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Portfolio workbench

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Portfolio workbench

The portfolio workbench provides a central location for planning portfolio financials.

With the it_portfolio_manager role assigned to you, you can use the portfolio workbench to view and monitor the progress of the program and the projects and demands that are part of the portfolio. You can also do the financial planning of the portfolio wherein, you can set the targets, select projects and demands, allocate budget, and also revise the allocations.

The portfolio workbench comprises of these components:
  • The header: a gray bar that runs across the top of the portfolio workbench. You can control several settings for the workbench from here.
  • Charts: A visual representation of different aspects of a portfolio that can help you to understand portfolio status and monitor its progress.
  • Timeline view: A list of all the projects and demands that are part of the portfolio and a Gantt chart of all the projects, demands, tasks, portfolios and programs in the portfolios over time. You can configure the colors with Dashboard Configuration settings.
Table 1. The portfolio workbench header
UI option Description
Show all workbenches button Click to view the Portfolio workbench dashboard which displays a list of all the portfolio workbenches.
Change portfolio menu You can:
  • choose a different portfolio from the choice list.
  • create a new portfolio.
  • rename the portfolio by clicking the portfolio name.
Financial Planning switch Click the switch to enable financial planning for the portfolio.
Reset button Click to reset the target value of the portfolio. Resetting overwrites all the updates you have done for the portfolio.

Reset option is available only if you turn the Financial Planning switch on.

FY(year) choice list Select the fiscal year for which you want to view the information.
Note: If there is no fiscal year in the list, then generate a fiscal calendar.
Edit portfolio button Click to edit the portfolio.

Portfolio charts

Table 2. Portfolio workbench charts
Chart Description
Allocated Programs Displays the count of programs for which a project or demand is allocated against the total programs that are part of the portfolio.
Allocated Demands Displays the count of demands allocated against the total demands that are part of the portfolio.
Allocated Projects Displays the count of projects allocated against the total projects that are part of the portfolio.
Cost (Planned vs. Target) Planned costs versus the targets that you entered in the Set Target stage. Use this chart when you select projects and demands.
Cost (Actual vs. Budget) Displays the actual cost against the budget cost.

You can view the information for a specific fiscal year or fiscal period, and by expense type Capex, Opex, or All.

Budget: Total cost of all the projects and demands of the portfolio that are included in the budget plan.

Actual: Sum of all the actual amounts. This number is populated from the expense line.

Use this chart when you review financial planning.

Resources (Allocated vs. Required) Displays the resource hours required versus how many have been allocated to execute the selected projects and demands. Use this chart when you select projects and demands.
Resources (Actual vs. Allocated) Displays the actual resource hours used against the allocated hours.

You can view the information for a specific fiscal period.

Use this chart when you review financial planning.

Risk

Displays the count of risks of the programs, projects, and demands that are part of the portfolio.

The count of A(absolute), H(high), M (moderate), and L (low) risks are displayed. You can click a risk category bar to view the list of the risks in that category. For example, if you click the H bar, all the high risks are displayed.
Issues

Displays the count of issues of the programs and projects that are part of the portfolio.

Displays the count of issues based on the priority. You can click an issue priority bar to view the list of issues for that priority. For example, if you click the 1 bar, all the priority 1 issues are displayed

Portfolio timeline view

Table 3. Portfolio timeline view
Field Description
Name Click the program name to view the list of projects and demands that are part of the program. You can click a project or a demand to view their form details.
Planned Planned cost of the projects and demands.
Note: When performing financial planning, you can do a what-if analysis, by including and excluding projects and demands before allocating the budget.
Budget Funded amount.
Variance The difference in the budgeted cost and the actual cost for a project or a demand in the selected fiscal year.
Opex The operational cost for a project or a demand in the selected fiscal year.
Capex The capital cost for a project or a demand in the selected fiscal year.
Priority Priority of the program, project, and demand. All three can have different priority.
Manager Names of the program manager, project manager, and demand manager.
ROI % ROI for the program, project, and demands.
% Complete The completion percentage of the program, project, and demand.
Planned Hours Sum of all the planned resource hours for a project or a demand in the selected fiscal year.
Planned Resource Cost Resource cost corresponding to the planned hours.
Requested Hours Sum of all the requested resource hours for a project or a demand in the selected fiscal year.
Requested Resource Cost Resource cost corresponding to the requested hours.
Allocated Hours Sum of all the allocated resource hours for a project or a demand in the selected fiscal year.
Allocated Resource Cost Resource cost corresponding to the allocated hours.
Portfolio timeline

The portfolio timeline displays the timeline with key milestones of the program, projects, and demands.

You can hover the cursor on the timeline to view the status, planned start date, planned end date, estimated cost, ROI%, and % completed details.

Note:
  • A demand is included only if the Expected Start and Due Date fields are populated and it is in the approved state.
  • Only key milestones appear on the timeline.
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