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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

9
9
10

PlanView Basics
PlanView Features
Starting PlanView
PlanView Interface
Navigating PlanView
Searching for Information
Printing or Exporting Data
Exiting from PlanView
PlanView Calendars

11
11
16
17
45
46
47
48
48

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

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

83
84
88
102
105
112
113
114

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

119
120
128
129
144
148
153
160
171
179
185
186
187
190
194
206
208
209

Working with Dashboards


PlanViews Dashboards
Your HomeView Dashboard
Requests Dashboard
Strategy Dashboard
Organization Dashboard

210
211
217
222
229
234

74
75
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78
80

Work Dashboard
Resources Dashboard
Services Dashboard
Assets Dashboard
Editing Dashboard Watchlists or Portlets
Adding an Image to a Dashboard

239
255
262
265
265
270

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

271
271
272
273
274
275
277
278
279
280
281

Scoping Work
Associating Work with a Contract
Building the Work Breakdown Structure
Adding Work Items to a Project

283
284
285
286

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

296
297
302
307
311
316
320
322
322
323
323
324
332
334
337

10

Strategic Planning
About the Strategic Planning Structure (SPS)
Establishing a Strategic Plan
Associating Work with Strategic Entities

339
340
341
357

11

Organizational Planning
Reviewing the Capacity of Your Organizations Resources
Refreshing Organizational Capacity
Key Differences of Strategic Planning and Organizational Planning
Reviewing Work

359
360
361
362
362

12

Investment Analysis
Investment Analysis Overview
Investment Analysis Scenarios
Performing Investment Analysis
Comparing Master Data with a Specific Scenarios Data

364
364
368
387
418

13

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

419
421
427
434
435
448
449
458
459
464
473
474

14

Collaborating with Others


Participating in Discussion Groups
Using PlanViews Message Board
Accessing eRooms from PlanView
Reports

475
475
487
489
494

15

Closing Work
Entering the Status of Work
Progressing Cycle
Closing Project Work
Cancel Project Work

503
504
511
511
513

Archiving Work
Updating Templates

514
518

16

Managing Customers, Contacts, and Contracts


Managing Customers and Contacts
Managing Contracts

519
519
522

17

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

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534
535
535
545
547
548
551

18

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

553
554
559
560
564

19

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

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566
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567
568
570
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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

581
582
587
588
589
591
592
7

Displaying All Notifications


Responding to Notifications
Configuring PlanView for Notifications

593
595
595

Glossary

602

Index

615

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.

If necessary, open the Help system by clicking Help.

2.

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.

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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.

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.

14

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.

15

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.

Start your Web browser.

2.

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.

16

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

17

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

18

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

Description

Action Links

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.

Scenarios

Offers commands that let you manage investment analysis scenarios, which is a
snapshot taken when a portfolio is created.

Quick Links

Lets you add and access links to frequently visited portfolios or projects. Each user may
customize these links to suit their needs.

Go To command

Opens the Go To screen, which includes links to the portfolios and projects you may
access.

Portfolios

Offers commands that let you create and access portfolios.

Content command

Opens the Content Management system, which provides access to links related to
contracts, work, resources, or other structural information within the PlanView database.

Reports

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.

Print & Export

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.

Customize

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.

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

19

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.

20

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

21

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

Provides Access to

HomeView

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.

Requests

Request portfolios, which include information and links for requests and lifecycles.

Strategy

Strategic portfolios, which include information and links for a set of enterprise strategies that are
useful for top-down strategic planning and performance monitoring.

Organization

Organizational portfolios, which include information and links for a set of strategies and projects
that you want to evaluate against your organizations resources.

Work

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.

Resources

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.

Services

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.

Assets

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.

22

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

HV

Req

Strat

Org

Work

Res

Agreements

Analysis
Assignments

eRoom

Financial Management

Issues

3
3

Lifecycle

Planning
Progress

Risks

Scenarios

Schedule

3
3

Staffing

Status

Tickets

Topology
Utilization

Community

Time and Billing

Assets

Changes

Dashboard

Svc

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.

23

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

Description

Dashboard

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.

Assignments

Displays information that lets you track your assignments.

Time and Billing

Provides options for adding, reviewing, and editing time-and-billing information for your
allocated, authorized, and standard work.

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

Portlets or Screens

Dashboard

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

24

HomeView Primary Tab


Secondary Tab

Portlets or Screens

Assignments

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

25

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

Description

Dashboard

Lets you place and arrange specially designed portlets that show summary or high-level
information relevant to requests that are important to you.

Status

Displays information about requests classified by their status and of the status of the work
items dispatched from those requests.

Lifecycle

Displays information about request lifecycles and provides options that help establish a
lifecycle workflow.

Community

Provides options that let you participate in discussion groups and message boards.

eRoom

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.

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

Portlets

Dashboard

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

26

Requests Primary Tab


Secondary Tab

Portlets

Lifecycle

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

27

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

Description

Dashboard

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.

Lifecycle

Displays information about strategic lifecycles and provides options that help establish a
lifecycle workflow.

Schedule

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.

Scenarios

Compares scenarios within a strategic portfolio.


Scenarios let you model different sets of investment decisions.

Community

Provides options that let you participate in discussion groups and message boards.

eRoom

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.

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

Portlets

Dashboard

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

28

Strategy Primary Tab


Secondary Tab

Portlets

Lifecycle

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

29

Strategy Primary Tab


Secondary Tab

Portlets

Community

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

30

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

Description

Dashboard

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.

Schedule

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.

Scenarios

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.

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

Portlets

Dashboard

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

31

Organization Primary Tab


Secondary Tab

Portlets

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

Community

Content
Discussions
Message Board
Portfolio Image
Notifications

32

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

33

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

Description

Dashboard

Lets you place and arrange specially designed portlets that show summary or highlevel information relevant to Work portfolios and projects important to you.

Lifecycle

Displays information about project and support ticket lifecycles and provides options
that help establish a lifecycle workflow.

Financial Management

Provides financial-management options for projects.

Schedule

Displays milestone information and schedule details for the projects in your current
portfolio.

Staffing

Displays a projects staffing information.

Progress

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.

Changes

Provides options for adding and managing changes to work.

Risks

Displays risk information for projects to which you are granted.

Issues

Provides options for adding and managing issues associated with your work.

Tickets

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.

Community

Provides options that let you participate in discussion groups and message boards.

eRoom

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.

34

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

Portlets or Screens

Portfolios

Dashboard

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

Financial Management

Active Lifecycles

Lifecycle Notifications All Users

Notifications

Portfolio Image

Financial Management Summary Screen

Project Financial Summary Screen

Work Portfolio Health Detail


Lifecycle

Projects

35

Work Primary Tab


Secondary Tab

Portlets or Screens

Schedule

Milestones

Notifications

Portfolio Image

Portfolio Summary

Projects in Portfolio

Not Staffed Work

Notifications

Open Resource Requests

Portfolio Image

Portfolio Summary

Projects in Portfolio

Unfilled Requirements

Allocations at Risk

Notifications

Portfolio Image

Portfolio Summary

Projects in Portfolio

Slipped Work

Time Reported on Your Work

Changes

Changes Summary Screen

Risks

Risk Summary Screen

Issues

Issue Summary Screen

Tickets

Summary of Work with Support Tickets Screen

Staffing

Progress

36

Portfolios

Projects

Work Primary Tab


Secondary Tab

Portlets or Screens

Community

Content

Discussions

Message Board

Notifications

Portfolio Image

Content

eRooms

Notifications

Portfolio Image

OR

eRoom

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

37

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

Description

Dashboard

Lets you place and arrange specially designed portlets that show summary or highlevel information relevant to resources important to you.

Utilization

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.

Planning

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.

Financial Management

Provides options for managing financial plans of resources.

Community

Provides options that let you participate in discussion groups and message boards.

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

Portlets or Screen

Dashboard

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

38

Resources Primary Tab


Secondary Tab

Portlets or Screen

Planning

Notifications
Open Resource Requests
Portfolio Image
Resource Attributes
Unfilled Requirements

Time and Billing

Notifications
Portfolio Image
Timesheets Requiring Attention

Financial Management

Financial Management Summary Screen

Community

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

39

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

Description

Dashboard

Lets you place and arrange specially designed portlets that show summary or highlevel information relevant to services important to you.

Lifecycle

Displays information about service lifecycles.

Financial Management

Provides options for managing financial plans of services and the assets associated
with those services.

Topology

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.

Status

Displays information about services classified by their status. This tab can also be
configured to include links to URLs that are important to you.

Agreements

Displays information about a services Business SLAs and Outsourced Service


Contracts. A Business SLA is an agreement between IT and a business unit

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.

Community

Provides options that let you participate in discussion groups and message boards.

40

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

Portlets, Screens, or Diagram

Dashboard

Notifications
Portfolio Image
Service Analysis
Service Bubble
Service Financial Plan Analysis

Lifecycle

Active Lifecycles
Lifecycle Notifications All Users
Notifications
Portfolio Image

Financial Management

Financial Management Summary Screen

Topology

Topology Diagram

Status

Active Service Requests


Actual Service Usage
Average Service Daily Usage
Cost and Effort Summary
Important Links

Agreements

Review Agreements Screen

Tickets

Summary of Service Screen

Community

Discussions
Message Board
Notifications
Portfolio Image

41

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

42

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

Description

Dashboard

Lets you place and arrange specially designed portlets that show summary or highlevel information relevant to assets important to you.

Lifecycle

Displays information about asset lifecycles.

Topology

Displays a portfolios topology diagram, which shows the relationship of an Asset


portfolios assets that support the delivery of a Service portfolios business services.

Status

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.

Agreements

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.

Tickets

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.

Community

Provides options that let you participate in discussion groups and message boards.

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

Portlets, Screens, or Diagram

Dashboard

Asset Analysis
Asset Bubble
Notifications
Portfolio Image

Lifecycle

Active Lifecycles
Lifecycle Notifications All Users
Notifications
Portfolio Image

Topology

Topology Diagram

43

Assets Primary Tab


Secondary Tab

Portlets, Screens, or Diagram

Status

Average Application Daily Usage


Latest Direct Cost Expenditures
Important Links
Notifications
Portfolio Image
Portfolio Summary
Supported Service
Upcoming Agreement Reviews

Agreements

Review Agreements Screen

Tickets

Summary of Asset Screen

Community

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

44

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

To This Menu Item

Links to documents or URLs that you find useful

My Favorites on the user menu.

Links to frequently visited portfolios

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.

45

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.

Click Work Action Links


dialog appears.

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

2.

Enter the text you want to Find.

3.

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.

Enter the Replacement Text.

5.

Click Search. A check box for each work description that matches your search criteria is displayed in the
Results section of the dialog.

6.

Select the items you want to replace. You may use Select All or Clear All to quickly select or clear the check
boxes.

7.

Click Submit.

46

Manage Work lets you search for data.


To Use Manage Work to Search for Data

1.

Open Manage Work: (Work

Dashboard

2.

In Manage Work, click Edit

Find.

3.

Enter the text for which you are searching.

Action Links

Manage Work).

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

Find.

The browser Find dialog appears.


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.

Display the screen or On-Demand Report you want to print.

2.

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.

47

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.

Click Log Off on the PlanView toolbar to display the PlanView Exit screen.

2.

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.

In the upper right corner of your browser window, click

OR
.

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.

48

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.

49

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.

50

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.

On the main menu, click Customize

2.

Click the Select button of the preferred color scheme.

Layout

Color. PlanView displays the Customize Color screen.

51

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.

2.

In the Default Primary Tab drop-down menu, select the primary tab you want PlanView to automatically
select when you start the application.

3.

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.

4.

Specify whether you want the main menu or user menu to be displayed or collapsed when you start
PlanView.

5.

52

Login Defaults. PlanView displays a Customization

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.

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

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.

53

4.

Click Apply.

5.

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.

6.

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.

Click Content.

3.

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.

5.

54

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.

Click Apply.

6.

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.

7.

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

3.

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

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.

On the main menu, click Customize

User Preferences.

2.

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.

Option

Description

Show Currency Symbol

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.

Time Scale

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.

Profile Display

Defines whether PlanView presents investment-analysis data in a Numerical or


Graphical format. Graphical is the default.

Investment View

Defines whether PlanView display investments by Status or Strategic Structure in


the Schedule Investments screen.

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.

Option

Description

Currency Unit

Defines whether to display financial currency measurement and metric data in


Standard units, Thousands, or Millions.

Numeric Unit

Defines whether to display numeric measurement and metric data in Standard units,
Thousands, or Millions.

Effort Unit

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.

5.

Click OK.

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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.

On the main menu, click Customize

User Preferences.

2.

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.

5.

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.

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.

On the main menu, click Customize


screen.

User Preferences. PlanView displays the Define User Preferences

2.

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

3.

Select the desired language.

4.

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

Required Permission

To set Microsoft Project Connector Preferences

Use PPM

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

To Set Microsoft Project Connector Preferences

1.

On the main menu, click Customize

User Preferences.

2.

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.

5.

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.

6.

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.

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.

On the main menu, click Customize


screen.

User Preferences. PlanView displays the Define User Preferences

2.

Click Change Password to display the Change Password dialog.

3.

Type your Old Password (current password).

4.

Type a New Password.

5.

In Re-enter New Password, retype the new password.

6.

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

Description

Active Tickets

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

Projects actual completion date.

Actual Start

Projects actual starting date.

Actual/Schedule Finish

If task is finished, this is the date the work was completed. Otherwise, this is the
schedule finish date.

Actual/Schedule Start

If task is started, this is the date the work was started. Otherwise, this is the
schedule start date.

All Tickets

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

Work that resources have marked as complete.

Assumed Complete

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.

Authorizations

For a portfolio, this item indicates authorizations exist within projects in the
portfolio.
For a project, this item indicates authorizations exist within the project.

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 effort for the project.

Baseline Finish

Baseline finish date.

Baseline Start

Baseline start date.

62

Tab Metric

Description

Changes

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.

CPM Variance

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.

Customer

Value of alternate structure WBS24.

Duration at Complete

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.

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

Description

Enter Status

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

eRoom

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.

Integrated

Number of hours integrated since last run of PlanViews Progressing Engine.

Issues

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.

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.

Late Milestones

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 Projects

Indicates how many of a portfolios projects have finish dates scheduled after the
baseline finish date.

Milestones

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.

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.

Percent Complete

Indicates the calculated percent of completed work.

Planned Milestones

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.

Previous Finish

Indicates the finish date that existed prior to the last time you ran PlanViews
Progressing Engine.

Reported This Period

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.

64

Tab Metric

Description

Risks

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.

Schedule Finish

Projects scheduled completion date.

Schedule Start

Projects scheduled starting date.

Schedule Variance

Difference between the projects scheduled finish and the baseline finish.

Slippage

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.

Slipped Tasks

Indicates that work has slipped since the last time you ran PlanViews Progressing
Engine.

Tickets

Indicates a work item has support tickets.

Work Status

Indicates whether a project or support ticket is requested, open/approved, on hold,


assumed complete, finished, or closed.

Work Type

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.

Workflow

Indicates a workflow is assigned to the work item.

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.

If necessary, specify which tab you are configuring by selecting Schedule, Staffing, or Progress from the
screens list of tabs.

3.

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.

4.

5.

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.

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.

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.

On the main menu, click Quick Links

Recently Visited.

2.

From the menu that appears, select the portfolio for which you want to add a link. PlanView opens that
portfolio.

3.

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

OR

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

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.

On the main menu, click Quick Links

Recently Visited.

2.

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.

On the main menu, click Quick Links

2.

On the Quick Links item, move the cursor to

3.

Select the link you want to delete.

4.

Click

5.

Click OK.

68

Recently Visited.

. 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.

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.

On the My Favorites item, click Favorite. PlanView displays the Enter a Favorite screen.

2.

Enter the Description of the favorite.

3.

Specify the location of the item for which you are creating a link.

4.

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.

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.

On the My Favorites item, move the cursor to

2.

On the shortcut menu that PlanView displays, click Edit.

3.

Click Update next to the favorite you want to modify.

4.

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.

On the My Favorites item, move the cursor to

2.

On the shortcut menu that PlanView displays, click Edit.

3.

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.

On the My Favorites item, move the cursor to

2.

On the shortcut menu that PlanView displays, click Edit.

3.

At the bottom of the favorites list, click Change Portal Options.

4.

Enter the maximum number of links PlanView can display on the My Favorites portlet. The default is five.

5.

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.

On the My Favorites item, move the cursor to

2.

On the shortcut menu that PlanView displays, click Edit.

3.

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.

Click Link

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

2.

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

3.

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

OR
. Then click Edit on the shortcut menu that appears.

2.

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.

3.

Enter a Caption to specify a title for the image. This caption will replace the words My Image in the user
menu.

4.

Click OK.

71

Deleting an Image from the User Menu


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

1.

On the My Image item, move the cursor to

2.

Click Edit on the shortcut menu that appears.

3.

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.

On the portlet, move the cursor to

2.

Click Edit on the shortcut menu that appears. The portlets screen appears.

3.

In Show Top Rows, specify the number of rows you want PlanView to display for the portlet.

4.

From the Sort By drop-down box, select the option that you want PlanView to use to sort items in the
portlet.

5.

If the portlets screen includes options that provide additional controls for the portlets content or layout,
select the desired options.

6.

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.

On the portlet or menu item you want to expand or collapse, move the cursor to

2.

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.

Click Customize

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

2.

Click OCXSETUP.EXE to download and save that file to your computer.

3.

Close all PlanView Web browser sessions.

4.

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

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

10

Add and Escalate Issues

11

Add and Escalate Risks

12

Add and Escalate Tickets

13

Resolve Support Tickets

14

Enter Time

15

Use On-Demand Reports from HomeView

16

Create and Manage Extracts

17

Create Crystal Reports

75

Resource Manager Tasks


The following table lists the tasks a resource manager may need to perform.
Typical
Sequence

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

10

Create Grants

11

Create and Review Standard Activities from the Resources Tab

12

Create an Allocation from Manage Work

13

Review Details and Status of an Allocation

14

Create Authorizations from Schedule Graph

15

Create Authorizations from Manage Work

16

Review Authorizations from the Resources Tab

17

Create a Reserves From Manage Work

18

Create Allocations and reserves from Schedule Graph

19

Substitute Resources from the Resources Tab

20

Respond to Requirements from the Resources Tab

21

Create a Reserve or Allocations from a Requirement

22

Search for Work for Available Resources

23

Review Resource Assignments from Gantt

24

Review Resource Assignments for a Single Resource

76

Typical
Sequence

Typical Resource Managers Tasks

25

Create Support Tickets from Manage Work

26

Create Support Ticket from HomeView

27

Assign Support Tickets

28

Add and Escalate Issues

29

Add and Escalate Changes

30

Add and Escalate Risks

31

Transfer an Issue to Change or Risk

32

Transfer a Risk to Change or Issue

33

Enter Time

34

Approve Timesheets - Resource View

35

Use On-Demand Reports from HomeView

36

Use On-Demand Reports from Manage Work

37

Create and Manage Extracts

38

Create Crystal Reports

39

Create a Work Portfolio

77

Project Manager Tasks


The following table lists the tasks a project manager may need to perform.
Typical
Sequence

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

10

Build a WBS

11

Enter Budget Information from Schedule Info.

12

Define a Resource Requirement

13

Calculate Functional estimates

14

Use Experience Estimating

15

Schedule with CPM

16

Graphically Modify the WBS

17

Graphically Manage Dates and Relationships

18

Create a Reserves From Manage Work

19

Request an Allocation from Manage Work

20

Review Details and Status of an Allocation

21

Create Authorizations from Manage Work

22

Create Authorizations from Schedule Graph

23

Review Authorizations from the Resources Tab

24

Create and Manage Baselines from Work Tab

78

Typical
Sequence

Typical Project Managers Tasks

25

Create and Manage Baselines from Manage Work

26

Create What-Ifs

27

Manage What-Ifs

28

Create Support Tickets from Manage Work

29

Resolve Support Tickets

30

Assign Support Tickets

31

Add and Organize Content

32

Use Content

33

Add and Escalate Issues

34

Add and Escalate Changes

35

Add and Escalate Risks

36

Transfer an Issue to Change or Risk

37

Transfer a Risk to Change or Issue

38

Status Milestones as Complete

39

Status Work with % Complete from Manage Work

40

Status Work with % Complete from the Progress Tab

41

Enter Time

42

Approve Timesheets - Project View

43

Use On-Demand Reports from Manage Work

44

Use On-Demand Reports from HomeView

45

Create and Manage Extracts

46

Run Crystal Reports

47

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

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

10

Create Grants

11

Define a Filter

12

Create and Update a Project from Manage Work

13

Build a WBS

14

Enter Budget Information from Schedule Information

15

Define a Resource Requirement

16

Calculate Functional Estimates

17

Use Experience Estimating

18

Schedule with CPM

19

Graphically Modify the WBS

20

Graphically Manage Dates and Relationships

21

Create a Reserves from Manage Work

22

Request an Allocation from Manage Work

23

Create Authorizations from Manage Work

24

Create Authorizations from the Resources Tab

80

Typical
Sequence

Typical Management Integration Center Tasks

25

Create a Resource Portfolio

26

Manage Resource Attributes and Information

27

Configure the Resource Attribute Chartlet

28

Create and Review Standard Activities from the Resources Tab

29

Create an Allocation from Manage Work

30

Review Details and Status of an Allocation

31

Approve or Deny Requested Allocations

32

Create Allocations and Reserves from the Schedule Graph

33

Substitute Resources from the Resources Tab

34

Respond to Requirements from the Resources Tab

35

Create a Reserve or Allocations from a Requirement

36

Search for Work for Available Resources

37

Review Resource Assignments from Gantt

38

Review Resource Assignments for a Single Resource

39

Create and Manage Baselines from Work Tab

40

Create and Manage Baselines from Manage Work

41

Create What-Ifs

42

Manage What-Ifs

43

Create Support Tickets from Manage Work

44

Resolve Support Tickets

45

Assign Support Tickets

46

Add and Organize Content

47

Use Content

48

Add and Escalate Issues

49

Add and Escalate Changes

50

Add and Escalate Risks

81

Typical
Sequence

Typical Management Integration Center Tasks

51

Transfer an Issue to Change or Risk

52

Transfer a Risk to Change or Issue

53

Status Milestones as Complete

54

Status Work with % Complete from Manage Work

55

Status Work with % Complete from the Progress Tab

56

Enter Time

57

Approve Timesheets Project View

58

Approve Timesheets Resource View

59

Use On-Demand Reports from Manage Work

60

Use On-Demand Reports from HomeView

61

Create and Manage Extracts

62

Run Crystal Reports

63

Close Work at the Primary Planning Level

82

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.

83

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

HV

Req

Strat

Org

Work

Res

Svc

Asset

Column

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

84

Portlet

HV

Req

Strat

Org

Work

Res

Svc

Asset

Column

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

85

Portlet

HV

Req

Strat

Org

Work

Res

Svc

Asset

Column

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

86

Portlet

HV

Req

Strat

Org

Work

Res

Svc

Asset

Column

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

87

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

. Then click Requests

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


Click Requests

Portfolios

Create Portfolio in the screen that appears.

Create Portfolio in the screen that appears.

Create Portfolio.

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

2.

Enter a portfolio Name.

3.

Enter a brief Description of the portfolio.

88

OR
OR

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.

89

Define the fields described in the following table.


Field

Description

Requested On

Date that request was entered.

Requested Start

Specifies a desired start date for the work associated with a request.

Requested Finish

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.

90

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

. Then click Strategy

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


Click Strategy

Portfolios

Create Portfolio in the screen that appears.

Create Portfolio in the screen that appears.

OR
OR

Create Portfolio.

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

2.

Enter a portfolio Name.

3.

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.

4.

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.

5.

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.

91

6.

Enter a brief Description of the portfolio.

7.

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.

92

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

. Then click Organization

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


Click Organization

Portfolios

Create Portfolio in the screen that appears.

Create Portfolio in the screen that appears.

OR
OR

Create Portfolio.

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

2.

Enter a portfolio Name.

3.

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.

4.

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.

5.

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.

93

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.

Enter a brief Description of the portfolio.

8.

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.

94

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.

95

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.

. Then click Work - Portfolios

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


Click Work

Portfolios

Create Portfolio in the Go To screen that

OR
Create Portfolio in the Go To screen that appears.

OR

Create Portfolio.

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.

Enter a portfolio Name.

4.

Enter a brief Description of the portfolio.

5.

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.

97

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

. Then click Resources

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


Click Resources

Portfolios

Create Portfolio in the screen that appears.

Create Portfolio in the screen that appears.

OR
OR

Create Portfolio.

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.

Enter a portfolio Name.

4.

Enter a brief Description of the portfolio.

5.

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.

98

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.

99

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

. Then click Services

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


Click Services

Portfolios

Create Portfolio in the screen that appears.

Create Portfolio in the screen that appears.

OR
OR

Create Portfolio.

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.

Enter a portfolio Name.

4.

Enter a brief Description of the portfolio.

5.

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.

100

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

. Then click Assets

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


Click Assets

Portfolios

Create Portfolio in the screen that appears.

Create Portfolio in the screen that appears.

OR
OR

Create Portfolio.

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.

101

4.

Enter a brief Description of the portfolio.

5.

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

OR

In the main menu, click Go To.


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.

3.

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

Description

Work - Portfolios

Provides access to the Work portfolios you may open.

Work - Projects

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.

Resources

Provides access to the Resource portfolios you may open.

Requests

Provides access to the Request portfolios you may open.

Strategy

Provides access to the Strategic portfolios you may open.

Organization

Provides access to the Organizational portfolios you may open.

Services

Provides access to the Service portfolios you may open.

Assets

Provides access to the Asset portfolios you may open.

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

103

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

Portfolios

My Portfolios.

To display a Strategic portfolios list, click Strategy

Portfolios

My Portfolios.

To display an Organizational portfolios list, click Organization

To display a Work portfolios list, click Work

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

My Portfolios.

Portfolios

Portfolios
Portfolios

My Portfolios.

My 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.

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Click the desired portfolios link to open the portfolio.

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.

If necessary, open the desired portfolio as discussed in the Opening Portfolios section.

2.

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.

If necessary, open the portfolio to which you want to invite other users. For details, see the Opening
Portfolios section.

2.

Click the Community tab.

3.

On the main menu, click Community

4.

Click Invite new members

5.

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.

6.

If necessary, enter the number of user names to display in the screen and click Set.

7.

Select the Select Users box of each user you want to invite.

Members to open the Portfolio Members screen.

Invite PlanView Users. PlanView displays the Select Users screen.

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.

106

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.

If necessary, open the portfolio to which you want to invite other users. For details, see the Opening
Portfolios section.

2.

Click the Community tab.

3.

On the main menu, click Community

4.

Click Invite new members

5.

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.

Members to open a Portfolio Members screen.

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

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.

107

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.

If desired, enter Comments or a Message to Invitee, such as a description of the portfolio or the reason for
the invitation.

7.

Click OK. PlanView displays a message that the guest has been added to the system and that the invitation
has been sent.

8.

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.)

108

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.

If necessary, open the portfolio for which you want to obtain information. For details, see the Opening
Portfolios section.

2.

Click the Community tab.

3.

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.

5.

If you want to make or view a comment, take the appropriate action.

To make a comment, click


click OK.

. In the Edit Comments dialog that appears, enter the comment and then

To view a comment, click

to display the View Comments screen.

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.

If necessary, open the portfolio from which you want to remove members. For details, see the Opening
Portfolios section.

2.

Click the Community tab.

3.

On the main menu, click Community


following figure.

4.

For each user whose membership you want to remove, take one of the following actions:

Members to open a Portfolio Members screen similar to the

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.

110

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.

If necessary, display the desired portfolio as discussed in the Opening Portfolios section.

2.

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.

If necessary, display the desired portfolio as discussed in the Opening Portfolios section.

2.

Click Portfolios

Current Portfolio

Options.

PlanView displays the Update Portfolio Option dialog.


3.

Clear Close portfolio for now.

111

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

Portfolios

My Portfolios.

To display a Strategic portfolios list, click Strategy

Portfolios

My Portfolios.

To display an Organizational portfolios list, click Organization

To display a Work portfolios list, click Work

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

My Portfolios.

My Portfolios.

Portfolios

Portfolios
Portfolios

My 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.

112

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

Portfolios

My Portfolios.

To display a Strategic portfolios list, click Strategy

Portfolios

My Portfolios.

To display an Organizational portfolios list, click Organization

To display a Work portfolios list, click Work

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

My Portfolios.

My Portfolios.

Portfolios

Portfolios
Portfolios

My 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.

113

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.

Open Manage Work: (Work

2.

In the Manage Work screen, click Work

3.

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

Dashboard

Action Links

Manage Work).

Filter.

The following table describes the Define Filter dialog.

4.

Item

Definition

Filter Name

This is the filters name, which can be up to 50 characters long.

Edit

Edits an existing filter and attributes within a filter

Clear

Clears all selections and restores to default settings

Restore

Undoes the Clear command

Filter Description

Summarizes the filters characteristics

Filter Type

Indicates the type of filter that is associated with the work item

Help

Opens PlanViews on-line help

Advanced Loading Options

Opens the Advanced Loading Options dialog, which lets you specify
resources you want to load and other loading options

Enter a Filter Name.

115

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.

Open Manage Work: (Work

2.

In the Manage Work view, click Work

3.

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.

4.

Click Edit. The Define Filter screen is displayed.

5.

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.

6.

Click OK to return to the Define Filter window. Repeat the previous step, as needed, for each criterion you
want to change.

7.

Click Use Selected Filter to return to the Manage Work views.

Dashboard

Action Links

Manage Work).

Filter.

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.

Open Manage Work: (Work

2.

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.

Dashboard

Action Links

Manage Work).

The following table describes the Filter Description dialogs fields.


Field

Description

Filter Name

Name of filter displays on the far-left side of the Topic Bar

Filter Description

Summary of the filters characteristics, such as the criteria it includes

Active Projects

Total number of projects a portfolio includes

Total Projects

Total number of projects displayed in the filter

Active Support Tickets

Total number of support tickets for all the work items a portfolio includes

Total Support Tickets

Total number of support tickets displayed in the filter

Resources

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.

Open Manage Work: (Work

2.

Click Work

3.

In the dialogs drop-down menu, select whether you want to delete Work Portfolio Filters or Resource
Portfolio Filters.

4.

In the User Defined Filters section, select the filter you want to delete.

5.

Click Delete.

6.

At the prompt, click OK. PlanView deletes the filter, but not the work within the filter.

7.

When you finish deleting the desired filters, close the dialog.

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Dashboard

Action Links

Manage Work).

Filter. PlanView displays the Choose Filter dialog.

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.

Access the Add Request screen.

2.

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.

Select a Request Type by choosing a type from the drop-down menu.

4.

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.

Enter a description of the new request in the Description field.

7.

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.

Click Continue to proceed or Cancel to exit without saving.

9.

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.

Access the Add Request screen.

2.

Under Action Links, click Review All Requests. The Review Requests screen is displayed.

3.

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.

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

2.

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

Description

Parent

The parent beneath which this project is being placed; RO

Project Name

Name of the project

Work ID

Automatically generated by PlanView, but it can be overwritten with an


internal number

Investment Status

Current status of an investment associated with an investment model

Work Status

Automatically generated by the default setting; RO

Requester Priority

Level of priority related to this project

Internal Priority

The level of urgency of the project

KRA

The lowest level of the strategic structure, which might be a program,


initiative, tactic, or other item.

Allow Support Tickets

Select check box to allow logging of support tickets to work item.

Import Details From MPP File

Select check box to enable PlanViews Microsoft Project Connector


application, which lets you perform bi-directional transfers of data
between Microsoft Project and PlanView

Status Work with Percent Complete

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.

Child Lifecycles

Available if you are using a lifecycle with the project. This field lets you
specify a lifecycle below PPL.

Requested Start

Requesters preferred start date for the project, default is todays date if
the field is activated

Requested Finish

Requesters preferred completion date for the project

Lifecycle Administrator

The individual responsible for owning this project, includes permission to


invite other users to the portfolio and assign a workflow template if
appropriate

5.

Click Parent. In the Data Picker that appears, select the parent structure within the Work Breakdown
Structure.

6.

Enter the Project Name.

7.

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.

Open Manage Work: (Work

2.

Specify the WBS location at which you want to add the project. To do so, take one of the following actions:

Dashboard

Action Links

In the Status Display, Enter/Edit, or Gantt view, click the


level above the project).

Manage Work).

Add Project button (right side, next to the

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
Insert Under from the toolbar.

OR

Insert from the toolbar.

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.

Click HomeView

2.

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.

3.

In the Create a New Support Ticket screen that appears, enter the Title and any other required or known
information.

4.

Click Continue.

5.

Enter additional information as prompted until PlanView returns to the Summary of Work with Support
Tickets screen.

Dashboard

Action Links

Add Ticket.

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

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Create a Support Ticket from the Tickets Tab


To Create a Support Ticket from the Tickets Tab

1.

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).

2.

Click Work

3.

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.

4.

In the Create a New Support Ticket screen that appears, enter the Title and any other required or known
information.

5.

Click Continue.

6.

Enter additional information as prompted until PlanView returns to the Summary of Work with Support
Tickets screen.

Tickets.

Generate a Support Ticket


To Generate a Support Ticket from a Request

1.

Click Requests

Review All Requests to view the dispatched requests.

2.

Click the name of the Request from which to generate a support ticket. The Dispatch Request screen is
displayed.

3.

Click Error! Hyperlink reference not valid. Add Support Ticket. The Create a New Support Ticket screen
is displayed.

4.

Click Select Parent. The Data Picker is displayed.

5.

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.

The Title and Service Description default from the values entered in the Add Request screen for the
Request Name and Description, respectively.

7.

Select the appropriate support Ticket Status by clicking the drop-down arrow and selecting the status from
the list.

8.

Click Requestor Priority to choose the appropriate priority for the support ticket.

9.

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.

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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

Description

Close portal for now

Hides the project from all users except the lifecycle administrator and your PVA

Allow members to invite to


this portal

Provides permission for invited members of the portal to invite additional users to the
project, without involving the lifecycle administrator

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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.

Click

in the Navigation toolbar, or

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

2.

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.

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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

Description

Full Name

Identifies the user to whom a grant is given.

Level

Reflects the structure level of the work, resource, contract, or strategy


associated with the grant.

Work Grants

Includes links to hierarchical information of a work item.

Resource Grants

Includes links to contact information for the granted resource.

Contract Grants

Includes links to the review information for the granted contract.

Strategic Grants

Includes links to the Strategic Detail screen for the granted entity.

Parent

Identifies the parent of the work, resource, contract, or strategy associated with
the grant.

Report Time and Expenses

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.

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

Dashboard

Click HomeView

Assignments

Action Links
Action Links

Create/Update Grants.

OR

Create/Update Grants.

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.

Click Select user. PlanView opens the Data Picker, which includes a list of users to whom you may grant
access.

4.

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.

5.

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.

6.

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.

7.

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.

8.

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.

9.

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

Dashboard

Click HomeView

Assignments

Action Links
Action Links

Create/Update Grants.

OR

Create/Update Grants.

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.

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.

4.

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.

5.

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.

Open Manage Work: (Work

2.

From the Manage Work menu bar, click Edit

Dashboard

Action Links

Manage Work).

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.

to display

Select the work to which you want another user be granted access. Then click OK.
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.

to

Select the resource to which you want another user be granted access. Then click OK.
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).

6.

Click OK.

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

Dashboard

Click HomeView

Assignments

Review Grants.

Action Links
Action Links

OR

Review Grants.

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

The following table describes the Choose Grants screens links.

2.

Link

Description

Work grants

Provides access to information about the work to which you are


granted.

Resource grants

Provides access to information about the resources to which


you are granted.

Resource grants that affect Assignment


notifications

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.

Resource grants that affect Time & Billing


notifications

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.

Contract grants

Provides access to information about the contracts to which


you are granted.

Strategic grants

Provides access to information about the strategies to which


you are granted.

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

Dashboard

Click HomeView

Assignments

Action Links
Action Links

Create/Update Grants.

OR

Create/Update Grants.

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

Dashboard

Click HomeView

Assignments

Action Links
Action Links

Create/Update Grants.
Create/Update Grants.

PlanView displays the Create/Update Grants screen.


2.

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Click (remove) next to the item associated with the grant you want to remove.

OR

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.

If necessary, open the project to which you want to invite other users. For details, see the Opening Work
Projects section.

2.

Click the Community tab.

3.

On the main menu, click Community

4.

Click Invite new members

5.

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.

6.

If necessary, enter the number of user names to display in the screen and click Set.

7.

Select the Select Users box of each user you want to invite.

Members to open the Portfolio Members screen.

Invite PlanView Users. PlanView displays the Select Users screen.

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.

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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 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.

If necessary, open the project to which you want to invite other users. For details, see the Opening section.

2.

Click the Community tab.

3.

On the main menu, click Community

4.

Click Invite new members

5.

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.

Members to open a Portfolio Members screen.

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

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.

If desired, enter Comments or a Message to Invitee, such as a description of the portfolio or the reason for
the invitation.

7.

Click OK. PlanView displays a message that the guest has been added to the system and that the invitation
has been sent.

8.

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.

141

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.

If necessary, open the project for which you want to obtain information. For details, see the Opening Work
Projects section.

2.

Click the Community tab.

3.

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.

5.

142

To make or view a comment, take the appropriate action.

To make a comment, click


click OK.

. In the Edit Comments dialog that appears, enter the comment and then

To view a comment, click

to display the View Comments screen.

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.

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.

If necessary, open the project from which you want to remove members. For details, see the Opening Work
Projects section.

2.

Click the Community tab.

3.

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.

143

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

Description

Work Breakdown
Structure

A hierarchical outline of work to be performed, which you expand by clicking


collapse by clicking

Work ID

Number PlanView automatically assigned to the work item

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and

Field

Description

Scheduled Start

A work items planned start date

Scheduled Finish

A work items planned finish date

SMI

Schedule Maturity Index (SMI) of the selected work item

Seq ID

PlanView sequence ID, which is the internal structure code for the selected work item

Project Admin

The user responsible for the administration of the project

Requested Start

A date entered at the time new work is requested, indicating when the requester would
like the work to begin

Requested Finish

A date entered at the time new work is requested, indicating when the requester would
like the work to finish

Request

Indicates the request from which the work was generated; if work was not generated
from a request, this field will be null

Work Status

Status of a work entity (e.g., Requested, Approved, On Hold, Completed)

Requester Priority

Priority entered at the time new work is requested, indicating the priority the requester
would like the work to have

Internal Priority

Ranking of the project in relation to other projects for scheduling purposes (e.g., In
Analysis, Rejected, Accepted)

Investment Status

Current status of an investment associated with an investment model.


This field is available only in EPM.

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.

If necessary, open the portfolio that contains the project you want to review or edit.

2.

Click Work

3.

Click Review/Update Projects. The Projects in Portfolio screen is displayed.

Schedule The Portfolio Summary section is displayed.

Open Manage Work by clicking Work

Schedule

Action Links

OR

Manage Work.

145

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

Do This

Edit the projects attributes

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

. 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.

Review content relating to


the project

Click
. For details about the content that may be attached to a project,
refer to the Content Management chapter.

Review details about a


contract associated with the
project

Click
. This link is available only if your PVA enabled contracts through
the Contract Rules system option.

Associate projects with one


or more strategic entities or
review such associations

, which displays the Associated Strategies screen. That screen


Click
identifies the strategies the project is associated with and indicates the
percentages of those associations.

Start the eRoom application


or manage eRooms
associated with the project

, 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.

Review SMI information

Click the projects SMI number.

Review a request associated


with a project

Click the name of the request, which is listed under the Request heading.

146

To

Do This

Review the history of


changes for an attribute

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.

147

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.

Click

2.

Click Work Portfolios, and then click the desired portfolio.

3.

Click the Schedule, Staffing, or Progress tab to review the projects schedule, staffing, or progress
information, respectively.

148

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

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.

If necessary, open the project.

2.

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

4.

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

149

Reviewing Schedules Using Manage Work


To Review a Projects Schedule Information using Manage Work

1.

Open the Schedule Access screen.

2.

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

Description

Placement

Parent level of the selected work item

Title

Description of the selected work item

Work ID

ID associated with the project

Sequence ID

PlanView internal structure code for the selected work item

The following table describes the fields on the Schedule Info screens Detail tab.
Field

Description

Work Status

Current status of the project. Use the drop-down list to select a new value.

Internal Priority

Ranking of the project in relation to other projects for scheduling purposes

Calendar

Calendar associated with this work item, used to calculate finish dates and durations

Earned Value

The type of earned value calculation to use

150

Field

Description

Allow Support Tickets?

Whether this activity will accept support tickets (see the Support Tickets chapter for
more details)

Dont Progress

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

Requested Start

A date entered at the time new work is requested, indicating when the requester would
like the work to begin

Requested Finish

A date entered at the time new work is requested, indicating when the requester would
like the work to finish

Assumed Float

The schedule allowance in lieu of a requested finish date for the critical path

Print

Prints out Work Detail information

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.

Open Manage Work: (Work

2.

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

Dashboard

Action Links

Manage Work).

151

3.

Click the Budget tab.

4.

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.

5.

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.

6.

Enter the appropriate data in each field.


If a value has been defined as...

Then...

Labor

the Act Value to Date column is unavailable

Non-Labor

the Bud Effort column is unavailable

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

7.

152

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.

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.

Backward Pass

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.

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

Business Rule

FS: Finish to Start

The first task must complete before the second task can start. This is the default
relationship.

SS: Start to Start

The first task must start before the second task can start.

FF: Finish to Finish

The first task must finish before the second task can finish.

SF: Start to Finish

The first task must start before the second task can finish.

Relationship Types
Relationship

Finish to Start

Start to Start

Finish to Finish

Start to Finish

Diagram

Example

Customer approves training material


Conduct first customer training class

Programming on user interface for cost module


Meet with analysts for review

Program revision to scheduling engine


Complete on-line help for scheduling engine

Start initial scoping document


Receive input from customer representatives

Use

80%

15%

5%

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

Definition

Example

Predecessor

Task that another activity is dependent on (the From


activity)

Customer approves training material

Successor

Task whose start or finish is dependent on another task


(the To activity)

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.

Open or create a Manage Work filter that includes the work and resources to be managed.

2.

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.

3.

Highlight the predecessor work item, then press and hold the CTRL key and click the successor.

4.

Select the

5.

Click OK.

6.

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

Chain icon from the tool bar. The Schedule Assistant screen displays.

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.

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7.

Relationships can be removed by selecting the

8.

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.

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

2.

Click the Relationships tab.

Field Descriptions
Field

Description

Code

Internal Structure Code

Work ID

Number associated with the project

Level

The level of the selected activity within the WBS

Predecessor

The link will be from a previous activity

Successor

The link will be to the next activity

Type

FS, SS, FF, or SF

Lag

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.

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

4.

Select the appropriate work.

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5.

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

6.

To change the relationship type, click in the Type field and click the down arrow.

7.

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.

8.

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.

9.

Click OK.

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

Type

Description

ASAP

As Soon
As Possible

Marks the task as not constrained and not having a Constraint Date

ALAP

As Late As Possible

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

SNET

Start No
Earlier Than

Task cannot start until the defined Constraint Date

SNLT

Start No Later Than

Task must start on or before the defined Constraint Date

FNET

Finish No Earlier
Than

Task must not finish before the defined Constraint Date

FNLT

Finish No
Later Than

Task must complete on or before the defined Constraint Date

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Acronym

Type

Description

MSON

Must Start On

Task must start exactly on the defined Constraint Date

MFON

Must Finish On

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

Example

As Soon As Possible

Starts task as soon as possible. Default value

Finish No Later Than

Management says the project must finish on the specified date

Start No Earlier Than

Work cannot begin until new hardware is received

As Late As Possible

Document lessons learned for project

Finish No Earlier Than

Do not finish the QA process any sooner, because new code might still be
incorporated up to a certain date.

Start No Later Than

Start QA process by a specified date, when outside contractors arrive for testing.

Must Finish On

Complete requirements prior to validation meeting

Must Start On

Schedule project review meeting for a specific date

Constraints vs. Logical Relationships


Constraints

Logical Relationships

Constraints will set dates.

Order and mapping of the schedule determined by


relationships.

A date is dependent upon an external influence rather


than another activity.

One activity dependent on the status of another activity.

Constraints will not move in dates if a predecessors


task finishes early.

Relationships allow flexibility in CPM calculation.

An activity cannot begin until the specified date.

Activity cannot start until another activity finishes.

To Add and Manage Constraints

1.

Right-click a work item and select Schedule Info from the pop-up menu.

2.

Click the Dates tab.

3.

Select the constraint type by clicking the drop-down arrow in the Type field in the Constraint section.

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4.

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

5.

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.

From the Work menu, select Schedule. The Schedule screen displays.

3.

Select the Run Critical Path option.

4.

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.

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To Reverse (Undo) a Schedule Change

1.

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

2.

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.

OR

Select Gantt from the View menu.


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.

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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.

OR

Click Tools and then Timescale from the menu.


The Timescale screen displays.
2.

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.

3.

Click the up or down arrow next to the Enlarge field to increase or decrease the magnification of the display
as necessary.

4.

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.

With the Timescale screen open, click the Nonworking Time tab. The Nonworking Time screen displays.

2.

Select a preference for the display of non-working time.

3.

Use down arrows to change the Color and Pattern for the display of non-working time.

4.

Click OK.

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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.

OR

Select Gantt from the View menu.


2.

From the Gantt View, right-click the work within the view and select Schedule Info from the pop-up menu.

3.

From the Schedule Info screen, use the tabs to access information requiring modification or review.

4.

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.

OR

Select Gantt from the View menu.


2.

From the Gantt View, right-click the work within the view and select Work Detail from the pop-up menu.

3.

From the Work Detail screen, the information requiring modification or review is accessible.

4.

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.

The start/finish dates of work can be changed while leaving the duration intact.

2.

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.

OR

Select Gantt from the View menu.


2.

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.

3.

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.

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

2-way arrow displays.

2.

Click and hold the left mouse button and drag the schedule bar to the left or right.

3.

Release the mouse button, and the schedule bar will be moved to the new date.

4.

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.

Place the mouse cursor over an end of the schedule bar for the work until a 1-way arrow displays.

2.

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).

3.

Release the mouse button and the schedule bar will shorten or lengthen to represent the new dates.

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.

Open a Gantt View from the Enter and Edit Work view of Manage Work.

2.

Click the work that will be copied (the same process is used when cutting work).

3.

Right-click the work to be copied and select Edit WBS and then Copy or Cut from the pop-up menu.

OR

Click the

OR

Copy or

Cut icon.

Select the Copy or Cut from the Edit menu.


Press Ctrl-C or Ctrl-X.

164

OR

4.

Right-click the work item beneath which the cut/copied work will be placed.

5.

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.

Select the Paste or Paste Under from the Edit menu.

OR
OR

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.

Click the item beneath which new work will be added.

2.

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

3.

Insert or

Insert Under icon.

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.

Click the work item that is the predecessor.

2.

Press the CTRL key on the keyboard and click the work item that is the successor.

3.

Click the

4.

Click OK. A finish-to-start relationship will be created between the two items.

5.

Unlink the two work items by selecting the predecessor then the successor and selecting the

Link icon. The Schedule Assistant screen displays.

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.

Click the work item that is the predecessor.

2.

Press the CTRL key on the keyboard and click the work item that is the successor.

3.

Click the

Fan icon. The Schedule Assistant screen displays.

165

4.

Click OK. A finish-to-start relationship will be created between the first item selected and all other items.

5.

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.

Click the work.

2.

Click the

3.

When prompted, confirm the deletion.

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

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.

Open a Gantt View from the Enter and Edit Work view of Manage Work.

2.

Open a Resource Profile view or a combined Gantt and Profile view.

3.

Click once in the graphical area of the Profile view to place focus in that area.

4.

Select the crosshair icon

5.

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.

OR

Click another graphical bar to display more data.


7.

166

Click the crosshair icon

again to turn off the display of the crosshair cursor.

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.

Open a Gantt View from a view within Manage Work.

2.

Open a view.

3.

Select Print Preview from the File menu.


Click the

4.

OR

Preview icon.

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.

Click OK.

7.

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.

8.

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.

Open a Gantt View from a view within Manage Work.

2.

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.

The Copy to Clipboard screen displays.


4.

Choose whether all rows or just the selected rows should be copied.

5.

Set the timeframe from which the data should be copied.

6.

Click OK.

7.

Paste the information into the external application.

168

OR

Reviewing a Projects Staffing Information


To Review a Projects Staffing Information

1.

If necessary, open the project.

2.

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.

4.

To display a detailed summary of the projects staffing, click


Schedule Detail screen, see Schedule Detail.

. For information about the Schedule Graph

. For information about the

169

Reviewing a Projects Progress


To Review a Projects Progress

1.

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

2.

Click Work Projects and select the desired project.

3.

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.

. For information about the Schedule Graph

4.

To view a graph of the projects progress, click


screen, see Schedule Graph.

5.

To view a detailed summary of the projects progress, click


Schedule Detail screen, see Schedule Detail.

6.

To view work details of the project, click

7.

To view work assignments for this project, click

170

. For information about the

.
.

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.

If necessary, open the project for which a baseline will be created. For details, see the Opening Work
Projects section.

2.

Click Work

Dashboard.

OR

Click Work

Schedule.

OR

Click Work

Staffing.

OR

Click Work

Progress.

3.

In the main menu, click Action Links


Baseline.

Schedule Graph. In the Schedule Graph screen that appears, click

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

4.

Click Create New Baseline.

5.

In the Create New Baseline dialog that appears, enter a Baseline Name.

6.

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.

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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

Requirement

Set a baseline as active

R/W access to the relevant project.

Set a baseline as inactive

R/W access to the relevant project.

Lock a baseline

R/W access to the relevant project. In addition, your PVA must give you the
necessary permissions to perform this task.

Unlock a baseline

R/W access to the relevant project. In addition, your PVA must give you the
necessary permissions to perform this task.

View a baselines history

RO or R/W access to the relevant project.

Update a baseline

You must be the creator of the baseline or have R/W access to the relevant project.

Copy a baseline

R/W access to the relevant project.

Delete a baseline

R/W access to the relevant project.

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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.

If necessary, open the project for which a baseline will be created. For details, see the Opening Work
Projects section.

2.

Click Work

Dashboard.

OR

Click Work

Schedule.

OR

Click Work

Staffing.

OR

Click Work

Progress.

3.

From the main menu, click Action Links


click Baseline.

Schedule Graph. In the Schedule Graph screen that appears,

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.

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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.

If necessary, open the project for which a baseline will be created. For details, see the Opening Work
Projects section.

2.

Click Work

Dashboard.

OR

Click Work

Schedule.

OR

Click Work

Staffing.

OR

Click Work

Progress.

3.

From the main menu, click Action Links


click Baseline.

4.

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.

Schedule Graph. In the Schedule Graph screen that appears,

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.

If necessary, open the project for which a baseline will be created. For details, see the Opening Work
Projects section.

2.

Click Work

Dashboard.

OR

Click Work

Schedule.

OR

Click Work

Staffing.

OR

Click Work

Progress.

3.

From the main menu, click Action Links


click Baseline.

4.

In the Baseline Summary screen that PlanView displays, specify whether you want to view all baselines
related to a project or a specific baseline.

Schedule Graph. In the Schedule Graph screen that appears,

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

button. Then select

Baseline History from the menu that appears.

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

The following table describes the Baseline History screen.


Field

Description

Baseline Name

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.

Action On

Indicates the date and time on which the action was taken.

Action By

Identifies which user performed the action.

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.

If necessary, open the project for which a baseline will be created. For details, see the Opening Work
Projects section.

2.

Click Work

Dashboard.

OR

Click Work

Schedule.

OR

Click Work

Staffing.

OR

Click Work

Progress.

3.

From the main menu, click Action Links


click Baseline.

4.

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.

5.

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.

6.

Click OK.

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Schedule Graph. In the Schedule Graph screen that appears,

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.

Open Manage Work: (Work

2.

In the Manage Work screen, select the project for which the baseline will be updated.

3.

Select Work from the main menu and choose Baselines.

4.

Right-click in the Baseline Name field and select Update. The Update Baseline Options screen displays.

5.

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.

Dashboard

Action Links

Manage Work).

Update Options

Action

Add All New Activities

Updates baseline of existing activities plus all activities that were not present in
the project when the current baseline was created or last updated

Remove All Deleted

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

Update Selected Activities In


Baseline

Updates the baseline dates and effort for only the selected activities and their
parents, including the project level

6.

Click OK.

7.

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.

Open Manage Work: (Work

2.

In the Manage Work screen, click the project from which the baseline will be copied.

3.

Select Work from the main menu and choose Baselines.

Dashboard

Action Links

Manage Work).

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4.

Right-click and select Copy.

5.

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.

If necessary, open the project for which a baseline will be created. For details, see the Opening Work
Projects section.

2.

Click Work

Dashboard.

OR

Click Work

Schedule.

OR

Click Work

Staffing.

OR

Click Work

Progress.

3.

From the main menu, click Action Links


click Baseline.

4.

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.

5.

Click OK to respond to the confirmation prompt that PlanView displays.

178

Schedule Graph. In the Schedule Graph screen that appears,

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.

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To Create a What-If

1.

Open Manage Work: (Work

2.

Open either view within Manage Work.

3.

Select one or more projects (using click, SHIFT+click, or CTRL+click).

4.

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.

Dashboard

Action Links

Manage Work).

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.

Enter a What-If Name. A short, descriptive name (such as Move Project Date) is best.

6.

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.

7.

Enter any Remarks, if needed.

8.

Select whether to activate the What-If.

9.

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.

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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.

Open Manage Work or Enter and Edit Work.

2.

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.

Enter or amend any Remarks, if needed.

5.

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.

Select the options you want to use for promotion.

3.

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.

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.

2.

Select No to stop the deletion and return to the main display.

OR

Select Yes to complete the process and return to the What-If screen.

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.

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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.

Open Manage Work by clicking Work

2.

In a project, right-click and select Work Detail from the shortcut menu.

Schedule

Action Links

Manage Work.

PlanView displays the configured screens available for the selected work in the Application Information
section of the Work Detail screen.

3.

Click the link for the name of the configured screen to be updated.

4.

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.

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Click OK.

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.

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.

2.

Click the project that will be copied.

3.

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

OR

Click the

OR

Copy icon.

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.

Right-click the work item under which you will place the copied work.

2.

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.

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.

4.

De-select any default options that should not be applied.

5.

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

Action

Permission Required

Status

Set a status; intended for use when no accept step


follows

Modify Project Attributes

Review a proposed status change

Modify Project Attributes

Accept a proposed status change

Modify Project Attributes

Create a financial plan

Enter/Edit Budgets

Review a financial plan

Enter/Edit Budgets

Approve a financial plan

Enter/Edit Budgets

Financial Plan

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Lifecycle Step Type

Action

Permission Required

Document

Create

All Users

Review

All Users

Approve

All Users

Include in Investment Analysis

Use Investment Analysis

Accept for Investment

Use Investment Analysis

Revise Investment Status

Use Investment Analysis

Review Investment Status Change

All users

Enter Opens the configured screen and prompts


user to complete the fields

Permission marked on the screen


definition as required for editing. If
none was marked, then All Users.

Review - Opens the configured screen and


prompts user to review the fields

Either permission marked on the


screen definition as required for
viewing or editing. If none was
marked for viewing, then All Users.

Approve - Opens the configured screen and


prompts user to approve the data entered in the
fields

Use Investment Analysis

Execute directs the system to execute the


specified script, causing other actions (as defined
by the administrator of the script)

Permission marked on the script


definition as required

Review prompts a user to review the answers


provided in a script (if end user responses were
required)

All Users

Approve prompts a user to approve the answers


provided in a script (if end user responses were
required)

All Users

Lifecycle Model
Choice

Initiates a new lifecycle segment Presents a


menu of Lifecycle Models for the user to choose.

Administer Projects

Work Portfolio

Presents the Work Portfolio screen, including


options such as sending invitations, or closing the
project.

Administer Projects

Investment Analysis

Configurable Screen

Scripted Dialog

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

2.

Click Select Parent and select the area in the Work Breakdown Structure where the project will reside.

3.

Enter the Project Name and any required or additional information about work.

4.

Verify the Lifecycle Administrator or change it as necessary and click OK.

5.

Enter additional information about the project (manually or as prompted by lifecycle steps).You are
prompted to define the projects lifecycle.

6.

If prompted, select a Lifecycle model for the project and click OK.

7.

Select a user for each Lifecycle role. Include additional team members if appropriate.

8.

Using the Continue link, move through each screen.

9.

Click Finish and complete additional Lifecycle steps if prompted.

Dashboard

Action Links

Add Work. The Add Project screen is displayed.

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.

193

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.

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.

2.

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

For active lifecycles associated with strategic entities, click Strategy

For active lifecycles associated with projects, click Work

Lifecycle.
Lifecycle.

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.

4.

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.

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

Description

Items are available for your review

A document, screen, dialog, assignment, or status change needs to be


examined

Items need your approval

A document, screen, dialog, assignment, or proposed status change needs


to be accepted

Items require your input / attention

A document, screen, dialog, assignment, or proposed status change needs


to be created, edited, or executed

Items have been escalated to you

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

Items have been disapproved

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

To Create a New Document

1.

From your HomeView, click the Requires Attention notification.

2.

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.

3.

Click the link with the name of the document. This action will open the Content Management system.

4.

Check out the document from Content Management and open it for editing.

5.

Modify the document as necessary.

6.

Save the modified document to its current location.

7.

Check the document back into Content Management.

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8.

Close Content Management.

9.

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

Description

Support Ticket

A description of the ticket to which the lifecycle step is related; click the link to
display the ticket attributes

Lifecycle

Displays the Review Lifecycle screen

Status History

Displays the history of status changes for this lifecycle item

Document

The name of the document to be created (from a template); select the link for
the document description to open Content Management

delegate this step

Allows you to select a different user to fulfill the lifecycle step

Submit Document as Complete

Marks the step as finished, which will trigger the next step in the lifecycle

To Review a Document

1.

From your HomeView, click the Informational notification.

2.

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.

3.

Click the link for the name of the document to open Content Management and review the document.

4.

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

Description

Support Ticket

A description of the ticket to which the lifecycle step is related; click the link to
display the ticket attributes

Lifecycle

Displays the Review Lifecycle screen

Status History

Displays the past statuses for this project

Document

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

delegate this step

Allows you to select a different user to fulfill the lifecycle step

Dismiss Review Notification

Marks the reviewing step as finished and displays the previous screen; note that
Review steps do not delay successor steps

196

To Approve a Document

1.

From your HomeView, click the Needs Approval notification.

2.

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.

3.

(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.

4.

Close Content Management.

5.

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

Description

Support Ticket

A description of the ticket to which the lifecycle step is related; click the link to display
the ticket attributes

Lifecycle

Displays the Review Lifecycle screen

Status History

Displays the history of status changes for this project

Schedule

Displays the schedule information screen

Document

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

delegate this step

Allows you to select a different user to fulfill the lifecycle step

Approve Document

Select to indicate that the document is accepted in its current form; this action triggers
the next step in the lifecycle

Reject Document

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

Your Comments

Contains comments to explain rejections or comment on the acceptance of document;


when a document is rejected, comments are required

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To Submit a Status Change Request

1.

From your HomeView, click the Requires Attention notification.

2.

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.

3.

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.

4.

Click OK. This action marks the step as finished, which will trigger the next step in the workflow.

The following table describes the links and options on the Propose Support Ticket Status Change screen.
Link

Description

Support Ticket

A description of the ticket to which the lifecycle step is related; click the link to
display the ticket attributes

Lifecycle

Displays the Review Lifecycle screen

Status History

Displays the history of status changes for this project

delegate this step

Allows you to select a different user to fulfill the lifecycle step

Set / Propose Status Change to

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).

To Review a Status Change Proposal

1.

From your HomeView, click the Informational notification.

2.

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.

3.

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

Description

Support Ticket

A description of the ticket to which the lifecycle step is related; click the link to
display the ticket attributes

Lifecycle

Displays the Review Lifecycle screen

Status History

Displays the history of status changes for this project

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Link

Description

delegate this step

Allows you to select a different user to fulfill the lifecycle step

Dismiss Review Notification

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.

From your HomeView, click the Needs Approval notification.

2.

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.

3.

Click the link for the name of the ticket description to review the ticket attributes. Set the status accordingly.

4.

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.

Click OK.

The following table describes the links on the Approve Status Change screen.
Link

Description

Support Ticket

A description of the ticket to which the lifecycle step is related; click the link to
display the ticket attributes

Lifecycle

Displays the Review Lifecycle screen

Status History

Displays the history of status changes for this project

delegate this step

Allows you to select a different user to fulfill the lifecycle step

Comments of ...

Displays the comments of the user who submitted the request for a status change

Your Comments

Contains comments to explain rejections or comment on the acceptance of


documents; when a document is rejected, comments are required

Accept Status Change to ...

Select to indicate that the project be designated as approved; this action triggers
the next step in the lifecycle

Deny Status Change to...

Select to indicate that the project be designated as not approved; re-triggers the
earlier lifecycle step that proposed this status

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.

From your HomeView, click the Requires Attention notification.

2.

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.

3.

Click the link for the name of the Configured Screen to open it and enter the necessary information.

The following table describes the links on Enter Configured Screen.


Link

Description

Support Ticket

A description of the ticket to which the lifecycle step is related; click the link to display
the ticket attributes

Lifecycle

Displays the Review Lifecycle screen

Status History

Displays the history of status changes for this project

delegate this step

Allows you to select a different user to fulfill the lifecycle step

Configured Screen

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.

To Review a Configured Screen

1.

From your HomeView, click the Informational notification.

2.

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.

3.

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.

4.

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

Description

Support Ticket

A description of the ticket to which the lifecycle step is related; click the link to
display the ticket attributes

Lifecycle

Displays the Review Lifecycle screen

Status History

Displays the history of status changes for this project

delegate this step

Allows you to select a different user to fulfill the lifecycle step

Configured Screen

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

Dismiss Review Notification

Marks the step (of reviewing) as finished and displays the previous screen; Review
steps do not delay successor steps

To Approve a Configured Screen

1.

From your HomeView, click the Needs Approval notification.

2.

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.

3.

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.

4.

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)

5.

Enter comments explaining your reasons for accepting or rejecting the screen. This is optional in the case of
acceptance but required for a rejection.

6.

Click OK to trigger the resulting lifecycle actions.

The following table describes the links on Approve Configured Screen.


Link

Description

Support Ticket

A description of the ticket to which the lifecycle step is related; click the link to display
the ticket attributes

Lifecycle

Displays the Review Lifecycle screen

Status History

Displays the history of status changes for this project

delegate this step

Allows you to select a different user to fulfill the lifecycle step

Configured Screen

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

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Link

Description

Accept Screen

Select this option to indicate that the information in the screen be designated as
approved; triggers the next step in the lifecycle

Reject Screen

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

Comments

Contains the reasons for accepting or rejecting the screen; optional in the case of
acceptance, required for a rejection

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.

From your HomeView, click the Requires Attention notification.

2.

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.

3.

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

Description

Support Ticket

A description of the ticket to which the lifecycle step is related; click the link to display the
ticket attributes

Lifecycle

Displays the Review Lifecycle screen

Status History

Displays the past statuses for this support ticket

Scripted Dialog

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.

202

To Review a Scripted Dialog

1.

From your HomeView, click the Informational notification.

2.

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.

3.

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.

4.

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

Description

Support Ticket

A description of the ticket to which the lifecycle step is related; click the link to
display the ticket attributes

Lifecycle

Displays the Review Lifecycle screen

Status History

Displays the past statuses for this support ticket

Scripted Dialog

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

Dismiss Review Notification

Marks the step (of reviewing) as finished and displays the previous screen; Review
steps do not delay successor steps

To Approve a Scripted Dialog

1.

From your HomeView, click the Needs Approval notification.

2.

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.

3.

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.

4.

Enter comments explaining your reasons for accepting or rejecting the dialog. This is optional in the case of
acceptance but required for a rejection.

5.

Click OK to trigger the resulting lifecycle actions.

The following table describes the links on the Approve Scripted Dialog screen.
Link

Description

Support Ticket

A description of the ticket to which the lifecycle step is related; click the link to display
the ticket attributes

Lifecycle

Displays the Review Lifecycle screen

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Link

Description

Status History

Displays the past statuses for this support ticket

Scripted Dialog

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

Accept Scripted Dialog

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

Reject Scripted Dialog

Indicate the information in the scripted dialog is not approved; re-triggers the earlier
lifecycle step for executing the scripted dialog

Comments

Reasons for accepting or rejecting the scripted dialog; optional in the case of
acceptance, but required for a rejection.

To Choose a Support Ticket Model

1.

From your HomeView, click the Requires Attention notification.

2.

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.

3.

Click Choose Lifecycle Model next to the support ticket. The Choose Lifecycle Model screen displays

4.

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

Description

Support Ticket

A description of the ticket to which the lifecycle step is related; click the link to display the ticket
attributes

Lifecycle

Displays the Review Lifecycle screen

Status History

Displays the history of status changes for this project

Schedule

Displays the schedule information screen

To Perform an Assignment

1.

From your HomeView, click the Requires Attention notification.

2.

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.

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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

Description

Support Ticket

A description of the ticket to which the lifecycle step is related; click the link to display
the ticket attributes

Lifecycle

Displays the Review Lifecycle screen

Status History

Displays the history of status changes for this project

delegate this step

Allows you to select a different user to fulfill the lifecycle step

To Review an Assignment

1.

From your HomeView, click the Informational notification.

2.

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.

3.

To review what resources have been assigned, click the Review Assignment link.

4.

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.

5.

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

Description

Support Ticket

A description of the ticket to which the lifecycle step is related; click the link to
display the ticket attributes

Lifecycle

Displays the Review Lifecycle screen

Status History

Displays the history of status changes for this project

delegate this step

Allows you to select a different user to fulfill the lifecycle step

Dismiss Review Notification

Marks the reviewing step as finished and displays the previous screen; note that
Review steps do not delay successor steps

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To Approve an Assignment

1.

From your HomeView, click the Needs Approval notification.

2.

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.

3.

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.

4.

Select the appropriate radio button to review or reject the assignment.

5.

Enter comments explaining your reasons for accepting or rejecting the assignment. This is optional in the
case of acceptance but required for a rejection.

6.

Click OK to trigger the resulting lifecycle actions.

The following table describes the links on the Approve Assignment screen.
Link

Description

Support Ticket

A description of the ticket to which the lifecycle step is related; click the link to
display the ticket attributes

Lifecycle

Displays the Review Lifecycle screen

Status History

Displays the history of status changes for this project

delegate this step

Allows you to select a different user to fulfill the lifecycle step

Comments of ...

Displays the comments of the user who submitted the request for a status change

Your Comments

Contains comments to explain rejections or comment on the acceptance of


documents; when a document is rejected, comments are required

Accept Status Change to ...

Select to indicate that the project be designated as approved; this action triggers
the next step in the lifecycle

Deny Status Change to...

Select to indicate that the project be designated as not approved; re-triggers the
earlier lifecycle step that proposed this status

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.

Click Work

Tickets.

2.

Select the Support Ticket # under the Total Unassigned header.

3.

Click the link for the Support Ticket work item.

4.

Click Update next to the Assigned Resources section.

5.

Click Add New Ticket Assignments or select the

6.

To assign a resource to the Support Ticket, check the corresponding box and click OK.

icon.

Reviewing Support Tickets


To Review Support Tickets via the Summary of Work with Support Tickets Screen

1.

Click Work

Tickets.

2.

Select the appropriate Support Ticket.

3.

Click the # under the Total Tickets header.

4.

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.

Click Resources

Planning.

2.

On the main menu, click Action Links

3.

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.

Manage Assignments

Assigned Support Tickets.

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.

Open Manage Work: (Work

2.

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.

Dashboard

Action Links

Manage Work).

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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

Description

Work Name

Identifies the name of the project.


The Work Watchlist provides trend analysis data as an aggregate of all items in a
portfolio.

Work Size

Alternate structure, which indicates the projects complexity.

Percent Complete

Shows the percentage of work that has been done on a project

Baseline Variance Cost

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.

215

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

216

and then selecting Zoom.

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

Description

Project Health

Includes a customizable overview of the status of your projects.

Work Portfolio Watchlist

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.

Strategic Portfolio
Watchlist

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.

Organizational Portfolio
Watchlist

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.

Work Watchlist

Provides high-level information about one or more projects that you want to monitor.
You define which projects this watchlist lets you monitor.

Service Portfolio Bubble

Provides high-level information about the cost, effort, customer satisfaction, and
business value of one or more Service portfolio.

Service Financial Plan


Analysis

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.

Asset Analysis

Bar chart that provides a graphical view of service metrics by alternate structures.

Asset Bubble

Provides high-level information about the cost, effort, risk, technical value and
business value of the current Asset portfolio's assets.

Asset Portfolio Bubble

Provides high-level information about the cost, effort, risk, technical value and
business value of one or more Asset portfolio..

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.

Click HomeView

Dashboard.

2.

In the appropriate watchlist, move the cursor to

3.

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.

If you want to define the watchlists appearance, set the Watchlist Settings screens other options. For
details, see the Editing Watchlists section.

6.

Click OK.

219

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.

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.

2.

Click HomeView

3.

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.

4.

If desired, switch the trend button mode.

Dashboard.

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.

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.

6.

If desired, display details about a specific metric. To do so, click the metrics relevant link, button, or gauge.

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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

Description

Project Description

Includes links to the Work Portfolio Health Detail portlet of projects.

% Complete

Indicates the percentage of work that is completed on a project.

Risk

Indicates whether the risk, budget, schedule, or cost aspect of the project is proceeding as
planned.

Budget
Schedule

In these fields, yellow means at risk and red means severe risk.

Cost

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.

If you want to display details about the projects schedule, click

3.

If you want to open the Content Management screen, click

4.

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

Description

Request Volume

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.

Dispatch Speed

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.

Request Disposition

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.

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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.

If necessary, open the Request portfolio for which you want to obtain information. For details, see the
Opening Portfolios section.

2.

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.

223

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.

5.

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Field

Description

Line of Business

Indicates which of your organizations customers made the request.

Request Description

Includes the description information that was entered by the person making the request.

Request Date

Indicates date that request was entered.

Requestor

Identifies the user who made the request.

Requested Start

A date entered at the time new work is requested, indicating when the requester would
like the work to begin

Requested Finish

A date entered at the time new work is requested, indicating when the requester would
like the work to finish

Request Type

Indicates the request category (such as System Upgrade) that was selected when the
request was made.

Dispatched By

Indicates which user dispatched the request.

Dispatch Date

Indicates date the request was dispatched.

Dispatched By

Indicates which user dispatched the request.

Click Close to return to the Requests dashboard.

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.

If necessary, open the Request portfolio for which you want to obtain information. For details, see the
Opening Portfolios section.

2.

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.

4.

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.

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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.

6.

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Field

Description

Request Name

Includes the description information that was entered by the person making the request.

Requested By

Identifies the user who made the request.

Request Date

Indicates date that request was entered.

Dispatch Lag (days)

Indicates how many days occurred between the time the request was made and the
request was dispatched.

Requested Start

A date entered at the time new work is requested, indicating when the requester would
like the work to begin

Requested Finish

A date entered at the time new work is requested, indicating when the requester would
like the work to finish

Request Status

Indicates the request category (such as System Upgrade) that was selected when the
request was made.

Dispatched By

Indicates which user dispatched the request.

Click Close to return to the Requests dashboard.

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.

If necessary, open the Request portfolio for which you want to obtain information. For details, see the
Opening Portfolios section.

2.

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.

5.

228

Field

Description

Disposition

Identifies the category, which is the disposition state (Project, Denied, New, etc.) of the
request.

Request Description

Includes the description information that was entered by the person making the request.

Request Date

Indicates date that request was entered.

Requestor

Identifies the user who made the request.

Requested Start

A date entered at the time new work is requested, indicating when the requester would
like the work to begin

Requested Finish

A date entered at the time new work is requested, indicating when the requester would
like the work to finish

Request Type

Indicates the request category (such as System Upgrade) that was selected when the
request was made.

Dispatched By

Indicates which user dispatched the request.

Dispatch Date

Indicates date the request was dispatched.

Click Close to return to the Requests dashboard.

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

Description

Project Health

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.

Investment Priority Matrix

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.

Strategic Baseline Performance

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.

Strategic Portfolio Health

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.

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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.

If necessary, open the Strategic portfolio that includes the investments you want to monitor. For details, see
the Opening Portfolios section.

2.

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.

4.

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.

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.

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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.

If necessary, open the Strategy portfolio that includes the information you want to review. For details, see the
Opening Portfolios section.

2.

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.

232

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).

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

Description

Project Health

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.

Investment Priority Matrix

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.

Organizational Baseline Performance

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.

Organizational Portfolio Health

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.

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.

If necessary, open the Strategic portfolio that you want to monitor. For details, see the Opening Portfolios
section.

2.

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.

4.

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.

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.

If necessary, open the Strategy portfolio that includes the information you want to review. For details, see the
Opening Portfolios section.

2.

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.

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).

4.

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.

238

Field

Description

Period

Lists the time period relevant to the data displayed in the other columns.

Baseline

Indicates the value of the selected metric in the Baseline Scenario.

Baseline Cumulative

Indicates the value of the selected metric in the Baseline Scenario.

Committed

Indicates the value given to the selected metric before the strategic planning period of
the current scenario.

Committed Cumulative

Indicates the cumulative total given to the selected metric before the strategic
planning period of the current scenario..

Accepted

Indicates the value of the selected metric when the investment was given a status of
Accepted in the current scenario.

Accepted Cumulative

Indicates the cumulative total of the selected metric when the investment was given a
status of Accepted in the current scenario.

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

Description

Benefit Analysis

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.

Execution Stage

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.

Financial Management
Analysis

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.

240

Portfolio

Project

Portlet

Description

Portfolio

Project

FTE Profile

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.

Lifecycle Stage

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.

Project Health

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.

Work Portfolio Health

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.

Work Portfolio Health Detail

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.

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.

If necessary, open the Work portfolio that you want to monitor. For details, see the Opening Portfolios
section.

2.

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

Description

Work Name

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

Alternate structure, which indicates the projects complexity.

Percent Complete

Shows the percentage of work that has been done on a project

Scheduled hrs

Indicates the number of hours the resource was scheduled to work during the
selected time period.

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.

242

Field

Description

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.

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.

4.

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.

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.

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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.

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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.

If necessary, open the project that you want to monitor.

2.

Click Work

Dashboard. PlanView displays a Project Health portlet similar to the following figure.

The following table describes this portlets columns.


Field

Description

Project Description

Includes links to the Work Portfolio Health Detail portlet of projects.

% Complete

Indicates the percentage of work that is completed on a project.

Risk

Indicates whether the risk, budget, schedule, or cost aspect or the project is proceeding as
planned.

Budget
Schedule

In these fields, yellow means at risk and red means severe risk.

Cost

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.

If you want to display details about the projects schedule, click

4.

If you want to open the Content Management screen, click

5.

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.

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To Analyze Financial-Management Data

1.

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.

2.

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.

4.

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).

5.

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.

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The following table describes the fields of the Financial Management Analysis report.

6.

Field

Description

Date

Indicates the point in time (month and year) at which the comparison is being made.

Actual Cost

Indicates how much money the project actually costs during a particular month.

Actual Cost (Cumulative)

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.

Benefit

Indicates how much financial benefit the project provides during a particular month.

Benefit (Cumulative)

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.

Planned Cost

Indicates how much money was planned for the project during a particular month.

Planned Cost (Cumulative)

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.

Click Close to return to the Work dashboard.

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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.

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.

2.

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.

4.

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.

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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

Description

Resource Locations

Indicates the type of resources for which you are displaying data. Your PVA defines the
values of each resource type.

Resource Roles
Resource Teams
Resource Skill Areas

5.

Resource Name

Identifies the name of the resource assigned to the work.

Resource Type

Indicates the resource type.

Department

Indicates to which department the resource belongs.

Primary Job Title

Identifies the resources job title that was specified when the resource was added.

Click Close to return to the Work dashboard.

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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.

If necessary, open the Work portfolio that includes the projects for which you want to obtain data. For
details, see the Opening Portfolios section.

2.

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.

4.

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).

5.

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.

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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

Description

Benefit Rating

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.

6.

Project Name

Identifies the project.

Requested Finish

Indicates the day by which project was requested to be finished

Actual Finish

Indicates the day project was actually finished.

Project Manager

Identifies the name of the user responsible for managing the project.

Customer Sponsor

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.

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.

If necessary, open the Work portfolio that includes the projects you want to review. For details, see the
Opening Portfolios section.

2.

Click Work

3.

In the Execution Stage portlet that is displayed, take one of the following actions:

Dashboard.

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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.

If necessary, open the Work portfolio that includes the projects you want to review. For details, see the
Opening Portfolios section.

2.

Click Work

3.

In the Lifecycle Stage portlet that is displayed, take one of the following actions:

Dashboard.

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

Description

Effort Analysis

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.

Resource Utilization

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.

Utilization Analysis

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.

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.

If necessary, open the Resource portfolio for which you want to obtain information. For details, see the
Opening Portfolios section.

2.

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.

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.

4.

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

Description

Resource Name

Identifies the resource.

Actual hrs

Indicates the number of hours a resource worked during the selected time period.

Actual %

Expressed as a percentage, this value represents the ratio between the resources actual
hours and the resources available hours during the selected time period.

Scheduled hrs

Indicates the number of hours the resource was scheduled to work during the selected time
period.

Scheduled %

Expressed as a percentage, this value represents the ratio between the resources scheduled
hours and the resources available hours during the selected time period.

Reserved hrs

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.

Reserved %

Expressed as a percentage, this value represents the ratio between the resources reserved
hours and the resources available hours during the selected time period.

Requested hrs

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.

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5.

Field

Description

Requested %

Expressed as a percentage, this value represents the ratio between the resources requested
hours and the resources available hours during the selected time period.

Available hrs

Indicates how many hours the resource has available during the selected time period.

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.

If necessary, open the Resource portfolio for which you want to obtain information. For details, see the
Opening Portfolios section.

2.

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.

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.

4.

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

Description

Work Type

Indicates the type of work the resource performed.

Project Name

Identifies the project on which a resource worked.

Resource Name

Identifies which resource worked on the project.

Actual Hours

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.

If necessary, open the Resource portfolio for which you want to obtain information. For details, see the
Opening Portfolios section.

2.

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.

4.

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.

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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.

6.

Field

Description

Customer

Identifies the customer for whom a resource performed the work.

Internal Priority

Indicates the priority level given to the project from within your organization.

Requester Priority

Indicates the priority level given to the project from the person who requested the work.

Work Status

Indicates the status of the work the resource performed.

Work Type

Indicates the type of work the resource performed.

Project

Identifies the project on which a resource worked.

Resource

Identifies which resource worked on the project.

Actual Hours

Indicates the number of hours the resource worked on the project during the selected time
period.

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

Description

Service Analysis

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.

Service Bubble

Chart that provides high-level data about the cost, effort, business value, or customer
satisfaction of services in the current Service portfolio.

Service Financial
Plan Analysis

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.

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

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.

Dashboard.

PlanView displays a Service Financial Plan Analysis portlet similar to the following figure.

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2.

If desired, select the type of analysis you want to perform (Actual and Baseline or Variance (ActualBaseline).

3.

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.

4.

If desired change the time period for which you want to obtain data (cumulative or by period).

5.

If you are performing the analysis in your HomeView, you may select the portfolio for which you want to
obtain data.

6.

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

Description

Asset Analysis

Bar chart that provides a graphical view of service metrics by alternate structures.

Asset Bubble

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.

Click HomeView

Dashboard.

2.

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

Description

Show Top Rows

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.

Show Buttons

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.

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.

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Click OK.

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.

If necessary, switch to the dashboard on which you want to edit the portlet.

2.

In the portlet, move the cursor to

3.

On the shortcut menu that PlanView displays, click Edit. PlanView displays the Project Health Settings
General Settings screen.

4.

Configure the portlet by specifying the options discussed in the following table. If you want to use
PlanViews defaults, click Use Default Settings.

Option

Description

Portlet Title

Enter a new name for the portlet if you want to change it.

Show Top Rows

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.

5.

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.

Show Footer

Select whether PlanView displays the portlets footer, which indicates the date on which the
database information was last updated.

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.

Display the bubble chart you want to configure by clicking the appropriate tabs.

2.

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.

If necessary, switch to the dashboard on which you want to edit the portlet.

2.

In the portlet you want to edit, move the cursor to

3.

On the shortcut menu that PlanView displays, click Edit.

4.

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).

5.

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.

If necessary, switch to the dashboard on which you want to place an image.

2.

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.

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.

4.

If desired, enter a Caption to specify a title for the image. This caption will replace the words Portfolio
Image on the dashboard.

5.

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.

Click Resources

OR

Financial Management.

2.

In the summary screen that appears, click Change Parameters

3.

In the Select Financial Model screen that appears, select the desired model.

Change Financial 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.

Click Work

2.

In the summary screen that appears, click the link for the appropriate portion of the Work Breakdown
Structure (such as Project).

3.

Click Actions

4.

In the Enter/Edit Financial Plan screen that appears, click Actions


Template.

5.

Enter a Template Name and click OK.

6.

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.

7.

Click OK.

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Financial Management.

Enter/Edit Financial Plan.


Edit User-defined Templates

Add

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.

Click Work

Financial Management.

2.

In the summary screen that appears, click the link for the appropriate portion of the database (such as a
project or strategy).

3.

Click Actions

4.

In the Enter/Edit Financial Plan screen that appears, click Actions

5.

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.

Enter/Edit Financial Plan.


Add/Delete Accounts.

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.

Click Work

Financial Management.

2.

In the summary screen that appears, click Change Parameters


financial model from the screen that appears.

3.

Select the level at which the financial plan will be created.

4.

Click Change Parameters


select the desired version.

5.

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.

6.

Open the Financial Detail screen and click Actions

Change Financial Model. Then select a

Change Financial Version. From the Select Version screen that appears,

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.

276

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.

Click Resources
2.

OR

Financial Management.

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.

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.

Managing Ad Hoc Financial Plans for Projects


To Manage Ad Hoc Financial Plans for Projects

1.

Click Work

Financial Management.

2.

Click the link for the appropriate project.

3.

Click Action

Enter/Edit Financial Plan.

4.

Click Action

Version Maintenance.

5.

Click load next to the appropriate version.

6.

Select the necessary Load Options.

7.

Select an Extract.

8.

Click OK.

9.

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.

If necessary, open the Service portfolio for which you want to review financial management data. For details,
see the Opening Portfolios section.

2.

Click Services

Financial Management.

PlanView displays a Financial Management screen similar to the following figure.

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.

Click Work

2.

Click Change Parameters

3.

In the Select Version screen that appears, click the description for the name of the version you wish to
manage.

4.

Click the description for the appropriate structure.

5.

Click Actions

Enter/Edit Financial Plan.

6.

Click Actions

Version Maintenance.

7.

Click copy to duplicate all the data in a version, and then name the new version.

8.

Click mark to select a version as the current version being managed.


A

Financial Management.
Change Financial Version.

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.

If necessary, open the portfolio associated with the project and financial plan you want to shift. For details,
see the Opening Portfolios section.

2.

Click Work

3.

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.

If necessary, select the Financial Model on which you want to base the financial plan.

5.

Select the check box of each Financial Plan you want to adjust.

6.

Specify whether adjustments are prorated by days or by the smallest period. To do so, select the appropriate
adjustment option check box.

7.

Select the Source Version and Target Version. You may view details about the selected version by clicking
view.

8.

If you want to Update prior schedule dates to match current schedule dates, select the appropriate check
box. Otherwise, clear the check box.

9.

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.

Click Strategy. If necessary, open a Strategic portfolio associated with the financial plan you want to shift.
For details, see the Opening Portfolios section.

2.

On the main menu, click Action Links

3.

In the Review Strategy screen that appears, click the Financial Management icon
entity.

Review Strategy.
of the relevant strategic

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.

281

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.

If necessary, select the Financial Model on which you want to base the financial plan.

6.

Select the check box of each Financial Plan you want to adjust.

7.

Specify whether adjustments are prorated by days or by the smallest period. To do so, select the appropriate
adjustment option check box.

8.

Select the Source Version and Target Version. You may view details about the selected version by clicking
view.

9.

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.

282

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.

283

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.

Open the Contract Review screen for the contract.

2.

Click Update on the Associated Work heading. The Update Contract screen is displayed.

3.

Click Add Work. The Add Work screen is displayed.

4.

Expand the structures to find the project you need to associate with the contract.

5.

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.

284

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.

OR

Select the project and select the functionality from the Edit menu.
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.

Open Manage Work: (Work

2.

If necessary, create a Filter with the appropriate Loading Options and select the work and resources (criteria)
to be managed.

3.

Select Use Selected Filter to open the filter. The Manage Work screen is displayed.

4.

If the Status Display view is active, select the Enter/Edit Work from the View menu. The Enter/Edit View is
displayed.

5.

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.

Dashboard

Action Links

Manage Work).

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.

286

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.

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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

Hot Key

Description

Delete

F7

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

Cut

CTRL+F7

Cuts highlighted work and its children from the WBS

Copy

F8

Copies the highlighted work and its children

Insert

F2

Inserts a blank line below the selected work at the same structure level

Insert Under

CTRL+F2

Inserts a blank, indented line underneath the selected work, which will be a
child of the highlighted work

Paste

F9

Pastes a cut or copied item of work and its children at the same structure
level as the highlighted work

Paste Under

CTRL+F9

Pastes a cut or copied item of work and its children underneath the
highlighted work as a child

F10

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)

Collapse

ALT

Collapses/hides all children of the highlighted work (Alternative: click


triangle/minus sign)

Expand

ALT +

Expands/displays all children of the highlighted work (Alternative: click


triangle/plus sign)

Enter data

Icon

n/a

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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

Complexity

Productivity Factors

Screens

Moderate

5 days

Complex

8 days

Complex

20 days

Moderate

10 days

Simple

0.5 days

Moderate

1.5 days

Interfaces

Reports

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

Complexity

Number of Units

Screens

Moderate

Complex

Complex

Moderate

Simple

10

Moderate

Interfaces

Reports

By combining the factors defined by the Process Architect with the project specific numbers, a functional estimate is
created:
Item

Estimate per Item

Total per Item

3 Moderate Screens

5.0 days per Moderate Screen

15 days

2 Complex Screens

8.0 days per Complex Screen

16 days

1 Complex Interface

20.0 days per Complex Interface

20 days

2 Moderate Interfaces

10.0 days per Moderate Interface

20 days

10 Simple Reports

0.5 days per Simple Report

5 days

6 Moderate Reports

1.5 days per Moderate Report

9 days

Total

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

Complexity

Productivity Factor

Number of Units

Total Effort

Screen

Moderate

5 days

10

50 days

Screen

Complex

10 days

40 days

Interface

Moderate

11 days

33 days

Siebel Module

Simple

5 days

40 days
Total

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.

On HomeView, click Review/Update under Work. The Work Schedule screen is displayed.

2.

Click work detail next to the project description. The Work Detail screen is displayed.

3.

Click update next to the Functional Estimate field. The Functional Estimate screen will display.

4.

If needed, click Choose Estimating Factor to add more factors.

5.

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

Estimate Work: Click this link to open the Project Estimate screen. This link is available only if at PPL level:

User has Detail Project feature

User has R/W grant to the work

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.

Create project charter template.doc

2.

Review project charter template.doc

3.

Approve project charter template.doc

4.

Create Functional Spec Template.doc

5.

Review Functional Spec Template.doc

6.

Approve Functional Spec Template.doc

7.

Set/Propose status change to Open/Approved

8.

Review status change to Open/Approved

9.

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

Authorization

Work that is planned

Work that is not planned or work planned out in detail at


a later date

Exactly when work should occur is known

Exactly when work will occur is not known

Specifically who will be doing the work is known

Who might be doing the work is generally known

For how long the work will be scheduled is known

Cannot schedule for a specific amount of time

Displays on a resources profile; therefore, availability is


easily visible

Will not display on a resources profile; therefore, easy


to overextend a resource without visible indication of
remaining availability

Start and finish dates are required

Date range not required

Increases a schedules maturity and reduces risk

Leaves a project open to greater risk, less control

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Allocation

Authorization

Access to resources to whom a user has grants, but the


resource must be in the current filter.

The PlanView administrator defines access to resource


names by setting a global option. The choices include
providing access to

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.

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

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

Resource assignments made at any level

Resources and resource managers receive a


notification when new allocations are made

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.

Create or open a filter containing the work and resources to be reviewed.

2.

Click the Gantt button or choosing Gantt from the View menu within Manage Work.

3.

Select the Combined Gantt/Profile. Set the scale and the start date as appropriate. The Gantt/Profile View
displays.

4.

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.

Review the daily allocation availability for each resource by selecting the
procedure for information on customizing this view).

6.

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.

From the Combined View, double-click the Profile portion (bottom half) of the view.

2.

Click the Profile Text tab.

3.

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.

4.

Click the arrows that point to the Items to Display column.

5.

Select the Set as default option if this selection should be used as the default each time the Profile view is
accessed.

6.

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

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.

Schedule from the Gantt windows main menu.

2.

Select the Run Resource Schedule option.

3.

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.

4.

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.

5.

Click OK when finished.

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

Description

Priority

Schedules work with the highest internal priority before lower priority work

Float

Schedules work with the least amount of float will be scheduled first

Schedule Maturity

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

Description

Ignore Resource
Availability

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.

Use Resource Overload

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.

Reshape Assignment to
Match Resource
Availability

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.

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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.

Minimize the Gantt View.

2.

Select Work from the menu bar.

3.

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.

Click Resources.

Dashboard or any other secondary tab except for Financial Management.

2.

On the main menu, click Action Links

3.

Take one of the following actions to specify the resource you want to update:

Administer Resources.

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

Description

Calendar

The calendar assigned to the resource that is used by the scheduling


engine.

Time and Billing Calendar

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

Hours per Week

Enter the number of hours that a resource is expected to work in a normal work week

Reimburse Currency

Select the currency in which the resources reimbursed expenses should be


calculated.

Use Time Log

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.

5.

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After making your changes, click OK to return to the Review Resource screen.

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.

Click Resources

Planning to display the Resources Attributes portlet.

2.

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.

3.

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.

Select the attribute values that you want displayed in the portlet.

5.

Click OK.

Reviewing the Resource Attributes Portlet


To Review Resource Attributes

1.

If necessary, open the Resource portfolio that includes the resources you want to review. For details, see the
Opening Portfolios section.

2.

Click Resources

Planning to display the Resources Attributes portlet.

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3.

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.

4.

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.

2.

Click HomeView

Time and Billing.

Click Resources

Time and Billing.

OR

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.

Click the work item to review all time reported to that work item by a resource.

5.

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.

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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.

next to the relevant option

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.

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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.

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.

Display the data broken down by resource by clicking Resources.

3.

If you want to view the breakdown of a resources hours, click the link for the effort (shown in hours).

4.

If desired, change the Timescale, Units, or Work Displayed. To do so, click


and then make a selection from the menu that appears.

next to the relevant option

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.

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).

6.

If you want to view the work to which the resource is scheduled, click the resources name. PlanView
displays the Approved Work Schedule.

7.

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

Description

Graphical Summary by Resource

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.).

309

View

Description

Numerical Summary by Resource

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.

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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.

Create or open a filter that includes the work and resources to be managed.

2.

Open the Enter and Edit Work view within Manage Work for the project.

3.

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.

6.

Once the resource name is selected, the Assign Resources screen displays again.

311

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

Description

Actual Effort

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 %

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The maximum amount the resource may be overloaded on the work

Field

Description

User ID

The ID of the user who created this allocation

Requirement

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.

Allocate the appropriate resources.

9.

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

Description

Requirement

Activates the Find Qualified Resources screen for a Requirement

Allocation Profile

Displays how a resource is allocated to work

Add Item

Ability to add another resource to the work

Display Structure Hierarchy

Displays where the resource exists in the organizations hierarchy

Delete

Removes an allocation

Allocation Detail

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.

313

To Edit an Allocation Profile

1.

From the Assign Resources screen, right-click the resource name and select Allocation Profile from the popup menu.

2.

Enter the Start and Finish date for when each segment of the work should be performed by the resource.

3.

Specify the amount of effort (or percentage of the duration) to be completed during each time frame.

4.

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.

5.

Click OK.

Requesting Allocations
To Request Allocations for Read-Only Resources

1.

Open Manage Work. (Work

2.

Create a filter that includes the resources for which a RO grant exists.

3.

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.

4.

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.

Dashboard

Action Links

Manage Work).

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.

Enter schedule dates, duration, percentage, and/or effort, as necessary.

6.

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.

314

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.

Open Manage Work. (Work

2.

Create a filter that includes all necessary resources and the work which the tolerance will modify.

3.

Open the Enter and Edit Work view within Manage Work at the project level.

4.

Right-click the work item and select Resources and then Assign Resources from the pop-up menu.

5.

Select the Allocate tab and right-click the resource name.

6.

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.

Dashboard

Action Links

Manage Work).

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.

Click Resources and then any secondary tab.

2.

On the main menu, click Action Links

Manage Assignments

On the main menu, click Action Links

Manage Standard Work.

3.

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.

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.

next to the relevant option

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.

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).

6.

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.

7.

Click Numerical Work Schedule, to display the work as numerical data.

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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.

Click Resources and then any secondary tab.

2.

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.

Display the Graphical Profile Summary portlet by clicking Resources

Utilization.

2.

In the portlet, click Resources. The Resource Summary screen appears.

3.

Click the name of the resource for which you want to obtain details. PlanView displays the Approved Work
Schedule screen.

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 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.

Click Resources

Utilization.

2.

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.

Click next to the desired work item and select Allocation Status. PlanView displays the Reported Time
screen for the work item.

4.

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.

Click Resources

Utilization.

2.

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.

To restrict the display to requested allocations only, click


Requested from the menu that appears.

4.

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.).

next to Work Displayed. Then select

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.

Click Allocation Detail for further information about the allocation.

6.

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.

319

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.

2.

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.

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.

320

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.

Perform the search for qualified resources. The Results screen displays the resource names that meet the
criteria:

2.

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.

3.

Click Add to Allocations. The Assign Resources screen displays.

4.

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.

Click OK.

6.

Repeat the process for additional allocation assignments as necessary.

321

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.

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.

2.

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.

Open the Assign Resources screen.

2.

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.

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.

3.

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

Description

Title

Description of the selected work

Work ID

ID associated with the project of the selected work

Sequence ID

Internal structure code for the selected work

Description

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

Start

Scheduled start date for the work

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Field

Description

Finish

Scheduled finish date for the work

Actual

Actual effort reported to the work

Remaining

Remaining effort for the work

Total

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.

Open Manage Work: (Work

2.

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

Dashboard

Action Links

Manage Work).

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.

Click the magnifying glass for a list of resources. A list of resources to which the user has R/W access
displays.

5.

Highlight the names of the resources being authorized to the work. Use the CTRL key to select multiple
resources.

6.

Click OK when finished selecting resources. The Assign Resources screen displays with the authorized
resources listed.

7.

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.

Click Resources.

2.

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.

Click Resources.

2.

On the main menu, click Action Links

Manage Standard Work.

The Summary Standard Activity Profile screen appears.


3.

Click Create Standard Activity Assignment. The Create Standard Activity screen appears.

4.

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.

Click Select a Standard Activity and then choose a standard activity in the screen that appears.

6.

Select the Type (Fixed or Percentage) of standard activity.

7.

Enter a Start Date and Finish Date to indicate when this resource will be assigned to the standard activity.

8.

If necessary, add a Remark.

9.

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.

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To Review Standard Activities for a Resource

1.

Click Resources.

2.

On the main menu, click Action Links

Manage Standard Work.

The Summary Standard Activity Profile screen appears.


3.

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.

4.

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.

Click Resources

2.

On the Resource Utilization portlet, move the cursor to

3.

Click Edit on the shortcut menu that appears. The portlets configuration screen appears.

4.

In Show Top Rows, specify the maximum number of resources you want PlanView to display in the portlet.

5.

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.

6.

Enter the Threshold percentages for the appropriate indicators:

7.

Utilization.

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.

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.

Click Resources

Utilization.

2.

On the Overloaded Resources portlet, move the cursor to

3.

Click Edit on the shortcut menu that appears. The portlets configuration screen appears.

4.

In Show Top Rows, specify the maximum number of resources you want PlanView to display in the portlet.

5.

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%.

7.

Click OK.

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.

Click Resources

Utilization.

2.

On the Free Capacity portlet, move the cursor to

3.

Click Edit on the shortcut menu that appears. The portlets configuration screen appears.

4.

In Show Top Rows, specify the maximum number of resources you want PlanView to display in the portlet.

5.

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%.

7.

Click OK.

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.

Click Resources

Utilization.

2.

In the Free Capacity portlet, click the magnifying glass icon


that match those of the resource is displayed.

3.

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

next to the resource. A list of requirements

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.

Click Resources

Planning.

2.

On the Unfilled Requirements portlet, move the cursor to

3.

Click Edit on the shortcut menu that appears. The Change Unfilled Requirements Portlet screen appears.

4.

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.

Click Resources

Planning.

2.

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.

Review the details of the requirement.

4.

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.

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To Fill a Requirement

1.

Click Resources

Planning.

2.

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.

3.

Click a resource name to review individual resource profiles. The list displays all resources for which you
can approve requests.

4.

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.

5.

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.

6.

Enter Remarks to explain or clarify the assignment if necessary.

7.

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.

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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.

Click Resources.

2.

If necessary, open the Resource portfolio that includes the resources you want to substitute. For details, see
the Opening Portfolios section.

3.

On the main menu, click Action Links


from Portal screen.

4.

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.

Substitute Resources. PlanView displays the Choose a Resource

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.

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If necessary, view the details of each assignment by clicking the description of the work item.

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.

7.

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.

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.

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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

Reservation

Will not decrement from resources availability

Will decrement from resources availability

Will not allow users with RO access to a resource to


allocate the resource

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 exist without a reservation

Can create without a requirement, from the Reservation


tab of the Assign Resources screen

Used for forecasting and for sharing resources in a


matrix environment

Used for soft booking and sharing resources in a nonmatrix environment

Will not automatically deduct allocated hours from the


requested hours in a requirement. User must select to
do so

Will automatically deduct allocated hours from the


requested hours in a reserve

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.

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.

2.

Open Manage Work: (Work

3.

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.

Dashboard

Action Links

Manage Work).

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.

Open Manage Work: (Work

2.

From the Enter and Edit Work view within Manage Work, focus on the work for which a requirement has
been defined.

3.

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.

Dashboard

Action Links

Manage Work).

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4.

5.

Ensure that the correct requirement is active in the screen. The following table describes each parameter.
Parameter

Description

Critical

Mark criteria as preferred but not required by de-selecting the Critical option.

Availability

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.

Strict Proficiency

Consider lowering the required proficiency for the resource attribute.

Allow Overload

Allow the resources to be over-allocated a certain percentage of time.

Expand Search

Include resources beyond those in the current filter.

Availability Mode

Ensure that the availability mode is set to Variable rather than Even.

Set the parameters appropriately.


For this work, if...

then...

no requirements are defined

requirement fields are disabled.

only one requirement is


defined

all fields will be populated with the appropriate information.

multiple requirements are


defined

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.

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.

2.

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.

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.

4.

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.

Enter a Name.

6.

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.

8.

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).

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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.

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.

2.

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

Indicates a strategic entitys status.

Lifecycle Stage

Indicates where a given strategic entity is in its lifecycle.

Strategic Approval

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.

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.

2.

On the main menu, click Action Links

3.

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.

Review Strategy.

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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.

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.

2.

On the main menu, click Action Links

3.

In the Description field of the Review Strategy screen that PlanView displays, click the link or
the strategic entity you want to update.

Review Strategy.
button of

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.

Click Delete.

5.

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.

Click the Strategy tab. If necessary, open the Strategic portfolio that includes the appropriate strategic entity.
For details, see the Opening Portfolios section.

2.

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.

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.

2.

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.

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Click Actions

Enter/Edit Financial Plan.

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.

Click Strategy. If necessary, open the strategic entitys Strategic portfolio. For details, see the Opening
Portfolios section.

2.

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.

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.

2.

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 Financial Management icon

4.

Click Actions

of the project from which you want to load financial data.

Reload Work Financials.

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.

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.

2.

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

Description

Strategic Planning Structure

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.

Finish

Indicates the strategic entitys committed finish date if it exists. Otherwise, this field
indicates the strategic entitys planned finish date.

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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

Target

Work
Schedule/Actual

Description
Start

Indicates the strategic entitys committed start date if it exists.


Otherwise, this field indicates the strategic entitys planned start
date.

Finish

Indicates the strategic entitys committed finish date if it exists.


Otherwise, this field indicates the strategic entitys planned finish
date.

Duration

Indicates the difference between the Committed/Planned Start


and Committed/Planned Finish dates.

Start

Indicates the strategic entitys target start date.

Finish

Indicates the strategic entitys target finish date.

Finish Variance

Indicates the difference between the Target Finish date and the
Committed/Planned Finish date.

Duration

Indicates the difference between the Target Start and Target


Finish dates.

Start

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.

Duration

Indicates the difference between the Work Schedule/Actual Start


and Work Schedule/Actual Finish dates.

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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

Description

Target

Indicates the milestones target date.

Committed/Planned

Indicates the milestones committed date if it exists. Otherwise, this field indicates the
milestones planned date.

Target Variance

Indicates the difference between the milestones Target date and the milestones
Committed/Planned date.

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.

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.

2.

From the main menu, click Action Links

3.

In the Review Strategy screen that appears, click the Schedule Detail icon
for which you are updating scheduling data.

4.

Click Refresh Work Schedule/Actual Dates to refresh the dates.

Review Strategy.

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.

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.

2.

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.

Click Create Milestone.

5.

In the Create Milestone screen that appears, enter a Description.

6.

Enter a Target Date by clicking Error! Hyperlink reference not valid. and then selecting a date in the
screen that appears.

7.

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.

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.

2.

On the main menu, click Action Links

3.

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.

4.

In the Schedule screen that appears, click the link of the milestone you want to update. PlanView displays
the Update Milestone screen.

5.

If necessary, edit the milestones Description.

6.

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.

7.

Click OK.

Review Strategy.

Deleting Strategic Milestones


You may delete strategic milestones.
To Delete Strategic Milestones

1.

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.

2.

On the main menu. click Action Links

3.

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.

4.

In the Milestones section of the screen, click the milestones relevant delete button ( ). PlanView deletes
the milestone.

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Review Strategy.

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.

OR

Click Organization.
2.

If necessary, open the portfolio to which you want to associate work. For details, see the Opening Portfolios
section.

3.

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.

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.

7.

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.

Click OK. PlanView displays the selected projects in the Strategic Planning Structure section.

9.

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.

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in the project's Work

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.

Click Organization. If necessary, open the Organizational portfolio associated with the resources you want
to review. For details, see the Opening Portfolios section.

2.

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

Description

Provides a hierarchical view of a portfolios Organizational Breakdown Structure.

Capacity

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.

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.

2.

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

Organizational 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.

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 divided by your organizations


deliverables and objectives. The plan spans across
organizational boundaries and so is not based on
divisions, departments, etc.

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 planned


investments and actual investments it takes to meet
your organizations objectives.

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.

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.

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.

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.

Click Organization. If necessary, open the Organizational portfolio associated with the strategy you want to
review. For details, see the Opening Portfolios section.

2.

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.

Click Organization. If necessary, open the Organizational portfolio that includes the project you want to
review. For details, see the Opening Portfolios section.

2.

On the main menu, click Action Links

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Review Work.

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

Indicates a projects status.

Lifecycle Stage

Indicates where a given strategic entity is in its lifecycle.

Strategic Approval

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.

Start

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.

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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

Description

Pending

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.

Analyze

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.

Accept

Indicates the investment opportunity has gone through the investment analysis process, and your
organization has chosen to proceed with the investment.

Conditional

Indicates the investment has gone through the investment analysis process and been accepted
under certain scheduling conditions.

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Status

Description

Refuse

Indicates the investment opportunity has gone through the investment analysis process, and your
organization has chosen not to accept it.

Resubmit

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.

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).

If Lifecycles are enabled

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.

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.

OR

Click Organization.
2.

If necessary, open the portfolio in which you want to create the scenario. For details, see the Opening
Portfolios section.

3.

On the main menu, click Scenario

4.

In the Scenario Detail screen that appears, click Scenario

Review Scenarios.
Create New.

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.

Option

Description

Description

Enter a descriptive title for the scenario.

Active Plan

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.

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

Select this check box to lock the scenario, or clear the check box to unlock the scenario.

Discount Rate

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.

Click Strategy.

2.

If necessary, switch to the scenario you want to copy. For details, see the Changing Scenarios section.

3.

On the main menu, click Scenario

4.

In the Review Scenario screen that appears, click Scenario

Review Scenario.
Copy.

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.

Option

Description

Description

Enter a descriptive title for the scenario.

Active Plan

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.

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

Description

Discount Rate

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.

Target Financial Plan Source

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 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

6.

Defines which financial version to load for investment data. The financial model
is defined in the investment model.

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.

OR

Click Organization.
2.

From the main menu, click Scenario

3.

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.

Maintain Scenarios.

If a scenario is locked, that scenarios entry includes the lock icon ( ).


4.

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Click Delete.

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.

OR

Click Organization.
2.

If necessary, open the Strategic or Organizational portfolio in which you want to define measurements. For
details, see the Opening Portfolios section.

3.

On the main menu, click Scenario

4.

In the Scenario Detail screen that appears, click Portfolio Measurements.

Review Scenario.

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.

Specify the Weight that each Scoring Attribute will have in priority calculations.

6.

If desired, enter any Notes in the spaces provided.

7.

Click OK.

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Changing Scenarios
You may quickly change from one scenario to another.
To Change Scenarios

1.

Click Strategy.

OR

Click Organization.
2.

On the main menu, click Scenario

3.

Select the scenario to which you want to switch.

Change Scenario.

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.

OR

Click Organization.
2.

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On the main menu, click Scenario


to the following figure.

Review Scenario. PlanView displays a Scenario Detail screen similar

The following table describes the items available on the Scenario Detail screens toolbar.
Item

Description

Scenario

This drop-down menus commands let you change scenarios, or copy, create, edit,
lock, unlock, promote, or update a scenario.

Portfolio Measurements

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.

Define Targets

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.

Investment Decisions

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.

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

Description

Name

This drop-down menus commands let you change scenarios, or copy, create, edit,
lock, unlock, promote, or update a scenario.

Active Plan

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

Indicates whether the scenario is locked or unlocked.

Planning Horizon Start

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.

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Field

Description

Planning Horizon Finish

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

Indicates when the scenario was created.

Last Updated

Indicates the last time the scenario was updated.

Last Promoted

Indicates the last time the scenario was promoted.

Historical

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

Description

Target

Shows the capacity for a given measurement or metric.

Committed/Accepted

Shows the total for the given measurement or metric of all investments with a status of
Accepted or Conditional.

Difference

Shows the variance between the Target and Committed/Accepted columns.

Analysis

Shows the total for the given measurement or metric of all investments with a status of
Analyze.

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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.

OR

Click Organization.
2.

If necessary, open the portfolio associated with the scenarios you want to compare. For details, see the
Opening Portfolios section.

3.

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.

If you want to add another scenario to the screen, click Add Scenario and select the desired scenario.

5.

If you want to remove a scenario from the screen, click Remove Scenario and select the scenario you want to
remove.

6.

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.

7.

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.

OR

Click Organization.
2.

If necessary, open the portfolio associated with the scenarios you want to compare. For details, see the
Opening Portfolios section.

3.

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

Description

Attributes by Scenario

Compares the attribute scores for the accepted investments in each scenario.

Measurements by Scenario

Compares the measurement totals for the accepted investments in each scenario

Scenario Valuation

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.

Click Organization

OR

Scenarios.

2.

If necessary, open the portfolio for which you want to configure the portlet. For details, see the Opening
Portfolios section.

3.

On the portlet you want to configure, move the cursor to

4.

Click Edit on the shortcut menu that appears. PlanView displays the portlets configuration screen.

5.

Select the attributes, scenarios, and measurements you want PlanView to display data for in the portlet.
Clicking Use default selects the portlets default options.

6.

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.

7.

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.

OR

Click Organization.
2.

If necessary, open the portfolio associated with the scenario you want to edit. For details, see the Opening
Portfolios section.

3.

On the main menu, click Scenario

4.

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.

Option

Description

Description

Enter a descriptive title for the scenario.

Active Plan

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.

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.

Discount Rate

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.

Target Financial Plan


Source

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 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

6.

Defines which financial version to load for investment data. (The


financial model is defined in the investment model.)

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.

OR

Click Organization.
2.

If necessary, open the portfolio associated with the scenario you want to update. For details, see the Opening
Portfolios section

3.

From the main menu, click Scenario Change. In the Change Scenario screen that appears, select the
name of the scenario you want to update.

4.

From the main menu, click Scenario

5.

In the Update Scenario screen that appears, select the appropriate load options. The following table describes
these options.

Update.

Field

Description

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.

Refresh Planned Dates

Overwrites the scenarios investment decisions for the planned start and
finish dates by resetting them to the values in the Master Data.

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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

Projects

Requested dates
The promotion will set the requested dates for all investments with a status of
Accepted or Conditional.

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.

OR

Click Organization.
2.

If necessary, open the portfolio associated with the scenario you want to promote. For details, see the
Opening Portfolios section.

3.

On the main menu, click Scenario

4.

In the Scenario Detail screens toolbar, click Scenario


screen similar to the following figure.

Review Scenario. PlanView displays the Scenario Detail screen.


Promote. PlanView displays a Promote Scenario

The following table describes the Promote Scenario screens options.


Option

Description

Mark As Active Plan

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.

Select the Mark as Baseline and Lock Scenario check boxes if they are not currently selected.

6.

Set other options as appropriate.

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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.

OR

Click Organization.
2.

If necessary, open the portfolio associated with the scenarios you want to maintain. For details, see the
Opening Portfolios section.

3.

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

Description

Scenario

Lists the scenarios within the current portfolio. Clicking a scenarios link in this field displays the
Scenario Detail screen.

Active Plan

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

Indicates if this scenario was created to capture Enterprise history. This is done by your PVA.

Locked

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

Indicates the date the scenario was created and identifies which user created it.

Last Updated

Indicates the date the scenario was last updated and identifies which user updated it.

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4.

Perform the desired tasks as discussed in the following table.

To

Do This

Compare scenarios

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.

Delete a scenario

Select the check boxes of the scenarios you want to delete and click
Delete.

Display contact information of the user


who created, updated, or promoted a
scenario

Click the user name link of the person you want to contact.

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.

OR

Click Organization.
2.

On the main menu, click Scenario

3.

In the Scenario Detail screen that appears, click Scenario.

4.

Select the appropriate command (Lock or Unlock) from the menu that appears.

Review Scenario.

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.

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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.

OR

Click Organization.
2.

Click Scenario

3.

Click Define Targets in the Scenario Detail screens toolbar.

Review Scenario to open the Scenario Detail screen.

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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.

For each measurement you want to set, specify targets by time period.

5.

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.

OR

Click Organization.
2.

Click Scenario

3.

Click Portfolio Measurements in the Scenario Detail screens toolbar.

Review Scenario to open the Scenario Detail screen.

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.

OR

Click Organization.
2.

Click Scenario

3.

In the Scenario Detail screen that appears, click Scenario

Review Scenario.
Edit.

OR

In the up Scenario Detail screens Basics section, click update (available for unlocked scenarios).
4.

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.

5.

After PlanView returns to the Edit Scenario screen, click OK.

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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.

Click Load Targets.

8.

Review the loaded targets and adjust, as necessary.

9.

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.

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To Display a List of Investments in Analysis

1.

If necessary, open the Strategic or Organizational portfolio that includes the investments you want to review.
For details, see the Opening Portfolios section.

2.

Click Strategy.

OR

Click Organization.
3.

Click Schedule.

OR

Click Analysis.
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.

If you want to display the Investment Detail screen for a particular investment, click the appropriate link in
the Investment column.

5.

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.

If necessary, open the Strategic or Organizational portfolio for which you want to configure the portlet. For
details, see the Opening Portfolios section.

2.

Click Strategy.

OR

Click Organization.
3.

Click Schedule.

OR

Click Analysis.
4.

In the portlet you want to configure, click

. Then select Edit from the menu that appears.

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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

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.

. You may remove all

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.

In Show Top Rows, specify the maximum number of investments you want PlanView to display in the
portlet.

8.

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.

If necessary, open the Strategic or Organizational portfolio that includes the investments you want to review.
For details, see the Opening Portfolios section.

2.

Click Strategy.

OR

Click Organization.
3.

Click Schedule.
Click Analysis.

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OR

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.

If you want to display the Investment Detail screen for a particular investment, click the appropriate link in
the Investment column.

5.

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.

If necessary, open the Strategic or Organizational portfolio for which you want to configure the portlet. For
details, see the Opening Portfolios section.

2.

Click Strategy.

OR

Click Organization.
3.

Click Schedule.

OR

Click Analysis.
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

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.

. You may remove all

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.

In Show Top Rows, specify the maximum number of investments you want PlanView to display in the
portlet.

8.

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.

If necessary, open the Strategic or Organizational portfolio that includes the investments you want to review.
For details, see the Opening Portfolios section.

2.

Click Strategy.

OR

Click Organization.
3.

Click Schedule.

OR

Click Analysis.
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.

If necessary, open the Strategic or Organizational portfolio that includes the investments you want to review.
For details, see the Opening Portfolios section.

2.

Click Strategy.

OR

Click Organization.
3.

Click Schedule.

OR

Click Analysis.
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.

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To Display Investment Details

1.

Click Strategy

Analysis.

Click Organization

OR

Analysis.

2.

If necessary, open the portfolio in which you want to review investments. For details, see the Opening
Portfolios section.

3.

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

Description

Planning

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.

Measurements

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.

Attributes

Displays the values of the investments attributes. The score value of any
attributes that PlanView scores are displayed in parenthesis.

Master Data Detail Screen

Displays a link to the Master Data of the investments strategic entity or work item.

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.

Click Organization

OR

Analysis.

2.

If necessary, open the portfolio in which you want to review investments. For details, see the Opening
Portfolios section.

3.

In the Portfolio Measurements portlet that PlanView displays, click Rank Investments.

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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.

If you want to break down the data into a different time interval, select the desired Time Scale (Month,
Quarter, or Year).

6.

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.

If necessary, open the portfolio in which you want to reload investments. For details, see the Opening
Portfolios section.

3.

In the Portfolio Measurements portlet that PlanView displays, click Rank Investments.

4.

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.

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In the Investment Detail screen that appears, click Reload Investment.

6.

Specify what data you want to reload by selecting the appropriate check boxes. The following table describes
the refresh options.

Field

Description

Refresh Status and Priority

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.

Refresh Planned Dates

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.

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.

Click Organization

OR

Analysis.

2.

If necessary, open the Strategic or Organizational portfolio in which you want to change an investments
status. For details, see the Opening Portfolios section.

3.

In the Portfolio Measurements portlet, take one of the following actions.

4.

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

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.

Click Organization

OR

Analysis.

2.

If necessary, open the Strategic or Organizational portfolio in which you want to rank investments. For
details, see the Opening Portfolios section.

3.

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.

5.

If necessary, click the link for the number next to a sort criterion to change its place in the sort order (the sort
rank).

6.

After you have modeled a set of decisions, click Calculate to evaluate the impact of your proposed changes.

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

Description

Scenario

This drop-down menus commands let you change scenarios, or copy, create, edit, lock,
unlock, promote, or update a scenario.

Change View

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.

Investment Priority
Matrix

Displays the Investment Priority Matrix in a separate window, which lets you review multiple
dimensions of data simultaneously.

Configure Display

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.

Calculate

Clicking this button recalculates the scenario summary section displayed at the top of the
screen. The recalculation is based on changes to investment status.

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The following table provides a description of each section of the Rank Investments screen.
Section

Description

Measurement
Targets

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

Lists all of the current scenarios investments with an investment status of Accepted or
Conditional.

Investments in
Analysis

Shows all of the current scenarios investments with investment status of Analyze.

Refused Investments

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

Description

Status

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.

If necessary, open the Strategy portfolio that includes the investments you want to review. For details, see
the Opening Portfolios section.

2.

Click Strategy

Dashboard.

Click Organization

OR

Dashboard.

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.

Click Organization

OR

Analysis.

2.

If necessary, open the Strategic or Organizational portfolio in which you want to manage capacity. For
details, see the Opening Portfolios section.

3.

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.

5.

If necessary, click

6.

If you want to display the profile of a specific measurement, click that measurements link.

next to a measurements link to expand the display for that measurement.

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

Description

Scenario

This drop-down menus commands let you change scenarios, or copy, create, edit, lock,
unlock, promote, or update a scenario.

Change View

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).

Measurement

This drop-down menus commands lets you focus on a specific measurement.

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Item

Description

Investment Priority
Matrix

Displays the Investment Priority Matrix in a separate window. The matrix lets you review
multiple dimensions of data simultaneously.

Calculate

Recalculates the investment decisions and refreshes the measurements figures.

The following table provides a description of each section of the Measurement Profile screen.
Section

Description

Selected
Measurement

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.

Accepted
Investments

Lists all of the current scenarios investments with an investment status of Accepted and
Conditional.

Investments in
Analysis

Shows all of the current scenarios investments with an investment status of Analyze.

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

Description

Status

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

Description

Time Periods

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

OR

If you want to review schedules of investments in an Organizational portfolio, click Organization.


2.

If necessary, open the portfolio in which you want to review schedule investments. For details, see the
Opening Portfolios section.

3.

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.

4.

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Color

Description

Red

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.

Green

Indicates planned dates fall within defined target dates.

Gray

Indicates committed dates that cannot be changed.

Click Schedule Investments.

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

Description

Scenario

This drop-down menus commands let you change scenarios, or copy, create, edit, lock,
unlock, promote, or update a scenario.

Change View

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).

Measurement

This drop-down menus commands let you focus the top section of the screen on a specific
measurement.

Investment Priority
Matrix

Displays the Investment Priority Matrix in a separate window. The matrix lets you review
multiple dimensions of data simultaneously.

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Item

Description

Calculate

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

Description

Selected
Measurement

Identifies the measurement (such as Capital for which data is being displayed.

Accepted
Investments

Lists all of the current scenarios investments with an investment status of Accepted. Or
Conditional.

Investments in
Analysis

Shows all of the current scenarios investments with an investment status of Analyze.

Refused Investments

Shows all of the current scenarios investments with an investment status of Refuse.

Clicking a measurement displays the Define Targets screen, which lets you specify the
targets for any time-phased measurement.

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

Description

Status

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

Description

Time Periods

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.

Open the Schedule Investments screen as discussed in the Reviewing Investment Schedules section.

2.

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.

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4.

Update any other fields as appropriate.

5.

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

Description

Tactic

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

Indicates the milestones planned date.

Target

Indicates the milestones target date.

Target Variance

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.

Baseline Variance

Shows the variance between planned and baseline dates.

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2.

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.

3.

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.

Click Strategy

2.

On the Milestones portlet, move the cursor to


configuration screen appears.

3.

In Show Top Rows, specify the maximum number of milestones you want PlanView to display in the
portlet.

4.

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.

5.

Specify which milestones you want PlanView to list in the portlet.

6.

Schedule.

. Click Edit on the shortcut menu that appears. The portlets

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.

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.

If necessary, open the Strategic or Organizational portfolio that includes the information you want to review.
For details, see the Opening Portfolios section.

2.

Click Strategy.

OR

Click Organization.
3.

Click Dashboard.

OR

Click Schedule.

OR

Click Analysis.
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.

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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.

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.

If necessary, open the Strategic or Organizational portfolio for which you want to configure the portlet. For
details, see the Opening Portfolios section.

2.

Click Strategy.

OR

Click Organization.
3.

Click Dashboard.

OR

Click Schedule.

OR

Click Analysis.
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.

Select the attributes, status, and values you want PlanView to display data for in the portlet. Clicking Use
default selects the portlets default options.

6.

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.

7.

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.

If necessary, open the Strategic or Organizational portfolio that includes the information you want to
evaluate. For details, see the Opening Portfolios section.

2.

Click Strategy.

OR

Click Organization.
3.

Click Dashboard.

OR

Click Schedule.

OR

Click Analysis.
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.

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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.

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.

If necessary, open the Strategic or Organizational portfolio for which you want to configure the portlet. For
details, see the Opening Portfolios section.

2.

Click Strategy.

OR

Click Organization.
3.

Click Dashboard.

OR

Click Schedule.

OR

Click Analysis.
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.

Select the attributes, status, and values you want PlanView to display data for in the portlet. Clicking Use
default selects the portlets default options.

6.

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.

7.

Click OK.

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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.

OR

Click Organization.
2.

If necessary, open the portfolio that includes the investments you want to review. For details, see the
Opening Portfolios section.

3.

On the main menu, click Scenario

4.

In the Scenario Detail screen that appears, click Investment Decisions.

Review Scenario.

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.

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If you want to view details of an investment, click the appropriate link.

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,

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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.

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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.

Click Assets

2.

Click Select Parent. In the Data Picker that appears, select the Asset structure. Location in which you want to
add the asset.

Dashboard

Action Links

Add Asset.

PlanView displays an Add Asset screen similar to the following figure.

3.

Enter a Description and a unique, numeric ID for the asset.

4.

Enter the assets Manufacturer and Model.

5.

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.

Select the appropriate Asset Type to specify whether the asset is an Application, Other Software, Server,
or Other Hardware.

7.

Select the appropriate Classification Type to specify whether the asset is to be classified as Internal,
Customer Facing, or Batch.

8.

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.

If necessary, open an Asset portfolio that includes the asset you want to allocate. For details, see the Opening
Portfolios section.

2.

Click Assets
screen.

3.

Click the Asset Description link or


click Asset Detail.

4.

In the Work Financially Impacting this Asset section of the Asset Detail screen that appears, click Update.

Dashboard

Action Links

Review Assets. PlanView displays the Review Asset

button for the asset you want to allocate. In the menu that appears,

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.

Under The Work Items listed below financially impact the current Asset, click Add Allocation.

6.

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.

7.

Open the work items Work Detail screen by clicking the items link under The Work Items listed below
financially impact the current Asset.

8.

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.

Enter a Description and a unique, numeric ID for the asset.

3.

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.

Select the services Status (such as, Requested, Requirement, Acquisition, Approved, In Service,
Denied, Deferred, Cancelled, Evaluate, Retired, or Decommissioned).

6.

Select the appropriate Service Type (such as, Business Service or IT Service).

7.

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.

If the screen includes fields relevant to a PVA-configured screen, enter data for those fields. For details, see
your PVA.

9.

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 des