RO access to a resource, the work will be pasted with a state of Requested. However, when cutting and pasting, the original state will remain because no new item is being created. The Text Only option copies the information into the clipboard so that the text can be pasted in an application other than PlanView (i.e., Excel).

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The Include Head option may or may not be available for selection. It will be checked ON for you and grayed out if you are pasting a project at the PPL level from the PPL 1 level It will be checked OFF for you and grayed out if you are pasting a project at the PPL level from the PPL level It will be available for you to set if the pasting results in the promotion or demotion of a work item that is not at the project level.

Pasting Phase A, with tasks X & Y, under Phase B if head is not included will look like this: Phase B: Task: X Task: Y Pasting Phase A, with tasks X & Y, under Phase B if head is included will look like this: Phase B: Task: A Sub-Task: X Sub-Task: Y

Cut
PlanView lets you cut and paste items within the database. When cutting an item, you move the entire item rather than copy it. Therefore, the cut feature is not used with templates. However, when reassigning work or resources to a different area of the database, you may want to cut the data rather than re-creating the information in the new area. PlanView Tip!
Only a PVA can cut items that have actual time associated with them.

If the work item is cut from within a project and pasted to a different level inside the same project, PlanView displays a message similar to the following:
Budgeting data exists for this item and cannot be pasted to a different level.

Warning!
Once work or resource information is cut, it must be immediately pasted. If you do not do so, the cut data exists in limbo, disconnected from the appropriate codes within the system that indicate its placement. If you attempt to cut or copy a second item without pasting the first cut item, the system automatically pastes the originally cut items back into the original position before cutting/copying any new work or resource item.

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Lifecycle Models
A Lifecycle Model may consist of:

a flowchart that defines the sequence of required notifications, approvals, and actions, a collection of Content Management (CM) document templates, which can be the starting point for documents used in that lifecycle model, a Work Breakdown template (WBS), which can be used to provide pre-built phases and activities of a common project type and can include details such as dates, duration, constraints, reserves, and allocations, and a Financial Management template, which can be defined as a starting point for which type of accounts, such as hardware or travel, should be budgeted.

The Lifecycle process notifies the appropriate people involved in a project or strategic plan of the need to complete certain actions related to the project or strategic plan throughout its lifecycle. This includes actions such as creating a project document (i.e., a charter), changing the status of a project or strategic entity, creating a budget, and reviewing or approving any of these actions. If your organization uses the Lifecycle feature, it is necessary to associate a lifecycle template with all new projects regardless of the method used to create the project. Lifecycle actions are small, discrete events (such as submitting a project charter for approval). These events trigger notifications to other users that additional action is necessary (approve the charter). A lifecycle item may or may not correspond to a Work Breakdown Structure (WBS) item. Example: You are assigned to the WBS activity of creating a project charter, which can take several days of effort to complete. The separate event of submitting the charter for approval, which would be part of the lifecycle, is a brief action. However, that action triggers a notification to another user that the document is ready for review and approval or disapproval. Lifecycle items can also be unrelated to a WBS activity. For example, simply changing the status of a project would not be a planned element of the WBS that needs to be scheduled over time. However, it could be a lifecycle step, an action that is completed quickly. If your organization activates the lifecycle functionality, every user who creates new projects is prompted to select one of the lifecycle models (lifecycle templates) that your PVA has defined.

Lifecycle Actions, User Roles, and Permissions

The following table describes the steps and actions available when creating a new lifecycle step and the permissions a user needs to complete the action.
Lifecycle Step Type Status Action Set a status; intended for use when no accept step follows Review a proposed status change Accept a proposed status change Financial Plan Create a financial plan Review a financial plan Approve a financial plan Permission Required Modify Project Attributes

Modify Project Attributes Modify Project Attributes Enter/Edit Budgets Enter/Edit Budgets Enter/Edit Budgets

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Lifecycle Step Type Document

Action Create Review Approve

Permission Required All Users All Users All Users Use Investment Analysis Use Investment Analysis Use Investment Analysis All users Permission marked on the screen definition as required for editing. If none was marked, then All Users. Either permission marked on the screen definition as required for viewing or editing. If none was marked for viewing, then All Users. Use Investment Analysis

Investment Analysis

Include in Investment Analysis Accept for Investment Revise Investment Status Review Investment Status Change

Configurable Screen

Enter Opens the configured screen and prompts user to complete the fields

Review - Opens the configured screen and prompts user to review the fields

Approve - Opens the configured screen and prompts user to approve the data entered in the fields Scripted Dialog Execute directs the system to execute the specified script, causing other actions (as defined by the administrator of the script) Review prompts a user to review the answers provided in a script (if end user responses were required) Approve prompts a user to approve the answers provided in a script (if end user responses were required) Lifecycle Model Choice Work Portfolio Initiates a new lifecycle segment Presents a menu of Lifecycle Models for the user to choose. Presents the Work Portfolio screen, including options such as sending invitations, or closing the project.

Permission marked on the script definition as required

All Users

All Users

Administer Projects

Administer Projects

Associating a Lifecycle with a Project

When creating a new project, you are prompted to select a lifecycle from the lifecycle models that your PVA has defined. You must select a lifecycle model, but you can modify it by deleting unnecessary steps. You cannot remove required steps. Choosing a model is itself a lifecycle step within the Initial Request Lifecycle for a project. Your organization may replace this approach with a scripted dialog, which automatically assigns the appropriate lifecycle model.

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You can also associate a lifecycle with an existing project, or change the lifecycle model associated with it.
To Associate a Lifecycle while Creating a Project

1.

Click HomeView

Dashboard

Action Links

Add Work. The Add Project screen is displayed.

2. 3. 4. 5. 6. 7. 8. 9.

Click Select Parent and select the area in the Work Breakdown Structure where the project will reside. Enter the Project Name and any required or additional information about work. Verify the Lifecycle Administrator or change it as necessary and click OK. Enter additional information about the project (manually or as prompted by lifecycle steps).You are prompted to define the projects lifecycle. If prompted, select a Lifecycle model for the project and click OK. Select a user for each Lifecycle role. Include additional team members if appropriate. Using the Continue link, move through each screen. Click Finish and complete additional Lifecycle steps if prompted.

PlanView Tip!
When selecting a lifecycle model, PlanView displays only those models with an initial status that matches the project status. If the project status is Requested, only lifecycle models with an initial status of Requested are displayed. If there are no matches, PlanView displays the following message: There are no project models set up for use with projects of X status. Additional text may be displayed when accessed from either a lifecycle step or the Work Detail screen.

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PlanView Tip!
A user selected for a lifecycle step must have the appropriate permissions to perform the work related to that step. For example, a user responsible for setting or proposing a status change must have the permission to change status for projects. Users required to create a financial plan must have the Edit Financial Plan permission associated with their role. No permissions are required for document actions or for approvals and reviews of other actions.

Business Rules for Assigning Users to Lifecycle Steps

The list of users available for selection/assignment to a lifecycle role is controlled by the permissions necessary to complete the step to which the role is associated.

For a step that requires that a financial plan be created or reviewed, the user creating or reviewing the financial plan must have the Edit Budget permission in order to complete the step. PlanView does not allow a user to be assigned to a lifecycle step if the user does not have this permission. For a step that relates to a status change for the project, the user setting/proposing the change must have the Modify Status permission in order to complete the step. PlanView will not allow a user to be assigned to a lifecycle step if the user does not have this permission. For a step that requires a user to review or enter data on a configurable screen, the user must have the permission that allows a user to do so, which is specified in the set up of the screen. For a step that requires a user to execute, review, or approve a scripted dialog, the user must have the permission specified as necessary when the Scripted Dialog was designed. The Information Access User role allows limited access to the lifecycles. Users with this role can receive notifications, review documents via Content Management, and access reports.

Business Rules for Removing Lifecycle Steps

If the deleted step has a parallel item, the next step in the set is reset to be the first in the set, unless it is the only remaining item in the parallel set, in which case the parallel designation is removed and the item will stand alone. If a creation or propose status change step is deleted, all associated review and approval steps are also removed. If an anchor step is deleted, all steps beneath it up to but not including the following anchor are also removed. Review and Approve steps related to the current step cannot be removed if the current step is an action related to a lifecycle action or the creation of a configurable screen. Completed steps cannot be removed.

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Reviewing Active Lifecycles

PlanView can provide you with information about the active lifecycles associated with a project, request, or strategic entity. PlanView Tip!
The following procedure assumes PlanView is configured to display the Active Lifecycles portlet on as discussed in the Defining Content of Tabs and the User Menu section. To Review Active Lifecycles

1. 2.

If necessary, open the portfolio that includes the requests, projects, or strategic entity associated with the lifecycles you want to review. For details, see the Opening Portfolios section. Display the Active Lifecycles portlet for the requests, strategic entities, or projects for which you want to display information. To do so, take one of the following actions: For active lifecycles associated with requests, click Requests
Lifecycle. Lifecycle.

For active lifecycles associated with strategic entities, click Strategy For active lifecycles associated with projects, click Work
Lifecycle.

PlanView displays an Active Lifecycles portlet similar to the following figure. The portlet displays information about items (requests, strategic entities, or projects) in the current portfolio that currently have active lifecycles. Information is sorted by how many of each of the portfolios items use a particular Lifecycle Model and have a specific segment active.

PlanView Tip!
The Active Lifecycles portlet does not include any request, strategic entity, or project that has completed its primary segment and has no active notifications.

3.

To display a screen that lists by name the items that use a particular model and segment, click the number listed in the first column (# Request, # Strategy, or # Work). You may then obtain more information about a particular item by clicking its name in the screen that appears. To display information about a specific Lifecycle Model, click its name. You may then display a segments flowchart by clicking its name in the screen that appears.

4.

Responding to a Lifecycle Notification

There are notifications associated with lifecycle functionality, and they are displayed in the Notifications portlet. When a user selects the link for one of the notifications, a screen displays that allows completion of the assigned action of the Lifecycle.

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PlanView Tip!
The following procedures that discuss responding to a lifecycle notification assume that you have configured PlanView to display the Notifications portlet in your HomeView. For details on adding a portlet to a tab see the Defining Content of Tabs and the User Menu section.

Review notifications related to the To Team option will be sent to each team member who does not already have a specific, related action. For instance, if there are 5 team members defined for a project, a To Team Review notification on a specific document might actually go to 3 of them, if one of them is already designated to approve the document. (The user designated to create the document does not get the To Team notification regarding it.) PlanView Tip!
If two consecutive steps are assigned to the same user, the second step will be automatically displayed after completion of the first step, without the user first being re-directed to the Support Ticket Lifecycles portlet. This feature prevents the user from having to return to the portlet and manually select the next step.

The following table describes the notifications generated by the Lifecycle functionality. See the Notifications chapter for a complete list of notifications available in PlanView.
Notification Text Items are available for your review Description A document, screen, dialog, assignment, or status change needs to be examined A document, screen, dialog, assignment, or proposed status change needs to be accepted A document, screen, dialog, assignment, or proposed status change needs to be created, edited, or executed A document, screen, dialog, assignment, or proposed status change (or an approval related to such an item) has not been completed within the defined time and requires your attention; displays with a red triangle for added visibility A document, screen, dialog, assignment, or proposed status change that you created, edited, or executed has been disapproved by another user and requires correction; displays with a red triangle for added visibility

Items need your approval

Items require your input / attention

Items have been escalated to you

Items have been disapproved

To Create a New Document

1. 2. 3. 4. 5. 6. 7.

From your HomeView, click the Requires Attention notification. Click the link for the description of the action. The Create/Edit Lifecycle Document screen displays. See the following table for a description of each item on this screen. Click the link with the name of the document. This action will open the Content Management system. Check out the document from Content Management and open it for editing. Modify the document as necessary. Save the modified document to its current location. Check the document back into Content Management.

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8. 9.

Close Content Management. Select Submit Document as Complete, which will trigger the next step in the lifecycle and mark this step as finished.

The following table describes the links on the Create/Edit Lifecycle Document screen.
Link Support Ticket Description A description of the ticket to which the lifecycle step is related; click the link to display the ticket attributes Displays the Review Lifecycle screen Displays the history of status changes for this lifecycle item The name of the document to be created (from a template); select the link for the document description to open Content Management Allows you to select a different user to fulfill the lifecycle step Marks the step as finished, which will trigger the next step in the lifecycle

Lifecycle Status History Document

delegate this step Submit Document as Complete

To Review a Document

1. 2. 3. 4.

From your HomeView, click the Informational notification. Click the link for the description of the action. The Review Lifecycle Document screen displays. See the following table for a description of each item on this screen. Click the link for the name of the document to open Content Management and review the document. Click Dismiss Review Notification. This action marks the step as finished so that the notification will no longer display on HomeView.

The following table describes the links on the Review Lifecycle Document screen.
Link Support Ticket Description A description of the ticket to which the lifecycle step is related; click the link to display the ticket attributes Displays the Review Lifecycle screen Displays the past statuses for this project The name of the document to be created (from a template); select the link for the document description to open the Content Management screen for that document, to allow it to be read, checked out, or checked back in Allows you to select a different user to fulfill the lifecycle step Marks the reviewing step as finished and displays the previous screen; note that Review steps do not delay successor steps

Lifecycle Status History Document

delegate this step Dismiss Review Notification

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To Approve a Document

1. 2. 3. 4. 5.

From your HomeView, click the Needs Approval notification. Click the link for the description of the action. The Approve Lifecycle Document screen displays. See the following table for a description of each item on this screen. (Optional) Click the link for the name of the document to access Content Management and review the document. The document may be approved without first reviewing it. Close Content Management. Select the Approve Document or Reject Document option, as appropriate. If the document is rejected, a comment is required.

PlanView Tip!
If a document is disapproved, the related Create step will be re-activated, and a notification that the item was disapproved will be generated for the user who submitted the document for approval.

6.

Click OK. This action marks the step as finished, which will trigger the next step in the lifecycle.

The following table describes the links and options on the Approve Lifecycle Document screen.
Link/Option Support Ticket Description A description of the ticket to which the lifecycle step is related; click the link to display the ticket attributes Displays the Review Lifecycle screen Displays the history of status changes for this project Displays the schedule information screen The name of the document to be created (from a template); select the link for the document description to open the Content Management screen for that document, to allow it to be read, checked out, or checked back in Allows you to select a different user to fulfill the lifecycle step Select to indicate that the document is accepted in its current form; this action triggers the next step in the lifecycle Select to indicate that the document is not accepted in its current form; this action restarts the lifecycle from the step for the creation of the document Contains comments to explain rejections or comment on the acceptance of document; when a document is rejected, comments are required

Lifecycle Status History Schedule Document

delegate this step Approve Document

Reject Document

Your Comments

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To Submit a Status Change Request

1. 2. 3.

From your HomeView, click the Requires Attention notification. Click the link for the description of the action. The Set/Propose Status Change screen displays. See the following table for an explanation of each item on this screen. Select the appropriate new status. (If the ticket is progressing nominally, select default status displayed in the list box.) If the request for a status change is rejected, such that the status is set to anything other than what was requested, it is required that a comment be entered as to why the request was not fulfilled. Click OK. This action marks the step as finished, which will trigger the next step in the workflow.

4.

The following table describes the links and options on the Propose Support Ticket Status Change screen.
Link Support Ticket Description A description of the ticket to which the lifecycle step is related; click the link to display the ticket attributes Displays the Review Lifecycle screen Displays the history of status changes for this project Allows you to select a different user to fulfill the lifecycle step Selects the desired new status for the ticket; if the project is proceeding nominally, leave this selection at the displayed value, which is the intended status for a ticket at this point in its lifecycle. If you feel that it is not appropriate to continue in the nominal lifecycle for this ticket, select a different status to invoke special handling (e.g., reset the ticket to On Hold or Denied).

Lifecycle Status History delegate this step Set / Propose Status Change to

To Review a Status Change Proposal

1. 2. 3.

From your HomeView, click the Informational notification. Click the link for the description of the action. The Review Status Change screen displays. See the following table for a description of each item on this screen. Click Dismiss Review Notification. This action marks the step as finished, so that the notification will no longer display on HomeView.

The following table describes the links and options on the Review Status Change screen.
Link Support Ticket Description A description of the ticket to which the lifecycle step is related; click the link to display the ticket attributes Displays the Review Lifecycle screen Displays the history of status changes for this project

Lifecycle Status History

198

Link delegate this step Dismiss Review Notification

Description Allows you to select a different user to fulfill the lifecycle step Marks the reviewing step as finished and displays the previous screen; note that Review steps do not delay successor steps

To Accept a Status Change Proposal

1. 2. 3.

From your HomeView, click the Needs Approval notification. Click the link for the description of the action. The Approve Status Change screen displays. See the following table for a description of each item on this screen. Click the link for the name of the ticket description to review the ticket attributes. Set the status accordingly. Select the Accept Status Change to Approved option to accept the change. Select Deny Status Change to Approved to reject the status change. If the change is denied, Your Comments are required, indicating the reason for the rejection.

4.

Click OK.

The following table describes the links on the Approve Status Change screen.
Link Support Ticket Description A description of the ticket to which the lifecycle step is related; click the link to display the ticket attributes Displays the Review Lifecycle screen Displays the history of status changes for this project Allows you to select a different user to fulfill the lifecycle step Displays the comments of the user who submitted the request for a status change Contains comments to explain rejections or comment on the acceptance of documents; when a document is rejected, comments are required Select to indicate that the project be designated as approved; this action triggers the next step in the lifecycle Select to indicate that the project be designated as not approved; re-triggers the earlier lifecycle step that proposed this status

Lifecycle Status History delegate this step Comments of ... Your Comments

Accept Status Change to ...

Deny Status Change to...

PlanView Tip!
If the status change is accepted, the Ticket Status field of the support ticket will be modified to reflect the new status. If the proposed status change is denied, the related Set/Propose Status Change step will be reactivated, and a disapproval notification will be generated for the user who created the status change request.

199

To Enter a Configured Screen

1. 2.

From your HomeView, click the Requires Attention notification. Click the link for the description of the action. The Enter Configured Screen page displays. See the following table for an explanation of each item on this screen. Clicking OK on that screen, after completing it, will mark this lifecycle step as finished and trigger the next step. Click the link for the name of the Configured Screen to open it and enter the necessary information.

3.

The following table describes the links on Enter Configured Screen.

Link Support Ticket Description A description of the ticket to which the lifecycle step is related; click the link to display the ticket attributes Displays the Review Lifecycle screen Displays the history of status changes for this project Allows you to select a different user to fulfill the lifecycle step Displays the name of the configured screen; selecting the link for the configured screen opens that form in editable mode, for the entry of the required information.

Lifecycle Status History delegate this step Configured Screen

To Review a Configured Screen

1. 2. 3. 4.

From your HomeView, click the Informational notification. Click the link for the description of the action. The Review Configured Screen page displays. See the following table for a description of each item on this screen. Click the name of the configured screen to review the information that was entered on it. This step is not necessary. The review notification may be dismissed without examining the information in detail. Click Dismiss Review Notification. This action marks the step as finished and removes the notification from the Project Lifecycles portlet.

200

The following table describes the links on Review Configured Screen.

Link Support Ticket Description A description of the ticket to which the lifecycle step is related; click the link to display the ticket attributes Displays the Review Lifecycle screen Displays the history of status changes for this project Allows you to select a different user to fulfill the lifecycle step Displays the name of the configured screen; selecting the link for the configured screen opens that form in RO mode, for the review of the previously entered information Marks the step (of reviewing) as finished and displays the previous screen; Review steps do not delay successor steps

Lifecycle Status History delegate this step Configured Screen

Dismiss Review Notification

To Approve a Configured Screen

1. 2. 3. 4.

From your HomeView, click the Needs Approval notification. Click the link for the description of the action. The Approve Configured Screen page displays. See the following table for a description of each item on this screen. Click the link for the name of the configured screen to review the information that was entered on it. This step is not necessary. The screen may be approved without first reviewing it. Select either Approve Screen (to accept the previously entered information and proceed with the project lifecycle) or Reject Screen (to send a notification back to the user who filled in the information, asking for revisions) Enter comments explaining your reasons for accepting or rejecting the screen. This is optional in the case of acceptance but required for a rejection. Click OK to trigger the resulting lifecycle actions.

5. 6.

The following table describes the links on Approve Configured Screen.

Link Support Ticket Description A description of the ticket to which the lifecycle step is related; click the link to display the ticket attributes Displays the Review Lifecycle screen Displays the history of status changes for this project Allows you to select a different user to fulfill the lifecycle step Displays the name of the configured screen; selecting the link for the configured screen opens that form in RO mode, for the review of the previously entered information

Lifecycle Status History delegate this step Configured Screen

201

Link Accept Screen

Description Select this option to indicate that the information in the screen be designated as approved; triggers the next step in the lifecycle Select this option to indicate that the information in the screen be designated as not approved; re-triggers the earlier lifecycle step for entering this information Contains the reasons for accepting or rejecting the screen; optional in the case of acceptance, required for a rejection

Reject Screen

Comments

When a scripted dialog is accessed from a lifecycle step the user sees the Scripted Dialog screen for each question or test and is presented, with response options. The screen will only display for users with the permission required for accessing the script (specified by the administrator or process architect when defining the scripted dialog). Each response is a link that performs the action associated with the response and then invokes the screen for the next step. Each response may lead to a direct action, or may be part of a larger process determining the final actions performed by the scripted dialog. For instance, as the user answers the questions, the score of each answer may be accumulated so that the system knows how to direct the user at the end of the process. When the last step of the scripted dialog is executed, the system will trigger the next appropriate step in the lifecycle, for this user or for another user A scripted dialog can also be presented to the user while the support ticket is being added to the database or during a subsequently assigned lifecycle.
To Execute a Scripted Dialog

1. 2. 3.

From your HomeView, click the Requires Attention notification. Click the link for the description of the action. The Execute Scripted Dialog screen displays. See the following table for a description of each item on this screen. Click the link for the name of the Scripted Dialog to execute it and complete the assigned lifecycle step.

The following table describes the links on the Execute Scripted Dialog screen.
Link Support Ticket Description A description of the ticket to which the lifecycle step is related; click the link to display the ticket attributes Displays the Review Lifecycle screen Displays the past statuses for this support ticket The name of the scripted dialog to be performed; selecting this link will begin execution of the dialog; if completed, that will mark this lifecycle step as finished and activate its successor.

Lifecycle Status History Scripted Dialog

202

To Review a Scripted Dialog

1. 2. 3. 4.

From your HomeView, click the Informational notification. Click the link for the description of the action. The Review Scripted Dialog screen displays. See the following table for a description of each item on this screen. Click the link for the name of the scripted dialog to review the responses made when it was executed. This step is not necessary. The scripted dialog may be approved without first reviewing it. Click Dismiss Review Notification. This action marks the step as finished, and removes it from the Support Tickets portlet.

The following table describes the links on the Review Scripted Dialog screen.
Link Support Ticket Description A description of the ticket to which the lifecycle step is related; click the link to display the ticket attributes Displays the Review Lifecycle screen Displays the past statuses for this support ticket The name of the Scripted Dialog to be performed; selecting this link displays a journal of the questions and responses when the script was executed Marks the step (of reviewing) as finished and displays the previous screen; Review steps do not delay successor steps

Lifecycle Status History Scripted Dialog

Dismiss Review Notification

To Approve a Scripted Dialog

1. 2. 3. 4. 5.

From your HomeView, click the Needs Approval notification. Click the link for the description of the action. The Approve Scripted Dialog screen displays. See the following table for a description of each item on this screen. Click the link for the name of the scripted dialog to review it. This step is not necessary. The dialog may be approved without first reviewing it. Enter comments explaining your reasons for accepting or rejecting the dialog. This is optional in the case of acceptance but required for a rejection. Click OK to trigger the resulting lifecycle actions.

The following table describes the links on the Approve Scripted Dialog screen.
Link Support Ticket Description A description of the ticket to which the lifecycle step is related; click the link to display the ticket attributes Displays the Review Lifecycle screen

Lifecycle

203

Link Status History Scripted Dialog

Description Displays the past statuses for this support ticket The name of the Scripted Dialog to be approved; selecting this link displays a journal of the questions and responses when the script was executed Select this option to indicate that the information in the Scripted Dialog be designated as approved; this action triggers the next step in the lifecycle Indicate the information in the scripted dialog is not approved; re-triggers the earlier lifecycle step for executing the scripted dialog Reasons for accepting or rejecting the scripted dialog; optional in the case of acceptance, but required for a rejection.

Accept Scripted Dialog

Reject Scripted Dialog

Comments

To Choose a Support Ticket Model

1. 2. 3. 4.

From your HomeView, click the Requires Attention notification. Click the link for the description of the action. The Choose Lifecycle Model screen displays. See the following table for a description of each item on this screen. Click Choose Lifecycle Model next to the support ticket. The Choose Lifecycle Model screen displays Select the new model and team definition. Lifecycle Role assignments may already appear on the Team screen, even for a new support ticket, because Roles inherit from the PPL level work that the ticket is under. The notification for this step (Choosing the Lifecycle Model) will be marked as complete at the end of this process.

The following table describes the links on the Choose Lifecycle Model screen.
Link Support Ticket Description A description of the ticket to which the lifecycle step is related; click the link to display the ticket attributes Displays the Review Lifecycle screen Displays the history of status changes for this project Displays the schedule information screen

Lifecycle Status History Schedule

To Perform an Assignment

1. 2. 3

From your HomeView, click the Requires Attention notification. Click the link for the description of the action. The Perform Assignment screen displays. See the following table for an explanation of each item on this screen. Click the Perform Assignment link to display the support ticket Assignments screen. By checking the check box, select which resources you wish to assign to the support ticket and click OK.

204

4.

To trigger the next step in the workflow and mark this item as complete, click the Submit Assignment as Complete link.

The following table describes the links and options on the Perform Assignment screen.
Link Support Ticket Description A description of the ticket to which the lifecycle step is related; click the link to display the ticket attributes Displays the Review Lifecycle screen Displays the history of status changes for this project Allows you to select a different user to fulfill the lifecycle step

Lifecycle Status History delegate this step

To Review an Assignment

1. 2. 3. 4. 5.

From your HomeView, click the Informational notification. Click the link for the description of the action. The Review Assignment screen displays. See the following table for a description of each item on this screen. To review what resources have been assigned, click the Review Assignment link. The Assigned Resources screen will display. From this screen you can review current assignments, remove assignments or create new assignments. When finished reviewing, click Close. Click Dismiss Review Notification. This action marks the step as finished, so that the Notification will no longer display on HomeView.

The following table describes the links and options on the Review Status Change screen.
Link Support Ticket Description A description of the ticket to which the lifecycle step is related; click the link to display the ticket attributes Displays the Review Lifecycle screen Displays the history of status changes for this project Allows you to select a different user to fulfill the lifecycle step Marks the reviewing step as finished and displays the previous screen; note that Review steps do not delay successor steps

Lifecycle Status History delegate this step Dismiss Review Notification

205

To Approve an Assignment

1. 2. 3. 4. 5. 6.

From your HomeView, click the Needs Approval notification. Click the link for the description of the action. The Approve Assignment screen displays. See the following table for a description of each item on this screen. Click the link for the name of the action to review it. This step is not necessary. The assignment may be approved without first reviewing it. Select the appropriate radio button to review or reject the assignment. Enter comments explaining your reasons for accepting or rejecting the assignment. This is optional in the case of acceptance but required for a rejection. Click OK to trigger the resulting lifecycle actions.

The following table describes the links on the Approve Assignment screen.
Link Support Ticket Description A description of the ticket to which the lifecycle step is related; click the link to display the ticket attributes Displays the Review Lifecycle screen Displays the history of status changes for this project Allows you to select a different user to fulfill the lifecycle step Displays the comments of the user who submitted the request for a status change Contains comments to explain rejections or comment on the acceptance of documents; when a document is rejected, comments are required Select to indicate that the project be designated as approved; this action triggers the next step in the lifecycle Select to indicate that the project be designated as not approved; re-triggers the earlier lifecycle step that proposed this status

Lifecycle Status History delegate this step Comments of ... Your Comments

Accept Status Change to ...

Deny Status Change to...

Support Tickets
Support tickets provide a means to track and report time on specific incidents, such as maintenance, work orders, and so forth. Usually support tickets are entered when a person is reporting time. You may enter support tickets on a work item that is identified as General Support. Once flagged as a general support work item, children may not be added. PlanView automatically rolls up support ticket information to the work-item level.

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Assigning Support Tickets

Any user granted rights to a general support work item may create new support tickets.
To Assign a New Support Ticket

1. 2. 3. 4. 5. 6.

Click Work

Tickets.

Select the Support Ticket # under the Total Unassigned header. Click the link for the Support Ticket work item. Click Update next to the Assigned Resources section. Click Add New Ticket Assignments or select the icon.

To assign a resource to the Support Ticket, check the corresponding box and click OK.

Reviewing Support Tickets

To Review Support Tickets via the Summary of Work with Support Tickets Screen

1. 2. 3. 4.

Click Work

Tickets.

Select the appropriate Support Ticket. Click the # under the Total Tickets header. Click the link for the Support Ticket work item to update. To view the Schedule Detail and Graph of the ticketable item, click the link for the name of the work item. To view all tickets for a ticketable work item, click the numbered link in the Total Tickets column. To view only open tickets for a ticketable work item, click the numbered link in the Total Active column. To view those tickets that have not been assigned to a resource, click the numbered link in the Total
Unassigned column.

To view those tickets that need attention, click the numbered link in the Total Requiring Attention column.

To Review Support Ticket Assignments for a Resource

1. 2. 3.

Click Resources

Planning. Manage Assignments Assigned Support Tickets.

On the main menu, click Action Links

Click the resources name. The Support Ticket Assignment screen will show a list of resources that have been allocated, authorized, or reserved to the ticketable work. Assigning a resource to a Support Ticket will cause the Support Ticket to display automatically on the Current Work screen of the timesheet as well as on the resources Assigned Support Ticket screen.

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Selecting a status of Complete will populate the Resolution Date field. If you do not see any resource names when completing step 6 of the procedure, see your PlanView Administrator to ensure you have the proper permissions and grants required to complete the action. The Tickets secondary tab is only available if the project has been defined to accept Support Tickets and if you have the appropriate user permissions to create Support Tickets. See your PlanView Administrator if you need this permission but do not see the Tickets tab.

Scripted Dialogs
Scripted dialogs allow an organization to create a flowchart of processes to be executed. The systems actions are based on input from the user or from existing data. For example:

If the user is prompted with a scripted dialog as a question, the system can respond in different ways depending on whether the answer is Yes or No. Scripts can be defined to execute logical tests based on values already entered for a project and use values to make numerical or text comparisons without prompting the user for information. For example, a scripted action can be defined to look at field 1, and determine that, if the value is X, the value of field 2 should be set to Y. The script can combine a dialog and a scripted action, and set a value based on the answers the user provides when prompted with questions.

Scripted dialogs provide control of the processes in PlanView that may have several possible outcomes or results. Driving such a process by a script rather than allowing the user to select an option creates a structure for the process and enforces business rules that otherwise might be circumvented or misunderstood by users. Scripted dialogs are usually associated with a lifecycle model and executed as a step in the lifecycle. However, a scripted action can also be attached to a Configured Screen, as an optional process launched from a button or as an automatic process executed when the user clicks OK on that screen.

Executing the Scripted Dialog

A scripted dialog is a step in the special lifecycle segment that is configured to execute at certain points in the project.

When accessed from a lifecycle step, the Scripted Dialog screen for each question or test is displayed with response options. The screen will only display for users with the permission required for the script (specified when the script was defined). Each response executes the next section of the script that performs the action associated with the response and then invokes the screen for the next step. As users answer the questions, actions may be taken immediately, or the score of each answer is accumulated so that the system knows how to direct the user at the end of the process. When the last step (exit) of the dialog is executed, the system triggers the next step in the lifecycle. If the next step is for a different user, that user receives a notification. If the next step is for a current user, the next lifecycle step screen is displayed immediately. If a step in a script is to insert a WBS, the headless copy of that planning entity is pasted under the target project, including allocations, constraints, relationships, requirements, and reservations. If you are prompted for input, a screen with the input field is displayed. The screen is available to users with the specified permission for the script and is displayed if a script requires you to be prompted. For numeric actions, the hint text will change depending on the minimum/maximum values defined.

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Documenting Your Work

You may add documentation (such as a project charter) to any item in a structure to which you are granted. Additionally, if you are allocated or authorized to work items you can add files without being granted to the work. When moving or copying work with associated documentation, the Paste Options screen prompts you to specify what information is pasted in the new location, including documentation. When a PVA moves a structure item, the documentation files are moved with it automatically. As a visual indicator that content exists for work, a paperclip icon is displayed next to the work with which content is associated.
To Access Content Files from Manage Work

1. 2.

Open Manage Work: (Work

Dashboard

Action Links

Manage Work).

From the Manage Work main display, right-click the work item with which the content is associated and select Content from the pop-up menu.

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Working with Dashboards

Dashboards quickly provide visual indicators for the health and status of a portfolio or a project. This chapter

includes an overview of PlanViews dashboards, gives brief descriptions of the portlets and watchlists that PlanView displays on dashboards, includes an example of each dashboard, discusses the tasks you perform that display charts and graphs and their relevant reports on dashboards, and discusses editing dashboard portlets and watchlists.

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PlanViews Dashboards
PlanView includes dashboards as an integral part of the user interface. PlanView provides a dashboard for your HomeView and each type of portfolio. Each primary tab provides access to a different dashboard that includes specially designed portlets relevant to data associated with that primary tab. Dashboard portlets typically show summary or high-level information from which you can drill down to obtain additional data. The links you use to drill down in a dashboard may lead to data in the same portlet, a different portlet, another portfolio, or a report. You access a dashboard by clicking the appropriate primary tab and then its Dashboard secondary tab. The information PlanView displays in a dashboard depends on which primary tab is selected and the content and metrics defined for that tabs dashboard. Your PVA defines the default content, layout, and metrics of dashboards, but you may make changes to these defaults. For details, see the relevant Customizing PlanView sections. Suppose your HomeView dashboard is configured to include the portlets shown in the following figure. As the figure illustrates, the watchlists and Project Health portlets use graphics to provide high-level information about portfolios or projects, and the Notifications portlet summarizes by type the notifications relevant to you. Clicking a link in one of these portlets displays details about the item associated with that link.

Figure 20 Example PlanView Dashboard

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Some dashboard portlets present data as a watchlist (see the A Look at the Information Watchlists Convey section), chart, or graph (see the Dashboard Charts and Graphs section). Other dashboard portlets provide access to discussion groups (see the Participating in Discussion Groups section), notifications (see the Notifications Portlet section), or Scoreboard reports (see the Scoreboard Reports section. You may collapse and expand dashboard portlets, as discussed in the Collapsing or Expanding Portlets or Menu Items section.

A Look at the Information Watchlists Convey

Dashboards provide access to watchlists, which are graphic trend analyzers that help you monitor portfolios, projects, or investments. The information displayed in a watchlist reflects the health of portfolios, projects, or investments based on metric status compared to thresholds. Your PVA selects watchlist thresholds and defines watchlist metrics. PlanView calculates metric status for a watchlist as an aggregate of all of the portfolios, projects, or investments included in the watchlist. Figure 21 is an example of a trend analyzer as displayed within a Work watchlist. The order of the list of portfolios or projects displayed in a watchlist is based on metric status compared to PVA-selected thresholds. The gauges PlanView can display above some column headings represent a metrics status compared to its PVA-selected threshold. These gauges display as green for healthy, yellow to indicate potential problems, and red for serious conditions. Each gauge uses colored liquid to represent a metrics current condition and a blue tick to indicate last periods condition. The volume of liquid in a metrics gauge rises as the current condition of the metric worsens across all items in the trend analyzer. The higher the blue tick, the worse the previous periods condition of the metric was across all items in the trend analyzer. If you move the cursor over a time period, PlanView enlarges that periods gauge.

Figure 21 Example Watchlist

The order of the list of portfolios and projects is based on how much attention they need because of their condition. The portfolio or project that needs the most attention is listed first, the one that needs the second most attention is listed next, and so on.

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Watchlists include trend buttons that indicate the status and trend of each metric. As with the gauges, button color indicates current status of a metric compared to its threshold. Green indicates healthy, yellow indicates potential problems, and red indicates serious conditions. A buttons arrow direction indicates the trend since last period (which is typically a month). Up means improving, down means worsening, and a dash means no significant change. PlanView Tip!
A watchlist provides trend analysis data as an aggregate of all items in that watchlist. Portfolios, projects, or investments currently listed in a watchlists rows are factored into a metrics aggregate. In addition, the aggregate also factors in items not currently displayed in the watchlists rows because of the setting of the Show Top Rows option that you may set as discussed in the Editing Watchlists section.

The following table describes the watchlists fields included in the above example. Your PVA defines which metrics are displayed in this portlet, so your portlet may include other fields. For details on other fields displayed in this portlet, see your PVA.
Field Work Name Description Identifies the name of the project. The Work Watchlist provides trend analysis data as an aggregate of all items in a portfolio. Work Size Percent Complete Baseline Variance Cost Alternate structure, which indicates the projects complexity. Shows the percentage of work that has been done on a project Shows the difference between baseline cost and Estimate at Complete (EAC) cost. A negative variance indicates the degree to which the EAC cost is greater than the baseline cost. Baseline Variance Effort Shows the difference between baseline effort and EAC effort. A negative variance indicates the degree to which the EAC effort is greater than the baseline effort. Cost Variance Cost This cost-based variance is a comparison between the earned cost and the actual cost as a percentage of the cost incurred to perform the work. This metric provides an objective measure of earned and actual cost. A negative variance indicates more money was spent for accomplishing the work than was planned. Cost Variance Effort This effort-based variance is a comparison between the earned effort and the actual cost (in hours) as a percentage of the effort incurred to perform the work. This metric provides an objective measure of earned and actual effort. A negative variance means more hours were spent for the work accomplished than were planned. Request Finish Variance This variance is the slip in the actual finish date from the requested finish date as a percentage of the total duration of the work. A negative variance indicates the work will finish after the requested date.

You may use a watchlist to monitor either different portfolios or a set of projects or investments located in the same portfolio or different portfolios.

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PlanView can display the following watchlists on your HomeView dashboard.

Work Portfolio Watchlist, which lets you quickly assess Work portfolios. When calculating metric status for this watchlist, PlanView aggregates each metric across all portfolios in the watchlist. Work Watchlist, which lets you quickly assess a Work portfolios projects. When calculating metric status for this watchlist, PlanView aggregates each metric across all projects in the watchlist. Strategic Portfolio Watchlist, which lets you quickly assess Strategic portfolios or investments within a Strategic portfolio. Investment data from the current and Baseline Scenarios are compared to establish the overall health, as indicated by color. This variance is compared to the variance of investment data between the historical and Baseline Scenarios to determine the trend.

Organizational Portfolio Watchlist, which lets you quickly assess Organizational portfolios or costs and effort of your investments within an Organizational portfolio.

When calculating metric status for the Strategic Portfolio Watchlist or the Organizational Portfolio Watchlist, PlanView compares the following scenarios: current scenario, which is the scenario you are currently viewing, baseline scenario, which is the scenario marked as the baseline for the current portfolio, and historical scenario, which is a historical snapshot of the scenario. Your PVA typically takes such a snapshot monthly or quarterly.

Dashboard Charts and Graphs

For some portlets, PlanView displays a chart or graph that provides a high-level overview of data relevant to one or more portfolios or projects. The following figure includes an example of a dashboard chart. The example chart shows that in the last 30 days 368 hours were performed on work for a customer called Sales. Holding the cursor over a bar, segment, or line in a dashboard chart or graph displays that items numerical value.

Figure 22 Example Dashboard Chart

You display dashboard charts and graphs while performing the following tasks. This document includes separate discussions on each task.

Balancing portfolio risk, return and business value. Analyzing how strategic and organizational investment decisions effect your performance against a baseline. Balancing investment cost and benefit by work type or risk. Viewing request volume to determine how many requests are made over a period of time. Viewing dispatch speed to determine how quickly requests are dispatched, whether the dispatch speed is increasing or decreasing, and which types of requests take the longest to dispatch.

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Tally requests by disposition state to determine how many requests have been made, dispatched, or withdrawn. You also tally requests if you want to determine how many requests resulted in a support ticket or project. Analyzing financial-management data to compare actual costs against budgeted costs of projects. You may also analyze financial-management data to compare the costs and benefits of projects. Display Full Time Equivalents (FTE) data to determine the type of resources working on a portfolios projects. Display data from a benefit analysis or customer satisfaction survey. Review a projects progress by examining its execution stages or lifecycle stages. Display an analysis of your resources hours. Display a summary of the actual hours resources spent on a specific type of work or all work types. Display an analysis that shows which customers resources served, the type of work resources performed, and how many hours resources spent performing work.

You may obtain details about the data summarized in a dashboard chart or graph by clicking a bar, segment, or line in a chart or graph to drill down. This displays an On-Demand Report, such as the one in the followng figure, with detail data relevant to the parent portlet.

Figure 23 Example Dashboard On-Demand Report

As summarized in the previous figure, you may perform the following operations while viewing a dashboard OnDemand Report:

print the report or export its data to Excel for further analysis by clicking Print/Export in the toolbar and then selecting the desired option from the menu that appears, enable or disable sorting in a reports columns by clicking the relevant column head and then make the desired selection (Ascending, Descending, or Off), and define the order in which PlanView will sort columns in a report. To do so, click a columns Sort Rank button ( ), and then select the desired rank from the menu that appears. PlanView will first sort the column ranked as 1, then sort the column ranked as 2, and so on.

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Working with Bubble Charts

PlanView can display bubble charts similar to the following figure. Such charts let you compare portfolios, investments, services, or assets in a grid format. A bubble chart lets you review multiple dimensions of data simultaneously.

Figure 24 Example Bubble Chart

On your HomeView dashboard, each bubble represents a portfolio. On the Organizational dashboard or Strategy dashboard, the bubble chart is the Investment Priority Matrix. Each bubble is an investment. On the Services dashboard, each bubble represents a service in the current Service portfolio. On the Assets dashboard, each bubble represents an asset in the current Asset portfolio. The X and Y-axes can be an attribute or measurement in the current portfolio. Depending on the type of bubble chart, both the Size and Color axes can be based on attribute scores, measurement values, or calculated financial metrics. The parameter selected for the Size axis determines the size of the bubbles. The parameter selected for the Color axis determines the color of the bubbles. The portlets legend includes an entry for the attributes you select for the Size and Color axes. Clicking a bubble in the chart displays details about the relevant item. Size and Color axes support No Measure as an option in the user parameters. Selecting No Measure for size causes all bubbles to be charted in a small size to enable density analysis. Selecting No Measure for color causes all bubbles to be charted in blue. When enabled in the Edit panel, bubbles missing size data will be displayed as squares and bubbles missing color data will be displayed in gray. Disabling this option causes bubbles with either missing size or color data to not be displayed. You may enlarge the chart by clicking and then selecting Zoom.

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You may obtain details about the data summarized in a bubble chart by clicking and then selecting Summary. This displays an On-Demand Report, such as the one in the following figure, with detail data relevant to the parent portlet. If you want to print the report or export its data to Excel, click Print/Export in the toolbar and then select the desired option from the menu that appears.

Your HomeView Dashboard

Use your HomeView dashboard to display summary or high-level information about items important to you, such as the performance of portfolios or projects, your discussion groups, notifications relevant to you, and Scoreboard reports. Your PVA defines the default content and layout of your HomeView dashboard. You may, however, personalize your HomeView dashboard to suit your preferences. The following figure is an example of the watchlists and portlets that PlanView displays by default on the HomeView dashboard. This section discusses those items that display data as a graphic. For details on the Notifications portlet, see the Notifications Portlet section.

Figure 25 Example HomeView Dashboard.

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A major purpose of your HomeView dashboard is that it is to provide you with tools that let you monitor the performance and health of your work, services, and investments. You perform these tasks using the items described in the following table. For more information on using a watchlist, see the Monitoring Performance from a Watchlist on Your HomeView Dashboard. For details on using the Project Health portlet to monitor the health of multiple projects, see the Monitoring the Health of All Work to which You Are Granted section. For more information on bubble charts, see the Working with Bubble Charts section.
Portlet or Watchlist Project Health Work Portfolio Watchlist Description Includes a customizable overview of the status of your projects. Provides high-level information about one or more Work portfolios that you want to monitor. You define which Work portfolios this watchlist lets you monitor. Provides a high-level comparison of the investments in the current, baseline, and historical scenarios of one or more Strategic portfolios. You define which Strategic portfolios this watchlist lets you monitor. Provides a high-level comparison of the investments in the current, baseline, and historical scenarios of one or more Organizational portfolios. You define which Organizational portfolios this watchlist lets you monitor. Provides high-level information about one or more projects that you want to monitor. You define which projects this watchlist lets you monitor. Provides high-level information about the cost, effort, customer satisfaction, and business value of one or more Service portfolio. Line and area chart that enables analysis into the financial plans of a Service portfolio. This full-featured portlet offers advanced analysis capabilities. Compare Actual and Baseline values of either costs or effort, by period or cumulatively. Conversely, let the portlet do the calculations and view the variance by month or cumulatively. Filters on one portfolio, and allows further filtering on the services within that portfolio. Bar chart that provides a graphical view of service metrics by alternate structures. Provides high-level information about the cost, effort, risk, technical value and business value of the current Asset portfolio's assets. Provides high-level information about the cost, effort, risk, technical value and business value of one or more Asset portfolio..

Strategic Portfolio Watchlist

Organizational Portfolio Watchlist

Work Watchlist

Service Portfolio Bubble

Service Financial Plan Analysis

Asset Analysis Asset Bubble

Asset Portfolio Bubble

If you plan to monitor performance using a watchlist on your HomeView dashboard, you must first define which portfolios or projects you want to monitor. For details, see the Defining a HomeView Dashboard Watchlists Set of Portfolios or Projects section. Your PVA may create portlets for your HomeView dashboard. For details on those portlets, see your PVA. PlanView Tip!
The following sections assume that PlanView is configured to display the watchlist relevant to the data you want to monitor and the Project Health portlet on your HomeView dashboard. For details on adding these items, see the Defining Content of Tabs and the User Menu section.

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Defining a HomeView Dashboard Watchlists Set of Portfolios or Projects

Before you may use a watchlist to monitor portfolios or projects from your HomeView dashboard, you must define which portfolios or projects you want to monitor in the watchlist.
To Define a Watchlists Set of Portfolios or Projects

1. 2. 3.

Click HomeView

Dashboard.

In the appropriate watchlist, move the cursor to

On the shortcut menu that PlanView displays, click Edit. PlanView displays a Watchlist Settings screen similar to the following figure.

4.

Specify which Work portfolios or projects you want to monitor from the watchlist. . To include a Work portfolio or project in the watchlist, select it from the list on the left and click If you include a portfolio in the Work Portfolio Watchlist, PlanView will monitor the performance of all of that portfolios projects. To exclude a Work portfolio or project from the watchlist, select it from the list on the right and click . To select multiple items in a list, press Ctrl while making your selections. You may add all items to a watchlist by clicking . clicking . You may remove all items from a watchlist by

5. 6.

If you want to define the watchlists appearance, set the Watchlist Settings screens other options. For details, see the Editing Watchlists section. Click OK.

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Monitoring Performance from a Watchlist on Your HomeView Dashboard

You may use the Work Portfolio Watchlist to monitor the performance of multiple Work portfolios. You may use the Work Watchlist to monitor specific projects located in the same portfolio or different portfolios.
To Monitor Performance from a Watchlist on Your HomeView Dashboard

1. 2. 3.

If necessary, specify which portfolios or projects you want to monitor from the watchlist. For details, see the Defining a HomeView Dashboard Watchlists Set of Portfolios or Projects section. Click HomeView
Dashboard.

Review the watchlist relevant to the portfolios, projects, or investments you want to monitor. If you are monitoring Work portfolios, do so through the Work Portfolio Watchlist. If you are monitoring projects, do so through the Work Watchlist. For details on the information displayed in a watchlist, see the A Look at the Information Watchlists Convey section. If desired, switch the trend button mode. To display both a trend button and the current data in metric fields, click Show Data. To display only trend buttons in the metric fields, click Show Button.

4.

5.

If desired, display more details about a portfolio or project you are monitoring by clicking the work items name in the watchlist. PlanView switches to the Work dashboard on which it displays performance data relevant to the selected portfolio or project. If desired, display details about a specific metric. To do so, click the metrics relevant link, button, or gauge.

6.

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Monitoring the Health of All Work to which You Are Granted

The health of a project indicates the health of your organizations investment in that projects work and the health of the organization itself. If risks and financial overruns are high while progress is slow, your organizations efficiency and productivity will be affected. Monitor project health to obtain information that can help you take the necessary steps to mitigate problems or avoid them altogether. You may monitor the project health of all your granted work (regardless of which portfolio that work is in) as discussed in the following procedure. If you prefer to monitor the health of projects in a specific Work portfolio, do so as discussed in the Monitoring the Health of a Work Portfolios Projects section.
To Monitor the Health of All the Work to which You Are Granted

1.

Click HomeView

Dashboard. PlanView displays a Project Health portlet similar to the following figure.

The following table describes the Project Health portlets columns.

Field Project Description % Complete Risk Budget Schedule Cost Description Includes links to the Work Portfolio Health Detail portlet of projects. Indicates the percentage of work that is completed on a project. Indicates whether the risk, budget, schedule, or cost aspect of the project is proceeding as planned. In these fields, yellow means at risk and red means severe risk.

Data displayed in some fields represents a compilation of several calculations related to field metrics. The PlanView Scoreboard Administrators Guide has a complete chart of each calculation, identifies what fields are affected, and how the calculation measures for an indicator. 2. 3. 4. If you want to display details about the projects schedule, click If you want to open the Content Management screen, click If you want to display details about a project, click . . .

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Requests Dashboard
Use your Requests dashboard to display summary or high-level information about requests relevant to the current Request portfolio. The following figure is an example of the portlets PlanView displays by default on the Requests dashboard.

Figure 26 Example Requests Dashboard

The following table describes the Request Volume, Dispatch Speed, and Request Disposition portlets.
Portlet Request Volume Description Use this portlet to determine how many requests an organization received over a specified time period. PlanView categorizes requests by Line of Business in this portlets chart. For details on this portlet, see the Viewing Request Volume section. Use this portlet to determine how long it takes to dispatch requests. This portlet lets you compare the handling of requests during two time periods. For details on this portlet, see the Viewing Dispatch-Speed Data section. Use this portlet to determine what happened to the requests an organization received. This portlet provides a tally of different request categories to indicate how many requests of each category there are in a selected time period. It also indicates how many requests have resulted in support tickets or projects. For details on this portlet, see the Tallying Requests by Disposition State section.

Dispatch Speed

Request Disposition

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PlanView Tip!
The following sections assume that PlanView is configured to display the Request Volume, Dispatch Speed, and Request Disposition portlets on the Requests dashboard. For details on adding these portlets, see the Defining Content of Tabs and the User Menu section.

Viewing Request Volume

View request volume data if you want to determine how many requests are made by each of your organizations Line of Businesses over a period of time. The data PlanView displays is relevant to the requests in the current Request portfolio.
To View Request Volume Data

1. 2.

If necessary, open the Request portfolio for which you want to obtain information. For details, see the Opening Portfolios section. Click Requests
Dashboard.

PlanView displays a Request Volume portlet. The following figure identifies various elements of the portlet. The portlets bar chart indicates how many requests each of your organizations Line of Businesses made during a selected period of time. The bar charts data is relevant to all the requests in your current Request portfolio. Your PVA defines the names of the Line of Businesses included in this portlet.

3.

If you want to change the portlets time span, move the cursor to the portlets numeric link (6 in the above figure). Then select the desired number of months (6, 9, 12, or 18) from the menu that appears.

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4.

To display an On-Demand Report similar to the following figure, click a bar in the chart. If you want to print the report or export its data to Excel, click Print/Export in the toolbar and then select the desired option from the menu that appears.

The following table describes the fields of the Request Volume report. As discussed in the Dashboard Charts and Graphs section, you may view such a report in Excel, reformat the report for printing, and sort its data.
Field Line of Business Request Description Request Date Requestor Requested Start Description Indicates which of your organizations customers made the request. Includes the description information that was entered by the person making the request. Indicates date that request was entered. Identifies the user who made the request. A date entered at the time new work is requested, indicating when the requester would like the work to begin A date entered at the time new work is requested, indicating when the requester would like the work to finish Indicates the request category (such as System Upgrade) that was selected when the request was made. Indicates which user dispatched the request. Indicates date the request was dispatched. Indicates which user dispatched the request.

Requested Finish

Request Type

Dispatched By Dispatch Date Dispatched By

5.

Click Close to return to the Requests dashboard.

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Viewing Dispatch-Speed Data

View dispatch-speed data if you want to determine the following about the requests in your current Request portfolio:

how many days it takes to dispatch requests, whether the time it takes to dispatch requests is increasing or decreasing over a span of months, and which type of requests takes the longest to dispatch.
To View Dispatch-Speed Data

1. 2.

If necessary, open the Request portfolio for which you want to obtain information. For details, see the Opening Portfolios section. Click Requests
Dashboard. PlanView displays a Dispatch Speed portlet similar to the following figure.

The above Dispatch Speed bar chart shows a comparison of the dispatch speed for the last 1 month and last 3 months. The dispatch speed is measured by the number of days it takes to dispatch requests. During the last 1 month in this example, the dispatch speed for Enhancement requests has decreased from what it was during the last 3 months. This means it is taking less days to dispatch such requests. For General Initiative, Other, and System Upgrade requests, however, it took the same amount of time during the last 1 month as it did in the last 3 months. 3. If desired, change the first time period for which data is being compared. To do so, move the cursor to the time periods link (1 in the above figure) and then select the desired number of months (1, 2, 3, 6, 9, or 12) from the menu that appears. If desired, change the second time period for which data is being compared. To do so, move the cursor to the time periods link (3 in the above figure) and then select the desired number of months (3, 6, 9, or 12) from the menu that appears.

4.

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5.

To display an On-Demand Report similar to the following figure, click a bar in the chart. If you want to print the report or export its data to Excel, click Print/Export in the toolbar and then select the desired option from the menu that appears.

The following table describes the fields of the Dispatch Speed report.
Field Request Name Requested By Request Date Dispatch Lag (days) Description Includes the description information that was entered by the person making the request. Identifies the user who made the request. Indicates date that request was entered. Indicates how many days occurred between the time the request was made and the request was dispatched. A date entered at the time new work is requested, indicating when the requester would like the work to begin A date entered at the time new work is requested, indicating when the requester would like the work to finish Indicates the request category (such as System Upgrade) that was selected when the request was made. Indicates which user dispatched the request.

Requested Start

Requested Finish

Request Status

Dispatched By

6.

Click Close to return to the Requests dashboard.

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Tallying Requests by Disposition State

You may use PlanView to tally the following information about requests in your current Request portfolio:

how many requests have been made, dispatched, or withdrawn over a selected time period, and how many requests resulted in a support ticket or project over a selected time period.
To Tally Requests by Disposition State

1. 2.

If necessary, open the Request portfolio for which you want to obtain information. For details, see the Opening Portfolios section. Click Requests
Dashboard.

PlanView displays a Request Disposition portlet similar to the following figure, which shows a tally of requests over a twelve-month period. As the figure illustrates, requests are categorized by their disposition state (Withdrawn, Pending, New, Project, etc.) The Support Ticket and Project states indicate how many requests resulted in a support ticket or project.

3.

If desired, change the time period for which PlanView tallies requests. To do so, move the cursor to the selected period (such as 3 months). Then select the desired number of months (1, 2, 3, 6, 9, or 12) from the menu that appears.

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4.

To display an On-Demand Report similar to the following figure, click a bar in the chart. As shown in the example report, requests are categorized by disposition state (Project, Denied, New, etc.) The state listed first in the report is the one relevant to the bar you clicked. The other states are listed alphabetically. If you want to print the report or export its data to Excel, click Print/Export in the toolbar and then select the desired option from the menu that appears.

The following table describes the fields of the Request Disposition report. As indicated in the previous figure, you may view such a report in Excel, display a print version of it, and sort its data.
Field Disposition Description Identifies the category, which is the disposition state (Project, Denied, New, etc.) of the request. Includes the description information that was entered by the person making the request. Indicates date that request was entered. Identifies the user who made the request. A date entered at the time new work is requested, indicating when the requester would like the work to begin A date entered at the time new work is requested, indicating when the requester would like the work to finish Indicates the request category (such as System Upgrade) that was selected when the request was made. Indicates which user dispatched the request. Indicates date the request was dispatched.

Request Description Request Date Requestor Requested Start

Requested Finish

Request Type

Dispatched By Dispatch Date

5.

Click Close to return to the Requests dashboard.

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Strategy Dashboard
Use your Strategy dashboard to display summary or high-level financial data and investment information relevant to Strategic portfolios important to you. The following figure is an example of two of the portlets PlanView can display on the Strategy dashboard.

Figure 27 Example Strategy Dashboard

A major purpose of your Strategy dashboard is that it is to provide you with tools that help you make strategic investment decisions across your portfolio. You do so using the portlets described in the following table.
Portlet Project Health Description Includes a customizable overview of the status of your projects. For details on this portlet, see the Monitoring the Health of a Work Portfolios Projects section. Includes investments in your current portfolio scenario. This matrix is a bubble chart the lets you compare investments in a grid format. For details on this portlet, see the Balancing Investments section. Compares the costs or benefits of the current scenario to the Baseline Scenario over time for a portfolios Investments. For details on this portlet, see the Monitoring Strategic Baseline Performance. Provides high-level information about a Strategic portfolio that you want to monitor. For details on this portlet, see the Monitoring Investment Performance from the Strategy Dashboard section.

Investment Priority Matrix

Strategic Baseline Performance

Strategic Portfolio Health

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PlanView Tip!
The following sections assume that PlanView is configured to display the Project Health, Investment Priority Matrix, Strategic Baseline Performance, and Strategic Portfolio Health portlets on the Strategy dashboard. For details on adding these portlets, see the Defining Content of Tabs and the User Menu section.

Monitoring Investment Performance from the Strategy Dashboard

You may monitor performance through the Strategy dashboards Strategic Portfolio Health portlet, which is a graphical trend analyzer that reflects the health of strategic investments in a Strategic portfolio. PlanView bases its trend analysis on metrics and thresholds that your PVA defines. To determine a portfolios health, PlanView compares each metrics status against its threshold. The portlets trend-analysis data lets you determine the following information about the content of the current Strategic portfolio:

which strategic investments are in trouble, and which metrics are causing performance problems for a portfolios investments.

When monitoring performance from the Strategy dashboard, you may display details about a specific strategic entity or a specific metric. PlanView Tip!
The following procedure assumes that PlanView is configured to display the Strategic Portfolio Health portlet on the Strategy dashboard as discussed in the Defining Content of Tabs and the User Menu section. To Monitor Investment Performance through the Strategic Portfolio Health Portlet

1. 2.

If necessary, open the Strategic portfolio that includes the investments you want to monitor. For details, see the Opening Portfolios section. Click Strategy
Dashboard. PlanView displays a Strategic Portfolio Health portlet.

The order of the list of items displayed in the portlet is determined by the health of the portfolios strategic entities. As more metrics cross thresholds, the worse the condition of an entity. As an entitys condition worsens, the higher up PlanView displays the item in the list. The entity that is in the worst condition is listed first, the second worst performer is listed next, and so on. Your administrator defines which metrics are displayed in this portlet. For details on the fields displayed in this portlet, see the administrator who defined the portlets fields. The gauges PlanView displays above some fields represent a metrics status compared to its PVA-selected threshold. These gauges display as green for healthy, yellow to indicate potential problems, and red for serious conditions. Each gauge shows colored liquid for the current value, and a blue tick for last periods value. The higher the volume of liquid in a metrics gauge, the worse the current condition of the metric across all projects in the portfolio. The higher the blue tick, the worse the previous periods condition of the metric across all projects. If you move the cursor over a time period, PlanView enlarges that periods gauge. The portlet includes trend buttons that indicate the status and trend of each metric. As with the gauges, button color indicates current status of a metric compared to its threshold. Green indicates healthy, yellow indicates potential problems, and red indicates serious conditions. A buttons arrow direction indicates the trend since last period (which is typically a month). Up means improving, down means worsening, and a dash means no significant change.

230

PlanView Tip!
The Strategic Portfolio Health portlet is similar to the HomeView dashboards watchlists discussed in the A Look at the Information Watchlists Convey section. The major difference between the two trend analyzers is that the Strategic Portfolio Health portlet lets you monitor performance on the content of a single Strategic portfolio rather than on a selected set of Strategic portfolios.

3.

If desired, switch the trend button mode. To display both a button and data in metric fields, click Show Data. To display only buttons in the metric fields, click Show Button.

4.

If desired, display more details about a strategic entitys health or a specific metric. To display details about a specific strategic entity, click its name. To display details about a specific metric, click its relevant link, button, or gauge.

PlanView displays a Strategy Portfolio Health Detail portlet. The portlet includes details about the metric highlighted in yellow. The data is for the current period and last period. You may display details about another metric by clicking its link. For information on the data displayed in the Strategy Portfolio Health Detail portlet, see the administrator who defined which fields the portlet includes. The portlets trend buttons indicate the status and trend of each metric and reflects the comparison of the metric against its threshold. Green indicates healthy, yellow indicates potential problems, and red indicates serious conditions. A buttons arrow direction indicates the trend since last period (which is typically a month). Up means improving, down means worsening, and a dash means no significant change.

231

Monitoring Strategic Baseline Performance

Monitor strategic baseline performance to compare over time your current scenarios costs or benefits to the Baseline Scenario of a Strategic portfolios investments. The current scenario is the one you currently have open for analysis. The Baseline Scenario is the one marked as such for the portfolio. PlanView lets you compare the baseline and current scenarios on any measurement (such as Capital Cost and Developer Effort) or measurement group (such as Total Cost) defined in the strategic investment model specified for a selected Strategic portfolio. You may configure PlanView to display a data cumulatively or by a time period. PlanView Tip!
The following procedure assumes that PlanView is configured to display the Strategic Baseline Performance portlet as discussed in the Defining Content of Tabs and the User Menu section. To Monitor Strategic Baseline Performance

1. 2.

If necessary, open the Strategy portfolio that includes the information you want to review. For details, see the Opening Portfolios section. Click Strategy
Dashboard.

PlanView displays the Strategic Baseline Performance portlet. The following figure includes an example of this portlet and identifies its. elements. The baseline amount is shown in the shaded region and can be compared to the amount of committed and accepted investments during the same time period.

You may also display the Strategic Baseline Performance portlet on your HomeView dashboard. On that dashboard, the portfolios name is displayed as a blue link that you may click if you want to view baseline performance data of another Strategic portfolio. 3. To select a different measurement, click the appropriate link and then select the desired item. You may change a measurements metric (such as Total Cost) and time increment (cumulative or by period).

232

4.

To display a report similar to the following figure, click a segment in the chart. If you want to print the report or export its data to Excel, click Print/Export in the toolbar and then select the desired option from the menu that appears.

233

Organization Dashboard
Use your Organization dashboard to display summary or high-level information relevant to Organization portfolios important to you. The following figure includes some portlets that PlanView can display on the Organization dashboard.

Figure 28 Example Organization Dashboard

234

The following table describes the Project Health, Investment Priority Matrix, Organizational Baseline Performance, and Organizational Portfolio Health portlets.
Portlet Project Health Description Includes a customizable overview of the status of your projects. For details on this portlet, see the Monitoring the Health of a Work Portfolios Projects section. Includes investments in your current portfolio scenario. This matrix lets you compare investments in a grid format. For details on this portlet, see the Balancing Investments section. Compares the costs or benefits of the current scenario to the Baseline Scenario over time for a portfolios Investments. For details on this portlet, see the Monitoring Organizational Baseline Performance section. Provides high-level information about an Organizational portfolio that you want to monitor. For details on this portlet, see the Monitoring Investment Performance from the Organizational Dashboard section.

Investment Priority Matrix

Organizational Baseline Performance

Organizational Portfolio Health

Monitoring Investment Performance from the Organizational Dashboard

You may monitor investment performance through the Organizational dashboards Organizational Portfolio Health portlet, which is a graphical trend analyzer that reflects the health of all the items in an Organizational portfolio. PlanView bases its trend analysis on metrics and thresholds that your PVA defines. To determine a portfolios health, PlanView compares each metrics status against its threshold. The portlets trend-analysis data lets you determine the following information about the content of the current Organizational portfolio:

which resources are in trouble, and which metrics are causing performance problems for a portfolios resources.

When monitoring performance from the Organizational dashboard, you may display details about a specific resource or a specific metric.
To Monitor Performance through the Organizational Portfolio Health Portlet

1. 2.

If necessary, open the Strategic portfolio that you want to monitor. For details, see the Opening Portfolios section. Click Organization
Dashboard. PlanView displays an Organizational Portfolio Health portlet.

PlanView Tip!
The Organizational Portfolio Health portlet is a trend analyzer similar to the Organizational Portfolio Watchlist discussed in the A Look at the Information Watchlists Convey section. The major difference between the two trend analyzers is that the Organizational Portfolio Health portlet lets you monitor performance on the content of a single Organizational portfolio rather than on a selected set of Organizational portfolios.

The order of the list of items displayed in the portlet is determined by the health of the portfolio. As more metrics cross thresholds, the worse the condition of the portfolio. As an items conditions worsens, the higher up PlanView displays it in the list. The item that is in the worst condition is listed first, the second worst performer is listed next, and so on.

235

Your administrator defines which metrics are displayed in this portlet. For details on the fields displayed in this portlet, see the administrator who defined the portlets fields. The gauges PlanView displays above some fields represent a metrics status compared to its PVA-selected threshold. These gauges display as green for healthy, yellow to indicate potential problems, and red for serious conditions. Each gauge shows colored liquid for the current value, and a blue tick for last periods value. The higher the volume of liquid in a metrics gauge, the worse the current condition of the metric across all projects in the portfolio. The higher the blue tick, the worse the previous periods condition of the metric across all items. If you move the cursor over a time period, PlanView enlarges that periods gauge. The portlet includes trend buttons that indicate the status and trend of each metric. As with the gauges, button color indicates current status of a metric compared to its threshold. Green indicates healthy, yellow indicates potential problems, and red indicates serious conditions. A buttons arrow direction indicates the trend since last period (which is typically a month). Up means improving, down means worsening, and a dash means no significant change. 3. If desired, switch the trend button mode. 4. To display both a button and data in metric fields, click Show Data. To display only buttons in the metric fields, click Show Button.

If desired, display more details about a portfolios health or a specific metric. To display details about a specific item, click its name. To display details about a specific metric, click its relevant link, button, or gauge.

PlanView displays an Organizational Portfolio Health Detail portlet. The portlet includes details about the metric highlighted in yellow. The data is for the current period and last period. You may display details about another metric by clicking its link. For information on the data displayed in the Organizational Portfolio Health Detail portlet, see the administrator who defined which fields the portlet includes. The portlets trend buttons indicate the status and trend of each metric and reflects the comparison of the metric against its threshold. Green indicates healthy, yellow indicates potential problems, and red indicates serious conditions. A buttons arrow direction indicates the trend since last period (which is typically a month). Up means improving, down means worsening, and a dash means no significant change.

Monitoring Organizational Baseline Performance

Monitor organizational baseline performance to compare over time your current scenarios data with the committed and accepted investments defined in the Baseline Scenario of a Strategic portfolio. The current scenario is the one you currently have open for analysis. The Baseline Scenario is the one marked as such for the portfolio. PlanView lets you compare the baseline and current scenarios on any measurement (such as Capital Cost, Project Manager Effort) or measurement group (such as Total Cost) defined in the strategic investment model specified for a selected Organizational portfolio.

236

PlanView Tip!
The following procedure assumes that PlanView is configured to display the Organizational Baseline Performance portlet as discussed in the Defining Content of Tabs and the User Menu section. To Monitor Organizational Baseline Performance

1. 2.

If necessary, open the Strategy portfolio that includes the information you want to review. For details, see the Opening Portfolios section. Click Organization Dashboard. PlanView displays the Organizational Baseline Performance portlet. The following figure includes an example of this portlet and identifies its. elements.

You may also display the Organizational Baseline Performance portlet on your HomeView dashboard. On that dashboard, the portfolios name is displayed as a blue link that you may click to view baseline performance data of another Organizational portfolio. 3. 4. To select a different measurement, click the appropriate link and then select the desired item. You may change a measurements metric (such as Total Effort) and time increment (cumulative or by period). To display an On-Demand Report similar to the following figure, click a segment in the chart. If you want to print the report or export its data to Excel, click Print/Export in the toolbar and then select the desired option from the menu that appears.

237

The following table describes the fields of the Organizational Baseline Performance report.
Field Period Baseline Baseline Cumulative Committed Description Lists the time period relevant to the data displayed in the other columns. Indicates the value of the selected metric in the Baseline Scenario. Indicates the value of the selected metric in the Baseline Scenario. Indicates the value given to the selected metric before the strategic planning period of the current scenario. Indicates the cumulative total given to the selected metric before the strategic planning period of the current scenario.. Indicates the value of the selected metric when the investment was given a status of Accepted in the current scenario. Indicates the cumulative total of the selected metric when the investment was given a status of Accepted in the current scenario.

Committed Cumulative

Accepted

Accepted Cumulative

238

Work Dashboard
Use your Work dashboard to display summary or high-level information relevant to Work portfolios and projects important to you. The following figure includes those portlets that PlanView displays by default on the Work dashboard for a Work portfolio.

Figure 29 Example Work Dashboard for a Portfolio

239

The following figure includes those portlets that PlanView displays by default on the Work dashboard for a project.

Figure 30 Example Work Dashboard for a Project

This section discusses those portlets that display data as a graphic. For details on the Notifications portlet, see the Notifications Portlet section. One of the purposes of the Work dashboard is to provide you tools that let you monitor the performance, health, and progress of portfolios and projects. You perform these tasks using the portlets described in the following table. As the tables check marks indicate, some portlets apply only to portfolios, one applies only to projects, and others apply to both portfolios and projects.
Portlet Benefit Analysis Description Shows the ratings given to projects closed during a selected time period. For details on this portlet, see the Displaying Benefit Analysis or Customer Satisfaction section. Provides information that shows the progress of work as it moves from concept to implementation. For details on this portlet, see the Reviewing a Projects Execution Stages section. Provides a comparison of either the actual and planned costs of a portfolios projects or the costs and benefits of a portfolios projects. For details on this portlet, see the Analyzing Financial-Management Data section. Portfolio Project

Execution Stage

Financial Management Analysis

240

Portlet FTE Profile

Description Shows the distribution of resources that are working on a portfolios projects. You may display data based on the locations, roles, teams, or skills of the resources. For details on this portlet, see the Displaying FTE Data section. Provides information that shows the steps in a business process as they move through their work lifecycle from idea to completion. For details on this portlet, see the Reviewing a Projects Lifecycle Stages section. Includes a customizable overview of the status of your projects. For details on this portlet, see the Monitoring the Health of a Work Portfolios Projects section. Provides high-level information about one or more Work portfolios that you want to monitor. For details on this portlet, see the Monitoring Performance of Portfolios from the Work Dashboard section. Provides details about a Work portfolios projects that you want to monitor. For information on this portlet, see the Monitoring Performance of Portfolios from the Work Dashboard section.

Portfolio

Project

Lifecycle Stage

Project Health

Work Portfolio Health

Work Portfolio Health Detail

PlanView Tip!
The following sections assume that PlanView is configured to display the Benefit Analysis, Execution Stage, Financial Management Analysis, FTE Profile, Lifecycle Stage, Project Health, Work Portfolio Health, and Work Portfolio Health Detail portlets on the Work dashboard. For details on adding these portlets, see the Defining Content of Tabs and the User Menu section.

Monitoring Performance of Portfolios from the Work Dashboard

You may monitor performance through the Work dashboards Work Portfolio Health portlet, which is a graphical trend analyzer that reflects the health of all projects in a Work portfolio. PlanView bases its trend analysis on metrics and thresholds that your administrator defines. To determine a portfolios health, PlanView compares each metrics status against its threshold. The portlets trend-analysis data lets you determine the following information about the content of the current Work portfolio:

which projects in the portfolio are in trouble based on the metrics your PVA defined as important to your organization, and which metrics are causing performance problems for the portfolios projects.

When monitoring performance from the Work dashboard, you may display details about a specific project or a specific metric. PlanView Tip!
The Work Portfolio Health portlet is similar to the HomeView dashboards Work Watchlist. The major difference between the portlet and the watchlist is that the portlet lets you monitor performance on the projects contained in a single Work portfolio rather than on a selected set of projects.

241

To Monitor Performance through the Work Portfolio Health Portlet

1. 2.

If necessary, open the Work portfolio that you want to monitor. For details, see the Opening Portfolios section. Click Work
Dashboard.

PlanView displays a Work Portfolio Health portlet similar to the following figure. The order of the list of projects displayed in the portlet is determined by the health of the portfolios projects. As more of a projects metrics cross thresholds, the worse the condition of the project. As a projects condition worsens, the higher up PlanView displays the item in the list. The project that is in the worst condition is listed first, the second worst performer is listed next, and so on.

The following table describes the portlets fields included in this procedures portlet example. Your administrator defines which metrics are displayed in this portlet, so your portlet may include other fields. For details on other fields displayed in this portlet, see your administrator.
Field Work Name Description Identifies the name of the project. The Work Portfolio Health portlet provides trend analysis data as an aggregate of all items in a portfolio. The aggregate includes the projects currently listed in this column and those not listed because of the Show Top Rows option. That option defines the default number of rows of data that are displayed at one time in the portlet. You may set that option, as discussed in the Editing Watchlists section. Work Size Percent Complete Scheduled hrs Alternate structure, which indicates the projects complexity. Shows the percentage of work that has been done on a project Indicates the number of hours the resource was scheduled to work during the selected time period. This variance is the slip in the actual finish date from the requested finish date as a percentage of the total duration of the work. A negative variance indicates the work will finish after the requested date.

Request Finish Variance

242

Field Cost Variance Cost

Description This cost-based variance is a comparison between the earned cost and the actual cost as a percentage of the cost incurred to perform the work. This metric provides an objective measure of earned and actual cost. A negative variance indicates more money was spent for accomplishing the work than was planned.

Schedule Variance Effort

This effort-based variance is a comparison between the planned effort and earned effort. This metric measures the amount of effort for planned work versus amount of effort of work that was accomplished. The variance indicates the percentage of work planned for a period that was not completed.

Baseline Variance Effort

Shows the difference between baseline effort and EAC effort is called baseline variance effort. A negative variance indicates the degree to which the EAC effort is greater than the baseline effort.

Cost of Risk

This metric is the risk probability multiplied by the risk value. This metric measures the cost of a specific risk. Cost of Risk is also known as Expected Monetary Value (Risk EMV). Cost of Risk divided by EAC cost gives a measurement of how much impact risks are having in relation to the overall size of the work. A negative variance indicates that the risks are increasing the cost of the work

The gauges PlanView displays above some fields represent a metrics status compared to its PVA-selected threshold. When calculating metric status, PlanView aggregates each metric across all projects in the portfolio. The gauges display as green for healthy, yellow to indicate potential problems, and red for serious conditions. Each gauge shows colored liquid for the current value, and a blue tick for last periods value. The higher the volume of liquid in a metrics gauge, the worse the current condition of the metric across all projects in the portfolio. The higher the blue tick, the worse the previous periods condition of the metric across all projects. If you move the cursor over a time period, PlanView enlarges that periods gauge. The portlet includes trend buttons that indicate the status and trend of each metric. As with the gauges, button color indicates current status of a metric compared to its threshold. Green indicates healthy, yellow indicates potential problems, and red indicates serious conditions. A buttons arrow direction indicates the trend since last period (which is typically a month). Up means improving, down means worsening, and a dash means no significant change. 3. If desired, switch the trend button mode. 4. To display both a button and data in metric fields, click Show Data. To display only buttons in the metric fields, click Show Button.

If desired, display more details about a projects health or a specific metric. To display details about a specific project, click that projects name. To display details about a specific metric, click that metrics relevant link, button, or gauge.

243

PlanView displays a Work Portfolio Health Detail portlet similar to the following figure. The portlet includes details about the metric highlighted in yellow. The data is for the current period and last period. You may display details about another metric by clicking its link.

For information on the data displayed in the Work Portfolio Health Detail portlet, see the administrator who defined which fields the portlet includes. The portlets trend buttons indicate the status and trend of each metric and reflects the comparison of the metric against its threshold. Green indicates healthy, yellow indicates potential problems, and red indicates serious conditions. A buttons arrow direction indicates the trend since last period (which is typically a month). Up means improving, down means worsening, and a dash means no significant change. PlanView Tip!
You may display a projects Work Portfolio Health Detail portlet without having to first open the portfolio. To do so, open the project and then click Work Dashboard.

244

Monitoring the Health of a Work Portfolios Projects

The health of a project indicates the health of your organizations investment in that projects work and the health of the organization itself. If risks and financial overruns are high while progress is slow, your organizations efficiency and productivity will be affected. Monitor project health to obtain information that can help you take the necessary steps to mitigate problems or avoid them altogether. You may monitor the project health of projects in a specific Work portfolio as discussed in the following procedure. If you prefer to monitor the health of all your granted work (regardless of which portfolio that work is in), do so from your HomeView as discussed in the Monitoring the Health of All Work to which You Are Granted section.
To Monitor Project Health of a Single Project

1. 2.

If necessary, open the project that you want to monitor. Click Work
Dashboard. PlanView displays a Project Health portlet similar to the following figure.

The following table describes this portlets columns.

Field Project Description % Complete Risk Budget Schedule Cost Description Includes links to the Work Portfolio Health Detail portlet of projects. Indicates the percentage of work that is completed on a project. Indicates whether the risk, budget, schedule, or cost aspect or the project is proceeding as planned. In these fields, yellow means at risk and red means severe risk.

Data displayed in some fields represents a compilation of several calculations related to field metrics. The PlanView Scoreboard Administrators Guide has a complete chart of each calculation, identifies what fields are affected, and how the calculation measures for an indicator. 3. 4. 5. If you want to display details about the projects schedule, click If you want to open the Content Management screen, click If you want to display details about a project, click . . .

Analyzing Financial-Management Data

PlanView lets you analyze your organizations financial-management data for the projects in the current Work portfolio. Analyze such data for a portfolios projects if you want to

compare the actual cost of the projects with the budget that was planned for those projects, or compare cost and benefits of the projects over a period of time.

You can compare financial-management data on either a cumulative basis or a month-to-month basis.

245

To Analyze Financial-Management Data

1. 2.

If necessary, open the Work portfolio that includes the projects for which you want to obtain a financial-plan analysis. For details, see the Opening Portfolios section. Click Work Dashboard. PlanView displays the Financial Management Analysis portlet. The following figure identifies various elements of the portlet.

3.

If you want to change the criteria that is being compared in the analysis, select another criteria. You may select Actual and Planned Costs, Actual and Planned Costs (Cumulative), Cost and Benefits, or Cost and Benefits (Cumulative). Selecting a cumulative option helps you determine how much that item has increased or decreased from one time period to the next. If desired, change the time increment for which data is compiled. To do so, click the portlets numeric link (such as 1 Year). From the menu that appears, select the desired time period (1 Year, 2 Years, 3 Years, 4 Years, or 5 Years). To display an On-Demand Report similar to the following figure, click one of the charts graph lines. As the figure indicates, you may sort the report's data. If you want to print the report or export its data to Excel, click Print/Export in the toolbar and then select the desired option from the menu that appears.

4.

5.

246

The following table describes the fields of the Financial Management Analysis report.
Field Date Actual Cost Actual Cost (Cumulative) Description Indicates the point in time (month and year) at which the comparison is being made. Indicates how much money the project actually costs during a particular month. Shows a running tally of the actual costs for each period of time included in the chart. By examining this data, you can determine how much actual costs have increased or decreased from one time period to the next. Indicates how much financial benefit the project provides during a particular month. Shows a running tally of the financial benefits for each period of time included in the chart. By examining this data, you can determine how much financial benefits have increased or decreased from one time period to the next. Indicates how much money was planned for the project during a particular month. Shows a running tally of the planned costs for each period of time included in the chart. By examining this data, you can determine how much planned costs have increased or decreased from one time period to the next.

Benefit Benefit (Cumulative)

Planned Cost Planned Cost (Cumulative)

6.

Click Close to return to the Work dashboard.

247

Displaying FTE Data

PlanView lets you display Full Time Equivalents (FTE) relevant to an alternate structure. PlanViews FTE Profile portlet shows the type of resources working on a portfolios projects.
To Display FTEs

1. 2.

If necessary, open the Work portfolio that includes the projects for which you want to obtain FTE data. For details, see the Opening Portfolios section. Click Work Dashboard. PlanView displays an FTE Profile portlet similar to the following figure, which shows FTE data based on an alternate structure that defines an organizations teams.

3.

If you want to change the FTE profiles alternate structure, move the cursor to the alternate structure link (Resource Teams in this example). From the menu that appears, select one of the structures your PVA defined. To display an On-Demand Report similar to the following figure, click the segment for which you want to display data. The resource listed first in the report is the one relevant to the segment you clicked. The other resources are listed alphabetically in the report. As the figure indicates, you may sort the report's data. If you want to print the report or export its data to Excel, click Print/Export in the toolbar and then select the desired option from the menu that appears.

4.

248

The following table describes the fields of the FTE report. As discussed in the Dashboard Charts and Graphs section, you may view such a report in Excel, display a print version of it, and sort its data.
Field Resource Locations Resource Roles Resource Teams Resource Skill Areas Resource Name Resource Type Department Primary Job Title Identifies the name of the resource assigned to the work. Indicates the resource type. Indicates to which department the resource belongs. Identifies the resources job title that was specified when the resource was added. Description Indicates the type of resources for which you are displaying data. Your PVA defines the values of each resource type.

5.

Click Close to return to the Work dashboard.

249

Displaying Benefit Analysis or Customer Satisfaction Data

PlanView can evaluate the benefits of a portfolios projects and measure customer satisfaction. A benefit analysis is based on metrics defined for a project by your Process Architect. Customer satisfaction data is based on a survey that some lifecycle models include. You may display data from a benefit analysis or customer satisfaction survey conducted on the projects in the current Work portfolio. When reviewing such information, you may select the time period for which data is compiled.
To Display Data from a Projects Benefit Analysis or Customer Satisfaction Survey

1. 2.

If necessary, open the Work portfolio that includes the projects for which you want to obtain data. For details, see the Opening Portfolios section. Click Work Dashboard. PlanView displays the Benefit Analysis portlet. The portlets data is relevant to all projects in the current Work portfolio. The following figure describes the elements of the portlet.

3.

If you want to change the type of data displayed in the portlet, move the cursor to the evaluation link (Benefit Rating, Customer Satisfaction Rating, Work Sponsor, Customer, Requestor Priority, Internal Priority, Customer Sponsor, or Strategical Alignment). Then make your selection from the menu that appears. If desired, change the time increment for which data is compiled. To do so, click the portlets numeric link (such as 3 months). From the menu that appears, select the desired time period (1 month, 2 months, 3 months, 6 months, 9 months, or 12 months). To display an On-Demand Report similar to the following figure, click a bar in the chart. As the figure indicates, you may sort the report's data. If you want to print the report or export its data to Excel, click Print/Export in the toolbar and then select the desired option from the menu that appears.

4.

5.

250

The following table describes the fields of a Benefit Analysis or Customer Satisfaction report. As discussed in the Dashboard Charts and Graphs section, you may view such a report in Excel, display a print version of it, and sort its data.
Field Benefit Rating Description Identifies the satisfaction rating given to projects after they are completed. This rating is done part of a lifecycle workflow. The report includes this field only if Benefits Rating is selected. Customer Satisfaction Rating Identifies the satisfaction rating the customer selected when participating in the projects customer satisfaction survey. The report includes this field only if Customer Satisfaction Rating is selected. Project Name Requested Finish Actual Finish Project Manager Customer Sponsor Identifies the project. Indicates the day by which project was requested to be finished Indicates the day project was actually finished. Identifies the name of the user responsible for managing the project. Identifies the customer who participated in the evaluation. The value of this field is specified as an alternate structure for the project when it is created or updated.

6.

Click Close to return to the Work dashboard.

Reviewing a Projects Execution Stages

PlanView can provide you with a high-level view of how a project is progressing, from design to implementation (i.e., from concept to design, to execute, to finish). PlanView Tip!
The following procedure discusses using the Execution Stage portlet to review a projects progress. Your PVA can rename the portlet, define the names of the stages included in the portlet and screen, and specify status color. If you are unsure of the portlets name or what the stages or status colors represent, check with your PVA. To Review a Projects Execution Stages

1. 2. 3.

If necessary, open the Work portfolio that includes the projects you want to review. For details, see the Opening Portfolios section. Click Work
Dashboard.

In the Execution Stage portlet that is displayed, take one of the following actions:

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To select specific projects you want to review, click Choose Projects. In the Choose Projects screen that appears, select the check boxes of the projects you want to review data about and then click OK. PlanView displays a bar chart similar to the following figure. You may review details of a project by clicking the projects link. You may change the order in which data is displayed in the portlet, as discussed in the Editing the Execution Stage or Lifecycle Stage Portlet section.

To review the execution stages of additional projects than those currently displayed, click More. PlanView displays an Execution Stage screen similar to the following figure. You may sort data by project, date, or stage by clicking the appropriate header.

The length of each bar represents the execution stage the project has reached, as identified by the labels above the bars. The colors represent the status of the project (such as green for Open, yellow for On Hold, or red for Denied). More than one status can have the same color. Holding the cursor over a bar displays text that indicates the status represented by that bars color.

Reviewing a Projects Lifecycle Stages

PlanView can provide you with a high-level view of how a project is progressing via steps in the business process that move an idea from concept to completion (i.e., from define, to justify, to scope, etc.).

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PlanView Tip!
The following procedure discusses using the Lifecycle Stage portlet and screen to review a projects progress. Your PVA can rename the portlet, define the name of the stages included in the portlet and screen, and specify status color. If you are unsure of the portlets name or what the stages or status colors represent, check with your PVA. To Review a Projects Lifecycle Stages

1. 2. 3.

If necessary, open the Work portfolio that includes the projects you want to review. For details, see the Opening Portfolios section. Click Work
Dashboard.

In the Lifecycle Stage portlet that is displayed, take one of the following actions: To select specific projects you want to review, click Choose Projects. In the Choose Projects screen that appears, select the check boxes of the projects you want to review data about and then click OK. PlanView displays a bar chart similar to the following figure. You may review details of a project by clicking the projects name. You may change the order in which data is displayed in the portlet, as discussed in the Editing the Execution Stage or Lifecycle Stage Portlet section.

To review the lifecycle stages of additional projects than those currently displayed, click More. PlanView displays a Lifecycle Stage screen similar to the following figure. You may sort data by project, date, or stage by clicking the appropriate column link.

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The length of each bar represents the lifecycle stage the project has reached, as identified by the labels above the bars. The colors represent the status of the project (such as green for Open, yellow for On Hold, or red for Denied). More than one status can have the same color. Holding the cursor over a bar displays text that indicates the status represented by that bars color.

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Resources Dashboard
Use your Resources dashboard to display summary or high-level information about resources relevant to the current Resource portfolio. The following figure is an example of the portlets that PlanView displays by default on the Resources dashboard. This section discusses those portlets that display data as a graphic. For details on the Notifications portlet, see the Notifications Portlet section.

Figure 31 Example Resources Dashboard

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A major purpose of your Resources dashboard is that it is to provide you with tools that let you monitor resources. You do so using the portlets described in the following table.
Portlet Effort Analysis Description Displays the distribution of actual hours that resources in a portfolio worked over a selected time span. The portlet lets you select alternate structures so that you may display a different view of the data being analyzed. For details on this portlet, see the Obtaining an Effort Analysis of Resources section. Shows resource utilization as a percent of the available resources over a selected time period. For details on this portlet, see the Displaying Hourly Data Based on Resources section. Shows the utilization (actual hours) for a specific work type or all work types. For details on this portlet, see the Displaying Hourly Data Based on Work Type section.

Resource Utilization

Utilization Analysis

PlanView Tip!
The following sections assume that PlanView is configured to display the Effort Analysis, Resource Utilization, and Utilization Analysis portlets on the Resources dashboard. For details on adding these portlets, see the Defining Content of Tabs and the User Menu section.

Displaying Hourly Data Based on Resources

PlanView lets you display hourly data based on the resources associated with the current Resource portfolio. Do so if you want to determine

how the actual, scheduled, reserved and requested hours of resources has varied over a selected period of weeks, or how many hours a portfolios resources have available for future projects.
To Display Actual, Scheduled, Reserved, Requested, and Available Hourly Data

1. 2.

If necessary, open the Resource portfolio for which you want to obtain information. For details, see the Opening Portfolios section. Click Resources figure.
Dashboard. PlanView displays a Resource Utilization portlet similar to the following

In the following example Resource Utilization portlet, the bar chart summarizes the utilization of Actual, Scheduled, Reserved, and Requested resources over a 26-week period. Data in the chart is displayed as a percentage of available resources.

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3. 4.

If desired, select the time increment that the chart spans. To do so, click the portlets numeric link (such as
16). Then select the desired number of weeks (12, 16, or 26) from the menu that appears.

To display an On-Demand Report similar to the following figure, click a bar in the chart. The report includes data calculated as hours and as a percentage. As the figure indicates, you may sort the report's data. If you want to print the report or export its data to Excel, click Print/Export in the toolbar and then select the desired option from the menu that appears.

The following table describes the fields of the Resource Utilization report.
Field Resource Name Actual hrs Actual % Description Identifies the resource. Indicates the number of hours a resource worked during the selected time period. Expressed as a percentage, this value represents the ratio between the resources actual hours and the resources available hours during the selected time period. Indicates the number of hours the resource was scheduled to work during the selected time period. Expressed as a percentage, this value represents the ratio between the resources scheduled hours and the resources available hours during the selected time period. Indicates the number of hours on a resources schedule that have been set aside for possible allocation to work. Work Managers request a reserve when they need a resources effort for work. When the resources manager approves the reserve request, the Work Manager has the ability to allocate the resource up to the reserved amount of effort, during the reservation dates. Expressed as a percentage, this value represents the ratio between the resources reserved hours and the resources available hours during the selected time period. Indicates the number of hours that the resource was requested to work during the selected time period. Managers submit requests by creating requested allocations or requested reservations for a resource.

Scheduled hrs

Scheduled %

Reserved hrs

Reserved %

Requested hrs

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Field Requested %

Description Expressed as a percentage, this value represents the ratio between the resources requested hours and the resources available hours during the selected time period. Indicates how many hours the resource has available during the selected time period.

Available hrs

5.

Click Close to return to the Resources dashboard.

Displaying Hourly Data Based on Work Type

PlanView lets you perform utilization analysis, which includes a summary of the actual hours resources spent on a specific type of work or all work types. This information helps you determine how effort on strategic work is trending over a selected period of time.
To Obtain a Utilization Analysis

1. 2.

If necessary, open the Resource portfolio for which you want to obtain information. For details, see the Opening Portfolios section. Click Resources Dashboard. PlanView displays a Utilization Analysis portlet. The following figure identifies various elements of the portlet. The figures bar chart summarizes how many hours over the past six months resources spent performing various types of work. Data is presented as a stacked bar chart in the figure because this example is illustrating a utilization analysis for all work types. There would be only one color of data if the figure was illustrating a utilization analysis of a specific work type.

3. 4.

Specify whether you want to select data for a specific work type (such as Support Work, Unassigned, etc.) or All Work Types by making the appropriate selection. If desired, select the number of months for which you want to compile data. To do so, click the numeric link (such as 6). Then select the desired number of months (6, 12, 18, or 24) from the menu that appears.

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5.

To display an On-Demand Report similar to the following figure, click a bar in the chart. As the figure indicates, you may view such a report in Excel, reformat the reports data for printing, and sort its data.

The following table describes the fields of the Utilization Analysis report.
Field Work Type Project Name Resource Name Actual Hours Description Indicates the type of work the resource performed. Identifies the project on which a resource worked. Identifies which resource worked on the project. Indicates the number of hours the resource worked on a specific type of work during the relevant time period. The report includes each resources monthly total broken down by work type. The report also includes a monthly total and final total of all the resources who performed work during the specified time period

6.

Click Close to return to the Resources dashboard.

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Obtaining an Effort Analysis of Resources

PlanView lets you perform an effort analysis, which helps you determine the following for resources in the current Resource portfolio:

which customers the resources served over a selected period of time, what types of work the resources performed over a selected period of time, and how many hours resources spent performing work based on the works status or priority level.
To Obtain an Effort Analysis

1. 2.

If necessary, open the Resource portfolio for which you want to obtain information. For details, see the Opening Portfolios section. Click Resources
Dashboard.

PlanView displays an Effort Analysis portlet similar to the following figure. The figures pie chart summarizes how much time over the past 30 days resources in the current Resource portfolio have spent on projects. Resource effort is broken down in the figure by the different customer levels of the work the resources performed.

3.

If desired, select the time increment for which data is compiled. To do so, click the portlets numeric link (such as Year to date). Then select the desired time period (Last 30 days, Last 90 days, or Year to date) from the menu that appears. If you want to change the criteria on which the effort analysis is based, select another criteria. You may base an effort analysis on Customers, Line of Business, work priority level (Internal Priority or Requester Priority), Work Status, or Work Type. If you base an effort analysis on Line of Business, the Effort Analysis portlet includes a bar chart instead of a pie chart.

4.

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5.

To display an On-Demand Report similar to the following figure, click the pie chart displayed in the Effort Analysis portlet. You may display such a report for an effort analysis based on any criteria except for Line of Business. As the figure indicates, you may sort the report's data. If you want to print the report or export its data to Excel, click Print/Export in the toolbar and then select the desired option from the menu that appears.

The following table describes the fields of the Effort Analysis report. The report will not include all the fields described in the table because the fields are determined by the criteria on which the analysis is based.
Field Customer Internal Priority Requester Priority Work Status Work Type Project Resource Actual Hours Description Identifies the customer for whom a resource performed the work. Indicates the priority level given to the project from within your organization. Indicates the priority level given to the project from the person who requested the work. Indicates the status of the work the resource performed. Indicates the type of work the resource performed. Identifies the project on which a resource worked. Identifies which resource worked on the project. Indicates the number of hours the resource worked on the project during the selected time period.

6.

Click Close to return to the Resources dashboard.

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Services Dashboard
Use your Services dashboard to display summary or high-level information about services relevant to the current Service portfolio. Service dashboard portlets display information about finance, effort, and performance to guide IT and business unit decision making. The data displayed in these portlets deliver an instant analysis of IT performance with indicators such as bubble charts and time-phased cost graphs. The following figure is an example of the portlets that PlanView displays by default on the Services dashboard.

Figure 32 Example Services Dashboard

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A major purpose of your Services dashboard is that it is to provide you with tools that let you monitor services. You do so using the portlets described in the following table.
Portlet Service Analysis Description Chart that provides a graphical view of the cost and effort of delivering a service. Use the portlet's drop-down menus to select the type of cost or effort data you want to display, whether you want to display the data by status, type, or a PVA-configured attribute, and whether you want to filter the data displayed. Chart that provides high-level data about the cost, effort, business value, or customer satisfaction of services in the current Service portfolio. Line and area chart that enables analysis into the financial plans of Service portfolios. This full-featured portlet offers advanced analysis capabilities. Compare Actual and Baseline values of either costs or effort, by period or cumulatively. Conversely, let the portlet do the calculations and view the variance by month or cumulatively. Filters on one portfolio, and allows further filtering on the services within that portfolio. You may display an On-Demand Report of the data displayed in this chart, by clicking a line or area in the chart. You may then print the report or export it to Excel by clicking Print/Export in the toolbar and then selecting the desired option.

Service Bubble

Service Financial Plan Analysis

Obtaining a Service Financial Plan Analysis

PlanView lets you perform a financial plan analysis of services from either your HomeView dashboard or the Services dashboard. Performing the analysis in your HomeView gives you the option of quickly switching from one portfolio to another so that you may view an analysis of another Service portfolio.
To Obtain a Service Financial Plan Analysis

1.

Take one of the following steps: If you want to display the analysis in your HomeView, click HomeView
Dashboard.

If you want to display the analysis on your Services dashboard, open the Service portfolio you want to analyze if necessary. Then click Services Dashboard.

PlanView displays a Service Financial Plan Analysis portlet similar to the following figure.

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2. 3. 4. 5. 6.

If desired, select the type of analysis you want to perform (Actual and Baseline or Variance (ActualBaseline). If you want to change the criteria on which the analysis is based, select another criteria. You may base an effort analysis on Cost or Effort. If desired change the time period for which you want to obtain data (cumulative or by period). If you are performing the analysis in your HomeView, you may select the portfolio for which you want to obtain data. To display an On-Demand Report similar to the following figure, click a line or area displayed in the portlet. If you want to print the report or export its data to Excel, click Print/Export in the toolbar and then select the desired option from the menu that appears.

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Assets Dashboard
Asset dashboard portlets display information about finance, effort, and performance to guide IT and business unit decision making. The data displayed in these portlets deliver an instant analysis of IT performance with indicators such as bubble charts and time-phased cost graphs. A major purpose of your Assets dashboard is that it is to provide you with tools that let you monitor assets. You do so using the portlets described in the following table.
Portlet Asset Analysis Asset Bubble Description Bar chart that provides a graphical view of service metrics by alternate structures. Provides high-level information about the cost, effort, risk, technical value and business value of the current Asset portfolio's assets. Each bubble represents one asset in the current Asset portfolio.

Editing Dashboard Watchlists or Portlets

You may edit the following dashboard items:

Watchlists, Project Health portlet, Bubble chart portlets, Execution Stage portlet, and the Lifecycle Stage portlet.

Discussions on configuring these items follow.

Editing Watchlists
Edit a PlanView watchlist if you want to

control how many rows are displayed in the watchlist, show or hide the watchlists gauges, specify whether PlanView displays data as well as buttons in metric fields, and define which Work portfolios or projects PlanView is to monitor through the watchlist.
To Edit a Watchlist

1. 2.

Click HomeView

Dashboard.

In the watchlist you want to edit, move the cursor to

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3.

On the shortcut menu that PlanView displays, click Edit. PlanView displays a Watchlist Settings screen similar to the following figure.

4.

Configure the watchlists appearance by specifying the options discussed in the following table.
Option Show Top Rows Description Select the number (3, 5, or 7) of portfolios or projects you want to display data about in the watchlist. Items are listed in a watchlist from worst performers to best performers. When you view a watchlist that includes more portfolio or projects than the number of specified rows, you may click More to obtain trend analysis data for the additional items. Show Gauges Specify whether PlanView is to display gauges in the watchlist. Enable the displaying of gauges by selecting this check box. Otherwise, clear this check box to disable the displaying of gauges. Select this option to display trend buttons but no data in the watchlists metric fields. PlanViews watchlists also includes a Show Buttons option that lets you set the trend-button display from your HomeView dashboard without having to open the Watchlist Settings screen. Show Data Select this option to display buttons with data in the watchlists metric fields. PlanViews watchlists also includes a Show Data option that lets you set the trend-button display from your HomeView dashboard without having to open the Watchlist Settings screen.

Show Buttons

5.

Specify which Work portfolios or projects you want to monitor through the watchlist. To include a Work portfolio or project in the watchlist, select it from the list on the left and click To exclude a Work portfolio or project from the watchlist, select it from the list on the right and click . .

To select multiple items in a list, press CTRL while making your selections. You may add all items to a . You may remove all items from a watchlist by clicking . watchlist by clicking 6. Click OK.

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Editing the Project Health Portlet

Edit the project health portlet if you want to

change the portlets name, control how many rows are displayed in the watchlist, show or hide the portlets column headings, show or hide the date on which the database information was last updated, and return to the portlets default settings.
To Edit the Project Health Portlet

1. 2. 3. 4.

If necessary, switch to the dashboard on which you want to edit the portlet. In the portlet, move the cursor to .

On the shortcut menu that PlanView displays, click Edit. PlanView displays the Project Health Settings General Settings screen. Configure the portlet by specifying the options discussed in the following table. If you want to use PlanViews defaults, click Use Default Settings.
Option Portlet Title Show Top Rows Description Enter a new name for the portlet if you want to change it. Select the number (3, 5, or 7) of projects you want the portlet to include information about. When you view a portlet that includes more projects than the number of specified rows, you may click More to obtain project health data for the additional projects. Show Column Headers Specify whether PlanView is to display column headers (such as % Complete) in the portlet. Enable the displaying of column headers by selecting this check box. Otherwise, clear this check box to disable the displaying of column headers. Select whether PlanView displays the portlets footer, which indicates the date on which the database information was last updated.

Show Footer

5.

Click OK.

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Configuring Bubble Charts

Bubble charts let you compare portfolios, investments, services, or assets in a grid format. A bubble chart lets you review multiple dimensions of data simultaneously. The following figure is an example of the Investment Priority Matrix, which is a bubble chart that lets you compare investments in a scenario. The example includes data of an Organizational portfolio, but PlanView also lets you display Investment Priority Matrix data for Strategic portfolios.

Figure 33 Example Investment Priority Matrix

You may configure each axis of a bubble chart. The X and Y-axes can be an attribute or measurement in the current portfolio. Depending on the type of bubble chart, both the Size and Color axes can be based on attribute scores, measurement values, or calculated financial metrics. The parameter selected for the Size axis determines the size of the bubbles. The parameter selected for the Color axis determines the color of the bubbles.
To Configure a Bubble Chart

1. 2.

Display the bubble chart you want to configure by clicking the appropriate tabs. On the bubble chart, move the cursor to . Then select Edit from the shortcut menu that appears. PlanView displays a Display Settings screen similar to the following figure.

3.

Select the Number of Bubbles you want to display simultaneously in the chart. If a bubble chart includes data for more than the number of bubbles you specify, PlanView will let you page through the data.

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4.

If you want PlanView to indicate that the chart is missing data because there is not enough information for PlanView to render a bubble, select the Enable Missing Data Alert check box. Otherwise, clear this check box. If you enable the missing data alert, PlanView will notify you that data is missing and inform you of how many rows are missing. PlanView will also provide a link to a summary report detailing all the data relevant to the bubble chart.

5.

If you want PlanView to indicate items that are missing size or color data, select the Show bubbles with missing size and color data checkbox. If this option is enabled, PlanView will display items missing data for the Size axis as a square instead of a bubble. PlanView will also display items missing data for the Color axis will be displayed in gray. If you do not select this option, PlanView will not display information for items that are missing data for the Size axis or Color axis.

6.

Click OK.

Editing the Execution Stage or Lifecycle Stage Portlet

Edit the Execution Stage or Lifecycle Stage portlet if you want to change the order in which data is sorted in the portlet.
To Edit the Execution Stage or Lifecycle Stage Portlet

1. 2. 3. 4. 5.

If necessary, switch to the dashboard on which you want to edit the portlet. In the portlet you want to edit, move the cursor to .

On the shortcut menu that PlanView displays, click Edit. In the portlets settings screen that is displayed, select the order in which you want data to be displayed. You may sort the datas stages in ascending (earliest stage reached first) or descending (latest stage reached first). Click OK.

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Adding an Image to a Dashboard

The Portfolio Image portlet lets you add an image to dashboards. Such graphics are useful for placing your companys logo on a dashboard. They can also help you quickly identify which dashboard and portfolio type you have open.
To Add an Image to a Dashboard

1. 2.

If necessary, switch to the dashboard on which you want to place an image. On the Portfolio Image portlet, click Add an image. On the Portfolio Image portlet, move the cursor to displays. OR . Then click Edit on the shortcut menu that PlanView

3. 4. 5.

In the Edit Image dialog that appears, enter the name of the image File you want to add. You may browse to locate the desired file. If desired, enter a Caption to specify a title for the image. This caption will replace the words Portfolio Image on the dashboard. Click OK.

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Financial Management

The PlanView financial management feature assists organizations in creating, managing, and tracking financial data. Financial management is the process of estimating benefits, revenue, costs and effort for use in planning strategies, tactics, work, and capacity. Organizations use planning information to decide which strategies and projects to undertake, as well to compare actual costs and effort once the work is underway. If your PVA has given you the proper permissions, you may select financial plans and edit them. This chapter:

provides an overview of financial management in PlanView, and discusses PlanViews financial-management terminology.

A Look at Financial Management in PlanView

PlanViews financial management:

supports strategic, organizational, and project financial management, estimates effort and costs, based on allocations in a work plan and directly entered data, helps to determine actual effort and costs, calculated from timesheet work, or directly entered, allows comparison of actual to estimate, allows managing financial data over configurable periods of time, allows managing multiple versions of the same financial plan, supports integration between financial and execution data, supports financial data below the phase-level, allows financial management on strategic elements, relies on portfolios, lets you display summary screens, and offers Excel-like functionality.

PlanView Tip!
Users granted to projects in a portfolio are able to review financial-management data of all projects in the portfolio, regardless of the actual grants to individual projects within that portfolio. However, editing financial-management data is based on grants.

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Financial Models
Your PVA creates Financial Models that you may select. Before selecting a model, however, you should be familiar with PlanViews financial-management terminology and concepts.

Financial Model Dimensions

A financial model dimension is an element upon which a financial data is defined, such as the time periods, the hierarchical structure with which the financial model is associated, and the accounts managed within the financial model. A financial model may be thought of as a workbook of spreadsheets. There are multiple pages of data, and on each page the information is arranged in rows and columns. The layout of the rows and columns and the organization of the pages constitute the dimensions of the financial model, as shown in the following graphic.

Figure 34 Dimensions of a Financial Model

For PlanView, the default orientation of the data is to use columns for the time periods, and rows for the accounts. In a simple case, there may be only one further dimension, the organizational structure or unit hierarchy. For example, there may be a page for each project financial model, or multiple versions may exist. These multiple versions may be considered as separate pages of data for each version, project, or both.

Structure
Financial-management data is based on a set of structures or rules that promote the proper organization of data. These structure and level units may consist, for example, of one of the following:

Organizational Financial Models may use a department or division structure. Project Financial Models may use a project or phase structure. Strategic Financial Models may use missions, objectives, strategies, and tactics as the supporting structure.

You will need to select which model structure to use as the basis for financial management, and at what levels financial data is to be entered:

A financial model can be associated with the Work Breakdown structure or Strategy Breakdown structure (SBS or $Strat). Each structure is then associated to the width and breadth of the structure levels. That is, at what point will data be entered and managed within the structure. An example would be a $Plan structure that notes efforts are to be accumulated at the project level and only the project level.

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Project-level financial management implies the use of the WBS ($Plan) structure, but there is still the choice of whether to allow projects to be managed by component (one level below the primary work level). The rest of this chapter will refer to this as managing by Phase although the name of that level may be different for each organization.

Time Periods
Time periods are the time intervals used in a financial model. The main data entry screen provides a spreadsheet-style entry for cost and effort information, account-by-account and period-by-period. Summary values may also be entered for a full year and be automatically spread among the periods. Best practices note that a typical time period setup may be months for the first year, quarters for the second year, and two full-year periods for use in projects that extend that far into the future. Organizations will normally create a new model for each fiscal year. Under some circumstances, an organization may have two or more active financial models referencing the same time frame but for different purposes, such as a project annual plan and an organizational financial plan.

Selecting a Financial Model

A financial model is a collection of defined data triggers related to the display of financial data, as well as the configuration rules governing that display. You will define the configuration parameters to specify how a financial model will be managed in PlanView. A financial model contains structure and depth information, filters, accounts, and account identifiers. Your organization may define multiple financial models, representing different types of management (such as organizational vs. project financial management), or simply different time periods. You may select which financial model you want to use.
Selecting a Financial Model

1.

Click Work

Financial Management. Financial Management.

OR

Click Resources 2. 3.

In the summary screen that appears, click Change Parameters

Change Financial Model.

In the Select Financial Model screen that appears, select the desired model.

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Working with Financial Templates

A financial plan template is a pre-selected subset of defined accounts in a financial model that is used as a starting point for financial-management data entry. It typically relates to the type of work associated with the model such as planned vs. support work. The template is the interface for data management. As such, it is unique to the model, database item (work, strategic entity, or resource), or individual user if so required. When a template is first created, it includes all the accounts in the selected financial model. You may need to edit a template to remove accounts that are not needed for that particular type of budget. Selecting a template will determine which accounts will initially display on the data entry screen, but other accounts may be added later from the models master list. PlanView can support multiple templates, such as a capital Projects template, a Small Project template, and so forth. You may create your own financial plan templates if your PVA enabled the User Defined Templates option in a financial model. If the option is disabled in a financial model, you cannot create templates from that model. You may, however, modify PVA-created templates associated with a model in which the option is disabled.

Creating Financial Plan Templates

If your PVA has enabled the User Defined Templates option in a financial model, you may create your own financial templates from that model. When creating a template, you select which accounts you want the template to include. You may later modify the template but be aware the changes you make apply to any database item using the template.
To Create a Financial Plan Template

1. 2. 3. 4. 5. 6. 7.

Click Work

Financial Management.

In the summary screen that appears, click the link for the appropriate portion of the Work Breakdown Structure (such as Project). Click Actions
Enter/Edit Financial Plan. Edit User-defined Templates Add

In the Enter/Edit Financial Plan screen that appears, click Actions Template. Enter a Template Name and click OK.

Click edit and select the check boxes of the accounts you want to include in the template. Any accounts not selected for inclusion will not display on the screen in which financial-management data is entered. Click OK.

274

Modifying PVA-Created Financial Plan Templates

You may modify a financial plan template your PVA created if that template is based on a financial model in which the User Defined Templates option is disabled. You modify a PVA-created template by adding and deleting accounts in the template. Your changes affect the current database items template and are applicable to all users who have access to the item.
To Modify a Financial Plan Template Created by Your PVA

1. 2. 3. 4. 5.

Click Work

Financial Management.

In the summary screen that appears, click the link for the appropriate portion of the database (such as a project or strategy). Click Actions
Enter/Edit Financial Plan. Add/Delete Accounts.

In the Enter/Edit Financial Plan screen that appears, click Actions

Specify which accounts you want to add or delete. You add an account by selecting its check box, and you delete an account by clearing its check box. You may delete accounts you added, but you cannot delete accounts added by other users.

6.

Click OK.

Creating a Financial Plan

When you create a budget, you first must decide whether to use an organizational or project financial plan. Your PVA defined templates in the appropriate financial model for all types of budgets in your organization. Financial plans can be created using either the spreadsheet form or a date-based form. A complicated financial plan can span multiple periods, and may even cross fiscal years if the project is very large. For a large project, the spreadsheet provides a good way to view all time periods available in the financial model.
To Create a Financial Plan

1. 2. 3. 4. 5. 6.

Click Work

Financial Management. Change Financial Model. Then select a

In the summary screen that appears, click Change Parameters financial model from the screen that appears. Select the level at which the financial plan will be created. Click Change Parameters select the desired version.

Change Financial Version. From the Select Version screen that appears,

Click Change Parameters Change Template. From the Select Template screen that appears, select the template that will be used as a basis for the financial plan. The Enter/Edit Financial Plan screen is displayed. Open the Financial Detail screen and click Actions
Enter/Edit Financial Plan.

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7.

If the template did not include all the accounts that are needed, click Actions Add/Delete Accounts. Then select the desired accounts in the Add/Delete Accounts screen that appears and click OK. The Enter/Edit Financial Plan screen will re-display. Accounts already included in the template are RO and cannot be selected.

8.

Enter the budgeted amount of cost or hours for each account item, as appropriate.

PlanView Tip!
While total effort is calculated within a Financial Model, the Total value at the bottom right of the screen displays only the total cost entered in the financial plan.

9.

If you want to add a note about the budgeted item, click to the left of the account description and select Notes from the menu that is displayed. In the Edit Financial Notes screen that appears, enter your notes and click OK. PlanView indicates a note has been added by displaying the account description in red on the Enter/Edit Financial Plan screen. You may remove an accounts note by clicking its the Edit Financial Notes screen that appears. button, selecting Notes, and then clicking Remove on

10. Once all the financial plan information is entered, save your information. Click Update to save your information so you can review the data before exiting the screen. Click OK to save the information and exit the screen. After creating a financial plan, you may click in the Enter/Edit Financial Plan screen to display a screen that identifies the financial plans name, model, version, template, and time span defined for the financial plan. You may view data displayed in the financial plan you created in a Financial Summary screen. You may view additional details in the Financial Detail screen, which provides information about an account such as its revenue, benefits, capital, and expenses.

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Editing a Financial Plan

Financial plans can be updated at any time. Your organization may have a schedule of updates, such as monthly for projects and quarterly for organization financial plans. Edit a financial plan if you want to perform any of the following tasks:

change a financial plans model, template, version, or date range, display a different view of the financial plan, add/delete accounts, base financial plan on dates or percentages, perform version maintenance, change the plans data, and remove all of the plans data.
To Edit a Financial Plan

1.

Click Work

Financial Management. Financial Management.

OR

Click Resources 2.

In the summary screen that appears, click bottom bar to the right.

. You may have to display this button by sliding the screens

PlanView displays an Enter/Edit Financial Plan screen similar to the following figure.

3 4

If you want to change a financial plans model, template, version, or date range, click Change Parameters, select the parameter you want to change, then define the selected parameter. If you want to display a different view of the financial plan, click Change View and select the desired view.

277

If desired, use the Actions menu to specify that you want to add or delete accounts, base financial plan on dates or percentages, shift a financial plan, perform version maintenance, or remove all of the plans data. To do so, select the appropriate option from the menu and then make modifications in the screen relevant to the task you want to perform. If you need to make other modifications to the financial plan, do so by editing the appropriate fields. After making your changes, save your information. Click Update to save your information so you can review the data before exiting the screen. Click OK to save the information and exit the screen.

6 7

Managing Ad Hoc Financial Plans for Projects

To Manage Ad Hoc Financial Plans for Projects

1. 2. 3. 4. 5. 6. 7. 8. 9.

Click Work

Financial Management.

Click the link for the appropriate project. Click Action Click Action Enter/Edit Financial Plan. Version Maintenance.

Click load next to the appropriate version. Select the necessary Load Options. Select an Extract. Click OK. Select the Version.

10. Enter the budget data. 11. Click OK.

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Managing Financial Management Data for Services

You may review and update the financial management data for the services included in a Service portfolio.
To Review Financial Management Data for Services

1. 2.

If necessary, open the Service portfolio for which you want to review financial management data. For details, see the Opening Portfolios section. Click Services
Financial Management.

PlanView displays a Financial Management screen similar to the following figure.

3 4 5

If you want to change a financial plans model, template, version, date range, or reload preferences, click Change Parameters, select the parameter you want to change, then define the selected parameter. If you want to display a different view of the financial plan, click Change View and select the desired view. If you want to edit the financial data of a service portfolio or a specific service, click the relevant link in the Description column. In the screen that appears, click Actions Enter/Edit Financial Plan. Then make modifications in the screen that appears. After making your changes, save your information. Click Update to save your information so you can review the data before exiting the screen. Click OK to save the information and exit the screen.

If you change a service's financial data while reviewing that information, PlanView will update relevant fields in any Business SLAs associated with the services.

279

Managing Different Versions of a Financial Plan

PlanView lets you maintain different versions of a financial plan. You do so by copying an existing financial plan and then saving the duplicated data as a new financial plan. You may then specify which financial plan you want to manage, insert extract data into the new version, and lock the new version to prevent it from being changed. You may review the data of locked financial plans.
To Manage a Financial Plans Version

1. 2. 3. 4. 5. 6. 7. 8.

Click Work

Financial Management. Change Financial Version.

Click Change Parameters

In the Select Version screen that appears, click the description for the name of the version you wish to manage. Click the description for the appropriate structure. Click Actions Click Actions
Enter/Edit Financial Plan. Version Maintenance.

Click copy to duplicate all the data in a version, and then name the new version. Click mark to select a version as the current version being managed. A indicates the marked version. If data exists within the version, you may click remove data to delete all data for that version.

9.

Click load to insert extract data into the selected version.

10. Click lock to prevent changes to this version. A indicates that a version is locked and thus protected from editing. You may review data in a version that is locked by selecting view data.

280

Shifting Financial Plans

Shift a financial plan to move the values (not change the values) for accounts based on changes made to the start and end dates of a project or strategic plan. You may adjust financial plans based on any schedule changes made to planned dates or committed dates. The changes can be prorated by days or by the smallest period of time.

Shifting a Projects Financial Plan

Shift a projects financial plan to move the values for accounts based on changes made to the start and end dates of the project in Manage Work.
To Shift a Projects Financial Plan

1. 2. 3.

If necessary, open the portfolio associated with the project and financial plan you want to shift. For details, see the Opening Portfolios section. Click Work Click Actions Financial Management.
Shift Financial Plan.

PlanView displays the Shift Financial Plan screen. A check mark indicates that one or more planned or committed dates have changed. 4. 5. 6. 7. 8. 9. If necessary, select the Financial Model on which you want to base the financial plan. Select the check box of each Financial Plan you want to adjust. Specify whether adjustments are prorated by days or by the smallest period. To do so, select the appropriate adjustment option check box. Select the Source Version and Target Version. You may view details about the selected version by clicking
view.

If you want to Update prior schedule dates to match current schedule dates, select the appropriate check box. Otherwise, clear the check box. Click Update so that the changes will be made in the target version of the selected financial model.

Shifting a Strategic Entitys Financial Plan

To Shift a Strategic Entitys Financial Plan

1. 2. 3.

Click Strategy. If necessary, open a Strategic portfolio associated with the financial plan you want to shift. For details, see the Opening Portfolios section. On the main menu, click Action Links Review Strategy. of the relevant strategic

In the Review Strategy screen that appears, click the Financial Management icon entity.

If the entity does not have children, PlanView displays the Financial Management Summary screen. PlanView displays the Financial Detail screen, however, if the entity does have children. For details on these screens, see the Displaying a Strategic Entitys Financial Plan section.

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4.

Click Actions Shift Financial Plan. PlanView displays a Shift Financial Plan screen similar to the following figure. A check mark indicates that one or more planned or committed dates have changed.

5. 6. 7. 8. 9.

If necessary, select the Financial Model on which you want to base the financial plan. Select the check box of each Financial Plan you want to adjust. Specify whether adjustments are prorated by days or by the smallest period. To do so, select the appropriate adjustment option check box. Select the Source Version and Target Version. You may view details about the selected version by clicking
view.

If you want to Update prior schedule dates to match current schedule dates, select the appropriate check box. Otherwise, clear the check box.

10. Click Update so that the changes will be made in the target version of the selected financial model.

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Scoping Work

Once work approval has been completed (or as part of the work approval process), you may begin scoping. Scoping involves setting high-level estimates for the amount of work and time necessary to complete the project, and setting requirements for the types of resources needed to complete the work. Typical activities in the scoping step of the process can include the following:

associate the work with a contract, if applicable, build the Work Breakdown Structure, project the schedule and cost, schedule the critical path, and determine resource requirements needed.

It is not necessary to have all the details at the initial scoping stage. You may have only a general guess as to the amount of time and the number of people the project will require, but it is important to enter your guesses as early as possible in order to see the potential impact the new project will have on your schedules. Scoping the project in advance gives you ample time to prepare for possible conflicts. For example, if you see that your estimated schedule falls at a time when your resources are already overloaded, you have time to decide whether to change the estimated dates of the new project, reschedule other work to accommodate the new project, or obtain new resources to handle the additional work. Estimated schedules, which are usually established early in the goal-setting process, are the basis for establishing resource requirements. Clients or upper management usually sets them, though you may set them as deadlines for yourself. Requirements are then developed and refined to form an opinion regarding whether the schedule is reasonable and resources are available. Estimates and requirements are particularly helpful in evaluating whether to add permanent or temporary resources and in determining which projects have priority when approving work. The initial stage of scoping work is part of the continuous refinement of a plan, working toward scheduling work and allocating resources. Remember the 8 and 80 rule of project management: If the duration is greater than 80 hours, break it down into smaller tasks. If a work item is less than 8 hours in duration, it is too small to break down further (define it with a To Do List if needed). If you try to get any more detailed, you may spend more time planning than actually doing the work. PlanView Tip!
Keep in mind that small projects may not require formal approving and scoping steps. A project lasting for a single week and requiring one resource probably does not need estimates and requirements. Scope large projects (those lasting for weeks or months and requiring multiple resources for extended periods of time) in as much detail as possible to avoid later scheduling conflicts.

One method for estimating in PlanView involves using project templates based on standard methodologies. Templates are not a required step in scoping, but may reduce the amount of time expended in scoping a project.

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Associating Work with a Contract

Projects can be associated with a contract to fulfill the purpose of the contract and to define billing rates for the work being done. To associate work with a contract, there must be an existing contract in place. If no contract exists for the project, contact your Contract Administrator. You can associate work with a contract when you create the project, or after the project has been created. PlanView Tip!
Work cannot be associated with a contract if time has been reported to the work. To Associate Work with a Contract

1. 2. 3. 4. 5.

Open the Contract Review screen for the contract. Click Update on the Associated Work heading. The Update Contract screen is displayed. Click Add Work. The Add Work screen is displayed. Expand the structures to find the project you need to associate with the contract. Click the project.

You are returned to the Associated Work screen and will see the project included in the list of associated work, with its Description, Work ID, and scheduled Start and Finish. To view project detail, click the project name. If the work is already associated with a contract and you try to associate it with a different contract, a message displays asking you to confirm that you want to move the work to a different contract association.

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Building the Work Breakdown Structure

Once the project is entered into PlanView, the next step is to plan the work in detail. This process typically involves:

Defining the Phases, Activities, and Tasks that comprise the project. This is referred to as building the Work Breakdown Structure (WBS). Setting the duration of these Phases, Activities, and Tasks.

Remember the 8 and 80 rule of project management: If a work item is less than 8 hours in duration, it is too small to break down further (work item duration less than 8 hours can be defined with a To Do List if needed). If the duration is greater than 80 hours, it should be broken down into smaller tasks.
To Build the Work Breakdown Structure

1.

Right-click the project and choose Edit WBS from the pop-up menu. Select the project and select the functionality from the Edit menu.

OR

Whenever you add or change schedule information on this screen, a red flag will display, notifying you that the scheduling engine may need to be run in order to bring the schedule dates into correspondence with the relationships and constraints. From this screen you can also right-click for options to add new work or support tickets, detail the work, model work distribution, search for and allocate resources to the work, and copy and move work items within the display. With the buttons at the bottom of the screen, you can also display a Gantt chart of the current data, display a resource profile showing current allocations and overloads, update the schedule information with the CPM engine, or run reports on the displayed data. PlanView Tip!
Any changes made in this screen are immediately saved. There is no Undo or Cancel option. Changes made by another user will overwrite your changes if they are made any time after yours.

285

Adding Work Items to a Project

Work can be added into the PlanView database by entering the information manually or by importing it from a Microsoft Project file. The following procedure explains the manual process of adding work.
To Build a Work Breakdown Structure Manually

1. 2. 3. 4. 5.

Open Manage Work: (Work

Dashboard

Action Links

Manage Work).

If necessary, create a Filter with the appropriate Loading Options and select the work and resources (criteria) to be managed. Select Use Selected Filter to open the filter. The Manage Work screen is displayed. If the Status Display view is active, select the Enter/Edit Work from the View menu. The Enter/Edit View is displayed. Right-click the Project level and select Edit WBS and then Insert Under from the cascading pop-up menus. A new level, indented as a child of the project, is displayed. This is the Phase of the project.

PlanView Tip!
You cannot insert a work item under any work items with actual hours reported against it.

6. 7.

Type the name of the new Phase. Right-click the newly created Phase and select Edit WBS, and then either Insert to create another Phase or
Insert Under to create an Activity.

To use icons to add work, click the new Activity and click the icon (new Task) from the toolbar. 8.

Insert (new Activity) or

Insert Under

Enter the name of the new work item. The Work Breakdown Structure is displayed.

Whenever you add or change schedule information on this screen, PlanView displays a red flag ( ) to notify you that the scheduling engine may need to be run to bring the schedule dates into correspondence with the relationships and constraints. From this screen you can also right-click for options to add new work or support tickets, detail the work, model work distribution, search for and allocate resources to the work, and copy and move work items within the display. With the buttons at the bottom of the screen, you can display a Gantt chart of the current data, display a resource profile showing current allocations and overloads, update the schedule information with the CPM engine, or run reports on the displayed data. PlanView Tip!
Any changes made in this screen are immediately saved. There is no Undo or Cancel option. Changes made by another user will overwrite your changes if they are made any time after yours.

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Enter/Edit View Main

Flag: Displays: next to work items where the schedule dates have been changed, but the scheduling engine has not been run if the schedule date has been changed manually or by the Progressing Engine on all work items affected by the schedule change, and is displayed beside the immediate parent of that work item. Scheduling Assistant If you take an action that causes the system to see a conflict (such as entering a start date for a work item that already has a Must Start On constraint date), a message will be displayed, giving you options to continue or to cancel the action. Title: name of the work and location within the Work Breakdown Structure (WBS) Work ID: the system-generated identification number associated with the project on the Work Detail screen Internal Priority: the defined priority entered on the Work Detail screen and used in the resource scheduling process Status: displays the status of the project work as defined in the Work Detail screen

Dates: schedule information about this work item. An ellipsis () will show that there is more information in this column. A parent work item reflects the earliest scheduled start date and latest scheduled finish date of all its children. Durations on parent work items cannot be changed. Changes to a date on a parent work item will be reflected in the children. A parents dates may also change if a child work item is moved.

Duration: how long the project will take to finish, in hours Start: the date on which the work is scheduled to begin Finish: the date on which the work is scheduled to end Schedule Maturity Index (SMI): tells you at a glance the maturity level of a task or project. The PlanView system calculates SMI, so it does not require input to determine the stage of a work item. Because the system calculates the SMI based on specific data, you can get an accurate indication of how a project is progressing. The SMI is a way to analyze the believability of (and, consequently, your confidence in) a schedule. The higher the index, the more mature the schedule information. Conversely, if your organization is using an SMI based on number factors in descending order, the lower the index, the more mature the schedule information. The SMI measures the input that drives work item dates and gives a way to evaluate the details that make up the summary levels. The goal is to compare information from various sources with an increased degree of confidence, or to measure the reduction in risk. Work phases are associated with the process a project follows as it moves from being entered in to the system to the point that it is finally closed. PlanView determines SMI at the leaf level, and SMI can be different for each child. The parent SMI is calculated from its children.

287

SMI incorporates every facet of the project lifecycle. Each successive step in the cycle, from inception to completion, has a value associated with it. As the value increases, your confidence in the project delivery date also increases. The following figure illustrates SMI.

Figure 35 Schedule Maturity Index (SMI) Time Line

The default SMI factors are as follows: Dates on Work (20%): When the CPM Engine is run and schedule dates are calculated, the SMI for all affected work items move into the Schedule Dates phase. The SMI remains in this phase even if the engine is run several times, changing the schedule dates. Requirements on Work (30%): When a work item has resource requirements defined for it, the SMI moves into the Requirements Entered phase. Reserve Requested (40%): When a work item has resources reserved for it, the SMI moves to the Reserve Requested phase. Reserve Approved (50%): When a work item has resource reservations approved for it, the SMI moves to the Reserve Approved phase. Allocation Requested (60%): When a work item has resource allocations requested for it, the SMI moves to the Allocation Requested phase. Allocation Approved (70%): When a work item has resource allocations approved for it, the SMI moves to the Allocation Approved phase. Progressed (90%): When an activity has an actual start date (some time has been reported to it and the data has progressed into actuals), it moves into the Progressed phase. Closed (100%): Once the activity has an actual finish date, it moves into the Closed phase.

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CPM Dates

Early Start: the earliest date a work item can start, given network (CPM) logic and constraints. Early Finish: the earliest date a work item can finish, given network (CPM) logic and constraints. Late Start: the latest a work item can start without delaying the project finish date or any constraint. Late Finish: the latest a work item can finish without delaying the project finish date or any constraint. Total Float: the total amount of time (based on the work items calendar) that a work item can be delayed without affecting the late finish date of the project. (Total Float = Late Finish Early Finish). Free Float: The total amount of time (based on the work items calendar) that a work item can be delayed from its early start date without affecting the start date of any of its successors (calculated as minimum duration between a tasks Early Finish date and Early Start dates of all of its immediate successors).

CPM Constraints

Constraint Type: what type of constraint date is associated with the work item. Constraint Date: the constraint date associated with the work item, of the type above.

CPM Relationships

Predecessor: lists any work items to which this work item is linked; i.e., shows any relationships between this work item and the work that must occur before it can begin. Successor: lists any work items to which this work item is linked; i.e., shows any relationships between this work item and the work that can occur after the work item is completed Resource Info: shows all resources that have been assigned (allocated and/or authorized) to this work item

The following table describes tools to help further refine the WBS.
Action Delete Cut Copy Insert Insert Under Paste Paste Under Enter data Collapse Expand n/a Icon Hot Key F7 CTRL+F7 F8 F2 CTRL+F2 F9 CTRL+F9 F10 ALT ALT + Description Removes work and its children to which the user has R/W access; data will be removed from the database entirely unless actual time has been charged Cuts highlighted work and its children from the WBS Copies the highlighted work and its children Inserts a blank line below the selected work at the same structure level Inserts a blank, indented line underneath the selected work, which will be a child of the highlighted work Pastes a cut or copied item of work and its children at the same structure level as the highlighted work Pastes a cut or copied item of work and its children underneath the highlighted work as a child Activate the text cursor to allow you to type directly in the selected field (works on most text fields, but not date fields or the Description field) Collapses/hides all children of the highlighted work (Alternative: click triangle/minus sign) Expands/displays all children of the highlighted work (Alternative: click triangle/plus sign)

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Paste Options Screen

All options default to selected.

Text Only: selects the work item and its children as text to copy into a different application using the Windows clipboard Include Head: If not selected, only the work items children are selected. Using this feature, you can select a project, de-select the Include Head option, and copy all the phases and tasks into a different project. Allocations: if selected, includes all the work items resource allocations. Authorizations: if selected, includes all the work items resource authorizations. Requirements: if selected, includes all the work items defined resource requirements. Constraint Dates: if selected, includes all the work items constraint dates. Relationships: if selected, includes all the work items relationships. Note that all predecessors and successors must also be selected to include relationships. To Do Lists: If selected, includes any To Do Lists associated with the work item. Attachments: If selected, includes any Attachments linked to the work item. Note that this does not make a copy of the attachment, it merely copies the link to the original. Support Tickets: If selected, includes all support tickets associated with the work item.

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Calculating a Work Estimate

The Work Estimating functionality can be used with multiple types of estimating methodologies. The Process Architect divides the work into estimating factors (types of work, such as UI and reports) and complexities (how difficult each factor is to complete). Each of these is associated with a productivity factor (how many days each will take to complete):
Work Estimating Factors Screens Complexity Moderate Complex Interfaces Complex Moderate Reports Simple Moderate Productivity Factors 5 days 8 days 20 days 10 days 0.5 days 1.5 days

Per project, a number of units are associated with each of these factors. For a given project, the following breakdown might be identified:
Work Estimating Factors Screens Complexity Moderate Complex Interfaces Complex Moderate Reports Simple Moderate Number of Units 3 2 1 2 10 6

By combining the factors defined by the Process Architect with the project specific numbers, a functional estimate is created:
Item 3 Moderate Screens 2 Complex Screens 1 Complex Interface 2 Moderate Interfaces 10 Simple Reports 6 Moderate Reports x x x x x x Estimate per Item 5.0 days per Moderate Screen 8.0 days per Complex Screen 20.0 days per Complex Interface 10.0 days per Moderate Interface 0.5 days per Simple Report 1.5 days per Moderate Report Total Total per Item 15 days 16 days 20 days 20 days 5 days 9 days 85 days

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A functional estimate calculates the amount of effort required by each factor in terms of complexity, productivity, and number of units. For example, the factors in a project to upgrade a system may include screens for its UI (the factor) that are simple, moderate, or complex (the complexity). Each moderate screen (a unit) was assigned a productivity factor per unit (effort in days) by your PVA during setup, and the system will calculate the total effort needed for each factor.
Work Estimating Factors Screen Screen Interface Siebel Module Complexity Moderate Complex Moderate Simple Productivity Factor 5 days 10 days 11 days 5 days Number of Units 10 4 3 8 Total Total Effort 50 days 40 days 33 days 40 days 163 days

A functional estimate calculates, from the defined effort per unit, the total effort based on the number of units you enter. Because the amount of effort per unit is already defined, creating a functional estimate is a shortcut to calculating the total amount of effort that will be required to complete the project.
To Calculate a Project Functional Estimate

1. 2. 3. 4. 5.

On HomeView, click Review/Update under Work. The Work Schedule screen is displayed. Click work detail next to the project description. The Work Detail screen is displayed. Click update next to the Functional Estimate field. The Functional Estimate screen will display. If needed, click Choose Estimating Factor to add more factors. Enter the Number of Units (whole numbers only) of each factor that will be included in the project. When you TAB to a new field or click anywhere on the screen the Total Effort column will be calculated for each element by multiplying the level of effort by the number of units entered. The total estimate for the project will be displayed as the Functional Estimate, and the Experience Estimate field will also be updated per the new data. You should look at the functional estimate and apply an adjustment (for example, to allow for managerial tasks or project contingencies) to arrive at the Experience Estimate. This is the number of days that, in your experience, the project will require. If, in your experience, the Experience Estimate is not completely accurate, you can change this value (up to two decimal places may be entered). The Adjustment percentage will be modified to match your new estimate value. (Conversely, making a further change to the Adjustment percentage will recalculate the Experience Estimate field.) Once all estimates are satisfactory, click OK. The Work Detail screen is displayed and the Functional Estimate field is updated with the new value.

When you have calculated the work estimate, you can distribute the estimate evenly throughout the projects requirements.

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Schedule Graph
The Schedule Graph displays a graphical representation of the Gantt chart. Several links may be available based on certain criteria.

Schedule Work: Click this link to call the Scheduling Engine for Critical Path scheduling. This link is available only if: User has a R/W grant to the work Use CPM Scheduling feature is on User has Detail Project feature User has R/W grant to the work

Estimate Work: Click this link to open the Project Estimate screen. This link is available only if at PPL level:

If a WBS Template was selected for the work, the following message appears:
A Work Breakdown Template was selected for this work and not yet pasted under it. Click here to paste it now.

If a project has no schedule dates, a message will inform the user. The links described in the Project Gantt section will still be available to allow the user to schedule the project, copy a WBS template, or Estimate the project.

Schedule Detail
The Schedule Detail screen displays a summary of information about the schedule detail for the project. This screen has two sections: Work Breakdown Structure and Project Gantt. The Work Breakdown Structure section lists the WBS for the project. Click the (effort by resource) link to view resource effort on the project. Click the (schedule detail) link to view more detailed schedule information. If a WBS Template was selected for the work, the following message appears:
A Work Breakdown Template was selected for this work and not yet pasted under it. Click here to paste it now.

If a project has no schedule dates, a message will inform the user. The links described in the Project Gantt section will still be available to allow the user to schedule the project, copy a WBS template, or Estimate the project.

Business Rules for Changing Project Status

The following business rules apply if the status of a project is manually changed from within the work detail screen and the new status contradicts the status change specified in the steps of a workflow template associated with the project.

The selectable values in the Status field will initially include: the current status, any status not referenced in a workflow, and any status set by an anchor (independent) workflow step. Picking this status allows a user to initiate the workflow segment, beginning with that step.

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Changing the status manually suspends any pending work lifecycle action notifications. Changing the status to a value that is associated with an anchor step within a workflow stores the current user name and time in the actuals field of the step and activates its successors, if any. Changing the status from a value associated with a non-anchor step changes that step into an anchor, so the prior status will display in the status list in the future. Setting the status back to Open/Approved (or any other controlled or dependent state that had been associated with a step in the initial workflow, and then interrupted by a manual change such as putting it On Hold) will resume the work lifecycle with the immediate successors to the step of Set / Propose Status of Open/Approved (or the original status). This may result in repeating prompts for some actions that are not strictly needed again. Users can re-complete each step without re-editing documents, etc., by clicking on Submit as Complete. If the work lifecycle is interrupted by a manual status change before the first controlled (dependent) status change, the initial status (normally Requested) will already be in the pick list. Setting the project back to that status will resume the notifications at the point at which they were suspended. Note this is different from setting the status back to a controlled status after interruption, in which case the immediate successor were activated even if they had been done before. Approvals following an anchor step affect the flow of notifications, but the status change has already occurred. For example, when a project is manually set On Hold (and that is defined in the workflow as an anchor step), the status change is effective immediately. If there is an Approval step following the On Hold anchor, the user completing the step will get an Approval screen, even though the status has already been set. If they disapprove the action, the user who manually made the change will get an alert that the action was disapproved. They can respond by documenting further reasons for their action, and submitting it again. If they (or the manager who got the Approval notification) decide to reverse the status change, they can go to Manage Work or to the Project Detail screen and change the status.

The sample workflow steps and explanations below may clarify the business rules.

Steps of a Sample Project Model

1. 2. 3. 4. 5. 6. 7. 8. 9. Create project charter template.doc Review project charter template.doc Approve project charter template.doc Create Functional Spec Template.doc Review Functional Spec Template.doc Approve Functional Spec Template.doc Set/Propose status change to Open/Approved Review status change to Open/Approved Accept status change to Open/Approved

10. Create budget 11. Review budget 12. Approve budget

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The step preceding the initial status change step of the workflow is suspended. Notifications for the remaining steps are created and sent to the users responsible for each remaining step. For example: If Step 6 above is completed and the manager manually sets the status to Canceled, then the Approve Functional Spec Template.doc action will be suspended and the review notification re-sent to all team members. When the team members dismiss the review notifications, no additional notifications will be created for the project. This is because the project was canceled, which negates the need for additional actions for the project. If the manager manually alters the status and later changes it again (i.e., first sets it to On Hold and later re-opens it), the only available selections in the Status field will be those not included in specific steps of the workflow. For example: If Step 6 above has been reached and the manager manually sets the status to On Hold (which is not referenced in the workflow), the Approve Functional Spec Template.doc action will be suspended and no subsequent actions or notifications will be initiated. If that manager later changes the status, the value of Open/Approved will not be available because it is part of the remaining workflow steps, which should not be overwritten. Instead, the manager could choose Requested, which would reactivate the Approve Functional Spec Template.doc step and reissue the appropriate notifications, causing the workflow to be reestablished. There is an exception to the previous business rule. The step in effect at the time of the manual status change becomes an anchor as long as the first status change in the workflow has been completed. In this case, status selections that were not available in the previous example will now be available (such as Open/Approved). For example: If Step 12 above is reached in the Workflow process and the manager manually changes the status to On Hold, Step 7 would become an anchor step. Anchor steps are those which are independent and do not rely on previous actions in the workflow to trigger them. The action is defined as an anchor because the On Hold status is not referenced in the workflow, so there are no subsequent steps and notifications defined to follow it. This means that if the status is ever changed back, the Open/Approved value will be available. If the project is re-opened, the workflow process will proceed from the anchor step. You may also manage financial plans for projects as discussed in the Reloading Work Financials into Strategic Planning section.

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Resource Assignments

Resources are the people who accomplish your organizations goals. Resources are also other assets (such as computers or machinery) used to accomplish those goals. Each resource in the organization is entered into the database. Resources provide value to the organization by accomplishing work. This can be project work or service work. Resources can also perform several standard activities within the organization. In order for the right resources to be assigned to the right work, each resource must be defined in detail. The deeper the knowledge base about the resource, the more able the managers are to match the requirements for their work to the resources that have the right skills. A resource manager must keep information about each resource current and accurate to ensure that the right resource is assigned to the right work. This information includes contact and billing information, various professional attributes, and current work assignments and schedules. Managers can then rely on this data to find resources that fit work requirements, and to find any unfilled requirements that may match a resource. Schedule information also feeds data to enable the resource manager to monitor the workload of the resources. Your HomeView and Resource portfolios provide access to many different types of information to help you manage your resources quickly and efficiently. From HomeView, Team Members, Associates, and Managers can

review and update contact information and attributes, review time and billing information, and review work assignments (allocations and authorizations) for their granted resources.

From a Resource portfolio, Managers and Associates can

review and update resource attributes, including cost type, employment end dates, and alternate resource attributes, review time and billing information for granted resources, review resource profiles, review and schedule allocations, authorizations, and standard work, analyze resource utilization, free time, and overloads, and fill any outstanding requirements.

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Scheduling Resources
Resources can be assigned to work in one of three ways. The resource may be allocated, authorized, or may be assigned to a support ticket. Which method is used depends on the type of work. To make the determination, it is important to understand the differences among the three methods.

An authorization is a means of granting permission to a user to report time to unplanned work. This permission can be open-ended or can be defined for a specific time period. Authorizations may be made at levels of the structure above the resource or primary planning level (usually the project level). A support ticket is used in conjunction with authorizations and provides a means of capturing detailed information about unplanned work, after it has been performed. An allocation is the allotment of a specified amount of resource effort toward the completion of a work effort. In PlanView, allocations are made at the resource level. Requirements and reservations can be defined first, at higher levels of the work structure, while scoping a project. However, these steps are not a required precursor to an allocation.

When using allocations, users can:

specify how to distribute the effort over a certain duration (allocation profile); have the allocated amount of effort decremented from a previously defined requirement or reservation (soft booking); designate the state of an allocation as requested, approved, denied, or closed; and remove an allocation.

The following table provides a comparison of allocations and authorizations and can be used as a guideline when determining which feature to use.
Allocation Work that is planned Authorization Work that is not planned or work planned out in detail at a later date Exactly when work will occur is not known Who might be doing the work is generally known Cannot schedule for a specific amount of time Will not display on a resources profile; therefore, easy to overextend a resource without visible indication of remaining availability Date range not required Leaves a project open to greater risk, less control

Exactly when work should occur is known Specifically who will be doing the work is known For how long the work will be scheduled is known Displays on a resources profile; therefore, availability is easily visible

Start and finish dates are required Increases a schedules maturity and reduces risk

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Allocation Access to resources to whom a user has grants, but the resource must be in the current filter. If a user has R/O or R/W grants to a resource and DOES NOT have permission to approve requests for that resource, then the user can create allocations and reserves with a state of requested. If a user has R/O or R/W grants to a resource and DOES have permission to approve requests for that resource, then the user can create allocation and reserve requests with a state of approved. The global option to Respect R/W Work Grants to Assign Resources determines what part of the request or existing allocation / reserve a user may modify. If the option is set to No, and the user has permission to approve requests, they can update any part of the reserve or allocation (state, dates, effort). If the option is set to Yes and they have permission to approve requests for the resource, then they must have R/W grants to the WORK in order to be able to update the effort and dates, but they can still change the state of the reserve/allocation. Resource assignments made at the lowest (leaf) level Resources and resource managers receive a notification when new allocations are made

Authorization The PlanView administrator defines access to resource names by setting a global option. The choices include providing access to all resources to whom a user has R/W access, even if the resource is not in the current filter, or all users in the database repository, even if the resource is not in the filter

Resource assignments made at any level No notifications are generated when resources are authorized to work

As discussed in the Schedule Maturity Index description in the Enter/Edit View section, the scheduling of resources moves work through phases related to allocations being requested and approved.

Running the Scheduling Engine for Resources

Graphical displays of resource commitments are available in both the Profile and the Gantt and Profile views. The resource schedules are displayed in such a way that over-commitments are easily viewed. When resources are overloaded, there is a great risk the project will slip. The scheduling engine takes resource availability into consideration and will shift a projects schedule based on resource availability as well as constraints and relationships. The scheduling engine for resource scheduling is available from either view within Manage Work by clicking the Schedule button or choosing Schedule from the Work menu. From within Manage Work, the resource optimization process will be applied to all highlighted work any child entities beneath that work.

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To Determine Resource Over-Commitments

1. 2. 3. 4.

Create or open a filter containing the work and resources to be reviewed. Click the Gantt button or choosing Gantt from the View menu within Manage Work. Select the Combined Gantt/Profile. Set the scale and the start date as appropriate. The Gantt/Profile View displays. Use the magnifying glass icon to zoom in further if necessary.

PlanView Tip!
There are two dark black lines beside each resource name on the resource profile portion of the Gantt chart. The bottom line represents 0% use of the resources time and the top line represents 100% use. Any graphical representation of time over the top line indicates an over-utilization of a resource. The light gray line above the top black line indicates 150% (over) utilization and is the maximum amount of utilization that can be displayed on the resource profile.

5. 6.

Review the daily allocation availability for each resource by selecting the procedure for information on customizing this view). Click the text icon again to re-display the graphical view of the data.

Text Mode icon (see the next

PlanView Tip!
At this point, it is recommended that a baseline be created so that later comparison of the original schedule and the new schedule can occur easily. It might also be beneficial to perform such schedule changes as these from within a What-If scenario and then, if the results are acceptable, promote the What-If to be the active schedule. To Customize the Display of the Resource Profile Text View

1. 2. 3. 4. 5. 6.

From the Combined View, double-click the Profile portion (bottom half) of the view. Click the Profile Text tab. In the List of Displayable Items column, click the data elements that should be displayed on the profile portion of the view. Use the CTRL key to select more than one item. Click the arrows that point to the Items to Display column. Select the Set as default option if this selection should be used as the default each time the Profile view is accessed. Click OK.

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To Resolve Resource Over-Commitments

1.

To resolve the resource over-commitment, take one of the following actions: Select Work
Schedule from the Gantt windows main menu.

Minimize the Gantt and highlight the work to be scheduled in the Manage Work view. Click the Schedule button or choosing Schedule from the Work menu. The Schedule screen displays.

2. 3.

Select the Run Resource Schedule option. Click the Advanced tab.

The categories of Late, Critical, Sub-Critical, and All are defined in association with the amount of float within a given project.

Total Float: The amount of time a work item can be delayed without delaying the completion date of the network of work items. Free Float: The amount of time a work item can be delayed without delaying the early start of any immediately following work item. Subtracting Early Finish from Late Finish calculates this.

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Float category definitions:

Normal: Those work items with a float greater than or equal to 10% of the work items duration. Sub-Critical: Those work items with a float between 5% and 10% of the work items duration. Critical: Those work items with float between 5% and 5% of the duration. Late: Those work items with a float less than or equal to -5% of the duration of the work item. All: Selects the Sub-Critical, Critical, and Late categories for scheduling. Set the business rules so that the conflicting assignments are handled in the appropriate order. See the following tables for an explanation of each option. Click OK when finished.

4. 5.

Advanced Options Order to Consider Conflicting Assignments to Same Resource

When the scheduling engine is trying to resolve overload conflicts between otherwise equivalent work, the user can set the preferred order for resolution. The following table describes the options.
Option Priority Float Schedule Maturity Description Schedules work with the highest internal priority before lower priority work Schedules work with the least amount of float will be scheduled first Schedules work that is more mature within the Schedule Maturity Index first (i.e., work that has resources allocated to it carries more weight than work for which only dates have been entered)

Impact of Resource Availability

There are three options allowing users to define how to schedule work with allocations, based on the Criticality or Priority.
Option Ignore Resource Availability Description Allows user to define conditions under which work will be scheduled regardless of availability. The user may select one or more levels of work Criticality AND/OR one or more levels of Priority. Allows user to define the conditions when a resource can be overloaded to complete work. User may select one or more levels of work Criticality AND/OR one or more levels of Priority. Allows the user to define criteria under which work is moved if resources are not available within the duration and allocation profile shape. The work will be moved up to the point where its Criticality would reach the next level.

Use Resource Overload

Reshape Assignment to Match Resource Availability

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Affected Data
The Scheduling Engine will affect the following items:

Start/Finish dates and duration for allocations, Schedule Start/Finish dates and duration for work, Early/Late start and finish dates for work, Total and free float, and Resource Profiles (resource load).

PlanView Tip!
Work and resources must be in R/W mode to be affected. Work with a constraint of Must Start On or Must Finish On will not be affected.

Undo Scheduling
The effects of running the Scheduling Engine can be reversed through the Undo function. When used, this function will restore the schedule dates as they existed prior to the execution of the Scheduling Engine. This function is effective only on the most recent changes applied by the Scheduling Engine. If someone has made a change to the schedule between the original application of the Scheduling Engine and the attempt to undo the effects, the following message displays: Changes have been made since the last scheduling run, possibly by other users cannot perform the undo.
To Reverse the Results of the Search Engine

1. 2. 3.

Minimize the Gantt View. Select Work from the menu bar. Select Undo Scheduling.

PlanView Tip!
If the Gantt was opened in Enter and Edit Work view of Manage Work, the Undo feature is available by selecting Work and then Undo Schedule from the menu of the Gantt window.

Managing Information about Your Resources

Manage information about your resources if you want to

update general information about your resources, review resource attributes in a portlet that you may configure, review the time and billing data of your resources, and report the time of your resources.

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Update Resource Information

PlanView lets you manage information about your resources such as contact data, employment start and end dates, scheduling, time and billing calendars, and the number of hours worked each week, in addition to any resource attributes you have created in configured screens.
To Update Resource Information

1. 2. 3.

Click Resources.

Dashboard or any other secondary tab except for Financial Management. Administer Resources.

On the main menu, click Action Links

Take one of the following actions to specify the resource you want to update: If you are granted to a single resource, select the name of the desired resource when prompted to do so. If you are granted to multiple resources, click the name of the desired resource in the Choose a Resource from Portal screen that appears.

PlanView displays a Review Resource screen similar to the following figure.

PlanView Tip!
Attributes without proficiency ratings are listed together in the first portion of the screen. Attributes that can have a designated proficiency are listed in individual sections

4.

If you want to update a section, click that sections Update link. PlanView displays a screen that lets you edit data relevant to the selected section. If you are editing the Contact Information section, enter the appropriate phone, pager, and e-mail information.

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If you are editing the Attributes section, you may change data in a configured screen set up by your PVA. For details on that screens fields, see your PVA. You may add more attributes to the Attributes section by clicking the relevant add links PlanView Tip!
If a Percentage column exists next to an attribute (such as Cost Center) the percentage must be changed accordingly if you add an attribute. The system assumes 0% for all cost centers if not changed.

The following table describes the fields that you may edit for the Info and Employment Dates sections.
Field Calendar Description The calendar assigned to the resource that is used by the scheduling engine. This calendar indicates the resources working schedule. The Time and Billing calendar is not used by the scheduling engine and does not limit when a resource can be scheduled to work; rather, it limits when a resource can report time. Cost Type This value is used for budgeting purposes to further define the type of resource or capital item. If you want to delete your selection, click . Quantity For a single resource, this should be 1. For a group resource, enter the number of individual resources in the group Enter the number of hours that a resource is expected to work in a normal work week Select the currency in which the resources reimbursed expenses should be calculated. Select this option if the resource will be tracking the arrival and departure times of a given workday, including lunchtime. This feature is available only if it has been enabled. If you select this option, you can activate one or both of the following options: Make Timesheet hours match Time Log hours requires that the amount of time reflected as working time on the time log be the same as the number of reported working hours on a timesheet for the same time period. Use Daily Shifts allows the user to choose from pre-defined standard shifts for each day. The Shift feature is useful if a team member has varying shifts that have consistent time in/time out entries, such as working 85 on Monday, Wednesday, and Friday, but 74 on Tuesday and Thursday. Employment Dates Enter the resources start and end dates. The start date is not the date the resource started working for your company, but the date the resource is to start submitting timesheets.

Time and Billing Calendar

Hours per Week Reimburse Currency

Use Time Log

5.

After making your changes, click OK to return to the Review Resource screen.

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Review Resource Attributes

Attributes about each resource can be easily reviewed or maintained. These attributes help categorize resources and provide the values used throughout the system to sort resources, define resource requirements, and search for resources based on requirements. You review and maintain resources attributes through the. Resource Attributes portlet, which includes data similar to the following figure. The portlet shows the breakdown of the specified attribute for the resources included in the portfolio. The portlets legend indicates which attribute each color represents. You can select which attributes displayed in the chart.

Figure 36 Example Resource Attributes Portlet

Configuring the Resource Attributes Portlet

To Configure the Resource Attributes Portlet

1. 2. 3.

Click Resources

Planning to display the Resources Attributes portlet.

Move the cursor to . On the shortcut menu that PlanView displays, click Edit. If no attributes are currently defined for the portlet, choose Click here to configure the portlet. In the Resource Attributes Chartlet Settings screen that appears, make a selection from the Resource Attributes menu to specify the attribute (such as Location, Role, Team, etc.) for which you want to display data. PlanView displays a list of values that you may include in the portlet. This list is defined by your PVA.

4. 5.

Select the attribute values that you want displayed in the portlet. Click OK.

Reviewing the Resource Attributes Portlet

To Review Resource Attributes

1. 2.

If necessary, open the Resource portfolio that includes the resources you want to review. For details, see the Opening Portfolios section. Click Resources
Planning to display the Resources Attributes portlet.

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3. 4.

If the portlet does not include the attribute you want to review, configure the portlet. For details, see the Configuring the Resource Attributes Portlet section. If you want to review a graphic summary of the attribute rank for the resource, click the section for the value you want to review. For some attributes, PlanView displays a graph to the right of the portlets pie chart similar to the one shown in the following. In such cases, display an attributes graphic summary by clicking the color bar relevant to the attribute value you want to review. You may view the graphic summary of the attribute for all represented resources by clicking View Resources.

5.

When you finish reviewing the summary, click OK.

Review Resource Time and Billing

You can review the status of time reported by your resources to see the dates of time reported, what work has had how much time reported to it, and the status of the timesheets.
To Review Time Reported by Your Resources

1.

Click HomeView Click Resources

Time and Billing. Time and Billing.

OR

2.

If you are granted to multiple resources, you will be prompted to select a resource name through the Timesheets Requiring Attention portlet. Click the resource name. The Choose a Period to Approve Time and Billing screen appears.

3.

To review timesheet status, click timesheet status next to any period. For the timesheet status icon to appear, a timecard must have a status of signed, needs approval; approved; or disapproved. PlanView displays the Time & Billing Status screen for the resource. If you are granted to only one resource, only that resource is available in the Timesheets Requiring Attention portlet. The process to view a resources status is the same for multiple grant authority or single grant authority. The screen displays the date of each timesheet entered, which work items are included, the amount of time (in hours) reported to each work item, and the status of the timesheet for the period.

4. 5.

Click the work item to review all time reported to that work item by a resource. Click allo detail to review the details of an allocation. If the project definition is something other than a standard activity, allo detail is located in the Resource Breakdown Structure that appears to the right of the Work Breakdown Structure. If the project is a standard activity, the Resource Breakdown Structure will not appear, only the Work Breakdown Structure is displayed.

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Reporting Resource Time

There may be times when a resources reported time is not available. As a resource manager, you can report time for that resource in order to include it in progress integration. This keeps integration from being delayed, and ensures that accurate and timely information is available to other managers.

Managing Your Resources Workload

Being able to monitor the workload of your resources enables you to ensure that all resources are working to full capacity neither overloaded nor under loaded. Efficient use of resources is central to good business and financial management. Review your portfolio of resources periodically to keep up with how the resources are performing and to ensure their time is being used effectively. You can monitor how your resources are being utilized (Resource Utilization portlet), if your resources are overloaded (Overloaded Resources portlet) or under loaded (Free Capacity portlet), and if any outstanding requirements may fit your resources skills (Unfilled Requirements portlet). PlanView provides many ways to optimize a resources schedule. Reservations (also called soft booking) and requirements can be used to indicate a high-level resource need while a project is in the early stages of scoping. Reservations have States such as Requested, Approved, or Denied, which a user with the correct grants may change. These states allow for an approval process and help to facilitate the movement of a request through the project work lifecycle. After a request for reserving a resource is created and approved, an allocation can be made against it. Users can designate the State of an allocation as Requested, Approved, Denied, or Closed. When a resource is allocated to work, the allocation amount is deducted from the total effort specified in the reservation and can be deducted from the requirement amount. Once an allocation is finalized, the scheduling engine can be used to level the resources schedule based on various user-defined parameters.

Reviewing Resource Schedules

PlanView provides several methods for reviewing resource schedules, which helps resource managers analyze how a resources time is scheduled. You can review assignments for one or all resources in a Resource portfolio. The Approved Work Schedule screen includes a break down of a resources profile, which you may display in a numerical or graphical format.
To Review Resource Schedules

1.

Click Resources Utilization to display a Resource Utilization portlet similar to the following figure. Information about all resources that you have a grant to is displayed in the portlet.

307

2.

Click a resource. An Approved Work Schedule screen for that resource is displayed. This screen shows the resources profile, and how the profile is broken down by work item.

If you hold your cursor over a profile bar or a work item description, PlanView displays a brief description of the allocated time or the remaining effort on the allocation. 3. If desired, change the Timescale, Units, or Work Displayed. To do so, click and then make a selection from the menu that appears. You can change the Timescale to Weeks, Months, or Years. You can change the Units setting to be displayed as Effort (Hours, Days, Weeks, or FTEs) or Duration (Hours, Days, or Weeks). You can change the Work Displayed setting to Approved, Requested, or All assigned. You can define the screens Sort Order as Work (WBS order), the Start date, the Finish date, Duration, or Remain (indicates the remaining effort). 4. If you want to view the resources schedule as numerical data instead of as a profile graph, click Numerical Work Schedule. PlanView displays data similar to the following figure. next to the relevant option

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Resource Profiles
A Resource portfolio provides summary screens for reviewing a resources workload. These screens show data in graphical, numerical, and combination formats.
To Review the Graphical Summary Profile by Resource

1.

Click Resources Utilization to display a Graphical Summary Profile portlet similar to the following figure. The portlet provides a graph the workload for all relevant resources, with the amount of effort below each time slice (monthly by default). Any amount of effort over 100% is displayed in red.

2. 3. 4.

Display the data broken down by resource by clicking Resources. If you want to view the breakdown of a resources hours, click the link for the effort (shown in hours). If desired, change the Timescale, Units, or Work Displayed. To do so, click and then make a selection from the menu that appears. You can change the Timescale to Weeks, Months, or Years. You can change the Units setting to be displayed as Effort (Hours, Days, Weeks, or FTEs) or Duration (Hours, Days, or Weeks). You can change the Work Displayed setting to Approved, Requested, or All assigned. next to the relevant option

5. 6. 7.

If desired, change the screens Sort Order. You may sort by Work (WBS order), Start date, Finish date, Duration, or Remain (indicates the remaining effort). If you want to view the work to which the resource is scheduled, click the resources name. PlanView displays the Approved Work Schedule. If you want to change how data is displayed in the portlet, click next to Graphical Summary by Resource and make a selection from the menu that appears. PlanView supports the views described in the following table.
View Graphical Summary by Resource Description Displays a graph in which data is sorted by resource name, with the amount of effort for each time slice. This is the default view. Graphical Summary by Assignment Type Displays a graph in which data is sorted by assignment state (requested, approved, Standard activities, etc.).

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View Numerical Summary by Resource

Description Provides a numerical view in which data is sorted by resource name, with the amount of effort for each time slice. You may copy and paste data displayed in this view into another application, such as a spreadsheet.

(Numerical) Resources with Work

Provides a graphical and numerical view of the resources in the portfolio and their workload from system time now until the end of the scheduled work. You can review details or the status of the assignment, or you can approve, update, or deny reservation and allocation requests in this view.

310

Allocating Resources Directly to Work

Managers schedule resources for work by using allocations. Allocating a resource to work decrements the resources available time. Allocations can be made for a work item without first creating a reservation (soft booking) or defining and searching on a resource requirement. Warning!
Any unused (not allocated) amount of an approved reservation will expire and be unavailable to the allocating manager. To Allocate Resources Directly to Work

1. 2. 3.

Create or open a filter that includes the work and resources to be managed. Open the Enter and Edit Work view within Manage Work for the project. Focus on the item to which the resource will be allocated.

PlanView Tip!
Allocations cannot be made at a parent level.

4.

Right-click and select Resources and then Assign Resources from the pop-up menu. The Assign Resources screen displays with the Allocate tab active.

5.

Click the magnifying glass to the right of the Allocated Resource column. The Select Resources screen displays with a list of all resources to which a user is granted R/W or RO access. See the next procedure for allocating to RO resources. Once the resource name is selected, the Assign Resources screen displays again.

6.

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PlanView Tip!
Allocations can be made individually, or multiple resources can be selected. Another option is to type the known resources name directly in the Resource column. If no date and duration information is associated with the work, these fields will be blank. If these fields are blank, dates, duration, and effort will need to be added. This information must be entered to create the Allocation.

7.

Ensure the following fields are populated:

Allocation State: The state of the allocation: Denied or Approved. In either case, a notification will be sent

to the user that requested the allocation.

Start: The scheduled Start date of the work. This date will automatically populate on the Assign Resources screen if a scheduled Start date has been defined for the work itself. Changing the Start date for a resource assignment automatically affects the Finish date based on the established Duration. Finish: The scheduled Finish date of the work. This date will automatically populate on the Assign Resources screen if a scheduled Finish date has been defined for the work itself. Changing the Finish date automatically affects the Duration. Duration: The Duration is calculated based on the Start and Finish dates. Changing the Duration automatically affects the Finish date. Effort: Total amount of time needed to complete the work. This number can be entered in hours, days, weeks, and months (depending on preferences). Changing the Effort automatically affects the %. %: Amount of effort that will be exerted as a percentage of the duration. Changing the % value automatically affects the Effort.

PlanView Tip!
Time or expenses cannot be reported to allocations with a state of Denied. When a user with R/W access to a resource, permission to approve requests, and permission to allocate resources accepts or denies an allocation from within HTML pages, the state becomes Approved or Denied respectively.

The following table describes the additional columns (not described in the previous step) on the Allocate tab.
Field Actual Effort Description Amount of effort spent to date on the work, by resource Read-only field Displayed in hours, days, weeks or months, depending on user defined preferences At Complete Effort Actual Effort plus Remaining Effort. Cannot be less than Actual Effort Effort column automatically changes if At Complete Effort is changed Displayed in hours, days, weeks or months, depending on user defined preferences Actual Start The first date effort was charged to the work Read-only field Actual Finish The date the work was marked as finished Read-only field Overload % The maximum amount the resource may be overloaded on the work

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Field User ID Requirement

Description The ID of the user who created this allocation Allows for the association of an allocation to an existing resource requirement. Assists in determining if all the requirement has been allocated This information will affect the Allocated and Pending Effort fields in the header of the Find Qualified Resources screen for the requirement

8. 9.

Allocate the appropriate resources. Click OK.

PlanView Tip!
The Assign Resources screen can also be accessed from the Interactive Gantt on the Enter and Edit Work view within Manage Work.

Pop-Up Menu
Additional information and functionality are available from the pop-up menu for each allocation item.
Field Requirement Allocation Profile Add Item Display Structure Hierarchy Delete Allocation Detail Description Activates the Find Qualified Resources screen for a Requirement Displays how a resource is allocated to work Ability to add another resource to the work Displays where the resource exists in the organizations hierarchy Removes an allocation Provides historical information about an allocation, including requested, approved, and current allocation information

Allocation Profile
The allocation profile screen provides information about how the allocation effort was distributed over a specified duration. The system will automatically distribute this effort evenly, applying the same amount of effort to each working day between the start and finish dates of the allocation. However, the profile can be edited by running the resource portion of the scheduling engine or by manually changing the profile. For instance, if a resource should work on an allocation on Monday, for 3 hours, Tuesday for 4 hours, and on Friday all day; it would be necessary to build this profile manually because the system will not likely distribute it in this exact manner.

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To Edit an Allocation Profile

1. 2. 3. 4.

From the Assign Resources screen, right-click the resource name and select Allocation Profile from the popup menu. Enter the Start and Finish date for when each segment of the work should be performed by the resource. Specify the amount of effort (or percentage of the duration) to be completed during each time frame. Select the Respect This Profile option in the lower left corner. This indicates that the progressing engine should respect the manually defined profile. If this option is not selected, the progressing engine will (as is standard behavior) automatically re-structure the profile. Click OK.

5.

Requesting Allocations
To Request Allocations for Read-Only Resources

1. 2. 3. 4.

Open Manage Work. (Work

Dashboard

Action Links

Manage Work).

Create a filter that includes the resources for which a RO grant exists. From the Enter and Edit Work view within Manage Work, right-click a work item and select Resources and then Assign Resources from the pop-up menu. Click the navigation button in the Resource field and select the resources. The resource names will be added to the screen, with the state and requirement fields grayed out.

PlanView Tip!
If users select resources to which they are granted RO access or to which they have R/W access, but do not have permission to approve requests, the state of the allocation will automatically be set as Requested. When the state of an allocation is set as Requested (by the system), the description of the state displays as a link that connects the user to a Request Decision page Any user with R/W grants to the resource, permission to approve requests, and permission to allocate resources, may alter the state of the allocation regardless of its current state. A user with R/W grants to work and RO grants to resources (or R/W grants, but without permission to approve requests) will see the state column, but it displays as RO.

5. 6.

Enter schedule dates, duration, percentage, and/or effort, as necessary. Click OK. A notification will be sent to any users with R/W access to the requested resources and permission to approve requests. That user can approve or deny the allocation request.

PlanView Tip!
If a reserve was created for any parent level above the allocation level, then any allocation made will automatically decrement from the reserve amount of effort, unless the allocation that exists prior to the creation of a reservation, in which case it will not be decremented from the reserve amount.

Tolerance levels determine how far an approved allocation (dates, effort, and duration) may be extended. The ability to edit a tolerance level is only available to users with R/W access to the resource and the ability to allocate resources.

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When dates exceed the tolerance level, a notification is sent to users who are granted R/W access to the resources and have permission to approve requests and allocate resources. The state of the allocation will remain as approved, and modifications to the tolerance level only affect future actions to the allocation, not those already taken. PlanView Tip!
If you own the resource and allocate that resource, then change the allocation such that it is past the default (or manually defined) tolerance levels, no out-of-tolerance notification is sent. However, if you own the resource and, due to progressing, the allocation is moved beyond tolerance levels, you will receive a notification. To Define Tolerance Levels for an Allocation from Assign Resources

1. 2. 3. 4. 5. 6.

Open Manage Work. (Work

Dashboard

Action Links

Manage Work).

Create a filter that includes all necessary resources and the work which the tolerance will modify. Open the Enter and Edit Work view within Manage Work at the project level. Right-click the work item and select Resources and then Assign Resources from the pop-up menu. Select the Allocate tab and right-click the resource name. Select Allocation Detail from the pop-up menu. The Allocation Detail screen displays.

7.

Define the tolerance level by indicating the percent amount or the number of days that the requester may allocate the resource beyond the approved allocation amount. If both values are defined, the PlanView system will use the most restrictive value, which provides the least amount of time for the tolerance level. In other words, the system will see this as an or value and will assume tolerance has been exceeded when one or the other value is reached.

PlanView Tip!
The Allocation Detail screen also provides historical information about an allocation. This includes the requested allocation dates as well as the approved and the current allocation information.

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Reviewing Resources
You may review resource assignments. PlanView also lets you review the details of an allocation, review the status of an allocation, or approve or deny resource requests from other managers.

Reviewing Resource Assignments

To Review Resource Assignments

1. 2.

Click Resources and then any secondary tab. On the main menu, click Action Links On the main menu, click Action Links
Manage Assignments Manage Standard Work. Scheduled Assignments.

OR

If you select Scheduled Assignments and are granted only one resource, PlanView displays that resources Approved Work Schedule screen. If you are granted multiple resources, however, PlanView displays the Choose a Resource for Portal screen after you select Scheduled Assignments. If you select Manage Standard Work, PlanView displays the Summary Standard Activity Profile for Portal screen.

3.

If PlanView is displaying either the Choose a Resource for Portal screen or the Summary Standard Activity Profile for Portal screen, click the name of the resource you want to review in the screen that appears. The Approved Work Schedule screen appears.

Holding the cursor on a Task link displays a pop-up with the work description, the amount of time remaining on the allocation, and the duration of the allocation. 4. If desired, change the Timescale, Units, or Work Displayed. To do so, click and then make a selection from the menu that appears. You can change the Timescale to Weeks, Months, or Years. You can change the Units setting to be displayed as Effort (Hours, Days, Weeks, or FTEs) or Duration (Hours, Days, or Weeks). You can change the Work Displayed setting to Approved, Requested, or All assigned. 5. 6. 7. If desired, change the screens Sort Order. You may sort by Work (WBS order), Start date, Finish date, Duration, or Remain (indicates the remaining effort). If desired, view the resources reported time on a project (work item). To do so click on the items time period link (1 and 0.5 in the above figure) displayed to the left of the work item. Click Numerical Work Schedule, to display the work as numerical data. next to the relevant option

316

Reviewing an Allocations Details

You may review the details of an allocation through either the Manage Standard Work command or the Graphical Profile Summary portlet.
To Review Details of an Allocation Using the Manage Standard Work Command

1. 2.

Click Resources and then any secondary tab. On the main menu, click Action Links
Manage Standard Work.

PlanView displays a Summary Standard Activity Profile screen. 3. Click the name of the resource you want to review. An Approved Work Schedule screen similar to the following figure appears.

4.

Click next to the Task link of the appropriate work item. Then select Allocation Detail from the menu that appears. PlanView displays an Allocation detail screen similar to the following figure.

The Allocation detail screens graph shows the amount of time reported, and the amount of time remaining on the allocation. You may view a resources contact information by clicking that resources link in the Allocated Resource section.

317

To Review Details of an Allocation Using the Graphical Profile Summary Portlet

1. 2. 3. 4.

Display the Graphical Profile Summary portlet by clicking Resources In the portlet, click Resources. The Resource Summary screen appears.

Utilization.

Click the name of the resource for which you want to obtain details. PlanView displays the Approved Work Schedule screen. Click next to the Task link of the appropriate work item. Then select Allocation Detail from the menu that appears. PlanView displays an Allocation Detail screen similar to the following figure. The screens graph shows the amount of time reported, and the amount of time remaining on the allocation. You may view a resources contact information by clicking that resources link in the Allocated Resource section.

Reviewing Allocation Status

To Review Allocation Status

1. 2.

Click Resources

Utilization.

Open the Approved Work Schedule screen by clicking the desired resource name in the Resource Utilization portlet, Free Capacity portlet, or the Overloaded Resources portlet. You can also open the Approved Work Schedule screen from the Graphical Summary Profile portlet.

3. 4.

Click next to the desired work item and select Allocation Status. PlanView displays the Reported Time screen for the work item. Review the actual and remaining efforts for this allocation based on time reported by the resource.

318

Approving or Denying Requested Allocations

To Approve or Deny Requested Allocations

1. 2.

Click Resources

Utilization.

Open the Approved Work Schedule screen by clicking the desired resource name in the Resource Utilization portlet, Free Capacity portlet, or the Overloaded Resources portlet. You can also open the Approved Work Schedule screen from the Graphical Summary Profile portlet. Approved allocations display as a green bar on the graph. Requested allocations display in light green.

3. 4.

To restrict the display to requested allocations only, click Requested from the menu that appears.

next to Work Displayed. Then select

Click next to the work item for which you want to approve or deny requested allocations. In the menu that appears, select Update Allocation to display the Update Allocation screen so you can respond to the allocation request (i.e. deny, accept, accept with changes, etc.).
Resource: the name of the requested resource. Substitute With: select another resource if you want to substitute the current one with another resource. Start Date: the beginning date of the allocation (not necessarily the scheduled start date of the work item). Finish Date: the ending date of the allocation (not necessarily the scheduled finish date of the work item) Effort: the amount of allocated effort in hours. Tolerance Percent and Tolerance Days: how much the allocated amount can vary from the requested

amount 5. 6. Click Allocation Detail for further information about the allocation. Take one of the following actions: If the allocation request will be denied, enter Remarks to explain the action and click Deny. A screen is displayed a notification that the allocation has been denied. Make any needed modifications to the allocation and click Accept to accept the request as modified. Remarks can be used to explain or clarify the changes. A screen displays a notification that the allocation has been accepted.

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Allocating and Requirements

Requirements are used to define resource needs at a high level, usually in the scoping phase of a projects life cycle. It is possible to allocate resources based on a requirement either without searching on the requirement criteria or after a search has been conducted PlanView Tip!
When allocating directly against a requirement, the requirement and allocation must exist at the same level of the WBS in order to have allocated effort automatically decremented from a requirement.

Allocate on Requirements without Searching

If it is time to assign resources based on the defined requirements and it is not necessary to search the database to know which resource meets the requirement, resources can be allocated directly to the requirement. This causes the allocated amount of effort to be decremented from the effort specified in the requirement.
To Allocate Resources Against a Requirement, without Searching

1.

Open the Assign Resources screen for an activity. There are three ways to see which requirements have been established for work. With focus on the Resource field, right-click and select the Requirement option. The Find Qualified Resources screen displays, allowing for the selection of a specific requirement. With focus on the Resource field, select a resource. If more than one Requirement exists, the Select Requirement screen displays, allowing for the selection of a specific requirement.

2.

Scroll to the right of the Assign Resources screen and click in the Requirement field and click the down arrow to access the list of requirements.

Select the appropriate requirement and click OK.

PlanView Tip!
The Direct option in the Requirement column and on the Select Requirement screen allows the flexibility to allocate resources to work without impacting defined requirements.

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Business Rules for Assigning Resources to a Work Requirement via Find Qualified Resources Screen
There is a global option, set by the PlanView Administrator, to determine if the system should enforce work grants when a resource manager attempts to fill a work requirement.

If the option is set to No, any user with permission to approve requests for a resource may create a reserve or allocation from a requirement or update a reserve or allocation for a granted resource, regardless of the users work grant. If the option is set to Yes, a resource manager must have R/W access to the work as well as permission to approve requests for a resource in order to create a reserve or allocation from a requirement or update a reserve or allocation for a granted resource.

PlanView Tip!
The user will need at least a R/O grant to access the work item in Manage Work.

Allocating Resources from Search Results

If a user has R/W grants to the resources and the requirement was defined at the lowest available level of the work breakdown structure, resources can be allocated to work based on the search results for a given requirement. This will cause the allocated amount of effort to be decremented from the amount of effort specified in the requirement.
To Allocate on Search Results

1. 2. 3. 4.

Perform the search for qualified resources. The Results screen displays the resource names that meet the criteria: Select the resources that will be allocated to the work. The Add to Allocations button will become active in the lower center of the screen. Click Add to Allocations. The Assign Resources screen displays. Allocate the resource for the appropriate amount of effort from the Allocate tab. Ensure the populated information is correct or adjust accordingly. The Start, Finish, Duration, Effort, and % columns should automatically populate with the information entered as part of the requirement. If the scheduled dates were used, then they will agree with the header information on the Assign Resources screen. If user-defined dates were used, PlanView uses those values to populate the Assign Resources screen.

5. 6.

Click OK. Repeat the process for additional allocation assignments as necessary.

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Business Rules for Assigning Resources to a Work Requirement via Assign Resources Tab
There is a global option, set by the PlanView Administrator, to determine if the system should enforce work grants when a resource manager attempts to fill a work requirement.

If the option is set to No, any user with permission to approve requests for a resource may create a reserve or allocation from a requirement or update a reserve or allocation for a granted resource, regardless of the users work grant. If the option is set to Yes, a resource manager must have read/ write access to the work as well as permission to approve requests for a resource in order to create a reserve or allocation from a requirement or update a reserve or allocation for a granted resource.

PlanView Tip!
The user will need at least a R/O grant to access the work item in Manage Work.

Deleting an Allocation
After an allocation is made to a resource, it may be necessary to delete that allocation.
To Delete an Allocation

1.

From the Assign Resources screen, right-click the allocation and select Delete. The information on the entire line will be deleted.

PlanView Tip!
Allocations cannot be deleted once a resource has added the work item to a timesheet. However, any remaining hours of effort for the allocation can be zeroed out if the allocation is no longer necessary after time has been reported.

Include Finished Allocations

By default, only resources that still have remaining effort will be listed on the Allocate tab of the Assign Resources screen. Resources who have completed their portion of the work will not display unless the Include Finished Allocations option is selected.
To Review Finished Allocations

1. 2.

Select the Include Finished Allocations option in the lower center of the screen. Any resources that have completed their portion of the work displays as RO. Click OK.

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Include Outside Filter Allocations

By default, the Assign Resources screen will display only allocations for resources that are included in the filter. You may, however, view all allocations regardless of how the filter is defined by using the Include Outside Filter Allocations option.
To Review Allocations Outside the Current Filter

1. 2.

Open the Assign Resources screen. Select the Include Outside Filter Allocations option in the lower right corner of the screen of the allocate tab.

PlanView Tip!
When the assign resources screen is accessed from the interactive Gantt, the option is labeled Include Outside Gantt & Filter Allocations.

Reviewing Your Resource Allocations

A quick way to review which resource has been allocated to work is to use the Show Resources screen.
To Access the Show Resources Screen

1. 2. 3.

Open Manage Work: (Work

Dashboard

Action Links

Manage Work).

From the Manage Work screen, right-click the work item and select Resources and then Show
Resources from the pop-up menu.

Click Close to close the Show Resources window when finished.

PlanView Tip!
This option is not available for a support ticket; however, it is available for the work with which a support ticket is associated.

Column Descriptions
The following table describes the columns on the Show Resources screen.
Field Title Work ID Sequence ID Description Description Description of the selected work ID associated with the project of the selected work Internal structure code for the selected work The name of each allocated resource will be listed as RO with individual start and finish dates, actual and remaining effort as well as the total effort Scheduled start date for the work

Start

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Field Finish Actual Remaining Total

Description Scheduled finish date for the work Actual effort reported to the work Remaining effort for the work Actual plus the Remaining effort for the work

Authorizing Resources
When the type of work, the necessary resources, and amount of effort in completing the work are all known, an allocation can be used to assign a resource to the work and schedule the resources time. However, it is not always possible to predict the type of work that will occur and the amount of effort that will be involved in completing the work. To better plan in the future, it is important to understand how all of a resources time is being used, including work that cannot be planned in advance. For this reason, PlanView provides the ability to capture actual effort for planned and unplanned work. When considering work that cannot be planned in advance, an item can be inserted into the database (such as Support work) with no detail associated with it. Then, resources can be given permission to report time to the work as it is performed. This permission is given through the use of authorizations.

Business Rules for Authorizations

Authorizations can be used on both project and support ticket work depending on the nature of the work. An authorization is not the same as an allocation and does not require a start/finish date. Because the resources time is not being scheduled in advance, authorizations: will not display on the Gantt chart, do not subtract from the resources available time, and are not considered by the scheduling engine when optimizing a resource schedule.

A user can authorize other individuals to a work item provided that the user has R/W access to the work.

PlanView Tip!
See the chart at the beginning of this chapter for a comparison of the allocation and authorization features. To Authorize a Resource to Work

1. 2.

Open Manage Work: (Work

Dashboard

Action Links

Manage Work).

Open the Enter and Edit Work view within Manage Work for the work item, right-click and s select Resources and then Assign Resources from the pop-up menu. The Assign Resources screen displays.

324

3.

The Assign Resources screen includes tabs for Allocate and Authorize. Select the Authorize tab. The Authorizations portion of the Assign Resources screen displays.

4. 5. 6. 7.

Click the magnifying glass for a list of resources. A list of resources to which the user has R/W access displays. Highlight the names of the resources being authorized to the work. Use the CTRL key to select multiple resources. Click OK when finished selecting resources. The Assign Resources screen displays with the authorized resources listed. Click OK.

PlanView Tip!
Authorizations can be made individually, or multiple resources can be selected. Another option is to type in the known resources name directly in the Resource column. A Start and Finish date for which the authorization is effective may be entered, but it is optional. If the fields are deactivated, then there is no date restriction when resources can charge time to the work items. These default to match the scheduled dates of the work item. Calendars can be selected by clicking on the down arrow to select alternate dates. Authorizations can be made at or below the primary planning level (PPL usually Project) of the WBS, or at any level of the Organization Structure (OBS). If an authorization is made at a parent level, all children will inherit that authorization. To Review Authorizations from a Resource Portfolio

1. 2.

Click Resources. On the main menu, click Action Links

Manage Assignments Authorizations.

If you are granted to only one resource, the Authorizations screen is displayed instead of the Choose a Resource from Portal screen.

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3.

If you are prompted to choose a resource, select the resource name. If you are granted to multiple resources, PlanView displays the Choose a Resource from Portal screen to prompt you to select a resource name. Click the name of the resource you want to update. The Authorizations screen for that resource is displayed.

4.

To view details about an item, click its link.

PlanView Tip!
Resources can also use standard activities to report time to non-project events such as sick leave. This helps to explain how a resources time was spent if scheduled project work was not performed. See the Track and Approve Time and Expenses Guide for instructions on reporting time to standard activities.

Resource Standard Activities

A standard activity is any non-project work that reduces the amount of time a resource can spend on project work. Events such as training, meetings, or jury duty, or vacation can be classified as standard activities. It is important to assign such standard activities to resources when they become known so the resources available time can be represented accurately. This helps to ensure that project plans are defined with realistic resource schedule information. PlanView tracks two types of standard activities:

Fixed: Used to block off time for a set duration. Incomplete work slips to the following period. Time can be entered as percentage or fixed effort values. Examples: training, certification courses. Percentage: Used to block off a percentage of a resources day or week, but not carry over to the next time period if not used. Time can be entered as a percentage. Changing Effort values alters the Percentage value. Examples: general admin, meetings, unplanned support work, and vacation.
To Create Standard Activities

1. 2.

Click Resources. On the main menu, click Action Links

Manage Standard Work.

The Summary Standard Activity Profile screen appears. 3. 4. Click Create Standard Activity Assignment. The Create Standard Activity screen appears. Click Select a resource and then select a resource name in the screen that appears. As you add information to the screen, additional fields become available. 5. 6. 7. 8. 9. Click Select a Standard Activity and then choose a standard activity in the screen that appears. Select the Type (Fixed or Percentage) of standard activity. Enter a Start Date and Finish Date to indicate when this resource will be assigned to the standard activity. If necessary, add a Remark. Click Create to save the entry. Click OK to respond to the alert that PlanView displays to inform you that the activity has been created.

326

To Review Standard Activities for a Resource

1. 2.

Click Resources. On the main menu, click Action Links

Manage Standard Work.

The Summary Standard Activity Profile screen appears. 3. 4. Click the name of the resource for which you want to review standard activities. The Approved Work Schedule screen for the selected resource is displayed. Click the Activity link of the standard activity you want to review. PlanView displays a hierarchical view of the location of the activity in the Standard activities hierarchy.

Tracking Resource Utilization

Resource utilization tracks how well your resources are being used to their optimum capacity. If resources are under-utilized, more work can be assigned to them so their skills and time are not wasted. If resources are overutilized, work schedules can be shifted or other resources assigned to help to level the workload. The Resource Utilization portlet displays a list of the resources included in your portfolio and indicates the number of hours they are scheduled to work during the specified time range. (Path: Resources Utilization) A red or green circle quickly informs you whether or not a resource is over-scheduled. The portlet displays the starting time range (specified in the portlet settings) plus five periods in the future. If resources are over utilized, other resources that are underutilized can be assigned to the work to use the resource pool more effectively. PlanView Tip!
Click the resource name to view details about the resources scheduled work. To Configure the Resource Utilization Portlets Settings

1. 2. 3. 4. 5.

Click Resources

Utilization.

On the Resource Utilization portlet, move the cursor to

Click Edit on the shortcut menu that appears. The portlets configuration screen appears. In Show Top Rows, specify the maximum number of resources you want PlanView to display in the portlet. Select the Time Increment (Month or Week) in which assignment data should display. The default is Month and Based on Current Day (todays date). If you want the display to start on a different date, enter the Custom date. Enter the Threshold percentages for the appropriate indicators: A red light is displayed in the portlet if the resources availability has reached or exceeded the minimum percentage that the resource can be Overutilized. A green light is displayed in the portlet if the resources availability is under the percentage that the resource can be Underutilized.

6.

7.

Click OK.

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When configuring the portlet, you may restore its settings back to their defaults by clicking Use Default Settings.

Managing Overloaded Resources

The Overloaded Resources portlet indicates the number of hours scheduled for a resource beyond the number of hours available for the resource. The number of resources displayed can be managed in the portlet settings screen using the following procedure.
To Configure the Overloaded Resources Portlets Settings

1. 2. 3. 4. 5.

Click Resources

Utilization.

On the Overloaded Resources portlet, move the cursor to

Click Edit on the shortcut menu that appears. The portlets configuration screen appears. In Show Top Rows, specify the maximum number of resources you want PlanView to display in the portlet. Indicate the Time Frame for which you would like to review schedule overloads for the resources. If you select Custom Dates, specify the Start Date and End Date to indicate the beginning and ending dates for which availability data should be displayed.

6.

If you want to designate the Overloaded Resources Threshold, enter the minimum percentage that a resource must be overloaded before it is represented in the portlet. For example, you may want to be notified if the resource is overloaded more than 20%. Click OK.

7.

When configuring the portlet, you may restore its settings back to their defaults by clicking Use Default Settings.

Managing Under Loaded Resources

The Free Capacity portlet allows a resource manager to identify available resources quickly and to search for work requirements for which the resource is a good match, ensuring that all resources are as fully scheduled as possible. Content can be associated with a resource from this portlet and the number of resources displayed in the portlet can be managed.
To Configure Portlet Settings

1. 2. 3. 4. 5.

Click Resources

Utilization.

On the Free Capacity portlet, move the cursor to

Click Edit on the shortcut menu that appears. The portlets configuration screen appears. In Show Top Rows, specify the maximum number of resources you want PlanView to display in the portlet. Indicate the Time Frame for which you would like to review schedule overloads for the resources. If you select Custom Dates, specify the Start Date and End Date to indicate the beginning and ending dates for which availability data should be displayed.

328

6.

If you want to designate the Free Capacity Threshold, enter the minimum percentage that a resource is under loaded before it is represented in the portlet. For example, you may want to be notified if the resource is under loaded more than 20%. Click OK.

7.

When configuring the portlet, you may restore its settings back to their defaults by clicking Use Default Settings. If your resources have a good deal of available time, you can search for work that will fit their skills.
To Search for Work for Available Resources

1. 2. 3.

Click Resources

Utilization.

In the Free Capacity portlet, click the magnifying glass icon that match those of the resource is displayed.

next to the resource. A list of requirements

Click next to the work and select either Reserve Resource to reserve the resource for future allocation, or Allocate Resource to allocate the resource directly to the work. (Reserve is always displayed. Allocate is displayed only at the leaf level.) The start and finish dates of the assignment default to those defined in the requirement.

PlanView Tip!
A resource manager must be granted R/W access to a resource and have permission to approve requests for the resource in order to search for requirements.

Business Rules for Assigning Resources to Work via Requirements

There is a global option, set by your PVA, to determine if the system should enforce work grants when a resource manager attempts to fill a work requirement. If the option is set to No, any user with permission to approve requests for a resource may create a reservation or allocation from a requirement or update a reservation or allocation for a granted resource, regardless of the users work grant. If the option is set to Yes, a resource manager must have R/W access to the work as well as permission to approve requests for a resource in order to create a reservation or allocation from a requirement or update a reservation or allocation for a granted resource.

Finding Unfilled Requirements

The Unfilled Requirements portlet displays all requirements that exist in the database where pending effort is greater than zero and the requirement has been addressed to you.
To Configure Portlet Settings

1. 2. 3. 4.

Click Resources

Planning.

On the Unfilled Requirements portlet, move the cursor to

Click Edit on the shortcut menu that appears. The Change Unfilled Requirements Portlet screen appears. In Show Top Rows, specify the maximum number of unfilled requirements you want PlanView to display in the portlet.

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5.

Click OK.
To Review Details of a Requirement

1. 2.

Click Resources

Planning.

In the Unfilled Requirements portlet, click the requirement you want to review. The Requirement Detail screen is displayed. The top portion of the screen indicates the work to which the requirement is associated. Click the work description to display further details about the work. Click the resource name to display the contact information for the resource.
Criteria: Can be any of the Resource primary or alternate structure; may include Resource, Skill, Location,

etc.; certain alternate structures may be unique to your organization.

Attribute: A defined list of options specific to the selected Criteria. Rank: An efficiency/proficiency scale; appropriate for some attributes, such as skill, but may not be

associated to all requirement criteria.

And/Or: If more than one criteria is selected for a single category, this column is used to establish boundaries for the requirement. This column combines the lines into one criterion by using standard logical rules: And = both must be met to satisfy the requirement; Or = either this criteria or the next criteria can be met to satisfy

the requirement.
Critical: If set to Yes, a returned resource must match this part of the criteria, otherwise, it is used in the search to find a match but is not considered obligatory. Total Effort: Number of hours the resources will need to expend over the duration of the work. Assigned Effort: Number of hours already allocated against the requirement. Pending Effort: Difference between the Total Effort and the Assigned Effort. Start Date: The first date on which the required resource is needed. Finish Date: The last date on which the required resource is needed.

The purple and green bars indicate the state of reservations or allocations for the each resource in the portfolio filter, including start and finish dates of each, displayed on either side of the bar. 3. 4. Review the details of the requirement. Click the link for the hours of effort to display the time reported details for the work item.

PlanView Tip!
At the bottom of the screen is a link for Unfilled Requirements not addressed to a Resource Manager. This link displays the Unfilled Requirements screen, but lists all requirements not addressed to a particular resource manager that have a pending effort greater than zero. To return to the list of requirements addressed to you, click Unfilled Requirements addressed to you.

330

To Fill a Requirement

1. 2.

Click Resources

Planning.

In the Unfilled Requirements portlet, click the attribute/rank link for the item. The Graphical Summary by Resource screen displays a list of resources in the portfolio that have the selected attribute (even resources with no availability). If Rank was used, only the resources with a matching or higher rank are displayed. Click a resource name to review individual resource profiles. The list displays all resources for which you can approve requests. Click the arrow next to the work and select either Reserve Resource to reserve the resource for future allocation, or Allocate Resource to allocate the resource directly to the work. (Reserve always is displayed. Allocate is displayed only at the leaf level.) The start and finish dates of the assignment will default to those defined in the requirement. Click the work description link to review details of the work. The assignment state will be requested, approved, beyond tolerance, or denied. If necessary, modify the Start and Finish dates, Effort, and Tolerance Percentage and Days for the reservation or allocation.

3. 4.

5.

6. 7.

Enter Remarks to explain or clarify the assignment if necessary. Click OK. Once the assignment is submitted, a notification of new reservation or allocation will be sent to the user that initiated the requirement. When a resource manager creates an allocation or reservation from this screen, the assigned value of the requirement is decremented to reflect the allocated effort.

PlanView Tip!
If a requirement is first decremented by an associated reservation, it is not decremented again when the allocation is made from that reservation.

331

Substituting Resources
Resource substitution can be performed from within a Resource portfolio if both the original and new resources exist in the portfolio.
To Substitute Resources

1. 2. 3. 4.

Click Resources. If necessary, open the Resource portfolio that includes the resources you want to substitute. For details, see the Opening Portfolios section. On the main menu, click Action Links from Portal screen.
Substitute Resources. PlanView displays the Choose a Resource

Select the name of the resource that you want to replace. You can only select from the resources to which you have a R/W grant. In the Resource portfolio, you are limited to the R/W resources included in your portfolio filter. PlanView displays a Substitute Resources screen similar to the following figure.

PlanView Tip!
If a work item has a reserve and an allocation for the selected resource, only the allocation is displayed.

5.

If necessary, view the details of each assignment by clicking the description of the work item.

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6.

Click Select a Resource. In the Choose a Substituting Resource screen that appears, select the name of the resource that is to replace the original resource. The Select Work being Substituted sections check boxes become available. PlanView also displays the work Schedule Graph for the new resource. You may use the graph to review the resources workload. In the Select Work being Substituted section, select the check box of each work item for which the new resource will be substituted in place of the existing resource. Check boxes are available at the project level or lower, depending on where the assignment exists. If you select a parent level item, PlanView automatically selects all of that parents children. You may select or clear all work item check boxes by clicking Select All Work or Clear All Work, respectively.

7.

8.

Choose OK.

PlanView Tip!
The OK button will activate once the original and new resource names and the work have been selected. If the name of the original resource is subsequently changed, the button becomes inactive again because it is then necessary to select from the revised work information for the newly selected resource. On the Allocation Detail and/or Reserve Detail screens, the new resource name will display in red text to indicate that the new resource was substituted for the original resource.

333

Requirements and Reservations (Soft-Booking)

The success of a project depends largely on the identification of appropriate team members. It is important to determine which resources are necessary and then reserve the resources time for upcoming project work. Requirements and reservations (soft booking) can be used to indicate a high-level resource need while a project is in the early stages of scoping. Requirements let you define the need for a certain amount of resource effort during a particular period of time. The resource needs are usually based on attributes such as skill or location and are usually defined at the primary planning level (PPL, usually Project) or one level lower (e.g., Phase). A requirement is a means of documenting a resource need without having the required effort decremented from a resources profile. This feature does not allow users with RO access to a resource to allocate the resource. Reserves are used to request a specific amount or resource effort during a particular period of time. Reserves have states, such as Requested, Approved, or Denied, which a user with the correct grants may change. These states allow for an approval process and help to facilitate the movement of a request through the project lifecycle. Once approved, this reservation will decrement the approved time from the resources availability. Allocations can be made against a reserved amount of time, and the reserved time will be decremented to reflect remaining amount of effort and time available to be allocated. Additionally, tolerance levels may be defined. Tolerance levels are a designation of the amount of effort, in hours or percentage of effort, than an allocation may move beyond its approved reservation of resource effort. This feature allows users with RO access to a resource to allocate the resource within a limited timeframe. Requirements and reservations are similar in some ways:

Both are created at high level of WBS, such as Project or Phase. Both are used in early stages of project, when scoping. Both assist with sharing of resources.

The following table explains the differences between a requirement and a reservation.
Requirement Will not decrement from resources availability Will not allow users with RO access to a resource to allocate the resource Reservation Will decrement from resources availability Will allow users with RO access to a resource to allocate the resource in a limited time frame for a limited amount of effort Can create without a requirement, from the Reservation tab of the Assign Resources screen Used for soft booking and sharing resources in a nonmatrix environment Will automatically deduct allocated hours from the requested hours in a reserve

Can exist without a reservation

Used for forecasting and for sharing resources in a matrix environment Will not automatically deduct allocated hours from the requested hours in a requirement. User must select to do so

The definition of resource requirements and the request and approval of soft booking reservations move a project along the path of the SMI, in which high-level resource needs are identified and approved as discussed in the Enter/Edit View section.

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Requirements and reservations may be used independently or in conjunction with one another. When to use them together or separately will depend on many factors, such as who is responsible for managing work and resources, and what task is being performed. Requirements can be used when forecasting resource needs and when sharing resources in a matrix environment. Reservations can be used to soft book a resources time and to share resources in a non-matrix environment.

Defining Resource Requirements

Within PlanView, specific requirements can be defined for work and the Search Engine can be used to find resources that meet the defined criteria. Based upon availability and permissions to those resources, the resources can be assigned to the work. PlanView Tip!
Requirements are not necessary when scheduling resources. If it is known which resources will perform the work, it is not necessary to establish a requirement. The resources can be authorized or allocated directly to the work. To Define a Resource Requirement

1. 2. 3.

Create a new filter that includes the work for which the requirement will be defined and all appropriate resources. For details, see the Creating Filters section. Open Manage Work: (Work
Dashboard Action Links Manage Work).

From the Enter/Edit Work view within Manage Work, right-click the level at which the requirement will be placed (usually project or phase) and select Resources and then Find Qualified Resources from the pop-up menu. The Find Qualified Resources screen displays.

4.

Enter the name of the Requirement by clicking the down arrow in the Requirement field and selecting (New). The Requirement name will default to Req # and a sequential number. Change the requirement name to an easily identifiable, descriptive name. This will be helpful in assigning resources later in the process.

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5.

Enter the Total Effort that is required of the resources.

Total Effort is the number of hours the resources will need to spend during the duration of the work. This is

merely a requirement and not a resource assignment. The Assigned Effort field is the number of hours already allocated or reserved against the requirement. The Pending Effort field is the difference between the Total Effort and the Assigned Effort values. 6. Use the drop-down menu next to the Addressed To field and select the user who should respond to the requirement. This causes the requirement to display in the Unfilled Requirements portlet for that user. This is not a required field.

PlanView Tip!
Only users with grants to Approve Requests for resources will be listed in the drop-down menu for the Addressed To field.

7.

Select one or more criteria for the Requirement. Click in the first blank row under the Criteria column to activate the drop-down list. Criteria can be any of the Resource primary or alternate structures. These might include Resource, Skill, Location, etc. Certain alternate structures may be unique to your organization based upon values established by your PVA.

8.

Select an Attribute associated with the criteria. The attributes will be a defined list of options specific to the selected criterion. Click the Attribute field to activate the magnifying glass. Click the magnifying glass to invoke the drop-down list.

9.

Select the efficiency Rank for the Attribute. Selecting an efficiency rank is appropriate for some attributes, such as skill, but might not be applicable to all requirement criteria. If this field remains inactive, then the efficiency rank is not available for the criterion. Click the down arrow in the Rank field next to the selected Attribute to activate a drop-down list.

10. If more than one criteria is selected for a single category, use the And/Or column to establish boundaries for the requirement. This column combines the lines into one criterion by using standard logical rules: Used when selecting two of the same criteria (Skill) with different attributes (Java versus HTML). It is set to And by default. 11. Click the down arrow in the And/Or column for the selected criteria to activate the drop-down list. Highlight And if this criterion and the next criterion must both be met to satisfy the requirement. Highlight Or if either this criterion or the next criterion can be met to satisfy the requirement.

12. Indicate if the Criteria are critical to the search results. If the Critical option is set to yes, a returned resource must match this part of the criteria. Otherwise, a match is not considered obligatory. However, it is still used in the search to find a match. By default, this option is yes. 13. Click the down arrow in the Critical field to activate the drop-down list and select a value.

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14. Ensure the Dates are set correctly. The default requirement search dates are equal to the schedule dates. You can change the requirements to different dates if the duration for the required resource is different from the scheduled dates for the entire work item. 15. To use dates other than the schedule dates of the work, select the option for User Defined Dates, and enter the desired Start, Finish, and Duration. 16. Requirements can be deleted in their entirety by selecting a specific requirement and clicking the DELETE key. 17. A single criterion can be removed from a requirement: focus on the specific criteria, right-click, and select Delete. 18. Click OK. PlanView Tip!
The remaining fields on the Find Qualified Resources screen are used to perform searches. They are not necessary when defining a Resource Requirement. The Find Qualified Resources screen may also be accessed through the Interactive Gantt available from the Enter and Edit Work view of Manage Work. When a work item is closed, the requirements on that item are also closed.

Searching for Resources

Looking for qualified resources using the Search Engine means exploring a specific portion of the database for the resources that best meet the user-defined requirement. The search will start with the staff that is readily available to a user. It can be refined until a list of possible resources is identified for a project. Only managers with a R/W grant to work can define a requirement. Managers with a R/W or RO grant to the work however, can search against an existing requirement All previously defined requirements for a work item will be available to users with a RO grant to the work. PlanView Tip!
All resources within the PlanView database are available to a user when searching based on a resource requirement. To Search for Resources in a Requirement

1. 2. 3.

Open Manage Work: (Work

Dashboard

Action Links

Manage Work).

From the Enter and Edit Work view within Manage Work, focus on the work for which a requirement has been defined. Right-click the work item and select Resources and then Find Qualified Resources. The Find Qualified Resources screen displays. This screen is used to select the Requirement resources to which work will be allocated, based on search results.

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4.

Ensure that the correct requirement is active in the screen. The following table describes each parameter.
Parameter Critical Availability Description Mark criteria as preferred but not required by de-selecting the Critical option. Consider looking for a resource that has the required criteria, but may not be available. Then, the resource can either be over-allocated, or it may be possible to reschedule some of the resources other work. Consider lowering the required proficiency for the resource attribute. Allow the resources to be over-allocated a certain percentage of time. Include resources beyond those in the current filter. Ensure that the availability mode is set to Variable rather than Even.

Strict Proficiency Allow Overload Expand Search Availability Mode

5.

Set the parameters appropriately.

For this work, if... no requirements are defined only one requirement is defined multiple requirements are defined then... requirement fields are disabled. all fields will be populated with the appropriate information.

select from the requirement drop-down list to select the appropriate requirement.

When setting dates, you need to be aware of the following information: 6. The Start, Finish, and Duration values will automatically populate based on the existing schedule information of the work. The search can be conducted with these schedule dates, or user-defined dates can be selected. If searching for requirements using schedule dates, note that the dates and duration display in the upper right corner of the screen for reference.

Click Search. The Results tab will be highlighted and a screen displays indicating which resources met the requirement criteria.
Available Resource, Avail, and Score will always display. The additional fields depend on the requirement

criteria selected.

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10

Strategic Planning

Use strategic planning to make long range, top-down strategic plans based on your organizations overall missions and objectives. Strategic planning lets you drive high-level objectives and strategies into progressively more detailed components based on financial return, resource demands (labor, financial, or both), dates, and benefits. If your organization has purchased PlanViews EPM application, you may perform strategic planning. Strategic portfolios let you perform top-down and bottom-up strategic planning along the Strategic Planning Structure (SPS). Perform strategic planning to

drive your organizations missions and objectives into more detailed strategies, programs and projects, and manage and communicate based on strategic business objectives rather than on IT projects.

When creating strategic plans, you may perform some or all of the following tasks. These tasks can be performed for each of your missions, objectives, strategies and programs.

associate the plan with one or more Work projects, generate work projects from your strategic plan enter a financial plan for your strategy, set up a schedule for the plan, create a lifecycle for the strategic plan, guide the strategic plan through a multi-stage approval process, and run the strategic plan through various scenarios to model the impacts of different funding, prioritization and scheduling decisions.

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About the Strategic Planning Structure (SPS)

PlanViews SPS consists of strategic entities located at different levels. The SPS defines the hierarchical relationship of strategic entities to one another. The SPS may be configured in a variety of ways so it can meet an organizations needs and objectives. PlanViews initial configuration of the database includes the following SPS strategic entity categories: Mission, Objective, Strategy, and Tactic. The initial configuration is based on the MOST Model for Business Strategy. If you have a premium subscription to PRISMS, you may refer to PlanViews PRISMS documentation for more information on the MOST Model. The following figure shows an example SPS hierarchy.

Figure 37 Example Hierarchy of the SPS

PlanView Tip!
This manual refers to strategic entities by their initial database categories (Mission, Objective, Strategy, and Tactic), which reflects the MOST Model for Business Strategy. Your PVA can rename these categories and specify how many different levels there are in your organizations SPS. Therefore, the strategic entity categories and levels in your organizations SPS may vary from those shown in the figure and discussed in this manual. If your PVA has reconfigured the SPS, you should know which category names in your organizations database have been changed and how many levels there are in your organizations SPS.

As discussed in the Creating Strategic Portfolios and Creating Organizational Portfolios sections, you select an investment model and define its planning level when creating Strategic or Organizational portfolios. The planning level determines the hierarchical level on which the portfolio is focused. For example:

A portfolio that evaluates a set of tactics for funding has a planning level of tactic. A portfolio that manages work entities associated with a tactic, has a planning level of project. A portfolio that evaluates whether an organization has the capacity for executing different work entities, has a planning level of project.

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You access the SPS and perform some strategic planning tasks through the Review Strategy screen, which looks similar to the following figure. The level to which PlanView expands the Review Strategy screen is the same as the planning level defined in the current portfolios investment model. For details on the screen, see the Reviewing a Strategy section.

Establishing a Strategic Plan

When establishing a strategic plan, you

identify your organizations overall missions, identify your organizations medium-to-long term objectives for a specific time period, such as a specified planning horizon (typically one to five years), develop strategies, tactics, and projects that help your organization fill its missions and meet its objectives, determine how many resources you need to commit to each objective, and calculate benefits of the objectives.

Adding Strategic Entities

Strategic entities are added to Strategic or Organizational portfolios. Adding strategic entities is based on grants and requires that your PVA has given you permission to add strategies. If you are granted to a parent, you may add strategic children to that parent. For example, you can add a Tactic to a Strategy if you are granted R/W access to that Strategy.
To Add Strategic Entities

1. 2.

Click the Strategy tab. If necessary, open the Strategic portfolio in which you want to add the Program. For details, see the Opening Portfolios section. On the main menu, click Action Links. Then select the appropriate add command. OR

On the main menu, click Action Links Review Strategy. At the bottom of the Review Strategy screen that appears, click the appropriate add command.

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PlanView Tip!
PlanView uses the planning level defined in a portfolios investment model to determine which add command is available. Therefore, Add Tactic is available if the planning level is Tactic, Add Strategy is available if the planning level is Strategy, etc. After you issue such an add command, you can add any entity (tactic, strategy, etc.) to the structure levels to which you are granted..

PlanView displays a screen similar to the following figure. The screens title corresponds to the name of the command you selected. The Org Capacity Approval and Strategic Approval are RO fields that identity the strategic entitys investment status structures. As discussed in the About PlanViews Investment Status Structures section, each investment status structure corresponds to a different approval stage gate, and a fields value indicates the investment status at the relevant gate.

3. 4.

In the Strategic Parent field, click . Then use the Data Picker that appears to select the strategic entitys parent. You may select a parent at any non-leaf level to which you have a R/W grant. Click OK. PlanView renames the screen relevant to the type of parent you selected. Suppose you select an Objective as the parent. In that case, PlanView will rename the Add Program screen to Add Strategy, and a link to the selected parent will be displayed in the Strategic Parent field.

5. 6.

Enter a Name. Define target dates, which are the requestor desired dates. You enter Target Start and a Target Finish by clicking the appropriate calendar button ( ) and selecting the desired dates. The calendar is based on the Enterprise Calendar your PVA defined. You may remove a target date by clicking the button displayed next to that date.

7.

If appropriate, select the Enable Lifecycles check box to begin a lifecycle process. This option can be set only if the entity is at or below the minimum strategic lifecycle level, which is defined by your PVA. The minimum strategic lifecycle level defines the highest level where strategic lifecycles can be used. If appropriate, select the appropriate Child Lifecycles check box to specify whether you want to enable or require child lifecycles for the strategic entity you are adding. This will not be available on the lowest level of the strategic planning structure (as in the example above).

8.

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9.

If lifecycles are enabled on the Program, click Lifecycle Administrator. In the Select Lifecycle Administrator window that appears, select the person who you want to manage the Programs lifecycles, and then click OK.

10. Click OK. PlanView Tip!

You may also add strategic entities from another strategic entitys detail screen. For more information, see the Updating Strategic Entities section.

Reviewing a Strategy
You may display the following information about a strategy by reviewing one:

the hierarchy of your organizations SPS, the status of strategic entities and investments, the lifecycle stages of any strategic entities that are included in a lifecycle, and the planned dates and committed dates of strategic entities, A strategic entitys planned dates indicate the remaining part of the strategy. Planned dates are always either equal to or after the planning period. A strategic entitys committed dates indicate a period of the strategy that either has already occurred or will occur, regardless of any future strategic planning decisions made.
To Review a Strategy

1. 2.

Click the Strategy tab. If necessary, open the Strategic portfolio in which you want to review a strategy. For details, see the Opening Portfolios section. On the main menu, click Action Links similar to the following figure. Review Strategy. PlanView displays a Review Strategy screen

The level to which PlanView expands the Review Strategy screen is the same as the planning level defined in the current portfolios investment model. The planning level also determines the name of the add command located at the bottom of the screen. Therefore, Add Tactic is available if the planning level is Tactic, Add Strategy is available if the planning level is Strategy, etc.

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The following table describes the Review Strategy screens fields.

Item Description Description Provides a hierarchical view of the Strategic Planning Structure. The screen includes the strategic entities to which you have access. You expand and collapse items in this field by clicking + and respectively. Clicking a strategic entitys link or button provides access to a menu that lets you display details about the entity. The menu may also include a link to the strategic entitys schedule and the Delete command. PlanView uses the following rules to determine whether these options are available: A schedule link is available for all levels that are at or below the minimum strategic scheduling level (defined by PVA). In business terms, your organization decides how far up the SPS to roll scheduling information. The link is available from that level down. The Delete command is available for any entity without children, without any financial planning data, and not associated to any projects.

Status Lifecycle Stage Strategic Approval

Indicates a strategic entitys status. Indicates where a given strategic entity is in its lifecycle. Displays each investments status (Accept, Conditional, Analyze, or Refuse). This field reflects data of the investment status structure associated with the current portfolios investment model. PlanView supports multiple investment status structures. Each investment status structure corresponds to a different approval stage gate. This field is available only if PlanView is configured to display it.

Start

Indicates a strategic entitys planned or committed start date. Committed dates are displayed in parenthesis. For projects, displays the projects actual or scheduled start date. Actual dates are displayed in parenthesis.

Finish

Indicates a strategic entitys planned or committed finish date. Committed dates are displayed in parenthesis. For projects, displays the projects actual or scheduled finish date. Actual dates are displayed in parenthesis. Click to display a strategic entity or projects lifecycle. This field appears only if the strategic or work entity has a lifecycle. Clicking this button displays strategic financial planning data. The screen in which PlanView displays this information depends on whether the given strategic entity has children. If an entity has children, PlanView displays strategic financial planning data in the Financial Summary screen. If an entity does not have children, PlanView displays strategic financial planning data in the Financial Detail screen. You have access to an entitys strategic financial plan if your PVA enabled you to review such information. Click to display the Strategy Schedule Detail screen, which provides a hierarchical view of a strategic plans planned, committed and work schedule and actual dates.

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Item

Description Click to manage a strategic entitys content, as discussed in Managing Content.

Updating Strategic Entities

You may make changes to strategic entities.
To Update Strategic Entities

1. 2. 3.

Click the Strategy tab. If necessary, open the Strategic portfolio in which you want to add a strategic entity. For details, see the Opening Portfolios section. On the main menu, click Action Links Review Strategy.

In the Description field of the Review Strategy screen that PlanView displays, click the link or button of the strategic entity you want to update. PlanView displays a menu similar to the one in the following figure.

4.

Select the detail command to display a detail screen similar to the following figure. The name and sections of this screen depend on the type of strategic entity you are updating.

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5.

For each section you want to update, take the following actions: In the section you want to modify, click Update. PlanView displays the sections relevant update screen. Enter data as you do when creating the strategic entity. Click OK.

PlanView Tip!
If you have R/W grants to a strategic entity, you can use the add command displayed at the bottom of the screen to add a child to the current entity. The name of the add command corresponds to the strategic entitys child level. Therefore, the Add Strategy command is available on the Objective Detail screen, Add Tactic is available on the Strategy Detail screen, etc. On the Tactic Detail screen there is an Add Work command. This command does not let you add anything to the SPS, but you may use it to add work to the database. The created work will automatically be associated to the given tactic.

Deleting Strategic Entities

You may make delete a strategic entity that does not have children, has no financial planning data, and is not associated with any projects. 1. 2. 3. Click the Strategy tab. If necessary, open the Strategic portfolio in which you want to add a strategic entity. For details, see the Opening Portfolios section. On the main menu, click Action Links Review Strategy. button of

In the Description field of the Review Strategy screen that PlanView displays, click the link or the strategic entity you want to update.

PlanView displays a menu similar to the one in the following figure. The Delete command is not available if the strategic entity has children or is associated with a project.

4. 5.

Click Delete. Click OK to respond to the verification prompt PlanView displays.

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Reviewing or Updating a Strategic Entitys Lifecycles

If a strategic entity has a lifecycle, you can review a flowchart of that entitys lifecycle or update the lifecycles model. While doing so, you may review the status of any process within that lifecycle. To have a lifecycle

your PVA enabled lifecycles for the relevant level of the Strategic Planning Structure (set in Global Options), and the specific strategic entity must have lifecycle enabled (set on the entitys Detail screen).
To Review a Strategic Entitys Lifecycle

1. 2.

Click the Strategy tab. If necessary, open the Strategic portfolio that includes the appropriate strategic entity. For details, see the Opening Portfolios section. On the main menu, click Action Links Review Strategy.

A Review Strategy screen appears. For details on this screen, see the About the Strategic Planning Structure (SPS) section. 3. Click for the strategic entity for which you want to review lifecycle information.

PlanView displays a Review Lifecycle screen similar to the following figure. A green Active box identifies active segments.

PlanView Tip!
You may also display the Review Lifecycle screen by clicking in a strategic entitys Detail screen.

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4.

If you want to update the lifecycle model or review the lifecycles status, click Display Templates and Segments. PlanView displays an Edit Lifecycle screen similar to the following figure. Green check marks ( ) identify any Completed Steps and the process that is Currently Active.

If a lifecycle model has been defined to use with strategic entitles that match the current entitys lifecycle status, you may update the lifecycle model. To do so, click update and click OK in response to the prompt that appears. Then select a model and click OK. If you want to review a specific segment of the lifecycle process, click the appropriate segment link. When you finish reviewing the segment, click Display Templates and Segments to return to the original Edit Lifecycle screen.

Including Financial Data in a Strategic Plan

When developing a strategic plan, you typically want to include information about the finances that are necessary for the plan. This helps you determine how much a plan costs, how money is allocated to the plans various programs and resources, and whether you have enough funds to implement and complete your plan. You may enter financial data into any unlocked strategic plan either manually or through an existing financial model.

Creating or Editing Strategic Financial Plans

If your PVA has given you the necessary permissions, you may create new strategic financial plans or edit unlocked financial plans.
To Create or Edit Strategic Financial Plans

1. 2.

Click Strategy. If necessary, open the Strategic portfolio in which you want to create or edit a financial plan. For details, see the Opening Portfolios section. On the main menu, click Action Links Review Strategy.

A Review Strategy screen appears. For details on this screen, see the About the Strategic Planning Structure (SPS) section. 3. Click the entitys Financial Management icon click the name of the entity. . If the Financial Management Summary screen appears,

PlanView displays the entitys Financial Detail screen. 4. Click Actions

Enter/Edit Financial Plan.

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5.

If all necessary accounts are not displayed, change templates or add accounts to the current template by choosing Actions Add/Delete Accounts and entering values for each account. While making your entries, you may total values and save data without closing the Enter/Edit Financial Plan screen by clicking Update.

6.

When you finish making your entries, click OK.

For more information on editing financial information, see the Financial Management chapter.

Displaying a Strategic Entitys Financial Plan

To Display a Financial Plan

1. 2.

Click Strategy. If necessary, open the strategic entitys Strategic portfolio. For details, see the Opening Portfolios section. On the main menu, click Action Links Review Strategy.

A Review Strategy screen appears. For details on this screen, see the About the Strategic Planning Structure (SPS) section. 3. Click the strategic entitys Financial Management icon .

The screen that appears depends on whether the entity has children. If the entity does not have children, PlanView displays a Financial Management Summary screen. If the entity does have children, PlanView displays the Financial Detail screen. Examples of each screen follow. The following figure is an example of the Financial Management Summary screen. The screen reflects the financial data of the current portfolios strategic entities. The information is for the accounts specified in the financial model and version that the portfolio is using.

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The following figure is an example of the Financial Detail screen.

For more information, see the Financial Management chapter.

Reloading Work Financials into Strategic Planning

You may reload a projects financial planning data into a strategic financial plan.
To Reload Work Financials into Strategic Planning

1. 2.

Click Strategy. If necessary, open the Strategic portfolio in which you want to create or edit a financial plan. For details, see the Opening Portfolios section. On the main menu, click Action Links Review Strategy.

A Review Strategy screen appears. For details on this screen, see the About the Strategic Planning Structure (SPS) section. 3. 4. Click the Financial Management icon Click Actions
Reload Work Financials.

of the project from which you want to load financial data.

Reloading work financials summarizes the projects detailed financial plan into a summarized strategic financial plan based on mappings defined by your PVA. The summarized work financials lets you perform bottom-up strategic planning between Strategies, Tactics and work. For information, see the Financial Management Guide.

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Scheduling a Strategic Plan

Strategic Schedules and Milestones let your organization define the timeframes and key dates on Strategies and Tactics. Strategic timeframes are defined by committed and planned dates. Committed dates define the portion of the strategy that either has already occurred or will occur, regardless of any future strategic planning decisions made. Planned dates define the remaining portion of a strategy. Planned dates are always either equal to or after the planning period. Your organizations Strategic Planning Period defines when strategic planning starts and separates committed dates from planned dates. All data before the Strategic Planning Period is committed. All data after the planning period is still being planned and hence can be modified through strategic planning. The Strategic Planning Period is always in the future, often three to six months from the current date. PlanView tracks the Strategic Planning Period in months.

Reviewing Strategic Planning Schedules

Review or adjust schedules if you want to determine the

Committed or planned dates of a strategic entity. Committed dates are fixed and can only be reviewed. They are set during the Enterprise commitment process, which is performed by your PVA. An entitys planned start and finish dates indicate the remaining portion of a strategy. Planned dates are always either equal to or after the planning period. Planned dates are set through the investment analysis process.

Target dates of a strategic entity. An entitys target start and finish dates indicate when the person requesting the strategy would like the strategy to begin and end. An entitys target dates are set when the entity is created. These dates can be modified when you update the entity.

Actual or schedule start and finish dates of work associated with a strategic entity. Actual and schedule dates roll-up to strategies from their associated work. They provide a comparison to highlight variances between the strategic planned dates and the underlying work schedules.

Target dates and committed or planned dates of a strategic plans milestones. A milestones target dates identify when the person requesting the milestones would like the milestones to occur. A milestones target dates are set when the milestone is created. You may modify a milestones target dates when you update the milestone or review the milestones schedule. A milestones committed dates indicate when a milestone has occurred. A milestones planned dates indicate when remaining milestones are to occur. Planned dates are set during the investment analysis process.

Length of time between the start and finish dates displayed in the scheduling information. Differences between the start and finish dates displayed in the scheduling information.
To Review a Strategic Entitys Scheduling Information

1. 2.

Click the Strategy tab. If necessary, open the Strategic portfolio that includes the strategic entity for which you want to review schedule information. For details, see the Opening Portfolios section. On the main menu, click Action Links
Review Strategy.

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3.

In the Review Strategy screen that PlanView displays, click the appropriate strategic entity link or its relevant button. From the menu that appears, select the schedule option to display a Schedule screen similar to the following figure.

The option and screen names reflect the level of the selected strategic entity. For example, the option and screen names are Tactic Schedule if you are displaying schedule information for a tactic, but they are Strategy Schedule if you are displaying schedule information for a strategy, and so on. PlanView Tip!
PlanView displays committed dates and actual dates in parenthesis. It also displays negative variances in red.

A strategic entitys Schedule screen includes the following sections: Strategic Planning Structure, Dates, and Milestones. Tables discussing each section follow. As summarized in the following table, the Strategic Planning Structure section provides information about a strategic entitys committed or planned dates.
Field Strategic Planning Structure Description Identifies the name and type of the current strategic entity. You may click to expand the display within the Strategic Planning Structure, which provides you with a view of the entitys hierarchical location. Start Indicates the strategic entitys committed start date if it exists. Otherwise, this field indicates the strategic entitys planned start date. Indicates the strategic entitys committed finish date if it exists. Otherwise, this field indicates the strategic entitys planned finish date.

Finish

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As summarized in the following table, the Dates section provides information about a strategic entitys committed or planned dates, its target dates, and the scheduled or actual dates of work associated with the strategic entity
Field Committed/Planned Description Start Indicates the strategic entitys committed start date if it exists. Otherwise, this field indicates the strategic entitys planned start date. Indicates the strategic entitys committed finish date if it exists. Otherwise, this field indicates the strategic entitys planned finish date. Indicates the difference between the Committed/Planned Start and Committed/Planned Finish dates. Indicates the strategic entitys target start date. Indicates the strategic entitys target finish date. Indicates the difference between the Target Finish date and the Committed/Planned Finish date. Indicates the difference between the Target Start and Target Finish dates. Indicates the earliest actual start date or scheduled start date for the work associated with the strategy. The actual start date is the date on which time was first reported for the work. PlanView displays the works actual start date if it exists. Otherwise, PlanView displays the works scheduled start date. Finish Indicates the latest actual finish date or scheduled finish date for the work associated with the strategy. The schedule finish date is the date a work item is planned to finish. The actual finish date is the date on which the work item was marked as finished. PlanView displays the works actual finish date if it exists. Otherwise, PlanView displays the works scheduled finish date. Finish Variance Indicates the difference between the Work Schedule/Actual Finish date and the Committed/Planned Finish date. Indicates the difference between the Work Schedule/Actual Start and Work Schedule/Actual Finish dates.

Finish

Duration

Target

Start Finish Finish Variance

Duration

Work Schedule/Actual

Start

Duration

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The Milestones section provides the scheduling information described in the following table. The milestone links in this section let you review details about milestones, as discussed in the Reviewing Milestones of a Strategic or Organizational Portfolio section. For details on the Milestones sections buttons, see the Deleting Strategic Milestones section.
Field Target Committed/Planned Description Indicates the milestones target date. Indicates the milestones committed date if it exists. Otherwise, this field indicates the milestones planned date. Indicates the difference between the milestones Target date and the milestones Committed/Planned date.

Target Variance

PlanView Tip!
You may also display a strategic entitys Schedule screen by clicking the Schedule option in the entitys detail screen.

Refreshing a Strategic Entitys Work Schedule Information

Refresh a strategic entitys scheduling information if you want to update the entitys work schedule and actual dates.
To Refresh a Strategic Entitys Work Schedule and Actual Dates

1. 2. 3. 4.

Click Strategy. If necessary, open the Strategic portfolio that includes the strategic entity for which you want to update scheduling data. For details, see the Opening Portfolios section. From the main menu, click Action Links
Review Strategy.

In the Review Strategy screen that appears, click the Schedule Detail icon for which you are updating scheduling data. Click Refresh Work Schedule/Actual Dates to refresh the dates.

relevant to the strategic entity

The work schedule and actual dates are rolled-up from the projects to the Strategic Planning Structure based on the strategy-work associations.

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Creating Strategic Milestones

Strategic milestones support top-down planning by enabling you to define key future dates before schedules are set and more detailed planning begins. By creating milestones on strategic entities, you can define key dates and deadlines before detailing out tactics and projects. Create a milestone for each major step of your strategic plan. You may create milestones for strategic plans on which you have R/W grants.
To Create Strategic Milestones

1. 2.

Click the Strategy tab. If necessary, open a Strategic portfolio associated with the strategic plan for which you want to create a milestone. For details, see the Opening Portfolios section. On the main menu, click Action Links Review Strategy.

A Review Strategy screen appears. For details on this screen, see the About the Strategic Planning Structure (SPS) section. 3. Click the strategic entitys link or its relevant button. From the menu that appears, select the schedule option to display a Schedule screen similar to the following figure. For details on this screen, see the Reviewing Strategic Planning section.

4. 5. 6. 7.

Click Create Milestone. In the Create Milestone screen that appears, enter a Description. Enter a Target Date by clicking Error! Hyperlink reference not valid. and then selecting a date in the screen that appears. Click OK. The milestone is added to the Schedule screens Milestones section.

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Updating Strategic Milestones

Update strategic milestones to reflect changes. You may add or delete strategic milestones if your PVA has given you R/W grants to strategic entities and also enabled the Modify Strategic Attributes permission.
To Update Strategic Milestones

1. 2. 3.

Click the Strategy tab. If necessary, open a Strategic portfolio associated with the strategic plan for which you want to create a milestone. For details, see the Opening Portfolios section. On the main menu, click Action Links Review Strategy.

In the Review Strategy screen that appears, click the link or button relevant to the strategic entity associated with the milestone you want to update. From the menu that appears, select the schedule option (such as Tactic Schedule or Strategy Schedule) to display the strategic entitys Schedule screen. In the Schedule screen that appears, click the link of the milestone you want to update. PlanView displays the Update Milestone screen. If necessary, edit the milestones Description. If necessary, change the milestones Target Date by clicking Error! Hyperlink reference not valid. and then selecting a new date in the screen that appears. Click OK.

4. 5. 6. 7.

Deleting Strategic Milestones

You may delete strategic milestones.
To Delete Strategic Milestones

1. 2. 3.

Click the Strategy tab. If necessary, open a Strategic portfolio associated with the strategic plan in which you want to delete a milestone. For details, see the Opening Portfolios section. On the main menu. click Action Links Review Strategy.

In the Review Strategy screen that appears, click the link or button relevant to the strategic entity associated with the milestone you want to delete. From the menu that appears, select the schedule option (such as Tactic Schedule or Strategy Schedule) to display the strategic entitys Schedule screen. In the Milestones section of the screen, click the milestones relevant delete button ( ). PlanView deletes the milestone.

4.

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Associating Work with Strategic Entities

You may associate projects with multiple strategic entities. By linking strategic entities with projects, you can tie strategic plans to work execution. Projects are associated with strategic entities by percentages. Projects are associated with the Strategic Planning Structures lowest level (often referred to as Tactic or Program). You need a grant to the project to associate it with a strategic entity. Investment analysis supports shared decision making across the strategic entities associated with a project. For details, see the Shared Approval section.
To Associate Work with Strategic Entities

1.

Click Strategy. Click Organization.

OR

2. 3.

If necessary, open the portfolio to which you want to associate work. For details, see the Opening Portfolios section. On the main menu, click Action Links Review Strategy.

A Review Strategy screen appears. For details on this screen, see the About the Strategic Planning Structure (SPS) section. 4. Click Associate Work. PlanView displays an Associate Work screen similar to the following figure. The screen lists projects that you may associate with a strategic entity. You may make a selection from the Work Status menu to control whether PlanView displays all such projects or only those projects that are active.

Only projects that are not already associated with a strategic entity are listed. You may search for a project by specifying whether you want to Search By the projects work ID or description, entering one or more letters of the projects work ID or description, and then clicking . 5. In the Project column, click next to the project you want to associate with a strategic entity.

PlanView displays the Associated Strategies screen, which lists strategies associated with the project, indicates the association's percentage, identifies who made the association, and indicates when the association was made. 6. 7. Click Add Associated Strategy. Then use the Data Picker that appears to specify the strategic entity you want to associate with the project. Repeat this step for each entity you want to associate with the project. Enter the desired percentage in each entity's Associated Percentages field. The total of all the associations must add up to 100 percent.

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8. 9.

Click OK. PlanView displays the selected projects in the Strategic Planning Structure section. Click Strategy.

PlanView Tip!
PlanView includes the Associate Work option on the detail screen of any strategic entity available at the lowest level of the Strategic Planning Structure. Therefore, you can also associate work from a strategic entitys Detail screen or the Work Detail screen.

You may review a project's associations in the Associated Strategies screen by clicking Detail screen.

in the project's Work

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11

Organizational Planning

Organizational planning is the evaluation of strategic plans based on an organizations capacity to deliver. Delivery capacity may be in terms of financials (such as Organizational Funding) or resource capacity (such as Organizational Resource Capacity). Capacity can be defined through the creation of organizational financial plans and the direct calculation of resource capacity. Organizational portfolios let you compare strategic plans to organizational resources, which are typically financial or human. Perform organizational planning to

determine if you have enough resources and finances to complete your organizations future objectives, and calculate and base your organizations capacity planning on the actual financial and resource capacity of your organization.

If your organization has purchased PlanViews EPM application, your PlanView software supports organizational planning.

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Reviewing the Capacity of Your Organizations Resources

Organizational resources are a set of resources that share a common organizational planning level and (optionally) a given resource attribute, such as Role, Skill or Location. Organizational resources are used in organizational planning to perform capacity planning. You may review the capacity of each organizational resource within an Organizational portfolios planning horizon.
To Review the Capacity of Your Organizations Resources

1. 2.

Click Organization. If necessary, open the Organizational portfolio associated with the resources you want to review. For details, see the Opening Portfolios section. From the main menu, click Action Links
Review Organization.

PlanView displays a Review Organization screen similar to the following figure. The screen provides information about the capacity of each organizational resource within the current portfolios planning horizon.

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The following table describes the Review Organization screens fields.

Item Description Capacity Description Provides a hierarchical view of a portfolios Organizational Breakdown Structure. Displays the calculated capacity of an Organizational portfolios resources within the planning horizon. If PlanView is configured for FTEs, data is shown in days. Click to display the relevant Financial Summary screen. You have access to this feature only if your PVA enabled you to review organizational financial plan information. Click to manage a resources content, as discussed in the Managing Content through the Review Content Screen section.

Refreshing Organizational Capacity

Refreshing the organizational capacity calculates the capacity of each organizational resource by summarizing the underlying named resources capacities based upon their specific calendars.
To Refresh Organizational Capacity

1. 2.

Click the Strategy tab. If necessary, open the appropriate Organizational portfolio associated with the resources for which you want to refresh capacity. For details, see the Opening Portfolios section. On the main menu, click Action Links Review Organization.

PlanView display a Review Organization screen. The screen displays information about the capacity of each organizational resource within the portfolios planning horizon. For details on the screen, see the Reviewing the Capacity of Your Organizations Resources section. 3. Click Refresh Organizational Capacity. Your PVA can also refresh the organizational capacity. Warning!
Depending on the size of the portfolio, refreshing the organizational capacity may take some time.

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Key Differences of Strategic Planning and Organizational Planning

Strategic planning and organizational planning help you determine if your organization has enough funding and resources for the business it performs. In PlanView, strategic planning and organizational planning differ from one another as described in the following table.
Strategic Planning Lets you perform top-down planning to drive high-level objectives and strategies into progressively more detailed components based on resource demands, dates, and the realization of benefits. Portfolios are divided by your organizations deliverables and objectives. The plan spans across organizational boundaries and so is not based on divisions, departments, etc. Helps you make decisions based on the planned investments and actual investments it takes to meet your organizations objectives. Organizational Planning Lets you evaluate strategic plans based on your organizations capacity to deliver, such as how much effort and money it will take to meet your organizations objectives. Portfolios are typically divided by department or division. This lets an organizational unit focus on those programs or projects for which they are supplying resources. Helps you make decisions based on the capacity and demands on a set of resources (human or financial). Human resources share a common organizational planning level and may share an attribute, such as role, skill, or location. Obtains capacity data from the Resource structure. The resource capacity is compared with either financial planning data in the SPS or the working budgets of work items in the WBS.

All work rolls up into a strategic plan. PlanView rolls up financial planning data directly from the SPS. It also rolls up data indirectly from the working budgets of WBS work items associated with SPS strategic entities.

Reviewing Work
Each organizational investment model uses either the strategic planning hierarchy or the WBS hierarchy. (Strategic investment models always use the strategic planning hierarchy). If a given Organizational portfolio is associated with a model that uses the Strategic Planning Structure, there will be a Review Strategy link. If a given Organizational portfolio is associated with a model that uses the WBS hierarchy, there will be a Review Work link.
To Review a Strategy

1. 2.

Click Organization. If necessary, open the Organizational portfolio associated with the strategy you want to review. For details, see the Opening Portfolios section. On the main menu, click Action Links Review Strategy. For details on the Review Strategy screen that appears, see the Reviewing a Strategy section.
To Review Work

1. 2.

Click Organization. If necessary, open the Organizational portfolio that includes the project you want to review. For details, see the Opening Portfolios section. On the main menu, click Action Links
Review Work.

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3.

PlanView displays a screen similar to the following figure. The screen provides a hierarchical view of the work in the current portfolio.

The following table describes the Review Work screens fields.

Item Description Description Provides a hierarchical view of the WBS. PlanView automatically expands this view, but you may collapse items in this field by clicking . Clicking a strategic entity or projects link or button provides access to a menu that lets you display details and schedule information. Work Status Lifecycle Stage Strategic Approval Indicates a projects status. Indicates where a given strategic entity is in its lifecycle. Displays each investments status (Accept, Conditional, Analyze, or Refuse). This field reflects data of the investment status structure associated with the current portfolios investment model. Indicates the works scheduled start date. Actual dates are displayed in parenthesis. Finish Indicates the works scheduled finish date. Actual dates are displayed in parenthesis. Click to display the projects lifecycle. This item is displayed only if work lifecycles are on. Click to display a projects work financial information in the Financial Detail screen. You have access to this feature only if your PVA enabled you to review work financial information. Click to display the Schedule Detail screen, which includes information about the projects work schedule and actual dates. Click to manage project content, as discussed in Managing Content.

Start

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12

Investment Analysis

You perform investment analysis to determine whether an investment should be approved. When performing investment analysis in PlanView, you may run scenarios to model different sets of organizational planning or strategic planning decisions. Running scenarios help you review the cost and benefits of different financial, resource, and schedule decisions. You may create a different mix of approved investments in each scenario for comparison. You can then review the different scenarios before approving an investment opportunity as an investment. This chapter provides an overview of investment analysis and discusses working with scenarios. It then discusses performing investment analysis, which includes information on how to make specific decisions within a scenario.

Investment Analysis Overview

Not all requested strategies and work are approved for execution. Careful analysis of each request and how it meets your organizations strategic goals, budget, and other factors is crucial to ensure that good use is made of your organizations time and resources. Investment analysis determines if a proposed investment (such as a requested strategy or project) should become an approved investment. Investment analysis includes ranking all investments in the portfolio, based on definable scoring measurements that can be grouped and sorted to determine the benefit, cost, and risk criteria for an investment. This analysis aids in making decisions about which set of investments best meets the organizations investment and strategic goals. Once the investment set is defined, users can review it and update it as necessary. PlanViews Strategic and Organizational portfolios provide an interface through which investment analysis occurs. If your PVA gives you the Use EPM permission, you can create a Strategic or Organizational portfolio. When creating a portfolio, users define a filter to identify which investments to include, determine the portfolio owner, and associate a strategic Investment Model. With the Modify Investment Decisions feature, you can model different investment decisions, including investment status, priority and schedule. With the Define Portfolio Targets feature, you can set target levels for measurements (based on the Strategic Investment Model).

Strategic Master Data

Master Data is the underlying strategic and organizational data that serves as a central place for capturing and sharing enterprise plans. Investment analysis data is loaded from Master Data. Master Data is shared across all portfolios and contains the official record that all scenarios share. Investment analysis summarizes this data and is captured as a snapshot so that you can make certain specific investment and scheduling decisions.

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A Strategic or Organizational investment analysis provides a sandbox or what-if environment for modeling different combinations of investment and scheduling decisions. To support this, each Strategic or Organizational investment analysis provides you with a snapshot of data that lets you analyze your investments. This snapshot is taken when a Strategic or Organizational portfolio is first created, and then on demand through the Update Scenario action. The snapshot contains the following components:
Investments: The specific investments available for analysis is built when the portfolio is created. It is

refreshed each time the scenario is updated.

Investment Status: The investment status of each investment is copied from the Master Data when the

portfolio or a new scenario is created. Unless specified, it is not refreshed each time the scenario is updated or when a scenario is copied.
Priority: The priority of each investment is copied from the Master Data when the portfolio or a new scenario

is created. It is not refreshed each time the scenario is updated. (This value is only copied when the portfolio is using an Investment Model with the Use Priority option enabled).
Investment Measurements: The associated measurements for each investment are built when the portfolio is

created and refreshed each time the scenario is updated.

Investment Attributes: The associated attributes for each investment are built when the portfolio is created

and refreshed each time the scenario is updated.

Investment Notes: The associated notes for each investment are built when the portfolio is created and

refreshed each time the scenario is updated.

Investment Metrics: The associated metrics for each investment are calculated when the portfolio is created

and refreshed each time the scenario is updated. As opposed to this snapshot of the data, Master Data refers to the data in the standard PlanView central database that is copied when the portfolio is created or a relevant scenario is updated. You update strategic master data as discussed in the Strategic Planning and Organizational Planning chapters.

About PlanViews Investment Status Structures

PlanView supports multiple investment status structures. Each investment status structure corresponds to a different approval stage gate. An investment status structure can apply to one or more strategic entities. For example, an organization may define separate investment status structures for Strategic Approval and Organizational Capacity Approval. During the different stages of a strategic plan, the status of investments changes. The following table describes PlanViews investment status values.
Status Pending Description Indicates the investment opportunity has been identified; however, the business case has not been completed. The opportunity is not ready to be considered. Investments with this status will NOT be displayed in the Investment Analysis portions of a Strategic or Organizational portfolio. Indicates the investment opportunity has been identified and the business case prepared. The opportunity can be considered; however, no final investment decision has been made. Indicates the investment opportunity has gone through the investment analysis process, and your organization has chosen to proceed with the investment. Indicates the investment has gone through the investment analysis process and been accepted under certain scheduling conditions.

Analyze

Accept

Conditional

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Status Refuse

Description Indicates the investment opportunity has gone through the investment analysis process, and your organization has chosen not to accept it. Indicates the investment opportunity went through the investment analysis process, and your organization originally refused to accept it. The opportunity has been revised and should be reconsidered.

Resubmit

Business Rules for Investment Status

There are a number of key business rules on investment status:

New investments are created with a default investment status of Pending. PlanView does not display investments that are Pending in investment analysis. PlanView displays only investments with a status of Analyze, Accept, Refuse, or Resubmit. You can change an investments status to Accept from the Rank Investments, Measurement Profile, Schedule Investments, and Investment Detail screens within the portfolio. If an investments status is Resubmit, PlanView includes it in the Analysis section of the Rank Investments screen.

In addition, certain rules for investment status differ based on whether lifecycles are enabled.

If Lifecycles are not enabled, you can use the Strategy Detail screen or Work Detail screen to change the status from Pending to Analyze (to indicate the investment is ready to be considered), Analyze to Pending (to withdraw the investment from consideration), Refuse to Resubmit (to propose reconsidering the investment), and Resubmit to Refuse (to withdraw an investment from consideration). the changes listed above are handled through lifecycle steps, and Investment Status is a read only field on the Strategy Detail and Work Detail screens.

If Lifecycles are enabled

As discussed in the Business Rules for Shared Approval section, there are business rules for PlanView's shared approval feature that impact investment status.

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Shared Approval
In some cases, a given investment analysis approval decision is shared among multiple groups or entities. If your PVA has enabled shared approval, each investment owner may make an independent investment analysis decision and then combine the distinct decisions into an overall investment analysis decision.

Business Rules for Shared Approval

There are a number of key business rules on shared approval:

When the overall investment status is ready for investment analysis, the overall investment status is changed from Pending to Analyze. At this time, all Pending shared values are changed to Analyze as well. An overall decision is not determined until all shared approval decisions have been made. As a result, an investment will remain in a status of Analyze until all shared approval values have been set to Accept, Conditional or Refuse. The overall decision only becomes Accept when all shared approval decisions are Accept. The overall decision becomes Conditional when at least one approval value is Conditional and all other values are Accept or Conditional. The overall decision only becomes Refuse when all shared approval decisions are Refuse. When a conflict occurs, the overall investment status is set to Repropose. A conflict is defined as when at least one shared approval value is Refuse and at least one shared approval value is Accept or Conditional. The conflict is only recognized once all shared approval values have been set to Accept, Conditional, or Refuse. When the overall status is Repropose, you may either revise and resubmit the investment or withdraw it from consideration. To resubmit an investment, change the overall approval status to Resubmit. If you do so, PlanView sets all shared values that were Refuse to Resubmit as well. Values that are Accept or Conditional are not changed. If lifecycles are enabled, this change is controlled by the lifecycle. If lifecycles are disabled, this can be done manually. To withdraw the investment, change the overall approval status to Refuse. If you do so, PlanView sets all Shared values to Refuse as well. This manual change is allowed regardless of whether lifecycles are enabled.

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Investment Analysis Scenarios

A scenario is a snapshot taken when a portfolio is created. A scenario includes data based on the investment model associated with the scenarios portfolio. A scenario has data about both specific investments and scenario-level summary information useful for evaluating the impact of different investment decisions. Scenarios are a tool useful for modeling different sets of organizational planning or strategic planning decisions. PlanView lets you run different scenarios on a strategic plan so that you may review the cost and benefits of different financial, resource, and schedule decisions. A Strategic or Organizational portfolio can have multiple scenarios. This lets you create a different mix of approved investments in each scenario for comparison. You can then review the different scenarios before approving an investment opportunity as an investment. Each scenario of a portfolio stores the following data:

measurements for the entire portfolio, attribute weights, investment analysis attributes for all investments in the portfolio, a scenario number, a list of investments that met portfolio filter criteria at the time the scenario was created, and the name of the user who created the scenario, and the date on which it was created.

Scenario data is stored in the PlanView database in tables separate from the active PlanView data, thereby allowing you to

model investment decisions in a what-if environment, and lock data to capture the inputs used to make decisions once those decisions are made.

Before final investment decisions are made it may be necessary to update a scenario from time to time to ensure that it includes all the investments that currently meet the portfolio definition, as well as updated investment and target data such as costs and risks. During investment analysis, you may need to

create scenarios by adding new ones or duplicating existing ones, delete a scenario, change to a different scenario, review a scenario, edit a scenario, compare scenarios, update scenarios, promote scenarios, and lock or unlock scenario.

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While creating, editing, or promoting scenarios, you may mark any given scenario as a portfolios

Baseline Scenario, which is the scenario that is considered the portfolios desired plan. PlanView measures performance and captures trends by comparing other scenarios with the Baseline Scenario. A Baseline Scenario is typically locked and is often set at the end of the annual planning cycle. Active Plan Scenario, which is the scenario that is considered the portfolios plan. A portfolios Active Plan Scenario is used as the source for information when PlanView captures historical data.

A portfolio can have only one Active Plan Scenario and one Baseline Scenario at a time. The same scenario may be marked as the portfolios Active Plan Scenario and Baseline Scenario.

Creating Scenarios
PlanView automatically creates a portfolios first scenario when the portfolio is created. You may, however, add more scenarios to a portfolio by either creating a new scenario or copying an existing one. When a scenario is created, it uses the investments within the portfolio.

Creating New Scenarios

When a new scenario is created, PlanView updates the scenario to capture a new snapshot of the investments. This update includes loading the investment status and priority from the Master Data. PlanView Tip!
The following procedure discusses creating new scenarios from the Maintain Scenarios screen. You can also create scenarios by clicking Scenario Create New in the Rank Investments, Measurement Summary, Measurement Profile, or Scenario Detail screens. To Create a New Scenario

1.

Click Strategy. Click Organization.

OR

2. 3. 4.

If necessary, open the portfolio in which you want to create the scenario. For details, see the Opening Portfolios section. On the main menu, click Scenario
Review Scenarios. Create New.

In the Scenario Detail screen that appears, click Scenario

PlanView displays a Create New Scenario screen similar to the following figure. The Investment Model field is RO and identifies the scenarios Investment Model, which is the one currently being used in your portfolio.

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5.

Configure the scenario you want to create by defining options as described in the following table.
Description Enter a descriptive title for the scenario. Select this check box to set the scenario as the portfolios Active Plan Scenario, which is the scenario that is considered the portfolios plan. Only one scenario in a portfolio may be marked as the Active Plan Scenario.

Option Description Active Plan

Baseline

Select this check box to set the scenario as the Baseline Scenario, which is the scenario that is considered the desired plan for the portfolio. PlanView measures performance and captures trends by comparing other scenarios with the Baseline Scenario. Only one scenario in a portfolio may be marked as the Baseline. The Baseline Scenario is typically locked.

Locked Discount Rate

Select this check box to lock the scenario, or clear the check box to unlock the scenario. If the Investment Model is set to use a scenario-specific discount rate, enter the appropriate discount rate. This field is RO if the Investment Model is configured to always use a global discount rate.

6.

Click OK. PlanView creates the new scenario and loads all data, including each investments current Investment Status and Priority from the Master Data.

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Copying Scenarios
You may create a scenario by copying the current scenario. Copying a scenario duplicates all values from an existing scenario, including its Measurement Targets, specific Investment Status, and Priority values. Copying a scenario, however, does not update the scenario with a new snapshot of the investments.
To Copy a Scenario

1. 2. 3. 4.

Click Strategy. If necessary, switch to the scenario you want to copy. For details, see the Changing Scenarios section. On the main menu, click Scenario
Review Scenario. Copy.

In the Review Scenario screen that appears, click Scenario

PlanView displays a Copy Scenario screen similar to the following figure. The Investment Model field is RO and identifies the scenarios Investment Model, which is the one currently being used in your portfolio.

5.

Configure the scenario you want to create by defining options as described in the following table.
Description Enter a descriptive title for the scenario. Select this check box to set the scenario as the portfolios Active Plan Scenario, which is the scenario that is considered the portfolios plan. Only one scenario in a portfolio may be marked as the Active Plan Scenario.

Option Description Active Plan

Baseline

Select this check box to set the scenario as the Baseline Scenario, which is the scenario that is considered the portfolios desired plan. Only one scenario in a portfolio may be marked as the Baseline Scenario. The Baseline Scenario is typically locked.

Locked

Select this check box to lock the scenario, or clear the check box to unlock the scenario.

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Option Discount Rate

Description If the Investment Model is set to use a scenario-specific discount rate, enter the appropriate discount rate. This field is RO if the Investment Model is configured to always use a global discount rate.

Load Target on Update

Select this check box to configure PlanView to automatically load Measurement Targets when the scenario is updated. Defines which strategic or organizational entitys financial plan to load. The screen includes this option if PlanView is to load targets from a financial plan (based on the definition in the investment model)

Target Financial Plan Source

Target Financial Version

Defines which financial version for the entity identified above to load. (The financial model is defined in the investment model.) The screen includes this option if PlanView is to load targets from a financial plan (based on the definition in the investment model).

Investment Financial Version

Defines which financial version to load for investment data. The financial model is defined in the investment model.

6.

Click OK. PlanView copies the scenario by duplicating data from the original scenario, including its Measurement Targets, specific Investment Status, and Priority values. PlanView does not automatically update the scenario with a new snapshot of the investments, but once the new scenario is created you may do so manually as discussed in the Updating a Scenario section.

Deleting a Scenario
You can delete unlocked scenarios.
To Delete a Scenario

1.

Click Strategy. Click Organization.

OR

2. 3.

From the main menu, click Scenario

Maintain Scenarios.

In the Maintain Scenarios screen that appears, select the check box of the scenario you want to delete. You may delete only one scenario at a time. If a scenario is locked, that scenarios entry includes the lock icon ( ).

4.

Click Delete.

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Defining a Scenarios Scoring Attribute Weights

On a scenario, portfolio measurements define the percentages used for scoring. PlanView uses these percentages to calculate the investment score of each investment. When you update the attribute weights for the scenario, PlanView recalculates the scores for all investments.
To Define a Scenarios Scoring Attribute Weights

1.

Click Strategy. Click Organization.

OR

2. 3. 4.

If necessary, open the Strategic or Organizational portfolio in which you want to define measurements. For details, see the Opening Portfolios section. On the main menu, click Scenario
Review Scenario.

In the Scenario Detail screen that appears, click Portfolio Measurements. PlanView displays a Portfolio Measurements screen similar to the following figure. The screen indicates the weight of each scoring attribute. It also identifies the value of each target measurement. For time-phased measurements, you may click a target measurement's name if you want to enter the measurement targets by time period.

PlanView Tip!
You may also display the Portfolio Measurements screen by clicking Measurement Targets in the Rank Investments screen.

5. 6. 7.

Specify the Weight that each Scoring Attribute will have in priority calculations. If desired, enter any Notes in the spaces provided. Click OK.

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Changing Scenarios
You may quickly change from one scenario to another.
To Change Scenarios

1.

Click Strategy. Click Organization.

OR

2. 3.

On the main menu, click Scenario

Change Scenario.

Select the scenario to which you want to switch.

Reviewing a Scenarios Details

Review details to display a scenario's

basic information measurement summary, and metric summary.

To Review a Scenarios Details

1.

Click Strategy. Click Organization.

OR

2.

On the main menu, click Scenario to the following figure.

Review Scenario. PlanView displays a Scenario Detail screen similar

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The following table describes the items available on the Scenario Detail screens toolbar.
Item Scenario Description This drop-down menus commands let you change scenarios, or copy, create, edit, lock, unlock, promote, or update a scenario. Opens the Portfolio Measurements screen, which lets you specify the weight for each of the scoring attributes as discussed in the Defining a Scenarios Scoring Attribute Weights section. Opens the Define Targets screen, which lets you enter target data over time. For details, see the Manually Setting Targets on Time-Phased Measurements section. Opens the Review Investment Decisions screen, which displays the proposed investment decisions (status, priority, and planning dates) and compares that information with the current Master Data of the scenarios investments. For details, see the Comparing Master Data with a Specific Scenarios Data section.

Portfolio Measurements

Define Targets

Investment Decisions

The following table describes the fields of the Scenario Detail screens Basic section. You may modify this information as discussed in the Editing Scenarios section.
Field Name Description This drop-down menus commands let you change scenarios, or copy, create, edit, lock, unlock, promote, or update a scenario. Indicates whether the scenario is designated as the portfolios Active Plan Scenario, which is described in the Investment Analysis Scenarios section. Only one scenario in a portfolio may be marked as the Active Plan Scenario. Baseline Indicates whether the scenario is designated as the Baseline Scenario, which is described in the Investment Analysis Scenarios section. Only one scenario in a portfolio may be marked as the Baseline Scenario. The Baseline Scenario is typically locked. Locked Planning Horizon Start Indicates whether the scenario is locked or unlocked. Start period of the Planning Horizon. A planning horizon lets your organization select the portfolios time span. When performing investments analysis, PlanView displays only data within the horizon. Any costs and benefits data before or after the planning horizon are excluded from investments analysis. No data before the Planning Horizon Start will be loaded. Planning Period Indicates the period when Strategic Planning starts. All data before the Strategic Planning Period is committed. All data after the planning period is still being planned and hence can be modified through investment analysis. When an investment is refused, only measurements from the planning period forward are removed from the totals (measurements before the planning period are considered sunk costs). A strategic entitys planned dates are always either equal to or after the planning period. The planning period is captured each time the scenario is updated.

Active Plan

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Field Planning Horizon Finish

Description Finish period of the Planning Horizon. A planning horizon lets your organization select the portfolios time span. When performing investments analysis, PlanView displays only data within the horizon. Any costs and benefits data before or after the planning horizon are excluded from investments analysis. No data after the Planning Horizon Finish will be loaded.

Created Last Updated Last Promoted Historical

Indicates when the scenario was created. Indicates the last time the scenario was updated. Indicates the last time the scenario was promoted. Indicates whether your PVA created the scenario to capture Enterprise history.

The Measurements Summary section provides investment analysis information for each of the portfolios measurements. The Metric Summary section provides investment analysis information for the current portfolios metrics. The following table describes the fields of the Measurements Summary and Metric Summary sections.
Field Target Committed/Accepted Description Shows the capacity for a given measurement or metric. Shows the total for the given measurement or metric of all investments with a status of Accepted or Conditional. Shows the variance between the Target and Committed/Accepted columns. Shows the total for the given measurement or metric of all investments with a status of Analyze.

Difference Analysis

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Comparing Scenarios
You may create multiple scenarios to model different sets of investment decisions and then compare them. By default, PlanView displays data about the current scenario and the most recently promoted scenario. You may, however, specify which scenarios you want to compare. PlanView can display scenario comparisons as either a table or a graphic.

Comparing Scenarios in a Table Format

To Compare Scenarios and Display the Comparison as a Table

1.

Click Strategy. Click Organization.

OR

2. 3.

If necessary, open the portfolio associated with the scenarios you want to compare. For details, see the Opening Portfolios section. On the main menu, click Scenario
Compare Scenarios.

OR

On the main menu, click Scenario Maintain Scenarios. In the Maintain Scenario screen that appears, select the check boxes of the scenarios you want to compare and then click Compare. PlanView displays a Compare Scenarios screen similar to the following figure. The screen includes measurement and investment data for different scenarios (such as Version 1 and Version 2 in the example screen). The measurement data PlanView displays for a scenario includes the scenarios Measurement Targets and the rolled-up measurement total for all of the scenarios Committed/Accepted investments. The screens investment data for a scenario includes the status of its Accepted Investments and Investments in Analysis.

You may review details (such as target measurements) by clicking the link of a specific scenario (such as
Version 1). You may review details about a specific investment by clicking the investments link in the

Accepted Investments or Investments in Analysis sections.

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4. 5. 6. 7.

If you want to add another scenario to the screen, click Add Scenario and select the desired scenario. If you want to remove a scenario from the screen, click Remove Scenario and select the scenario you want to remove. If you want to change the order of the scenarios, click Rearrange Scenarios. In the Configure Compare Scenarios screen that appears, use the up or down arrow to change the order of the scenarios. Then click OK. Compare the information for each scenario.

Comparing Scenarios in a Graphic Format

PlanView Tip!
The following procedure assumes that PlanView is configured to display the Attributes by Scenario, Measurements by Scenario, and Scenario Valuation portlets. For details on adding these portlets, see the Defining Content of Tabs and the User Menu section. To Compare Scenarios and Display the Comparison as Graphics

1.

Click Strategy. Click Organization.

OR

2. 3.

If necessary, open the portfolio associated with the scenarios you want to compare. For details, see the Opening Portfolios section. Click the Scenarios secondary tab. PlanView displays portlets similar to the following figure. As discussed in the Configuring the Scenarios Tabs Portlets section, you may define the attributes, measurements, and scenarios for each portlet.

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The following table describes each portlet.

Portlet Attributes by Scenario Measurements by Scenario Scenario Valuation Description Compares the attribute scores for the accepted investments in each scenario. Compares the measurement totals for the accepted investments in each scenario Compares the time-phased cost-benefit profiles for the accepted investments in each scenario. PlanView displays this portlet only if the Investment Model is time-phased.

Configuring the Scenarios Tabs Portlets

You may configure the portlets displayed on the Scenarios secondary tab. Do so if you want to

specify the scenarios the portlets provide information about, define which measurements the portlets include define which attributes the portlets include, or control the displaying of the portlets legends.
To Configure Portlets Displayed on the Scenarios Tab

1.

Click Strategy

Scenarios. Scenarios.

OR

Click Organization 2. 3. 4. 5. 6. 7.

If necessary, open the portfolio for which you want to configure the portlet. For details, see the Opening Portfolios section. On the portlet you want to configure, move the cursor to .

Click Edit on the shortcut menu that appears. PlanView displays the portlets configuration screen. Select the attributes, scenarios, and measurements you want PlanView to display data for in the portlet. Clicking Use default selects the portlets default options. Specify whether you want the portlets legend to be displayed, and if so whether you want it displayed below or to the right of the portlets graph. Click OK.

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Editing Scenarios
Edit a scenario to

change the scenarios description, establish the scenario as the portfolios Active Plan Scenario, establish the scenario as the portfolios Baseline Scenario, lock or unlock the scenario, set the scenarios discount rate, configure PlanView to load Measurement Targets when the scenario is updated, and select the financial plan and investments you want to associate with the scenario.
To Edit Scenarios

1.

Click Strategy. Click Organization.

OR

2. 3. 4.

If necessary, open the portfolio associated with the scenario you want to edit. For details, see the Opening Portfolios section. On the main menu, click Scenario Click Scenario
Edit. Review Scenario. PlanView displays the Scenario Detail screen.

OR

In the upper right of the Scenario Detail screens Basics section, click update (available for unlocked scenarios) or detail (available for locked scenarios). PlanView displays an Edit Scenario screen similar to the following figure.

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5.

Edit the screens options as described in the following table.

Description Enter a descriptive title for the scenario. Select this check box to set the scenario as the portfolios Active Plan Scenario, which is described in the Investment Analysis Scenarios section. Only one scenario in a portfolio may be marked as the Active Plan Scenario.

Option Description Active Plan

Baseline

Select this check box to set the scenario as the Baseline Scenario, which is described in the Investment Analysis Scenarios section. Only one scenario in a portfolio may be marked as the Baseline Scenario. The Baseline Scenario is typically locked.

Locked

Select this check box to lock a scenario, or clear the check box to unlock a scenario. If the investment model is set to use a scenario-specific discount rate, enter the appropriate discount rate. This field is RO if the investment model is configured to always use a global discount rate.

Discount Rate

Load Target on Update

Select this check box to configure PlanView to automatically load Measurement Targets when the scenario is updated. Displays when loading targets from a financial plan (based on definition in investment model) Defines which strategic or organizational entitys financial plan to load

Target Financial Plan Source

Target Financial Version

Displays when loading targets from a financial plan (based on definition in investment model) Defines which financial version for the entity identified above to load. (The financial model is defined in the investment model.)

Investment Financial Version

Defines which financial version to load for investment data. (The financial model is defined in the investment model.)

6.

Click OK.

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Updating a Scenario
A scenarios data is stored in the PlanView database in separate tables from the active PlanView data. Therefore, it may be necessary to update a scenario from time to time to ensure that it includes all the investments that currently meet the portfolio definition. You can update one scenario at a time. When you update a scenario, PlanView

updates all attributes, measurements, measurement groups, metrics, and notes for each investment, deletes investments from the scenario that no longer meet the portfolio filter criteria, and adds all new investments that now meet the filter criteria but were not previously in the scenario.

Updating a scenario does not update the investment decisions (investment status, priority, and planned dates) for the investments that existed in the scenario prior to the update unless the investments status is changed from Refused to Resubmit in the Master Data. These settings can be overwritten with the Refresh Status and Priority and Refresh Planned Dates options. Selecting these options resets the scenarios investment decisions to those found in the Master Data. PlanView Tip!
The following procedure discusses updating scenarios from the main menu. You may, however, update scenarios by using the Scenario menu available on the Rank Investments, Measurement Summary, Measurement Profile and Schedule Investments screens. To Update a Scenario

1.

Click Strategy. Click Organization.

OR

2. 3. 4. 5.

If necessary, open the portfolio associated with the scenario you want to update. For details, see the Opening Portfolios section From the main menu, click Scenario Change. In the Change Scenario screen that appears, select the name of the scenario you want to update. From the main menu, click Scenario
Update.

In the Update Scenario screen that appears, select the appropriate load options. The following table describes these options.
Description

Field Load Targets

Determines whether to reload the scenarios measurement targets from the Target Financial Plan, the Organizational Resource Capacity feature, or both.
You define which Strategic or Organizational Financial Plan you want to load for targets in the Edit Scenario screen, as discussed in the Editing Scenario section.

Refresh Status and Priority

Overwrites the scenarios investment decisions for status and priority and resets them to the values in the Master Data. Overwrites the scenarios investment decisions for the planned start and finish dates by resetting them to the values in the Master Data.

Refresh Planned Dates

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6.

Click OK.

Promoting a Scenario
When you change the status of an investment, the data is saved only in the current scenario (rather than the Master Data). Promoting a scenario finalizes a set of investment decisions within a scenario and communicates them back to the Master Data. Promoting a scenario updates the investment status, priority, and planned dates within a strategic plans Master Data. After you decide which scenario provides the best value to your organization, you promote a scenario. You do so to finalize a set of investment decisions within a scenario and communicate them back to the central strategic planning data. Promoting a scenario copies scenario data to the Mater Data and communicates the investment decisions of the scenario throughout your organization. When you promote a scenario, PlanView copies the investment status and priority for each investment from the specific scenario back to the Master Data. Promotion may also update planned, target or requested dates for the investments, based on your choices. As summarized in the following table, which investments PlanView updates depend on whether you are promoting a scenario at the project level or the strategic-entity level. While promoting a scenario, you can set options that designate that the scenario should also be marked as the baseline for performance monitoring, considered the active plan, and locked to prevent changes.
When Promoting at the Planning Level of

PlanView Updates Requested dates The promotion will set the requested dates for all investments with a status of Accepted or Conditional.

Projects

Strategic entity

Either target dates or planned dates

If updating target dates, the promotion will update target dates for all investments with a status of Accepted or Conditional. If updating planned dates, the promotion will update the planned start and finish for all investments with a status of Accepted or Conditional, and any investment that currently has strategic planned dates in the Master Data (to provide data integrity). The strategic child of any such investment will also be updated.

The strategic child of any updated investment that already has planned dates will also be updated. Planned dates can only be updated if the scenarios planning period matches the overall Enterprise planning period.

Depending on PlanViews configuration, a promotion can also trigger lifecycle events that

send notifications to users who have proposed investments that have been accepted so that your organization can begin executing work, direct your organizations resources toward the funded investments, or send notifications to users who have proposed investments that have been refused so those users can either rework their proposals or begin making alternate plans.

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PlanView Tip!
The following procedure discusses promoting scenarios from the Scenario Detail screen. You can also promote scenarios by clicking Scenario Promote in the Rank Investments, Measurement Summary, Measurement Profile, and Schedule Investments screens. To Promote Scenarios

1.

Click Strategy. Click Organization.

OR

2. 3. 4.

If necessary, open the portfolio associated with the scenario you want to promote. For details, see the Opening Portfolios section. On the main menu, click Scenario
Review Scenario. PlanView displays the Scenario Detail screen. Promote. PlanView displays a Promote Scenario

In the Scenario Detail screens toolbar, click Scenario screen similar to the following figure.

The following table describes the Promote Scenario screens options.

Option Mark As Active Plan Description

Sets this promoted scenario as the portfolios new Active Plan Scenario. For a description of this type of scenario, see the Investment Analysis Scenarios section. Only one scenario in a portfolio may be marked as the Active Plan Scenario.

Mark As Baseline

Sets this promoted scenario as the Baseline Scenario for the portfolio. For a description of this type of scenario, see the Investment Analysis Scenarios section. Only one scenario in a portfolio may be marked as the Baseline Scenario. The Baseline Scenario is typically locked.

Lock Scenario

Prevents other users from making changes to the scenario.

It is advisable to lock scenarios marked as Baseline Scenarios.

Dates to Set

Lets you set dates on the promotion or to opt not to set any dates. This option is available if the current Investment Model supports schedule shifting. When evaluating strategies, you can set either Target Dates or Planned Dates. When evaluating projects, you can set only Requested Dates.

5. 6.

Select the Mark as Baseline and Lock Scenario check boxes if they are not currently selected. Set other options as appropriate.

384

7.

Click OK.

Maintaining Scenarios
You may maintain a portfolios scenarios by using the Maintain Scenarios screen to compare scenarios, create new scenarios, and delete scenarios. Although these tasks may also be done from other screens, the Maintain Scenarios screen lets you quickly use one screen to perform the tasks for one scenario after another.
To Maintain Scenarios

1.

Click Strategy. Click Organization.

OR

2. 3.

If necessary, open the portfolio associated with the scenarios you want to maintain. For details, see the Opening Portfolios section. On the main menu, click Scenario similar to the following figure.
Maintain Scenarios. PlanView displays a Maintain Scenarios screen

The following table describes the Maintain Scenarios screens fields. You may display the contact information for the user.
Field Scenario Description Lists the scenarios within the current portfolio. Clicking a scenarios link in this field displays the Scenario Detail screen. PlanView displays a green check mark ( ) in this column to identify the Active Plan Scenario. For a description of this type of scenario, see the Investment Analysis Scenarios section. Only one scenario in a portfolio may be marked as the Active Plan Scenario. Baseline PlanView displays a green check mark ( ) in this column to identify the Baseline Scenario. For a description of this type of scenario, see the Investment Analysis Scenarios section. Only one scenario in a portfolio may be marked as the Baseline Scenario. The Baseline Scenario is typically locked. Historical Locked Indicates if this scenario was created to capture Enterprise history. This is done by your PVA. PlanView displays lock icons ( ) in this column to identify locked scenarios. Locking a scenario prevents other users from modifying the scenario. You typically lock a portfolios Baseline Scenario, Created Last Updated Indicates the date the scenario was created and identifies which user created it. Indicates the date the scenario was last updated and identifies which user updated it.

Active Plan

385

4.

Perform the desired tasks as discussed in the following table.

Do This Select the check boxes of the scenarios you want to compare and then click Compare. For details on the Compare Scenarios screen that PlanView displays, see the Comparing Scenarios in a Table Format section. Select the check boxes of the scenarios you want to delete and click Delete. Click the user name link of the person you want to contact.

To Compare scenarios

Delete a scenario

Display contact information of the user who created, updated, or promoted a scenario Create new scenarios

Click Create New Scenario. For details on the Create New Scenario screen that appears, see the Creating New Scenarios section.

Locking or Unlocking Scenarios

Lock a scenario to prevent other users from changing the scenario. Any member of a portfolio can create, edit, update, promote, or delete any scenario in that portfolio if another member does not lock the scenario. Any user with access to a portfolio may lock a scenario in that portfolio. You may unlock any scenario you locked. You cannot unlock a scenario locked by another user.
To Lock or Unlock a Scenario

1.

Click Strategy. Click Organization.

OR

2. 3. 4.

On the main menu, click Scenario

Review Scenario.

In the Scenario Detail screen that appears, click Scenario. Select the appropriate command (Lock or Unlock) from the menu that appears. If you are unlocking a Baseline Scenario, PlanView prompts you to confirm unlocking the scenario. Unlock the scenario by clicking Yes.

PlanView Tip!
You may also lock and unlock scenarios when you edit or promote a scenario.

386

Performing Investment Analysis

Investment analysis includes ranking all investments in the portfolio, based on definable scoring measurements that can be grouped and sorted to determine the benefit, cost, and risk criteria for an investment. This analysis aids in making decisions about which set of investments best meets the organizations investment and strategic goals. Once the investment set is defined, users can review it and update it as necessary.

Defining Portfolio Measurements

On each scenario, portfolio measurements define the parameters within which investment analysis occurs. You define the limits or goals for each measurement by setting targets. Targets define the capacity for a given portfolio. For example, a Capital Expense measurement in a given scenario might have a target of $20,000,000, meaning the scenarios goals is not to exceed $20,000,000 in capitalized expense. Similarly a Revenue measurement in a given scenario might have a target of $40,000,000, meaning the scenarios goals is to meet or exceed $40,000,000 in projected revenue. Targets may be set manually or loaded automatically. For Strategic portfolios, targets are provided from a parent strategic entity. For Organizational portfolios, targets are derived from one or both of the following sources: organizational financial planning and organizational resources.

Setting Targets Manually

If your PVA enabled Define Portfolio Targets, you may manually set targets for a scenario. Even targets loaded automatically may be manually adjusted. How you manually set targets depends on whether you are setting targets for time-phased measurements or non time-phased measurements. Separate procedures for each method follow.

Manually Setting Targets on Time-Phased Measurements

To Manually Set Targets on Time-Phased Measurements

1.

Click Strategy. Click Organization.

OR

2. 3.

Click Scenario

Review Scenario to open the Scenario Detail screen.

Click Define Targets in the Scenario Detail screens toolbar.

387

PlanView displays a Define Targets screen similar to the following figure. The screen lists the portfolios measurements and indicates their target values defined for the currently selected time period. You may adjust the screens time scale by clicking Time Scale and then selecting the desired increment time period (Month, Quarter, or Year) from the menu that appears.

PlanView Tip!
You may also display the Define Targets screen by clicking a measurement name in the Measurement Profile screen.

4. 5.

For each measurement you want to set, specify targets by time period. Click OK.

Manually Setting Targets on Measurements that are Not Time Phased

To Manually Set Targets on Measurements that are Not Time Phased

1.

Click Strategy. Click Organization.

OR

2. 3.

Click Scenario

Review Scenario to open the Scenario Detail screen.

Click Portfolio Measurements in the Scenario Detail screens toolbar. PlanView displays a Portfolio Measurements screen similar to the following figure.

The screen lists the portfolios target measurements and indicates their values.

388

PlanView Tip!
You may also display the Portfolio Measurements screen by clicking Portfolio Measurements in the Rank Investments screen and then clicking the measurement name in that screen.

4.

For each measurement you want to set, specify targets.

PlanView Tip!
If the Portfolio Measurements screens Value fields cannot be manually edited, you are trying to define targets for time-phased measurements. If this is the case, click a measurement name in the Portfolio Measurements screen. PlanView displays the Define Targets screen, which lets you manually set targets for time-phased measurements.

5.

Click OK.

Loading Targets
Targets can be loaded automatically based on the portfolio type (Strategic or Organizational) and the investment model configuration. For Strategic portfolios, PlanView can load targets from a parent strategic entity. For Organizational portfolios, PlanView derives targets from one or both of the following: the organizational financialmanagement data and organizational resource capacity. You may edit the targets loaded for a portfolio.
To Load Targets

1.

Click Strategy. Click Organization.

OR

2. 3.

Click Scenario

Review Scenario. Edit.

In the Scenario Detail screen that appears, click Scenario

OR

In the up Scenario Detail screens Basics section, click update (available for unlocked scenarios). 4. 5. If necessary, click the Target Financial Plan Source link in the Financial Integration Settings section of the Edit Scenario screen that appears. Then use the Data Picker to select the desired source and click OK. After PlanView returns to the Edit Scenario screen, click OK.

389

6.

At the top of the Scenario Detail screen, click Define Targets. PlanView displays a Define Targets screen similar to the following figure. The screen lists the portfolios measurements and indicates their target values defined for the currently selected time period. You may adjust the screens time scale by clicking Time Scale and then selecting the desired increment time period (Month, Quarter, or Year) from the menu that appears.

PlanView Tip!
You may also display the Define Targets screen by clicking the measurement name in the Measurement Profile screen.

7. 8. 9.

Click Load Targets. Review the loaded targets and adjust, as necessary. Click OK.

PlanView Tip!
You may also load targets as discussed in the Updating a Scenario section. If measurements are time phased, you can also load targets by clicking Load Targets in the Portfolio Measurements screen.

Displaying Lists of Investments

PlanView lets you obtain lists of investments that have a status of

Analyze, which are investments under consideration but not yet accepted, Accepted, which are investments that have been accepted for a scenario, New, which are investments that are in the current portfolio but are not part of the current scenario, and Stale, which are investments that are no longer part of a scenario but remain in the current portfolio.

Displaying a List of Investments in Analysis

You may display information about investments that are being considered but have not yet been accepted for investment. Such investments have a status of Analyze. PlanView Tip!
The following procedure assumes PlanView is configured to display the Investments in Analysis portlet as discussed in the Defining Content of Tabs and the User Menu section.

390

To Display a List of Investments in Analysis

1. 2.

If necessary, open the Strategic or Organizational portfolio that includes the investments you want to review. For details, see the Opening Portfolios section. Click Strategy. Click Organization. OR

3.

Click Schedule. Click Analysis.

OR

PlanView displays an Investments in Analysis portlet similar to the following figure. The portlet lists the current portfolios investments that have a status of Analyze. The portlet also includes the total for each investments scoring attributes. The other columns are those that are marked to be displayed by default in the investment model. If you would like to change the portlets current settings, see the Configuring the Investments in Analysis Portlet section.

4. 5.

If you want to display the Investment Detail screen for a particular investment, click the appropriate link in the Investment column. If you want to display information about an investments scoring attributes, click the appropriate link in the Total Score column.

Configuring the Investments in Analysis Portlet

Configure the Investments in Analysis portlet if you want to define which fields the portlet includes, the order in which the fields are displayed, and the maximum number of investments that the portlet can display at one time. PlanView Tip!
The following procedure assumes PlanView is configured to display the Investments in Analysis portlet as discussed in the Defining Content of Tabs and the User Menu section. To Configure the Investments in Analysis Portlet

1. 2.

If necessary, open the Strategic or Organizational portfolio for which you want to configure the portlet. For details, see the Opening Portfolios section. Click Strategy. Click Organization. OR

3.

Click Schedule. Click Analysis.

OR

4.

In the portlet you want to configure, click

. Then select Edit from the menu that appears.

391

PlanView displays a screen similar to the following figure. The box on the left lists the data fields that PlanView can display in the portlet. The box on the right lists the data fields that are currently displayed in the portlet.

5.

Add and remove data fields by taking the following actions. To add a field to the portlet, select its name in the list on the left and click listed fields to the portlet by clicking . . You may add all of the . You may remove all

To remove a field from a portlet, select its name in the list on the right and click of the listed fields from the portlet by clicking . 6.

Use the list on the right to specify the order in which the data fields are displayed in the portlet. The fields are listed top to bottom in the box, but they will be displayed left to right in the portlet. You move a field to the right in the portlet by moving it up in the box. To do so, select the fields name and click . You may move a field to the top of the list by clicking . You move a field to the left in the portlet by moving it down in the box. To do so, select the fields name and click . You may move a field to the bottom of the list by clicking .

7. 8.

In Show Top Rows, specify the maximum number of investments you want PlanView to display in the portlet. Click OK.

Displaying a List of Accepted Investments

You may display information about investments that were accepted for a scenario and so have a status of Accept. PlanView Tip!
The following procedure assumes PlanView is configured to display the Accepted Investments portlet as discussed in the Defining Content of Tabs and the User Menu section.

1. 2.

If necessary, open the Strategic or Organizational portfolio that includes the investments you want to review. For details, see the Opening Portfolios section. Click Strategy. Click Organization. OR

3.

Click Schedule. Click Analysis.

OR

392

PlanView displays an Accepted Investments portlet similar to the following figure. The portlet lists the current portfolios investments that have a status of Accept. The other columns are those that are marked to be displayed by default in the investment model. If you would like to change the portlets current settings, see the Configuring the Investments in Analysis Portlet section.

4. 5.

If you want to display the Investment Detail screen for a particular investment, click the appropriate link in the Investment column. If you want to display information about an investments scoring attributes, click the appropriate link in the Total Score column.

Configuring the Accepted Investments Portlet

Configure the Accepted Investments portlet if you want to define which fields the portlet includes, the order in which the fields are displayed, and the maximum number of investments that the portlet can display at one time. PlanView Tip!
The following procedure assumes PlanView is set up to display the Accepted Investments portlet as discussed in the Defining Content of Tabs and the User Menu section. To Configure the Accepted Investments Portlet

1. 2.

If necessary, open the Strategic or Organizational portfolio for which you want to configure the portlet. For details, see the Opening Portfolios section. Click Strategy. Click Organization. OR

3.

Click Schedule. Click Analysis.

OR

4.

In the portlet you want to configure, click

. Then select Edit from the menu that appears.

PlanView displays a screen similar to the following figure. The box on the left lists the data fields that PlanView can display in the portlet. The box on the right lists the data fields that are currently displayed in the portlet.

393

5.

Add and remove data fields by taking the following actions. To add a field to the portlet, select its name in the list on the left and click listed fields to the portlet by clicking . . You may add all of the . You may remove all

To remove a field from a portlet, select its name in the list on the right and click of the listed fields from the portlet by clicking . 6.

Use the list on the right to specify the order in which the data fields are displayed in the portlet. The fields are listed top to bottom in the box, but they will be displayed left to right in the portlet. You move a field to the right in the portlet by moving it up in the box. To do so, select the fields name and click . You may move a field to the top of the list by clicking . You move a field to the left in the portlet by moving it down in the box. To do so, select the fields name and click . You may move a field to the bottom of the list by clicking .

7. 8.

In Show Top Rows, specify the maximum number of investments you want PlanView to display in the portlet. Click OK.

Displaying a List of New Investments

You may display information about investments that are in the current portfolio but are not part of the current scenario. Such investments have a status of New. PlanView Tip!
The following procedure assumes PlanView is configured to display the New Investments portlet as discussed in the Defining Content of Tabs and the User Menu section. To Display a List of New Investments

1. 2.

If necessary, open the Strategic or Organizational portfolio that includes the investments you want to review. For details, see the Opening Portfolios section. Click Strategy. Click Organization. OR

3.

Click Schedule. Click Analysis.

OR

PlanView displays a New Investments portlet similar to the following figure. The portlet displays the status of those investments that are in the current portfolio but are not in the current scenario. The portlet also indicates when the investment was originally created.

394

4.

If you want to display the Investment Detail screen for a particular investment, click the appropriate link in the Investment column.

Displaying a List of Stale Investments

You may display information about investments that are no longer part of a scenario but are still in the current portfolio. Such investments have a status of Stale. PlanView Tip!
The following procedure assumes PlanView is configured to display the Stale Investments portlet as discussed in the Defining Content of Tabs and the User Menu section. To Display a List of Stale Investments

1. 2.

If necessary, open the Strategic or Organizational portfolio that includes the investments you want to review. For details, see the Opening Portfolios section. Click Strategy. Click Organization. OR

3.

Click Schedule. Click Analysis.

OR

PlanView displays a Stale Investments portlet similar to the following figure. PlanView displays a Stale Investments portlet similar to the following figure. The portlet displays the status of those investments that are in the current portfolio but are no longer included in a scenario.

4.

If you want to display the Investment Detail screen for a particular investment, click the appropriate link in the Investment column.

Reviewing Investments
Review investments if you want to display details about it, display a breakdown of the investments measurements, or reload an investments data.

Displaying Investment Details

You may display basic information about an investment as well as a summary of an investments scores, measurements, metrics, and attributes.

395

To Display Investment Details

1.

Click Strategy

Analysis. Analysis.

OR

Click Organization 2. 3.

If necessary, open the portfolio in which you want to review investments. For details, see the Opening Portfolios section. In the Portfolio Measurements portlet that PlanView displays, click Rank Investments. For details on the Rank Investments screen, see the Ranking Investments section.

4.

In the Rank Investments screen that appears, click the name of the investment you want to review. PlanView displays an Investment Detail screen similar to the following figure.

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The following table describes the Investment Detail screens sections. The specific fields within each section are determined by the investment model associated with the current portfolio.
Field Planning Description Identifies the name of the Strategic or Work hierarchy. As shown in the example screen, clicking the sections button displays a hierarchical view of the investments place in that hierarchy. This section also includes the planning periods Start and Finish dates for each strategic entity or work tem displayed in this section. Basic Displays the investments score and any notes defined in the investment model. You may click the score to view details about how the investments score is calculated. Investment Decisions Displays the investment status of the current investment model. It also displays the priority the investment has in the current scenario and the Master Data. You may change an investments status and priority information by clicking Update and then making desired selections in the Update Investment screen that appears. Displays the values of the investments measurements. As discussed in the Viewing an Investments Profile section, you may further view this data by months, quarters, or years. Displays both total measurements and remaining measurements. Remain is that portion of the time phased measurement from the planning period forward. If the portfolio has a Baseline Scenario, the screen includes the investments measurement values in the baseline and any differences between those measurements and the ones for the current scenario. Metrics Displays the values of the investment metrics. If the portfolio has a Baseline Scenario, the screen includes the investments metric values in the baseline and any differences between those metrics and the ones for the current scenario. Displays the values of the investments attributes. The score value of any attributes that PlanView scores are displayed in parenthesis. Displays a link to the Master Data of the investments strategic entity or work item.

Measurements

Attributes

Master Data Detail Screen

Viewing an Investments Profile

You may display a an investments measurements broken down by months, quarters, or years.
To View an Investments Profile

1.

Click Strategy

Analysis. Analysis.

OR

Click Organization 2. 3.

If necessary, open the portfolio in which you want to review investments. For details, see the Opening Portfolios section. In the Portfolio Measurements portlet that PlanView displays, click Rank Investments.

397

4.

In the toolbar of the Rank Investments screen that appears, click Investment Profile. PlanView displays an Investment Profile screen similar to the following figure. The screen provides a breakdown of the investments measurements for the current scenario. Clicking a measurements link displays its Measurement Profile screen, which is discussed in the Evaluating Investments Over Time section.

5. 6.

If you want to break down the data into a different time interval, select the desired Time Scale (Month, Quarter, or Year). If you want to display the investments measurement data for a different scenario, click Scenario and then select the desired scenario in the screen that appears.
Change

You may also copy, edit, lock promote, or update the current scenario or create a new one by selecting the appropriate command from the Scenario menu. 7. If you want to view the data in a different format, select the desired format (Graphical View or Numerical View) from the Change View menu.

Reloading Values of a Single Investment

You may update some investment data by reloading values from your Master Data. The following procedure discusses reloading the attributes, measurements, metrics, and notes for a single investment in a scenario. To refresh all investments simultaneously, see the Updating a Scenario section. While reloading values for a single investment, you have the option of resetting the investment decisions to the values in the shared Master Data.
To Reload the Values of a Single Investment

1.

Click Strategy Click Organization

Analysis.
Analysis.

2. 3. 4.

If necessary, open the portfolio in which you want to reload investments. For details, see the Opening Portfolios section. In the Portfolio Measurements portlet that PlanView displays, click Rank Investments. In the Rank Investments screen that appears, click the name of the investment you want to reload. For details on the Rank Investments screen, see the Ranking Investments section.

5.

In the Investment Detail screen that appears, click Reload Investment.

398

6.

Specify what data you want to reload by selecting the appropriate check boxes. The following table describes the refresh options. Description Overwrites the current scenarios investment decisions for the status and priority of this specific investment and resets them to the values in the Master Data. Overwrites the current scenarios investment decisions for planned start and finish dates of this specific investment by resetting them to the values in the Master Data.

Field Refresh Status and Priority

Refresh Planned Dates

7.

Click OK.

Modifying Investment Status

An investments status indicates whether a given opportunity has been accepted or refused for investment. When a Strategic portfolio, Organizational portfolio, or scenario is created, PlanView copies an investments status from the Master Data. After the status is copied, an investments status within the portfolio is independent of the Master Data. The value set in the portfolio is not copied back to the Master Data until the scenario is promoted. PlanView lets you monitor investments as they become active and begin to accrue actuals. This feature helps you determine if the investments that were accepted are still aligned with the companys investment goals or if the investment mix should be changed. PlanView Tip!
The following procedure assumes PlanView is configured to display the Portfolio Measurements portlet, as discussed in the Defining Content of Tabs and the User Menu section. This portlet gives you access to the Rank Investments and Measurement Profile screens from which you may modify investment status. You can also modify an investments status by clicking update in the Investment Detail screen. To Modify an Investments Status

1.

Click Strategy

Analysis. Analysis.

OR

Click Organization 2. 3.

If necessary, open the Strategic or Organizational portfolio in which you want to change an investments status. For details, see the Opening Portfolios section. In the Portfolio Measurements portlet, take one of the following actions. Display the Rank Investments screen by clicking Rank Investments Display the Measurement Profile screen by clicking Measurement Summary and then clicking a measurement link. OR

4.

Click

next the investment that you want to change, and then select the desired status (such as Accept, Analyze, Conditional, or Refuse). For a description of the different status categories, see the About

PlanViews Investment Status Structures section. Modifying an investments status within its portfolio lets you model a set of funding decisions. Changing the investment status for any given investment recalculates the Accepted, In Analysis, and Refused totals, enabling you to review the revised totals and compare them to the Measurement Targets.

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5.

Click Calculate.

Ranking Investments
Rank Investments lets you review investment scores, measurements (such as cost, benefit, and effort) and metrics (such as ROI, NPV) for each investment and propose funding decisions. Rank Investments models different funding decisions by setting each investments status and reviewing their effect on measurement targets. PlanView Tip!
The following procedure discusses accessing the Rank Investments screen from the Portfolio Measurements portlet. The Rank Investments screen is also available from the Measurement Summary, Measurement Profile, and Schedule Investments screens, as well as links in the Accepted Investments and Investments in Analysis portlets. To Rank Investments

1.

Click Strategy

Analysis. Analysis.

OR

Click Organization 2. 3.

If necessary, open the Strategic or Organizational portfolio in which you want to rank investments. For details, see the Opening Portfolios section. In the Portfolio Measurements portlet, click Rank Investments. PlanView displays a Rank Investments screen similar to the following figure. The screen displays a scenario summary with a comparison between measurement targets and rolled-up investment decisions. Negative values are displayed in red. Below this comparison, the screen lists each investment, grouped by status with its non-time phased totals. For descriptions of the screens various elements, see the tables following this procedure.

The Target Total line indicates which investments can be accepted given the defined measurement selected from the Target Basis menu. The line is displayed below the investment that exceeds the given target. Given the state of the portfolio, the line may be in the Accepted Investments, Investments in Analysis, or Refused Investments sections.

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4.

Click the column heading of an attribute, measurement, or metric (such as Strategic Priority or Capital). Then use the menu that appears to choose to either sort in Ascending or Descending order or to turn Off that sort criterion. If necessary, click the link for the number next to a sort criterion to change its place in the sort order (the sort rank). After you have modeled a set of decisions, click Calculate to evaluate the impact of your proposed changes.

5. 6.

PlanView Tip!
Monetary values on investment analysis screens may be displayed in multiples of a currency unit. For example, ($K) next to a measurement shows that values are displayed in thousands of dollars.

The following table describes the items included in the Rank Investments screens toolbar.
Item Scenario Description This drop-down menus commands let you change scenarios, or copy, create, edit, lock, unlock, promote, or update a scenario. This drop-down menus commands let you specify the format in which you want PlanView to display the comparison of Targets to Accepted and In Analysis totals. You may display the data in either a Graphical View or a Numerical View. If the current investment model is time-phased, the menu includes Measurement Profile and Measurement Summary. If the current investment model is configured to load or shift investment schedules, the menu includes Schedule Investments. Target Basis This drop-down menus commands let you focus on one measurement and identify which Investments fit within that measurement target. PlanView displays the column heading of the selected measurement (Capital in the example screen) in bold. Displays the Investment Priority Matrix in a separate window, which lets you review multiple dimensions of data simultaneously. Displays a screen that lets you select which attributes, measurements, metrics and measurement groups are displayed in the Rank Investments screen. The Rank Investments screen will include a column for each of the selected values. Clicking this button recalculates the scenario summary section displayed at the top of the screen. The recalculation is based on changes to investment status.

Change View

Investment Priority Matrix Configure Display

Calculate

401

The following table provides a description of each section of the Rank Investments screen.
Section Measurement Targets Description Displays the summarized measurement data by investment status. By status, it displays the average investment score, financial metrics, and how each measurement target compares to the investments proposed for acceptance in the given scenario. Clicking Measurement Targets displays the Portfolio Measurements screen, which lets you specify the weight for each of the scoring attributes. Accepted Investments Investments in Analysis Refused Investments Lists all of the current scenarios investments with an investment status of Accepted or Conditional. Shows all of the current scenarios investments with investment status of Analyze.

Shows all of the current scenarios investments with an investment status of Refuse.

The following table describes the Rank Investments screens standard columns. The other columns available to display in the Rank Investments screen depend on the definition of the Investment Model being used. You may sort a columns data in ascending or descending order or disable sorting by clicking the columns heading and then selecting the desired option. You may also change a columns sort order by clicking the columns numeric link and selecting the desired sorting rank.
Column Status Description Displays each investments status (Accept, Conditional, Analyze, or Refuse). Changing the status of various investments lets you model different funding decisions so that you can review the effect of those changes on a specific measurement. To change an investments status, click the relevant button and then select the desired status. The columns name is based on investment status structure identified in the investment model. Priority Indicates an investments priority. You may change an investments priority by clicking the relevant the desired priority. button and then selecting

This column appears only if your PVA enabled the investment models Priority setting. The columns name is based on the priority structure identified in the investment model. Score Calculated based on the attribute weights defined for the active portfolio scenario. When weights are updated for a scenario, the scores of all attributes for all investments in the portfolio scenario are recalculated. Clicking an investments score displays the Investment Score screen for that investment. The screen provides the value, score, weight, and total of each attribute PlanView uses to score the investment.

PlanView Tip!
If you change an investment status, PlanView saves the status change to the current scenario only. If you click Calculate, the investment is moved to the appropriate section, Accepted Investments, Investments in Analysis, or Refused Investments. The values in the portfolio measurement section are updated appropriately, and the measurement values in the affected sections are recalculated. Even if you do not click Calculate, the scenario is automatically recalculated after you leave the Rank Investments screen.

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Balancing Investments
The Investment Priority Matrix portlet lets you review multiple dimensions of data simultaneously. Use the Investment Priority Matrix portlet to balance investments by Attributes, Measurements and Metrics of the Investment Model. For example, you could balance the Strategic Alignment and Work Risk of all Investments. The portlet, which is a chart that lets you compare investments in a grid format, includes investments of a scenario of a Strategic portfolio or Organizational portfolio.
To Balance Investments

1. 2.

If necessary, open the Strategy portfolio that includes the investments you want to review. For details, see the Opening Portfolios section. Click Strategy
Dashboard. Dashboard.

OR

Click Organization

PlanView displays an Investment Priority Matrix similar to the following figure. For more information about defining the matrixs settings, see the Working with Bubble Charts and Configuring Bubble Charts sections.

3.

To display details about a specific investment, click the relevant bubble.

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Evaluating Investments Over Time

Evaluating investments over time involves reviewing investments in a time-phased approach. Evaluate investments over time to compare time phased Measurement Targets with the totals of Accepted Investments and Investments In Analysis in specific months, quarters, or years. PlanView Tip!
You may evaluate investments over time only if your current investment model is time phased.

You manage capacity from the Measurement Summary screen. Whereas the Rank Investments screen displays data reduced to a single point in time for multiple investments, the Measurement Summary screen displays the data for all measurements over time (but not by investment). The Measurement Summary screen also provides access to the Measurement Profile screen, which lets you

compare a specific measurements targets with currently accepted totals over time and underlying investment data, change an investments status or priority, and recalculate investment decisions.

PlanView Tip!
The following procedure discusses accessing the Measurements Summary screen from the Portfolio Measurements portlet. You may also open the screen by selecting Measurement Summary from the Change View menu available on the Schedule Investments screen or Rank Investments screen. To Evaluate Investments Over Time

1.

Click Strategy

Analysis. Analysis.

OR

Click Organization 2. 3.

If necessary, open the Strategic or Organizational portfolio in which you want to manage capacity. For details, see the Opening Portfolios section. In the Portfolio Measurements portlet that PlanView displays, click Measurement Summary. PlanView displays a Measurement Summary screen similar to the following figure. You may display the data in a different format by clicking Time Scale and then selecting the desired period (Month, Quarter, or Year) from the menu that appears.

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4.

Review a scenarios targets as compared to the currently accepted totals over time. You may switch to a different scenario, as discussed in the Scenarios section. If necessary, click next to a measurements link to expand the display for that measurement.

5. 6.

If you want to display the profile of a specific measurement, click that measurements link. PlanView displays a Measurement Profile screen similar to the following figure. You may use the screen to model different funding decisions by setting each investment's status and then reviewing its effect on a specific measurement over time.

You may sort investments by priority or score by selecting the appropriate column heading and then selecting Ascending or Descending from the menu that appears. Selecting Off from a columns menu disables sorting in that column. You may control the column order in which data is sorted by clicking the columns numerical link and then selecting the desired sort rank from the menu that appears. You may display the Investment Detail screen for an investment by clicking the relevant link displayed under
Accepted Investments, Investments in Analysis, or Refused Investments.

7.

After you have modeled a set of decisions, click Calculate so you can then evaluate the impact of your proposed changes.

The following table describes the items included in the Measurement Profile screens toolbar.
Item Scenario Description This drop-down menus commands let you change scenarios, or copy, create, edit, lock, unlock, promote, or update a scenario. This drop-down menus commands let you specify the format in which you want PlanView to display the comparison of Targets to Accepted and In Analysis totals. You may display the data in either a Graphical View or a Numerical View. The menu also lets you return to the Measurement Summary screen or switch to either the Rank Investments screen or the Schedule Investments screen. Time Scale This drop-down menus commands let you display the screens data in a different format (Month, Quarter, or Year). This drop-down menus commands lets you focus on a specific measurement.

Change View

Measurement

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Item Investment Priority Matrix Calculate

Description Displays the Investment Priority Matrix in a separate window. The matrix lets you review multiple dimensions of data simultaneously. Recalculates the investment decisions and refreshes the measurements figures.

The following table provides a description of each section of the Measurement Profile screen.
Section Selected Measurement Description Identifies the measurement (such as Total Effort) for which data is being displayed. Clicking a link in this column displays the Define Targets screen, which lets you enter targets for any time-phased measurement. Lists all of the current scenarios investments with an investment status of Accepted and Conditional. Shows all of the current scenarios investments with an investment status of Analyze.

Accepted Investments Investments in Analysis Refused Investments

Shows all of the current scenarios investments with an investment status of Refuse.

The following table describes the Measurement Profile screens columns.

Column Status Description Indicates an investments status (Accept, Conditional, Analyze, or Refuse). Changing the status of various investments lets you model different funding decisions so that you can review the effect of those changes on a specific measurement. To change an investments status, click the relevant button and then select the desired status. The columns name is based on investment status structure identified in the investment model. Priority Indicates an investments priority (such as Urgent, High, Low, and so on). This column appears only if your PVA enabled the investment models Priority setting. The columns name is based on investment status structure identified in the investment model. Score Calculated based on the attribute weights defined for the active portfolio scenario. When weights are updated for a scenario, the scores of all attributes for all investments in the portfolio scenario are recalculated. Clicking an investments score displays the Investment Score screen for that investment. The screen provides the value, score, weight, and total of each attribute PlanView uses to score the investment.

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Column Time Periods

Description Displays the targets of the selected measurement, accepted totals of investments, and underlying data of each investment. By examining this information, you can compare a measurements targets with the accepted totals and underlying data of investments. Use the Time Scale menu to select whether the screen displays data by quarters, months, or years.

PlanView Tip!
If you click Calculate, the investment is moved to the appropriate section, Accepted Investments, Investments in Analysis, or Refused Investments. The values in the time period sections are updated appropriately, and the measurement values in the affected sections are recalculated. Even if you do not click Calculate, the investments are automatically recalculated after you leave the Measurement Summary screen.

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Reviewing and Adjusting Investment Schedules

You may review a Strategic or Organizational portfolios investment schedules if your PVA configured the portfolios investment model to allow loading or shifting. If shifting is permitted on a portfolios investment model, you may also adjust the portfolios investment schedules. You cannot review investment schedules of portfolios that use an investment model not configured for loading or shifting. PlanView also lets you review milestones of a Strategic or Organizational portfolio.

Reviewing Investment Schedules

PlanView Tip!
The following procedure assumes that you are reviewing investment schedules of a portfolio that uses an investment model on which shifting or loading is allowed. If a portfolios investment model is not configured for either loading or shifting, you may not review the portfolios investment schedules. To Review Investment Schedules

1.

If you want to review schedules of investments in a Strategic portfolio, click Strategy If you want to review schedules of investments in an Organizational portfolio, click Organization.

OR

2. 3.

If necessary, open the portfolio in which you want to review schedule investments. For details, see the Opening Portfolios section. Click the Schedule secondary tab. PlanView displays a Portfolio Schedule portlet similar to the following figure. The portlet lists each investment of the current scenario for the strategic entities at the present planning level. The portlet displays each investments schedule as a Gantt chart. You may rest the cursor over a specific investments Gantt bar to display a summary of relevant investment dates.

The following table describes the color representation PlanView uses in its Gantt charts. In the Portfolio Schedule portlet, diamonds identify Enterprise milestones. Color Red Green Gray 4. Description
Indicates planned dates that violate target start or finish dates. A planned date that starts too soon violates the target start date, and a planned date that starts too late violates the target finish date.

Indicates planned dates fall within defined target dates. Indicates committed dates that cannot be changed.

Click Schedule Investments.

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PlanView displays a Schedule Investments screen similar to the following figure. You may use the Gantt chart to review investment schedules and their impact on a specific measurement over time. Diamonds identify Enterprise milestones. The colors in this Gantt chart represent the same information as the Portfolio Schedule portlets Gantt chart as discussed in the previous table. As in the Portfolio Schedule portlet, resting the cursor over a specific investments Gantt bar displays a summary of relevant investment dates.

If the investment model is configured for shifting, you may change investment schedules as discussed in the Adjusting Investment Schedules section. 5. While reviewing investment schedules, you may use the Schedule Investments screen as discussed in the following tables. The Schedule Investments screens toolbar includes the items described in the following table.
Item Scenario Description This drop-down menus commands let you change scenarios, or copy, create, edit, lock, unlock, promote, or update a scenario. This drop-down menus commands let you specify the format in which you want PlanView to display the comparison of Targets to Accepted and In Analysis totals. You may display the data in either a Graphical View or a Numerical View. In either view, you can use the menus Hierarchical View command to display data in a hierarchical format. That format lets you review the investment schedules, as well as the schedules of parents and children. When displaying data in the hierarchical format, you may select Sortable View to switch back to a format that supports sorting of the data. The Change View menu also includes commands that provide access to the Measurement Summary, Measurement Profile, and Rank Investments screens. Time Scale This drop-down menus commands let you display the screens data in a different format (Month, Quarter, or Year). This drop-down menus commands let you focus the top section of the screen on a specific measurement. Displays the Investment Priority Matrix in a separate window. The matrix lets you review multiple dimensions of data simultaneously.

Change View

Measurement

Investment Priority Matrix

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Item Calculate

Description Clicking this button revises investment totals for Accepted Investments, Investments in Analysis, and Refused Investments. You may compare the revised totals with the Measurement Targets.

The following table describes the Schedule Investments screens different sections.
Section Selected Measurement Description Identifies the measurement (such as Capital for which data is being displayed. Clicking a measurement displays the Define Targets screen, which lets you specify the targets for any time-phased measurement. Lists all of the current scenarios investments with an investment status of Accepted. Or Conditional. Shows all of the current scenarios investments with an investment status of Analyze.

Accepted Investments Investments in Analysis Refused Investments

Shows all of the current scenarios investments with an investment status of Refuse.

The following table describes the Schedule Investments screens columns. Unless you are viewing the screen in a hierarchal format, you may sort a columns data in ascending or descending order or disable sorting by clicking the columns heading and then selecting the desired option. You may also change a columns sort order by clicking the columns numeric link and selecting the desired sorting rank.
Column Status Description Displays each investments status (Accept, Conditional, Analyze, or Refuse). Changing the status of various investments lets you model different funding decisions so that you can review the effect of those changes on a specific measurement. To change an investments status, click the relevant button and then select the desired status. The columns name is based on the investment status structure identified in the investment model. Priority Indicates an investments priority. You may change an investments priority by clicking the relevant the desired priority. button and then selecting

This column appears only if your PVA enabled the investment models Priority setting. The columns name is based on the investment status structure identified in the investment model. Score Calculated based on the attribute weights defined for the active portfolio scenario. When weights are updated for a scenario, the scores of all attributes for all investments in the portfolio scenario are recalculated. Clicking an investments score displays the Investment Score screen for that investment. The screen provides the value, score, weight, and total of each attribute PlanView uses to score the investment.

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Column Time Periods

Description Displays a comparison between investment totals against target measurements. over time. Negative values are displayed in red. Use the Time Scale menu to select whether the screen displays data by quarters, months, or years.

PlanView Tip!
If you change an investment status, PlanView saves the status change to the current scenario only. If you click Calculate, investment data is moved to the appropriate section, Accepted Investments, Investments in Analysis, or Refused Investments. The values in the portfolio measurement section are updated appropriately, and the measurement values in the affected sections are recalculated. Even if you do not click Calculate, investments are automatically recalculated after you leave the Schedule Investments screen.

Adjusting Investment Schedules

Adjust the schedules of investments to change the investments planned start date, planned finish date, or duration period. PlanView Tip!
The following procedure assumes that you are adjusting investment schedules of a portfolio that uses an investment model on which shifting is allowed. Such a configuration lets you adjust a portfolios investment schedule. If the investment model is configured for loading but not for shifting, you may review the portfolios investment schedules but not adjust them. To Adjust Investment Schedules

1. 2.

Open the Schedule Investments screen as discussed in the Reviewing Investment Schedules section. In the Schedule Investments screens Gantt chart, click the Gantt bar of the investment you want to schedule. PlanView displays an Update Investment screen similar to the following figure.

3.

Change the Planned Start date, Planned Finish date, and Duration period as necessary. Adjusting an investments duration or its planned start or finish date will shift the investments schedule and, as necessary, shift the schedules of the investments parents and children. In addition, the investments measurements will be recalculated based on the new planned dates. The revised figures will be displayed above the Schedule Investments screens Gantt chart. Modifying the planned start or finish dates will shift the entire investment while maintaining the duration. Modifying the duration will shift the planned finish but maintain the planned start date.

411

4. 5.

Update any other fields as appropriate. Click OK.

Reviewing Milestones of a Strategic or Organizational Portfolio

You review milestones through the Milestones portlet, which lists a Strategic or Organizational portfolios milestones and provides access to additional information about those milestones. The milestones displayed are those defined in the current scenario that is associated with strategic entities at the planning level. You may modify the portlet as discussed in the Editing the Milestones Portlet section. PlanView Tip!
The following procedure assumes PlanView is configured to display the Enterprise Milestones portlet, as discussed in the Defining Content of Tabs and the User Menu section. To Review Milestones of a Strategic or Organizational Portfolio

1.

Click Strategy Schedule. If necessary, open the Strategic portfolio relevant to the milestones you want to review. For details, see the Opening Portfolios section. PlanView displays an Enterprise Milestones portlet similar to the following figure. The portlet lists milestones relevant to the strategic entities of the current Strategic portfolio.

The following table describes the Enterprise Milestones portlets fields.

Field Tactic Description Identifies the strategic entities associated with the milestones listed in the screen. Clicking a link in this field displays the strategic entitys Investment Detail screen. Milestone Includes a list of the current portfolios milestones. Clicking a milestones link in this field displays the milestones Investment Schedule screen. Planned Target Target Variance Indicates the milestones planned date. Indicates the milestones target date. Indicates the difference between the milestones Target date and the milestones Planned date. PlanView displays negative variances in red. Baseline Identifies the milestones planned or committed date in the scenario marked as baseline. Shows the variance between planned and baseline dates.

Baseline Variance

412

2. 3.

To review information about a specific milestone, click the appropriate link in the Milestone column. PlanView displays details about the selected milestone in the Investment Schedule screen. If you want to sort milestones in the portlet, control how many milestones are displayed at one time in the portlet, or control which milestones are included in the portlet, see the Editing the Milestones Portlet section.

Editing the Milestones Portlet

Edit the milestones portlet if you want to perform any of the following tasks:

control how many milestones are listed in the portlet at one time, set the portlets sort order, which determines the order in which milestones are listed in the portlet, and specify whether the portlet includes all milestones or the milestones that occur during the planning period, after the planning period, and for a specified period of time prior to the planning period.
To Edit the Milestones Portlet

1. 2. 3. 4.

Click Strategy

Schedule.

On the Milestones portlet, move the cursor to configuration screen appears.

. Click Edit on the shortcut menu that appears. The portlets

In Show Top Rows, specify the maximum number of milestones you want PlanView to display in the portlet. Select the desired Sort Order to define the order in which milestones are listed in the portlet. You may sort milestones according to the portlets columns (Program, Milestone, Planned date, Target date, Target Variance, or Baseline, or Baseline Variance). For information about these columns, see the Reviewing Milestones of a Strategic or Organizational Portfolio section. Specify which milestones you want PlanView to list in the portlet. To list all of your milestones in the portlet, select All. To include milestones for a specific period prior to the planning period as well as those during and after the planning period, select Before Planning Period and enter the desired number of months before the planning period. Suppose you enter 2 months. In that case, the portlet will include all milestones that happen two months before the planning period, those milestones in the planning period, and any milestones that exist after the planning period. That portlet will not list any milestones that exist more than two months prior to the planning period.

5.

6.

Click OK.

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Evaluating Effort Breakdown

You may evaluate how much effort a strategic plan will need by comparing the effort that is involved with different decisions. PlanView Tip!
The following procedure assumes PlanView is configured to display the Effort Breakdown portlet as discussed in the Defining Content of Tabs and the User Menu section. To Evaluate Effort Breakdown

1. 2.

If necessary, open the Strategic or Organizational portfolio that includes the information you want to review. For details, see the Opening Portfolios section. Click Strategy. Click Organization. OR

3.

Click Dashboard. Click Schedule. Click Analysis.

OR OR

PlanView displays an Effort Breakdown portlet similar to the following figure. The portlet indicates how the portfolios effort breaks down by an attribute on the accepted investments. In the figures portlet, about 70 percent of the effort is going to Grow investments, about 25 percent is going to Maintain, and only 5 percent is going to Transform.

As the figure illustrates, holding the cursor on a particular segment in the portlets pie chart, displays the numerical value of that segments attribute. 4. If you want to display investment information for a particular segment, click the segment. PlanView displays an Investments for Scenario screen similar to the following figure. The screen includes information about the investments that make up the selected segment. In this example, the screen lists the four Accepted or Conditional investments for which the risk impact is equal to Grow.

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Configuring the Effort Breakdown Portlet

Configure the Effort Breakdown Portlet to define the fields PlanView displays for that portlet.
To Configure the Effort Breakdown Portlet

1. 2.

If necessary, open the Strategic or Organizational portfolio for which you want to configure the portlet. For details, see the Opening Portfolios section. Click Strategy. Click Organization. OR

3.

Click Dashboard. Click Schedule. Click Analysis.

OR OR

4.

In the Effort Breakdown portlet, click

. Then select Edit from the menu that appears.

PlanView displays an Effort Breakdown Chartlet Settings screen similar to the following figure.

5. 6. 7.

Select the attributes, status, and values you want PlanView to display data for in the portlet. Clicking Use
default selects the portlets default options.

Specify whether you want the portlets legend to be displayed, and if so whether you want it displayed below or to the right of the portlets graph. Click OK.

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Evaluating a Strategic Plans Financial Breakdown

You may evaluate the costs and benefits of different decisions that can be made for a strategic plan. PlanView Tip!
The following procedure assumes PlanView is configured to display the Financial Breakdown portlet as discussed in the Defining Content of Tabs and the User Menu section. To Evaluate a Financial Breakdown

1. 2.

If necessary, open the Strategic or Organizational portfolio that includes the information you want to evaluate. For details, see the Opening Portfolios section. Click Strategy. Click Organization. OR

3.

Click Dashboard. Click Schedule. Click Analysis.

OR OR

PlanView displays a Financial Breakdown portlet similar to the following figure. The portlet indicates how the portfolios costs and benefits break down by an attribute on the accepted investments. The portlet also lets you compare costs versus benefits. In the figures portlet, about 60 percent of the costs are going to things that are Helpful to the Business, but only 25 percent of the benefits come from those things. On the other hand, 20 to 25 percent of the costs are for things Important to Business but nearly 40 percent of the benefits come from those things.

As the figure illustrates, holding the cursor on a particular segment in the portlets pie chart, displays the numerical value of that segments attribute. 4. If you want to display investment information for a particular segment, click the segment. PlanView displays an Investments for Scenario screen similar to the following figure. The screen includes information about the investments that make up the selected segment. In this example, the screen lists the four Accepted or Conditional investments for which the risk impact is equal to Important to Business.

416

Configuring the Financial Breakdown Portlet

Configure the Financial Breakdown Portlet to define the fields PlanView displays for that portlet.
To Configure the Financial Breakdown Portlet

1. 2.

If necessary, open the Strategic or Organizational portfolio for which you want to configure the portlet. For details, see the Opening Portfolios section. Click Strategy. Click Organization. OR

3.

Click Dashboard. Click Schedule. Click Analysis.

OR OR

4.

In the Financial Breakdown portlet, click

. Then select Edit from the menu that appears.

PlanView displays a Financial Breakdown Chartlet Settings screen similar to the following figure.

5. 6. 7.

Select the attributes, status, and values you want PlanView to display data for in the portlet. Clicking Use
default selects the portlets default options.

Specify whether you want the portlets legend to be displayed, and if so whether you want it displayed below or to the right of the portlets graph. Click OK.

417

Comparing Master Data with a Specific Scenarios Data

PlanView lets you review investment decisions so you can compare Master Data with the current portfolios investment information.
To Review Investment Decisions

1.

Click Strategy. Click Organization.

OR

2. 3. 4.

If necessary, open the portfolio that includes the investments you want to review. For details, see the Opening Portfolios section. On the main menu, click Scenario
Review Scenario.

In the Scenario Detail screen that appears, click Investment Decisions. PlanView displays a Review Investment Decisions screen similar to the following figure. The screen displays the proposed investment decisions (status, priority, and planning dates) and compares that information with the current Master Data of the scenarios investments. Differences between the scenarios data and the Master Data are highlighted in red.

5.

If you want to view details of an investment, click the appropriate link.

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13

Managing Services and Assets

You may use PlanView to manage IT resources and assets to provide the correct level of service in a cost-effective and customer-focused manner. Use PlanViews service-management software to

manage IT service demand, align IT services with your business, determine which assets your organizations services and projects are using, enhance financial control by examining the costs of the services and assets required for projects and other work, leverage service level agreements (SLAs), and define, evaluate, and optimize applications.

PlanViews service-management software lets you link labor to the applications or services that IT delivers to the business. You make such links by relating projects, support tickets, and operations work to applications, assets, and business services. By linking labor into service delivery, PlanView gives business and IT leaders the information they need to make critical decisions about how they use their technology resources. It also helps identify the total cost of your organizations IT services. PlanView provides activity-based costing, which delivers unprecedented levels of financial control. This helps your organization improve financial forecasts, determine the impact of financial plans, accurately invoice expenses to business units, promote more informed decisions on how to use financial resources, and effectively manage business service spending. The following key components support PlanView's service-management capabilities:

Dynamic topology diagrams that help you visualize the relationships between assets, applications, projects, business services, and Service portfolios. Service and Asset dashboard portlets that reflect financial, effort, and performance metrics. A Service Catalog, which enhances communication between IT and business units. Labor related to projects linked to service delivery. Service Level Agreements (SLAs)

This chapter discusses the following service-management tasks:

adding assets and services to portfolios, allocating assets, allocating work to a service, editing assets and services, using a topology diagram to examine the relationship of a Service portfolios business services and the applications, key hardware, projects, support work, and other related assets required to deliver the service,

419

identifying departments using a service, ordering services from PlanViews Service Catalog, adding asset agreements, defining the cost per asset for an asset agreement, adding service level agreements, defining delivery goals for a service level agreement, defining the cost per service for a service level agreement, reviewing and editing agreements, analyzing a services financial plan, displaying a Financial Management Summary for services, performing an asset analysis, displaying usage information, checking availability of services and assets, and measuring customer satisfaction.

420

Defining Assets and Services

Each business unit within an organization relies on the IT department to provide the technology and support it needs to be successful. IT provides this support in the form of Business Services it delivers to the Bus. Examples of these Business Services might include maintenance and enhancements to a web site, maintenance of a point-of-sale application, or provision of equipment for new employees, such as computers and phones. Assets are the software and hardware (such as computers, telephones, and other equipment) that support a service.

Adding Assets
Each business service may utilize multiple assets to support the delivery of the services. You define assets in terms of their type (software, hardware, etc), description, model number, etc. An assets business value, technical value, and total cost of ownership, as well as other key data, is tracked in the system.
To Add an Asset

1. 2.

Click Assets

Dashboard

Action Links

Add Asset.

Click Select Parent. In the Data Picker that appears, select the Asset structure. Location in which you want to add the asset. PlanView displays an Add Asset screen similar to the following figure.

3. 4. 5.

Enter a Description and a unique, numeric ID for the asset. Enter the assets Manufacturer and Model. If necessary, change the assets Owner by clicking the relevant link, selecting the desired user name, and then clicking OK. The assets owner is the person responsible for managing the asset. By default, an assets owner is the person adding the asset.

6. 7. 8.

Select the appropriate Asset Type to specify whether the asset is an Application, Other Software, Server, or Other Hardware. Select the appropriate Classification Type to specify whether the asset is to be classified as Internal, Customer Facing, or Batch. Select the assets Status (such as, Requested, Requirement, Acquisition, Approved, In Service, Denied, Deferred, Cancelled, Evaluate, Retired, or Decommissioned).

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9.

If necessary, change the date the asset is to begin supporting a service or another asset. To do so, click the Go Live Date calendar button ( ), select the desired date, and click OK.

10. If necessary, assign the asset's Lifecycle Administrator. To do so click the relevant link, select the appropriate user name from the list that appears, and then click OK. You must designate a lifecycle administrator if one is not currently assigned. PlanView automatically assigns you as the asset's administrator if your PVA has given you the permissions necessary for a lifecycle administrator. You may retain this responsibility or assign another user as the asset's lifecycle administrator. 11. If the screen includes fields relevant to a PVA-configured screen, enter data for those fields. For details, see your PVA. 12. Click Add. 13. If PlanView displays additional screens, complete any required fields or additional information. Save your entries by clicking OK in each screen. 14. If you are prompted to associate a lifecycle with the asset, take the following actions: Select the desired lifecycle. Select (a) User for each step of the lifecycle. If necessary, click add team member to define additional roles for the lifecycle. Click Next to review the lifecycle model and change it if necessary. Click Finish.

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Allocating Work to an Asset

Work is allocated to an asset to designate the financial impact that one or more work items have on the asset. An assets owner makes the allocation. However, the work items manager is then responsible for using the Work Detail screen to allocate how much of the asset the work item is expected to use.
To Allocate Work to an Asset

1. 2. 3. 4.

If necessary, open an Asset portfolio that includes the asset you want to allocate. For details, see the Opening Portfolios section. Click Assets screen.
Dashboard Action Links Review Assets. PlanView displays the Review Asset

Click the Asset Description link or click Asset Detail.

button for the asset you want to allocate. In the menu that appears,

In the Work Financially Impacting this Asset section of the Asset Detail screen that appears, click Update. An Update Associations screen similar to the following appears. Work items allocated to the current asset are listed under The Work Items listed below financially impact the current Asset.

PlanView Tip!
You may find it easier to examine the Allocations Entities that financially impact this Asset sections content if you collapse the other sections of the Update Associations screen.

5. 6. 7. 8.

Under The Work Items listed below financially impact the current Asset, click Add Allocation. Use the Data Picker that appears, to select the check box of each work item you want to allocate to the asset. Then click OK. Open the work items Work Detail screen by clicking the items link under The Work Items listed below financially impact the current Asset. Click Assets/Services to display an Update Associations screen. The screen includes data about the assets and services that are impacted by the current work item.

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9.

Click Update in the The Assets listed below are financially impacted by the current Work Item header. PlanView displays a Default Allocations screen similar to the following figure:

10. Enter the Allocation Percentage to designate the amount of the asset that the work item is expected to use. 11. Click OK.

Adding Services
PlanView lets you add the following types of services:

Custom Services, which are created based on a specific requirement from a business unit. They may require movement through the strategic planning process, and creation or completion of a project before being initiated as a service. Often there will be a Service Level Agreement (SLA) between IT and the business unit to fund the service and define its parameters. Utility Services, which are services that provide everyone in a company with what they need (such as providing computers, phones, and email access). These requests are task-related (such as reset a password) and can typically be standardized so the cost is predictable and the request process is easy and repeatable. You may facilitate the request process by ordering from PlanViews Service Catalog, which is a user-friendly interface that lets you easily request services from IT. For details, see the Ordering from the Service Catalog section. The catalog lets you review a services availability and cost and then order or request the service from the catalog IT. The catalog can also include an automated approval process, which saves IT effort and cost.
To Add a Service

1.

Click Services

Dashboard

Action Links

Add Service.

PlanView displays an Add Service screen similar to the following figure.

2. 3.

Enter a Description and a unique, numeric ID for the asset. If necessary, change the date the service is to become active. To do so, click the Go Live Date calendar button ( ), select the desired date, and click OK.

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4.

If necessary, change the services Owner by clicking the relevant link, selecting the desired user name, and then clicking OK. The services owner is the person responsible for managing the service. By default, a services owner is the person adding the service

5. 6. 7.

Select the services Status (such as, Requested, Requirement, Acquisition, Approved, In Service, Denied, Deferred, Cancelled, Evaluate, Retired, or Decommissioned). Select the appropriate Service Type (such as, Business Service or IT Service). If necessary, assign the service's Lifecycle Administrator. To do so click the relevant link, select the appropriate user name from the list that appears, and then click OK. You must designate a lifecycle administrator if one is not currently assigned. PlanView automatically assigns you as the service's administrator if your PVA has given you the permissions necessary for a lifecycle administrator. You may retain this responsibility or assign another user as the service's lifecycle administrator.

8. 9.

If the screen includes fields relevant to a PVA-configured screen, enter data for those fields. For details, see your PVA. Click Add.

10. If PlanView displays additional screens, complete any required fields or additional information. Save your entries by clicking OK in each screen. 11. If you are prompted to associate a lifecycle with the service, take the following actions: Select the desired lifecycle. Select (a) User for each step of the lifecycle. If necessary, click add team member to define additional roles for the lifecycle. Click Next to review the lifecycle model and change it if necessary. Click Finish.

Allocating Work to a Service

Work is allocated to a service to designate the financial impact that one or more work items have on the service. A services owner adds the allocation to designate how much of the service each department is using. However, the work manager is then responsible for using the Work Detail screen to allocate the specifics of the designated amount to the work item.
To Allocate Work to a Service

1. 2. 3.

If necessary, open a Service portfolio that includes the service you want to allocate. For details, see the Opening Portfolios section. Click Services screen.
Dashboard Action Links Review Service. PlanView displays the Review Service

Click the Service Description link or appears, click Service Detail.

button relevant to the service you want to allocate. In the menu that

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4.

In the Work Financially Impacting this Service section of the Service Detail screen that appears, click Update. An Update Associations screen similar to the following appears. Work items allocated to the current service are listed under The Work Items listed below financially impact the current Service.

PlanView Tip!
You may find it easier to examine the Allocations Entities that financially impact this Service sections content if you collapse the other sections of the Update Associations screen.

5. 6. 7. 8. 9.

Under The Work Items listed below financially impact the current Service, click Add Allocation. Use the Data Picker that appears, to select the check box of each work item you want to allocate to the asset. Then click OK. Open the work items Work Detail screen by clicking the items link under The Work Items listed below financially impact the current Service. Click Assets/Services to display an Update Associations screen. The screen includes data about the assets and services that are impacted by the current work item. Click Update in the The Services listed below are financially impacted by the current Work Item header. PlanView displays a Default Allocations screen similar to the following figure:

10. Enter the Allocation Percentage to designate the amount of the service that the work item is expected to use. 11. Click OK.

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Viewing Topology Diagrams to Understand Data Relationships

A topology diagram helps you visualize the components that make up the total cost, effort, and value of the business services that IT delivers. Topology diagrams provide a graphical view of the relationship of Service portfolios and the business services, projects, support tickets, applications, and other assets that are core to delivering services. You may also use topology diagrams to navigate the PlanView database. Figure 38 includes an example of the data relationships displayed in a topology diagram. As the figure illustrates, resting the cursor over an item in a topology diagram shows that items relationship with other items one column over in either direction. As summarized in the figure, PlanView connects related items with thick, green lines and thickens the borders of related items.

Figure 38 Example Topology Diagram

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Portfolios, business services, assets, and projects are represented in topology diagrams by the shapes described in the following table. Note that software assets have rounded corners and hardware assets have sharp corners. The color of a component always remains the same. Service portfolios are pink, business services are yellow, assets that provide direct support are blue, and assets that provide indirect support are green.

You can display topology diagrams from the perspective of either a Service portfolio or an Asset portfolio.

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From a Service portfolio perspective, a topology diagram lets you examine the relationships of that portfolios services and assets. Figure 39 identifies the columns of data PlanView displays in a topology diagram viewed from the perspective of a Service portfolio. The services included in such a topology diagram match the filtering criteria of the current Service portfolio.

Figure 39 Topology Diagram Viewed from a Service Portfolio Perspective

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From an Asset portfolio perspective, a topology diagram lets you examine the relationship of the portfolios assets and the Service portfolios and business services supported by those assets. Figure 40 identifies the columns of data PlanView displays in a topology diagram viewed from the perspective of an Asset portfolio. The assets included in such a topology diagram match the filtering criteria of the current Asset portfolio.

Figure 40 Example Topology Diagram Viewed from an Asset Portfolio Perspective

To Display a Topology Diagram

1. 2.

If necessary, open a Service or Asset portfolio that includes the service or asset for which you want to examine data relationships. For details, see the Opening Portfolios section. Take one of the following actions:

To view a topology diagram from the perspective of a Service portfolio, click Services To view a topology diagram from the perspective of an Asset portfolio, click Assets

Topology. Topology.

3. 4.

To change the date on which the Service portfolios information is active, click select the desired date in the calendar that appears.

or Effective Date. Then button next to it and

To change the scale at which the topology diagram is displayed, click Zoom or the then select the desired zoom setting.

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Navigating the Database from a Topology Diagram

In addition to helping you visualize data relationships, topology diagrams are also useful for navigating your PlanView database. You may use a topology diagram to focus on Service portfolios, Asset portfolios, services, assets, and work items associated with a service or asset. Use a topology diagram to navigate the database if you want to perform any of the following operations. Separate discussions on each operation follow.

switch to the Services dashboard to view Service portfolio information, focus on a specific item in the diagram to view that items data relationships, or switch to the Detail screen of a service, asset, or projects Detail screen.

Switching the View from a Topology Diagram to a Service Portfolios Dashboard Information
If you have access to a Service portfolio, you may click the portfolios underlined name in a topology diagram to display the portfolios Services dashboard information (see Figure 41). For details on the information PlanView can display in the Services dashboard, see the Services Dashboard section.

Figure 41 Navigating to the Services Dashboard from a Topology Diagram

PlanView Tip!
If you click an underlined name of a Service portfolio to which you do not have access, PlanView displays a message informing you that you need access.

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Focusing on a Specific Items Data Relationships

Clicking a business service, asset, or projects name that is not underlined in a topology diagram, switches the diagrams focus to the data relationships of that item. The topology diagram data shown in the foreground of Figure 42 is an example of the information PlanView displays if you click an assets name that is not underlined in a topology diagram.

Figure 42 Navigating in a Topology Diagram to Focus on a Specific Items Data Relationships

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Switching to the Detail Screen of a Service, Asset, or Project

As Figure 43 illustrates, clicking the underlined name of a business service, asset, or project displays that items Detail screen.

Figure 43 Navigating to a Detail Screen from a Topology Diagram

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Ordering from the Service Catalog

You may request IT services by ordering them from PlanViews Service Catalog, which offers selections your PVA defined. The catalog lets you review a services availability and cost and then order or request the service from IT. The catalog can also include an automated approval process, which saves IT effort and cost. The Service Catalog is available to every user and is not restricted by specific user features. PlanView Tip!
The following procedure discusses selecting the Service Catalog command while either your HomeView dashboard or the Services dashboard is displayed. The command is also available while PlanView is displaying your HomeViews Assignments tab or the Services tabs Lifecycle, Status, or Community tabs. To Order from the Service Catalog

1.

Click HomeView Click Services

Dashboard Dashboard

Action Links Action Links

Service Catalog. Service Catalog.

OR

PlanView displays a Service Catalog similar to the following figure.

2. 3. 4.

In the left pane, click the primary category relevant to the service you want to order. In the right pane, click the arrow button that precedes the services name so that you can review the Service Catalogs information about the service. After reviewing the catalogs information for the service, display the Add Request screen by taking one of the following actions. Click
Order Service in the upper left corner.

Click Back. Then click the plus button

displayed next to the name of the service you wish to order.

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PlanView Tip!
If you click the plus button , PlanView automatically enters information such as a request name, ID, and description into the appropriate fields of the Add Request screen.

5. 6. 7. 8. 9.

Complete any required fields and then click Continue. If additional screens appear, enter the appropriate information and then click Continue to save your entries. When prompted, click Add Team Member to define additional roles for the lifecycle of the request you are making. Click Next to display a screen in which you can review and edit the lifecycle model. Click Finish.

10. If prompted, provide additional information and click OK.

Reviewing and Editing Assets

You may review and edit an assets data.
To Review Assets

1. 2.

If necessary, create or open a portfolio relevant to the assets you want to review. For details, see the appropriate section (Creating Portfolios or Opening Portfolios). Click Assets
Dashboard Action Links Review Assets.

PlanView displays a Review Assets screen similar to the following figure. If PlanView cannot display all assets at one time, you may click Previous or Next to view additional assets. Clicking a column head in the screen sorts assets by the columns property.

The above figures Review Assets screen includes the columns PlanView displays by default. The Review Assets screen, however, can be configured to display any of the columns discussed in the following table as well as ones relevant to alternate structures your PVA defined. For details on choosing the screens columns and the order in which they appear in the screen, see the Configuring the Review Screens of Services, Assets, or Agreements section. For details on data relevant to PVA-defined alternate structures, see your PVA.
Column Asset Description Asset Type Asset Status Description Identifies the name of the asset. Identifies the assets type (Application, Server, Other Software, or Other Hardware). Indicates the assets status (Requested, Requirement, Acquisition, Approved, In Service, Denied, Deferred, Cancelled, Evaluate, Retired, or Decommissioned).

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Column Years in Use Direct Cost

Description Indicates how many years the asset has been active. Indicates the total of the direct cost entered manually for the asset. The value in this column does not reflect data from the work budgets of projects allocated to the asset. Click an assets link in this column to display the Direct Cost screen, which lists the monetary value of each direct cost entry made for the asset, indicates when each entry was made, and identifies who made each entry.

Work Allocation

Indicates how many projects are allocated to the asset. You may display a list of an asset's project by clicking the asset's numeric link in this column. If you then click a project's link in the list that appears, PlanView displays the project's Detail screen.

Asset Allocation

Indicates how many other assets support an asset. You may display a list of an asset's supporting assets by clicking an asset's numeric link in this column. If you then click a supporting asset's link in the list that appears, PlanView displays that asset's Detail screen.

Asset Owner ID Go Live Date Date Classification Type Tech Value

Identifies the person responsible for the asset. Identifies a numeric label for the asset. Indicates the date on which the asset becomes active. Indicates the date the asset was added to the database. Indicates the assets category, such as Customer Facing, Internal, or Batch. Used to track the value of an asset by asking questions of the asset owner (as prompted by the assets lifecycle). The score of those answers is stored in the respective field and can be used to help decide if the asset is maintained or retired. Displays a value that is a summation of the default allocations made over the last 12 months. Calculated from the services and assets that the asset supports, this value is displayed as a percentage. Click an assets link to display the Average Utilization screen.

Average Utilization

Amount Active Tickets

Indicates the value of the most recent direct spend. Indicates how many active support tickets are associated with the asset. You may display a list of an asset's support tickets by clicking an asset's numeric link in this column. If you then click a support ticket's link in the list that appears, PlanView displays that ticket's Detail screen.

Spend Over Last Year

Indicates the amount of the asset's direct costs over the last year.

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3.

If you want to display an Asset Detail screen similar to the following figure, click the appropriate Asset Description link or button and then select Asset Detail from the menu that appears.

PlanView Tip!
You may also access the Asset Detail screen from topology diagrams or the screens that appear after you click a Direct Cost, Work Allocation, Asset Allocation, or Average Utilization link in the Review Assets screen.

The screens toolbar includes options that let you display the current portfolios topology diagram (Topology), associate a lifecycle with the asset (Assign Lifecycle), display information about other assets associated with the current one, display data about the agreements with which the asset is associated, access the assets Content Management information (Content), or display the assets intact information (Contacts).

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The following table describes the Asset Detail screens sections, each of which you may update. For some sections, you may also review data relevant to an assets history. The screen may also include data relevant to PVA-configured screens. For details on such data, see your PVA.
Section Basic Description Includes information that was entered when the asset was added to the PlanView database. You may update this sections data as discussed in the Updating an Assets Basic Information section. Asset Assessment Provides information relevant to the performance of the asset and the services it supports. This sections color indicators provide a quick assessment of the state of the asset and the services it supports. PlanView uses green for healthy, yellow to indicate potential problems, and red for serious conditions. You may update this sections data as discussed in the Updating an Assets Performance-Related Data section. Total Current Spend Shows the values of the assets total cost, the assets direct costs, and the costs of any other assets that financially impact the current asset. This section also includes the amount of what the asset is expected to cost in the future. You may update the values in this section by manually entering the Direct Spend amount as discussed in the Updating the Cost Data of an Asset section. Services Identifies which services or other assets the current asset supports, and indicates how much of the current assets direct cost is allocated to supporting each of those entities. The allocated amount is expressed as a percentage. If data is relevant to another asset, PlanView displays that other assets Technical Assessment Value or its Risk Assessment Value. If data Is relevant to a service, PlanView displays that services Business Value score that PlanView gave the service during its last analysis. The date of that analysis is displayed in this section. You may set the default date and percentages that PlanView is to use for any of the direct costs entered for an asset. For details, see the Updating the Cost Data of an Asset section. Clicking a service or assets link in this section displays that entitys Detail screen. Work Financially Impacting this Asset Indicates how much of a financial impact each project and asset allocated to the current asset has on that asset. The total impact of the allocated items can be equal to, less than, or greater than 100 percent. You may allocate work and other assets to the current asset. Clicking a project or assets link in this section displays that entitys Detail screen. Metrics Display metrics pertinent to the asset. Your PVA defines these metrics, which are determined by the assets type (hardware or software) and classification (Batch, Customer Facing, or Internal). You may set target and minimum values for an asset's metrics. For details, see the Setting Target and Minimum Values for an Assets Metrics section.

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After you display the Asset Detail screen, you may use it to perform the following tasks. This chapter includes separate discussions on each task.

updating an assets basic information, updating an assets performance-related data, updating an assets cost data, specifying how much of an assets costs is allocated to the services and assets it impacts, specifying how much of a projects costs are to be allocated to an asset, removing an assets allocations, setting the time period for which PlanView displays an assets metrics, and changing the values of the attributes your PVA defined for an asset.

Updating an Assets Basic Information

PlanView lets you change an assets basic information, such as its name, ID, owner, and other factual data that was entered when the asset was added.
To Update an Assets Basic Data

1. 2.

If necessary, open a portfolio relevant to the asset you want to update. For details, see the Opening Portfolios section. Take one of the following actions: Click Assets Topology. In the topology diagram that appears, click the underlined name of the asset you want to update. If the asset is providing indirect support, you will need to navigate the topology diagram until the assets name is underlined. Click Assets Dashboard Action Links Review Assets. In the Asset Description column, click the link or button relevant to the asset you want to update. Then select Asset Detail from the menu that appears.

3.

In the Basic section of the Asset Detail screen that appears, click Update and then edit the fields of the Update Asset screen that appears. The Update Asset screen includes fields that are the same as those specified when the asset is added. For details on these fields, see the Adding Assets section.

4.

Click OK.

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Updating an Assets Performance-Related Data

You may edit the Asset Assessment sections data, which indicates how well an asset and the services it supports are performing.
To Update an Assets Performance-Related Data

1. 2.

If necessary, open a portfolio relevant to the asset you want to update. For details, see the Opening Portfolios section. Take one of the following actions: Click Assets Topology. In the topology diagram that appears, click the underlined name of the asset you want to update. If the asset is providing indirect support, you will need to navigate the topology diagram until the assets name is underlined. Click Assets Dashboard Action Links Review Assets. In the Asset Description column, click the link or button relevant to the asset you want to update. Then select Asset Detail from the menu that appears.

3.

In the Asset Assessment section of the Asset Detail screen that appears, click Update. PlanView displays a screen similar to the following figure.

4.

Edit the fields as discussed in the following table.

Field Business Value Technical Value Risk Assessment Description These fields show how well the asset and the services it supports are performing. Used to track the value of an asset by asking questions of the asset owner (as prompted by the assets lifecycle). The score of those answers is stored in the respective field and can be used to help decide if the asset is maintained or retired. The Business Value and Risk Assessment fields are available only for assets that have an Asset Type of Application or Other Software. Last Analysis Next Analysis Enter the last date on which the asset was analyzed. Enter the number of days that are to elapse between todays date and the next analysis. When displaying data in the Asset Detail screen, PlanView automatically converts the specified number of days to an actual date (such as 1/15/2006). Lifecycle Position Select the lifecycle phase that is to be modeled by the current alternate structure.

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Asset Disposition

Select the option that best defines what PlanView is to do with the asset (such as Maintain, Review, Enhance, Retire, or Replace). An asset's disposition is based on the assessment of the asset's Business Value; Technology Value; Costs, and Risk. These measurements (along with some others) are evaluated to analyze the relative importance of an asset within a portfolio of assets (or across the enterprise).

Planned Retirement Date

Enter the date on which the asset is to be retired.

5.

Click OK.

Updating the Cost Data of an Asset

The Asset Detail screens Total Current Spend section includes the following cost data.
Cost Total Spend Description The assets total cost so far. PlanView calculates this value by adding the current assets Direct Spend and its Indirect Spend. Direct Spend This amount is manually entered to specify the how much is spent directly on the current asset. The Direct Spend is associated with a date that designates the time period in which the spend will eventually be moved to a services financial plan. If Direct Spend entries are manually entered for more than one time period, you may view and edit the amounts made for each time period. Indirect Spend The amount spent on the current assets associated projects and other assets that indirectly support the current asset. When calculating this amount, PlanView uses the dollars and dates entered as Direct Spend on assets that financially impact the current asset. Forecasted The expected future cost of the current asset. PlanView calculates this amount by multiplying the assets current cost with a specified percentage.

You may update an asset's cost data by editing the values specified for the Forecasted percentage and Direct Spend cost. While editing these values, you may specify how far back PlanView is to obtain data while calculating an asset's cost data. You may also specify the date on which an asset's Direct Spend value is to be included in a services financial plan.

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PlanView also lets you change an asset's direct costs specified for a previous time period. Assets Cost Data

To Edit an

1. 2.

If necessary, open a portfolio relevant to the asset you want to update. For details, see the Opening Portfolios section. Take one of the following actions: Click Assets Topology. In the topology diagram that appears, click the underlined name of the asset you want to update. If the asset is providing indirect support, you will need to navigate the topology diagram until the assets name is underlined. Click Assets Dashboard Action Links Review Assets. In the Asset Description column, click the link or button relevant to the asset you want to update. Then select Asset Detail from the menu that appears.

3.

In the heading of the Total Current Spend section of the Asset Detail screen that appears, click the numeric link (such as 365) that indicates how far back PlanView is to go while calculating an asset's costs. PlanView displays a screen similar to the following figure.

4. 5. 6.

Enter the percentage PlanView is to use when calculating the asset's future costs. PlanView calculates an asset's Forecasted value by multiplying the asset's current costs with the specified percentage. If you want to change the time frame for which cost data is calculated, enter the number of days that PlanView is to go back when calculating an asset's cost data. Click Enter Direct Spend. PlanView displays an Entry of Direct Costs screen similar to the following figure.

PlanView Tip!
Clicking Update in the Total Current Spend section of the Asset Detail screen will also display the Entry of Direct Costs screen. You may want to do so if you want to change the Direct Spend value and do not want to manually enter the Forecasted percentage value or change the days of the time frame for which PlanView calculates an asset's cost data.

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7.

If you want to change the Date on which the assets Direct Spend is to be included in a services financial and then select the desired date in the calendar that appears. plan, click If you change the date, PlanView recalculates the values of the Direct Spend, Total Spend, Indirect Spend, and Forecasted entries.

8.

Enter the Amount you want to specify for the assets direct cost. If you change this value, PlanView will recalculate the values of the Total Spend and Forecasted entries.

9.

Document your entry by typing a Note about the expenditure.

10. If you want to edit the direct costs for a previous time period, click View History to display the Current Spend History screen. You may then click the button relevant to the time period for which you want to edit the direct costs. PlanView Tip!
You may also display the Current Spend History screen by clicking History in the Total Current Spend section of the Asset Detail screen. Do so if you want to change the direct costs entered for a previous time period without modifying the current Direct Spend or Forecasted values.

11. Click OK.

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Changing an Assets Allocation Percentages for Services or Assets It Supports

You may change how much of an assets costs are allocated to the services it directly supports and any assets it indirectly supports. You do so by changing an assets allocation percentage. On services, changing an assets allocation percentage impacts that services financial plan. On other assets, changing an assets allocation percentage impacts that other assets indirect costs. When setting an assets allocation percentage, you may specify the date on which the change is to take effect. For example, suppose that on January 1, 2006 you allocate 50 percent of asset 1 to service A. Then on June 1, 2006 you allocate 40 percent of asset 1 to service A. Also suppose that during all of 2006 you allocate 50 percent of asset 2 to asset 1. In effect, asset 2 is allocated at 25 percent to service A from January to May and 20 percent from June to December. In another example, suppose today is June 30. Allocations for asset 1 were last set on April 1 so that the asset was allocated at 50 percent for asset 2 and at 50 percent for asset 3. Asset 4 is allocated to asset 1 and had a direct spend on June 15. If on July 1 you change the allocation percentage for asset 1 to 25 on asset 2 and 75 on asset 3, assets 1s indirect costs will not change. The direct cost of asset 4 will not change. However, the indirect costs of asset 2 will go down, and the indirect spend on asset 3 will go up. Changing an assets allocation percentage does not impact an assets direct costs.
To Change an Assets Allocation Percentages

1. 2.

If necessary, open a portfolio relevant to the asset you want to update. For details, see the Opening Portfolios section. Take one of the following actions: Click Assets Topology. In the topology diagram that appears, click the underlined name of the asset you want to update. If the asset is providing indirect support, you will need to navigate the topology diagram until the assets name is underlined. Click Assets Dashboard Action Links Review Assets. In the Asset Description column, click the link or button relevant to the asset you want to update. Then select Asset Detail from the menu that appears.

3.

In the Services (or Assets) Financially Impacted by this Asset section of the Asset Detail screen that appears, perform one of the following actions: If you want to edit the allocation percentages for the current time period, click Update. If you want to edit the allocation percentages for a previous time period, click History. In the Allocation History screen that appears, click the button relevant to the time period for which you want to edit an assets percentages.

PlanView displays an Update Associations screen similar to the following figure.

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PlanView Tip!
You may find it easier to examine the Allocations Entities financially supported by this Asset sections content if you collapse the other sections of the Update Associations screen.

4.

In the Allocations Entities financially supported by this Asset section, perform one of the following actions: If you want to edit the allocation percentages for the current time period, click Update. If you want to edit the allocation percentages for another time period, click History. In the Allocation History screen that appears, click the button relevant to the time period for which you want to edit an assets percentages.

PlanView displays a Default Allocations screen similar to the following figure. The data in this screen indicates when the allocation is to become effective, the asset's allocation percentage, and which user made the allocation.

5. 6. 7.

If you want to change the date on which the allocation is to start, click the calendar that appears. In the Allocation Percentage field, enter the desired amount. Refresh the data by clicking . Then click OK.

and then select the desired date in

Changing Allocation Percentages of Projects Associated with an Asset

You may change how much of a projects costs are allocated to the assets associated with the project. You do so by changing a projects allocation percentage, which impacts how much of the projects costs flow to the associated asset.
To Change a Projects Allocation Percentages

1. 2.

If necessary, open an Asset portfolio relevant to the project you want to modify. For details, see the Opening Portfolios section. Take one of the following actions: Click Assets Topology. In the topology diagram that appears, click the underlined name of the asset you want to update. If the asset is providing indirect support, you will need to navigate the topology diagram until the assets name is underlined. Click Assets Dashboard Action Links Review Assets. In the Asset Description column, click the link or button relevant to the asset you want to update. Then select Asset Detail from the menu that appears.

PlanView displays the Asset Detail screen. 3. Under the Work Financially Impacting this Asset section, click the appropriate project link.

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4. 5.

Click Assets/Services in the toolbar of the Work Detail screen that appears. Click Update in the The Assets listed below are financially impacted by the current Work Item header. PlanView displays a Default Allocations screen similar to the following figure.

6. 7.

For each of the projects associated assets, enter the desired Allocation Percentage to designate how much of the projects costs each asset is expected to use. Click OK.

Removing an Assets Allocations

You may remove the relationship of a service, project, or asset allocated to the current asset. The allocation percentage of the item that you are breaking the assets relationship to must be set to 0.
To Remove an Asset's Allocations

1. 2.

If necessary, open an Asset portfolio that includes the asset from which you want to remove allocations. For details, see the Opening Portfolios section. Take one of the following actions: Click Assets Topology. In the topology diagram that appears, click the underlined name of the asset you want to update. If the asset is providing indirect support, you will need to navigate the topology diagram until the assets name is underlined. Click Assets Dashboard Action Links Review Assets. In the Asset Description column, click the link or button relevant to the asset you want to update. Then select Asset Detail from the menu that appears.

3.

In the Asset Detail screen that appears, click Update in one of the following sections: Services (or Assets) Financially Impacted by this Asset, Work Financially Impacting this Asset, or Assets Financially Impacting this Asset. PlanView displays the Update Associations screen. The screen includes an entry for each service, asset, or project allocated to the current asset regardless of whether an actual allocation percentage has been defined.

4.

Remove the relationship between the current asset and a service, project, or asset by clicking the relevant Break Link button . The button is not displayed next to items that do not have an allocation percentage of 0 on the current asset.

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Setting Target and Minimum Values for an Assets Metrics

When configuring PlanView, your PVA defines the metrics PlanView is to use for assets. These metrics are determined by the assets type (hardware or software) and its PVA-specified classification (Batch, Customer Facing, or Internal). You may set target and minimum values for such metrics. Targets define the capacity for a given metric. Minimum values define the lowest acceptable value for a given metric.
Set Target and Minimum Values for an Assets Metrics

1. 2.

If necessary, open an Asset portfolio relevant to the project you want to modify. For details, see the Opening Portfolios section. Take one of the following actions: Click Assets Topology. In the topology diagram that appears, click the underlined name of the asset you want to update. If the asset is providing indirect support, you will need to navigate the topology diagram until the assets name is underlined. Click Assets Dashboard Action Links Review Assets. In the Asset Description column, click the link or button relevant to the asset you want to update. Then select Asset Detail from the menu that appears.

3.

In the Metrics header of the Asset Detail screen that appears, click Update. PlanView displays a Metrics screen similar to the following figure.

4. 5.

Edit the Target and Minimum Expectation values as desired. Click Update.

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Changing Attributes of Asset-Related Configured Screens

Your may edit attributes your PVA defined in configured screens mapped to an asset's governing structure.
To Change an Assets Attributes

1. 2.

If necessary, open an Asset portfolio relevant to the project you want to modify. For details, see the Opening Portfolios section. Take one of the following actions: Click Assets Topology. In the topology diagram that appears, click the underlined name of the asset you want to update. If the asset is providing indirect support, you will need to navigate the topology diagram until the assets name is underlined. Click Assets Dashboard Action Links Review Assets. In the Asset Description column, click the link or button relevant to the asset you want to update. Then select Asset Detail from the menu that appears.

3.

In the Asset Detail screen that appears, click Update in the heading of the section containing your organization's PVA-defined attributes. PlanView displays a screen that includes your organizations PVA-defined attributes.

4. 5.

Edit the fields as appropriate. Click OK.

Deleting Assets
You may delete an asset unless

the asset is currently being used by another asset, service, or project, the asset has a previous allocation or association, there are direct spend costs defined on the asset, the asset has been previously used, your PVA has set the assets classification to Batch.
To Delete an Asset

1. 2.

If necessary, open an Asset portfolio relevant to the asset you want to delete. For details, see the Opening Portfolios section. Click Assets
Dashboard Action Links Review Assets.

PlanView displays the Review Assets screen. 3. 4. 5. In the Asset Description column, click the link or Select Delete from the menu that appears. In the verification prompt that appears, click OK. button relevant to the asset you want to delete.

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Reviewing and Editing a Services Data

You may review and edit a service's data.
To Review Services

1. 2.

If necessary, open a portfolio relevant to the services you want to review. For details, see the appropriate Opening Portfolios section. Click Services
Dashboard Action Links Review Services.

PlanView displays a Review Services screen similar to the following figure. If PlanView cannot display all services at one time, you may click Previous or Next to view additional services. Clicking a column head in the screen sorts services by the columns property. The Review Services screen includes the columns PlanView displays by default. The Review Services screen, however, can be configured to display any of the columns discussed in the following table as well as ones relevant to alternate structures your PVA defined. For details on choosing the screens columns and the order in which they appear in the screen, see the Configuring the Review Screens of Services, Assets, or Agreements section. For details on data relevant to PVA-defined alternate structures, see your PVA.
Column Service Description ID Service Type Description Identifies the name of the service. Identifies a numeric label for the service. Identifies the services type (Application, Server, Other Software, or Other Hardware). Indicates the services status (Requested, Requirement, Acquisition, Approved, In Service, Denied, Deferred, Cancelled, Evaluate, Retired, or Decommissioned). Indicates how often the service is used on average. Indicates the total of the direct cost entered manually for the service. The value in this column does not reflect data from the work budgets of projects allocated to the service. Click a services link in this column to display the Direct Cost screen, Work Allocation Asset Allocation Service Owner Active Tickets Indicates how many projects are allocated to the service. Indicates how many assets financially impact the service. Identifies the person responsible for managing the service. Indicates how many active tickets are associated with the service. Clicking this column's numeric link displays a list of the active tickets. Clicking a ticket's link in the list that appears, display's that ticket's Detail screen.

Service Status

Average Utilization Direct Cost

3.

If you want to review a services direct costs, click that services Direct Cost link. PlanView displays a Direct Cost screen that lists the monetary value of each direct cost entry made for the service, indicates when each entry was made, and identifies who made each entry. If you want to display a list of the projects allocated to a service, click that services Work Allocation link.

4.

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5. 6.

If you want to display a list of assets that financially impact a service, click the appropriate Asset Allocation link. If you want to display a Service Detail screen similar to the following figure, click the appropriate Service Description link or button and then select Service Detail from the menu that appears.

PlanView Tip!
You may also access the Service Detail screen from topology diagrams or the screens that appear after you click a Direct Cost, Work Allocation, Asset Allocation, or Average Utilization link in the Review Services screen.

The screens toolbar includes options that let you display the current portfolios topology diagram (Topology), associate a lifecycle with the service (Assign Lifecycle), display information about services associated with the current one, display data about the agreements with which the service is associated, access the services Content Management information (Content), or display the services contact information (Contacts).

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The following table describes the Service Detail screens sections, each of which you may update. For some sections, you may also review data relevant to a services history. The screen may also include data relevant to PVA-configured screens. For details on such data, see your PVA.
Section Basic Description Includes information that was entered when the service was added to the PlanView database. You may update this sections data as discussed in the Updating a Service's Basic Information section. Service Delivery Assessment Provides information relevant to the performance of the service. This sections color indicators provide a quick assessment of the delivery of the service. PlanView uses green for healthy, yellow to indicate potential problems, and red for serious conditions. You may update this sections data as discussed in the Updating a Service's section. Cost and Effort Shows the values of the services cost and effort that is expected to deliver the service. PlanView obtains this data from the service's financial plan. Identifies the departments that use the service and indicates how much of the service each department is excepted to use. You may change how much of a service is allocated to each department. For details, see the Designating How Much of a Service Different Departments Use section. Work Financially Impacting the Service Indicates how much of a financial impact each project allocated to the current service has on that service The total impact of the allocated items can be equal to, less than, or greater than 100 percent. You may change the percentages of a service's allocations. For details, see the Changing the Percentages of a Service's Allocations section. Clicking a project's link in this section displays that entitys Detail screen. Assets Financially Impacting the Service Indicates how much of a financial impact each asset allocated to the current service has on that service. The total impact of the allocated items can be equal to, less than, or greater than 100 percent. You may change the percentages of a service's allocations. For details, see the Changing the Percentages of a Service's Allocations section. Clicking an assets link in this section displays its Detail screen. Metrics Display metrics pertinent to the service. Your PVA defines these metrics, which are determined by the services type (hardware or software) and classification (Batch, Customer Facing, or Internal). You may enter target and minimum values for a service's metrics. For details, see the Setting Target and Minimum Values for a Service's Metrics section.

Department Using This Service

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Updating a Service's Basic Information

PlanView lets you change a service's basic information, such as its name, ID, owner, and other factual data that was entered when the service was added.
To Update a Service's Basic Data

1. 2.

If necessary, open a portfolio relevant to the service you want to update. For details, see the Opening Portfolios section. Take one of the following actions: Click Topology to display the current portfolios topology diagram. Navigate the topology diagram until the name of the service you want to update is underlined. Click Dashboard Action Links Review Services. In the Service Description column, click the appropriate service link or button. Then select Service Detail from the menu that appears.

3.

In the Basic section of the Service Detail screen that appears, click Update and then edit the fields of the Update Service screen that appears. The Update Service screen includes fields that are the same as those specified when the service is added. For details on these fields, see the Adding Services section.

4.

Click OK.

Updating a Service's Delivery Goals

You may edit the Service Delivery Assessment sections data, which indicates how well the delivery goals of the service are being met.
To Update a Service's Delivery Goals

1. 2.

If necessary, open a portfolio relevant to the service you want to update. For details, see the Opening Portfolios section. Take one of the following actions: Click Topology to display the current portfolios topology diagram. Navigate the topology diagram until the name of the service you want to update is underlined. Click Dashboard Action Links Review Services. In the Service Description column, click the appropriate service link or button. Then select Service Detail from the menu that appears.

3.

In the Service Delivery Assessment section of the Service Detail screen that appears, click Update. PlanView displays a Service Delivery Assessment screen similar to the following figure.

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4.

Edit the fields as discussed in the following table.

Field Business Value Description Define how valuable the service is to your organization. PlanView uses this data to track the value of a service by asking questions of the service owner (as prompted by the service's lifecycle). The score of those answers is stored in the respective field and can be used to help decide if the service is maintained or retired. Enter target and minimum values for the customer satisfaction rating. PlanView calculates this customer satisfaction by using average values manually entered for service satisfaction.

Overall Customer Satisfaction

5.

Click OK.

Designating How Much of a Service Different Departments Use

You may designate how much of a service each department is expected to use.
To Designate How Much of a Service Different Departments Are Expected to Use

1. 2. 3.

If necessary, open a portfolio that includes the services you wish to review. For details, see the appropriate Opening Portfolios section. Click Services. Take one of the following actions: Click Topology to display the current portfolios topology diagram. Navigate the topology diagram until the name of the service for which you want to designate department usage is underlined. Click Dashboard Action Links Review Services. In the Service Description column, click the appropriate service link or button. Then select Service Detail from the menu that appears.

4.

In the Department Using this Service heading of the Service Detail screen that appears, click Update. An Update Associations screen similar to the following appears.

PlanView Tip!
You may find it easier to examine the Allocations Entities financially supported by this Service sections content if you collapse the other sections of the Update Associations screen.

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5. 6. 7.

In the Allocations - Entities financially supported by this Service section, click Add Allocation under the heading The Business Units listed below are financially impacted by the current Service. In the Data Picker, select the check box of each department using the service. Click Update in the The Business Units listed below are financially impacted by the current Service section. PlanView displays a Default Allocations screen similar to the following figure. The data in this screen indicates when the allocation is to become effective, how much of the service is allocated to each department, and which user made each allocation

8. 9.

If you want to change the date on which the allocation is to start, click the calendar that appears.

and then select the desired date in

In the Allocation Percentage fields, enter the percentage amount that each department is expected to use the service. . Then click OK.

10. Refresh the data by clicking

Changing the Percentages of a Service's Allocations

You may change how much of a project or assets costs is allocated to a service. You do so by changing a project or assets allocation percentage. Changing a service's asset allocation percentages impacts the services financial plan. Changing a service's project allocation percentages impacts how much of the projects costs flow to the associated asset. When setting a service's allocation percentage, you may specify the date on which the change is to take effect. For example, suppose that on January 1, 2006 you allocate 50 percent of asset 1 to service A. Then on June 1, 2006 you allocate 40 percent of asset 1 to service A. Also suppose that during all of 2006 you allocate 50 percent of asset 2 to asset 1. In effect, asset 2 is allocated at 25 percent to service A from January to May and 20 percent from June to December.
To Change the Percentage's of a Service's Allocations

1. 2.

If necessary, open a portfolio relevant to the service you want to update. For details, see the Opening Portfolios section. Take one of the following actions: Click Topology to display the current portfolios topology diagram. Navigate the topology diagram until the name of the service you want to update is underlined. Click Dashboard Action Links Review Services. In the Service Description column, click the appropriate service link or button. Then select Service Detail from the menu that appears.

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3.

Click Update in either the Work Financially Impacting this Service section or the Assets Financially Impacting this Service section of the Service Detail screen that appears. PlanView displays an Update Associations screen similar to the following figure.

PlanView Tip!
You may find it easier to examine the Allocations Entities that financially support this Service sections content if you collapse the other sections of the Update Associations screen.

4.

In the Allocations Entities that financially supported this Service section, perform one of the following actions: If you want to edit the allocation percentages of projects, click Update in the The Work items listed below financially impact the current Service header. If you want to edit the allocation percentages of assets that support the current service, click Update in the The Assets listed below financially impact the current Service header.

PlanView displays a Default Allocations screen similar to the following figure. The data in this screen indicates when the allocation is to become effective, the project or asset's allocation percentage, and which user made each allocation.

5. 6.

If you want to change the date on which the allocation is to start, click the calendar that appears.

and then select the desired date in

In the Allocation Percentage field, enter the desired amount of each allocation.

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7.

Refresh the data by clicking

. Then click OK.

Removing a Service's Allocations

You may remove the relationship of a project or asset allocated to the current service. The allocation percentage of the item that you are breaking the services relationship to must be set to 0.
To Remove a Service's Allocations

1. 2.

If necessary, open a Service portfolio that includes the service from which you want to remove allocations. For details, see the Opening Portfolios section. Take one of the following actions: Click Topology to display the current portfolios topology diagram. Navigate the topology diagram until the name of the service you want to update is underlined. Click Dashboard Action Links Review Services. In the Service Description column, click the appropriate service link or button. Then select Service Detail from the menu that appears.

3.

Click Update in either the Work Financially Impacting this Service section or the Assets Financially Impacting this Service section of the Service Detail screen that appears. PlanView displays the Update Associations screen. The screen includes an entry for each asset or project allocated to the current service regardless of whether an actual allocation percentage has been defined.

4.

Remove the relationship between the current service and an asset or project by clicking the relevant Break Link button . The button is not displayed next to items that do not have an allocation percentage of 0 on the current service.

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Setting Target and Minimum Values for a Service's Metrics

When configuring PlanView, your PVA defines the metrics PlanView is to use for services. These metrics are determined by the service's PVA-specified classification (Batch, Customer Facing, or Internal). You may set target and minimum values for such metrics. Targets define the capacity for a given metric. Minimum values define the lowest acceptable value for a given metric.
Set Target and Minimum Values for a Service's Metrics

1. 2.

If necessary, open a Service portfolio relevant to the project you want to modify. For details, see the Opening Portfolios section. Take one of the following actions: Click Topology to display the current portfolios topology diagram. Navigate the topology diagram until the name of the service you want to update is underlined. Click Dashboard Action Links Review Services. In the Service Description column, click the appropriate service link or button. Then select Service Detail from the menu that appears.

3.

In the Metrics header of the Service Detail screen that appears, click Update. PlanView displays a Metrics screen similar to the following figure.

4. 5.

Edit the Target and Minimum Expectation values as desired. Click Update.

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Changing Attributes of Service-Related Configured Screens

Your may edit attributes your PVA defined in configured screens mapped to a service's governing structure.
To Change a Service's Attributes

1. 2.

If necessary, open a Service portfolio relevant to the service you want to modify. For details, see the Opening Portfolios section. Take one of the following actions: Click Topology to display the current portfolios topology diagram. Navigate the topology diagram until the name of the service you want to update is underlined. Click Dashboard Action Links Review Services. In the Service Description column, click the appropriate service link or button. Then select Service Detail from the menu that appears.

3.

In the Service Detail screen that appears, click Update in the heading of the section containing your organization's PVA-defined attributes. PlanView displays a screen that includes your organizations PVA-defined attributes.

4. 5.

Edit the fields as appropriate. Click OK.

Deleting Services
You may delete a service unless

the service has an active or previous allocation, the service has financial plan data defined for it, or there is no active or previous agreement associated with the service.
To Delete a Service

1. 2.

If necessary, open a Service portfolio relevant to the service you want to delete. For details, see the Opening Portfolios section. Click Services
Dashboard Action Links Review Services.

PlanView displays the Review Services screen. 3. 4. 5. In the Service Description column, click the link or Select Delete from the menu that appears. In the verification prompt that appears, click OK. button relevant to the service you want to delete.

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Adding Service Level Agreements

A Service Level Agreement (SLA) outlines a contract between an IT department and either a business unit or a vendor. The following table describes the different types of SLAs PlanView supports and whether you access. The table also indicates whether you access the SLA through a Service portfolio or an Asset portfolio.
SLA Type Business SLA Description This type of SLA defines the relationship between IT and a business unit. Although not required, a Business SLA offers a means to record expectations that a business unit and IT have regarding the services IT will provide to the business unit. You can have one business unit and multiple services per Business SLA. To establish this type of SLA, see the Adding Business SLA section. Outsourced Service Contract This type of SLA deals essentially with a service that is completely or partially outsourced. An Outsourced Service Contract is associated with a single service. You can have one vendor and one service per Outsourced Service Contract Asset Contract This type of SLA defines the delivery of assets from a single vendor. You can have one vendor and many assets per Asset Contract. Asset portfolio Service portfolio Access from a Service portfolio

PlanView Tip!
The following procedures discuss adding agreements by selecting the Add Agreement command from the main menu. As you become familiar with the PlanView interface, you may sometimes find it useful to add agreements by clicking the Review Agreements screens Add Agreement option.

Adding Business SLAs

Add a Business SLA to formalize the delivery of services from IT to a business unit. This helps improve communication between IT and the business unit. When adding a Business SLA, you can

define the parameters of the services that IT provides, define the time-phased budget and quality standards used for all services IT delivers to a business unit, and allow a business unit to set service delivery goals (such as expected service performance and minimum expected level of customer satisfaction).

Throughout the life of a Business SLA, actual expenses are compared to the budget to evaluate variances and make adjustments. In addition the satisfaction of the business unit with their services is measured and compared against the standards defined in the Business SLA. This helps eliminate surprises about the cost of services and the quality that IT is delivering.

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To Add a Business SLA

1.

Click Services

Dashboard

Action Links

Add Agreement.

An Add Agreement screen similar to the following figure appears.

The following table describes the Add Agreement screens fields.

Field Parent Agreement Name Agreement Number Start Date Finish Date Next Review Date Agreement Type Owner Lifecycle Administrator Description The location of the agreement within the hierarchical structure of all agreements The name you specify for the agreement A unique numeric value given to the agreement The dates on which the agreement becomes active The dates on which the agreement becomes inactive The date on which the agreement should be reassessed by your organization The type of agreement you are adding The name of the person who manages the agreement The name of the user who administers the lifecycle associated with the agreement The department with whom IT is making the agreement to provide the services The state of the agreement, such as pending, active, or closed

Department Status Agreement Color Cost Spread Services

Attribute that you want to use to represent the agreement Indicates if costs should be spread evenly across all business units Associates the agreement to one or more services

2.

Complete any required fields (marked by a red asterisk), and enter any known data in the other fields. Be sure that Business SLA is selected as the Agreement Type.

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3. 4. 5. 6. 7. 8.

Click Add. If PlanView displays more screens, enter any required fields or additional information. Save your entries by clicking OK. When prompted, select the lifecycle you want to associate with the SLA. Click Next to review the lifecycle model and change it if necessary. As prompted, complete any additional lifecycle steps. Click Finish.

After adding the agreement, you can define the cost of each service included in the agreement. For details, see the Defining the Cost per Service in a Business SLA section.

Adding an Outsourced Service Contract

An Outsourced Service Contract defines the delivery of one service from a single vendor. The vendor named in the contract can be completely responsible or only partially responsible for the delivery of the service associated with the contract.
To Add an Outsourced Service Contract

1. 2.

Click Services

Dashboard

Action Links

Add Agreement.

Display an Add Agreement screen similar to the following figure by clicking Outsourced Service Contract.

The following table describes the Add Agreement screens fields.

Field Parent Agreement Name Agreement Number Start Date Finish Date Description The location of the agreement within the hierarchical structure of all agreements The name that you specify for the agreement A unique numeric value given to the agreement The dates on which the agreement becomes active The dates on which the agreement becomes inactive

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Field Next Review Date Agreement Type Owner Lifecycle Administrator Vendor Agreement Color Status Services

Description The date on which the agreement should be reassessed by your organization The type of agreement you are adding. The name of the person who manages the agreement The name of the user who administers the lifecycle associated with the agreement The vendor with whom IT is making the agreement to provide the service

Attribute that you want to use to represent the agreement

The state of the agreement, such as pending, active, or closed

Associates the agreement to a single service

3. 4. 5. 6. 7. 8. 9.

Complete any required fields (marked by a red asterisk), and enter any known data in the other fields. Click Add. If PlanView displays more screens, enter any required fields or additional information. Save your entries by clicking OK. When prompted, select the lifecycle you want to associate with the SLA. Click Next to review the lifecycle model and change it if necessary. As prompted, complete any additional lifecycle steps. Click Finish.

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Adding an Asset Contract

An Asset Contract defines the delivery of one or more assets from a single vendor.
To Add an Asset Contract

1.

Click Assets

Dashboard

Action Links

Add Agreement.

An Add Agreement screen similar to the following figure appears.

The following table describes the Add Agreement screens fields.

Field Parent Agreement Name Agreement Number Start Date Finish Date Next Review Date Owner Lifecycle Administrator Vendor Status Agreement Color Cost Spread Assets Description The location of the agreement within the hierarchical structure of all agreements The name you specify for the agreement A unique numeric value given to the agreement The dates on which the agreement becomes active The dates on which the agreement becomes inactive The date on which the agreement should be reassessed by your organization The name of the person who manages the agreement The name of the user who administers the lifecycle associated with the agreement The vendor with whom IT is making the agreement to provide the asset The state of the agreement, such as pending, active, or closed

Attribute that you want to use to represent the agreement Indicates if costs should be spread evenly across all business units Associates the agreement to one or more assets

2.

Complete any required fields (marked by a red asterisk), and enter any known data in the other fields.

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3. 4. 5. 6. 7. 8.

Click Add. If PlanView displays more screens, enter any required fields or additional information. Save your entries by clicking OK. When prompted, select the lifecycle you want to associate with the SLA. Click Next to review the lifecycle model and change it if necessary. As prompted, complete any additional lifecycle steps. Click Finish.

Reviewing and Editing Agreements

You may display summary information of the agreements included in a Service or Asset portfolio. While reviewing such information, you may access and edit a specific agreements data.
To Review or Edit Agreements

1. 2.

If necessary, open the portfolio that includes the agreement you want to review. For details on opening a portfolio, see the Opening Portfolios section.. Take one of the following actions: If you want to review the agreements of a Service portfolio, click Services If you want to review the agreements of an Asset portfolio, click Assets
Agreements. Agreements.

PlanView displays a Review Agreements screen similar to the following figure. The screen lists the agreements associated with the current portfolio. A red asterisk indicates that an agreement includes services or assets that are not in the current portfolio. Most columns reflect information that was specified when agreement was added or modified. The number displayed in the screens #Services or #Assets column indicates how many services or assets are associated with an agreement. An agreements button provides access to the agreements Content Management data.

You may refine the list of agreements so that PlanView displays only a specific category of agreements (such as active, analyzed, closed, modified, pending, proposed, or retired. To do so, click All Agreements and select the desired agreement category from the menu that appears. PlanView displays the portfolios agreements that only match the selected category.

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Clicking a column head in the screen sorts assets by the columns property. As discussed in the Configuring the Review Screens of Services, Assets, or Agreements section, you may select which columns the screen includes. By default, the Review Agreements screen displays agreement data in the Agreements View. You may display data for a list of the services or assets associated with the current portfolios agreements. To dos so, click Agreements View and then select the portfolios other view option (Services View or Assets View). If PlanView cannot display all of the agreements simultaneously you may click Previous or Next to view a list of additional agreements. The Add Agreement option lets you add another agreement to the current portfolio. 3. If you want to display the names of the services or assets associated with a specific agreement, click that agreements #Services or #Assets numerical link. You may then display a service or assets Detail screen by clicking the appropriate link in the screen that appears. If you want to display an Agreement Detail screen similar to the following figure, click the appropriate Name link or button and then select Agreement Detail from the menu that appears. The sections included in such a screen vary by the type of agreement you are reviewing.

4.

The screens toolbar includes options that let you examine the workflow of a lifecycle associated with the agreement (Lifecycle), edit the lifecycles list of team members (Team), access the agreements Content Management information (Content), or display the agreements business unit and IT contacts (Contacts). PlanView Tip!
Because project costs are calculated in the project budget, the Agreement Detail screen does not include data for the costs of projects associated with any of the agreement's assets or services.

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You may update the screens data by performing the following tasks. Separate discussions of each task follow. updating an agreements basic information, defining the cost per service if you are displaying a Business SLAs data, defining the cost per asset if you are displaying an Asset Contracts data, defining the delivery goals of services if you are displaying a Business SLAs data, specifying other costs that may be associated with an agreement, and defining a list of other items the business unit wants to track for a particular agreement, such as performance goals, and updating agreement data entered in PVA-defined configured screens.

Updating an Agreements Basic Information

PlanView lets you change an agreements basic information, such as its number, dates, status, cost spread, lifecycle administrator, and owner.
To Update an Agreements Basic Data

1. 2.

If necessary, open a portfolio relevant to the agreement you want to update. For details, see the Opening Portfolios section. Take one of the following actions: If you are updating a Business SLA or Outsourced Service Contract, click Services If you are updating an Asset Contract, click Assets
Agreements. Agreements.

3. 4.

In the Review Agreements screen that appears, click the Name or relevant button of the agreement you want to update. Then select Agreement Detail from the menu that appears. In the Basic section of the Agreement Detail screen that appears, click Update and then edit the fields of the Update Agreements screen that appears. The Update Agreements screen includes some of the same fields as those specified when the agreement is added. For details on these fields, see the section that discusses adding the type of agreement you are updating. The Basic section includes a Total Cost field, which is the sum of the Total SLA Cost data displayed in the agreement's Cost per Service section.

5.

Click OK.

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Defining the Cost per Service in a Business SLA

You may define the cost of each service included in a Business SLA. You do so by editing the data displayed in the SLA Cost field of the Agreement Detail screen's Cost Per Service section.
To Define the Cost per Service in a Business SLA

1. 2. 3.

Open the portfolio that includes the services associated with the agreement in which you want to define service costs. For details on opening a portfolio, see the Opening Portfolios section.. Click Services
Agreements.

In the Review Agreement's screen that appears, click the Name or relevant button of the agreement in which you want to define costs. Then select Agreement Detail from the menu that appears. PlanView displays an Agreement Detail screen, which includes a Cost Per Service section similar to the following figure.

The following table describes the fields of the Cost Per Service section.
Field Description Description Lists each service associated with the current Business SLA. Clicking a service's link displays the service's Detail screen. Budgeted Effort Indicates the sum of all effort accounts for the services budget for the business unit specified in the Business SLA. PlanView obtains this information from the associated service's financial plan at the time the agreement is created. PlanView pulls the data from the version that is marked as the baseline. Budgeted Cost Indicates the sum of all cost accounts for the services budget for the business unit specified in the Business SLA with the exception of an account mapped to an agreement type of Business SLA. PlanView obtains this information from the associated service's financial plan at the time the agreement is created. PlanView pulls the data from the version that is marked as the baseline. SLA Cost Indicates the cost of each of the services associated with the SLA. When the agreement is created, PlanView gives this field the same value as that of the Budgeted Cost field. You may edit this value at any time. Other Cost Indicates any other costs entered for each of the services associated with the agreement. This value is based on the value of the Cost Spread option displayed in the Basic section. You specify this data by editing the Other Cost section of the screen. If you edit that section's data, PlanView automatically updates the data displayed in this field.

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Field Total SLA Cost

Description Indicates the sum of each service's SLA Cost data and its Other Cost data. If you edit the data in the screen's Other Cost section, PlanView automatically updates the data displayed in this field. PlanView will use this data when you load a budget. A sum of the Total SLA Cost for all of an agreement's services will be included in the Total Cost field that PlanView displays in the Basic section of a Business SLA's Agreement Detail screen.

Actual Cost

This value is updated for a service associated with an agreement each time a budget entry is made on the working version of that service's budget for the business unit defined in the agreement.

4.

Click Update in the Cost Per Service section. PlanView displays a screen similar to the following figure.

5. 6. 7.

If necessary, click Add Service to associate additional services with the agreement. In the SLA Cost field, enter a numeric value representing the cost of each service. This value is the cost to the service requester. Click OK.

Defining the Cost per Asset in an Asset Contract

To Define the Cost per Asset in an Asset Contract

1. 2. 3. 4. 5. 6. 7.

If necessary, open the portfolio that includes the agreement in which you want to define costs. For details on opening a portfolio, see the Opening Portfolios section.. Click Assets
Agreements.

Click the link for the description of the agreement, or the down arrow next to it, and choose Agreement Detail. Click the Update link in the Cost Per Service section. If necessary, click Add Service to associate additional assets with the agreement. Enter a numeric value representing the cost of each asset, which is the cost to the asset requester. Click OK.

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Defining an Agreement's Other Costs

A Business SLA, Outsourced Service Contract, or an Asset Contract may have costs associated with it that are not part of a service or asset's costs.
To Define an Agreement's Other Costs

1. 2.

If necessary, open a portfolio relevant to the agreement you want to update. For details, see the Opening Portfolios section. Take one of the following actions: If you are defining other costs for a Business SLA or Outsourced Service Contract, click Services Agreements. If you are defining other costs for an Asset Contract, click Assets
Agreements.

3. 4.

In the Review Agreements screen that appears, click the Name or relevant button of the agreement for which you want to define other costs Then select Agreement Detail from the menu that appears. PlanView displays an Agreement Detail screen, which includes an Other Costs section similar to the following figure.

The following table describes the fields of the Other Costs section.
Field Description Agreed Cost Description Identifies what the cost is for. Indicates how much the cost is. PlanView will automatically calculate the total of all the costs included in this section. Provides additional information about the cost.

General Comments

5.

Click Update in the Other Costs screen. PlanView displays an Update Costs screen similar to the following figure. You may edit the data displayed in the screen's fields, which correspond to those of the Other Costs section in the Review Agreements screen.

469

6. 7.

If you want to define additional costs for the agreement, click Add Other Cost and then enter the appropriate data for that cost. Click OK.

Defining Delivery Goals of a Business SLA's Services

Business units define expectations for each service, which can be compared against the actual results from surveys. You can define the delivery goals of the services included in a Business SLA. You do so by specifying numbers that represent your high and low acceptable values for survey results.
To Define Delivery Goals of a Business SLA's Services

1. 2. 3.

If necessary, open the portfolio that includes the agreement in which you want to define delivery goals. For details on opening a portfolio, see the Opening Portfolios section.. Click Services
Agreements.

In the Review Agreement's screen that appears, click the Name or relevant button of the agreement in which you want to define delivery goals. Then select Agreement Detail from the menu that appears. PlanView displays an Agreement Detail screen, which includes a Service Delivery Goals section. The section includes indicators that reflect survey results for the measurements of the fields described in the following table. These measurements are based on threshold values you define as discussed in this procedure. Green indicates that a service's results exceeded the field's thresholds, yellow indicates that the service's results fell between the specified thresholds, and red indicates the service fell below both thresholds.
Field Satisfaction Average Usage per Month Availability (%month) Description

Indicates how well a service's delivery goals were met. Indicates how much a service is expected to be used per month (such as 300 hours per month). Indicates a business unit's expectations of how much a service should be available. Indicates how many batch processes ran successfully.

Batch (%month)

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4.

Click Update Service Delivery Goals in the Service Delivery Goals section. PlanView displays a screen similar to the following figure

5.

In each section of the screen, define thresholds for the fields displayed in the Agreement Detail screen's Service Delivery Goals section. You do so by entering your high and low acceptable values for survey results. The values you enter will trigger the red, green, and yellow indicators displayed in the Agreement Detail screen. The values entered in the Batch (% month) section are the basis of the percentage displayed for that field in the Agreement Detail screen.

6.

Click OK.

Defining a List of Other Items

A Business SLA, Outsourced Service Contract, or Asset Contract can include a list of other items that a business unit wants to track for that agreement.
To Define a List of Other Items

1. 2.

If necessary, open the portfolio that includes the agreement in which you want to define delivery goals. For details on opening a portfolio, see the Opening Portfolios section.. Take one of the following actions: If you are defining other information for a Business SLA or Outsourced Service Contract, click Services Agreements. If you are defining other information for an Asset Contract, click Assets
Agreements.

3.

In the Review Agreements screen that appears, click the Name or relevant button of the agreement for which you want to define other information. Then select Agreement Detail from the menu that appears.

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4.

In the Other Info section of the Review Agreements screen that appears, click Update. PlanView displays an Update Other Info screen similar to the following figure.

5. 6. 7.

If you want to change an existing item's description, edit the relevant text. If necessary, click Add Other Info to associate additional items with the agreement. Then enter a brief description for each item you are adding. Click OK.

Updating Data of Configured Screens Associated with an Agreement

If your PVA associated configured screens with an agreement, you may edit data entered in those screens.
To Update Data of Configured Screens Associated with an Agreement

1. 2.

If necessary, open a portfolio relevant to the agreement you want to update. For details, see the Opening Portfolios section. Take one of the following actions: If you are updating a Business SLA or Outsourced Service Contract, click Services If you are updating an Asset Contract, click Assets
Agreements. Agreements.

3. 4.

In the Review Agreements screen that appears, click the Name or relevant button of the agreement you want to update. Then select Agreement Detail from the menu that appears. In the Attributes section of the Agreement Detail screen that appears, click Update Then edit the fields of the Agreements Attributes screen that appears. The Agreements Attributes screen includes fields your PVA defined for configured screens associated with the agreement. For details on such fields, see your PVA.

5.

Click OK.

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Deleting Agreements
You may delete agreements.
To Delete Agreements

1. 2.

If necessary, open a portfolio relevant to the agreement you want to update. For details, see the Opening Portfolios section. Take one of the following actions: If you are deleting a Business SLA or Outsourced Service Contract, click Services If you are deleting an Asset Contract, click Assets
Agreements. Agreements.

3. 4.

In the Review Agreements screen that appears, click the Name or relevant button of the agreement you want to delete. Then select Delete Agreement from the menu that appears. In the verification prompt that appears, click OK.

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Configuring the Review Screens of Services, Assets, or Agreements

Configure the Service Review screen, the Assets Review screen, or the Agreements Review screen if you want to select which columns PlanView displays in the relevant screen. After making your selections, you may define the order in which the columns are displayed in the relevant review screen.
To Configure the Services or Assets Review Screens

1.

Display the review screen you want to configure. To display the Services Review screen, click Services Service. To display the Assets Review screen, click Assets
Services Dashboard Action Links Review

Dashboard

Action Links

Review Assets.

To display the Agreements Review screen of Business SLAs or Outsourced Service Contracts, click Agreement.
Agreement.

To display the Agreements Review screen of Asset Contracts, click Assets

2.

In the toolbar of the review screen that appears, click Choose Columns. PlanView displays a screen similar to the following figure.

3.

Select the columns you want to include in the review screen you are configuring. To include a column, select it from the Available Columns list and click To exclude a column, select it from the Selected Columns list and click . .

To configure the screen for the columns PlanView displays by default, click Restore Defaults. To remove all columns from the Selected Columns list and move them back to the Available Columns list, click Clear. At the verification prompt that appears, click OK.

4.

If desired, define the order in which PlanView displays the columns you selected. PlanView will display the columns in the order in which they are listed in the Selected Columns list. You may rearrange this order by selecting a columns name and then moving it up or down in the list by clicking or respectively.

5.

Click OK.

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14

Collaborating with Others

As work is executed in PlanView, communication is essential to ensuring that the work is done efficiently and on time, that everyone involved is aware of the projects schedule, and that all are informed about any risks or issues that may arise during the life of the project. A PlanView project enables many ways to share information with everyone involved in the project. Discussion groups, message boards, and reports facilitate communication. To facilitate communication among project team members, PlanView supports the following tasks. This chapter discusses each of these tasks.

participating in discussion groups, using message board, working in eRoom, running Scoreboard reports, creating Scoreboard reports, and running Crystal reports.

Participating in Discussion Groups

A discussion group is a series of electronic messages and their responses posted by portfolio or project members. Discussions usually relate to a common subject. The subjects can be very broad (such as exchange of information related to a project as it progresses) or narrow (one discussion for content and documentation, another for managing resources, etc.). PlanView maintains separate discussion group lists for each type of portfolio (Requests, Strategy, Organization, Work, and Resources). You may participate in a discussion group for any portfolio or project of which you are a member. PlanView Tip!
You may participate in PlanView discussion groups from your HomeView or any Community tab unless eRoom is enabled on your system. In that case, you may participate in PlanView discussion groups only from your HomeView or the Community tab of the Organization tab or Resources tab. If eRoom is enabled, you may use PlanView to open eRoom and then participate in eRoom discussion groups.

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While participating in a discussion group, you may perform the following tasks. As discussed in sections that follow, you perform these tasks through the My Discussions portlet or the Discussions portlet. For details on these portlets, see the relevant sections.

create discussion groups, subscribe to discussion groups, edit a discussion groups description, post a new message, respond to messages, mark messages as Read, create polls for discussion group members, respond to a discussion groups polls, close a discussion group, reopen a closed discussion group, delete a discussion group, and remove a discussion groups subscription.

Separate discussions on each task follow. PlanView Tip!

As you become familiar with the PlanView interface, you may find it easier to access an open portfolio or projects discussion group messages from the Discussions portlet rather than the My Discussions portlet. To take advantage of this shortcut, click the Community tab rather than switching to your HomeView dashboard. You may then access messages posted to a discussion group by clicking the groups link in the Discussions portlet.

My Discussions Portlet
The My Discussions portlet provides quick access to the discussion groups that either you have a subscription to or you create. This portlet is accessed from your HomeView dashboard. As shown in the following figure, the portlet shows how many subjects (threads) and individual messages are in each group, and to which portfolio or project the group belongs. The portlets Portal column identifies the portfolio or project in which the discussion was initiated.

Figure 44 My Discussions Portlet

PlanView Tip!
The following sections on discussion groups and polls assume that PlanView is configured to display the My Discussions portlet in your HomeView dashboard. For details on adding this portlet, see the Defining Content of Tabs and the User Menu section.

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Discussions Portlet
The Discussions portlet is accessed from a Community secondary tab. As shown in the following figure, this portlet lists each discussion group associated with the current portfolio. It also indicates how many messages are posted to each discussion group. The portlet also provides a link to discussion groups associated with a project or another portfolio.

Figure 45 Discussions Portlet

PlanView Tip!
The following sections on discussion groups and polls assume that PlanView is configured to display the Discussions portlet on the Community tab relevant to the portfolio or project associated with the discussion group. For details on adding this portlet, see the Defining Content of Tabs and the User Menu section.

Creating a Discussion Group

You may create a discussion group for any portfolio or project that you may access.
To Create a New Discussion Group

1.

Open the portfolio or project in which you want to create a discussion group. For details on opening a portfolio, see the Opening Portfolios section. For details on opening a project, see the Opening Work Projects section. Click the Community tab. PlanView displays the Discussions portlet. Click All Discussions to open the Review Discussion Groups screen. Click Create New Discussion Group. PlanView displays a Create New Discussion Group screen. Enter the discussion groups Title. Enter a Description of the discussion group. Click OK. PlanView adds a link to the Review Discussion Groups screen. There will also be a link to the discussion group when you return to the screen in which the Discussions portlet is displayed.

2. 3. 4. 5. 6. 7.

Subscribing to Discussion Groups

PlanView maintains separate discussion group lists for each portfolio and project. This means that the Discussions portlet lists only those discussion groups relevant to the item that is currently open. You may, however, add links (regardless of what is currently open) to the My Discussions portlet that PlanView can display in your HomeView dashboard. You add such links by subscribing to discussion groups. These subscriptions let you quickly access group discussions from your HomeView dashboard. You should subscribe to discussion groups that are important to you. You may subscribe to discussion groups associated with a portfolio or project to which you have access. You subscribe to discussion groups by either editing the My Discussions portlet or using an option in the Review Discussions Group screen.

477

Adding Subscriptions through the My Discussions Portlet

You may subscribe to discussion groups by editing the My Discussions portlet.
To Edit the My Discussions Portlet to Add a Subscription

1. 2.

Click HomeView

Dashboard.

On the My Discussions portlet, move the cursor to

. Click Edit on the shortcut menu that appears.

PlanView displays the Edit My Discussion Groups screen, which includes a list of the discussion groups in which you may participate. 3. 4. 5. Click add next to each discussion group to which you want to subscribe. Click Close. Click Dashboard to refresh the screen. A link for each group you subscribed to is added to the My Discussions portlet.

Adding Subscriptions through the Review Discussion Groups Screen

You may subscribe to discussion groups by using the Review Discussion Groups screen to add links to the My Discussions portlet.
To Use the Review Discussions Screen to Add Subscriptions

1.

Open the portfolio or project associated with the discussion group to which you want to subscribe. For details on opening a portfolio, see the Opening Portfolios section. For details on opening a project, see the Opening Work Projects section. Click the Community tab. Click All Discussions to display the Review Discussion Groups Screen. Click track in My Discussions next to each discussion group to which you want to subscribe.

2. 3. 4.

PlanView Tip!
The discussion group procedures in the following sections assume that you have a subscription to the discussion group you want to access.

Editing Discussion Groups

You may modify the title and description of a discussion group you create.
To Edit the Title and Description of an Existing Discussion Group

1. 2. 3.

Click HomeView

Dashboard.

In the My Discussions portlet Portal column, click the name of the portfolio or project associated with the discussion group you want to edit. PlanView switches to the appropriate Community tab. In the Discussions portlet, click All Discussions to open the Review Discussion Groups screen.

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4. 5. 6.

In the list of discussion groups, click edit next to the group you want to modify. PlanView displays the Edit Discussion Group screen. Edit the Title and Description as necessary. Click OK.

Posting Messages or Polls to a Discussion Group

You can post messages or polls to any of your discussion groups. Post messages to a discussion group if you want the message to be available to all of the discussion groups members. You may post messages as text or as a poll.

Posting New Text Messages

Post a new text message to start a discussion.
To Post a New Text Message

1. 2.

Click HomeView

Dashboard.

In the My Discussions portlets Discussion Group column, click the name of the discussion group to which you are posting a message. PlanView displays a Review Messages screen similar to the following figure.

3.

In the screens upper View option, select one of the following to specify how you want PlanView to list the message and its responses under the Subject column. Select Unthreaded to list messages in the order in which they are posted (i.e., sorted by date). Select Threaded to list messages hierarchically so that responses to a message are linked to the original message and replies to each message are indented underneath the message. Select Subjects to sort messages by their subjects. In this method, PlanView will display only the first message initially. Related responses will be displayed after the messages subject entry is clicked.

4.

In the screens upper Show message option, select one of the following to specify whether PlanView is to display the message on the current screen or another one. Select in message list if you want the message viewed from the current screen. When the message is viewed, PlanView will expand the current screen and display the message directly below the subject entry. Select in new page if you want the message viewed from another page.

5.

Click Post New Message to display the Post Message screen.

479

6. 7. 8.

Enter the messages Subject. Enter the text of the Message. Click OK.

Posting Polls
Polls are a quick way to gather opinions about a topic. PlanView lets you post polls to gather opinions from members of a discussion group. PlanView also lets you respond to polls while you are participating in a discussion group.
To Post a Poll

1. 2.

Click HomeView

Dashboard.

In the My Discussions portlets Discussion Group column, click the name of the discussion group for which you want to create a poll. PlanView displays a Review Messages screen similar to the following figure.

3. 4. 5. 6.

Click Post New Poll. PlanView displays the Post Poll for General Discussion screen. Enter the Subject of the poll, and enter your question in the Message field. Enter all the possible options you want to offer as possible poll responses. By default, PlanView offers five option fields. You may, however, display more fields by clicking Add more options. Click OK.

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Responding to Posted Messages or Polls

If you are a member of a portfolio or project, you may respond to messages and polls posted to the portfolio or projects discussion group.

Responding to Posted Messages

Your response to messages posted to a discussion group may include simply viewing the message or replying to it.
To View or Reply to Posted Messages

1. 2.

Click HomeView

Dashboard.

In the My Discussions portlets Discussion Group column, click the name of the discussion group you want to respond to or view. PlanView displays a Review Messages screen similar to the following figure.

3.

In the screens lower View option, select one of the following to specify how PlanView lists messages under the Subject column. Select Unthreaded to list messages in the order in which they were posted (i.e., sorted by date). Select Threaded to list messages hierarchically so that responses to a message are linked to the original message and replies to each message are indented underneath the message. Select Subjects to sort messages by their subjects. In this method, PlanView will list only the first message initially. You may display a related response by clicking the messages subject name.

4.

In the screens lower Show message option, select one of the following to specify whether PlanView is to display the message on the current screen or another one. Select in message list if you want PlanView to display the message on the current screen. Select in new page if you want PlanView to display the message on another page.

5.

Under the Subject column, click the message you want to respond to or view. If you selected in message list, PlanView expands the current screen and displays the message directly below the messages subject entry. If you selected in new page, PlanView displays the message on another page. You may return to the Review Messages screen by clicking Message List. The First, Previous, Next, and Last options help you navigate through the messages.

6.

To reply to the message, click reply. Then enter a Subject and Message for your reply and click OK.

481

7.

Close the message. If you are reviewing the message on a separate page and want to close the message, click Message list to return to the Review Messages screen. If you are reviewing the message within the message list and want to close the message, click close.

Participating in Polls
You may participate in a poll that another PlanView user is conducting in a portfolio or project to which you belong.
To Participate in a Poll

1. 2.

Click HomeView

Dashboard.

In the My Discussions portlets Discussion Group column, click the name of the discussion group associated with the poll to which you want to respond. PlanView displays a Review Messages screen similar to the following figure.

3. 4. 5.

Under the Subject column, click the name of the poll to which you want to respond. Select the option that most agrees with your answer. You may select only one option. Click Cast Vote.

Marking Messages as Read

Mark messages as Read if you do not want to look at a discussion groups messages or you want the entire discussion group to show as Read. Marking a discussion groups messages as Read affects only your Read status of those messages. It does not change the messages Read status for other discussion group members.
To Mark All Items in a Discussion Group as Read

1. 2. 3. 4. 5.

Click HomeView

Dashboard.

In the My Discussions portlets Portal column, click the name of the portfolio or project associated with the discussion group you want to mark. PlanView switches to the primary tab relevant to the selected item. If necessary, click the Community tab. In the Discussions portlet, click All Discussions to open the Review Discussion Groups screen. In the discussion groups list, click mark all read next to the group to which the messages were posted.

482

Deleting a Discussion Groups Messages or Polls

You may delete messages and polls that you posted to a discussion group. You cannot delete messages or polls posted to a discussion group by another user.
To Delete a Discussion Groups Messages or Polls

1. 2. 3. 4.

Click HomeView

Dashboard.

In the My Discussions portlets Discussion Group column, click the name of the discussion group you want to delete. PlanView displays a Review Messages screen. Under the Subject column, click the message or poll you want to delete. Delete the message or poll by clicking delete. Then click OK to verify you want to delete the message or poll and all of the replies associated with it.

483

Configuring Discussion Group Messages for Your E-Mail Application

You may specify whether PlanView sends discussion group messages to your e-mail application.
To Configure Discussion Group Messages for E-Mail

1. 2.

Click HomeView

Dashboard.

In the My Discussions portlets Discussion Group column, click the name of the discussion group you are configuring. PlanView displays a Review Messages screen similar to the following figure.

3. 4.

Click E-mail Options next to the discussion group from which you want to receive messages. PlanView displays the E-mail Messages Options screen. Specify how you want PlanView to handle posted messages. To receive messages as e-mail, select Send e-mail for each posted message. Then enter Your E-mail Address and click OK. PlanView will not send e-mail messages to you if Do not send e-mails is selected, which is the default.

5.

Click OK.

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Canceling Discussion Group Subscriptions

Cancel a discussion groups subscription if you no longer want to access the group from the HomeView dashboards My Discussions portlet. You cancel subscriptions by removing links from the My Discussions portlet. You may cancel discussion group subscriptions through either the My Discussions portlet or the Review Discussion Groups screen.

Cancel Subscriptions through the My Discussions Portlet

You may cancel discussion group subscriptions by editing the My Discussions portlet.
To Use the My Discussions Portlet to Cancel Subscriptions

1. 2.

Click HomeView

Dashboard.

On the My Discussions portlet, move the cursor to

. Click Edit on the shortcut menu that appears.

PlanView displays the Edit My Discussion Groups screen, which includes a list of the discussion groups in which you may participate. 3. 4. 5. Click remove next to each discussion group to which you no longer want to subscribe. Click Close. Click Dashboard to refresh the screen. PlanView removes the discussion groups link from the My Discussions portlet.

Cancel Subscriptions through the Review Discussion Group Screen

You may cancel discussion group subscriptions by using the Review Discussion Groups screen to remove links from the My Discussions portlet.
To Cancel Subscriptions through the Review Discussion Groups Screen

1. 2.

Click HomeView

Dashboard.

In the My Discussions portlets Portal column, click the name of the portfolio or project associated with the discussion group subscription you want to cancel. PlanView switches to the primary tab relevant to the selected item. If necessary, click the Community tab. In the Discussions portlet, click All Discussions to open the Review Discussion Groups screen. Next to the discussion group you no longer want to subscribe to, click remove from My Discussions. Click Dashboard to refresh the screen. PlanView removes the discussion groups link from the My Discussions portlet.

3. 4. 5. 6.

485

Closing a Discussion Group

You may close a discussion group. Close a discussion group rather than delete it if you want to keep a record of the groups messages or you plan to reopen the group later. If you close a discussion group you created, PlanView will close it to all of the groups members.
To Close a Discussion Group

1. 2. 3. 4. 5.

Click HomeView

Dashboard.

In the My Discussions portlets Portal column, click the name of the portfolio or project associated with the discussion group you want to close. PlanView switches to the primary tab relevant to the selected item. If necessary, click the Community tab. In the Discussions portlet, click All Discussions to open the Review Discussion Groups screen. In the discussion groups list, click close next to the group you want to close. The close link changes to reopen, and PlanView also displays a delete link.

Reopening a Discussion Group

You may reopen a closed discussion group.
To Reopen a Closed Discussion Group

1. 2. 3. 4. 5.

Click HomeView

Dashboard.

In the My Discussions portlets Portal column, click the name of the portfolio or project associated with the discussion group you want to reopen. PlanView switches to the primary tab relevant to the selected item. If necessary, click the Community tab. In the Discussions portlet, click All Discussions to open the Review Discussion Groups screen. In the discussion groups list, click reopen next to the group you want to reopen. The reopen link changes to close, and PlanView no longer displays a delete link.

Deleting Discussion Groups

You may delete closed discussion groups.
To Delete a Discussion Group

1. 2. 3.

Click HomeView

Dashboard.

In the My Discussions portlets Portal column, click the name of the portfolio or project associated with the discussion group you want to reopen. PlanView switches to the primary tab relevant to the selected item. If necessary, click the Community tab.

486

4. 5.

In the Discussions portlet, click All Discussions to open the Review Discussion Groups screen. Next to the discussion group you want to delete, click delete if the discussion group is currently closed. Otherwise, click close delete next to the appropriate group.

Using PlanViews Message Board

You may use PlanViews message board to send other users a brief message about a portfolio or project. PlanView Tip!
You may use the PlanView message board from any Community tab unless eRoom is enabled on your system. In that case, you may use the message board only from the Community tab of the Organization tab or Resources tab.

You add, edit, and delete messages to this board through the Message Board portlet, which is accessed from a portfolios Community tab. As shown in the following figure, the portlet includes the messages relevant to the current portfolio or project, indicates when the message was created, and identifies the user who created the message.

Figure 46 Message Board Portlet

PlanView Tip!
The following sections on the message board assume that PlanView is configured to display the Message Board portlet on the Community tab associated with your current portfolio or project. For details on adding this portlet, see the Defining Content of Tabs and the User Menu section.

Adding Messages to the Message Board

If you can access a portfolio or project, you may add messages to that portfolio or projects message board.
To Add a Message to the Message Board

1. 2. 3. 4. 5.

Open the portfolio or project in which you want to add a message. For details on opening a portfolio, see the Opening Portfolios section. For details on opening a project, see the Opening Work Projects section. Click the Community tab. In the Message Board portlet, click Add Messages. PlanView opens the Enter a Message screen. Enter the message as the Description. Click OK. PlanView adds the message to the portfolio or projects message list.

487

Editing Messages Added to the Message Board

You may edit

messages you added to the message board, and messages added by other users to the message board of a portfolio or project that you created.
To Edit Messages

1.

Open the portfolio or project associated with the message you want to edit. For details on opening a portfolio, see the Opening Portfolios section. For details on opening a project, see the Opening Work Projects section. Click the Community tab. In the Message Board portlet, click All Messages. PlanView opens the All Messages screen, which includes a list of all the messages posted to the current portfolio or project. You may navigate through the message list by clicking Previous or Next. If there are more than 25 messages in the list, you may click All to display additional messages.

2. 3.

4. 5. 6.

In the Description column, click the message you want to edit. In the menu that appears, click Edit. Edit the message in the Edit a Message screen. Click OK.

Deleting Messages from the Message Board

You may delete

messages you added to the message board, and messages added by other users to the message board of a portfolio or project that you created.
To Delete Messages

1.

Open the portfolio or project associated with the message you want to edit. For details on opening a portfolio, see the Opening Portfolios section. For details on opening a project, see the Opening Work Projects section. Click the Community tab. In the Message Board portlet, click All Messages. PlanView opens the All Message screen, which includes a list of all the messages posted to the current portfolio or project. You may navigate through the message list by clicking Previous or Next. If there are more than 25 messages in the list, you may click All to display additional messages.

2. 3.

4.

In the Description column, click the message you want to delete. In the menu that appears, click Delete.

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Accessing eRooms from PlanView

PlanViews integration with EMC Corporations eRoom application lets you access eRooms collaboration functionality from PlanView. The integration helps pair PlanViews structured processes and best practices of project, request, and strategic management with eRooms unstructured collaboration environment. You and other users can use eRoom to share ideas and information in a secure workplace on the Internet. You may use PlanView to access an eRoom community to which you belong if your PVA configured your user role for eRoom. PlanViews eRoom functionality lets you perform the following tasks. This document includes separate discussions on each task.

manage eRooms, and open eRooms.

PlanView Tip!
If eRoom is enabled on your system, your Requests, Strategy, and Work primary tabs include an eRoom tab instead of the Community tab. The eRoom tab includes an eRooms portlet instead of the Community tabs Discussions and Message Board portlets. The following procedures assume PlanView is configured to display the eRooms portlet on the eRoom tab, as discussed in the Defining Content of Tabs and the User Menu section.

Managing eRooms
In PlanView, you manage eRooms by performing the following tasks. This document includes separate discussions on these tasks.

creating eRooms, associating eRooms with a PlanView Request, Strategy, or Work portfolio, project, or strategic entity, and removing an eRooms association.

PlanView Tip!
You must associate a portfolio, project, or strategic entitys eRoom before you may open that eRoom from PlanView.

Creating eRooms
Create an eRoom in PlanView if you want to use the eRoom application to collaborate with other PlanView users about ideas and information relevant to a Requests, Strategic, or Work portfolio, project, or strategic entity.
To Create an eRoom

1.

Click Requests Click Strategy Click Work

eRoom. eRoom.

OR OR

eRoom.

2.

If you are prompted for login information because this is the first time you are accessing the eRoom functionality, enter your eRoom user name and password. PlanView stores your login information so that you are not prompted again when you create or associate an eRoom.

489

3.

In the eRooms portlet that appears click Manage eRooms. As shown in the following figure, the eRooms portlet lists any eRooms currently associated with items relevant to the selected primary tab. The portlet also includes each eRooms URL.

After you click Manage eRooms, PlanView displays an Associated eRooms screen similar to the following figure.

4. 5.

Click Create eRoom to open the eRoom application. Use eRoom to create a new eRoom as discussed in your eRoom documentation.

You may also open the Associated eRooms screen while PlanView is displaying a Work Detail screen or strategic entity Detail screen. To do so, click the Detail screens eRoom button and select Manage eRooms from the menu that appears (as shown in the following figure). You may click Create eRoom in the Associated eRooms screen that appears, and then use your eRoom application to define a new eRoom.

Figure 47 A Detail Screens eRoom Menu Opens the Associated eRooms Screen from which You May Create an eRoom

PlanView Tip!
After an eRoom is created, it must be associated with a project, strategic entity, or Request, Strategy, or Work portfolio.

Associating eRooms
An eRoom you create in PlanView must be associated with an item from the PlanView database. If eRoom is enabled on your system, you may associate an eRoom with a Requests, Strategic, or Work portfolio, project, or strategic entity to which you are granted. Information Access Users have access to the eRoom portlet, which PlanView can display for any portfolio or project to which the users are invited. Before users can access an eRoom from PlanView, however, they must be a member of an eRoom community.

490

To Associate an eRoom

1. 2.

If necessary, open the portfolio, project, or strategic entity you want to associate with an eRoom. Take one of the following actions: If you are associating a Request portfolio, click Requests
eRoom. eRoom.

If you are associating a Strategic portfolio or entity, click Strategy If you are associating a Work portfolio or project, click Work

eRoom.

3.

If you are prompted for login information because this is the first time you are accessing the eRoom functionality, enter your eRoom user name and password. PlanView stores your login information so that you are not prompted again when you associate or create an eRoom.

4.

In the eRooms portlet that appears, click Manage eRooms. As shown in the following figure, the eRooms portlet lists any eRooms currently associated with items relevant to the selected primary tab. The portlet also includes each eRooms URL.

After you click Manage eRooms, PlanView displays an Associated eRooms screen similar to the following figure.

5.

Click Associate eRooms. Then use the Data Picker that appears to select an eRoom and click OK.

You may also open the Associated eRooms screen while PlanView is displaying a Work Detail screen or strategic entity Detail screen. To do so, click the Detail screens eRoom button and select Manage eRooms from the menu that appears (as shown in the following figure). You may click Associate eRooms in the Associated eRooms screen that appears, and then select an eRoom from the Data Picker that appears and click OK..

Figure 48 Detail Screens eRoom Menu Opens the Associated eRooms Screen from which You May Associate an eRoom

If you enabled the eRoom tab metric as discussed in the Defining Tab Metrics section, projects associated with an eRoom are identified by the eRoom icon ( ) in the Projects in Portfolio portlet and Projects in Portfolio screen. You may open a projects associated eRoom by clicking the projects eRoom icon.

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Removing an eRooms Association

You may remove an eRooms association with a portfolio, project, or strategic entity. Removing an eRooms association does not delete the eRoom. You will be able to associate the eRoom again if you need to do so later.
To Remove an eRooms Association

1. 2.

If necessary, open the portfolio, project, or strategic entity associated with the eRoom you want to remove. Take one of the following actions: If you are removing an eRooms association with a Request portfolio, click Requests If you are removing an eRooms association with a Strategic portfolio or entity, click Strategy eRoom. If you are removing an eRooms association with a Work portfolio or project, click Work
eRoom. eRoom.

3. 4.

In the eRooms portlet that PlanView displays, click Manage eRooms. In the Associated eRooms screen that appears, click the
Remove from the menu that appears.

button next to the appropriate eRoom. Then select

Opening eRooms
PlanView Tip!
Before you can use PlanView to open eRooms, you need to create the eRooms and associate them with a PlanView Requests, Strategic, or Work portfolio, project, or strategic entity. For details, see the appropriate sections in this document.

You may use PlanView to open eRooms if you are currently a member of an eRoom community.
To Open an eRoom from the Main Menu or the eRooms Portlet

1.

Select the tab or tabs relevant to the type of database item associated with the eRoom you want to open. If the desired eRoom is associated with a Request portfolio, click Requests. If the desired eRoom is associated with a Strategy portfolio or strategic item, click Strategy. If the desired eRoom is associated with a Work portfolio or project, click Work.
Launch eRoom.

2.

From the main menu, click Action Links

OR

Click eRoom to display the eRooms portlet. Then start eRoom by clicking the link of the eRoom you want to open.

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PlanView Tip!
You may open an eRoom associated with a PlanView database item by clicking the appropriate icon that PlanView displays in the Review/Update Work screen and Review Strategy screen. If you enabled the eRoom tab metric, as discussed in the Defining Tab Metrics section, you may also open an eRoom by clicking in the Projects in Portfolio portlet or Projects in Portfolio screen.

PlanView Tip!
If your system is configured for PlanViews eRoom functionality, you may issue the Launch eRoom command from any secondary tab located under the Requests tab or Strategy tab. On the Work tab, however, you may issue the Launch eRoom command from only the following secondary tabs: Dashboard, Lifecycle, Schedule, Staffing, Progress, and eRoom.

3.

If PlanView displays a list of eRooms, select the eRoom you want to open in your eRoom application. PlanView will not display a list of eRooms if there is only one eRoom associated with the type of item relevant to the primary tab you selected. In such cases, PlanView automatically opens the appropriate eRoom.

4.

Use eRoom to manage the eRoom you opened. For details, see your eRoom applications documentation.

You may also open eRoom while PlanView is displaying a Work Detail screen or strategic entity Detail screen. To do so, click the Detail screens eRoom buttnon and select Launch eRoom from the menu that appears (as shown in the following figure).

Figure 49 Opening eRoom from a Detail Screen

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Reports
Reports enable you to communicate information to other members of a team, or to managers and supervisors within the organization. Reports can contain valuable data about the status of projects, the workload of resources, and how well financial plans are being met. PlanView lets you generate:

On-Demand Reports to obtain data about a portfolios resources, support tickets, and work, Scoreboard-based reports, and Web-based reports, which are done through extracts. These reports offer more robust features and provide additional information not currently available in the On-Demand Reports.

On-Demand Reports
On-Demand Reports automatically include data relevant to work or resources associated with your current portfolio. Your user role and current portfolio determine which reports you may generate. PlanView supports the following On-Demand Reports:

Resource Timesheets Organized by Paycode, Resource Timesheets Organized by Period, Resource Timesheets Organized by Work Type, Support Tickets in Portfolio Organized by Ticket Status, Support Tickets in Portfolio Organized by Type, Support Tickets Time Reported Organized by Ticketable Work, Work in Portfolio Organized by Customer, and Work in Portfolio Organized by Work Type.

For details of each report, see the PlanView Reports Guide.

Generating On-Demand Reports

The following procedure discusses generating reports using PlanViews Reports command, but you may also generate On-Demand Reports with Manage Work as discussed in the PlanView Reports Guide. When generating reports, you have the option of viewing them in PlanView, exporting them to Microsoft Excel, or printing them from your browser.
To Generate On-Demand Reports

1. 2.

Open the portfolio for which you want to generate a report. For details, see the Opening Portfolios section. In the Navigation toolbar, click In the main menu, click Reports . Click On-Demand Reports in the Reports screen that appears.
On-Demand Reports.

OR

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PlanView displays a Select Report screen similar to the following figure. The screen lists only those reports that your user role permits you to access that are relevant to your current portfolio.

3.

Click the report you want to view. The PlanView Report Parameters screen appears.

4. 5.

Select or enter parameters to filter information in this report. Display the report in PlanView, export it so you can view it in Excel, or print it. To display the report in an On-Demand Report screen similar to the following figure, click View
Report.

To export the report to Excel, click View in Excel. To print the report, click Print and use your browser to print the file.

495

Scoreboard Reports
Scoreboard is PlanViews reporting application built on the market-leading Business Objects Business Intelligence platform. Scoreboard reports provide a wealth of data in several areas related to your portfolios and their projects. This data can help ensure that a project is still in alignment with the goals and limits of a defined portfolio. PlanView supports

running reports based on documents stored in your Scoreboard repository, viewing Scoreboard reports, and creating Scoreboard reports. Before you can create Scoreboard reports, your organization must have purchased a PlanView Pilots license for you.

Running Scoreboard-Based Reports

You may use PlanView to run reports based on existing documents. These documents are stored in the Corporate Documents or Personal Documents locations of the Scoreboard repository. Corporate Documents is where your Scoreboard Administrator stores documents that are to be shared throughout your organization. For example, Corporate Documents can include procedure documents or project-related documents that the Scoreboard Administrator wants available to users while they are working in PlanView. PlanView provides a set of Corporate Documents. Personal Documents is where you store Scoreboard documents that you create for your personal use. PlanView Tip!
A Scoreboard document is a collection of reports. Think of it as a folder with several screens, in which each report is a separate tab in the folder.

The following figure is an example of a report based on Scoreboard documents.

Figure 50 Example of a Scoreboard-Based Report

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To Run Scoreboard-Based Reports

1.

In the Navigation toolbar, click

. Click Scoreboard in the Reports screen that appears.

Scoreboard.

OR

If the main menu is displayed, click Reports 2.

Use Scoreboard to select the desired document. For details, see the Scoreboard Users Guide.

Viewing Scoreboard Reports

You may use PlanView portlets to view Scoreboard reports in either a Scoreboard window or from within PlanView.

Viewing Scoreboard Reports in a Scoreboard Window

The My Scoreboard Document List portlet displays links to Scoreboard documents that your Business Objects Administrator made available to you. The documents are stored in the Corporate Documents, Personal Documents, or your Scoreboard Inbox location of your organizations Scoreboard repository. When you click a documents link in this portlet, PlanView displays a report in a separate Scoreboard window. You may place the My Scoreboard Document List portlet on your HomeView dashboard. The following procedure assumes you have configured PlanView to display the My Scoreboard Document List portlet on your HomeView dashboard, as discussed in the Defining Content of Tabs and the User Menu section.
To View Scoreboard Reports in a Scoreboard Window

1. 2.

Click HomeView

Dashboard.

In the My Scoreboard Document List portlet, select the Report Type (Corporate, Personal, or Scoreboard Inbox) you want to view. PlanView displays a list similar to the one in the following figure. The list includes all reports of the specified type that your Business Objects Administrator has given you access to.

3.

If desired, make a selection from the Categories (such as Investment, Performance, Project, Resource, and so on) option to refine the portlets list. The portlets list will then include only those reports that match the selected type and category.

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4.

Click the link of the report you want to view. PlanView opens a Scoreboard window in which it displays a report, such as the one in the following figure.

Viewing a Scoreboard Report from within PlanView

You may use the My Scoreboard Documents portlet to view a Scoreboard report associated with a Scoreboard portlet. Your PVA configures the My Scoreboard Documents portlet to make a set of Scoreboard documents available to you and other users. When setting up the portlet, your PVA designates documents by area (such as investments, performance, project, or resources). These areas determine from which dashboard (Strategy, Organization, Work, or Resources) you may access the documents. If you view a report through the My Scoreboard Documents portlet, PlanView displays the report on a PlanView dashboard. You may add the My Scoreboard Documents portlet to any dashboard, but the portlets name varies on different dashboards. The following procedure assumes you have configured PlanView to display the portlet on the dashboard relevant to the report you want to view. For details, see the Defining Content of Tabs and the User Menu section.
To View Scoreboard Reports from within PlanView

1. 2.

If necessary, configure the My Scoreboard Documents portlet to display the report you want to view. For details, see the Selecting the Report Displayed by Default in the My Scoreboard Documents Portlet section. Display the portlet associated with the type of report you want to view. If the report is relevant to investment data of a Strategic portfolio, click Strategy PlanView displays the Investment Scoreboard Documents portlet.
Dashboard.

If the report is relevant to investment data of an Organizational portfolio, click Organization Dashboard. PlanView displays the Investment Scoreboard Documents portlet. If the report is relevant to a projects performance data, click Work the Performance Scoreboard Documents portlet.
Dashboard. PlanView displays Dashboard. PlanView

If the report is relevant to a Resource portfolios data, click Resources displays the Resource Scoreboard Documents portlet.

498

PlanView displays the specified default report, such as the one shown in the following figure. You may click Zoom to display an enlargement of the report in a separate browser window. You may also update the report on demand by clicking Reload.

Selecting the Report Displayed by Default in the My Scoreboard Documents Portlet

When configuring the My Scoreboard Documents portlet, your PVA defines a set of Scoreboard portlets that includes the Scoreboard reports you may access from the My Scoreboard Documents portlet. To display one of these reports, you edit the My Scoreboard Documents portlet to define which Scoreboard report is displayed by default. You do so by selecting the reports relevant Scoreboard portlet. If the Scoreboard portlet is associated with multiple reports, you select the specific report you want the My Scoreboard Documents portlet to display. When editing the My Scoreboard Documents portlet, you may also change its name, height, and scroll bar settings.
To Select the Default Report for the My Scoreboard Documents Portlet

1. 2. 3.

Open a dashboard on which the PlanView is configured to display the portlet. In the portlet, move the cursor to .

Click Edit in the shortcut menu that appears. PlanView displays a My Scoreboard Documents Settings screen similar to the following figure. The Display on Default list includes those Scoreboard portlets selected from the ones that your PVA made available to you.

499

4.

Define which portlet you want PlanView to Display on Default. To do so, move the desired portlet to the top of the Display on Default list using the buttons described in the following table.
Button Description Moves a portlet selected in the Display on Default list to the top of the list. Moves a portlet selected in the Display on Default list up one level in the list. Moves a portlet selected in the Display on Default list down one level in the list. Lets you add a portlet to the Display on Default list. You add a portlet to that list by selecting it in the Available in Portlet list and then clicking this button. Removes a portlet selected in the Display on Default list from the list.

5. 6. 7.

To select a specific report associated with the selected default portlet, click Change. Then select the desired report. Select the Portal Height in pixels. This is especially useful if you do not use scrollbars in the portlet or if your screen area is limited. Select whether to Show Scrollbars: Select Yes to always use scrollbars within the portlet. Select No to never use scrollbars (though this may make longer lists difficult to navigate). Select Default to use scrollbars only when necessary. Click OK.

8.

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Creating Scoreboard Reports through Web Intelligence

You may create Scoreboard reports by using Web Intelligence Report panels to perform ad hoc query and analysis on data related to your portfolios and projects. Creating Scoreboard reports requires that you have a Scoreboard Pilots license, which your company may purchase from PlanView. The following figure shows an example of the type of reports you can create in Web Intelligence.

Figure 51 Example of Scoreboard Reports You May Create

To Create Web Intelligence Reports

1.

In the Navigation toolbar, click

. Click Scoreboard in the Reports screen that appears.

Scoreboard.

OR

If the main menu is displayed, click Reports 2.

In Scoreboard, click New Document. Then select the desired Scoreboard Universe and create the report as discussed in the Scoreboard Users Guide.

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Crystal Reports
PlanView lets you run Crystal Reports. For information on the reports you may run, see the PlanView Reports Guide. The following figure is an example of such a report.

Figure 52 Example Crystal Report

Crystal Reports are Web-based reports generated using extracts. An extract is a selection of the data that you want to view, as defined by the filter you use. When you select information to extract, the data is compiled from the central repository and reformatted internally for ease of reporting. If you need time-sliced effort and cost information, you can set a date range limitation on the extracted data. A filter is a pre-requisite for creating an extract and an extract is a pre-requisite for Crystal Web reporting. You must have an extract before you can run a report, but the same extract can be used multiple times. You may create extracts if your PVA has given you the permissions to create filters. For details on creating extracts, see the PlanView Reports Guide.

Running Crystal Reports

You may use PlanView to run Crystal Reports. You select an extract when running a Crystal Report. You should consider updating the extract before running the report if you think the extract is no longer current.
To Run Crystal Reports

1.

In the Navigation toolbar, click In the main menu, click Reports

. Click Crystal Reports in the Reports screen that appears.

Crystal Reports.

OR

PlanView displays a Select Extract List screen. 2. If you have permission to create filters and you need to update the extract, click the down arrow next to the extract and click Update. In the Update Extract screen that appears, edit the variables you want to update as discussed in the PlanView Reports Guide. Click Use Extract to Make Report that is displayed to the far right of the extract. Select the report you want to run and define it. For details, see the PlanView Reports Guide.

3. 4.

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15

Closing Work

Work can be closed at any level in the Work Breakdown Structure, from the project level down. In addition, PlanView provides the capability to manually status work rather than having project status provided via the timesheets, which will also be discussed in this chapter. Work is completed through work status. Once work is completed, you can choose not to display these work items through your filter. Work is assumed complete when no hours are left on the particular work item (Effort = 0 or Duration = 100%). Allocations and schedule dates are deleted. You can reopen work by applying more hours to it, and you can close work at any time during the course of the project. Though the status of work on your display may say Closed, it is not processed as closed until the Scheduling Engine runs. Once that happens, the work item will not display a red flag. When your project is complete, you may evaluate the actual time, resource hours, and costs required and then keep the information to use when making future estimates and schedules. Typical work items in closing:

complete deliverables, update standards, improve ability to scope future work, measure work benefits, and record sponsor satisfaction.

Closing work completes the selected work item and all of its children. This is useful when projects are canceled and you want to collect the actual time and finish the project in one step. If templates are used to scope and plan work, it may be necessary to update the templates to reflect any lessons learned. PlanView Tip!
When closing work, it is important to first mark any milestone tasks as Complete. Otherwise, the milestone will be removed.

Schedule Maturity Index

The closing of work represents the final phase of a project work lifecycle. It indicates that work has been completed, and thus represents the highest level of confidence in the schedule as of the time it is closed. This phase of the SMI is accomplished when the status of work is changed to Complete. Normally a projects status and % Complete value (what percentage of the project effort has been completed) is set by the Progressing Engine after time has been reported to the project and has been approved. Integration of the approved data updates the projects % Complete value to reflect the amount of effort spent. However, you may need to change the % Complete of a project manually instead of through the Progressing Engine (for example, you can designate a work item as 20% complete). Managers have the ability to check the status of work by using the Status work with percent complete option within Manage Work. This function allows users to enter the amount of progress made on work by indicating the

503

actual start date and the percent of work completed to date. After the database has been progressed, the amount of completed work displays on the Gantt chart as actuals (light blue bar), as if the effort was reported in a timesheet and integrated by the system. PlanView Tip!
The values entered will override existing values set by the Progressing Engine.

This option is useful when work is entered into the PlanView database after it has already begun. For instance, if a project is planned in Microsoft Project rather than in PlanView, there will not be anyway to capture the project time to date. When the project is imported into PlanView, it will be necessary to capture the amount of progress made thus far. It may also be useful where non-PlanView users, such as clients or contractors, who will not be reporting time via a timesheet, perform work. The Manual Percent Complete function allows users to enter the percent of work completed to date and can be updated manually as often as necessary. PlanView Tip!
Timesheets should not be used to report time to a task when the manual status feature is used for tracking progress on that task. If a task has time reported manually and via a timesheet, only the manually reported percent complete will be displayed on the Manage Work screens. The values you enter manually will override any existing values set previously by the Progressing Engine.

Entering the Status of Work

Normally a projects status and PlanViews % Complete value (percentage of the project effort completed) is set by the Progressing Engine after time has been reported to the project and is approved. Integration of the approved data updates the projects status (from Open/Active to Assumed Complete) and changes the % Complete value to reflect the effort spent. PlanView can be configured so that the status and % Complete value of a project can be changed manually by managers instead of through the Progressing Engine. (For example, you can designate the % Complete value of a work item as 20% complete.) The values manually entered override existing values set by the Progressing Engine. The new values will remain fixed even if time is later reported to this task. PlanView Tip!
Percent complete data (reflected as the % Complete value) is reflected in the Gantt after the Progressing Engine has been run. For work that is not fully complete, a blue bar is displayed from the Actual Start Date to Time Now. For fully completed work, the blue bar is displayed from the Actual Start Date to the Actual Finish Date. If the Actual Start or Finish dates are in the future (later than Time Now), the bar is not displayed.

Enabling Manual Entry of Status Changes and Percent Complete Value

Before the status of a project can be changed manually, you need to configure the project to permit manual entry of status changes. This permits managers to manually change the status and % Complete value on a work item. PlanView Tip!
You can enable manual entry of status changes either for selected children or for an entire project. If you enable it for a project-level item, all of its children inherit the flag.

You enable manual entry of changes to the status and % Complete value by setting the Status Work with Percent Complete option. Enabling this option flags a project to allow managers to enter the status of work manually. You may set this option through either the Work Detail screen or Manage Work. Separate discussions on each method follow.

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Enabling Manual Entry through the Work Detail Screen

You may use a projects Work Detail screen to enable the manual entry of status information.
To Enable Manual Entry through the Work Detail Screen

1.

Click Work Click Work Click Work Click Work Click Work

Lifecycle

Action Links

Review/Update Projects. Action Links Review/Update Projects.

OR OR OR OR

Financial Management Schedule Staffing Progress Action Links Action Links Action Links

Review/Update Projects. Review/Update Projects. Review/Update Projects.

2. 3.

In the Projects in Portfolio screen that appears, click the name of the project on which you want to enable manual entry. Select Work Detail in the menu that appears. Then click Update in the Basic section of the Work Detail screen that appears. PlanView displays an Update Work Detail screen similar to the following figure.

4. 5.

Select the Status Work with Percent Complete check box. Click OK.

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Enabling Manual Entry through Manage Work

You may use Manage Works Schedule Info screen to enable the manual entry of status information.
To Enable Manual Entry of Status Changes and Percent Complete through Manage Work

1.

Open Manage Work by doing one of the following: Click Work Click Work Click Work Click Work Click Work Click Work
Lifecycle Action Links Manage Work. Action Links Manage Work.

OR OR OR OR OR

Financial Management Schedule Staffing Progress Community Action Links Action Links Action Links

Manage Work. Manage Work. Manage Work. Manage Work.

Action Links

2.

In Manage Work, right-click the work item on which you want to enable manual entry and select Schedule Info from the shortcut menu that appears. In the Schedule Info screen that Manage Work displays, click the Dates tab.

3. 4.

Select the Status work with percent complete check box. Click OK.

Entering the Progress of a Work Item

You enter the progress of a work item using either the Enter Percent Complete command or Manage Work. The Enter Percent Complete command lets you enter the progress of a work item through the % Complete option. You perform the same task in Manage Work by setting the % Complete Effort option. Both options let you specify a work items progress by setting an option that indicates when a work item is 20%, 33%, 50%, etc. along its path to completion. If you have the proper permissions to do so, you may change a work item to 100% Complete without changing the work items actual status (e.g., from Open/Active to Complete).

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If you manually enter a value in either % Complete or % Complete Effort and later change the setting to have the values computed by the Progressing Engine, any values you have entered previously will be overwritten by the calculated values. PlanView Tip!
When closing work, it is important to first mark any milestone tasks as Complete. Otherwise, the milestone will be removed.

PlanView Tip!
Percent complete data will be reflected in the Gantt after the Progressing Engine has been run. For work that is not fully complete, a blue bar will be displayed from the Actual Start Date to Time Now. For fully completed work, the blue bar displays from the Actual Start Date to the Actual Finish Date. If the Actual Start or Finish dates are in the future (later than Time Now), the bar will not be displayed.

Using the Enter Percent Complete Command to Enter Progress

To Enter the Progress of a Work Item through the Enter Percent Complete Command

1. 2. 3.

If necessary, open the project for which you want to enter progress information. For details, see the Opening Work Projects section. Click Work
Progress. Enter Percent Complete.

On the main menu, click Progress

If a status update is required at this time, an Enter Status for Project screen similar to the following figure appears. If there is no data in the screen, you may display such information by clicking View All Work.

507

4.

Specify how much of the work is complete by doing one of the following for each child activity you want to mark. Only leaf-level items can be changed. If you have the proper permissions, you may mark the work as 100% complete without changing the work items status. Enter the percentage of how much of the work item is completed in the % Complete column. This will change the % Complete value without changing the status. If you want to mark the work as completed, select the Set status as complete check box. PlanView automatically changes the % Complete value to 100.

PlanView Tip!
Set status as complete is available only if you have the appropriate permissions.

5. 6.

If needed, adjust the Actual Start date and the Actual Finish date (default to the same as Schedule Start and Schedule Finish). Click Recalculate. Then click OK.

Using Manage Work to Enter Progress

To Enter Progress through Manage Work

1. 2.

Click Work

Progress

Action Links

Manage Work to open Manage Work.

In Manage Work, right-click the lowest level of the work item on which you want to enter progress. Then select Schedule Info from the shortcut menu that appears. In the Schedule Info screen that Manage Work displays, click the Dates tab.

3.

Select the Status work with percent complete check box. Then click Enter Status. Manage Work displays the Enter Status screen.

PlanView Tip!
The Enter Status button is enabled only while the Schedule Info screen is open at a work items lowest level.

508

4.

Specify how much of the work is complete by doing one of the following for each child activity you want to mark. Only leaf-level items can be changed. If you have the proper permissions, you may mark the work as 100% complete without changing the work items status. Enter the percentage of how much of the work item is completed in the % Complete Effort option. This will change the % Complete Effort value without changing the status. If needed, adjust the Actual Start date, which defaults to the same as Scheduled Start. You must enter the Actual Start Date. If you enter an Actual Start Date, you must enter a % Complete Effort value that is greater than zero.

PlanView Tip!
If you enter a % Complete Effort value of 100, you must enter the Actual Finish Date. If you enter an Actual Finish Date, the % Complete Effort value must be 100.

If you want to mark the work as completed and change the work items status, select the Set status as complete check box. A warning displays that setting the project to complete will delete all remaining allocations and schedule dates. Click Yes to confirm the action, or No to cancel it. Yes will set % Complete Effort to 100, and set the Actual Start Date and Actual Finish Date to the Scheduled dates by default.

PlanView Tip!
Set status as complete is available only if you have the appropriate permissions.

5.

Click OK.

Business Rules
Set Status to Complete, Actual Start, Actual Finish, and % Complete will be R/W only for leaf-level tasks. If Set Status to Complete is selected and % Complete defaults to 100:

If Actual Start is blank then Actual Start defaults to Schedule Start. If Actual Finish is blank then Actual Finish defaults to Schedule Finish.

If Set Status to Complete is not selected and % Complete is greater than 0 but less than 100, the Actual Start defaults to Schedule Start.

Status Changes and Work Lifecycles

When the Work Lifecycles functionality is activated, it becomes interconnected with status changes. One of the major purposes of the Work Lifecycles feature is to impose controls on the setting of project or investment status, requiring that a status change occur as a work-lifecycle step, rather than as a manual change via the work detail screen. This control prevents the change from occurring until preconditions are met, or it can be used to require an approval and notification of the change. Until the status change has been completed via a work-lifecycle step, the status value is unavailable for manual selection through the work detail screen. Once the step has been completed, the status is again available in the work detail screen and can be manually selected. If a status is manually selected after it was previously set via a work-lifecycle step, the work lifecycle is re-activated at that status point in the work lifecycle. Essentially, any status referenced as a non-anchor step in the work lifecycle is a Controlled Status. However, there may be times when a manual status change must be allowed. For example, if a project is denied, put on hold, or cancelled, then the status would be changed manually, as none of these statuses would be triggered as a step in the work lifecycle of an active project. These status values might not be mentioned in the work lifecycle model at all, or they may be referenced as anchors of a secondary work lifecycle segment. If they are anchors, the new segment is initiated when the status is manually changed to the status referenced in the anchor step. This allows for notifications or prompting for special documents or events consequent to such an action.

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Business Rules Relevant to Status Changes Business Rules for Controlled Status Values
The following controlled status values are NOT available for manual selection:

Any status step that is a non-anchor step of the work lifecycle The current status associated with the project (because it is already assigned to the work) Status values globally marked by the Administrator as Controlled. Incremental work lifecycles allow a work lifecycle to be developed only to a certain point, at which time the last step of the cycle uses a menu or scripted dialog to activate an additional lifecycle. In this case, the statuses on the second work lifecycle would not be controlled (according to the first business rule). Therefore, a Controlled Status list was created to control statuses even if they are not incorporated into the primary work lifecycle segment. Any status on this centrally controlled list is not available for manual modification via the work detail screen, unless the project previously reached that status through controlled work-lifecycle steps, and then was manually changed (e.g., Cancelled or placed On Hold).

The following uncontrolled status values ARE available for manual selection:

Status values referenced as anchor steps of the work lifecycle and not on the controlled list Status values not referenced at all in the work lifecycle and not on the controlled list When the setting of a controlled status (non-anchor status steps) value, via a work-lifecycle step, is completed, then the status value becomes uncontrolled and can be manually reset.

Business Rules for the Response to Manual Status Change

The following business rules apply if a status is available for manual selection and is changed from the work detail screen and the new status contradicts the status change specified in the steps of a work lifecycle template associated with the project.

Changing the status manually will suspend any work lifecycle action notifications that were currently pending. Setting the status back to Open/Approved (or any other controlled or dependent state that had been associated to a step in the initial work lifecycle, and then interrupted by a manual change such as putting it On Hold) will resume the work lifecycle with the immediate successors to the step of Set / Propose Status of Open/Approved (or the original status). This may result in repeating prompts for some actions that are not strictly needed again. Users can re-complete each step without actually reediting documents, etc., by clicking on Submit as Complete. If the work lifecycle is interrupted by a manual status change before the first controlled (dependent) status change, the initial status (normally Requested) will already be in the pick list. Setting the project back to that status will resume the notifications at the point at which they were suspended. Note this is different from setting the status back to a controlled status after interruption, in which case the immediate successors were activated even if they had been done before. Approvals following an anchor step affect the flow of notifications, even though the status change has already occurred. For example, when a project is manually set On Hold (and that is defined in the work lifecycle as an anchor step), the status change is effective immediately. If there is an Approval step following the On Hold anchor, the user completing the step will get an Approval screen, even though the status has already been set. If they disapprove the action, the user who manually made the change will get an alert that the action was disapproved. They can respond by documenting further reasons for their action, and submitting it again. If they (or the manager who got the Approval notification) decide to reverse the status change, they can go to Manage Work or to the Project Detail screen and change the status.

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Business Rules for Investment Status Change

If an Include in Investment Analysis step is activated within a work lifecycle, the investment status (WBS27) will automatically change to Analyze. This step does not suspend the work lifecycle process. When the preceding step is completed, the successor step will be triggered. If an Accept for Investment step is activated within a work lifecycle, the system will check the investment status. If it is Accept, then the step is assumed complete and the next one is activated. Accept for Investment Analysis steps do not suspend the work lifecycle process if it has been marked in the investment analysis as Accepted. If it has not been accepted, then the work lifecycle will remain suspended at this step.

PlanView Tip!
The Accept for Investment Analysis step does not generate a notification to any user. It is important to manually set the status to Accepted when appropriate or the remaining work-lifecycle steps will never be activated.

Progressing Cycle
Once the status of the project has been updated using either the timesheets or the Manual Percent Complete option, the next step is to integrate the information. This integration process is called Progressing. Your PVA will perform the progression, but it is important to understand the overall process. The work lifecycle of a project includes many phases. It is scoped and planned; then, based on the planned effort, resources are assigned. Time is reported to the work and reported time is approved. The next step is to have the approved timesheets integrated through the Progressing process. Once work has been scheduled and a resource has been assigned, the work is available to the resource from the timesheet. Time is usually reported daily and saved to the database. Then, at the end of the workweek, the resource will post the timesheet using the Sign function. This action places the data in RO mode so no further changes can be made. Once a timesheet has been signed, it is available for approval.

If the manual approval process has been selected, a manager will use Time & Billing Approval to approve all or part of the timesheet. If the automatic approval process has been chosen, the timesheets will be approved automatically after signing.

A status flag indicates the stage of the timesheet. For instance, when the timesheet is signed, it is assigned the status of Posted. Once it is approved, the status changes to Reported. Any timesheet with a status of R will be integrated when your PVA progresses the database. This moves the status to Integrated. Once the database is progressed, the status information reported by the resource is available. Managers can then run reports, re-plan remaining work and adjust priorities in response to the progression.

Closing Project Work

As resources report time and effort for work, the work moves closer to completion. Once resources have completed the work, it will be necessary to close the work within the database. Closing work indicates any remaining scheduled time and allocations are unnecessary. Thus, a resources time is then available for other work. Closing work also allows the system to mark the item as Completed. Once work has a status of Completed, it will be easy for the Manager to create a filter that does not include completed work, thereby allowing access to the open work only.

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Some steps to consider when closing work include:

Changing the status of the work, Updating the templates and standards used to plan the work, and Evaluating the availability of resources that were assigned to the closed work in order to optimize their assignments.

Changing Project Status without Using % Complete

As discussed earlier in this chapter, you can set the project status to Complete while using the Status work with percent complete option. However, if you are reporting time via timesheets rather than manually providing work status, there is another method for changing the status of a work item to Complete. Changing project status can be accomplished in two ways. A manager can change the status from Manage Work or it can be changed by a resource from the timesheet. In each case, the system will respond with specific behavior used to support the closing of work.
To Change the Project Status from Manage Work

1. 2. 3.

Open Manage Work: (Work

Dashboard

Action Links

Manage Work).

From Manage Work, right-click the project and select Work Detail from the pop-up menu. From the Detail tab, click the down arrow next to Project Status and select the new status of Completed.

PlanView Tip!
If the Completed Status is controlled by a work lifecycle, the process to change a Projects Status to Complete will differ.

4. 5.

Click Yes when prompted that this action will delete all allocations and schedule dates. The Detail tab displays all fields, except the Project Status field, as inactive. Click OK.

PlanView Tip!
When closing work, it is important to first mark any milestone tasks as Complete. Otherwise, the milestone will be removed.

PlanView Tip!
Only those individuals with R/W access to the work will be able to change the status from Manage Work. Changing the status to completed causes the following behavior: All fields except the Status field will become RO. If the status is changed back to open, the system will allow rescheduling of the work. The status of completed will be reflected on the Manage Work screen. Any reports associated with the work will reflect the completed status.

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Changing Status through the Timesheet

Changing the Status in the timesheet allows the resource performing the work to indicate the work is finished (see the Tracking Time & Billing chapter for detailed instructions). When resources indicate that work is closed, PlanView responds with the following:

After the database is progressed, the status of any work marked as complete in Time & Billing will be changed to Assumed Complete. If a parent is set to Assumed Complete by the system, the children will inherit that status.

PlanView Tip!
Users cannot select this status, but the system will automatically assign it to work that is marked as finished from within a timesheet.

After a review by the Manager, the status of Assumed Complete will need to be changed to Completed on the Detail tab from the Schedule Info screen. PlanView Tip!
If the Manager feels the work is not complete, the status can be changed from Assumed Complete to Open by making changes to allocations and schedule dates.

Cancel Project Work

There is a difference between closing work and canceling work. Designating work as Closed indicates that it is complete. Canceling work means the work was not necessarily complete but that no further work will be performed. It is important to remove any remaining allocations from work that is being cancelled. This updates the resource assignments to reflect their true availability.
To Cancel Project Work

1. 2. 3. 4. 5.

On the Enter/Edit View, right-click the project to cancel and select Assign Resources from the pop-up menu. If resources have not previously reported time (no actual data exists), right-click the resource name and select Delete. Repeat this procedure for all allocated work. If resources have reported time, change the Effort to zero. The remaining allocation is removed. Select Include Finished Allocations to see the actual reported time. Repeat this procedure for all allocations. Change the status of the project to Canceled.

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Archiving Work
If you have permission to use the Archive Work feature, you will see the Archive Work link on the System Options screen. The link opens the Administer Archiving screen, which has the following functional links:

Create Archive Transactions Review Archive Transactions Review Archived Work

Users with this permission can also reload an archived transaction. The reload feature allows complete recovery of archived data (including filters, portfolios, and so forth).

Creating an Archive Transaction

The process of creating an archive transaction allows you to identify the work to be archived by combining the following criteria to determine that work is inactive and eligible for archiving.

The system looks for inactive work, which is work that is no longer in progress, by checking the following data elements: The last Integration Date of the work The last status change date and the status value (it must be closed, cancelled, or denied in order to be archived) The last Cost Reported record for the work The Scheduled Finish date of the work The entry date (date the work was created) of the work

The system checks for inactive work that is closed, cancelled, or denied within the WBS area specified. The system checks for inactive work that is inactive before the specified archive through date.
To Create an Archive Transaction

1. 2. 3. 4. 5. 6.

From your Home View, click System Options under Administrate and select the Archive Work link. Select Create Archive Transactions. Enter a Transaction code. You can create a code of up to 10 characters and it must be a unique code. Enter the Description of the transaction. You can enter up to 50 characters. Choose OK to save the code, description, name of user who created the transaction, and the date on which it was created. The Identify Work Archive screen is displayed. Specify the WBS level within which inactive work should be identified. Specify which category of work you would like to archive by selecting the status values of closed, cancelled, and/or denied.
Archive Through (Inactive) Date: Initially calculated by subtracting the inactivity time before work can be

archived (global option) from the current date. The value can be modified to be earlier than this date (not later) when defining the archive transaction.

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WBS Location: User can choose any level in the structure down to and including the PPL-1 level. Cannot choose a PPL or smaller level as the WBS location in which to search for inactive work for archiving. Project Status: User can choose from Canceled, Closed, or Denied. By default, all three are selected, but

each can be de-selected. 7. 8. 9. Indicate the Archive Through date. Click Search to view the possible projects to archive Choose the desired projects by checking the box next to the name (clicking the project name opens the ASP Work Detail), or click Choose All.

10. Click the Execute Archive button. When prompted to confirm the action, choose OK. The Archive Transaction Detail screen is displayed. See the next procedure for details about this screen.

Reviewing the Archive Transactions

This screen is displayed when creating or reviewing an archive transaction. It allows you to review the status of an archival transaction, such as the work being archived, the number of work items selected, the overall status of an archival process, and the status of the archiving process for an individual item. You can search on multiple fields, such as the transaction code or description, to locate the transaction you would like to review.
To Review the Archive Transaction

1. 2. 3. 4. 5.

From your Home View, click System Options under Administrate and select the Archive Work link. Select Review Archive Transactions. Enter one or more search criteria, such as the Transaction Code, Description, Transaction Type, or the
Transaction Status.

Choose OK to start the search. Review the data about the transaction.
Transaction Code: A unique identifier for the transaction, up to 10 characters, entered by the user who created the transaction Description: A name for the transaction, up to 50 characters, entered by the user who created the transaction Transaction Type: Indicates if the transaction was to archive work or roll back work Transaction Status: Indicates the status of the overall transaction process (not each project within the transaction). For Archive or Roll Back transactions, options include:

Not Started, which is displayed in black text, Started, which is displayed in green text, and Error, which indicates that the transaction overall experienced an error, is displayed in red text

For Roll Back transactions an additional option includes Completed, which indicates that the reload was processed successfully. It is displayed in blue text.
Created by: Name of the user who created the transaction Created on: Date on which the transaction was created

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Archive Through (Inactive) Date: Initially calculated by subtracting the inactivity time before work can be archived (global option) from the current date. The value can be modified to be earlier than this date (not later) when defining the archive transaction. Criteria: The status used when creating the archive transaction, such as completed Work Selected: Number of projects being archived Work Archived: Number of projects successfully archived Start/Finish: The time the archive process started and finished, finish value will be blank if the transaction is

not yet finished

Archived Work: A list of each project being archived in this process; each project name is a link to the

Archived Work Detail screen

Project Status: Status of the project itself rather than the archiving process overall; taken from the WBS20

structure
Start/Finish: The actual start and finish dates of the project, finish only is displayed if the project was

completed, if no actuals exist (i.e. an archived project has the status of cancelled or denied), then these are the scheduled start and finish dates of the project
Archive Status: Indicates the status of the archiving process for each individual project in the transaction;

For Archive transactions, options include: Not Archived, means not started, and is displayed in black text, Archived, means it is completed, and is displayed in black text, Started, is displayed in green text, and Error, which indicates that the project did not get archived because of an error, is displayed in red text Not Reloaded, which means not started, and is displayed in black text, Started, which is displayed in green text, Reloaded, which means completed, and is displayed in blue text, and Error, which indicates that the project did not get rolled back or loaded back because of an error, this is displayed in red text

For Reload transactions, options include:

View Errors: Link is displayed if even a single project being archived could not be successfully archived;

click link to view SQL errors if they are the cause of the problem 6. Click to display the View Transaction Errors screen, can review the errors for a single project or an entire transaction; there are two error types: 7. Soft (non-fatal) errors: will not stop the processing of an overall archive transaction Reload (fatal errors): will cause all changes made up to the point at which the error occurred to be rolled back so that the work is not archived. In this case, the word Fatal is displayed in red text.

After clicking the View errors link, you can click the archive description link to open the archive detail screen.
Reload Transaction: Link is displayed if the transaction type is Archive, if there is a finish date, if there

are no errors, and if the code is not reload for any transaction that is still processing or has completed without error

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8.

Click the name of the archived work to open the Archived Work Detail screen.
WBS: lists the parents of a project to the top level of the WBS Work ID: The identification number associated to the project when it was created Project Status: The status of the project as stored in the WBS20 field (i.e. cancelled, denied) Scheduled Start/Finish: The dates on which the project was schedule to start and finish Actual Start/Finish: The dates on which the project actually started and finished, as determined by time

reported records
Transaction code: the code for every archive transaction in which this project has been included; each code

is a link to the Archive Transaction Detail screen

Status: The status of the project in each of the archive transactions in which it has been included; for

instance, it may be error for the first transaction if that archive effort failed and then archived for the second transaction if that effort succeeded
Reload: If the last transaction in which the project was included resulted in successful archiving of the project, the Reload link is displayed; clicking it opens the Create Archive Transaction screen and reloads the

project into the production schema, removing it from the archive schema

Reloading a Project
To Reload a Project

1. 2. 3. 4. 5. 6. 7.

To open from your Home View, click System Options under Administrate and select the Archive Work link. Select Review Archive Transactions. Click the link for the name of the transaction in which the project was archived. The Archive Transaction Detail screen is displayed. Click the description of the archived work to open the Archive Work Detail screen. To Reload the project, click the Reload Work link. The Create Reload Transaction screen is displayed. Only projects that have not already been reloaded can be restored. Enter a Transaction Code and Description for the new transaction. Choose OK. The Define Reload Options screen is displayed.
Transaction code: A unique identifier for the transaction, the code for every archive transaction in which

this project has been included; each code is a link to the Archive Transaction Detail screen
Description: A name for the transaction, up to 50 characters, entered by the user who created the transaction; clicking the description opens the Archive Detail screen for the transaction Default Work Group: Set in global options; location to which this project should be restored to if the original

father code (original parent level of the work) no longer exists; Work Group is the name of the PPL-1 level in the database and may vary by organization (i.e. could be Default Department)
Created on: Date on which the transaction was created Created by: Name of user who created the transaction Work Group Level Exists: List of projects in the transaction where original father code still exists (which is

the level beneath which the project would be placed if restored); Work Group is the name of the PPL-1 level in the database and may vary by organization (i.e. could be Default Department)

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Work Group Level Exists: List of projects in the transaction where original father code still exists (which is

the level beneath which the project would be placed if restored); Work Group is the name of the PPL-1 level in the database and may vary by organization (i.e. could be Default Department)
Work Group level Does Not Exist: List of projects in the transaction where original father code no longer exists (these projects will be placed under the default work group (see above) if restored; Work Group is the name of the PPL-1 level in the database and may vary by organization (i.e. could be Default Department) Execute Reload: Choose this to start the reload process, you will be asked to confirm the initiation

8.

If necessary, change the location of where the project will be reloaded by clicking the link for the default work group (may be division, department, etc. in your organization) below the description and select the new parent beneath which to place this project when it is reloaded. Choose Execute Reload.

9.

Updating Templates
If templates are used to scope and plan work, you may need to update the templates to reflect any lessons learned. For example, if a template was used to plan a project and upon completion it was determined the second phase can be completed in half the allotted time, you should update the template to reflect this change. Updating the template allows other planners using the template to benefit from experience. If standards and procedures by which work is planned are documented, these need to be updated also to reflect the improved planning techniques applied to the completed work.
To Update Templates

1. 2.

Open or create a filter that includes the template used in planning the project. Alter the template as necessary, such as changing the schedule dates, durations, required skills, etc. to reflect lessons learned.

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16

Managing Customers, Contacts, and Contracts

The more detailed information your organization has, the better it is at successfully navigating its way through the marketplace. PlanView allows managers to track detailed information about their projects, including contracts, customer information, billing rates for resources, and associated costs. Resources can report time against projects, and that time will, in turn, generate data for detailed billing information for management tracking and review. Your PVA and the Contract Administrator will establish the rules governing the management of data for contracts and customers. Contracts are prospects for future business for your organization and potential areas for project work. The stage is set to enter into a formal business agreement (contract) for new work. Using contracts, your organization can associate work with the contract and to add a specific price to a work item. All the information collected from this system can be exported into a billing system to allow you to create invoices.

Managing Customers and Contacts

The Manager, Investment Owner, and PlanView Administrator roles can be given the ability to add a customer or edit customer information. For each of these roles, the permissions will be turned on by default. However, they can be turned off by your PVA, and only users whose role profiles have these permissions turned on may add or edit customer information from HomeView. The Add/Edit Customer permission allows you to create new customer profiles or to edit existing customer profiles within the system and to add/edit contact information for that customer. This permission also allows you to remove customer information from the database. This permission also allows for contacts to be added from within the contracts module. It also provides R/W access to the customer detail and contact detail screens within the contract module.

Adding New Customer Profiles and Contact Records

To track customer information within the PlanView database, customer profiles must be defined. The following procedures explain how to define these profiles.
To Define a Profile for a New Customer from Your HomeView

1.

Click HomeView Click HomeView

Dashboard. Assignments.

OR

2. 3. 4.

On the main menu, click Action Links

Manage Customer.

Select Add New Customer to display the Add New Customer screen. Enter the customer information.

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PlanView Tip!
Fields with an asterisk are required. All fields are free text fields, including the customer number.

5. 6. 7. 8. 9.

Click OK. The Customer Detail screen displays. Click Add New Contact to display the Contact Detail screen. Enter the contact information. Click OK. PlanView refreshes the Customer Detail screen with the new information. Click PlanViews Back button to return to the View Customer screen.

After a customer profile is created, contact information can be associated with it. As described above, the information can be entered while a new customer is added to the system. However, it may be necessary to add contact records for an existing customer profile. The following procedure explains how to add contact information to a customer profile.
To Define a Contact for an Existing Customer Profile from Your HomeView

1.

Click HomeView Click HomeView

Dashboard. Assignments.

OR

2.

On the main menu, click Action Links

Manage Customer.

PlanView displays the View Customer screen. 3. 4. 5. 6. 7. Select the link for the appropriate customer name. PlanView displays the Customer Detail screen. Click Add New Contact to display the Contact Detail screen. Enter the contact information. Click OK. PlanView refreshes the Customer Detail screen with the new information. Click PlanViews Back button to return to the View Customer screen.

PlanView Tip!
If the address information for a customer profile is updated, the address for the contacts of that customer will be automatically updated if the contact and original customer address match exactly.

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Inactivating Customer and Contact Information from the Customer Management Module
When customer or contact information is no longer necessary on a regular basis, you may want to inactivate the records. The following procedures explain how to inactivate customer profiles and contact records from the Customer Management module. You may, however, also inactivate customer profile information as discussed in the Inactivating Customer Profiles from the Contract Module section.
To Inactivate a Customer Profile from the Customer Management Module

1.

Click HomeView Click HomeView

Dashboard. Assignments.

OR

2.

On the main menu, click Action Links

Manage Customer.

PlanView displays the View Customer screen. 3. 4. 5. 6. Select the link for the appropriate customer name. In the Customer Information section of the screen, click Update to display the Edit Customer Detail screen. Select the Inactive Customer check box. Click OK. PlanView refreshes the Customer Detail screen. In that screens Active Customer field, PlanView displays N to indicate that the profile is not active.
To Inactivate a Contact

1.

Click HomeView Click HomeView

Dashboard. Assignments.

OR

2.

On the main menu, click Action Links

Manage Customer.

PlanView displays the View Customer screen. 3. 4. 5. 6. Select the link for the customer name to display the Customer Detail screen. In the screens Contact section, click edit next to the name of the contact you want to inactivate. PlanView opens the Contact Detail screen. Select the Inactive Contact check box. Click OK. PlanView refreshes the Customer Detail screen. In that screens Active Customer field, PlanView displays N to indicate that the contact is not active.

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Associating Customer Information with Work

Organizations can select to use the customer structure (WBS24) for associating customer information to a work item. While it is possible to make this association without using the Contract module, it can also be used in conjunction with managing customers from within the Contract module. In either case, the following procedure explains how to create an association between a work item and a customer profile. PlanView Tip!
Customer profiles can only be associated with work at the lowest level of the customer structure. To Associate a Customer with Work

1.

Open Manage Work by doing one of the following: Click Work Click Work Click Work Click Work Click Work Click Work
Dashboard Lifecycle Schedule Staffing Progress Community Action Links Action Links Action Links Action Links Action Links Action Links Manage Work. Manage Work. Manage Work. Manage Work. Manage Work. Manage Work.

OR OR OR OR OR

2. 3. 4. 5. 6.

Create or open a filter with the appropriate work included. Right-click the project name and select Work Detail. Click the navigation button next to the Customer field. Select the appropriate customer. (To view the detailed information for the customer, click Detail.) Click OK.

Managing Contracts
Organizations are tracking more detailed information about their projects, including contracts and customer information, billing rates, and associated costs. Therefore, PlanView allows managers to track contract information, customer data, and billing rates for resources. Resources can report time against projects, and that time will result in detailed billing information for management tracking and review. Your PVA will establish the rules governing the management of data for contracts and customers. Contract management is accessed from the HomeView portfolio if an organization uses the contract management module and if a user has permission (based on role) to use the feature. A contract can be viewed as a prospect for future business. Contracts can be entered into the PlanView database before a contract is officially signed, an act which turns the contract into an active commitment to perform work and provide deliverables to a client. PlanView supports the need to track a contract from its inception to its final stage, which is a completed work effort. A contract can be associated with customer information, which aids with efficient management of a contract. If an organization is using the customer-tracking feature, then customer screens and links will be available from within the contract management module.

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PlanView Tip!
To have access to any of the Plan & Manage Contracts functionality, you must be assigned a role with the appropriate permissions.

PlanView Tip!
It is not necessary to use the contract module in order to track customer information from within the Manage Work module. Organizations may select only to use the customer structure (WBS24) for associating customer information to a work item. This chapter focuses on managing contracts and customer information from within the contract module.

Viewing Existing Contracts

You may view existing contracts from your HomeView or in Manage Work. Separate discussions on each method follow. PlanView Tip!
More than one work item can be associated with a contract but only one contract can be associated with a single work item.

Viewing Existing Contracts from Your HomeView

The following procedure assumes you have the edit contract permission.
To Review an Existing Contract from HomeView

1.

Click HomeView Click HomeView

Dashboard. Assignments.

OR

2.

On the main menu, click Action Links

Manage Contracts.

PlanView displays the View Existing Contracts Contract Summary screen. It includes a list of contracts that have been created by or granted to you. 3. 4. 5. 6. Click the link for a contract number to open the Contract Review screen. Click the appropriate Update link to modify information pertaining to an existing contract. Modify information as necessary. Click OK.

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Viewing Existing Contracts from Manage Work

The following procedure assumes you have the edit contract permission.
To Review an Existing Contract from Manage Work

1.

Open Manage Work by doing one of the following: Click Work Click Work Click Work Click Work Click Work Click Work
Dashboard Lifecycle Schedule Staffing Progress Community Action Links Action Links Action Links Action Links Action Links Action Links Manage Work. Manage Work. Manage Work. Manage Work. Manage Work. Manage Work.

OR OR OR OR OR

2. 3.

Select or define an appropriate filter. Right-click the project name and select Work Detail. Contract Detail can be viewed in the Contract section of the Work Detail screen. This option is available at all levels of the WBS from which contracts can be initiated (which is designated by your PVA). If there is no contract associated with the project, the contract section of the Work Detail screen is blank.

4.

Click the link for a contract number to open the Contract Review screen. If a user has the appropriate permissions and grants, the fields in the Contract Review screen will be editable via the Update links.

5. 6.

Click the appropriate Update link to modify information pertaining to an existing contract. Modify information as necessary and click OK.

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Creating New Contracts

If your PVA has given a user permission to add a new contract and has granted the user to a level of the contract structure at least one level above a contract, then the user can create a new contract. The following are key concepts in the process of creating new contracts.

The Parent field is RO if there are two or fewer levels in the contract structure. If an organization has more than two levels of depth in the contract hierarchy, the Parent field will have a drop-down list from which the user can select the parent work item for the contract. When creating a contract, it is necessary to specify a billing type, indicating how to bill the client for the work associated with the contract. There are three billing types available: Role Rates, Resource Rates, and Work Price.

Role: Work billed according to predefined billing rates for the specific worker roles used to perform the work, such as a Project Manager or a Database Administrator Resource: Work billed according to the predefined billing rate of each specific resource performing the work Work Price: Contract billed at a set price for the work, regardless of the roles or resources assigned to the project Fields with an asterisk are required. Required fields, by default, include the Name, Number, Type, Contract Amount, Status, Start, and Billing Type. These can be modified to meet the needs of an organization. Pricing Breakdown: PlanView provides the ability to create a detailed description of how a contract will be billed. This includes the ability to itemize billable costs and track the quoted and actual dollar amounts for a contract cost. The information about pricing breakdown is available in the Contract Detail screen, which can be accessed in R/W mode in the HTML Add a Contract and Contract Review screens, as well as in RO mode (with update ability) in the Contract Detail section of the Work Detail screen. PlanView Tip!
If the contract billing type is Work Price, or if the contract is associated with work that is specified as non-billable or fixed price, then the billing detail link will not be available from the Time and Billing (and Approve Time and Billing) screens and resources will not be able to edit this information when reporting time. To Create a New Contract

1.

Click HomeView Click HomeView

Dashboard. Assignments.

OR

2.

On the main menu, click Action Links

Manage Contracts.

PlanView displays the View Existing Contracts Contract Summary screen. 3. Click Add New Contract to display the Add New Contract screen. Fields with an asterisk (*) are required fields and must be filled in before you can continue. 4. 5. 6. Enter a Name and Number for your contract. Select a contract Type. Enter the Contract Amount. PlanView uses the default currency when displaying the contract amount.

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7. 8. 9.

If necessary, select or change the Currency type. This option is available only if your PVA has configured PlanView to use multiple currencies. If needed, change the Status. Select a Contract Manager.

10. In the Statement of Work Required field, specify whether you want to require such a statement by selecting either Yes or No. 11. Make the appropriate selection from the Purpose of Contract menu. 12. Enter Start date (and a Finish date, if appropriate) for the contract. You can type dates into the fields, or click the calendar symbol at the right of each field to select a date. 13. Select a Billing Type. 14. If resources will be able to report billable overtime on projects associated with this contract, select the Overtime Billable option. 15. Enter a Description in the text box. This will help others have an idea what the contract is designated to cover. 16. Click OK when finished. If your organization is not using the pricing breakdown feature of contracts, the Contract Review screen displays and this procedure is complete. If your organization is using the pricing breakdown feature, continue with the procedure. 17. Enter the quoted and contracted amounts of each cost element for the contract. The Pricing Breakdown screen displays each item in the Cost Structure that is defined as available for pricing breakdown. 18. Click OK when finished. The Contract Review screen displays, including all of the details for the contract.

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How Is the Billing Rate Determined by the System?

The contract-billing rate can be manually entered when creating the contract, or the default billing rate will be supplied by the system when an allocation is made to work that is associated with the contract. The following business rules apply when the contract rate is determined as a result of an allocation.

Business Rules for Contracts

When an allocation is made, the system will determine if the contract module is in use at an organization, and if the work being allocated is associated with a contract. If a contract rate does not already exist on a contract for the role or resource specified in the allocation, the system will attempt to create a contract rate based on the current default billing rate type for the role or resource.

If it is a role contract, the default role that is used will be the first role listed in the Resource Detail screen for the allocated resource. If there is no default billing defined for the role, or if the role rate is not current, then no contract rate will be created. If it is a resource contract and a current billing rate is not defined for the allocated resource, than the system will not create a contract rate.

Rates will not be created in conjunction with an allocation if: The associated contract has a billing type of Work Price; in this case, contract rates Will Not Be Created When Allocations Are Made, As The Work Is Billed Per The Fixed Work Price As Opposed To Role Or Resource Rates. The allocation is created by promoting a What-If scenario. The allocation is created as a result of the copy/cut and paste functions.

If the role rate is changed from the Time and Billing or Approve Time and Billing screens, the allocation rate will only be updated for the specific resource during the specific time period.

How Is the Billing Rate Used by the System?

Rates are used with contracts to calculate the cost of work associated with the contract. There are three types or rates; role rates, resource rates, and work price rates (fixed rates). Role rates allow you to bill customers for services based on the individual role that performs the work. For instance, an organization might bill one rate for a database administrator and a different rate for the project manager. Alternatively, your organization may select to bill clients based on a specific resource rate, regardless of the role that resource performs on a project. In this case, resource rates can be defined. PlanView allows up to four rates per resource and four rates per role. For contracts and revenue reporting, PlanView uses the rate type defined as the bill rate for roles and resources. For cost reporting, PlanView uses the rate type defined as the cost rate for roles and resources. Cost calculations are based on individual resource rates if they exist, and based on role cost rates for resources without individual rates.

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To Add Billing Criteria Manually

1.

Click HomeView Click HomeView

Dashboard. Assignments.

OR

2.

On the main menu, click Action Links

Manage Contracts.

PlanView displays the View Existing Contracts Contract Summary screen. 3. 4. 5. Click the appropriate contract number to display the Contract Review screen. To add billing criteria for the contract, click Update in the Billing Criteria section from the Contract Review screen. Click Add Billing Criteria to open the Data Picker. 6. 7. 8. 9. If the billing type for the contract is role, the Data Picker displays a list of available roles. If the billing type for the contract is a resource role, the Data Picker displays a list of available resources.

Click the role you want to use for the billing criteria. Then click OK. To override the billing rate, click Back to return to the Contract Review screen. In the screens Billing Override section, click Update. In the Data Picker that appears, select the desired override and click OK. Click Back to return to the Contract Review screen. If necessary, change the Currency type. This option is available only if your PVA has configured PlanView to use multiple currencies.

10. Click OK. PlanView Tip!

If it is necessary to remove the billing criteria, click remove. If the contract billing type is set to Resource, it is necessary to have a R/W grant for the given resource in order to remove it from the billing criteria section.

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Adding Customer and Contact Information to a Contract

Each customer profile allows for the storage of name, address, phone number, nearest airport, free text comments, and other information. Once the customer profile exists, contacts for that customer can be created, with separate address, phone, e-mail, and other contact information. A contact can be set as inactive for a specific customer, and an entire customer profile can be set as inactive. You may perform the following procedure if your PVA enabled the Customer Tracking feature. Otherwise, the
Customer and Contact fields and columns will not display within the contract module. To Add Customer and Contact Information

1.

Click HomeView Click HomeView

Dashboard. Assignments.

OR

2.

On the main menu, click Action Links

Manage Contracts.

PlanView displays the View Existing Contracts Contract Summary screen. 3. 4. Click the appropriate contract number to display the Contract Review screen. In the Customer Information section, click Update.

PlanView Tip!
PlanView displays the Update link only if you have a R/W grant to the contract.

5. 6.

In the Update Customer for Contract screen that appears, click Customer. In the Data Picker that appears, select the customer you want to associate with this contract. Then click OK. PlanView refreshes the Update Customer for Contract screen with the selected customer.

7.

Click OK to finalize your choice. (Clear removes the selection.). If contact information already exists for this customer, a drop-down list is available to let you select a primary contact. The contact names available are dependent on the customer name that you chose.

8. 9.

Select the contact for this customer. Click OK.

PlanView Tip!
Customer profiles can only be associated with contracts at the lowest level of the customer structure.

10. To add contact information, select detail. Then click Add New Contact, enter the contact information, and click OK. PlanView Tip!
Fields with an asterisk are required. All fields are free text fields, including the customer number.

11. Click PlanViews Back button to return to the View Customer screen. PlanView Tip!
If the address information for a customer profile is updated, the address for the contacts of that customer will be automatically updated if the contact and original customer address match exactly.

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The Contract Review screen can be accessed from within Manage Work by right clicking on the project name and selecting Work Detail. Once a contract is created, and the billing criterion has been defined, it is necessary to associate the contract to a work item such as a project. This allows the resources working on the project to specify contract-billing information when reporting time.

Inactivating Customer Profiles from the Contract Module

When customer or contact information is no longer necessary on a regular basis, you may want to inactivate the records. The following procedure explains how to inactivate customer profiles from the Contract module. You may, however, also inactivate customer and contact information as discussed in the Inactivating Customer and Contact Information from the Customer Management Module section.
To Inactivate a Customer Profile from the Contract Module

1.

Click HomeView Click HomeView

Dashboard. Assignments.

OR

2. 3. 4. 5. 6. 7. 8.

On the main menu, click Action Links Contracts Contract Summary screen. Click the appropriate contract number.

Manage Contracts. PlanView displays the View Existing

In the Customer Information section of the Contract Review screen that appears, click detail. If you want to make the Customer Information inactive, click Update. If you want to make the Contact Name inactive, click edit. In the screen that appears, select the Inactive Customer check box. Click OK.

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Associating Work with a Contract

Associating work with a contract lets you indicate billing detail when reporting time to work, which can be used when billing customers based on an established contract.
To Associate Work with a Contract

1.

Click HomeView Click HomeView

Dashboard. Assignments.

OR

2.

On the main menu, click Action Links

Manage Contracts.

PlanView displays the View Existing Contracts Contract Summary screen. 3. Click the appropriate contract number. PlanView displays the Contract Review screen. If work has not been associated with a contract, the PlanView displays None under the Associated Work section of the Contract Review screen. Otherwise, the section includes associated work description links from which you may display the Work Detail screen. 4. 5. 6. 7. In the Associated Work section of the Contract Review screen, click Update In the Update Contract screen that appears, click Add Work. In the Data Picker that appears, navigate to the appropriate work item or search for a specific work item using the field at the bottom of the screen. Click a Work link to associate it to the contract. Then click OK.

PlanView Tip!
If no rates can be established for the role (as specified earlier, in the business rules for determining rates), the work will not be associated with the contract.

8.

Click Back to return to the Contract Review screen. The Associated Work will be listed. Click the associated work item and the Work Detail screen displays.

Work with time reported to it cannot be associated with or disassociated from a contract. Also, a user must have a RO or R/W grant to the work in order to disassociate it from the contract.

Adding or Updating Billing Override Information

Once a billing rate has been defined for the work associated with a project, the Billing Override feature allows a user to indicate that a specific piece of work should be billed at a fixed price rather than the established billing rate specified in the contract, or to indicate that the work is non-billable. When using the Billing Override feature, it is necessary to indicate the specific piece of work for which the contract rate will be overridden. Two things can be accomplished on the Billing Override screen:

If the Billing Type for this contract is Work Price, the user can enter a breakout of the overall work price amount, as set for the contract. If this is the case, the overall contract amount displays at the top of the screen. If the Billing Type for this contract is set to Role or Resource, the user can select items that need to be billed at a fixed work price. If this is the case, the overall contract amount will not display at the top of the screen.

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The Billing Type as chosen on the Contract Detail screen will be based on either role or resource and not work price.
To Add or Update Billing Override Information

1.

Click HomeView Click HomeView

Dashboard. Assignments.

OR

2.

On the main menu, click Action Links

Manage Contracts.

PlanView displays the View Existing Contracts Contract Summary screen. 3. 4. 5. Click the appropriate contract number. In the Billing Override section of the Contract Review screen that appears, click Update. Take one of the following actions: Warning!
Once work has been selected, a $0 amount will be displayed as the default work price. When overriding the work price for a selected piece of work, it is necessary to click each link for that work and specify the work price amount. However, it is important to note that the system does not calculate the default of $0 as a null value. Rather the system recognizes it as billable work with a fixed price is $0. If the item is intended as non-billable, click on the work item and de-select the Billable check box. If the work item was selected in error, do not leave it on this form. Instead, click the Remove link from the Update Contract Billing Override screen to clear this item and remove the billing override for this piece of work.

If you are adding billing override information, click Add Billing Override. Then use the Data Picker that appears to select the work for which the override is being defined. Click OK. If you are updating existing billing override information, click the appropriate contract number to display the Edit Billing override screen.

6. 7. 8. 9.

Enter a dollar amount in the Work Price field. Specify whether the item is billable against the contract. If it is billable select the Billable check box. Otherwise, clear the check box. If needed, change the Currency type. This option is available only if your PVA has configured PlanView to use multiple currencies. Set the start date, the date on which this new billing rate will be effective.

10. Click OK. 11. Click Back to return to the Contract Review screen.

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Adding Internal Contact Information

Use the Internal Contact portion of the screen to indicate the name, phone number, and e-mail address of the person in the organization that is responsible for this contract.
To Add Internal Contact Information

1.

Click HomeView Click HomeView

Dashboard. Assignments.

OR

2.

On the main menu, click Action Links

Manage Contracts.

PlanView displays the View Existing Contracts Contract Summary screen. 3. 4. 5. 6. Click the appropriate contract number. In the Internal Contact Info section of the Contract Review screen that appears, click Update. Enter or edit information as appropriate. Click OK.

Adding Other Links

Add a link if you want to make a Web site accessible from the Contract Review screen. PlanView displays the Web sites URL in the Other Links section of the Contract Review screen. PlanView displays None in that section if there are currently no such URLs.
To Add URL Links

1.

Click HomeView Click HomeView

Dashboard. Assignments.

OR

2.

On the main menu, click Action Links

Manage Contracts.

PlanView displays the View Existing Contracts Contract Summary screen. 3. 4. 5. 6. Click the appropriate contract number. In the Other Links section of the Contract Review screen that appears, click Update. Click Add New Link. Enter a URL address (such as Error! Hyperlink reference not valid.). It is not necessary to prefix your entry with Error! Hyperlink reference not valid., which will be automatically populated when leaving the screen. Click OK. PlanView adds the specified URL to the Contract Review screen. Clicking the link opens the relevant Web site in a separate browser window.

7.

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17

Managing Content

PlanView lets you manage folders, documents, and URLs that you or other users added as content files to the database. In PlanView, you perform content management using either PlanView's Content Management system or Documentum. This chapter discusses using PlanView's Content Management system to perform the following tasks. If your PVA has configured PlanView for Documentum, you need to manage content as discussed in the Documentum Guide for PlanView Enterprise.

adding content files, reading content files, moving content files, copying content files, deleting content files, checking out a document, checking in a document, reviewing content history, granting access rights on content files, deleting access rights on content files, and searching for content.

Before using PlanView's Content Management system, you should be familiar with PlanViews storage areas and the relationship between structures and content. Separate discussions on these topics follow.

Global and Template Content Areas

The way content files are managed varies from one organization to another. PlanView lets you associate documentation with any structure in the database, such as a project, a department, a resource, or even an alternate structure such as project status. PlanView also provides Global Content and Template Content areas for each organizations use. By default, access to the Global Content and Template Content areas are as follows:

All users can add files, and have R/W access to the files that they add. All users have RO access to files that other users have added. The default access will be overwritten if the PlanView administrator sets specific access rules for these areas.

The Global Content area is intended for use as a place where standardized files can be stored for access by many users within an organization. This might include procedures, documentation related to best practices, or other documents that can be associated with structural elements that other users will not typically modify. They are generally for information and reference purposes.

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The Template Content area is intended for the storage of template documents (such as a project charter, an account assessment document, or a request for information form) that are copied and associated with structural elements and then modified by users for the specific purpose. A user can copy a project charter from the Template Content area and associate it with a new project. Then the user can check out that document and modify it, checking it back in for version control and historical tracking. Note that it is not necessary to use a template to create a new document.

Structures and Content

Content can also be associated with structural elements without first being stored in and copied from the Global or Template areas. For instance, an organization may not offer a template for project charters; rather, managers will create their own. In this case, a manager may create a charter and store it on his or her computer's hard drive. Then that document can be associated with the project that is being managed within PlanView. Similarly, a resource manager may select to associate a resources resume to a resource record within the PlanView database. Content can be associated with any structure in the PlanView database, as defined by your PVA. By default, content can be associated with the primary work, strategy, resource, contract, and CRI structures. When the Share Content screen is displayed, users will see links to all the structures with which content can be associated. However, if the user does not have grants to the Work, Resource, or structure, or does not have permission to manage changes or contracts, then the links for those structures will not be displayed in the Share Content screen. In secondary screens, those links may display, but users will not be able to add content to structures without the proper grants or user permissions to do so. Content Management information is stored in a hierarchical format of directories and sub-directories. Content files are stored in each of the directory folders linked to the structure.

Managing Content through the Review Content Screen

Use the Review Content screen to manage content outside of a lifecycle workflow. This screen lets you add, review, or delete folders, documents, or URLs without requiring that you receive a lifecycle notification before performing such tasks. PlanView Tip!
You may also manage content as part of a lifecycle workflow. If you receive a lifecycle notification directing you to create/edit, review, or approve content as discussed in the Responding to a Lifecycle Notification section. Using that method rather than the Review Content screen ensures that the lifecycle workflow process continues after you take the action requested in the notification.

You may use the Review Content screen to manage content through the HomeView, Work, Strategy, Organization, and Resources tabs. PlanView Tip!
Because your HomeView lets you manage content located at any structure level to which you are granted, the following procedures discuss managing content through the HomeView tab. You may, however, use the Work tab to manage content in the current Work portfolio or project. You may also use the Strategy, Organization, and Resources tabs to manage content in portfolios relevant to those tabs.

535

The following figure is an example of the Review Content screen.

Figure 53 Example Review Content Screen

As shown in Figure 53, the Review Content screen consists of two panels. The left panel displays a graphical representation of the contents location within the PlanView database. The right panel includes links to the folders, documents, or URLs stored at the structural level open in the left panel. The right panel also includes the options, fields, and buttons described in the following table.
Item Folder Document URL Description Lets you add a folder to PlanView. Lets you add a document to PlanView. Lets you add a URL to PlanView. Includes a check mark ( ) next to each item that is currently checked out.

Includes an eyeglass icon ( ) next to each item that you can only view but not edit because you have been given only RO access rights to that content. Title Identifies the name given to the folder (represented by URL (represented by ). ), document (represented by ), or

Clicking a folder, document, or URLs link in this field displays information about that content. Last Access Last Access By Size Delete Indicates the date that the item was last accessed. Identifies which user last accessed the item. Indicates the items size. Lets you delete items. You specify you want to delete an item by selecting that items check box. Lets you cut items that you want to copy or move elsewhere in the database. You specify you want to cut an item by selecting that items check box.

Cut

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Item Copy

Description Lets you copy items that you want to copy or move elsewhere in the database. You specify you want to copy an item by selecting that items check box. Undoes your last cut. PlanView displays this button after you click Cut.

Undo Cut

Paste

Pastes content at the location selected in the left panel. PlanView displays this button after you click Cut or Copy.

The Review Content screen also provides access to PlanViews content-management search functionality that is available to you if your PVA created a search index. For details on using this feature to perform searches, see the Searching for Content Files section.

Adding Content Files

You can add content files at any time to any structure to which you are granted. Any user can add files to the Global Content or Template Content areas (unless your PVA has changed the access rights). When a document or folder is added, a URL is created in the PlanView system. You can also add a specific URL as the actual content. However, PlanView stores the URL information only. PlanView does not manage cases where the URL requires specific access rights, or requires that users must log into the system before accessing the URL.

Adding a New Folder

Add folders to help you organize the document files you want to add to PlanView.
To Add a New Folder

1.

Click HomeView Click HomeView

Dashboard. Assignments.

OR

2.

In the Navigation toolbar, click On the main menu, click Content.

OR

A Share Content screen appears. The screen includes a list of structures to which you are granted. 3. 4. Click the structure with which you want to associate the content. PlanView opens the Review Content screen at the structural location you selected. In the left panel, navigate to the level of the structure in which you want to place the folder and click the link for that level.

537

5.

In the right panel, click Folder. An Add Folder screen similar to the following figure appears.

6. 7. 8. 9.

Enter a Title for the folder. This field can have a maximum of 50 characters. Enter a Description of the type of content that will be stored in the folder. Select any Alternate Structure attributes if applicable. Enter one or more Search Keywords that can be used to locate the folder. Separate keywords with a comma or semi-colon.

10. Click OK to save the folder information.

Adding a New Document

You may add documents located on a local or network drive. Add documents that you want to have accessible to you from within PlanView or you want to share with other PlanView users.
To Add a New Document

1.

Click HomeView Click HomeView

Dashboard. Assignments.

OR

2.

In the Navigation toolbar, click On the main menu, click Content.

OR

A Share Content screen appears. The screen includes a list of structures to which you are granted. 3. Click the structure with which you want to associate the content. PlanView opens the Review Content screen at the structure location you selected.

538

4. 5.

In the left panel, navigate to the level of the structure in which you want to place the folder and click the link for that level. In the right panel, click Document. An Add Document screen similar to the following figure appears.

6. 7. 8. 9.

Enter the File name of the document or Browse to its location. Enter the Title of the document. This field can have a maximum of 50 characters. Edit the Author field if necessary. By default, this field displays the User ID of the person adding the document. Enter a Description of the document.

10. Select or clear the Can be copied check box to specify whether changes to the content are done in the original version of the content or a separate copy. Clear the check box if you want to record changes on the original version of the content, which is shared among all users with R/W access to the content. Select the check box if you want a user with R/W access to the content to be able to make changes on a separate copy of the content, not a shared version. 11. If you want the system to track and store previous versions of the document as it is modified, select Track Versions. 12. If you want the system to track and store information about which users read the document and when (date and time) the user took this action select Track Reads.

539

13. If your administrator enabled the Expiration Date feature for content management, select the date on which the document is to expire. Also select the user who is to receive the notification that PlanView will send to prompt that user to review the content. An expiration date does not affect the document. 14. Select any Alternate Structure attributes if applicable. 15. Enter one or more Search Keywords that can be used to locate the document. Separate keywords with a comma or semi-colon. 16. Choose OK to save the content file information. PlanView adds the document to the Review Content screens list of content displayed in the right panel.

Adding a New URL

Add a new URL to provide access to a Web site from within PlanView.
To Add a New URL

1.

Click HomeView Click HomeView

Dashboard. Assignments.

OR

2.

In the Navigation toolbar, click On the main menu, click Content.

OR

A Share Content screen appears. The screen includes a list of structures to which you are granted. 3. 4. 5. Click the structure with which you want to associate the content. PlanView opens the Review Content screen at the structure location you selected. In the left panel, navigate to the level of the structure in which you want to place the folder and click the link for that level. In the right panel, click URL. An Add URL screen similar to the following figure appears.

540

6. 7. 8. 9.

Enter the Title of the URL (such as PlanView, Inc. Home page). Enter the URL of the document (such as Error! Hyperlink reference not valid.). Enter a Description of the document. Select or clear the Can be copied check box to specify whether changes to the content are done in the original version of the content or a separate copy. Clear the check box if you want to record changes on the original version of the content, which is shared among all users with R/W access to the content. Select the check box if you want a user with R/W access to the content to make changes on a separate copy of the content, not a shared version.

10. Select any Alternate Structure attributes if applicable. 11. Select whether the document Can be copied by other users. 12. Enter one or more Search Keywords that can be used to locate the URL. Separate keywords with a comma or semi-colon. 13. Click OK to save the URL information. PlanView adds the URL to the Review Content screens list of content displayed in the right panel.

Reading Content Files

If you do not need to edit or modify a document, click Read to view the document rather than checking it out. Documents accessed via a URL link cannot be checked out. To follow are separate procedures on viewing a document, a folders content, and a URL content file.
To View a Document

1.

Click HomeView Click HomeView

Dashboard. Assignments.

OR

2.

In the Navigation toolbar, click On the main menu, click Content.

OR

A Share Content screen appears. The screen includes a list of structures to which you are granted. 3. 4. Click the structure with which the content you want to view is associated. PlanView opens the Review Content screen at the structure location you selected. In the left panel, navigate to the appropriate folder.

541

5.

In the right panel, click the link of the document you want to view. PlanView displays details similar to the following figure.

6. 7.

Click Read. The File Download screen appears. Take one of the following actions: If you want to view the document without saving it to your computer system, click Open. If you want to save the document and view it later, click Save. In the Save As dialog that appears, select the location in which you want to save the document. Click Save. PlanView saves a copy of the file in the specified location.

To View Content of a Folder

1.

Click HomeView Click HomeView

Dashboard. Assignments.

OR

2.

In the Navigation toolbar, click On the main menu, click Content.

OR

A Share Content screen appears. The screen includes a list of structures to which you are granted. 3. 4. Click the structure with which the folder you want to view is associated. PlanView opens the Review Content screen at the structure location you selected. Click View all content. The View All Content screen appears with a list of that folders content.

542

To View a URL Content File

1.

Click HomeView Click HomeView

Dashboard. Assignments.

OR

2.

In the Navigation toolbar, click On the main menu, click Content.

OR

A Share Content screen appears. The screen includes a list of structures to which you are granted. 3. 4. 5. Click the structure with which the content you want to view is associated. PlanView opens the Review Content screen at the structure location you selected. In the left panel, navigate to the appropriate folder. In the right panel, click the link of the URL you want to view. PlanView displays details similar to the following figure.

6.

Click View. The Web site associated with the URL opens in a new browser window.

Moving Content Files

When moving files, the user name, date and time of the action, and the version of the document are saved as historical data. The action will be stored with a label of Moved. By default, only your PVA and the users who added the content or have grants to the structure item may cut content as long as the access rights have not been changed. Once these rights are modified, any users with R/W access can cut files. PlanView Tip!
When a content file is moved, all information will be moved with it, including whether or not the content is checked out, the files history, and its access rights.

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To Move a Folder, Document, or URL to a New Location

1.

Click HomeView Click HomeView

Dashboard. Assignments.

OR

2.

In the Navigation toolbar, click On the main menu, click Content.

OR

A Share Content screen appears. The screen includes a list of structures to which you are granted. 3. 4. 5. Click the structure with which the content you want to move is associated. PlanView opens the Review Content screen at the structure location you selected. In the left panel, navigate to the folder containing the content you want to move. In the right panel, select the check box of each content item you want to move. Then click Cut. If you accidentally cut the wrong content, you may undo this action by clicking Undo Cut. 6. 7. In the left panel, select the folder to which you want to move the content. In the right panel, click Paste. PlanView moves the selected content to the new location.

Copying Content Files

When copying files, the action of Created is stored in the database, along with the user name, date and time of the action, and the version. PlanView Tip!
When a content file is copied, the files status (such as whether or not the content is checked out, its history, and its access rights) will not be copied. To Copy a Folder, Document, or URL to Another Folder

1.

Click HomeView Click HomeView

Dashboard. Assignments.

OR

2.

In the Navigation toolbar, click On the main menu, click Content.

OR

A Share Content screen appears. The screen includes a list of structures to which you are granted. 3. 4. 5. 6. 7. Click the structure with which the content you want to copy is associated. PlanView opens the Review Content screen at the structure location you selected. In the left panel, navigate to the folder containing the content you want to copy. In the right panel, select the check box of each content item you want to copy. Then click Copy. In the left panel, select the new folder in which the item will be placed. In the right panel, click Paste. PlanView adds a copy of the file to the new location.

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Using PlanViews Version Control

PlanViews version control functionality captures the User ID of the person who creates a file, and the dates on which it was created, when it was last read or modified, and when it was deleted or moved. Version control also tracks the work with which the content file is associated. You may use version control to check out content, undo a check out, check in content, and review content history.

Checking Out a Document

If you need to edit a document and have the edits stored as a version that will be accessible later, you must first check out the file to modify it, and then check it back in. Only users with R/W access to the content can check out that content and edit it. PlanView Tip!
You can edit files that you have saved to your computer system as discussed in the Reading Content Files section. If you do so, PlanView stores your name and the date and time of the action in the PlanView database. However, a file that you have edited via Read cannot be copied over the original file because it was not checked out. To Check Out a Document

1.

Click HomeView Click HomeView

Dashboard. Assignments.

OR

2.

In the Navigation toolbar, click On the main menu, click Content.

OR

A Share Content screen appears. The screen includes a list of structures to which you are granted. 3. 4. 5. 6. Click the structure with which the content you want to move is associated. PlanView opens the Review Content screen at the structure location you selected. In the left panel, navigate to the folder containing the content you want to check out. Click Check Out. PlanView displays the File Download screen. Click Save.

PlanView Tip!
If you click Open rather than Save, PlanView opens the file for display and stores it in the directory in which the Web browser stores temporary files. The file will have a status of Checked Out, and you can either edit the document and check it in, or undo the check out. PlanView recommends that if you wish to modify a document, you save it to disk (creating a working directory) and modify it there, rather than modifying the original document.

7.

Navigate to the location where you want to store the document and click Save. To indicate that the document is checked out, PlanView adds a blue check mark ( )next to the content files name in the Review Content screen.

When you check out a file, the Check Out link changes to Check In and the Undo Check Out link appears. For other users, the Check In link is disabled.

545

Checking In a Document
You may only check in a file you have checked out. When checking in a file, you can either use PlanViews Undo Check Out or Check In option. Undo Check Out puts the file back into the content system without modifications. Check In lets you enter comments about the file and stores the history of the version and any changes. If a file is checked out and no changes are made to it, PlanView recommends using the Undo Check Out option rather than the Check In option. Using Check In always creates a new version in the file history. This is because no file-level comparison is made before the file is checked in to determine if changes exist. When a document is checked in, the previous read history is removed. Only the most current read history is saved.
To Check In a Document

1.

Click HomeView Click HomeView

Dashboard. Assignments.

OR

2.

In the Navigation toolbar, click On the main menu, click Content.

OR

A Share Content screen appears. The screen includes a list of structures to which you are granted. 3. 4. 5. Click the structure with which the content you want to check in is associated. PlanView opens the Review Content screen at the structure location you selected. In the left panel, navigate to the folder containing the content you want to check in. Take one of the following actions: 6. If you did not make any changes to the file during the current check out period, click Undo Check Out. If you made changes to the file during the current check out period, click Check In.

If you clicked Check In, perform the following actions in the Check-In Document screen that appears. Enter the File to be checked in. You may browse to the desired location if necessary. Enter a Comment to record the changes made to the file (e.g., Updated resume to reflect new skills learned). Click OK to check the file back into the Content Management system.

Reviewing Content History

You may access an earlier version of a content document. History information is only available for documents. It is not available for folders or URL files. PlanView carefully manages content history. Historical information is stored at the folder level for actions taken on the folder itself, and for actions on the files and URLs within the folders. When a file is added to the structure or pasted to a new location, the action of Created is stored in the database, with the users full name and the date and time of the action.

546

To Review Document History

1.

Click HomeView Click HomeView

Dashboard. Assignments.

OR

2.

In the Navigation toolbar, click On the main menu, click Content.

OR

A Share Content screen appears. The screen includes a list of structures to which you are granted. 3. 4. Click the structure associated with the content that you want to review. PlanView opens the Review Content screen at the structure location you selected. Click view all on the Access History heading. The Review Content History screen will display, showing all actions taken for the file, the User ID of the person who accessed the file, and the date on which the action was taken. Click a version number to review that version of the document and any comments entered at the time the document was checked in. Click the users name to review the contact information of the person.

5. 6.

Deleting Content Files

To optimize database and server space, delete files whenever they are no longer needed. PlanView Tip!
Content cannot be deleted if it is associated with a completed work-lifecycle step. To Delete a File

1.

Click HomeView Click HomeView

Dashboard. Assignments.

OR

2.

In the Navigation toolbar, click On the main menu, click Content.

OR

A Share Content screen appears. The screen includes a list of structures to which you are granted. 3. 4. 5. 6. Click the structure associated with the content that you want to delete. PlanView opens the Review Content screen at the structure location you selected. In the left panel, navigate to the folder containing the content you want to delete. In the right panel, select the check box of each content item you want to delete. Click Delete. PlanView deletes the file from the current folder by moving the file to the Deleted Content folder.

547

Warning!
The system will not prompt you for confirmation of the deletion. After you click Delete the action is carried out and there is no opportunity to cancel or undo it. When any content files are deleted, they are deleted from the system immediately. If a structure item is deleted, its content is placed in the Deleted Content folder. Your PVA has access to this folder and can process this content as needed.

Security
Content security is handled at the file level. Any access rights defined at the parent (folder) level will be inherited by the files in that folder. You may grant access as Read Only or Read/Write, or deny access by applying an access right of Hidden. PVAs can also hide or change access to the Global Content and Template Content areas. By default, the user who creates a file has R/W access to it. Users with grants to the structure with which the file is associated will also see all files for that structure, but in RO mode. The user who created the file can then grant access to other users. Grants can be RO or R/W. They may also be able to share the document or copy it. However, if the file owner changes the rights for a user with default access, the default RO grants are overwritten because the file owner is then specifying the access rights. If your role is not defined to add or view Issues, you will not be able to access content for the Issues structure.

Granting Access Rights on Content Files

You may grant access rights to content files. Permission to access documents can be to any user, or it can be given to specific users, roles, or resources. Permission may be given as RO or R/W, or it may be hidden from specific users (the user is given no permission to access). Other options may also be available, depending on the type of access granted. PlanView Tip!
You cannot grant or modify access rights to a file that is checked out. To Grant Access Rights to Content

1.

Click HomeView Click HomeView

Dashboard. Assignments.

OR

2.

In the Navigation toolbar, click On the main menu, click Content.

OR

A Share Content screen appears. The screen includes a list of structures to which you are granted. 3. 4. Click the structure associated with the content to which you want to grant access. PlanView opens the Review Content screen at the structure location you selected. In the left panel, navigate to the folder containing the content on which you want to grant or modify access rights.

548

5.

In the right panel, click the link of the content for which you want to grant or modify access rights. PlanView displays details similar to the following figure.

6. 7. 8.

In the Access Rights section, click update. The Update Access Rights screen appears. Click Add access right. PlanView displays the Add Access Right screen. From the Access For menu, select the desired access type. Only one access type may be selected at a time. The following table describes each access type.
Access Type Public Description Any user with access to the URL file, internal or external to the PlanView system.

All PlanView users All granted users

Any user in the PlanView database. All users granted to the structure to which the content is associated will have the same access to the content as they do to the structure unless modified. Selected user roles. If you select this option, click the Add/Delete Roles button that appears. Then use the Data Picker to select the roles for which you want to define access rights.

Users of these roles

549

Access Type These users

Description Selected users (chosen by User ID). If you select this option, make selections in the Users section that appears. Available to add those users are listed on the left. Make selections from this list and then click users to the list on the right. That list specifies to whom you are granting access. You may remove a user name from the list on the right by selecting it in that list and then clicking . You may use the CTRL and Shift keys to make multiple selections.

Team members

Users associated with a resource that is authorized or allocated to the structure item. This option is only available when content is associated with the primary work or CRI structures. Selected resources. Any resource in the database may be chosen, and resources can be selected individually or at parent levels. If you select this option, click the Add/Delete Resources button that appears. Then use the Data Picker to select the roles for which you want to define access rights.

These resources

9.

Select the Usage level (Read Only, Read/Write, Hidden, or Grant Controlled). Selecting Read Only, Read/Write, or Hidden as the usage level for this access type will override any existing grants.
Grant Controlled is available only if you selected These users as the access type. Grant Controlled

indicates that the selected users should have access to the content based on their grants to the structure with which it is associated. Suppose the content is associated with a project. Then any users with R/W grants to that project would have R/W grants to the content. Similarly, users without grants to the project would not have access to the content. 10. Choose OK. After you define access rights, the Review Content screen will list the selected usage level next to the description of the granted entity (role, resource, etc.).

Deleting Access Rights on Content Files

If you want to remove a user, resource, or roles access to content files, do so by deleting the items access rights. PlanView Tip!
You cannot delete access rights to a file that is checked out. To Delete Access Rights to Content

1.

Click HomeView Click HomeView

Dashboard. Assignments.

OR

2.

In the Navigation toolbar, click On the main menu, click Content.

OR

A Share Content screen appears. The screen includes a list of structures to which you are granted.

550

3. 4. 5. 6. 7. 8.

Click the structure associated with the content to which you want to grant access. PlanView opens the Review Content screen at the structure location you selected. In the left panel, navigate to the folder containing the content on which you want to grant or modify access rights. In the right panel, click the link of the content for which you want to grant or modify access right. In the Access Rights section of the content screen that appears, click update. The Update Access Rights screen appears. Select the check box of the relevant users, roles, and resources to which you no longer want to grant access rights. Click Delete selected access rights.

Searching for Content Files

You may search for content files in the PlanView system by using PlanViews search functionality. PlanViews search engine supports full text searching of content as well as searching on other attributes of the content including Author, File Name, Description, and Search Key Words. The key words are those that are defined for the content file when it is added or modified. Search keywords help narrow down search results and can be entered in the Update Content Detail screen. You perform a search by entering the words in the Review Content screens search text box and then clicking Search. You may refine a search by using PlanViews Advanced Search feature.
To Refine a Search

1.

Click HomeView Click HomeView

Dashboard. Assignments.

OR

2.

In the Navigation toolbar, click On the main menu, click Content.

OR

A Share Content screen appears. The screen includes a list of structures to which you are granted. 3. 4. 5. 6. 7. 8. Click a structure. PlanView opens the Review Content screen at the structure location you selected. Click Advanced Search. PlanView displays the Advanced Search screen. Enter the words on what you want to search. Choose between finding full or partial matches of at least one word or all words, or choose to find the exact words you entered. The default is a partial match, which is an OR search. Select the check boxes for the Content Type and Content Elements to search. In the Attributes section, click the Select one or more attributes for search link to search on an attribute. Multiple attributes can be selected through the structure picker.

551

9.

If desired, narrow the search further by selecting the file size, file date, or both. These options can include searching for file sizes and dates that are less than, greater than or between certain parameters. If between is selected, a second text box appears. The file size can be expressed in bytes (B), kilobytes (KB), megabytes (MB) or gigabytes (GB) by selecting the appropriate unit from the drop-down box. The file date can be manually entered or selected from a calendar that you display by clicking .

10. Click Search to perform the search.

552

18

Microsoft Project Connector

PlanViews Microsoft Project Connector application lets you quickly and efficiently integrate PlanView with Microsoft Project. The integration procedure ensures the seamless transfer of data between the PlanView database and a Microsoft Project file. Microsoft Project Connector supports the bidirectional transfer of data to and from PlanView and Microsoft Project. By supporting bi-directional transfers, Microsoft Project Connector allows for flexibility in developing and managing project schedules in your organization. Such flexibility lets you

use the tool of your choice (PlanView or Microsoft Project) to create or update your project plans, report time using an application other than PlanView or Microsoft Project and have this data synchronized between PlanView and Microsoft Project, and perform high-level planning in PlanView but use Microsoft Project to enter details of such plans.

You may use Microsoft Project Connector to if your PVA enabled the Microsoft Project Connector global option. This document discusses using Microsoft Project Connector to

check-in project data from Microsoft Project, check-out project data from PlanView to Microsoft Project, and check-out resource data from PlanViews resource pool, which ensures that resource data used in PlanView perfectly matches the resource data available to a Microsoft Project file. This lets you take full advantage of PlanViews resource-management capabilities.

PlanView Tip!
PlanView and Microsoft Project both support WBS development, resource assignments, time reporting, CPM scheduling and many other features. Conducting all your planning in PlanView achieves optimum integration results between PlanView and Microsoft Project. If your organization, however, chooses to use Microsoft Project in some capacity, you should be aware of differences in the products that need to be considered when determining how your organization will use Microsoft Project Connector. If you have a premium subscription to PRISMS, you may refer to PlanViews PRISMS documentation for details about the advantages and disadvantages of the differences between the products.

553

Checking In Project Data from Microsoft Project

You may perform a one-time check in to transfer Microsoft Project files from Microsoft Project to PlanView. Use Microsoft Project Connector to transfer such data if you want to support any of the following:

Check in project plans that are currently in-process when the PlanView system is implemented. This saves managers the time of having to manually enter all of the data that already exists in the Microsoft Project plan and preserves historical data. Give managers the flexibility of continuing to do their initial planning in Microsoft Project but be able to check in their project files into the PlanView database. Check in data of Microsoft Project plans made by individuals who are not licensed PlanView users. This lets you transfer into PlanView project plan data from individuals who are not given access to PlanView, such as your organizations third-party consultants.

You check in a Microsoft Project file to add its data to PlanView or to update PlanView with changes made to the plan or file since the last time it was checked out. Separate discussions on using Microsoft Project Connector to use the check-in process to add a new project or update an existing one follow.

Adding a New Project by Checking in a Microsoft Project File

Project plans defined in a Microsoft Project file may be added as a project to the PlanView database. The following table identifies the permissions and perquisites required for this task.
Task To add a new Microsoft Project file to the PlanView database Required Permissions Add Project Use Check-Ins Use PPM Prerequisites Use Microsoft Project to define the project plan you want to add You are granted access to the Work portfolio in which you want to add the project PlanView is configured to display the Project Summary portlet as discussed in the Defining Content of Tabs and the User Menu section

To Add a New Project by Checking in a Microsoft Project File

1. 2.

If necessary, open the Work portfolio in which you want to check in data. For details, see the Opening Portfolios section. Click HomeView Click Work
Dashboard Action Links Add Work.

OR

Dashboard

Action Links

Add Work.

PlanView Tip!
The Add Work command is also available while any of the following Work secondary tabs is selected: Schedule, Staffing, Progress, or Community.

3.

In the Add Project screen that appears, enter data for the required fields (marked with an asterisk). For details, see the Generate Primary Work section.

554

4. 5.

Select the Import Details From MPP File check box, which is available if your PVA has enabled the Add Project permission for you. Click OK. An Add Document to Work screen similar to the following figure appears. Use the screen to select the Microsoft Project .mpp file from which you are checking in data to PlanView.

6.

Enter data in the screen as described in the following table. You must enter data for the required fields, which are marked with an asterisk.
Field File Title Description Browse to locate and then select the desired file. The selected files name is displayed in this field. Enter the name that you want to assign to the file being added to Content Management in the PlanView database. PlanView automatically gives the files title the same name as the Microsoft Project .mpp file, but you may change it. If necessary, enter the PlanView user name of the person responsible for the file in the PlanView database. PlanView automatically assigns your user name to this field, but you may change it if another user is responsible for the file. Provide comments that describe the file you are adding.

Author

Description

7.

Click OK. PlanView checks in the .mpp file to PlanViews Content Management system.

8.

If PlanView displays configured screens that require information from you, enter data in those screens. PlanView displays configured screens only if additional information is required for the items you selected when entering data in the required fields of the Add Project screen. After uploading the .mpp file into Content Management, Microsoft Project Connector displays a prompt similar to the following figure.

555

9.

Take one of the following actions: To keep the prompt window open while processing the data, click Wait. When Microsoft Project Connector finishes processing the data, you are prompted to download the file. Do so by clicking Save and then saving the file to the desired location. To close the prompt window and import the Microsoft Project files data into the current database location, click Continue. You may continue working in PlanView or exit from it while Microsoft Project Connector processes data.

If your PVA configured Microsoft Project Connector for e-mail, you will receive an e-mail message regarding the transfer of data.

Updating an Existing Project Using the Check-In Process

If you want to update a PlanView project with data from a Microsoft Project .mpp file, do so by checking in the Microsoft Project file. You may check in a file at the project level or below the project level. PlanView permits checking in files below the project level to support projects in which multiple users manage different parts of the project. The following table identifies the permissions and prerequisites required for updating an existing project with data from a Microsoft Project file.
Task To update data of a PlanView project that you or another user modified in Microsoft Project Required Permissions Add Project Use Check-Ins Use PPM Prerequisites You can only update data for files that are currently checked out to you You are granted access to the project level at which you want to update data PlanView is configured to display the Project Summary portlet as discussed in the Defining Content of Tabs and the User Menu section

To Update a Project by Using Microsoft Project Connectors Check-In Process

1. 2. 3.

Click Work

Schedule.

If necessary, open the project in which you want to check in data. For details, see the Opening Work Projects section. Take one of the following actions: If you are checking in a Microsoft Project plan at the project level, click Action Links .mpp file in the main menu.
Check-In

If you are checking in a Microsoft Project plan below PlanViews project level, click Schedule Graph or Schedule Detail in the Project Summary screen. In the screen that appears, click the name of the work item for which you want to check in data. Then click Check-In .mpp file in the shortcut menu that appears.

556

An Add Document to Work screen similar to the following figure appears. Use the screen to select the Microsoft Project .mpp file from which you are checking in data to PlanView.

PlanView Tip!
If the file is currently checked out to a user other than the user performing the check-in, the screen includes a message informing you that the file needs to be checked in by the user who checked out the data last before you can check in a new version of the file.

4.

Enter data in the screen as described in the following table. You must enter data for the required fields, which are marked with an asterisk.
Field File Title Description Browse to locate and then select the desired file. The selected files name is displayed in this field. Enter the name that you want to assign to the project file that will be added to Content Management in the PlanView database. PlanView automatically gives the PlanView database files title the same name as the Microsoft Project .mpp file, but you may change it. If necessary, enter the PlanView user name of the person responsible for the file in the PlanView database. PlanView automatically assigns your user name to this field, but you may change it if another user is responsible for the file. Provide comments that describe the file you are adding.

Author

Description

5.

Click OK. PlanView checks in the .mpp file to PlanViews Content Management system.

6.

If PlanView displays configured screens that require information from you, enter data in those screens. PlanView displays configured screens only if additional information is required for the items you selected when entering data in the required fields of the Add Project screen. After uploading the .mpp file into Content Management, Microsoft Project Connector displays a prompt similar to the following figure.

557

7.

Take one of the following actions: To keep the prompt window open while processing the data, click Wait. When Microsoft Project Connector finishes processing the data, you are prompted to download the file. Do so by clicking Save and then saving the file to the desired location. To close the prompt window and import the Microsoft Project files data into the current database location, click Continue. You may continue working in PlanView or exit from it while Microsoft Project Connector processes data.

If your PVA configured Microsoft Project Connector for e-mail, you will receive an e-mail message regarding the transfer of data.

558

Checking Out Project Data through Microsoft Project Connector

Use Microsoft Project Connector to check out a PlanView projects data if you want to

transfer the project data to Microsoft Project so that you can easily share the data with individuals who do not have access to the data in PlanView, or allow your organization to use certain reporting capabilities and functionality available in Microsoft Project, such as PERT charts.

You may check out data located at the project level or below the project level. The data you transfer may be added as a new Microsoft Project .mpp file or update an existing one. The following table identifies the permissions and perquisites required for using Microsoft Project Connector to check out project data.
Task To transfer a PlanView projects data to Microsoft Project Required Permission Use Check-Outs Use PPM Prerequisites The file is checked out to you rather than another user You are granted access to the data you want to check out PlanView is configured to display the Project Summary portlet as discussed in the Defining Content of Tabs and the User Menu section

To Check Out Project Data through Microsoft Project Connector

1. 2. 3.

Click Work

Schedule.

If necessary, open the project containing the data you want to check out. For details, see the Opening Work Projects section. Take one of the following actions: If you are checking out data at the project level, click Action Links menu.
Check-Out .mpp file in the main

If you are checking out data below PlanViews project level, click Schedule Graph or Schedule Detail in the Project Summary portlet. In the screen that appears, click the name of the work item you want to check out. Then click Check-Out .mpp file in the shortcut menu that appears.

PlanView displays a prompt similar to the following figure.

559

4.

Take one of the following actions: To keep the prompt window open while processing the data, click Wait. When Microsoft Project Connector finishes processing the data, you are prompted to download the file. Do so by clicking Save and then saving the file to the desired location. Select Continue to close the prompt window, create the Microsoft Project file, and check it in to Content Management. Use Content Management to complete the check out. For details, see the Checking Out a Document section.

Checking Out a PlanView Resource Pool

If a projects resource assignments are not made directly in PlanView, be sure to export resources from a PlanView resource pool to the Microsoft Project file for the project. This ensures that the resources in Microsoft Project will match the resources in PlanView. It also guarantees a match of resources when assignments are made in Microsoft Project instead of PlanView. You may check out PlanView resources to a new Microsoft Project file or an existing one. Separate discussions on each task follow.

Exporting Data to a New Microsoft Project File

Microsoft Project Connector can create a new Microsoft Project .mpp file while exporting PlanView resource data to Microsoft Project. This lets you use PlanView resource data for new projects in Microsoft Project. The following table identifies the permissions and prerequisites required to export resource data to a new Microsoft Project file.
Task To transfer PlanView resource data to a new Microsoft Project file Required Permission Use Resource Pool Check-Outs Use PPM Prerequisites You must have R/W access to the resources you want to export to Microsoft Project

To Create a New Microsoft Project .mpp File while Exporting Resource Data

1. 2.

Click Resources

Action Links

Resource Pool Check-Out.

If necessary, open a Resource portfolio associated with the resources you want to available for the project that you will manage in Microsoft Project. For details on opening a Resource portfolio, see the Opening Portfolios section.

560

PlanView displays a Choose Resources to Check-Out screen similar to the following figure.

3.

Select the check boxes of the resources that you want to export data. The resources you select are the ones that you plan to use when using Microsoft Project to make resource assignments for the new project. You may select or unselect all the listed resources by selecting or clearing the appropriate check box (Select
All Resources or Clear All Resources).

4. 5.

Clear the Update Existing MPP File check box if it is selected. Click OK. PlanView displays a prompt similar to the following figure.

6.

Take one of the following actions: To keep the prompt window open while exporting the resource data, click Wait. When Microsoft Project Connector finishes processing the data, you are prompted to download the new Microsoft Project file. Click Download File Save and save the file to the desired location. Select Continue to close the prompt window, create the Microsoft Project file, and check it in to Content Management. Use Content Management to complete the check out. For details, see the Checking Out a Document section.

561

Exporting Resource Data to an Existing Microsoft Project File

You check out resources to an existing Microsoft Project .mpp file to update the file with a list of resources from PlanView. By checking out resources, you export resources from a PlanView resource pool so that Microsoft Projects resource listing matches PlanViews resources. This ensures any resource assignments made in Microsoft Project will be properly processed if the file is checked in to PlanView. The following table identifies the permissions and prerequisites required to update an existing Microsoft Project file with resource data from PlanView.
Task To update an existing Microsoft Project file with resource data from PlanView Prerequisites You must have R/W access to the resources for which you want to export data to Microsoft Project Required Permission Use Resource Pool Check-Outs Use PPM

To Export Resource Data to an Existing Microsoft Project File

1. 2.

Click Resources

Action Links

Resource Pool Check-Out.

If necessary, open a Resource portfolio associated with the resources you want to be able to assign work to in Microsoft Project. For details on opening a Resource portfolio, see the Opening Portfolios section. PlanView displays a Choose Resources to Check-Out screen similar to the following figure.

562

3.

Select the check boxes of the resources that you want to export data. The resources you select are the ones that you plan to assign work to when using Microsoft Project to manage the .mpp file you are updating. You may select or unselect all the listed resources by selecting or clearing the appropriate check box (Select
All Resources or Clear All Resources).

4.

Select the Update Existing MPP File check box. An Add Document screen similar to the following figure appears. The screen lets you select the Microsoft Project .mpp file to which you want to export resource data. You will then be able to assign those resources work when using Microsoft Project to mange the selected file.

5.

Enter data in the screen as described in the following table. You must enter data for the required fields, which are marked with an asterisk.
Field File Title Description Browse to locate and then select the desired file. The selected files name is displayed in this field. Enter the name that you want to assign to the Microsoft Project file that is to be uploaded to Content Management in the PlanView database. PlanView automatically gives the PlanView database files title the same name as the Microsoft Project .mpp file, but you may change it. If necessary, enter the PlanView user name of the person responsible for the file in the PlanView database. PlanView automatically assigns your user name to this field, but you may change it if another user is responsible for the file. Provide comments that describe the file you are adding.

Author

Description

6. 7.

Click OK. Take one of the following actions: To keep the prompt window open while exporting the resource data, click Wait. When Microsoft Project Connector finishes processing the data, you are prompted to download the Microsoft Project file. Click Download File Save and save the file to the desired location. Select Continue to close the prompt window, create the Microsoft Project file, and check it in to Content Management. Use Content Management to complete the check out. For details, see the Checking Out a Document section.

563

Viewing Your Microsoft Project Connector Report

You may view a report that provides information about the project data and resource data you successfully or unsuccessfully transferred by using Microsoft Project Connector. The following table identifies the permissions and prerequisites required for this task.
Task To display your Microsoft Project Connector report Prerequisites You must have used or tried to use Microsoft Project Connector to transfer data between PlanView and Microsoft Project Required Permission Use PPM

To Display Your Microsoft Project Connector Report

1.

On the main menu, click Reports

My MPC Transactions.

PlanView displays a Microsoft Project Connector Transaction View report. As summarized in the following figure, the report provides information about each transfer operation you perform with Microsoft Project Connector. The figure identifies the type of information displayed in each of the reports columns.

2. 3.

If you want to view a specific item using PlanViews Content Management, click the appropriate link in the Transaction ID column. If you want to examine information about why a specific transaction failed, click the relevant FAILED link in the Transfer Status column. For information on a failures error code, see your PVA.

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19

Managing Changes, Risks, and Issues

The Changes, Risks, and Issues (CRI) functionality in PlanView allows collaboration between the people doing the work and the people managing the work. It includes an initial identification of any risks to the project and an analysis of each risk so that an appropriate risk plan can be formulated. Change management is the practice of evaluating, controlling, and approving important changes made during the project, and ensuring that all project resources are aware of the changes that affect them. This could be a change to the cost, schedule, or scope of a project. This chapter

provides an overview of how PlanView processes changes, risks, and issues, describes issue management, risk management, and change management, and discusses creating, reviewing, and deleting issues, risks, and changes.

PlanView Tip!
If your organization customized field labels and structures during PlanView setup, the information PlanView displays for you may differ from the information shown in this manual. Your organization may also have created new structures and fields for one or more CRI-related screens. This chapter does not include information about your organizations customized fields. See your PVA for details if your organization has implemented this functionality.

565

Changes, Risks, and Issues Process Flow

The following figure illustrates how PlanView processes CRIs.

Figure 54 PlanViews Processing of Changes, Risks, and Issues (CRIs)

566

Issue Management
An issue is a question, comment or fact that should be documented and communicated. Some issues will need to be addressed by management or other team members. PlanViews handling of issues in Work portfolios allows for collaboration between the resources doing the work and the resources managing the work. Issues help everyone keep track of what is affecting the project. PlanView can track issues that may have a negative impact on a project. If an issues effect on a project becomes more critical (such as items that may affect a projects deliverables or schedule), PlanView can transfer the issue to a risk or change. You conduct issue management in PlanView in a Work portfolios Issues view. While performing issue management, you may add new issues to work items whenever necessary. If you have the Use Issues permission, you may add an issue to

work in your portfolios, work that is related to you, or your timesheet.

Risk Management
A risk is anything that may have a negative impact on a projects budget, schedule or quality. There are no secrets during a successful project. Both good and bad news must be communicated to all project stakeholders. A projects scope, cost, schedule or quality can be at risk. You and your team members need a tracking system that notifies people as quickly as possible about negative impacts to a project. PlanViews Risk Management system includes an initial identification of the risk and an analysis of the risk so that an appropriate risk plan can be formulated. In PlanView, you conduct risk management in a Work portfolios Risks view. While performing risk management, you may add new risks to work items whenever necessary. PlanView lets you transfer issues to risks, or escalate them to a person who you want to keep informed about a projects details.

Change Management
Change Management is the practice of evaluating, controlling and approving important changes made during a project and ensuring that all project resources are aware of the changes that affect them. This could be a change to the projects cost, schedule, or scope. In PlanView, you conduct change management in a Work portfolios Changes view. While performing change management, you may escalate changes to a person who you want to keep informed about a projects details.

567

Creating a New Change, Risk, or Issue

You may add new changes, risks, or issues to projects whenever necessary. You add CRIs to a project by attaching them to a relevant work item.
To Add New CRIs

1.

Open the summary screen for the CRI type (change, risk, or issue) you want to add. To open a Change Summary screen, click Work To open a Risk Summary screen, click Work To open an Issue Summary screen, click Work
Changes. Risks. Issues.

The CRI summary screen PlanView displays includes a list of all the specified type (change, risk, or issue) for your granted projects. You may sort projects by Count (how many exist for that project) or CRI Status by clicking the appropriate column head. 2. 3. 4. 5. Click the name of the project to which you want to add the change, risk, or issue. PlanView displays a Project (Change, Risk, or Issue) Summary screen. Click the appropriate Add New (Change, Risk, or Issue) option. In the Data Picker that PlanView displays, select the work item to which you want to attach the issue. (You may need to expand structure levels to find the correct work item.) Click OK. PlanView displays the relevant Enter (Change, Risk, or Issue) Detail screen, which looks similar to the following figure. Which fields appear on this screen depend on whether you are adding a change, risk, or issue.

568

6. 7.

Enter all the information you can. An asterisk (*) identifies required fields. For details on the different fields, refer to the tables at the end of this chapter. In the screens Resolution Information section, specify the CRIs owner. To do so, click Select Owner and then the desired Owner name in the Select Owner screen that PlanView displays. You may need to scroll to bring the Resolution Information section into view. PlanView adds the selected owners contact information.

8.

Click OK to save the information to the database.

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Reviewing CRI Information

PlanView lets you review the changes, risks, and issues of your projects. You may review CRIs

by portfolio or project, through notifications accessed from the HomeView dashboard, Work dashboard, or HomeView Assignments tab.

Reviewing Changes, Risks, or Issues by Portfolio or Project

PlanView lets you review CRI data that

summarizes CRIs of a specific type for all projects in a portfolio, summarizes CRIs of a specific type for a specific project, or provides details of a specific CRI, which you may edit.
To Review a Portfolio or Projects Data for a Specific Type of CRI

1.

If necessary, open the portfolio or project associated with the CRIs you want to review. To open a portfolio, click that appears.
Work - Portfolios, and click the desired portfolio in the Go To screen

Work - Projects, and click the desired project in the Go To screen that To open a project, click appears. You may need to browse to the project by clicking Choose Project and then using the Data Picker to locate the desired project.

2.

Specify the CRI type (change, risk, or issue) you want to review. If you want to review changes, click Work If you want to review risks, click Work If you want to review issues, click Work
Changes. Risks. Issues.

PlanView displays the portfolio or projects summary screen for the specified type of CRI. If PlanView is displaying CRI data for a portfolio, the screen summarizes change, risk or issue data for all the projects in the portfolio. If PlanView is displaying data for a single project, the screen includes change, risk, or issue data for only that project. The following figure is an example Change Summary screen for a portfolio. The example screen provides information about changes associated with four of the portfolios projects to which a user is granted. The screen indicates how many changes of a particular status are associated with each project. Notice that in this example, the Tax Accounting IMS Update project has three changes associated with it. Two changes have a status of Escalated, and one change has a status of Open. Also notice that the screen identifies those projects that do not have any changes associated with them.

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In the example screen, projects are sorted by their amount (Count) but you may also sort projects in such a screen by CRI Status. To sort items in the Change Summary screen, click the appropriate column head. 3. To examine more information about a projects changes, risks, or issues, click its project description. PlanView displays a Project (Change, Risk, Issue) Summary screen. As the following figure shows, such a screen includes information about all of the projects CRIs that are of the same type. You may sort items in the screen by clicking a column head. If a CRI is no longer relevant or needed, click remove to delete it.

4.

If you want to review or edit a specific change, risk, or issues data, click its number. PlanView displays the Edit (Change, Risk, or Issue) Detail screen, which looks similar to the following figure. You may use the screen to edit the CRI by entering information in the screens fields, which are described in the tables at the end of this chapter. You may need to scroll to view some fields.

571

5.

If you edit a CRI, click OK when you are ready to enter your changes into the database.

The Project (Change, Risk, or Issue) Summary and Changes, Risks, and Issues Summary screens include a Work Description field. If you click a work item in that field, PlanView displays that items Work Detail screen, which is discussed in the Reviewing or Editing a Projects Attributes section.

Reviewing All CRIs Associated with a Project

PlanView lets you review a summary of all the changes, risks, and issues associated with a project.
To Review All CRIs Associated with a Project

1.

If necessary, open the appropriate project. To do so, click Work Projects, and click the desired project in the Go To screen that appears. You may need to browse to the project by clicking Choose Project and then using the Data Picker to locate the desired project. Click Work. Then click Changes, Risks, or Issues. In the summary screen that appears, click the name of the project associated with the CRIs you want to review. PlanView displays a Project (Change, Risk, Issue) Summary screen, similar to the one discussed in Reviewing Changes, Risks, or Issues by Portfolio or Project. That screen includes information about CRIs that are of the same type.

2. 3.

4.

To view data about all of the projects CRIs (regardless of type), click view all. PlanView displays a Changes, Risks, and Issues Summary screen similar to the following figure. This screen includes information about all of the CRIs associated with the project. For details on this screens fields, refer to the tables at the end of this chapter.

A red exclamation mark (!) indicates a CRI is past due. An escalated CRIs number and status information are displayed in red. You may sort items in the screen by clicking a column head.

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Clicking an entry in the CRI# field displays an Edit (Change, Risk, or Issue) Detail screen similar to the one shown in Reviewing Changes, Risks, or Issues by Portfolio or Project. If you edit a CRI, click OK when you are ready to enter your changes in the database. If a CRI is no longer relevant or needed, click remove to delete it.

Reviewing CRIs from Dashboards or the Assignments Tab

You may access CRIs from notifications displayed in your Work dashboard or HomeView dashboard. You may also access CRIs through the Assignments tab. You may use the HomeView Assignments tab to access CRIs created by you, escalated to you, or assigned to you. You may also access a CRI through its notification, which will be either an informational, escalated or past due notification. PlanView can display notifications for CRIs

related to your work items (these notifications are accessible from the Work dashboard), or relevant to you (these notifications are accessible from your HomeView dashboard).

You may access a CRI through notifications by clicking a link displayed in the Notifications portlet on your HomeView dashboard or Work dashboard.

Reviewing Changes, Risks, and Issues through a Dashboards Notification Links

You may customize dashboards to include the Notifications portlet, which contains links to notifications. If the portlet is displaying an Escalated, Past Due, or Informational links for notifications associated with CRIs, you may use those notifications to access CRIs. On your HomeView dashboard, the Notifications portlet may contain links to notifications for CRIs relevant to you. On your Work dashboard, the Notifications portlet may contain links to notifications for CRIs associated with your work items. When accessing CRIs through notifications, you have the option of reviewing all notification categories (CRI related and non-CRI related) or reviewing CRIs related to only one of the following notification categories: Escalated, Past Due, or Informational.
To Review CRIs through Notification Links Displayed on a Dashboard

1.

Specify whether you want to review CRIs related to your work items or relevant to you. To review CRIs related to your work items, click Work To review CRIs relevant to you, click HomeView
Dashboard.

Dashboard.

2.

In the Notifications portlet, specify whether you want to review an Escalated, Past Due, or Informational CRI by clicking the appropriate link. PlanView displays a Notifications Summary screen. In the following figure, there are two risks and two issues associated with informational notifications. Note that this example does not include any informational notifications for changes, but if there were they would be displayed as well.

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3.

Under Action, click the desired CRI. PlanView displays the Edit (Change, Risk, or Issue) Detail screen for the selected CRI. You may use the screen to edit the CRI by entering information in the screens fields, which are described in the tables at the end of this chapter. You may need to scroll to view some fields.

4.

If you edit the CRI, click OK when you want to enter your changes in the database.

Reviewing All of Your Changes, Risks, and Issues through the Assignments Tab
Your HomeView Assignments tabs links provide access to the changes, risks, or issues created by you, escalated to you, or assigned to you.
To Review All CRIs through Links Displayed on the Assignments Tab

1.

Click HomeView Assignments. PlanView displays all CRIs associated with you in the Your Changes, Your Risks, and Your Issues portlets similar to those shown in the following figure.

The following table describes the icons and fields PlanView includes in the Your Changes, Your Risks, and Your Issues portlets.
Item Description Identifies which changes, risks, or issues you created. Identifies which changes, risks, or issues are assigned to you. Identifies which changes, risks, or issues are escalated to you.

CRI Number CRI Description CRI Priority CRI Status

System-generated identification code. Brief statement of the change, risk, or issue. Indicates whether the CRI is Urgent, Important, High Medium, Low, or Unassigned. Indicates the CRIs current state such as, Open, Awaiting Approval, On Hold, Closed, Reopened, and so on. The status options vary for the different types of CRIs. Date that determines when CRI will be escalated.

Target Date

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2.

If you want to review or edit details about a specific CRI, click its number. PlanView displays the Edit (Change, Risk, or Issue) Detail screen. For details on this screens fields, refer to the tables at the end of this chapter. If you edit the CRI, click OK when you are ready to enter your changes in the database.

3.

Transferring Issues to Changes or Risks

During the life of a project, the need may arise to transfer Issues to either a Change or a Risk for greater management visibility. For example, an issue about resource availability could have a negative impact (delay) on the project schedule (Risk). It would be transferred to a Change if the schedule dates of the project needed to be moved. PlanView Tip!
When entering the information for a change and selecting an escalation type of Automatic or Manual, a target date is required. If one is not entered, the user will receive a message prompting for the information. An asterisk (*) indicates a required field. To Transfer an Issue to a Change or Risk

1. 2. 3. 4.

On the Edit Issue Detail screen, scroll to the bottom to find Transfer to a Change or Risk. Click the applicable link. PlanView displays the Enter (Change or Risk) Detail screen. For details on this screens fields, refer to the tables at the end of this chapter. Update information and add any new information as necessary. At the screens bottom, PlanView displays Transferred from Issue # 0000. The number links to a R/O version of the Issue Detail screen. Click OK. PlanView changes the letter of the issue number (e.g., I-3945) as appropriate (e.g., R-3945) to reflect its new type.

PlanView Tip!
You may also transfer risks to issues in a similar manner.

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Escalating Changes, Risks, or Issues

During a projects work lifecycle, the need may arise to escalate changes, risks, or issues for greater management visibility. PlanView lets users with the appropriate permission based on their role in the organization to escalate changes, risks, and issues. PlanView displays notifications of escalated changes, risks, and issues on your HomeView dashboard and your HomeView Assignments tab. You may escalate changes, risks, and issues through these notifications. PlanView Tip!
To analyze a projects changes, risks, or issues, you must view the correct portfolio and project. Be sure you do so before escalating an item through a notification displayed in the HomeView Assignments tab. If you need to change the project in view, click either in the Navigation toolbar or Go To in the main menu. In the Go To screen that PlanView displays, select the appropriate portfolio. To Escalate a Risk or Change

1.

Click HomeView Click HomeView

Dashboard. Assignments.

OR

2.

Open the Edit (Change, Risk, or Issue) Detail screen by performing one of the following operations. If you are accessing a change, risk, or issue from notifications displayed in the HomeView dashboard, click Escalated and then click the appropriate action link (Change, Risk, or Issue). If you are accessing a change, risk, or issue from notifications displayed in the HomeView Assignments tab, click the desired CRI number within the appropriate portlet.

3.

In the Edit (Change, Risk, or Issue) Detail screens Escalation section, select the Type (manual or automatic) of escalation you want PlanView to perform and enter the appropriate information for that type. The following table explains what you need to enter for each type of escalation.
Escalation Type Manual Automatic Description Enter target date and name of person to escalate to. Enter name of person to escalate to. PlanView escalates the item to that person after a certain number of days following the target date, which is set by your PVA.

4.

Click OK.

You may view escalated changes, risks, or issues through the notifications displayed on your HomeView dashboard or your HomeView Assignments tab. For details, refer to the relevant sections earlier in this chapter.

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Deleting Changes, Risks, or Issues

Delete CRIs whenever they are no longer needed. This helps keep documentation associated with a work item current and relevant. PlanView Tip!
Removing a change, risk, or issue cannot be undone. To Delete CRIs

1.

Perform one of the following operations: Open a Project (Change, Risk, or Issue) Summary screen as discussed in either Reviewing Changes, Risks, or Issues by Portfolio or Project or Reviewing CRIs from Dashboards or the Assignments Tab. Open the Changes, Risks, and Issues Summary screen as discussed in Reviewing All CRIs Associated with a Project.

2.

Click remove to the right of the item to be deleted.

Change, Risk, and Issue Details

PlanView displays all information about a change, risk, or issue in the appropriate detail screen. The following sections are common to all three Enter Detail screens and Edit Detail screens. Fields specific to each type are listed below with the appropriate screen. Some selections in drop-down lists are specific to your organization. The choices presented below are the default values recommended by PlanView. They may differ from the ones set up by your PVA. If you are invited to a portfolio but do not have grants to the related project, the detail screens will be RO. If you have a R/W grant to the work, you can make edits to the change, risk, or issue.

Basic Information
Field Description CRI# Description A brief statement of the issue, risk, or change. A system-generated identification code (such as R-634). The letter prefix (C, R, or I) indicates whether the item is a change, risk, or issue. Detail A more detailed explanation of the issue, risk, or change, or the reason behind it.

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Resolution Information
Field Resolution Date Description The date by which the item should be resolved. If the date passes and the status of the item is still open (i.e., not Closed, Transferred, Escalated, Approved, Disapproved, or On Hold), a past-due notification will be sent to the owner. The person who is responsible for the item. Click Select Owner to assign an owner to the item. The e-mail address of the owner. The phone number of the owner.

Owner

E-Mail Phone

Approval
This section identifies how the change or risk will be managed if it occurs. How this section is handled may depend on your organizations change management procedures and policies. (The Issue Detail screen does not contain an Approval section.)
Field Approve Disapprove Neither Comments Decision made by Description Select this option to approve the item. Select this option to disapprove the item. Select this option to keep the item pending. Explanatory comments about the approval or disapproval. The person who approved or disapproved the item.

Escalation
Field Type Description Specify whether the item will be escalated automatically, manually, or not escalated (None). If the item will be escalated, enter a target date for the escalation, and the person to whom it will be escalated. Date that determines when CRI will be escalated. If the item has already been escalated, the persons name and the date on which it was escalated will be displayed. An Issue can be transferred to a Change or a Risk. A Risk can be transferred to an Issue. Changes cannot be transferred.

Target Date Escalate to

Transfer to

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Issue Detail Attributes

Field Priority CRI Status Description Indicates whether the CRI is Urgent, Important, High Medium, Low, or Unassigned. Indicates whether the CRI is Open, Closed, or Reopened. Note that if an issue has been closed, the only status it can be changed to is Reopened. Issue Type Action Plan Issue Resolution Content Schedule, Budget, Quality, or Scope. A description of the steps or actions that will be taken to handle this issue. The actions that were taken to handle the issue. Click this link to access or add a content document associated with this item.

Risk Detail Attributes

Field CRI Priority CRI Status Description Indicates whether the CRI is Urgent, Important, High, Medium, or Low. Indicates whether the CRI is Open, In Analysis, Awaiting Plan Approval, Escalated, Follow Through, Resolved, Closed, or Reopened. Note that if a risk has been closed, the only status it can be changed to is Reopened.

Risk Identification
Field CRI Type Risk Triggers Description Schedule, Budget, Scope, or Quality. Description of the conditions that will apply to the risk.

Impact Analysis
This section helps others to understand how the risk may impact the work.
Field Risk Severity Description Minor, Medium, Major, or Catastrophic. Each severity level will have a financial impact associated with it. The likelihood that the risk will occur, expressed as a percentage. The potential cost of the risk to the project.

Probability Risk Value

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Risk Response
This section identifies how the risk will be managed if it occurs.
Field Risk Response Plan Resolution Criteria Risk Residual Description A description of the actions to be taken to mitigate the risk. The criteria that must be met by the response plan to resolve the risk. Any remaining or outstanding effects of the risk response plan.

Change Detail Attributes

Field CRI Priority CRI Status Description Indicates whether the CRI is Urgent, Important, High Medium, Low, or Unassigned. Indicates whether the CRI is Open, Awaiting Approval, Escalated, On Hold, Closed, or Reopened. Note that if a change has been closed, the only status it can be changed to is Reopened.

Evaluation
This section helps others to understand how the change may impact the work.
Field Schedule Impact Description How the change will affect the projects schedule. Financial Impact Effort for Change: Change to the projects effort in hours New close Date: New project budget: the new projected value of the project budget

How the change will financially affect the project. Added cost: any additional cost that the change will incur New project budget: the new projected value of the project budget

Benefit Concerns Content

How the change will have a beneficial or positive impact on the project. How the change will have a negative effect on the project. Click this link to access or add a content document associated with this item.

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20

Notifications

Notifications alert you or other users of items requiring attention or inform you of some actions taken by others in either PlanView or Manage Work. When a resource signs a timesheet, for example, PlanView sends a notification to the managers who approve time for that resource. PlanView supports accessing notifications through a portlet, your e-mail application, or both a portlet and e-mail. Your PVA defines whether you can access notifications, which notifications you may access, and how you access them. If you are given access to some notifications through e-mail, your PVA may define the language in which notifications are displayed in your e-mail program. When configuring your access to notifications, your PVA also specifies whether you can make changes to your notification settings. This chapter

includes a table that lists each notification by category and indicates under which primary tab PlanView can display each notification, discusses accessing notifications, which you may do from PlanView or your e-mail application, and discusses changing PVA-defined notification settings.

When configuring PlanView to define your access to notifications, your PVA may specify whether you can change the settings that define your access to notifications. but may configure and specifies whether you can change. You work with notifications if your PVA configures PlanView to permit you to do so, you may perform the following tasks. Which tasks you may perform depend on how your PVA configures PlanView for you.

specify which notifications you may access, how you may access the portlets (through a portlet, e-mail application, or both), the language used for notifications sent to your e-mail application (if applicable), and whether you can make changes to your PVA-defined notifications settings.

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A Look at the Notification Action Categories

Notifications are classified into the following action categories: escalated, disapproved, requires attention, needs approval, past due, and informational. Each notification type is generated by a specific action and sent to a specific user. The following table lists notifications by action category and indicates under which primary tab PlanView can display each notification.
Escalated Notification Escalated changes Escalated issues Escalated risks Strategic lifecycle item has been escalated to you Support ticket lifecycle item has been escalated to you Work lifecycle item has been escalated to you Work request lifecycle item has been escalated to you HomeView Requests Strategy Work Resources

582

Disapproved Notification Disapproved timesheet for resources Disapproved timesheets Request to skip a strategic lifecycle step was disapproved and will require execution Request to skip a support ticket lifecycle step was disapproved and will require execution Request to skip a work lifecycle step was disapproved and will require execution Request to skip a work request lifecycle step was disapproved and will require execution Strategic lifecycle item has been disapproved Support ticket lifecycle item has been disapproved Work lifecycle item has been disapproved Work request lifecycle item has been disapproved HomeView Requests Strategy Work Resources

583

Requires Attention Notification Allocation moved beyond tolerance Allocations that have moved beyond tolerance of the reserve Assigned change Assigned issue Assigned risk Strategic lifecycle items require your input/attention Support ticket lifecycle items require your input/attention Support ticket requires attention Work lifecycle items require your input/attention Work request lifecycle items require your input/attention HomeView Requests Strategy Work Resources

584

Needs Approval Notification New allocation request for a resource New reserve request for a resource Strategic lifecycle item needs your approval Support ticket lifecycle item needs your approval Support ticket lifecycle requests to skip a lifecycle step need your approval Timesheets need approval for resources Work lifecycle item needs your approval Strategic lifecycle requests to skip a lifecycle step needs your approval Work lifecycle requests to skip a lifecycle step needs your approval Work request lifecycle item needs your approval Work request lifecycle requests to skip a lifecycle step needs your approval Past Due Notification Overdue timesheets Overdue timesheet for resources Past due changes Past due issues Past due risks HomeView Requests Strategy Work Resources HomeView Requests Strategy Work Resources

585

Informational Notification Approved allocation request Approved reserve request Custom strategic lifecycle step Custom support ticket lifecycle step Custom work lifecycle step Custom work request lifecycle step Denied allocation request Denied reserve request Expired documents Expired guest accounts you created New allocation for a resource New allocations New changes New issues New risks New support ticket for a resource New support tickets PlanView guest account expiration Portfolio invitations Projects running late Request to skip a strategic lifecycle step has been approved Request to skip a support ticket lifecycle step has been approved Request to skip a work lifecycle step has been approved HomeView Requests Strategy Work Resources

586

Informational Notification Request to skip a work request lifecycle step has been approved Reserve moved beyond tolerance Resource requirement has been filled Resource substituted Stale projects Strategic lifecycle item is available for review Support ticket lifecycle item is available for review Work lifecycle item is available for review Work request lifecycle item is available for review HomeView Requests Strategy Work Resources

PlanView Tip!
Custom lifecycle step notifications are triggered by a scripted dialog that an administrator creates to define and insert a lifecycle step. An administrator can create scripted dialogs for strategic, support ticket, request, and work request lifecycles.

Notifications Portlet
Your PVA may configure PlanView to let you access notifications through the Notifications portlet. If you are enabled to access notifications in this manner, you may configure PlanView to display that portlet on the HomeView, Requests, Strategy, Work, and Resources tabs, as discussed in the Defining Content of Tabs and the User Menu section. The Notifications portlet provides an overview of notifications broken down by action category. The portlet includes a link and a tally of each category for which there are notifications. Clicking a Notifications portlet link displays notifications relevant to that link. If there are not any notifications for an action category, the Notifications portlet does not include a link or tally for that category. In the following example Notifications portlet, there are two escalated notifications, two informational notifications, and six requires-attention notifications. There are not any notifications for the other action categories.

Figure 55 Notifications Portlet

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From your HomeView, the Notifications portlet provides access to notifications relevant to you. From tabs other than your HomeView Dashboard and Assignments tabs, the Notifications portlet provides access to notifications related to the tab and restricted to the contents of the current portfolio (for that tab). Thus on the Work tab, PlanView does not display information about request-related notifications, or even work-related notifications for projects outside the current portfolio. The following table summarizes the type of notifications the Notifications portlet provides access to from different primary tabs.
Primary Tab HomeView Requests Work Notifications Portlet Content Notifications relevant to you Request-related notifications relevant to your current Request portfolio Notifications relevant to work items (projects, support tickets, and so on) related to your current Work portfolio Notifications relevant to the resources of projects in your current Resource portfolio

Resources

Notifications Summary Screen

When you click a link in the Notifications portlet or in the Navigation toolbar, PlanView displays a Notifications Summary screen that includes the fields described in the following table. The Notifications Summary screen does not include field names when you click View All or , but the fields are the same as those described in the table.
Field Action Description Identifies either the event that generated the notification or task notification is prompting you to perform. Identifies the work item, request, strategy, or resource for which the notification was issued. Summarizes the purpose of the notification Indicates the day notification was activated, or provides other relevant date as noted.

Entity Description Date

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Quick Guide to Displaying Notifications

If PlanView is configured to let you receive notifications through, you do so through the Notifications portlet or the My Notifications button ( ) on the Navigation toolbar. PlanView lets you display notifications of a specific action category or the same topic (such as overdue timesheets or stale projects). It also lets you display all notifications relevant to you or a portfolio. This document includes separate discussions on the different ways you may display notification information, but the following figures provide a quick reference of these methods. The figures include examples of the Notifications Summary screen, which is discussed later in this chapter. The action category links in the Notifications portlet lets you display notifications by action category. The following figure illustrates displaying notification data by clicking the Notifications portlets Escalated link.

Figure 56 Displaying Notifications by Category

The Notifications portlets buttons next to action-category links let you display notifications by topic. If you click a categorys button, PlanView displays a shortcut menu that breaks down the action categorys notifications by topic. The shortcut menu also indicates how many notifications of each topic there are. The following figure includes an example of the information PlanView displays if you select Support Tickets Require Attention from the Requires Attention shortcut menu.

Figure 57 Displaying Notifications by Topic

589

Clicking on the Navigation toolbar (regardless of which tabs are selected) or View All (while the HomeView tab is selected), displays all notifications relevant to you. Clicking View All (while any tab other than HomeView is selected), displays all the notifications for your current portfolio.

Figure 58 Displaying All Notifications

590

Displaying Notifications by Action Category

PlanView lets you display notifications by action category (escalated, disapproved, requires attention, needs approval, past due, or informational).
To Display Notifications by Action Category

1.

Specify whether you want to review notifications relevant to you or to a Request, Work, or Resource portfolio. To do so, take one of the following actions. To review notifications relevant to you, click HomeView
Dashboard.

To review notifications related to a Request, Work, or Resource portfolio, click the appropriate primary tab. If necessary, open the portfolio. Then click a secondary tab on which PlanView is configured to display notifications. For a list of the tabs that are configurable to display notifications, refer to the Specifying on which Tabs PlanView Displays the Notifications Portlet section.

2.

In the Notifications portlet that PlanView displays, specify whether you want to review Escalated, Disapproved, Requires Attention, Needs Approval, Past Due, or Informational notifications by clicking the appropriate link. (The Notifications portlet includes links for only those categories for which notifications exist in your current context.) PlanView displays a Notifications Summary screen that includes notification data for the specified notification category. If you are reviewing notifications in your HomeView, the screen contains notifications of the selected category and relevant to you. If you are reviewing notifications from tabs other than HomeView, the screen includes notifications of the selected category and relevant to the current portfolio. The following figure is an example of the information PlanView displays from your HomeView if you select Requires Attention. Note that PlanView breaks down the notifications by subcategories such as Work Lifecycle, Support Tickets, and Request Lifecycle. For details on the screens fields, refer to the table in the Notifications Summary Screen section.

591

Displaying Notifications by Topic

PlanView lets you display notifications that are all the same topic, such as overdue timesheets or stale projects.
To Display Notifications by Topic

1.

Specify whether you want to display notifications relevant to you or to a Request, Work, or Resource portfolio. To do so, take one of the following actions. To display notifications relevant to you, click HomeView
Dashboard.

To display notifications related to a Request, Work, or Resource portfolio, click the appropriate primary tab. If necessary, open the portfolio. Then click a secondary tab on which PlanView displays notifications. For a list of the tabs on which PlanView can display notifications, refer to the Specifying on which Tabs PlanView Displays the Notifications Portlet section.

2. 3.

Click

next to the category (Escalated, Disapproved, Requires Attention, Needs Approval, Past Due, or Informational) associated with the notification topic you want to display.

From the shortcut menu that appears, click the topic of the notification you want to display. PlanView displays a Notifications Summary screen. If you are reviewing notifications in your HomeView, the screen contains notifications that are relevant to you and have the selected topic. If you are reviewing notifications from tabs other than HomeView, the screen includes notifications that are relevant to the current portfolio and have the selected topic. The following figure is an example of the Notifications Summary screen that appears if you selected
Support Tickets Require Attention topic from the shortcut menu. For details on the screens fields, see the

Notifications Summary Screen section.

4.

If you want to display either all notifications or additional requires-attention notifications you may do so by clicking the appropriate link (View All Categories or View All Notifications Requiring Your Attention). The additional notifications PlanView displays are ones relevant to you if you are in your HomeView. Otherwise, the additional notifications are relevant to your current portfolio.

592

Displaying All Notifications

PlanView lets you display data for either all the notifications relevant to you or all the notifications relevant to a portfolio. Separate discussions on each method follow.

Displaying All Notifications Relevant to You

You may display all notifications relevant to you by using either the Navigation toolbars My Notifications button ( ) or View All in the Notifications portlet. Clicking displays all notifications relevant to you no matter which tabs are selected. Clicking View All displays notifications relevant to you only if the HomeView tab is selected.
To Display All Notifications Relevant to You

1.

Click

in the Navigation toolbar.

OR

Click HomeView

Dashboard. In the Notifications portlet that appears, click View All.

PlanView displays a Notifications Summary screen similar to the following figure. The screen includes all notifications relevant to you. Notifications are classified by action category and sorted by subcategory within each category (Work Lifecycle, Support Tickets, Request Lifecycle, and so on). For details on the screens fields, see the table in the Notifications Summary Screen section.

593

Displaying All Notifications Relevant to Your Current Portfolio

If you click View All in the Notifications portlet while any tab other than HomeView is selected, PlanView displays all notifications relevant to your current portfolio.
To Display All Notifications Relevant to Your Current Portfolio

1. 2.

Specify whether you want to review all the notifications relevant to a Request, Work, or Resource portfolio by clicking the appropriate primary tab. If necessary, open the portfolio. Then click a secondary tab on which PlanView can display notifications. For a list of the tabs for which you may configure PlanView to display notifications, refer to the Specifying on which Tabs PlanView Displays the Notifications Portlet section. In the Notifications portlet that PlanView displays, click View All. PlanView displays a Notifications Summary screen similar to the following figure. The screen includes all notifications related to your current portfolio. Notifications are classified by action category and sorted by subcategory within each category (Work Lifecycle, Support Tickets, Request Lifecycle, and so on). For details on the screens fields, see the table in the Notifications Summary Screen section.

3.

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Responding to Notifications
While displaying notification data you may want to respond to a notification by reviewing details about it or taking action, such as signing a timesheet.
To Respond to a Notification

1. 2.

If necessary, display the desired notification as discussed earlier in this chapter. Under Action, click the notification you want to respond to. For example, clicking New allocation displays details of the work to which you have been allocated and clicking Overdue timesheet displays a list of timesheets that must be signed.

Configuring PlanView for Notifications

If your PVA sets up the system to let you access notifications, you may configure PlanView for notifications by doing the following:

specifying on which tabs PlanView displays the Notifications portlet, and defining which notifications PlanView displays.

Separate discussions on each topic follow.

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Specifying on which Tabs PlanView Displays the Notifications Portlet

If your PVA configures PlanView to let you define tab content, you may control on which tabs the Notifications portlet is displayed. The following table indicates the tabs for which you may configure PlanView to display the Notifications portlet. For details on doing so, refer to the Defining Content section.
Primary Tab Secondary Tab Dashboard Assignments Dashboard Requests Status Lifecycle Community Dashboard Lifecycle Strategy Schedule Analysis Scenarios Community Dashboard Organization Analysis Scenarios Community Dashboard Lifecycle Work Schedule Staffing Progress Community Dashboard Utilization Resources Planning Time and Billing Community

HomeView

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Defining which Notifications PlanView Displays

You may define which notifications are displayed if your PVA configures PlanView to let you set options that control the displaying of some notifications. While setting these options, you may specify some tolerance values (such as how many days PlanView displays a notification informing you of a portfolios invitation after you receive the invitation).
To Configure PlanView for Notifications

1. 2. 3.

Click one of the tabs on which PlanView is configured to display the Notifications portlet. Click on the Notifications portlet.

Click Edit on the shortcut menu that appears. PlanView displays a Notifications Settings screen similar to the following figure.

4.

Click the link that provides access to the options that let you control the displaying of notifications. The following table lists the options associated with a notification and indicates which link to click to access each of those options. Unless the table notes otherwise, an options associated notification has the same or very similar text. As the table indicates, some options are accessible through more than one link.
Option Allocations that have moved beyond tolerance Allocations that have moved beyond tolerance of the reserve Approved allocation requests Access by Clicking Resource Schedule Resource Schedule

My Reserve and Allocation Request, or Resource and Allocation Request

Approved reserve requests

My Reserve and Allocation Request, or Resource and Allocation Request

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Option Assigned Changes

Access by Clicking Changes, Risks, or Issues

Assigned Issues

Issues, Changes, or Risks

Assigned Risks

Risks, Changes, or Issues

Beyond Tolerance Allocations Associated with the Allocation moved beyond tolerance notification Beyond Tolerance Reserves Associated with the Reserve moved beyond tolerance notification Denied allocation requests

My Reserve and Allocation Request, or Resource and Allocation Request

My Reserve and Allocation Request, or Resource and Allocation Request

My Reserve and Allocation Request, or Resource and Allocation Request

Denied reserve requests

My Reserve and Allocation Request, or Resource and Allocation Request

Disapproved Timesheets Disapproved Timesheets for resources you approve Associated with the Disapproved timesheets for resources notification Escalated Changes

Disapproved Timesheets Disapproved Timesheets, Overdue Timesheets for Your Resources, or Timesheets Need Approval for Your Resources Changes, Risks, or Issues

Escalated Issues

Issues, Changes, or Risks

Escalated Risks

Risks, Changes, or Issues

Expired Documents Assigned to You Associated with the Expired documents notification Expired Guest Accounts You Created

Guest Account Expiration, or Portfolio Invitations Guest Account Expiration, or Portfolio Invitations

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Option Filled Requirements Associated with the Resource requirement has been filled notification New allocation requests for your resources New Changes

Access by Clicking Resource and Allocation Request, or My Reserve and Allocation Request

Resource Requests Changes, Risks, or Issues

New Issues

Issues, Changes, or Risks

New reserve requests for your resources New Risks

Resource Requests Risks, Changes, or Issues

Overdue Timesheets Overdue Timesheets for resource you approve Associated with the Overdue timesheets for resources notification Past Due Changes

Overdue Timesheet Overdue Timesheets for Your Resources, Disapproved Timesheets, or Timesheets Need Approval for Your Resources Changes, Risks, or Issues

Past Due Issues

Issues, Changes, or Risks

Past Due Risks

Risks, Changes, or Issues

Portal Invitations Associated with the Portfolio invitations notification Projects are running late

Portfolio Invitations, or Guest Account Expiration My Work, or Work

Projects with stale uploaded data from MS Project Associated with the Stale projects notification Resource Substitution

My Work, or Work Resource and Allocation Request, or My Reserve and Allocation Request

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Option Support Tickets Requiring Your Attention Timesheets that need approval Associated with the Timesheets need approval for resources notification Your PlanView Account Expiration Associated with the PlanView guest account expiration notification Your resources new allocations Associated with the New allocation for a resource notification Your resources new Support Tickets Associated with the New support ticket for a resource notification

Access by Clicking Support Tickets Timesheets Need Approval for Your Resources, Overdue Timesheets for Your Resources, or Disapproved Timesheets Guest Account Expiration, or Portfolio Invitations

Resource Allocations

Resource Support Tickets

PlanView Tip!
To view the Overdue Timesheets for Your Resources notification, your PVA must give you the Report Time grant on those resources.

5. 6.

Enable or disable the displaying of a notification by selecting or clearing the appropriate option check boxes respectively. If an option has a configurable tolerance value, set that value. The following table lists the options for which you can set a tolerance value and describes each of those values.
Option Approved allocation requests Description of Options Tolerance Value Number of days after an allocation is approved that PlanView continues to display the Approved allocation notification Number of days after a reserve request is approved that PlanView continues to display the Approved reserve request notification Number of days after an allocation is denied that PlanView continues to display the Denied allocation notification Number of days after a reserve request is denied that PlanView continues to display the Denied reserve request notification Number of days after a resource requirement is filled that PlanView continues to display the Resource requirement has been filled notification Number of days after a change is added that PlanView is to continue displaying the New Changes notification Number of days after an issue is added that PlanView is to continue displaying the New Issues notification Number of days after a risk is added that PlanView is to continue displaying the New Risks notification

Approved reserve requests

Denied allocation requests

Denied reserve requests

Filled Requirements

New Changes

New Issues

New Risks

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Option Portal Invitations

Description of Options Tolerance Value Number of days after a portfolios invitation is sent that PlanView is to continue displaying the Portfolio invitations notification waiting for your response Number of days that are to elapse before PlanView displays the Projects running late notification when a project is running late Number of days that are to elapse before PlanView displays the Stale projects notification because a projects data has not been uploaded from MS Project Number of days after a resource is substituted that PlanView continues to display the Resource substituted notification Number of days after a resource you manage is allocated new work that PlanView is to continue displaying the New allocation for a resource notification Number of days after a resource you manage is issued a support ticket that PlanView is to continue displaying the New support ticket for a resource notification

Projects are running late

Projects with stale uploaded data from MS Project

Resource Substitution

Your resources new allocations

Your resources new Support Tickets

7. 8.

Click OK. Repeat steps 4 through 7 for each notification you want to configure.

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Glossary

The Glossary terms are defined based on the PlanView standard product. Your organization may not use all of the options listed. In addition, some of the options may be named differently based on how your organization has defined them. See your PVA for any organization-specific naming conventions. access rights: the ability to control which users may access a file and which actions may be performed (for instance, view or copy). Access rights can be set for each specific file or folder. accounts: the cost elements of a financial plan. Some accounts may be currency-denominated expenditures (such as hardware or software costs) some may be effort categories (such as estimated resource hours), and some may be statistical. The elements available for inclusion in a financial plan are defined in the Cost Breakdown Structure (CBS), which is configured as part of the financial model set up. actual finish: the date on which the work item was marked as finished actual start: the date on which time was first reported for the work actual time: the time spent on work once it has been reported, approved, and integrated into the database actual: the date integrated into the database showing the date work actually began or time that was actually worked actuals: the amount of time a resource actually expended on a scheduled work item ad hoc project financial plan: a financial plan prepared for each individual project as it is identified throughout the year rather than as part of an organization-wide planning cycle (synchronized project budgets). Each project may still go through a cycle of revisions, creating and preserving multiple versions, but this is handled independently rather than in a common timeframe administrator: the person who maintains: the PlanView application (your PVA), the database (the database administrator), or the network and hardware at the organization (network administrator)

algorithm: a series of steps used to solve a problem allocation: the assignment of work to a specific resource for a specific duration of time and amount of effort allocation sequence: the date order in which resources are allocated to work items anchor step: a workflow event that has no predecessor. This type of event is initiated through an independent action by a user rather than as a response to some other workflow action step. Anchors will be highlighted in gray on the workflow template screens. application: a software program

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approve: to allow an item to continue through its process: reservation or allocation: to change the state of a reservation or allocation from Requested to Approved to allow the resource to work on the designated project, time and expenses: to change the status of time and expense reported information from Signed to Approved to allow it to be integrated, or work: to change the status of a new project or support ticket from Requested to Open to allow it to continue through the system

assign resources: to allocate or authorize specific resources to a work item assign work: to indicate the specific resources that will perform the work assignment: in MS Project, naming a resource to work on a project; in PlanView, includes both allocating and authorizing resources to work associate: to link a file to a structure element; for instance, one can associate a project with a contract, or a content file with a structure item associated work: projects assigned (associated with) a contract to define how they will be billed assumed complete: the work items allocated hours have reached zero and the system assumes no further work needs to be done. Work with authorizations instead of allocations will not change to assumed complete attachment: a file associated with a work item or resource attributes: information used to further define work or resources, created by defining alternate structures in the PlanView database authorization: permission given to a resource to charge time to a work item without defining specific duration or effort autoadd: the process by which the system will automatically include specific work items to current or future timesheets if the resource is allocated or authorized to them automated: a task performed by the computer system rather than by a user availability: the amount of unscheduled time for a given resource bar chart: a chart using horizontal lines to display information (see Gantt chart) baseline: a snapshot of a projects start and finish schedule dates as they exist at a given point in time; used for future measurement or comparison billing rates: numbers associated with resources that are used to determine how the resources time and costs will be billed for each project browser: an application that provides access to the organizations intranet or the Internet business model: a definition of how an organization is set up, or how a project moves through an organization business objectives: business goals to be met by a project calendar: in PlanView, a specific calendar defined for a resource or group of resources on which resource assignments and effort calculations are based. PlanView provides two standard calendars, and others may be defined: absolute: tracks all possible time (e.g., sixty seconds a minute, twenty-four hours a day, etc.) all other calendars are based upon the absolute calendar standard: defines the normal work day (eight hours), work week (five days), and work year (company holidays) of an organization

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change control: a process by which an organization controls what changes can be made, when, and by whom change management: the practice of evaluating, controlling, and approving important changes made during the project and ensuring that all project stakeholders are aware of the changes that affect them. At the most basic level, change management refers to any event that will cause a change to a projects scope. This could be a change to the cost of the project or the schedule of the project, or a change in scope such as a new module added. Important information to understand about this change would be the financial and schedule impact of the change, the benefit the change will bring, approvals, and any concerns with the change. check in: to update a checked out document in a document control system with the new version of the document. Once a document is checked in, another user can check it out check out: to copy a document from a document control system into a directory for purposes of modification, and locking the original to prevent other users from modifying it until it is checked back in child entity: an entity in the structure that is dependent on and subordinate to another client/server architecture: using one computer (the server) to feed information to several others (the clients) client: a computer that is connected to the server and provides access to server applications closed: a work item is moved from active status to completed status collapse: to display only parent-level work items; the children are still present, but are not displayed on the screen column heading: the title of a display column comments: messages generated to provide other users with information commit: to accept assigned work constraint date: a date that limits a work item: start no earlier than (SNET): the earliest date on which the item may begin start no later than (SNLT): the latest date on which the item may begin finish no earlier than (FNET): the earliest date on which the item may end finish no later than (FNLT): the latest date on which the item may end must start on (MSON): an absolute start date must finish on (MFON): an absolute finish date

consulting services: assistance from a PlanView representative, such as with installation or training contact: a customer representative who serves as the primary interface between the organization and the customer Content Management: the ability to store, add, delete, modify, and view documentation associated with a project; provides version control for all documents content: information that is stored in and accessed from the PlanView system including document files (text and images) and URL links to documents or Web sites contract: an active commitment to perform work and to provide product or service deliverables to a customer contributor: a person who works on projects and services requests, and reports the time to be integrated into the progress of the work cost rate: the value of a resources effort during a certain period of time cost unit: the unit of time to which the variable cost type and value apply

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CPM: see critical path method criteria: specific attributes used to define a need, such as search criteria, resource criteria, filter criteria, etc. critical path: a sequence of activities that forms the longest chain of durations in the project (see also critical path method) critical path method (CPM): a technique for determining earliest and latest dates for scheduling work and for determining the float, positive or negative, for each work item criticality: the urgency or priority of work cursor: a pointer or a graphic indicating the location of focus on a screen or window; the shape of the cursor may also indicate what type of action may be taken (such as enter text, move column, etc.) customer: an individual or organization for whom work will be performed. From the Contract module, this is the entity with which an organization enters into a contractual agreement. From Manage Work, this is the person or organization for which the work will be performed. This may or may not be the same as the customer associated with a contract. data: information entered into a computer; usually stored in a database database: the repository of information arranged in structured tables used by PlanView to keep all information in one place for easy access by all users default: a pre-set value; some screen fields will already contain information that is supplied by the system as defaults define requirements: the process of indicating specific resource needs for a work item deliverable: a definable objective to be produced as the outcome of work detail resources: to define specific information about a resource, such as skills possessed, or the date on which the employee began work dialog box: a small screen within an application disassociate: to remove the link between two associated items. Note that this does not remove the items, it just breaks the link between them. discussion group: a set of messages and responses to the messages about related topics; a vehicle for improving the collaborative effort of users Unthreaded: messages are displayed in the order in which they were posted Threaded: messages are grouped by their association with a related subject; i.e., related to a common topic thread Subjects: messages are sorted and grouped by subject line

display: in PlanView, a collection of information presented in a graphical format documentation: files associated with projects, resources, etc. that provide additional information about the item with which it is associated, such as a projects charter, a resources resume, etc. double-click: to press the left mouse button twice quickly duration: the total number of working hours between a start and finish date dynamically: in PlanView, an action occurring immediately when entering or changing information without waiting for another action to be taken earned value: a calculated measurement that tracks progress on a project edit work: to break a project into manageable components (phases, tasks, etc.) and assign dates and resource requirements (see scope)

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efficiency: the competency level of a resource attribute effort: the number of hours that a resource is expected to spend on a work item (duration x %) e-mail (electronic mail): messages sent electronically engine: a part of the software that processes information according to specified business rules enterprise: an entire organization environment: the type of operating system, database, and hardware used by an organization error code: an alphanumeric code in a log file that indicates the exact nature of a problem error message: a dialog box that displays to warn of a potential problem escalate: to notify a person about an impending risk or change that may affect or impact the project estimates: an approximation of various project components such as time, effort, or cost expand: to change the display to show child-level items (see also collapse) export: to transfer information out of PlanView into a form that can be used by other systems and programs field name: the title or description of a field field: an area on a screen or window that contains information filter: a means of organizing the work and resources to which a user is granted access through selection of specific data from the database repository and limiting what will display within the Manage Work screens and the Gantt and Profile views (for example, all open or active projects). financial management: an activity-based costing approach to budgeting and financial information. It integrates fiscal information about the strategic and organizational levels, project and resource management and application and service delivery. financial model: parameters that define how a financial plan will be managed in PlanView, including the configuration rules governing its use (such as time periods) and various financial management dimensions financial model dimensions: various elements upon which a financial plan is defined, such as the time period and hierarchical structure with which the financial plan is associated, and the accounts managed within the budget financial plan: the original estimated amount of time and costs needed to complete a work item financial version: one of several possible sets of data that are stored within a financial model. These data sets represent either successive revisions to a budget, or comparison data of some other type such as actuals, revised forecasts, or last years budgets finished: the work items allocated hours have been reported by resources as done flag: 1) a graphic notice that information has been changed and action needs to be taken, or 2) a status marker for time-reported records: initialized (T), entered (E), posted (P), on hold (H), approved , or integrated (I) font: a typeface name (such as Arial or Times Roman) that refers to a specific shape of letters free float: indicates how much a work item can slip without affecting the start of any other work items; associated with an individual item, not a path of work items Gantt chart: a display of information in a graphical format, showing work dates as horizontal lines gateway: a software door linking two applications or parts of an application goals: definable and measurable objectives that a project must accomplish grant: a permission to review or edit work items and/or resources graphics: computer-produced pictures

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guest: An individual who is not a PlanView user but who has been invited to join a Work portfolio for purposes of collaboration. Information Access User role: a type of role created and typically assigned to a guest, defining the users permissions; the role has a specific time limit before expiration Information Access User ID: the specific User ID and password assigned to the guest associated with the Information Access User role

hardware: computers and other equipment used by an organization help topics: specific files within the help system that address a single issue hierarchy: a means of organizing information in a way that related data (children) are grouped under a single item (parent); PlanView structures are created in a hierarchy HomeView: the main screen in PlanView that provides a home base for all Process Areas available to a user icon: a software picture or button used as a shortcut to perform a task impact: how a change in one work item or resource will affect others import: to transfer information from other systems and programs in a format that can be used by PlanView incident: a means of submitting problems or enhancement information to PlanView, such as to report an error or to suggest a product enhancement input: to enter information into a computer system integrate progress: to convert time-reported records from resources into actual effort and dates to show how much progress has been made on projects interactive bar chart: a bar chart that reacts immediately to changes made graphically; allows the user to assess immediately how changes affect data interactive: the user and the software communicate back and forth with each other, using data that both provide Internet: an international linkage of computers that allows sharing of information and data invitation: extended to users who another user wants to give access rights to a portfolio or project, allocated and authorized resources are automatically invited; additional resources can be manually invited issue: a situation that requires a response or resolution to avoid detrimental impact to project; requires detailed information about the situation iterative cycle: a series of back-and-forth steps performed until a specific goal is reached jump: in the help system, a word or phrase in green underlined text that links to another topic keyword: a word or phrase used when searching for a topic knowledge base: a body of information lag: the amount of time between relationship parameters left-click: to press the left mouse button once lifecycle role: a description of the type of user who will be responsible for completing certain activities included in a Projects Lifecycle Workflow (see also workflow). Examples include project manager, Executive Sponsor, and Business Analyst. These roles are defined as a structure in the database and will vary in each organization. lifecycle workflow: (also called Project Lifecycle Workflow) a process in which the key players of a project are notified of the need to complete certain actions related to the initiation of a project and the updating of a projects status throughout its work lifecycle. This includes actions such as creating a project charter, changing the status of a project, creating a budget, and approving any of the previous actions. local area network (LAN): a network within a relatively small space (such as one or two buildings)

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log file: 1) a computer file that stores access information, commands,, and error reports about the system, or 2) a file that records all steps taken in an import or export process logic: in PlanView, how work items are related to each other hard logic: a specific relationship defined by dates and lag time implied logic: a relationship between a parent and child work item defined by their relationship to each other (a change to a child logically implies a change to a parent and vice-versa)

login: to enter a User ID and password to access the PlanView system main display: the home display for each main process (such as Manage Work or Track Time & Billing) menu: a listing of available functions milestone: a significant point in development of a project; a task with zero duration (its start and finish dates are the same) that cannot have resource allocations mouse: a device used to perform tasks within a graphic interface multiple-entry structure: a structure in which a work item can be listed in multiple positions; i.e., an alternate structure attribute can be associated with several projects network: a set of computers and other equipment linked together node: any level of the planning, resource, and alternate structures notifications: informational messages about actions that need to be taken off-line: while the program is not running on hold: a status indicating that a work item must wait for further information or approval online: while the program is running optimize: to ensure that resources are scheduled to work with maximum efficiency option: one of several choices organizational financial plan: planned cost and effort information for organizational elements at different levels of the selected hierarchy (structure) that can be entered in a top-down or bottom-up order (see also project financial plan) organizational management: modeling an organization in order to manage all of the work and resources that an organization has outline: the text description of work items and resources in a view or on the structure definition screen overhead: the percentage of the resources time that is spent on overhead tasks that cannot be charged to a specific work item. Time spent in status meetings, filing, etc., are all examples of overhead work overhead rate: a percentage of the base rate that is applied for various (customer specific) reasons, such as ensuring a profit margin overload: any scheduled time over the amount of time the resource is available for work (set by the calendar associated with that resource and any determined not-available time). An overload percentage can be set for each allocation. The scheduling engine can be instructed to either use or not use the established overload percentages. override rate: a billing or resource rate that is used instead of the standard (default) rate usually used by the resource for a project parallel: when referring to work-lifecycle steps/events, indicates that two or more events can be completed at the same time, and that when all of the items in the group are complete, the next sequential step is triggered. parameters: the definition or boundaries for a process or task

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parent/child relationship: the relationship between work or resource items in which like items (children) are grouped under a single heading (parent). There is implied logic between parent and child items parent entity: an entity in the structure that can support at least one child entity underneath it password: an encrypted code that, with a User ID, allows access to the PlanView system percent complete: how much of the time between the scheduled start and finish dates has elapsed phase: 1) a level of work in the Work Breakdown Structure, 2) a segment of work to be performed in a project, or 3) a part of a larger cycle of events or activities planned work: work that has schedule dates and resources assigned to it planning: building out projects, scheduling project dates and scheduling resources to work; allows management of realistic project goals planning conflict: a situation created when work items are scheduled such that the work cannot be done in a reasonable amount of time by the resources available; can be resolved by changing schedules, allowing overloads, or allocating more resources planning goals: the high-level goals upon which a plan is based, and which may include project definition, milestones, and resource assignments PlanView process flow: Refers to the series of processes supported by the PlanView software as a concept is captured and is managed from initiation to implementation and assessment. PlanView Tip: helpful hints in using the system efficiently, as well as actions to avoid pop-up menu: a menu that displays when the user right-clicks on a work or resource item portfolio: management method that links strategies, work, and resources. They are built for the appropriate decision maker and their authority and responsibilities. portlet: small sections of related information and functionality displayed in a portion of a portfolio; some portlets are only available on specific portfolios PPL: the level in the PlanView structure that contains all project work items (see primary planning level) predecessor: a work item that must occur before the related item (see relationship) preferences: options set by each user that control the display of various data primary planning level: the level in the PlanView structure beneath which project planning occurs; usually the project level; abbreviated as PPL prioritize: to assign levels of urgency to work process: a series of actions taken to complete a piece of work or an action Process Area: a collection of system functions that can be used to perform work; each user has a defined set of Process Areas suited to the users role productivity: a measurement of how well resources are performing profile, resource: the graphical representation of a resource schedule, with allocations, requirements, and unavailable time progress: 1) (n.) how far along its path a work item has moved toward completion; 2) (v.) to update time-reported records in the database to reflect actual work done project: a large amount of work, usually subdivided into several phases and tasks, which is defined by a business need, goals, and deliverables project financial plan: planned cost and effort information for selected projects, entered either at that Project (PPL) or Phase (PPL+1) level. Even if an organization initially enters project financial plans, that information can still be consolidated up to the higher WBS levels. Project financial plans may be either synchronized or ad hoc. See also organizational financial plans, where data is actually entered at higher levels

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project manager: a person in an organization responsible for assigning schedules and requirements to projects protection key: parameters defined for PlanViews security system that detects unauthorized usage read/write: fields in which a user can change the information read-only: fields in which a user cannot change information; for review only relationship: in PlanView, a link between two or more work items: Finish to Start (FS) (default): the first task must complete before the second task can start Start to Start (SS): the first task must start before the second task can start Finish to Finish (FF): the first task must finish before the second task can finish Start to Finish (SF): the first task must start before the second task can finish

reload: to update the information on a display with more current information from the database remain: how many hours more are needed to complete a work item report time: to enter time worked on a work item or standard activity into the system report: information presented in a structured format request work: enter a new project or support ticket into the PlanView system requested finish date: a date entered at the time new work is requested, indicating when the requester would like the work to finish requested start date: a date entered at the time new work is requested, indicating when the requester would like the work to begin requirement: the need for a certain amount of resource effort during a particular period of time reservation/soft booking: the process of requesting a specific amount of resource effort during a particular period of time resolution: the solution to a support ticket resource availability: an assessment of the amount of unscheduled time for a given resource resource detail: a way to track information about a resource, such as allocations, cost rates, etc. resource manager: a person in an organization responsible for assigning resources to work resource overload: assigning a resource more work than the resource has time available resource profile: the graphical representation of a resource schedule; with allocations; requirements; and unavailable time displayed resource, shared: a resource whose time is divided among multiple projects or managers resources: the people and other unique limited assets (such as computers or machinery) used to accomplish the goals of an organization right-click: to press the right mouse button risk: an item that may have a negative impact on the projects financial data, schedule, or quality roles: a definition of the type of work a person performs user role: the role a person performs within an organization (such as Project Manager) PlanView Role: a setting that controls which Process Areas are available to each user (such as Work Manager)

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schedule bar: in a Gantt chart, a line representing the schedule dates of a work item schedule dates: planned start and finish dates for a work item schedule maturity index (SMI): a system-calculated number that shows the maturity of (confidence in) a schedule schedules: dates assigned to work scheduling engine: an innovative, intelligent software module capable not only of tracking and maintaining complex relationships between projects and resources, but of making decisions based on milestones, resource availability, constraints, relationships, and defined scheduling rules scope: to analyze the amount of effort, cost, and duration involved in completing project work scoreboard: reports based on the Business Objects reporting tool screen: in PlanView, a selected amount of information presented in a graphical format scroll bar: the bar found below or to the right of some screens or windows, allowing the user to scroll through information that does not fit on the screen search criteria: parameters defined for a search process search: to look for a specific work item, resource, or resolution server: the computer that holds the central, shared database used by all planning users; holds the application files that the client computers access via a network sign: to post time-reported records to the database for approval and integration sign on: to enter a user ID and password that allows access to the software single-entry structure: a structure is in which one item can be listed in a single position. For example, a resource usually exists in only one place in the structure skill: an attribute of a resource software: the programs and applications run on a computer sort: to arrange information in a specified order sponsors: usually, the people who have a concept or idea for new work and initiate the effort to start the project spreadsheet: a chart containing data in a tabular format SQL database: a central data repository accessed by standard query language stakeholder: a person connected with an organization that initiates and reviews projects and project status standard activities, standard tasks, standard work: work items upon which resources spend time, but which are not scheduled as project work (e.g., sick leave, vacation, training, maintenance work, etc.) standard rate: the dollar value per unit of time for the resource standards: rules or definitions used by an organization to define normal started work: a work item for which work has begun, and actual hours have accumulated state: the stage of a resource allocation or reservation (such as Requested, Approved, or Denied) as it flows through a work lifecycle status: the current stage of a project or support ticket (such as Requested, Open/Approved, On Hold, Assumed Complete, Finished, or Closed) structure sequence: the hierarchical outline of a plan structures: the method by which information is organized into hierarchies or groups subject: in a discussion group, a common topic for discussion (such as Possible Contractor Options) submit status: to report time using the Status process area

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successor: a work item that must occur after the related item (see relationship) summary: a column or display that summarizes information from various locations summary columns: columns that show a summarization of other information in the display support: technical assistance with the application; can be accessed via phone, fax, e-mail, or a Web page support ticket: repeatable, one-task work items (such as maintenance, work orders, etc.) that may have a resolution support ticket detail: information about a support ticket, such as resolution, resource assignments, and so on symbols: graphics used in a screen or window to represent the status of a particular area (such as a plus sign showing collapsed items) synchronized project financial plans: all project financial plans within an organization prepared in a unified manner and within a shared deadline. This type of annual project plan allows an organization to review the total portfolio of requested projects and evaluate the combined resource (and cost) requirements. It also thereby supports integrated project and organizational financial management. system log files: computer files that track and store information about how PlanView is operating in the organizations environment system generated: data input by the system based on available data tab: a part of a screen that links to a window of related data (for example, the Dates tab on the Work Detail screen) tailored: changed slightly to fit personal or organizational preferences task: a subcomponent of an Activity; used to break out parts of an Activity for planning and/or time reporting template: a starting point for a Work Breakdown Structure (WBS), a work lifecycle workflow, a document, or a financial plan: WBS Template: a skeleton of a work item (usually a project or phase) that can be used to frame new projects; can include children, resources, To Do Lists, or other information. Lifecycle Workflow Template: a set of steps that create a workflow process by which appropriate people involved in a project are notified of the need to complete certain actions related to the project throughout its work lifecycle. Document Template: a basic outline document that can be copied and used as the basis for a new document; usually does not include much detail. Financial Template: a selected subset of accounts chosen as a starting point for financial plan data entry.

thread: a series of discussion messages linked to a single initial posted message time log: a screen used to track the start and end times of each resources work day, and the In/Out times for lunch periods time period: 1) a slice of time (usually a week) for time reporting purposes; 2) the interval of time used for financial management purposes, such as monthly, quarterly, or annual time remaining: how many hours effort remain to be performed on a work item after actuals and current time reported have been considered time reporting: the process of entering the amount of time spent on a work item or on overhead or standard activities timesheet: a spreadsheet or graphical display for reporting time and expenses to work to do lists: used to keep track of tasks related to work items that do not need to be scheduled

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tolerance: the amount (in hours or percentage of effort) that an allocation may move beyond its approved reservation amount total float: the amount of time a group of work items on the same path can slip before they affect a constrained work items date or the finish date of the project troubleshooting: finding solutions to problems the user is having with PlanView unavailable time: time that a resource is scheduled for standard activities (e.g., scheduled holidays, vacations, maintenance, etc.) or other planned work and is not available for allocation undo: to reverse one or more actions taken by the system unit hierarchy: the hierarchical structure with which financial plans may be associated, and the level within the structure at which a financial plan can be created update: to revise data to reflect more current information URL: universal resource location; a unique address for every file on the World Wide Web (such as Error!
Hyperlink reference not valid.)

user-defined: data entered by a user of the system user ID: an identification code assigned to a person that, with a password, allows access to the PlanView system variance: the difference between an originally estimated value, such as cost, and the current total value version: a code assigned to software that identifies which features and fixes are included version control, document control: the ability to retain historical documents while keeping a current version available for use; includes such functions as check in/check out, and archiving of previous versions view: a screen display that allows the user to look at and update selected data contained in the filter for instance, with a bar chart and resource profile WBS: Work Breakdown Structure (see structures) Web page: information displayed in a browser that is linked through the World Wide Web to other pages wide area network (WAN): a network that spans a large distance, such as between cities window: a display that shows a particular type of information wizard: a series of steps that guides a user through a process work: in PlanView, tasks performed to achieve a specific goal or deliverable, divided into Projects, Support Tickets, and Standard Activities work detail: detailed information about a project, including schedule dates, allocations, and relationships workflow: See work lifecycle workflow work ID: an identification code assigned by the system work item: work to be performed; in PlanView, a work item has a start and finish point on the schedule and uses resources to complete a deliverable work management solutions: processes provided by PlanView to assist with effective management of work and resources work price: The cost of a work item, or fixed price; not related to billing rates. Some clients may use a work price to bill one total amount for a group of work items instead of billing by resource or role. work progress: how far along its scheduled path work has moved request: the initial stage of a project, when it is first entered into the system work status: whether a project or support ticket is requested, open/approved, on hold, assumed complete, finished, or closed (see status)

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workstation: a computer used by a person to perform work; usually linked to a server World Wide Web: data linked through the Internet, accessed through a browser wrap: text will automatically return to the left margin when the right margin of the screen has been reached

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Index

absolute calendar vs. standard, 49 add services, 424 Agreements tab under Assets tab, 43 under Services tab, 40 allocating work to assets, 423 to services, 425 alternate calendars, 49 Analysis tab under Organization tab, 31 under Strategy tab, 28 archiving work, 514 assets add, 421 allocating work to, 423 deleting, 458 editing, 435 reviewing, 435 Assets tab Agreements tab, 43 Community tab, 43 Dashboard tab, 43 Lifecycle tab, 43 Status tab, 43 Tickets tab, 43 Topology tab, 43 Assignments tab under HomeView tab, 24 associating work with strategic entities, 357 baselines active, 173 copying, 177 creating, 171 deleting, 178 history, 174 inactive, 173 include for a project, 171 locking, 174 unlocking, 174 updating, 176 basics exit from PlanView, 48 features, 11 navigate PlanView, 45 PlanView calendars, 48 PlanView interface, 17 search for information, 46 start PlanView, 16 before you begin using PlanView, 11 build WBS, 283 business rules for assigning resources, 321, 322, 329 assigning users to lifecycle steps, 193 authorizations, 324 changing project status, 293 contracts, 527 copying, 188

critical path processing, 153 entering work progress, 509 Information Access User e-mails, 108, 141 inheritance, 147 investment status, 366 lifecycles, 193 managing dates, 163 managing duration, 163 removing lifecycle steps, 193 resource assignments, 167 shared approval, 367 standard activities, 167 status changes, 510 calculate, 361, 404 canceling project work, 513 capacity, 361, 404 Changes tab under Work tab, 34 charts and graphs overview, 214 close PlanView, 48 work, 503 closing work, 503 closing work, 503 archive work, 514 cancel project work, 513 close project work, 511 enter the status of work, 504 progressing cycle, 511 update templates, 518 collaborating with others, 475 discussion groups, 475 eRooms, 489 message board, 487 reports, 494 Community tab under Assets tab, 43 under Organization tab, 31 under Requests tab, 26 under Resources tab, 38 under Services tab, 40 under Strategy tab, 28 under Work tab, 34 copyright, 2 creating work, 119 about custom fields, 185 add information to configured screens, 186 check project status, 148 critical path processing, 153 document your work, 209 Gantt view, 160 include baselines for a project, 171 lifecycle models, 190 new project templates, 187 open work projects, 128 provide access to projects, 129 request work, 120 respond to a lifecycle notification, 194

615

review or edit a projects attributes, 144 scripted dialogs, 208 support tickets, 206 what-ifs, 179 customizing PlanView change password, 61 collapse or expand portlets or menu items, 73 color scheme, 51 configure for Active X, 73 global links, 71 login defaults, 52 portlet appearance, 72 preferences, 55 quick links, 67 tab content and user menu, 54 tab layout, 53 tab metrics, 62 user menu, 69 Dashboard tab under Assets tab, 43 under HomeView tab, 24, 217 under Organization tab, 31, 234 under Requests tab, 26, 222 under Resources tab, 38, 255 under Services tab, 40 under Strategy tab, 28, 229 under Work tab, 34, 239 dashboards, 210 deleting assets, 458 differences of strategic and organizational planning, 362 direct access to portfolios, 105 documenting your work, 209 edit work information, 285 e-mail notifications, 59 eRoom tab under Requests tab, 26 under Strategy tab, 28 under Work tab, 34 exit PlanView and browser, 48 financial management, 364 ad hoc financial plans for projects, 278 create a financial plan, 275 edit a financial plan, 277 financial templates, 274 manage different versions of a financial plan, 280 select a financial model, 273 Financial Management tab under Resources tab, 38 under Services tab, 40 under Work tab, 34 financial models default orientation, 272 dimensions, 272 finish work, 503 help system, 10 HomeView tab Assignments tab, 24 Dashboard tab, 24, 217 Time and Billing tab, 24 indirect access to portfolios, 105 Investment Priority Matrix, 403 investment status, 365, 367 investments, 361, 404, 408 invitations, 106 Issues tab under Work tab, 34

Lifecycle tab under Assets tab, 43 under Planning tab, 38 under Requests tab, 26 under Services tab, 40 under Strategy tab, 28 under Work tab, 34 lifecycles associate with a project, 146, 191 details for creating, 190 respond to notification, 194 managing changes, risks, and issues change details for changes, risks, or issues, 577 create a new change, risk, or issue, 568 CRI process flow, 566 delete changes, risks, or issues, 577 escalate changes, risks, or issues, 576 manage changes, 567 manage issues, 567 manage risks, 567 review CRI information, 570 transfer issues to changes or risks, 575 managing content delete content files, 547 global and template content areas, 534 PlanViews version control, 545 Review Content screen, 535 search for content files, 551 security, 548 structures and content, 535 managing customers, contacts, and contracts add internal contact information, 533 add other links, 533 associate work with a contract, 531 billing override, 531 create new contracts, 525 inactivate customer and contact information, 521, 522 inactive customers and contracts, 530 manage contracts, 522 view existing contracts, 523, 529 measurement, 361, 404 notifications configure PlanView for notifications, 595 display all notifications, 593 display notifications by action category, 591 display notifications by topic, 592 notification action categories, 582 notifications portlet, 587 notifications Summary screen, 588 quick guide to displaying notifications, 589 respond to notifications, 595 Organization tab Analysis tab, 31 Community tab, 31 Dashboard tab, 31, 234 Scenarios tab, 31 Schedule tab, 31 organizational planning refresh organizational capacity, 361 review organizational capacity, 360 Organizational portfolio, 404 overview conventions, 9 Help and technical support, 10 Help system, 10 percent complete, 504 planning the Work Breadkdown Structure, 285 planning work, 285

616

PlanView calendars absolute, 49 alternate, 49 schedule resources, 48 standard, 49 track time, 48 PlanView interface Assets tab detail, 43 color scheme, 51 configure user menu, 69 customize global links, 71 customizing, 51 define preferences, 55 define tab content in user menu, 54 defining tab portlet layout, 53 HomeView tab detail, 24 main menu, 18 navigate PlanView, 45 navigation toolbar, 18 Organization tab detail, 31 portlets, 21 quick links, 67 Requests tab detail, 26 Resources tab detail, 38 Services tab detail, 40 shortcut menus, 20 Strategy tab detail, 28 tab metrics, 62 tabs, 21 toolbar, 17 user menu, 20 Work tab detail, 34 PlanView login defaults, 52 portfolios access to, 105 create Asset portfolio, 101 create Asset portfolios, 101 create Organizational, 93 create Organizational portfolios, 93 create Request, 88 create Resource portfolio, 98 create Resource portfolios, 98 create Service portfolio, 100 create Service portfolios, 100 create Strategic, 91 create Strategic portfolios, 91 create Work portfolio, 96 create Work portfolios, 96 opening portfolios, 102 preferences strategic and organizational, 56 work and resource, 55 work financial management, 58, 59 prioritize investments, 400 Progress tab under Work tab, 34 project closing, 503 project access direct, 129 indirect, 129 project documents, 209 project status, 293, 503, 504, 513 close work using status, 503 integrating, 504 percent complete, 504 rank investments, 400

rank projects accepted projects, 400 refused projects, 400 score, 400 Requests tab Community tab, 26 Dashboard tab, 26, 222 eRoom tab, 26 Lifecycle tab, 26 Status tab, 26 resource assignments allocate resources directly to work, 311 allocating and requirements, 320 authorize resources, 324 delete an allocation, 322 include finished allocations, 322 include outside filter allocations, 323 manage information about resources, 302 manage workload for resources, 307 requirements and reservations (soft-booking), 334 review resources, 316 schedule resources, 297 search for resources, 337 show resources, 323 substitute resources, 332 Resources tab Community tab, 38 Dashboard tab, 38, 255 Financial Management tab, 38 Planning tab, 38 Staffing tab, 38 Time and Billing tab, 38 Utilization tab, 38 Risks tab under Work tab, 34 Scenarios tab under Organization tab, 31 under Strategy tab, 28 schedule, 361, 404, 408 Schedule Graph and Microsoft Project Connector, 559 overview, 293 reviewing a resources workload, 332 tab metrics, 62 Schedule tab under Organization tab, 31 under Strategy tab, 28 under Work tab, 34 scoping work add work items to a project, 286 associate work with a contract, 284 build the work breakdown structue, 285 milestones, 283 scripted dialogs, 208 services add, 424 allocating work to, 425 Services tab Agreements tab, 40 Community tab, 40 Dashboard tab, 40 Financial Management tab, 40 Lifecycle tab, 40 Status tab, 40 Tickets tab, 40 Topology tab, 40 shared approval, 367

617

Show Me add a request, 120 add grants with Create/Update Grants screen, 132 add strategic entities, 341 allocate resources, 311 create a What-If, 179 create Request portfolios, 88 create support ticket from HomeView, 124 deactivate a What-If, 183 dispatch a request, 121 generate support tickets from a request, 125 review details of allocations, 317 run Crystal Reports, 502 set strategic and organizational preferences, 56 updating a scenario, 382 Staffing tab under Resources tab, 38 under Work tab, 34 standard calendar vs. absolute, 49 Status Changes and Lifecycles, 509 Status tab under Assets tab, 43 under Requests tab, 26 under Services tab, 40 strategic details, 364 strategic planning, 339 about the investment status structures, 365 about the strategic planning structure, 340 review or update strategic lifecycles, 347 scheduling and milestones, 351 update strategic entities, 345 Strategic portfolio, 354, 400, 403 strategic schedule, 364 Strategic Schedules, 354 Strategy tab Analysis tab, 28 Community tab, 28 Dashboard tab, 28, 229 eRoom tab, 28 Lifecycle tab, 28 Scenarios tab, 28 Schedule tab, 28 Structures and Content, 535 Substituting Resources from HomeView or a Resource Portfolio, 332 support tickets general support work item, 206 tab defining metrics of, 62 tabs Assets, 43 HomeView, 24 Organization, 31 overview, 21 PlanView interface, 21 Requests, 26 Resources, 38 Services, 40 Strategy, 28 Work, 34 technical support, 10

Tickets tab under Assets tab, 43 under Services tab, 40 under Work tab, 34 Time and Billing tab under HomeView tab, 24 under Resources tab, 38 topology diagrams navigating in, 431 overview, 427 Topology tab diagrams of, 427 under Assets tab, 43 under Services tab, 40 updating templates, 518 Users and Tasks, 74 Utilization tab under Resources tab, 38 watchlists editing, 265 on HomeView Dashboard, 217 overview, 212 work add work items to a project, 286 creating, 119 grants, 129 provide access to projects, 129 requesting, 120 Work Breakdown Structure, 283 work detail, 285, 503 work management process, 285, 503 Work tab Changes tab, 34 Community tab, 34 Dashboard tab, 34, 239 eRoom tab, 34 Financial Management tab, 34 Issues tab, 34 Lifecycle tab, 34 Progress tab, 34 Risks tab, 34 Schedule tab, 34 Staffing tab, 34 Tickets tab, 34 working with dashboards add an image to a dashboard, 270 edit dashboard watchlists, 265 HomeView dashboard, 217 Organization dashboard, 234 Requests dashboard, 222 Resources dashboard, 255 Strategy dashboard, 229 use PlanView dashboards, 211 Work dashboard, 239 working with portfolios, 83 delete portfolios, 113 provide access to portfolios, 105 relationship of portfolios and portlets, 84 update portfolios, 112 work with portfolios in Manage Work, 114

618