UMT Portfolio Dashboard™ 3.3 – User Manual
Contents
1. b wilder Optimizer Planne shboard About Help Log Out Preferences Reports Portfolio Selector Name ay Overall Financial Resource Risk A Ena H Hea mH ana Helba H e e CHE Corporate m e GH Advanced Training its sca sz Figure 5 3 The Dashboard Scorecard View This section displays all the existing projects in the selected organization and their corresponding parameters that were selected from the Preferences section The name of each project is shown by default along with any indicators and attributes the user chooses to be viewed e g Project ID Financial etc The indicators status are shown in green yellow or red just as the status tab of the project in the UMT Portfolio Builder module Note If an indicator is greyed out then a value has not been entered for it Please select the desired organization from the Organization Hierarchy drop down menu Portfolios programs and filters can also be selected from the Existing portfolios programs and filters drop down menu The left column contains the following items Item Description eal Organization Click on sign in order to open close the organization folder S Portfolio Click on it to open close the portfolio 5 Program Click on it to open close the program Project Click on it to open the Project Information section UMT Portfolio Dashboard 3 3 User Manual Copyright 2004 Unite2. DASHBOARD Dashboard View REPORTS Reports Description APPENDIX Technical Requirements and Recommendations Software amp System Standards Hardware amp Software Recommendations Network amp Communications Requirements Integration with other Applications INDEX 16 16 19 21 21 24 24 31 31 31 32 35 35 37 UMT Portfolio Dashboard 3 3 User Manual Copyright 2004 United Management Technologies Inc PREFACE a WELCOME About This Book This User Manual contains information about UMT Portfolio Dashboard It is divided into sections and chapters that relate to the core functionality and logical usage of the system The remainder of this section presents the organization of this manual It lists the sections and provides a brief description of chapters included in a section Introduction Chapter 1 Overview briefly explains the core functionality of the UMT Portfolio Dashboard and outlines its key concepts and features It also presents the UMT Project Portfolio Management Methodology Chapter 2 Getting Started details basic navigation through the application Configuring the Dashboard Chapter 3 Settings covers the setup of attributes and indicators that can be used in the UMT Portfolio Dashboard Chapter 4 Preferences covers the method for configuring the UMT Portfolio Dashboard views UMT Portfolio Dashboard 3 3 User Manual 3 Copyright 2004
3. To create a new attribute go to the Settings gt Attribute and Indicator Management gt Attribute Definition for more detail on navigation to attributes please see the UMT Portfolio Builder manual To create a new attribute fill in data in all the requested fields in Figure 3 1 select the attribute type and click Add UMT Portfolio Dashboard 3 3 User Manual 11 Copyright 2004 United Management Technologies Inc Settings U 3 Builder mize lane s d About Help Log Out WM ertto manager lt Settings Attribute and Indicato ings My Scorecard Preferences Reports Attribute List Add Attribute Application usage Attribute Type V Builder Attribute without type xj M Optimizer Attribute Category V Planner Attribute without category v 7 Dashboard Attribute Entity PROJECT v Attribute name Attribute data type LIST text attribute with a predefined list of possible values Mi Attributes instances list Instance name Instance color Instance weight AEE 2 2 Mandatory attribute flag Attribute is mandatory Attribute weight Attribute flags Systemic Info Cost Benefits Resource Schedule Figure 3 1 Attributes Definition Screen There are several Attribute Types that can be defined for projects programs portfolios and applications and used in the UMT Portfolio Dashboard
4. United Management Technologies Inc Dashboard and Reporting Chapter 5 Dashboard covers use and view of the UMT Portfolio Dashboard Chapter 6 Reports covers the use of the Reporting engine for the configuration and saving of custom reports Chapter 7 Appendix describes the technical requirements and recommendations for running the UMT Portfolio Manager UMT Portfolio Dashboard 3 3 User Manual Copyright 2004 United Management Technologies Inc CHAPTER TT 1 OVERVI EW Key Features UMT Portfolio Dashboard is a web based portfolio tracking and reporting tool that highlights and displays information about the organization s programs projects portfolios and or applications in easy to view formats The purpose of this module is to e Display a status tracking view of the organization s programs projects portfolios and or applications e Allow executives to customize and track the data that is most relevant to the organization e Provide a dynamic interface to identify problems in programs projects portfolios and or applications via easy to use stoplight indicators e Provide a dynamic executive reporting engine that allows the output of large amounts of data in an easy digestible format These analyses are used to track projects once they have entered a managerial phase to ensure that the projects are on time on budget and meet the business goals they are supposed to This tool en
5. as your Default view by checking the appropriate box This concludes the UMT Portfolio Dashboard setup UMT Portfolio Dashboard 3 3 User Manual Copyright 2004 United Management Technologies Inc CHAPTER CS y OE D DASHBOARD Dashboard View The UMT Portfolio Dashboard supports the Manage step of the portfolio management process Portfolio Tracking by providing an inventory of projects programs and applications being managed The application opens in the Builder module U L Builder Optimizer Planner Dashboard About Help Log Out Settings My Scorecard Resource Pool Preferences Reports a Group by Hierarchy Filter Organizations v AZ No Filter v romans AE s Name av 4 Status Start Date 4 End Date Total Cost s pia m na HE m WA Hem m 2 417 00 CHE Corporate 12 679 105 67 HE Advanced Training cots 0 00 Figure 5 1 Builder Module To access the Dashboard module first select an organization from the Organization Hierarchy menu e g Corporate WANI Builder Optimizer Planner Dashboard About Log Out _ E Settings Projects Skillinventory Preferences Reports ojects Figure 5 2 Toolbar UMT Portfolio Dashboard 3 3 User Manual 21 Copyright 2004 United Management Technologies Inc Dashboard Click Dashboard from the toolbar menu to access the section Note The toolbar menu is always visible to easily access the Dashboard from other modules
6. for the organization The prioritized list of projects as determined previously is confronted with different constraints such as cost resources or must do initiatives Using the UMT Portfolio Optimizer software and the embedded proprietary algorithms different scenarios are created and analyzed so that the best solution for the organization given its constraints is determined The must do initiatives are projects that management has determined as mandatory and those that must be executed under any circumstance Examples could include Regulatory and or Compliance projects that an organization must execute in order to meet legal obligations and continue to remain in business The Portfolio Planning and the Portfolio Tracking processes complete the UMT Project Portfolio Management Methodology Once the optimal portfolio of projects has been identified the UMT Portfolio Planner assists in scheduling chosen projects to achieve the greatest business value at an early date while simultaneously maximizing resource utilization and meeting obligations for must do projects The Portfolio Tracking step involves the ongoing monitoring of the selected initiatives and selected portfolios The Portfolio Dashboard component of the UMT software suite supports this process by providing UMT Portfolio Dashboard 3 3 User Manual Copyright 2004 United Management Technologies Inc Overview ad hoc executive dashboard repor
7. module There are six types of attributes that can be added list real integer date string and multiple text each of them being presented in detail in the the Settings Guide In addition you need to check the appropriate Attribute flag under the Attribute flags portion at the bottom of the page This flags the attribute for use in the UMT Portfolio Dashboard After creating the Attribute in order to see it in one of the UMT Portfolio Dashboard sections the final step should be to associate it to the portfolio of projects you use in the UMT Portfolio Dashboard module UMT Portfolio Dashboard 3 3 User Manual Copyright 2004 United Management Technologies Inc 12 Settings Modifying Attributes To modify an existing attribute go to the Settings gt Attribute and Indicator Management gt Attribute Definition for more detail on navigation to attributes please see the UMT Portfolio Builder manual select the attribute from the list and click Edit The same screen as for creating attributes will be displayed but now the Entity and Type selection lists will be disabled since you cannot modify them once the attribute has been defined Deleting Attributes To delete an existing attribute go to the Settings gt Attribute and Indicator Management gt Attribute Definition for more detail on navigation to attributes please see the UMT Portfolio Builder manual select the attribute from the list an
8. pdf format select the report and click on Generate Alternatively a report can be run in the selected format by clicking on the appropriate icon UMT Portfolio Dashboard 3 3 User Manual 24 Copyright 2004 United Management Technologies Inc Reports Reports can also be edited and deleted by selecting the report and the respective option in the lower right corner Editing a report is the same process as creating a new report To add a new report click the Manage Reports tab Organizations and Portfolios Issues And Risks C Cost Tracking C Detailed Cost Tracking C Project List Grouping Project Cost Breakdown By Attribute Project Cost Breakdown By Cost Center 5 Defined Define New Application Functional Overlap 1 Defined Define New C Application Process Integration 1 Defined Define New C Application List Grouping 1 Defined Define New C Project Approvals Summary Report 0 Defined Define New Projects by Status 2 Defined Define New Workflow Management 1 Defined Define New Organization Portfolio Financials Report 0 Defined Define New C Resource Competency Report 0 Defined Define New Existing Reports Manage Reports Select Entity Type Report templates 2 Defined Define New 2 Defined Define New 0 Defined Define New 2 Defined Define New 6 Defined Define New Figure 5 5 Reporting Management Screen The Reporting Management Screen all
9. project spent in the lifecycle step Organization Portfolio Financials Report Allows the user to create a summary project list with cost benefit and calculated financial data for a selected portfolio for a user defined date range Resource Competency Report Allows the user to create a competency report for the projects in a portfolio The user can define the competencies and the corresponding competency information requirements availability as well as other project attributes UMT Portfolio Dashboard 3 3 User Manual Copyright 2004 United Management Technologies Inc 26 Reports The Reporting engine also allows users to create reports at the project level Figure 5 6 Existing Reports b Manage Reports Select Entity Type Projects Fi Report templates C Detail Project Report 1 Defined Define New Business Case Financials Report 0 Defined Define New Figure 5 6 Project Reporting List Screen When you select Projects under the Select Entity Type two project report templates are available e Detail Project Report Allows the user to create the information from the various tabs for a selected project Available options include project information budget forecast and actual cost and resources financial and non financial benefits strategic impact risk survey issues and risks schedule and status attributes and indicators e Business Case Financials Report Allows the user to cr
10. tool Generic check box Allows the user to make the report generic by removing the Organizational Hierarchy Existing Portfolio selector When attempting to run the report the user will be asked to select an Organizational Hierarchy Existing Portfolio Public check box Allows the user to select if the report will be available to other users or will be specific only to the user Save New Report Allows the user to save the report as a template to be accessed under the Existing Reports area Once saved the report can be edited UMT Portfolio Dashboard 3 3 User Manual Copyright 2004 United Management Technologies Inc 29 Reports e Run Report Runs the report This option only produces reports in Adobe Acrobat format pdf UMT Portfolio Dashboard 3 3 User Manual Copyright 2004 United Management Technologies Inc 30 CHAPTER CO yO J APPENDIX Technical Requirements and Recommendations The following are hardware and software requirements and recommendations for optimal performance Software amp System Standards e Application Web Server Microsoft Internet Information Server IIS 5 x 6 x e Application Server OS Windows 2000 Server Windows 2003 Server e Application Server additional requirements Microsoft NET Framework 1 0 or 1 1 SoftwareFX ChartFX ChartFX is included with UMT software suite e Database Server RDMS Microsoft SQL Server 2000 32 Bit e Reporting Microsoft SQL Repor
11. Copyright This document is covered by the terms and conditions of the license agreement and or the non disclosure agreement and may not be reproduced according to the terms of that agreement or without the written consent of United Management Technologies Inc Trademarks Because of the nature of the material numerous hardware and software products are mentioned by their trade names in this publication United Management Technologies amp UMT are registered trademarks of United Management Technologies Inc All other products and company names mentioned are the property of their respective owners Disclaimer This document may not reflect the most recent enhancements to the UMT Dashboard application Publication Reference UMT Portfolio Dashboard 3 3 User Manual 2006 United Management Technologies Inc All rights reserved UMT Portfolio Dashboard 3 3 User Manual CONTENTS CONTENTS 1 WELCOME 3 About This Book 3 OVERVIEW 5 Key Features Overview of the UMT Project Portfolio Management Methodology 6 GETTING STARTED 9 Logging on 9 SETTINGS 11 Attribute Definition 11 Creating New Attributes 11 Modifying Attributes 13 Deleting Attributes 13 Indicator Management 13 Creating New Indicators 14 Modifying Indicators 15 Deleting Indicators 15 UMT Portfolio Dashboard 3 3 User Manual 1 Copyright 2004 United Management Technologies Inc Contents PREFERENCES View Configuration View Selection
12. Select Module a Buide x Description Status Start Date End Date Total Cost Workflow into into cost Organization el none Inone _ y Totalcostorg Portfolio 1 none Inone Inone Program none none Total Cost Project Workflow Status Start Date S End Date Total Revised Budget Application Application Status none none x Application Estimated s Insert New Column Insert New Column Insert New Column insert New Column Delete Column Delete Column Delete Column Delete Column Add Column Add Figure 4 3 UMT Portfolio Manager View Configuration screen UMT Portfolio Dashboard 3 3 User Manual Copyright 2004 United Management Technologies Inc Preferences This screen allows you to customize the fields and their corresponding positions from left to right as seen on the UMT Portfolio Dashboard First in the top right corner of the window choose Dashboard under the dropdown box The fields are displayed on the UMT Portfolio Dashboard in the order displayed in this configuration screen The options for configuration are e Add Column allows you to add a new column of data The column will appear to the right of any existing columns e Insert New Column allows you to insert a new column of data that will be inserted to the left of the column where you click on Insert New Column e Delete Column allows you t
13. ables executives to take a proactive approach to identifying problem areas early on so they may be mitigated before they become issues and possibly affect the portfolio UMT Portfolio Dashboard 3 3 User Manual 5 Copyright 2004 United Management Technologies Inc Overview Overview of the UMT Project Portfolio Management Methodology The UMT software suite is conceived and based on the Project Portfolio Management methodology that UMT has been developing for the past fifteen years In order to fully understand the methodology an appreciation of the theory on which the software modules are based is essential The following is a brief overview of this methodology Experience has shown that improper management of a project portfolio leads to financial losses and reduced overall value In fact 50 of IT projects fail to meet objectives and over 60 of projects fail because of poor or inefficient management Project failures have been linked to numerous causes the key ones being lack of or unclear priorities and inadequate assessment and or understanding of project constraints The UMT Project Portfolio Management methodology is designed to align a company s project portfolio s with its business strategy and to optimize the portfolio s against multiple constraints such as cost and resources so as to derive the optimal value from investments The steps below outline the UMT Project Portfolio Management Methodology Each step i
14. arn more about filters please refer to the UMT Portfolio Builder manual Select Children When checked will display all portfolios under the organization with check boxes This allows the user to select the exact portfolios from which he she wants to view projects and the associated data Quick Filter Filters the list directly below with user entered data in real time This allows the user to find attributes indicators in large lists very quickly Options Allows users to create custom headers for the selected attributes aggregate attribute data in various methods and sort that data The following can be used in Options o Custom Label allows the user to define the title of the attribute as it would appear in the report o Aggregation Option allows the user to create aggregate rows for the attribute The options for this include sum average min max count and unique count for the columns Certain attribute types may only allow for certain aggregation types o Sorting Option allows the user to sort an attribute column in ascending or descending order Grouping Allows the report to group the data by attribute data where the attributes are of type multi select This option also allows the grouped cells to be output with colored cells or text Report Name The name of the report as it appears in the tool Select Report Category Defines the category of the report This determines under what heading it will be placed in the
15. d Management Technologies Inc Dashboard P where you can see the project details You can also click on the project s name Application Click on it to open close the application The projects can be sorted ascendingly descendingly by their name Simply click the corresponding arrow 23 UMT Portfolio Dashboard 3 3 User Manual Copyright 2004 United Management Technologies Inc CHAPTER is 6 REPORTS Reports Description In addition to the UMT Portfolio Dashboard a reporting engine exists that allows ad hoc reporting To access the reporting engine click on Reports on the upper right corner of the Dashboard menu Figure 5 2 This will take you to the Reporting list screen Figure 5 4 Dashboard About Help Log Out Settings MyScorecard Preferences Reports Existing Reports Manage Reports _ Select Level or Entity Select Report Category yo My Reports oO Ane My Program Status Report Last Changed 11 7 2005 1 35 55 PM XY Public Reports C taa Dashboard Report Last Changed 11 7 2005 1 36 56 PM Figure 5 4 Organization Reporting List Screen The Reporting List displays any private user specific or public reports that are available to run User specific reports are displayed under My Reports while public reports are displayed under Public Reports Reports can be exported in three different formats Adobe Acrobat pdf MS Excel xls and Internet Explorer html To run a report in
16. d click Delete A dialog box will pop up where you can confirm or cancel the deletion Indicator Management The UMT Portfolio Manager allows for the creation of color coded indicators that can be used to track the status of a project while it is in implementation or an application These status indicators used in the UMT Portfolio Dashboard can also be created using the settings feature of the UMT Portfolio Builder The indicator values are either entered manually or calculated automatically based on other attributes in the Status tab inside the UMT Portfolio Builder The indicators chosen to define the Dashboard window view are displayed in the UMT Portfolio Dashboard Indicators are unique in the sense that they utilize trafficlight red yellow and green colors to UMT Portfolio Dashboard 3 3 User Manual Copyright 2004 United Management Technologies Inc 13 Settings provide an easy to read status The following section shows how to create indicators that can in turn be displayed on the UMT Portfolio Dashboard Define indicators at the Project and Applications level They are displayed at the Program and Portfolio level by default If you automate an indicator at the project level the same rules are applied at the Program and Portfolio level Creating New Indicators To create a new indicator go to the Settings gt Attribute and Indicator Management gt Indicator Management for more detail on na
17. eate detailed cost and benefit data including calculated financials as well as project information for a user defined project over a specific time period When you click on Define New next to one of the reporting generators the appropriate generator screen appears in a pop up window Below is an example of the Project List Grouping screen Figure 5 7 While all report generators are different many of the report options work in a similar way and these will be discussed below UMT Portfolio Dashboard 3 3 User Manual Copyright 2004 United Management Technologies Inc Reports Report Title Enterprise I Select Children 2 Select project attributes portfolios bd Enterprise None Quick Filter Project attributes Selected attributes Project Class Project Phase Project Schedule Actual Completed Project Schedule Planned Completed Project Work Actual Completed Project Work Planned Completed Scaled Overall Risk Start Date Workflow Status Project Name Parent Organization Options y Name Actual End Date Actual Start Date Project Cost Actual Completed Project Cost Planned Completed ProjectID Grouping a gt Actual End Date Actual Start Date Project Cost Actual Completed gt gt Project Cost Planned Completed y Custom Label y Aggregation Option y gt Sorting Option factualEndDate ss Min Ascending Project Co
18. ent Change User Information Figure 4 1 Preferences Menu View Configuration In order to select a UMT Portfolio Dashboard view a scorecard attribute window view must first be configured In order to create a new view or UMT Portfolio Dashboard 3 3 User Manual 16 Copyright 2004 United Management Technologies Inc Preferences edit an existing view click on Configure Scorecard Attribute Window This will bring up the Configuration List Figure 4 2 Wan iL Builder Optimizer Planner Dashboard About Help Log Out M P Pontoiio Manager mme Preferences Configure Scorecat Settings My Scorecard references My Configuration List Add Configuration Configuration Name Description Application Default Configuration Figure 4 2 Configuration List There are a number of options to select here e Add Configuration allows you define a new scorecard attribute window configuration for either the UMT Portfolio Builder or the UMT Portfolio Dashboard e View allows you to view the selected configuration e Edit allows you to edit a selected configuration e Delete allows you to delete an existing configuration Clicking on either Edit or Add Configuration will bring up the scorecard attribute window configuration definition screen Figure 4 About Help Log Out Preferences Configure Scorec Settings My Scorecard Preferences Reports Configuration List Add Configuration Name
19. ernal business applications that the UMT Portfolio Manager software suite may be importing exporting data from on a periodic basis Integration with other Applications Microsoft Index Server The UMT Portfolio Manager uses the MS Index Server to perform full text searches into the stored documents as a feature of the Document Management module The Index Server should be able index files from the UMT Portfolio Manager storage folder The recommended setup is e The document storage folder should be setup on either the Application or the Database servers e The Index Server should be installed on UMT Portfolio Dashboard 3 3 User Manual Copyright 2004 United Management Technologies Inc 35 Appendix the Database server and a linked server should be used to access the indexed data Microsoft Project Server The UMT Portfolio Manager uses Microsoft Project Server to import export and synchronize schedule and resource data between the two applications The MS Project Server requires additional configuration in order to work with UMT Portfolio Manager a PDS extender file must exist on the server side Also if working with resource data an Analysis Server must be setup as a source for data import either using an MS Olap Cube or a linked MS SQL Server Since both types of authentication are supported Windows integrated and user password based there is no constraint on the insta
20. llation domain for any of the servers Microsoft Sharepoint Server The UMT Portfolio Manager can use MS Sharepoint Server to store documents and to access Issues lists by linking specific UMT entities project application program or organization to Sharepoint sites There is no additional setup required for the MS Sharepoint Server However the UMT Portfolio Manager must be able to use Windows authentication to connect with the MS Sharepoint Server Microsoft SQL Reporting Services The UMT Portfolio Manager uses Microsoft Reporting Services to display complex data reports The MS Reporting Server requires additional setup in order to work with UMT Portfolio Manager The MS Reporting Server should be able to access UMT Database server in order to gather the data needed for the report display UMT Portfolio Dashboard 3 3 User Manual Copyright 2004 United Management Technologies Inc 36 NDEX A about this book 3 add configuration 17 attribute definition 11 B Business Drivers 6 C create new attributes 11 create new indicators 14 custom id 18 D delete attributes 13 E edit configuration 17 indicator definition 13 L logging on 9 M modify attributes 13 O organization report list 25 P Portfolio Dashboard 7 Portfolio Optimizer 7 Portfolio Planner 5 preferences configuration 16 Project Portfolio Management 6 project rep
21. nt Client Operating System e Client Software Microsoft Windows Microsoft Windows XP 2000 or Client Browser Microsoft IE 5 5 SP2 or 6x for users who are provided with access to the UMT Portfolio Optimizer and the UMT Portfolio Planner modules IE must be configured to accept signed ActiveX controls which are used for complex data entry reporting analysis and charting in the UMT Portfolio Optimizer and UMT Portfolio Planner modules The ActiveX controls are signed with a UMT digital certificate issued by Verisign Inc Client Desktop Software Requirement Microsoft Excel 2000 or higher For Excel 2002 XP Trust access to Visual Basic Project should be enabled disabled by default If Microsoft Project integration is used the Microsoft Project Client software must be installed 2000 or higher o Note UMT Portfolio Manager has pre built connectors into MS Excel UMT Portfolio Dashboard 3 3 User Manual Copyright 2004 United Management Technologies Inc 34 Appendix and MS Project for import export Development Testing Staging Environments See Application Platform Specifications above Network amp Communications Requirements Client PCs must have Intranet Internet connectivity over corporate LAN to UMT Portfolio Manager server To the extent required UMT Portfolio Manager software suite may require connectivity to any ext
22. o delete a selected column of data If Add Column or Insert New Column is selected a new column of data may be added to the UMT Portfolio Dashboard First enter the title of the data column as you want it displayed on the UMT Portfolio Dashboard The dropdown below allows you to select the data element type you want displayed Figure 4 4 Constraint KPI Cost Benefits Resource Schedule Workflow Users Indicators Figure 4 4 Data Element type list In selecting the data element type the entity dropdown lists will be populated accordingly For each entity Organization Portfolio Program Project or Application select the data element that you want displayed for that column Note Any custom attributes that were created and flagged will be available as an option depending when the appropriate data type is selected UMT Portfolio Dashboard 3 3 User Manual Copyright 2004 United Management Technologies Inc 18 Preferences Once all of the desired columns have been added click on Add in the lower right corner to add this configuration to the configuration list screen View Selection In order to select an existing UMT Portfolio Dashboard scorecard attribute window configuration as your view click on Configure Scorecard Views Figure 4 1 This will bring up the Configuration View list screen Figure 4 5 nner Dashboard About Help Log Out Settings My Scorecard Preferences Preferences Configu
23. ort list screen 27 R report generation example 27 report list screen 24 V view configuration 18 view edit 19 view selection 19 W What If analyses 5 UMT Portfolio Dashboard 3 3 User Manual Copyright 2004 United Management Technologies Inc 37
24. ow projects should be entered to the module WNE Builder Optimizer Planner Dashboard About Help Log Out M I Portfotio Manager Builder Main View Settings My Scorecard Resource Pool Preferences Reports Portfolio Selector v CHT Comporate i 42 679 40567 GHE Chris Test al 0 00 CHE Customer Service rbd 161 850 00 GHE Decision Support 5 0 00 GHE Finance rm 0 00 GHE Human Resources et 1 600 00 GHE Legacy Re platforming m 0 00 Heke fi 0 00 E Other mr 11 222 900 00 CHE Technoloay ea 1 293 244 67 GHE Level 4 tes Hes m WA fejom i NWA Hea i WA HIP 004 pra i Initial Draft 12 1 2005 42131 2005 NA M Pot ori HRE pon 411 2005 511 2006 WA H Pbia en it 41112005 6 1 2005 NIA i ian lt Panamanian s Cross View View All including linked entities Figure 2 3 My Scorecard Screen UMT Portfolio Dashboard 3 3 User Manual Copyright 2004 United Management Technologies Inc 10 CHAPTER TT 3 SETTINGS Attribute Definition The UMT Portfolio Manager allows for the creation of custom attributes to collect and display data that is specific to an organization In regards to the UMT Portfolio Dashboard Custom attributes are created in the UMT Portfolio Builder and then displayed in the UMT Portfolio Dashboard The following section shows how to create custom attributes that can in turn be displayed on the UMT Portfolio Dashboard Creating New Attributes
25. ows for the creation of organization level reporting templates under the Entity type of Organizations and Portfolios There are a total of fourteen report templates that can be used to generate specific reports The report generators are as follows Issues and Risks Creates a detailed report of the Issues and Risks within a certain date range affecting projects within the selected portfolio s Cost Tracking Creates a user selected cost information both estimated and tracked report using the Workflow Gates or Lifecycle steps as constraints Also allows for indicator outputs Detailed Cost Tracking Allows for the same reporting as the Cost Tracking report but allows the user to select the cost structure Level and time frame of the cost data Project List Grouping Creates a Dashboard like report that allows projects and user defined information such as attributes and indicators to be exported in a list format Also allows for complex grouping and sorting by attribute Project Cost Breakdown by Attribute Creates a project list of budgeted costs correlated with user selected attributes Allows a variety of cost outputs including estimated costs forecast cost and UMT Portfolio Dashboard 3 3 User Manual Copyright 2004 United Management Technologies Inc 25 Reports revised budget with the option to display values in full or in thousands or millions There are also options to show totals project count and totals as
26. percentages Project Cost Breakdown by Cost Center Creates a project list with associated detailed cost breakdown by cost center Application Functional Overlap Creates a list of applications by portfolio with user defined attributes Identifies projects with shared functions for functional overlap detection Application Process Integration Creates a list of applications by portfolio with user defined attributes Identifies projects with shared functions for possible integration Application List Grouping Creates a list of applications by portfolio with user defined attributes and indicators for a detailed application inventory Allows for complex sorting and grouping by attributes and indicators Project Approvals Summary Report Allows a user to create a project list with user defined attributes and cost data based on the workflow phase Also displays how long each project has been in the user defined workflow stage Projects by Status Allows the user to create a project list with user defined cost and attribute data by workflow lifecycle steps Displays the number of projects in each workflow lifecycle step as a pie chart Workflow Management Allows the user to create a set of statistics about projects in a given lifecycle step over a period of time Examples of the statistics are the total number of projects that moved to adjacent lifecycle steps total number of projects that entered the selected step and the average time each
27. re Scorecar My Views List Add View View Name Description Application Default View View Delete Figure 4 5 Configuration Scorecard Views list e Add View allows you define a new view and associate it with an existing configuration for the UMT Portfolio Builder or the UMT Portfolio Dashboard e View allows you to view the selected view e Edit allows you to edit a selected view e Delete allows you to delete an existing view Clicking on either Add View or Edit brings up the Add View screen Figure 4 6 UMT Portfolio Dashboard 3 3 User Manual Copyright 2004 United Management Technologies Inc 19 Preferences ine Builder Optimizer Planner Dashboard About Help Log Out INIT porttotio manager Preferences Configure Scorec Settings My Scorecard Preferences My Views List Add View Name Description o Group By Hierarchy Fitter None hd No Filter hi Display Entities Projects kd Usage Configuration Dashboard Dashboard Configuration hd I Setas Default Add Cancel Figure 4 6 Configure Scorecard Add View This allows you to select groupings options apply any filters and determine what entities to display programs projects or applications using the attribute scorecard window configuration selected from the Configuration dropdown In addition this allows you to define the Usage to be a UMT Portfolio Dashboard You can also set a specific view
28. s described in some detail e Building a Shared Vision e Developing Projects amp Initiatives e Developing Impact Definitions amp Prioritizing the Portfolio of Projects e Analyzing amp Optimizing the Portfolio of Projects Building a Shared Vision is the first step of the methodology and involves identifying the Business Drivers of the organization Drivers are UMT Portfolio Dashboard 3 3 User Manual Copyright 2004 United Management Technologies Inc Overview specific actionable and measurable objectives that the organization wants to fulfil Once the drivers have been defined their relative importance is evaluated using pair wise comparison The output of the pair wise comparison is a prioritized list of drivers each driver having an assigned weight During the Developing Projects and Initiatives step the projects initiatives under consideration by the organization are captured Doing so includes understanding each initiative recognizing dependencies among them and identifying attributes related to each initiative such as cost resource requirements duration etc Developing impact definitions and prioritizing the portfolio of projects involves evaluating the impact of each project on the organization s objectives in order to determine the project weight and to define a prioritized list of projects and initiatives Analyzing and optimizing the portfolio of projects reveals the best set of initiatives
29. st Actual Completed Max TZ None z JProjectCostPlanned Completed None a Nome ProjectiD None None z Quick Filter Project Phase Scaled Overall Risk Workflow Status Parent Organization Group Options gt Project Class y Name y Background Color Project Class DOY A Seet project indicators andior indicator comments Quick Filter A s gt gt 4 gt gt MY Text Color Project indicators Overall Comment Options y gt Name Overall TD Report properties Selected indicators and or comments Overall gt lt lt LY custom Label 4 4 4 4 E Z Y a ting Order amp i S amp S b Overall Report Name Comments E I Generic Report M Public Report Save New Report Run Report Select Report Category General Information bd Close Figure 5 7 Project List Grouping Report Screen Example e Report Title Defines the title that will appear in the report when generated e Organization Hierarchy Existing Portfolios Allows user selection of the organization and or portfolio s projects applications will be created from which the UMT Portfolio Dashboard 3 3 User Manual Copyright 2004 United Management Technologies Inc 28 Reports Existing Filters Allows user selection of existing filters To le
30. t Indicator Management for more detail on navigation to attributes please see the UMT Portfolio Builder manual select the indicator from the list and click Edit The same screen as for creating indicators will be displayed Deleting Indicators To delete an existing indicator go to the Settings gt Attribute and Indicator Management gt Indicator Managment for more detail on navigation to attributes please see the UMT Portfolio Builder manual select the indicator from the list and click Delete A dialog box will pop up where you can confirm or cancel the deletion UMT Portfolio Dashboard 3 3 User Manual Copyright 2004 United Management Technologies Inc 15 CHAPTER Booo y O 4 PREFERENCES The UMT Portfolio Manager allows for the custom configuration of user views for both the UMT Portfolio Builder and the UMT Portfolio Dashboard This section will focus solely on the UMT Portfolio Dashboard configuration To create a custom UMT Portfolio Dashboard view click on Preferences in the top right of the screen This will bring up the Preferences menu Figure 4 1 About Help Log Out Preferences Reports WN WAN r ortorio mansar Preferences Preferences d Microsoft Project Preferences Project Servers A My Scorecard Configurator Confiqure Scorecard Views Confiqure Scorecard Attribute Window A Sharepoint Preferences Sharepoint Server User Settings User Managem
31. ting Services UMT Portfolio Dashboard 3 3 User Manual 31 Copyright 2004 United Management Technologies Inc Appendix Programming Platform Language Microsoft ASP NET C C Email Server Integration Email notifications and alerts sent from UMT Portfolio Manager via SMTP Gateway Single sign on utilizing Microsoft Active Directory UMT Portfolio Manager provides for user authentication using MS Active Directory if desired Document Management The UMT Portfolio Manager has a built in Document Management system Integration with other 34 party document management systems can be performed as a customization effort Portfolio Manager has pre built connectors into MS Excel version 2000 or newer MS Windows Sharepoint Services 2003 MS Project version 2000 or newer and MS Project Server version 2003 Client Financial Systems General Ledger Integration UMT has built client specific interfaces into General Ledger ERP systems including SAP and PeopleSoft Hardware amp Software Recommendations The following recommendations are based on 50 concurrent users Application Platform Specifications If Licensee is installing Application Hardware UMT Recommended System Hardware Configuration UMT Portfolio Dashboard 3 3 User Manual Copyright 2004 United Management Technologies Inc 32 Appendix and hosting UMT Software in Licensee s data center e Applica
32. tion Server and Web Server on a single dedicated Windows server e Database Server on a single dedicated Windows server Dedicated Windows servers as described above should have the following minimum specifications e Dual 2 4 GHz Pentium IV Processor class machine with 2GBRAM 300MB disk space for the application Database size according to scale of installation typically 500MB UMT recommends both a Production and a Test environment based upon the above dedicated server specifications A typical client Production server hardware configuration is provided below An identical Test environment hardware configuration is also recommended based on the same hardware configuration e 1 Application Server Dual Pentium 4 machine 2GB RAM Windows 2003 Server e 1 Database Server Dual Pentium 4 machine 2G RAM Windows 2003 Server MS SQL Server 2000 UMT Portfolio Dashboard 3 3 User Manual Copyright 2004 United Management Technologies Inc 33 Appendix Application Operating e System and Utilities If Licensee is installing and hosting UMT Software e in Licensee s data center Presentation Server Microsoft Internet Information Server IIS 5 x 6 x Application Server OS Windows 2000 Server Windows 2003 Server Application Server Microsoft NET Framework 1 0 or 1 1 SoftwareFX ChartFX Database Server RDMS Microsoft SQL Server 2000 32 Bit Client Desktop Environme
33. ts customizable to meet your specific reporting needs UMT Portfolio Dashboard 3 3 User Manual Copyright 2004 United Management Technologies Inc CHAPTER i ae 2 GETTING STARTED Logging on To access the software website the user must know the account name the account password his her user name and password Contact the system administrator to obtain these as well as the specific URL for the UMT Portfolio Manager web site if not already known To access the UMT Portfolio Dashboard module first log onto the UMT Portfolio Manager Project and corresponding information is stored here Once logged on the user will see the following screen Account password E Figure 2 1 Account Login Type in the account name and account password and then click Login Please note that account passwords are case sensitive account names are not UMT Portfolio Dashboard 3 3 User Manual 9 Copyright 2004 United Management Technologies Inc Getting Started Once logged into the Account the following dialog box will appear UMT Portfolio Manager 3 3 Figure 2 2 User Login The user must type in the user name not case sensitive and password case sensitive then click Login The next screen will present an organizational hierarchy list with all the projects programs portfolios and or applications in the portfolio This is the My Scorecard screen The UMT Portfolio Builder manual details h
34. vigation to indicators please see the UMT Portfolio Builder manual To create a new indicator enter data in all the requested fields in Figure 3 12 select the attribute type and click Add U T uilder Optimizer Planner Dashboard About Help Log Out MN roetotio Manager Settings Attribute and Indicato Settings My Scorecard Preferences Reports Indicator List Add Indicator Indicator Name AFTER Custom Order Before first indicator E Indicator Descriptions s_ Used by Projects bd Manual YES z Add Cancel Figure 3 2 Indicator Definition Screen UMT Portfolio Dashboard 3 3 User Manual Copyright 2004 United Management Technologies Inc 14 Settings Indicators have the option of being manual in which case the user will enter the status Red Yellow or Green in the Status tab or automatic in which case the status is calculated based on other attributes for instance actual cost to date vs budget to date entered in the UMT Portfolio Builder For more information on this please review the UMT Portfolio Builder manual After creating the Indicator in order to see it in one of the UMT Portfolio Dashboard sections the final step should be to associate it to the portfolio of projects you use in the UMT Portfolio Dashboard module Modifying Indicators To modify an existing indicator go to the Settings gt Attribute and Indicator Management g
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