Tracking view in portfolio workbench

Once the financial planning is complete, the Track Portfolio option in portfolio workbench is enabled. You can track the progress of demands and projects, and monitor the status of cost, resource, schedule, and scope for the selected fiscal period for the portfolio.

The portfolio workbench comprises of the following components in tracking view:

Timeline View: Shows a list of the selected demands and projects that are part of the portfolio, and a Gantt chart over time.

You can:

  • 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.
Note: Admin can customize which columns appear in the column filter list () in the timeline view.
Project KPI: The tab displays the most recent status of project KPIs such as overall health, schedule, cost, resources, and scope of all the selected projects in the portfolio. This information is populated from the most recent status report created for the projects.

You can:

  • click the name of a project in the tab to open the latest status report created for the project.
  • point to a status indicator for a project KPI to view the comments entered for the KPI for that project.
Cost (Planned vs. Actual): The chart displays the actual costs from all selected projects in the portfolio compared to the planned cost. The actual cost for projects is derived from the expense lines.
Note: An expense line can be created manually for a project when a specific expense is incurred. For example, if hardware is procured for a project, an expense line can be created for the amount spent on procuring the hardware. If you receive an item using ServiceNow Procurement, an expense line is created automatically. For resource hours, the expense lines are created automatically when the time cards for the project are approved.
The display settings for the chart can be modified by selecting any of the following from the choice list:
  • Capex: Displays the cost chart for capital expense only.
  • Opex: Displays the cost chart for operating expense only.
  • All: Displays the cost chart for both capital and operating expenses.
Resource (Allocated vs. Actual): The chart displays the actual resource time spent on all project tasks versus the resource hours allocated to execute the selected projects and demands in the portfolio. The actual time spent is taken from processed time cards for the projects.
Risks, Issues, and Changes: The tabs provide the following information:
  • Risks: Displays risks concerning all the selected demands and projects in portfolio and their probability. This information is populated from the risks that are part of demands and projects associated with the portfolio.
  • Issues: Displays all issues across all selected projects in the portfolio and their priority. This information is populated from the issues that are reported for the projects in a portfolio.
  • Changes: Displays all project change requests across all selected projects in the portfolio and their priority. This information is populated from the change requests created for the projects in a portfolio.
Figure 1. Portfolio tracking timeline view example 1
The timeline tracking view in portfolio workbench
Figure 2. Portfolio tracking KPI view example 2
The project KPI tracking view in portfolio workbench