Planning view in portfolio workbench

You can view all the demands and projects lined up for the selected fiscal year with their planned cost, resource requirements, and priorities to finalize them for execution.

These sections are presented:

Demands and projects

The demands and projects are presented in two different tabs:

  • Bubble Chart tab: All qualified or approved demands lined up for the selected fiscal year are shown in the bubble chart. The demands are scored based on attributes such as planned cost, ROI, and risk and are presented in bubble chart format.

    The demands that are selected for execution are shown highlighted with a blue boarder, for example, ().

    The number of selected demands against the total number of demands are displayed as a counter at the top, for example, ().

    Note: There can be demands which are converted to projects and the projects are in Work in Progress state. Such demands are not shown in the bubble chart. The user can view these demands as projects in the Timeline View.
  • Timeline View tab: Shows a list of all the demands and projects that are part of the portfolio. It also shows a Gantt chart of all the projects, demands, and programs in the portfolio over time.

    All demands which have been selected for execution on the bubble chart are shown as selected in the timeline view.

    A portfolio manager can perform the following actions:

    • Configure the colors of the portfolio items in Gantt chart with Dashboard Configuration settings.
    • Select the zoom level in Gantt chart calender to Auto Fit. The Gantt view fits in one page to view entire timeline in one go without using the scrollbar.
    • Select or deselect a demand or a project for execution using check box next to each project and demand. The number of selected demands against the total number of demands, and the number of selected projects against the total number of projects are displayed as respective counters. For example, () and ().
    • Rank demands and projects based on score, currency/ numeric attributes, or manual adjustment. Ranks help in prioritizing demands and projects for their approval and execution within a portfolio.

      By default, the Rank By Score list ranks demands and projects based on system generated scores. The list provides two other options:

      • Rank By Visual Sort: If you want to rank projects and demands based on any currency or number attribute, such as ROI, Priority, and Planned Cost, you must first sort by the required attribute and perform this action to rank by that attribute.
      • Adjust Rank: If there are gaps in ranks (for example, if some projects are moved to the next fiscal year or are canceled), you can perform this action to rearrange the projects. For example, if the ranks are 1, 2, 5, 8, this action adjusts the ranks as 1, 2, 3, and 4.
      Portfolio managers can also change a rank by editing the Rank field. When the rank of a project/demand is changed, the other ranks are automatically adjusted. For example, if a number 2 ranked project is ranked as 4, number 3 ranked project automatically assumes rank 2, and number 4 ranked project automatically assumes rank 3.
      Note: Rank of an entity is specific to a fiscal year. A project can be ranked as number 3 in FY17, but can be ranked as number 6 in FY18.
    Note:
    • Key milestones appear as overlays on top of the project timeline.
    • Admin can customize which columns appear in the column filter list () in the timeline view.

Charts

The charts are presented to represent different aspects of a portfolio to help you plan the portfolio:

  • Cost (Planned vs. Target): It displays the planned costs versus the targets that you entered in the Set Target step. Use this chart when you select projects and demands for portfolio planning.

    As you select a demand or a project, the cost bar starts filling up representing the total planned cost for all selected demands and projects. If the total planned cost of all selected demands and projects is more than the target budget, then the exception icon () is shown with the total planned cost.

    In this widget, the portfolio manager can:
    • select a fiscal period in the choice list.
    • select to view the planned cost only for Capex, or, Opex, or All.
  • Resource Overview and % Utilization: Use the charts when you select projects and demands for portfolio planning.
    • Resource Overview tab: The tab shows following items in the stacked bar chart. Point to any of the sections on the bar chart to view its details.
      • Capacity: The total capacity of all groups/resources requested by selected demands and projects in the portfolio.
      • Requested hours: The total number of hours requested by all selected demands and projects of the portfolio. It does not include requested hours by demands/projects of other portfolios.
      • Confirmed hours: The number of hours confirmed across all portfolios for the groups requested by selected demands and projects.
      • Allocated hours: The number of hours allocated across all portfolios for the groups requested by selected demands and projects.

      You can modify the settings of the chart by selecting any of the following options:

      • Hours: Displays the chart in terms of hours and fiscal periods.
      • FTE: Displays the chart in terms of FTE and fiscal periods.
      • Person Days: Displays the chart in terms of person days and fiscal periods.

      Ideally, the total resource hours (for all quarters) must be less than or equal to the total capacity of resources. If total hours are more than the capacity of the resources, then portfolio manager can either defer a few demands/projects or add more resources to increase the capacity.

      Clicking a section of the bar chart that shows allocated or confirmed or requested opens the associated resource plans for the hours.

    • % Utilization tab: The tab shows the heat map for % utilization for all the resources requested by the selected demands and projects in the portfolio. The % utilization for each resource group/role for a group is calculated as follows:

      (Total requested hours by selected demands and projects of current portfolio + Total confirmed and allocated hours for the group by selected demands and projects across all portfolios)/Group capacity

      If % utilization of a group is more than 100%, the portfolio manager can drill down and see requests for demands or projects. The manager can then exclude low priority demand/projects to balance the utilization.

      You can modify the display settings of the heat map by selecting any of the following options:

      • Group: Displays the heat map for the resource groups requested for the portfolio.
      • Role: Displays the heat map for the resource roles requested for the portfolio.

      Clicking any cell in the heat map drills down the associated resource plans and shows where the specific group is being requested. The following is an example:

      The resource plan drill-down from heat map

UI actions

Following options are available at the top in the planning view of portfolio workbench:

  • Refresh icon: Icon () for manually refreshing the cost and resource charts after a demand or a project is selected or deselected for execution.
  • Auto Refresh switch: Clicking the configuration icon () displays the Auto Refresh switch. The switch enables the automatic refresh of cost and resource charts when a demand or a project is selected or deselected for execution.
Figure 1. Planning view example 1
The bubble chart planning view in portfolio workbench
Figure 2. Planning view example 2
The timeline planning view in portfolio workbench