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UMT Portfolio Builder™ 3.3 – User Manual

1. e Project Associations To access the function where the project manager can associate the project with an organization portfolio program or application Click Close at the bottom of the View Project screen to go back to the Project List To modify a project s information select that project from the list and click Edit located at the bottom of the screen The Project Information window allows changing any data related to the project Tinie Builder Optimizer Planner Dashboard About Help Log Out INIT ortotio manager Project Info Budget Cost D Budget Resource Benefit Estimates Strategic Impact Wel Alert Subscription Workflow Project Associations ld Name Windows 2000 Rollout Workflow Complete Request Form Start Date 4 1 2005 Eg End Date 5 1 2005 Es Creation Date 7119 2004 Capitalization Period 0 Fixed Start Date H Fixed End Date a ProjectiD 12 Priority Project Class Projects lt 750 000 Benefits Start 5 1 2005 a Project Initiators Initiator Project Managers Project Manager Contributors No items selected Project Objectives Automate update to the GMIB for series 1 policies Business Need Growth outsideof the US Project Scope Figure 3 5 Edit Project Screen UMT Portfolio Builder 3 3 User Manual Copyright 2006 United Management Technologies Inc 21 Projects Click Update to save changes or click Cancel to go
2. 3 Click OK in the confirmation window and an updated list will appear Note If you click Cancel the action will be aborted UMT Portfolio Builder 3 3 User Manual 102 Copyright 2006 United Management Technologies Inc CHAPTER Sa aa 6 RESOURCE POOL This chapter of the Portfolio Builder manual describes how information about resources availability and requirements is displayed and how to handle it It is assumed that the resource types were already defined in the appropriate module in the Settings section of the UMT Portfolio Manager Key Concepts In order to perform project planning analysis information regarding resource availability and requirements must be entered in the application Follow the steps below to enter the information 1 Enter the resource types in the application together with cost details of permanents and contractors This is done in the Settings section and presented in another chapter of the manual 2 The availability for each resource type at any level of the organization hierarchy must be assessed if the resource type is available This will provide an image of what the organization currently possesses in terms of available resources 3 Resource requirements for each project have to be assessed and entered into the Portfolio Builder Click the Budget Resource tab in the Project section The total requirements for each resource type will be available in the Skill Requireme
3. allows the users to view and edit the associations between the application and other entities i e Organization Custom Portfolios Projects and other Applications This module is accessed through the Application Associations link present at the top right side of Figure 5 4 UMT Portfolio Builder 3 3 User Manual 97 Copyright 2006 United Management Technologies Inc Applications Tinie Builder Optimizer Planner Dashboard About Help Log Out MINI rerio management Applications Application RTP Settings My Scorecard Resource Pool Preferences Reports Organizations Custom Portfolios Supporting Projects D Dependent Applications Link Applications With Organizations Organization Name Relation Funded by Add Created In 7j 100 Figure 5 19 Organizations The window contains 4 sections Organizations Custom Portfolios Supporting Projects and Dependent Applications Organizations In this section you can view and edit the associations between Applications and different Organizations A user can record associations to other Organizations If that association entails a funding responsibility a non zero percentage of application costs can be allocated to the linked Organization Note You can associate the application with any level within the Organization hierarchy Supporting Projects gt Dependent Applications Relation Funded by Add Technology E ereateain foo Fi
4. Copyright 2006 United Management Technologies Inc 82 Applications Application Budget Cost Editing Application Budget Cost Select the Budget Cost tab to access this section while editing a project Note When this section is opened in View mode the page will be displayed as read only Application Info Budget Cost Strategic Impact Architectural Fit TST I ShowsHide cost centers I Display Costs for Current Business Area Only Levels Oct 04 Nov 04 Dec 04 Jan 05 Feb 05 Mar 05 Apr 05 May 05 E Total Cost of Ownership 0 0 0 0 0 0 0 0 Drill Down Go To Levert a Figure 5 6 Edit Application Budget Cost Screen The table shows only the applications cost structure It also displays the values for each category for the expected lifespan of the application The last column computes the total for all the budget periods By default all Cost Centers associated with the portfolio appear when a field is selected for updating In order to change this use the Show Hide Cost Centers option In the following screen clear the cost centers those are not suitable for the application UMT Portfolio Builder 3 3 User Manual Copyright 2006 United Management Technologies Inc 83 Applications M ShowiHide cost centers W Business Mir All Level Associated Clear selection Figure 5 7 Application link to Cost Centers The Application Manager or users with a
5. Cost z Organization Inone 4 Inone a inane a none z Portfolio none j none j none none hd Program none none 7 none Total Cost Bal Project Workflow Status Start Date z End Date Total Budget Cost z Application Application Status gt none Ioner Application Estimated 1 Insert New Column Insert New Column Insert New Column Insert New Column Delete Column Delete Column Delete Column Delete Column Add Column Restore to default ACT Figure 10 7 Add Configuration Screen You must enter or select the following parameters e Configuration name e Configuration description e Usage e Organization e Portfolio e Program e Project e Application You can insert new columns delete columns or add columns for all the settings Click Restore to default to load the default settings After introducing the required information click Add and the new configuration will be added to the Configuration List UMT Portfolio Builder 3 3 User Manual 142 Copyright 2006 United Management Technologies Inc Preferences Viewing a configuration You can view an existing configuration in one of the two following ways 1 Select it from the list and click View 2 Click the configuration name from the Configuration List Note In the View mode the information regarding the configuration is read only Modifying a configuration In order to modif
6. Figure 3 26 Edit Project Status Click each indicator to select its color and to enter a description or a comment The next window will appear Indicator color Indicator color C M Indicator comment Financial comment Figure 3 27 Edit Project Status UMT Portfolio Builder 3 3 User Manual Copyright 2006 United Management Technologies Inc 40 Projects Select a color from the corresponding drop down menu type in a comment and click Update Indicators based on other project status information e g cost budget to actual variance resource usage variance etc are automatically calculated and their color is derived automatically depending on the thresholds defined for that indicator Project Cost Tracking Click the Cost Tracking tab to access this data Builder Optimizer Planner Dashboard About Help Log Out Builder Edit Project Oracle Linux Settings My Scorecard Resource Pool Preferences Reports Current Snapshot pe New Snapshot Delete Snapshot Lock Risk D Issues amp Risks h Schedule Status D Cost Tracking dO Cost Tracking z oh T Show Hide cost centers Original Budget Change Request tas Mar 2005 Year to Date 2005 All Years Mar 2005 Year to Date 2005 All Years C Direct Cost 0 0 0 0 0 0 0 0 C On going Support Cost 0 0 0 0 0 0 0 0 E 4 Drill Down GoTo Level 1 z Figure 3 28 Edit Project Cost Tracking You can track Budge
7. MeF je Request Alert Subscription Workflow Project Associations Ew Name Windows 2000 Rollout Workflow Complete Request Form Start Date 4 1 2005 End Date 5 1 2005 Creation Date 7 19 2004 Capitalization Period 0 Fixed Start Date Fixed End Date ProjectiD 12 Priority 0 00 Project Class Projects lt 750 000 Benefits Start 5 1 2005 Project Initiators Initiator Project Managers Project Manager v Contributors No items selected x Project Objectives Automate update to the GMIB for series 1 policies Business Need Growth outsideof the US Project Scope In Scope Computerized ST Out of Scope Internet Project Assumptions Investment Policy Management Project Dependencies Cost Code was 56025 Required Field Figure 3 4 View Project Screen Figure 3 4 displays the access to several links to other project related functions of the software e Workflow To access the workflow information UMT Portfolio Builder 3 3 User Manual Copyright 2006 United Management Technologies Inc Projects Note Proper user rights are required to access this function e Alert Subscription To access the alert subscription module where e mail message subscriptions can be set up for different events that can take place in the application e Change Request To access the function where the project manager can request additional resources and funds after the project is selected for implementation and approved
8. Templates ProjectindicatorChanged baal Subscription Title Project Name Corporate Customer Service Default portfolio for Customer Service Windows 2000 Rollout Indicator Name Color Overall x is e z Add Cancel Figure 3 42 Subscriptions Project Indicator Color Reached The following fields must be completed e Type e Templates e Alert Title e Indicator Name e Value the threshold color Click Add and e mail alerts will be sent to the user whenever the indicator reaches the selected color indicator for the project as set in the Value field Project Created When subscribing to this e mail alert the user will be notified whenever a project has been created in a specific organization or portfolio UMT Portfolio Builder 3 3 User Manual Copyright 2006 United Management Technologies Inc Projects timizer Dashboard About Help Log Out Subscription List Add Subscripti Settings My Scorecard Resource Pool Preferences Reports Subscription List Add Subscription Type Frequency Projects Created b Daily Templates Projectadded x Subscription Title jwaring Organization Hierarchy Existing portfolios Select organizations Select portfolios g P ona e P cancel Figure 3 43 Subscriptions Project Created The following fields must be completed e Type select from the scroll down list the type e Templates e Alert Tit
9. UMT Portfolio Builder 3 3 User Manual Copyright 2006 United Management Technologies Inc 71 Programs 3 Click OK in the confirmation window and an updated list will appear Managing Projects in Programs This chapter focuses on changing features of and within a program This is accessed from the Settings screen Organization amp User Management section Adding Removing Projects to from a Program Steps to follow in order to add projects in a program 1 Access the Settings section 2 Click Portfolio Program Management in the Organization amp User Management 3 Click Program Management from the right section The Program Management page will appear with the list of existing programs UMT Portfolio Builder 3 3 User Manual 72 Copyright 2006 United Management Technologies Inc Programs Builder Optimizer Planner Dashboard About Help Log Out Settings My Scorecard Resource Pool Preferences Reports Organization Hierarchy Existing portfolios Corporate gt Corporate Programs List Add Program N Add Programs to Portfolio Program Name C CRM Program C DB Upgrade Program C Documentum Migration C Finance Program C Financial Reporting Program C Infrastructure Program C Internet Program JAVA Platform Program migration to MS Word C Mihai Program 01 L M ss ao y Figure 4 6 Programs List 4 Select the program from the selection lis
10. top of the screen in Figure 7 14 The screen displayed in Figure 7 14 under the Add Projects to Portfolio tab presents a list of all the projects in the organization level each project having a check box next to it Note If the project is already included in the portfolio the check box is gray read only UMT Portfolio Builder 3 3 User Manual Copyright 2006 United Management Technologies Inc 123 Portfolios To associate projects to a portfolio follow the steps 1 Select the check box corresponding to every project you need 2 Click Update bottom of the same screen The projects will be displayed in the Projects section of the application for the corresponding selected portfolio uml Builder Optimizer Planner Dashboard About Help Log Out Proj Settings My Scorecard Resource Pool Preferences Reports 3 Organization Hierarchy d Existing portfolios Customer Service hd Mandated AddiEdit Portfolios Projects List N Add Projects to Portfolio Add Programs to Portfolio Add Applications to Portfolio f Organization Hierarchy Customer Service bd Project Name _ Project Status Application Security Finance Build ben test cost tracking at the aggreagte levels Build I7 BrightStore Vantage ROI Analysis Build fF CRM2 0 Build CRM Project Build EGTRRA Regulatory Compliance Build W EOY Reporting Build V Fin Asset Management Build M IBM MVS Tools Build I Oracle f Linux Build I Service Delivery Pro
11. 0 00 0 00 0 0 Business Anal 1 33 1 33 12 00 0 00 12 00 0 00 0 00 0 00 0 00 0 0f C Prog 1 33 1 33 12 00 0 00 12 00 0 00 0 00 0 00 0 00 0 0 Cobol 1 33 1 33 12 00 0 00 12 00 0 00 0 00 0 00 0 00 0 0C DBA 1 56 1 56 14 00 0 00 14 00 0 00 0 00 0 00 0 00 0 0C Developer 0 00 0 00 0 00 0 00 0 00 0 00 0 00 0 00 0 00 0 0C JAVA 0 00 0 00 0 00 0 00 0 00 0 00 0 00 0 00 0 00 0 0C Project Manager 0 00 0 00 0 00 0 00 0 00 0 00 0 00 0 00 0 00 0 0 TestMSProjimport 0 00 0 00 0 00 0 00 0 00 0 00 0 00 0 00 0 00 0 0C Total 6 89 6 89 62 00 0 00 62 00 0 00 0 00 0 00 0 00 0 0 j a Details Please select a resource to view its details Figure 7 12 Edit Portfolio Resource Tracking Similar to the Budget Resource Data the Resource Tracking Data is read only and dynamically aggregated from the underlying Projects The Custom Portfolio Resource Tracking table aggregates data from projects that have passed the Approval point in the Workflow The following options can be selected from the dropdown list of the Project Resource Tracking table Resource Tracking Table includes the following columns for both Projects and Applications e Original Budget Data e Change Request Data e Revised Budget Data e Actual Data e Actual Variance e Forecast e Forecast Variance Forecast Cost Table displays the aggregate forecast data for all Approved Projects UMT Portfolio Builder 3 3 User Manual Copyright 2006 United Manage
12. 1 UMT Portfolio Builder 3 3 User Manual 105 Copyright 2006 United Management Technologies Inc Resource Pool Builder Optimizer Planner Dashboard About Help Log Out Portfolio Management Settings My Scorecard Resource Pool Preferences Reports Organization Hierarchy Existing portfolios Finance ba Finance hd Skills Requirement ww Resource Requirements Start Date 01 01 2000 End Date 0101 2015 Items perpage 10 peace ere Jan 00 Feb 00 Mar 00 Apr 00 May 00 Jun 00 Jul 00 Aug 00 Sep 00 Oct 00 Architect 0 00 0 00 0 00 0 00 0 00 0 00 0 00 0 00 0 00 0 0 Business Analyst 0 00 0 00 0 00 0 00 0 00 0 00 0 00 0 00 0 00 0 01 C Prog 0 00 0 00 0 00 0 00 0 00 0 00 0 00 0 00 0 00 0 01 Total 0 00 0 00 0 00 0 00 0 00 0 00 0 00 0 00 0 00 0 01 rT Ei Details Please select a resource to view its details Figure 6 3 Resource Pool Resource Requirement Figure 6 3 displays aggregated resource data for the selected organization in a read only format Each value represents the sum of the requirements of all projects in the organization for that specific resource and for that time period Note When selecting a resource type its details are presented in the lower part of the screen Actual Resource Availability The last function in the resource pool feature provides information about the actual availability at each organization level It represents the difference between original availability and r
13. Analyst Available Users Ava Dadabhoy Benoit Millet Brad Werner Brian Scully Chris Matero Claes Dahlstrand Daniel Theander Portfolio Analysts Dennis Percher Ersin Karaoglu Start Date End Date Analysis Type COC E OO H Monthy S Add Cancel Figure 7 2 Add Portfolio Screen In Figure 7 1 you can also edit view or delete a previously created portfolio select the portfolio and click the corresponding button Viewing Editing a Portfolio There are two methods to view edit an existing portfolio 1 Select it from the list and click View Figure 7 1 2 Access the My Scorecard module select Custom Portfolios from the Group by Hierarchy drop down menu click Apply select a portfolio and click View Edit Here you can see all the other sections of the portfolio In the first case a window just like in Figure 7 2 will appear In the second case the Portfolio Information screen will be displayed together with links to the entire Portfolio attributes tabs Budget cost Benefit Strategies impact UMT Portfolio Builder 3 3 User Manual 111 Copyright 2006 United Management Technologies Inc Portfolios ani Builder Optimizer Planner Dashboard About Help Log Out NIN rortatio management Builder Edit Portfolio Mandated Settings My Scorecard Resource Pool Preferences Reports Portfolio Information Budget Cost a Budget Resource Benefit Estimates Strategic Im
14. Application Operating e System and Utilities If Licensee is installing and hosting UMT Software e in Licensee s data center Server 2000 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 Environment Client Operating System e Microsoft Windows Microsoft Windows XP 2000 or Client Software 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 UMT Portfolio Builder 3 3 User Manual Copyright 2006 United Management Technolog
15. Aug 00 Sep 00 Oct 00 Architect 0 00 0 00 0 00 0 00 0 00 0 00 0 00 0 00 0 00 oo Business Analyst 0 00 0 00 0 00 0 00 0 00 0 00 0 00 0 00 0 00 oo C Prog 0 00 0 00 0 00 0 00 0 00 0 00 0 00 0 00 0 00 o0 Total 0 00 0 00 0 00 0 00 0 00 0 00 0 00 0 00 0 00 0 01 ii D Details Please select a resource to view its details ie Figure 6 2 Resource Pool Original Availability UMT Portfolio Builder 3 3 User Manual 104 Copyright 2006 United Management Technologies Inc Resource Pool The available resources within each organization should be selected in terms of both permanent employees and contractors Skill Type selection list displays data in accordance with the item selected To modify the values for a resource Select the type Permanent or Contractor Select the resource from the list 1 2 3 Click Edit right bottom part of Figure 6 2 4 Type the values for every month in the table 5 Click Update to save the changes Note The resources are aggregated up in the organizational hierarchy and therefore for an organization you cannot type a resource value that is smaller than the sum of the values entered for the levels below it Resource Requirements The second function of the feature displays resource requirements data aggregated for all projects belonging to the same organization level To access this section click the Resource Pool tab from the main menu and select Skills Requirement Figure 6
16. Builder 3 3 User Manual Copyright 2006 United Management Technologies Inc 122 Portfolios Managing Projects in Portfolios Adding Removing Projects to from a Portfolio The application allows you to associate the projects with custom portfolios from the default ones where the projects are defined This can be done in the Portfolio List Figure 7 1 First you have to select a portfolio and click Manage The page displays a list with all the projects in the portfolio each project having a check box next to it WAT Builder Optimizer Planner Dashboard About Help Log Out TIM rerio management Projects Manage Portfolios Settings My Scorecard Resource Pool Preferences Reports Organization Hierarchy Existing portfolios Application Business Area kd QP X Add Edit Portfolios Projects List Add Projects to Portfolio Add Programs to Portfolio Add Applications to Portfolio Project Name Project Status r Draft J Billing Support Center IVR Draft I ILATIS FUSF LD Products Draft V 1103Voice Over IP VoIP Draft I 11041BM Server Strategy Draft I OSSLA Measurement System Draft I 106M5 Project Integration Draft I 1107Application Portfolio Restructuring Draft I 08Custorn Reports Draft 1 J Remove projects from portfoio projects from portfolio Figure 7 14 Manage Portfolio Screen Projects in Portfolio To add another project to your portfolio use the Add Projects to Portfolio tab
17. Center Business Attributes i Update Cancel Figure 3 47 Add Change Request with additional tabs In order to complete the change request the user must complete the two tabs and then click on Update at the bottom of the screen Figure 3 48 shows the Cost Breakdown tab and figure 3 49 shows the Work Builder Optimizer Planner Settings My Scorecard Resource Pool Preferences Reports lt Drill Down Breakdown tab T Urano Manager Builder Edit Project 18 24 2005 t Change Request List Edit Change Request Levels Jul 06 Aug 06 O Direct Cost 9 s0 On going Support Cost s010 Hardware Software 8 30 6 O Internal support training cost s019 Incremental cost gt s19 O IT Governance 9 s19 Cost Breakdown Sep 06 so sog s19 s019 s019 so Dashboard About Help Log Out Work Breakdown N Oct 06 Nov 06 Dec 06 s09 so s0 sog s00 s10 s010 so so s019 so sod s010 s090 09 so soo s019 soo sog so so 306 sog Go To Level 4 Figure 3 48 Add Change Request Cost Breakdown UMT Portfolio Builder 3 3 User Manual Copyright 2006 United Management Technologies Inc 61 Projects The Cost Breakdown tab works the same as the Budget Cost tab when the user is initially inputting cost data for the proposed project MM Builder Optimizer Planner Dashboard Abo
18. Cost expressed in monetary terms human resources in order to be successfully implemented They can be permanent employees of the organization or contractors The Project Budget Resource section keeps track of all the initial resource requirements for the project and their distribution while the project is put into practice UMT Portfolio Builder 3 3 User Manual Copyright 2006 United Management Technologies Inc 24 Projects The resource requirements data entry is made through the Budget Resource tab The following window will appear WN pss meeooren Builder View Project iri Test Builder Optimizer Planner Dashboard About Help Log Out Settings My Scorecard Resource Pool Preferences Reports Project Info Budget Cost Budget Resource Resource Requirements Start Date 01 01 2005 Requirements 2005 Total 0 00 End Date 01 01 2006 Resource Name Comments Details Please select a resource to view its details Benefit Estimates Strategic Impact do items perpage 10 Close Figure 3 10 Edit Project Budget Resource Screen The Budget Resource screen is presented as a table where each row represents a resource and each column represents a month for the project the timeframe of the project is displayed above the table s header When a project is created there are no initial resource requirements and by default the resource table Figure 3 11 is empty The
19. Data e Change Request Data e Revised Budget Data e Actual Cost e Actual Variance e Forecast Cost e Forecast Variance Forecast Cost Table displays the aggregate forecast data for all Approved Projects and Applications The appropriate cost levels and Cost Centers can be selected and displayed for the Project and Application Cost Tables If there are no Projects captured linked to a Custom Portfolio the Project Cost Tracking Table is not displayed at the aggregate levels If there are no Applications linked to a Custom Portfolio the Application Cost Tracking table is not displayed at the aggregate levels Portfolio Resource Tracking Select the Resource Tracking tab to view resource tracking information Figure 7 13 UMT Portfolio Builder 3 3 User Manual Copyright 2006 United Management Technologies Inc 120 Portfolios Tinie Builder Optimizer Planner Dashboard About Help Log Out MINI orto Management Builder Est Porttoio Mandated Settings My Scorecard Resource Pool Preferences Reports Strategic impact Schedule Status Cost Tracking Resource Tracking ol Resource Tracking Table Resource Requirements Start Date 0101 2005 End Date 06 15 2006 Items perpage 10 Original Budget Change Request Resource Name Current Year To Project To Current Year To Project To Period Date Full Year Date All Years Period Date Full Year Date AllYears Architect 1 33 1 33 12 00 0 00 12 00 0 00 0 00
20. Date End Date Fixed Start Date Fixed End Date ProgramiD 1234 Priority Program Managers No items selected Program Objectives fest El ie Business Need Program Dependencies eal Attributes Required Field Figure 4 3 Add Program Screen The screen presents several data input fields where program related information should be entered UMT Portfolio Builder 3 3 User Manual Copyright 2006 United Management Technologies Inc 68 Programs Attention The fields marked with an asterisk are required Field Description Name The name should be descriptive and if it is an acronym spell out the entire name Program ID Represents the program s ID may be a string of numbers and letters that helps group the programs and identify them easily Program Click and select a program manager Manager Priority The priority of the program within the portfolio may be either entered manually or computed as a result of an analysis using the Portfolio Optimizer tool You can also describe the program objectives business needs its scope including a clarification about what is out of scope and any other assumption made in designing and costing the program as well as its dependencies The Start amp End dates are automatically calculated according to the projects that comprise the program Note Remember to click Add at the bottom of the page to save the changes Viewing
21. Editing a Program There are two methods to view an existing program 1 Select it from the list Figure 4 1 and click View 2 Click the program s name in the list UMT Portfolio Builder 3 3 User Manual 69 Copyright 2006 United Management Technologies Inc Programs In both cases the Program Information screen will be displayed together with links to all the Programs attributes sections Budget cost Benefit Strategies impact in read only mode Builder Optimizer Planner Dashboard About Help Log Out Settings My Scorecard Resource Pool Preferences Reports Builder View Program CRM Progr Program Information AJ Budget Cost Budget Resource Benefit Estimates Strategic Impact aoni Change Request Alert Subscription Name CRM Program Start Date 11112005 End Date 6 15 2006 Fixed Start Date 5 18 2005 Fixed End Date 6 15 2006 ProgramlD Priority 0 Program Managers No items selected Program Objectives Business Need Program Scope In Scope Out of Scope Program Assumptions Program Dependencies Attributes Total Cost 948 000 00 Required Field L Figure 4 4 View Program Screen Figure 4 4 displays the access to several links to other modules of the application e Change Request To access the section where the program manager can view change requests entered at the project level and escalated to the program level e Alert Subscription To access the s
22. Log Out Settings My d Resource Pool Preferences Reports Filter a Organizations A No Filter z Display Entities Quick Search Projects 1A Figure 8 1 Builder Toolbar UMT Portfolio Builder 3 3 User Manual Copyright 2006 United Management Technologies Inc 131 CHAPTER Q REPORTS Overview 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 This will take you to the 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 output in three different formats Adobe Acrobat pdf MS Excel xls and Internet Explorer html To run a report in pdf format select the report and click on Generate Or a report can be run in the selected format by clicking on the appropriate icon 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 UMT Portfolio Builder 3 3 User Manual 132 Copyright 2006 United Management Technologies Inc Reports aN Existing Reports N Manage Reports A Select Entity Type Or
23. Portfolio s and Organizations Process Impact Tabs o Business Process Function Library Define lower level Business Process Functions that support each Business Process o Business Process Function Associations Associate the Business Process Functions with the appropriate levels within the UMT Portfolio Builder 3 3 User Manual 151 Copyright 2006 United Management Technologies Inc Settings Organization Hierarchy The Business Process Functions will be displayed in the Applications Custom Portfolio s and Organizations Process Impact Tabs o Business Process Function Link e Attribute and Indicator Management Here the user can create attributes and associate them to appropriate organizations These attributes or typically shown on the Project Information tab Additional Info tab or the Status tab Indicators can also be created and associated here These can be manual or automatically defined based on a formula o Attribute Definition Edit existing attributes or define new custom attributes List Real Integer Date amp Alphanumeric and specify which of the modules they should be displayed in o Attribute Associations Associate the defined attributes with the appropriate levels within the Organization Hierarchy o Indicator Management Define the Status Indicators that will be used to measure track Projects and Applications i e Overall Health Cost Resource SLA etc Indicators can either be manual i e
24. Process Management Define group the Verification Processes i e actions to be completed by users at each lifecycle step and Link Processes i e actions that trigger an event within UMT Portfolio Manager that will be used in each Lifecycle Step Workflow Notification Management Define the Notifications With Feedback or Notifications Without Feedback that will be linked to a Lifecycle Step or a transition point between Lifecycle Steps Lifecycle Step Management Define the Lifecycle Steps to be included in each Governance Workflow Lifecycle Steps are individual activities or decision points in the Workflow i e Complete Project Request Form Lifecycle Step or Business Sponsor Approval Lifecycle Step Email Templates Management e Survey Management Surveys can be defined with lists of questions and possible answers The questions will be displayed in the Risk tab for each project program and application and in the Operational Performance tab for each application A score will be calculated based on the answers chosen for each question UMT Portfolio Builder 3 3 User Manual Copyright 2006 United Management Technologies Inc 150 Settings Project Risk Management Define a Risk Assessment Questionnaire for Projects Program Risk Management Define a Risk Assessment Questionnaire for Programs Application Risk Management Define a Risk Assessment Questionnaire for Applications Operational Per
25. Update Schedule Budget Resource I Update Budget Resource Resource Actuals I Update Resource Actuals Resource Forecasts I Update Resource Forecast Link I Update link mapping mportinto current project Import target Figure 3 24 Edit Project Microsoft Project Wizard In the Operation Type field select the action You have two possibilities e Import from Microsoft Project e Export to Microsoft Project Importing from Microsoft Project The following options are available e Mapping Template select a mapping template to map the imported fields e Import Source select to import from Microsoft Project Server or Microsoft Project File mop If you select Microsoft Project Server you must select the server name and the project name e Microsoft Project server name select a server from the drop down list UMT Portfolio Builder 3 3 User Manual Copyright 2006 United Management Technologies Inc 37 Projects e Microsoft Project project name select a project from the server to import into UMT Suite e Select MPP file click Browse and select the file from the computer e Update Schedule updates the schedule information e Update Budget Resource updates the budget resource information e Update Resource Actuals updates the resource actuals information e Update Resource Forecasts updates the resource forecasts information e Update Link Mapping creates a link between the impor
26. Users Details Up Current User Login Name Full Name I er Sergiu Bucur Email Address sergiu ro umt com Contact Information Comments Password Confirm Password Figure 10 9 User Information Screen You can change the following parameters e User name UMT Portfolio Builder 3 3 User Manual Copyright 2006 United Management Technologies Inc 144 Preferences e Email address e Contact information e Comments e Password UMT Portfolio Builder 3 3 User Manual 145 Copyright 2006 United Management Technologies Inc 1 1 SETTINGS Overview Click Settings from the toolbar to access this section Builder About Help Log Out Settings My Scorecard Resource Pool Preferences Reports Figure 11 1 This will open up the following page Figure 11 2 which gives the user options described below UMT Portfolio Builder 3 3 User Manual 146 Copyright 2006 United Management Technologies Inc Settings Account Management Organization Management Portfolio Program Management User ment Survey Management Driver Management Business Process Management Attribute and Indicator Resource Project Server Gateway Sharepoint Server Settings User Security and Session Tracking Data Transfer Other Settings Figure 11 2 Settings Screen The Settings screen is divided into categories e g Organization amp User Management Fin
27. a Name Windows 2000 Rollout Workflow Complete Request Form Figure 3 35 Project Info Tab This will open up Figure 3 37 If the user clicks one a table showing all the workflow lifecycle steps appears such as Figure 3 36 CREATE SELECT PLAN MANAGE cLOSEOUT On Hod On Hold xe On Hold On Hold On Hold Develop pomt Complete 2nd Portio o Final Post Roqrorn tt Review Detaiod A canton Solocted Capacty Aopoa Buss Tast Deploy impheenentats Closeout Roa Pan nn m m Figure 3 36 Workflow Steps The step that is highlighted is the step that the project is currently in e g Complete Req Form UMT Portfolio Builder 3 3 User Manual Copyright 2006 United Management Technologies Inc 51 Projects Mp uilder Optimizer anner Dashboard About Help Log Out MINT totic manager Builder View Project Windows Settings My Scorecard Resource Pool Preferences Reports Current Project Status Complete Request Form Available Project Status Audit Trail Fae ist Review This is a MANUAL Lifecycle Step Project can be manually moved to the next lifecycle step when all deliverables have been completed successfully if any and all users have signed off Deliverables state You have to insert a value for fields in red if any Complete Project Information Tab Status OK Approval note for users assigned to this project Users who have not signed off Contributor Users who have al
28. appear with the list of existing portfolios UMT Portfolio Builder 3 3 User Manual Copyright 2006 United Management Technologies Inc 109 Portfolios To view the existing portfolios for a specific organization level select that level from the Organization Hierarchy box The list of the existing portfolios is then displayed see Figure 7 1 imizer Dashboard About Help Log Out Settings Portfolio Program Ma Settings My Scorecard Resource Pool Preferences Reports Organization Hierarchy Customer Service X Portfolios List Add Portfolio Portfolio Name C Mandated View Edit Manage Delete Figure 7 1 Portfolios List To create a new portfolio 1 Click the Add Portfolio tab The data entry screen is displayed in Figure 7 2 2 Type the required information in the corresponding fields Portfolio Name mandatory Portfolio Description and the Portfolio Analysts 3 Click Add bottom right part of the screen in Figure 7 2 The new portfolio will be added to the list UMT Portfolio Builder 3 3 User Manual Copyright 2006 United Management Technologies Inc 110 Portfolios l k Builder Optimizer Planner Dashboard About Help Log Out TIA aaea Settings Portfolio Program Ma Settings My Scorecard Resource Pool Preferences Reports Organization Hierarchy Customer Service Portfolios List Add Portfolio Portfolio Name Portfolio Description fz Portfolio
29. at the top right of the tab This will bring up Figure 3 49 imizer anner Dashboard About Help Log Out Builder Edit P Windows Settings My Scorecard Resource Pool Preferences Reports Organization Associations Portfolio Associations Program Associations Applications Supported Associate the Project with a Program Program Name Relation Finance Program mi Delete Figure 3 49 Project Associations Program Associations Tab This is used to access the function where the project manager can associate the project with an organization portfolio program or application The figure above shows the Program Associations tab as an example There is a dropdown list under Program Name This list is all the programs in the UMT Portfolio Manager After the user selects the appropriate program click on Add at the right to associate the project with that program If the project is already associated with a program the Add button is greyed out and the user can only Delete an association for that project Project Snapshot Report The UMT Portfolio Builder provides project tracking and forecasting functionalities that amongst other uses can be used by the UMT Portfolio Dashboard for deriving project indicators These functionalities were detailed in the Project Status Cost Tracking and Resource Tracking tabs chapters To that effect the UMT Portfolio Builder provides with the abil
30. color selected by the user or automated i e derived from business rules o Indicator Associations Associate the Indicators with the appropriate levels within the Organization Hierarchy e Resource Management This is used to define resource types and to associate them to necessary organizations Here you can also choose which columns will be shown in the Project Resource Tracking Table e g Forecast Work Year to Date o Resource Type Management Define a Library of Resource Types i e C Programmer Project Manager Business Analyst etc o Resource Type Associations Associate the defined Resource Types with the appropriate levels within the Organization Hierarchy i e Resource Pools o Resource Tracking Configuration Specify which columns i e Current Period YTD Full Year and Total Resource should be displayed in each category i e Original Budget Revised Budget Actual etc in the Resource Tracking Tab e Project Server Gateway This is used to set the bi directional gateway between UMT Portfolio Builder and Project Server UMT Portfolio Builder 3 3 User Manual 152 Copyright 2006 United Management Technologies Inc Settings Here the user can also perform some administrative actions such as mass import or mass export O O Project Server Management Define a connection with an instance of Microsoft Project Server i e Name URL etc Automatic Refresh Settings Define the time sett
31. keywords to be used when making a search Type in a description of the folder Attention A folder does not exist on the STORAGE folder it groups multiple documents in order to allow for a tree structure of the documents UMT Portfolio Builder 3 3 User Manual Copyright 2006 United Management Technologies Inc 46 Projects The toolbar contains the following buttons Field Check Out Undo Get Latest Rename Delete Hide Show Info Open Subscribe Unsubscribe Description Locks the document so that no other user can edit it until it is checked in Discards the last operation made with the document Creates a copy of the latest version of the document and can be viewed or saved on the local hard disk Changes the name of the document Deletes the document The application will verify if the user ID has the right to delete the document Note If you want to delete the document version and if it s the last version of the document the operation fails demanding that the document itself must be deleted Hides shows the information section regarding the selected folder or document Opens a list of all the versions for the selected document by using it changes in documents can be tracked easily Allows the user to set up an e mail subscription on any document With this option on you will be notified whenever the document is changed or checked out by another user through an e
32. mail sent by the application Use the Full Search and Quick Search buttons to easily find documents Note The search words must be separated by comma In the Quick Search case you can only look after keywords Click Full Search in order to look after for all the documents parameters UMT Portfolio Builder 3 3 User Manual Copyright 2006 United Management Technologies Inc 47 Projects Name o Document ID S Creation Date H lt C gt C C lt gt C Between Extension DO E Description D Keywords o Contents o Author LoS E Subject Cl Title o Szekb o p lt C gt C e lt gt C Between Figure 3 34 Project Add Documents The full search is executed using Microsoft Indexing Service and allows you to perform this operation using a wide variety of parameters such as Name Document ID Creation Date between a time interval Extensions Description Keywords Contents Author Subject Title or Size in kb The following steps must be followed in order to setup the Microsoft Indexing Service 1 Create a catalogue called UMT and add the STORAGE folder into it 2 Create a SQL linked server on the SQL machine 3 Customize the performance of the indexing service to provide a fast response to document changes 4 The re indexing of the saved files will be initiated when the file changes on the STORAGE Depending on the size of the document and the server load some time can pas
33. notification to the users that set it up whenever the project reaches a certain Workflow Status or when the Workflow Status has changed UMT Portfolio Builder 3 3 User Manual Copyright 2006 United Management Technologies Inc 58 Projects U E Builder Optimizer Planner Dashboard About Help Log Out ME Subscription List Add Subscript Settings My Scorecard Resource Pool Preferences Reports Subscription List Add Subscription Type Frequency Workflow Status Changed z Daily Templates WorkflowStatus_Changed x Subscription Title Project Name Corporate Customer Service Default portfolio for Customer Service Windows 2000 Rollout Attribute Name Condition State Workflow Status Equal to ba Complete Request Form Add Cancel AE Figure 3 45 Subscriptions Project Workflow Status Changed The following fields must be completed e Type e Templates e Alert Title e Condition select the Equal to condition which notifies the user whenever the project has reached the selected status value e Value select Value has changed which notifies the user whenever the workflow status of the project changes Click Add to save the alert Change Request To access change request simply go to the Project Info tab and click on Change Request at the top right of the tab This will bring up Figure 3 46 UMT Portfolio Builder 3 3 User Manual Copyright 2006 United Manag
34. presented later in this chapter and displayed here This value cannot be edited from this page Project Initiator The person that enters the project in the Portfolio eguitea Builder must select the user assigned to the project UMT Portfolio Builder 3 3 User Manual Copyright 2006 United Management Technologies Inc Projects Project Manager Contributors as Project Initiator As in the case of Project Initiator the person that enters the project in the Portfolio Builder must select the user assigned to the project as Project Manager The contributors are a group of users that can only change the projects which they are assigned to They can not create projects Note The difference between Initiator and Manager is that the Initiator owns the project proposal until it is approved while the Manager owns it through implementation and after The two positions may be held by two different persons or by the same person depending on each project Field Start End Date Creation Date Capitalization Period Fixed Start End date Project ID Description Expected Start and End Date of the project Represents the date when the project was entered in the Portfolio Builder It is set default on the system date but can be changed if needed Represents the additional period measured in months for which budget cost should be entered to account for capitalization depreciation This means tha
35. start and end dates and click Update to add it to the list Note The completion percentage is displayed in the box placed in the upper right corner To remove one of the phases defined for the project select it from the list and click Delete corresponding to the Phases pane Project Milestones By default there are two milestones already defined when the project is created Start Date and End Date To define a new milestone click Add in the Milestones pane The window Figure 3 22 below appears Milestones Milestone Name Planned Date Forecast Date Start Date 1 1 2004 1 1 2004 C End Date 11 2005 1 1 2005 Milestone name I Planned Date H Forecast Date HER Figure 3 22 Project Add Milestone UMT Portfolio Builder 3 3 User Manual Copyright 2006 United Management Technologies Inc 35 Projects Enter in a name a planned date and a forecast date for the new milestone Click Update to add the milestone to the list Note Keep in mind that milestones can only be defined between the start date and the end date of the project To remove one of the milestones defined select it from the list and click the Delete button corresponding to the Milestones pane Attention The Start Date and the End Date cannot be deleted Project Dependencies Here you can set dependencies between the created project and other projects in the portfolio To define a new dependency click Add corresponding
36. that will be displayed in the Financial Benefits table in the project program portfolio and organization Benefit Tabs Financial Benefit Associations Associate the defined Financial Benefit Tree with the appropriate levels within the Organization Hierarchy Non Financial Benefit Management Define the Non Financial Benefit Tree that will be displayed in the Non Financial Benefits UMT Portfolio Builder 3 3 User Manual 149 Copyright 2006 United Management Technologies Inc Settings table in the project program portfolio and organization Benefit Tabs Non Financial Benefit Associations Associate the defined Non Financial Benefit Tree with the appropriate levels within the Organization Hierarchy e Workflow Management Here the user can create different workflows for projects to follow based on the value of the Project Class attribute This link is used to define Governance Gates create workflows define processes define notifications and create lifecycles O Governance Gates Management Define the Governance Gates i e Create Select Plan and Manage that will be used to group the Lifecycle Steps within the lower level Workflows Workflows Management Add a Governance Workflow name and associate the defined Workflow to a specific Project Class value note when adding a project the user must select a specific Project Class value in the Project Information which is linked to a defined Workflow Workflow
37. to the Dependencies pane The window below Figure 3 23 will appear Dependecies Project Milestone Type Available projects Available milestones Data Import Improvement z Start Date z Update Figure 3 23 Project Add Dependency Select the dependent project and its milestone from the scroll down lists and click Update to save the new dependency To remove one of the dependencies defined select it from the list and click Delete Microsoft Project This section contains three buttons related to Microsoft Project e Wizard opens MS Project wizard e Export opens the MS Project wizard forced on the export project options UMT Portfolio Builder 3 3 User Manual 36 Copyright 2006 United Management Technologies Inc Projects e View Schedule opens a new window showing a Gantt chart containing the project s schedule as it was imported from MS Project In the bottom side of the section click Wizard Tinie Builder Optimizer Planner Dashboard About Help Log Out MNI rect Management Projects Edit project Cinci Mi Settings My Scorecard Resource Pool Preferences Reports Project Name Cinci Options Import Options Operation type Import from Microsoft Project Import source Microsoft Project Server z Mapping template ba Microsoft Project server name lt none gt hd Taek Outing Leyalifor Ritse Microsoft Project project name lt none gt Matching Settings Schedule
38. 06 0 00 HE HE GH Legacy Re platforming al I MMES i A anciuaing linked entities nod ew Edit Delete Figure 3 1 Project List Screen Note Click W from the right top of the screen to open the Portfolio Selector Select Projects from the Display Entities drop down menu and click Apply The section displays all the existing projects grouped by organizations Click to open an organization and click to close it Each project will contain an icon i al Besides the name of each project information about the projects status and their workflow state there is the check in status of the project Checked In E Checked Out E Note For checked out projects the name of the person who checked them out is also displayed when crossing over the icon with the mouse The section also displays the programs defined at the selected Organization level and the number of projects included in each Programs are displayed as folders on top of the list The projects included in a program are displayed as items contained in that folder UMT Portfolio Builder 3 3 User Manual Copyright 2006 United Management Technologies Inc Projects Managing Projects Creating a Project Click Add to create a project The next window will appear xisting portfolios and programs Corporate nasty Figure 3 2 Add Project Note You can also associate the project with a portfolio aft
39. 250 31 250 31 250 cit a Drill Down GoTo Level 1 x Application Cost Data I Show Hide cost centers Levels Total E Total Cost of Ownership 0 Drill Down GoTo Level 1 booo il Figure 7 4 Edit Portfolio Budget Cost Screen The Budget Cost Data is read only and dynamically aggregated from the underlying projects and applications The Project Cost Structures and Application Cost Structures are displayed in two separate tables within the same tab If there are no applications captured within a Custom Portfolio the Application Cost Structure will not be displayed at the aggregate levels UMT Portfolio Builder 3 3 User Manual 113 Copyright 2006 United Management Technologies Inc Portfolios Portfolio Budget Resource Select the Budget Resource tab to view Figure 7 5 ce Pool Preferences Reports esource as ajer Resource Requirements Start Date 01 01 2005 End Date 06 15 2006 Items per page 10 7 EE Requirements Jan 05 Feb 05 Mar 05 Apr 05 May 05 Jun 05 Jul 05 Aug 05 Sep 05 Oct 05 0 00 1 33 1 33 1 33 1 33 1 33 1 33 1 33 1 33 13 o oo 133 1 33 1 33 1 33 133 133 133 1 33 13 a 00 1 33 1 33 1 33 1 33 1 33 1 33 1 33 1 33 13 0 00 133 133 1 33 1 33 133 133 133 133 13 DBA o o0 1 88 1 56 1 56 1 56 1 56 1 56 1 56 1 56 151 Total 0 00 6 89 6 89 6 89 6 89 6 89 6 89 6 89 6 89 6 8 al J wl Details Please select a resource to view its details Figure 7 5 Edit Portfolio Budge
40. 6 United Management Technologies Inc Managing Projects in Programs 72 APPLICATIONS 75 Key Concepts 75 Managing Applications 76 Other Application Tabs 82 RESOURCE POOL 103 Key Concepts 103 Original Resource Availability 104 Resource Requirements 105 Actual Resource Availability 106 PORTFOLIOS 108 Key Concepts 108 Managing Portfolios 109 Managing Projects in Portfolios 123 Aggregating projects to the Organization and custom portfolio 125 LAUNCHING THE UMT PORTFOLIO MANAGEMENT ANALYTICAL TOOLS FROM THE PORTFOLIO BUILDER 127 The Optimizer Planner and Dashboard Tools 127 Data Relationships between the Portfolio Builder and the UMT Analytical Tools 128 Returning to the Portfolio Builder from a Tool Session 130 REPORTS 132 Overview 132 PREFERENCES 134 Microsoft Project Preferences 136 My Scorecard Configurator 138 Sharepoint Preferences 144 User Management 144 UMT Portfolio Builder 3 3 User Manual 3 Copyright 2006 United Management Technologies Inc SETTINGS 146 Overview 146 APPENDIX 156 Technical Requirements and Recommendations 156 UMT Portfolio Builder 3 3 User Manual 4 Copyright 2006 United Management Technologies Inc PREFACE _ et WELCOME About This Book This User Manual contains information about UMT Portfolio Builder 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 or
41. 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 Portfolio Builder application Publication Reference UMT Portfolio Builder 3 3 User Manual 2006 United Management Technologies I nc All rights reserved UMT Portfolio Builder 3 3 User Manual UMT Portfolio Builder 3 3 User Manual Copyright 2006 United Management Technologies Inc CONTENTS CONTENTS 2 WELCOME 5 About This Book 5 OVERVIEW 7 Overview of the UMT Portfolio Management Methodology 7 GETTING STARTED 10 Access and Login 10 Navigation Principles 12 PROJ ECTS 14 Key Concepts 14 Managing Projects 16 Workflow 51 Alert Subscription 53 Change Request 59 Project Associations 63 Project Snapshot Report 63 PROGRAMS 66 Key Concepts 66 Managing Programs 68 UMT Portfolio Builder 3 3 User Manual 2 Copyright 200
42. E Fe Extreme Strong Moderate Low None Expand Our Reach to New Markets a Extreme Strong Moderate Low Low Impact on Expand Reach to New Markets on apps None 7 Update P cance Figure 5 8 Edit Application Strategic Impact A list of all the Business Drivers associated with the portfolio is displayed You can also see the drop down lists for the contribution assessment choices for the application on each of the drivers The default contribution assessment choices are None Low Moderate Strong and Extreme A description of each assessment choice appears below each driver The description was defined in the Settings Drivers Management section Note Although Business Drivers can be the same for portfolios of all entity types in the Organization the administrator must create specific Business Drivers for use with applications so that contribution statements that are tailored for applications can be defined The assessment values populate an application to business driver impact matrix for a two step model in the Portfolio Optimizer See the UMT Portfolio Builder 3 3 User Manual Copyright 2006 United Management Technologies Inc 86 Applications Applications section in the UMT Portfolio Optimizer User Manual for details on saving Business Driver contribution attributes Application Architectural Fit The Architectural Fit tab enables the assessment of each application against a set of Ent
43. Hide Cost Centers option top of the screen in Figure 3 7 In the following screen clear the cost centers that are not suitable for the project M ShowiHide cost centers W Business Mir All Level Associated Clear selection Figure 3 8 Project link to Cost Centers UMT Portfolio Builder 3 3 User Manual Copyright 2006 United Management Technologies Inc 23 Projects In order to edit a specific cost category 1 Select the hierarchy level from the Drill Down list at the bottom of the screen Click the icon in the appropriate cell of the table The following window Figure 3 9 will appear Financial alueEditor Web Page Dialog xj Cost Centers T Values Business I IT Figure 3 9 Edit Project Enter Cost Values Type in the appropriate values and click OK to enter the values in the table Note Keep in mind that if you enter values for a parent cost category any defined values for its children will be deleted Otherwise the value for the parent category will be the sum of the values defined for all its children a warning is being displayed before deleting the values for the children levels After entering values for all the cells in the table click Update to save your work If you click Cancel you will go back to the Project List section without saving any changes Project Budget Resource Each project requires besides Budget
44. Project Milestone Type C Start Date 01 01 2005 01 01 2005 C End Date 05 01 2005 05 01 2005 Microsoft Project Figure 3 20 Edit Project Schedule Screen The section contains 5 different tables Project Actual Dates and Actual Completion Phases Milestones Dependencies and Microsoft Project The Actual Start date is the earliest planned start date under the Phases table The Actual End date is the latest forecast end date under the Phases table The Actual shows how much of the project is actually completed and is entered manually by the project manager Project Phases Project phases are set up using the options presented in the mid section of the screen in Figure 3 20 Phases pane In order to define a new phase for the project click the Add button corresponding to the Phases pane Figure 3 21 will appear UMT Portfolio Builder 3 3 User Manual Copyright 2006 United Management Technologies Inc 34 Projects Phases Name Planned Start Date Planned End Date Forecast Start Date Forecast End Date Completion 1 Phase name Initiation hd Completion o Planned Start Date ii Planned End Date ii Forecast Start Date Forecast End Date FES Figure 3 21 Project Add Phase A list with the available phases for the project is displayed this list is set up in the Settings Attributes Definition section of the application Select the phase from the scroll down menu enter the planned and forecasted
45. Select the Strategic Impact tab to access Figure 7 7 UMT Portfolio Builder 3 3 User Manual Copyright 2006 United Management Technologies Inc 115 Portfolios Builder Edit Porttolio Mandated Builder Optimizer Planner Dashboard About Help Log Out Settings My Scorecard Resource Pool Preferences Reports Portfolio Information Budget Cost Budget Resource Benefit Estimates Strategic Impact jel Employer of Choice o Impact Number of Projects Extreme Improves employee retention by more than 12 0 projects Strong Improves employee retention by 8 11 99 2 projects Moderate Improves employee retention by 3 7 99 3 projects Low Improves employee retention by at least 2 99 3 projects None 2 projects KPI Attributes Expand Our Reach to New Markets oO Impact Number of Projects Figure 7 7 Edit Portfolio Strategic Impact Extreme Increase revenue by over 30 within the next 12 months 0 projects Strong Increase revenue by 20 29 99 within the next 12 months 1 projects Moderate Increase revenue by 10 19 93 within the next 12 months 1 projects Low Increase revenue by up to 9 99 within the next 12 months 5 projects None 3 projects KPI Attributes P update P cance f A list of all the drivers associated with the portfolio is displayed Here you can see the Benefit KPI Key Performance Indicator for each Business Driver attribute if defined as the sum of the KPI at
46. T Portfolio Builder 3 3 User Manual Copyright 2006 United Management Technologies Inc 11 Getting Started Navigation Principles Use the dark blue toolbar located at the top of the screen to navigate between different modules of the UMT Portfolio Manager The About screen displays information about the currently logged in user The Help screen displays a context sensitive help menu based on your location in the tool Tinie Builder Planner Dashboard About Help Log Out TIM rerio management Builder Main View Settings My Scorecard Resource Pool Preferences Reports a Group by Hierarchy Filter Organizations 7 A No Filter bd Display Entities Quick Search Projects Ae Figure 2 4 Navigation Toolbar You will find navigation around UMT Portfolio Manager clear and easy Item Description Organization Click it in order to open close the organization G Project Click it in order to open the Project Information section where you can see the project details You can also click the project s name a Program Click it in order to open a program Portfolio Click it in order to open the Portfolio Information section where you can see the portfolio details You can also click the portfolio s name oO it Application Click it in order to open an application E3 All of the above entities can be sorted ascendingly descendingly by their name Simply click the corres
47. above which appear by default for all the projects created the Portfolio Builder allows the definition of some custom fields that would appear on this page fields which may be specific for each Portfolio or organization level and will only appear for the projects created in that Portfolio These fields are called Custom Attributes and may be numerical text or date fields and they are explained in the Attributes Definition section of this user guide If chosen these Custom Attributes may also be shown on a different page called the Additional Info tab Information on the Additional Info tab can be found in the Settings Guide Note Remember to click Add at the bottom of the page to save the project information Viewing Editing a Project There are two methods to view an existing project 1 Select it from the list and click View 2 Click the project s name in the list UMT Portfolio Builder 3 3 User Manual Copyright 2006 United Management Technologies Inc 19 Projects In both cases the Project Information screen will be displayed together with links to all the Project attributes tabs Budget cost Benefit Strategies impact in read only mode ine Builder Optimizer Planner Dashboard About Help Log Out INIT ortotio manager Builder View Project Windows 2 Settings My Scorecard Resource Pool Preferences Reports Project Info Budget Cost b Budget Resource Benefit Estimates Strategic Impact
48. ancial Management etc with links under each category Here the user can select from the following links e Account Management This is only accessible by the system s superuser o Account Management Add new account or edit delete existing accounts UMT Portfolio Builder 3 3 User Manual 147 Copyright 2006 United Management Technologies Inc Settings O Account Settings Select the appropriate Settings to be applied across the account Note these settings will apply to all Organizations Portfolios Programs Projects and Applications Manage Scorecards Define the Account level Views for the Builder amp Dashboard Scorecards i e Group By Display Entities and Filter By Manage Attribute Window Define the attributes to be displayed in the Account Level Scorecard Organization Management Here you can customize the view of the corporate structure business units or divisions in a corporation shown in the My Scorecard screen O Organization Hierarchy Management Define an Organization Tree or edit delete the existing organization tree Note deleting an organization will also delete all entities within the organization Organization Settings Define automatic project id templates organization codes portfolio planning horizons and the default portfolio time granularity i e Quarterly or Monthly for each organization Portfolio Program Management This is used to add new Portfolios or Progra
49. ar to Date 2004 igr iraa Binter 334 334 2 004 6 018 50 0 0 sc E Total Cost of Ownership 334 5334 2 004 5 015 0 0 0 st E Application Cost 0 0 0 0 50 0 0 st lt gt Drill Down Go To Level 4 v Snapshot Reports New Snapshot Dele pshot Lock Process Impact Risk Assessment Operational Performance Application Status Cost Tracking aoQ Cost Forecast Table v P Display Total Application Cost All Business Areas Levels Jul 04 Aug 04 Sep 04 Oct 04 Nov 04 Dec 04 Jan 05 Feb 05 O inter 33 33 33 33 33 33 17 1 C Total Cost of Ownership 33 33 33 33 33 33 17 1 s gt Drill Down Go To Level 1 v Figure 5 16 The Cost Data for applications in Production only is aggregated to the Cost Tracking Tab at Organization and Custom Portfolio levels Only the allocated portions of costs that are allocated through associations to Organizations are included in Organization totals Custom Portfolio totals include simple totals of all costs for every application in the Custom Portfolio UMT Portfolio Builder 3 3 User Manual Copyright 2006 United Management Technologies Inc 95 Applications Document Management The Portfolio Builder supports storing project related documents grouped in folders and document versioning The Documents tab is similar to the one for Projects Application Information Links Enhancement Request This featur
50. back to the Project List screen without saving any changes Project Attributes Tabs Besides Project Information there are nine attributes tabs that are associated to each project these tabs are presented in the following pages of this user guide Builder Optimizer Planner Dashboard About Help Log Out Builder View Project Windows 2 Settings My Scorecard Resource Pool Preferences Reports Project Info Budget Cost Budget Resource Benefit Estimates Strategic Impact 4 Budget Cost Budget Alert Subscription Workflow Project Asso Resource Benefit Name Windows 2000 Rollout Workflow Complete Request Form Eee Start Date 4 1 2005 End Date 571 2005 Strategic Impact Creation Date 71912004 Capitalization Period 0 Fixed Start Date Fixed End Date ESET RS ProjectiD 12 Priority 0 00 Schedule Project Class Projects lt 750 000 Benefits Start 5 1 2005 Project Reports Document Project initiators Initiator Project Managers Project Manager Mariwgement Contributors No items selected x Project Objectives Automate update to the GMIB for series 1 policies Figure 3 6 Project Screen Navigating Through Tabs As shown in Figure 3 6 to navigate through all the attribute tabs use the diamond and left right arrows to access a specific tab or scroll through the tabs Project Budget Cost Use the Budget Cost tab to access the project cost data while editing a project Note When this section is accessed fro
51. bout Help Log Out M f Portfotio Manager mee i references ET Settings My Scorecard Resource Pool Reports Preferences Microsoft Project Preferences Project Servers My Scorecard Configurator Configure Scorecard Views Configure Scorecard Attribute Window Sharepoint Preferences Sharepoint Server User Settings User Management Change User Information Figure 10 1 Preferences UMT Portfolio Builder 3 3 User Manual 135 Copyright 2006 United Management Technologies Inc Preferences Microsoft Project Preferences Click Project Servers in Figure 10 1 The next window will appear WF Builder Optimizer Planner Dashboard About Help Log Out fit niso Management Preferences Settings My Scorecard Resource Pool Preferences Reports Project Servers Server Name Server User Name ServerTest administrator Figure 10 2 Preferences Project Servers list Here you can view or change the project server settings Viewing project server settings There are two methods to view project server settings 1 Select it from the list and click View 2 Click the server s name in the list In both cases the General Settings screen will be displayed in read only mode Click Close Modifying project server settings Select the server name and click Edit The following window will appear UMT Portfolio Builder 3 3 User Manual 136 Copyright 2006 United Management Technologi
52. cation risk and operational performance indicators based on the results of the related surveys Although the color of calculated indicators can not be set manually comments can be entered by clicking on the indicator in the Status tab UMT Portfolio Builder 3 3 User Manual 93 Copyright 2006 United Management Technologies Inc Applications Application Cost Tracking Click the Cost Tracking tab Builder Optimizer Planner Dashboard About Help Log Out Settings My Scorecard Resource Pool Preferences Reports Hew Snapshot Delete Snapshot Lock Process Impact Risk Assessment Operational Performance Application Status gt Cost Tracking TS Tracking Cost z I Show Hide cost centers Level Application Original Budget Application Revised Budget evels Oct 2004 Year to Date 2004 All Years Oct 2004 Year to Date 2004 All Years Total Cost of Ownership 66 667 66 667 200 000 800 000 66 667 66 667 200 000 800 000 HEEE wl Drill Down GoTo Levelt jal Figure 5 15 Edit Application Cost Tracking Users can track Budget against Actual and Forecast values in the Cost Tracking tab Costs are forecast and tracked in periodic Snapshots The Snapshot for a period allows a user to edit the current period s Actual cost and the Forecast costs for the current period and all future periods for the expected life of the application To edit Forecast costs select Cost Forecast from the drop
53. cies with other applications Builder Optimizer Planner Dashboard About Help Log Out eener eee Settings Mys d Resource Pool Preferences Reports Organizations Custom Portfolios Supporting Projects D Dependent Applications Link Application To Dependent Applications Name Dependency Name Transfer agai Method n iBia M App J Sends To Active Retail E wiew Manual E Detel A A Figure 5 23 Dependent Applications Click Add to create a new link between applications You must specify the following e Dependency Select the dependency for the application selected in the first Name field by selecting one of the following values e Sends To The application in the first name column sends data to application in the second name column e Receives From The application in the first name column receives data from the application in the second name column e Exchanges Both applications exchange data with each other e Name Select the name of the associated application Click View to access the associated application s information tab e Transfer Method Select the appropriate data transfer method manual or automatic Click Update to save the changes UMT Portfolio Builder 3 3 User Manual Copyright 2006 United Management Technologies Inc 101 Applications Deleting an Application To delete an existing program 1 Select it from the list Figure 5 1 2 Click Delete
54. com Attributes Seaestion 2005 roe Application Estimated TCO 9 Architectural Fit Availability z Business Importance Business Risk pa Help Desk Tickets Required Field Add Cancel Figure 5 3 Add Application Screen Attention The attributes marked with an asterisk on this screen are required Attribute Name required Version required Analysis Start Date Application Status required Description The name should be descriptive and if it is an acronym spell out the entire name This attribute is a system requirement The application version must be entered in this attribute Enter in the analysis start date this should be the date when the application was created or when the Organization was created whichever is later This attribute is a system requirement Select the application status Development or Production This attribute is a system requirement UMT Portfolio Builder 3 3 User Manual Copyright 2006 United Management Technologies Inc 77 Applications Retirement Date Number of Users License Type Application ID Type Estimated Lifespan System Age Number of Licenses Application Initiators Business Sponsors Application Managers Objective Type in the retirement date This should be initially derived from the analysis start date estimated lifespan However the Application Manager or user with appropriate rights should be able to adjust this da
55. d You may enter notes into the Comments field by clicking the corresponding icon 3 Click Update to save the changes The resource requirement values are used for further analysis as they are transferred to the Portfolio Planner module where the process of scheduling projects for the most efficient resource usage is managed Project Benefit Estimates Click the Benefit Estimates tab to edit a project s estimated benefits this enables to do benefit tracking after the project is completed Note When you access this tab from the View mode the page will be displayed as read only The financial benefits table presented in Figure 3 13 displays the benefit categories defined for the portfolio where the project was initially created UMT Portfolio Builder 3 3 User Manual Copyright 2006 United Management Technologies Inc Projects displayed at the left side of the screen and it also displays the values for each category for the current year and for the following five years Builder Optimizer Planner Dashboard About Help Log Out Settings My Scorecard Resource Pool Preferences Reports Project Info Budget Cost Budget Resource Benefit Estimates Strategic Impact OL Financial Benefits zl T Show Hide cost centers Levels 2005 2006 2007 2008 2009 2010 Total Comments Cost Avoidance 0 0 0 0 0 0 0 c C Benefits 0 0 0 0 0 0 0 rc Drill Down GoTo Level 1 ba Figure 3 13 Edit Pro
56. d program The name of the program they are included in is also displayed in brackets The projects already assigned to the program are displayed in green while the ones that are available to be assigned are displayed in black 7 Select the check boxes corresponding to each project to include them in your program Click Update to save your changes bottom of the screen in Figure 4 8 the Programs Management screen is updated to reflect the changes The projects included in the program are listed together with their workflow status UMT Portfolio Builder 3 3 User Manual Copyright 2006 United Management Technologies Inc 74 CHAPTER OO yO 5 APPLICATIONS The My Scorecard section of the Portfolio Builder enables Organizations to create maintain analyze and manage their existing application portfolio Key Concepts After login the application opens at the My Scorecard section Bulder Optimizer Planner Dashboard About Help Log Out Settings My Scorecard Resource Pool Preferences Hierarchy Organizations 7 No Fater appicatons JATH i h g 2 starvae j tmipate A acos 3 073 531 snw 806 669 1 157 625 1268888888336888 Figure 5 1 Applications List Screen UMT Portfolio Builder 3 3 User Manual 75 Copyright 2006 United Management Technologies Inc Applications Note Click from the right top of the screen to open the Portfolio Selector Selec
57. der Dashboard About Help Log Out MIMI rortsio management S ee Settings My Scorecard Resource Pool Preferences Reports Benefit Estimates Strategic Impact Schedule N Status D Cost Tracking lt ol gt Project Cost Data Cost Tracking Table X I ShowsHide cost centers Original Budget Change Request Levels Current Period Year to Date Full Year AllYears Curent Period Year to Date Full Year All Years Direct Cost 77 000 77 000 847 000 852 000 0 0 7 000 7 000 Gi On going Support Cost 0 so so 95 000 so so 0 0 al l a 4 Drill Down GoTo Level 1 Application Cost Data Cost Tracking Table a I ShowsHide cost centers ae Application Original Budget Application Revised Budget evels Current Period Year to Date Full Year AllYears Current Period Year to Date Full Year All Years Total Cost of Ownership so so so so so so so so al ll Drill Down Go To Levert Figure 7 11 Edit Portfolio Cost Tracking Similar to the Budget Cost Data the Cost Tracking Data is read only The Custom Portfolio Cost Tracking table aggregates data from projects that have passed the Approval point in the Workflow The Project Cost Structures and Application Cost Structures are displayed in two separate tables UMT Portfolio Builder 3 3 User Manual 119 Copyright 2006 United Management Technologies Inc Portfolios Cost Tracking Table includes the following columns for both Projects and Applications e Original Budget
58. down menu and edit the costs in each future period by clicking the corresponding icon Application Budget Cost can be allocated among Organizations by using the Funded By feature in the Organization Associations tab see Application Associations below Actual and Forecast costs follow the same allocation The application is Created In only one organization it can be linked to many others Only users with appropriate rights to the Created In organization can edit application cost data If a user opens an application while viewing it from a linked Organization only the costs relating to that Organization are displayed The application s total cost values are displayed in the Organization the UMT Portfolio Builder 3 3 User Manual Copyright 2006 United Management Technologies Inc 94 Applications application was Created In Users in either Organization can toggle between allocated and total cost views by clicking the Display Costs for Current Business Area Only and Display Total Application Cost All Business Ares options shown below Snapshot Reports New Snapshot pshot Lock Process Impact Risk Assessment N Operational Performance Application Status aN Cost Tracking MeT Cost Tracking Table b P Display Costs for Current Business Area Only Original Budget Change Request Level licatic Jul 2004 Year to Date 2004 All Years Jul 2004 Ye
59. e completed in order to map applications to Business Functions to populate the Application Functional Overlap report The access is made through the Process Impact tab UMT Portfolio Builder 3 3 User Manual Copyright 2006 United Management Technologies Inc 88 Applications Builder Optimizer Planner Dashboard About Help Log Out Settings My Scorecard Researce Pool Preferences Reports Origination E Pricing amp Price Distribution 10 Trake Execution B g PAL Contrat amp Reporting Ee Trading Risk Management CEE Transaction Management Trade Support se Payroll vee PAL Reporting Business Oversigt ancl Vendor Mgmt Medium Co ee V cre Figure 5 10 Edit Application Process Impact Screen Select the appropriate contribution assessment choice from the corresponding drop down menu Note The default Assessment values are None Low Medium and High The administrator can edit these labels and their associated values if necessary You can also enter short descriptions in the Comments fields by clicking the corresponding icon You can build a library of Business Processes and associate each one to entries in the library of more generic Business Process Functions in the Settings page For example e Financial Business Process associated to o Payroll Business Process Functions o P amp L Reporting Business Process Functions o General Ledger Business Process Functions UMT Port
60. e filter can be selected from the Filter drop down menu TIP Remember to select Apply after making a selection UMT Portfolio Builder 3 3 User Manual Copyright 2006 United Management Technologies Inc 13 CHAPTER 2 PROJECTS The My Scorecard feature of the Portfolio Builder supports definition review and maintenance of different project proposals The projects are tracked from initiation through the approval process until the implementation stage Key Concepts The project maintenance operations are able to update the project planning information i e cost benefits and resources FTEs and assess project risk and project strategic impact on the organization s objectives After the login procedure the application opens at the My Scorecard view Figure 3 1 UMT Portfolio Builder 3 3 User Manual 14 Copyright 2006 United Management Technologies Inc Projects Builder 4 Main view Group by Hierarchy Fitter E No Fiter EP ay Display Entities Quick Search Status Start Date End Date Total Cost E Projects Name Buna anzoos T2005 412005 10 1 2005 200 000 00 342005 412005 0 00 21 2005 117172005 955 000 00 242005 4172006 4111 2005 12 4 2005 0 00 4114 2005 12 4 2005 0 00 1112005 4172005 0 00 31 2005 5 172005 0 00 31 2005 612005 0 00 242005 412005 0 00 51 2005 10 1 2005 0 00 51 2005 712005 0 00 5 18 2005 6 15 2006 4 475 000 00 552005 2 32
61. e of the Portfolio Builder allows the users to log new enhancement requests for each application This module is accessed through the Enhancement Request link present at the top right side of Figure 5 4 izer Planner Dashboard About Help Log Out Settings My Scorecard Resource Pool Preferences Reports List Enhancement Request Add Enhancement Request Name av Date Entered av C SFE 6 6 2005 1 Figure 5 17 Enhancement List The window displays a list of the enhancements requested for the application and options to record new ones using Add Enhancements Request tab In order to add a new enhancement request click the Add Enhancements Request tab top of the screen in Figure 5 17 The Add Enhancement Request screen will appear UMT Portfolio Builder 3 3 User Manual Copyright 2006 United Management Technologies Inc 96 Applications Builder Optimizer Planner Dashboard About Help Log Out Applications Application RTP Settings MyScorecard Resource Pool Preferences Reports List Enhancement Request Add Enhancement Request N Name Date Entered pens wa Description M Author Sergiu Bucur Owner Lewis K Go Back Figure 5 18 Enhancement Add Enhancement Request You must complete the following fields for each request e Name e Date Entered e Description e Author e Owner Application Associations This feature of the Portfolio Builder
62. ection for Office Printing 05 01 2005 07 01 2005 Not available Not available o MANAGE Test Customer Service 05 18 2005 06 1 5 2006 Not available Not available o gt CREATE Windows 2000 Rollout 01 01 2005 05 01 2005 Not available Not available o n CREATE AAT Figure 7 8 Edit Portfolio Schedule Screen The schedule tab aggregates data for projects and applications in different views The following options can be selected from the drop down menu e Project Schedule Data Table captures all projects within the Custom Portfolio and displays a table with all the information e Application Transformation Decision Table aggregates data from the Transformation Decision table in the Application Information Tab The table captures all applications within the Custom Portfolio and displays a Transformation Decisions for the applications over a 5 year period i e current year 5 years You can click the application name to open the detailed information screen for the application UMT Portfolio Builder 3 3 User Manual 117 Copyright 2006 United Management Technologies Inc Portfolios Portfolio Status Select the Status tab to see the portfolio status Figure 7 9 Builder Optimizer Planner Dashboard About Help Log Out Settings My Scorecard Resource Pool Preferences Reports Builder Edit Portfolio Mandated Budget Resource Benefit Estimates Strategic Impact Schedule AJ Status AU OD Projec
63. een 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 installation 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 Builder 3 3 User Manual Copyright 2006 United Management Technologies Inc 161
64. ement Technologies Inc 59 Projects Wine Builder Optimizer Planner Dashboard About Help Log Out nn Portroiio manager Pene Builder Edit Project Wit Settings My Resource Pool Preferences Reports Change Request List Add Change Request Date Entered u92006 Ewan Description Author John Smith Owner Contributor Approver Account Manager E Cost Center Business Attributes ooo T Figure 3 46 Add Change Request Here the user must enter a name for the change request and fill out the rest of the page including a date description owner approver and cost center Then click Add at the bottom of the screen The author is completed automatically name of the user entering the change request Once Add is selected two additional tabs appear the Cost Breakdown tab and the Work Breakdown tab This is shown in Figure 3 47 UMT Portfolio Builder 3 3 User Manual Copyright 2006 United Management Technologies Inc Projects Builder Edit Project 8 24 2005 t Builder Optimizer Planner Dashboard About Help Log Out Change Request List Name Status RAISED Date Entered 1 10 2006 Description Fea Edit Change Request Cost Breakdown A Work Breakdown N Settings My Scorecard Resource Pool Preferences Reports Author James Panagos Owner Initiator Approver lt James Panagos Cost
65. endor contracts for business intelligence i 0 00 Efe other kh RE Bon sa HE Ersin04 e GHE Hans l GHE Mihai o1 m Hatea i Test i 5 175 020 26 HE Technotoay m i T Mnarani aaie r Cross View T View All including linked entities Add View Edit Delete Figure 4 1 Programs List Screen Note Click W from the right top of the screen to open the Portfolio Selector Select Programs from the Display Entities drop down menu and click Apply The section displays all the existing programs grouped by organization Click to open an and click to close it You can identify a program by its icon 5 Besides the name of each pr ea information about the program s status and its state Checked In tt e Checked Out Ei is displayed Note You can identify the user who has checked out the program by placing the mouse over the lock icon UMT Portfolio Builder 3 3 User Manual Copyright 2006 United Management Technologies Inc 67 Programs Managing Programs Creating a Program Click Add to create a program The window below will appear Organization Hierarchy Existing portfolios and programs Corporate Corporate Figure 4 2 Add Program Select the Organization Hierarchy the entity program in this case and the existing portfolios and programs Then click Add Entity The window below will appear Program Information Name programmi T Start
66. er you create it with the Manage Portfolio option this option is detailed in another chapter of this user guide Portfolios Select the Organization Hierarchy the entity project in our case and the existing portfolios and programs Click Add Entity The next window will appear UMT Portfolio Builder 3 3 User Manual Copyright 2006 United Management Technologies Inc 16 Projects Builder Optimizer Planner Dashboard About Help Log Out ir Si d Settings My Scorecard Resource Pool Preferences Reports Project Info Budget Cost Budget Resource Strategic Impact Risk gog J7 Name Workflow NIA Start Date gi End Date i Creation Date anig 2005 9 Capitalization Period 36 Fixed Start Date gi Fixed End Date H ProjectiD Priority Project Class Benefits Start FS Project Initiatars No items selected Project Managers No items selected Contributors No items selected e Project Objectives Business Need Project Scope In Scope Out of Scope Figure 3 3 Add Project Screen The screen presents several data input fields where project related information should be entered Attention The fields marked with an asterisk are required Field Description Name The name should be descriptive enough to uniquely required identify each project Workflow Information about the workflow status of the project is Status taken directly from the workflow section
67. erprise Architectural Drivers The applications administrator can build a library of Enterprise Architecture Drivers in the Settings screen and associate these drivers with various Organizational levels This tab will also allow a user to complete the fit assessments Builder Optimizer Planner Dashboard About Help Log Out Settings My Scorecard Resource Pool Preferences Reports der Edit Application Client Svc Current Snapshot New Snapshot Delete Snapshot Lock Application info Budget Cost Strategic Impact Architectural Fit KKD Employ maintainable design amp technologies w J Utilizes best practices in coding and design Employs maintainable technologies with minimal Ll Extreme Program Code and or technology is well known well documented and easily maintained Strong Program Code and or technology is well known not well documented and easily maintained Moderate Program Code and or technology is somewhat known not documented and maintainable Low Program Code and or technology is not well known not well documented and difficult to maintain None Adhere to standards and accepted design patterns vc M rc Employs standard technologies platforms and is aligned with the current enterprise design patterns Extreme The application employs standard technologies platforms and design patterns Strong The application employs enterprise standard technologies platforms and previously accepted design La
68. ers to break cost data down by specific categories i e Business Expense vs IT Expense Cost Center Associations Associate the defined Cost Centers with the appropriate levels within the Organization Hierarchy Once associated the Cost Centers will be automatically displayed in the Project Program and Application Cost Tabs within the Organization Cost Structure Management Define a Cost Tree that will be displayed in all project program portfolio and organization cost tabs i e Budget Cost amp Cost Tracking tabs Cost Structure Associations Associate the defined Cost Tree with the appropriate levels within the Organization Hierarchy Cost Tracking Configuration Specify which columns i e Current Period YTD Full Year and Total Cost should be displayed in each category i e Original Budget Revised Budget Actual etc in the Cost Tracking Tab Cost Structure Management Define a Cost Tree that will be displayed in all application custom portfolio and organization cost tabs i e Budget Cost amp Cost Tracking tabs Cost Structure Associations Associate the defined Cost Tree with the appropriate levels within the Organization Hierarchy Cost Tracking Configuration Specify which columns i e Current Period YTD Full Year and Total Cost should be displayed in each category i e Original Budget Revised Budget Actual etc in the Cost Tracking Tab Financial Benefit Management Define the Financial Benefit Tree
69. erver name and the project name e Microsoft Project server name select a server from the drop down list e Microsoft Project project name select a project from the server to export into Microsoft Project e Create new project creates a project on MS Project Server with the same name as the one opened If you select Microsoft Project File you must select the file e Select MPP file click Browse and select the file from the computer e Create new MPP file exports the project to a new file and at the end prompts the user for the file name e Update Schedule updates the schedule information e Update Link Mapping creates a link between the exporting project and its source UMT Portfolio Builder 3 3 User Manual Copyright 2006 United Management Technologies Inc 39 Projects Select Finish Project Status Click the Status tab to enter or see the project status Builder Optimizer Planner Dashboard About Help Log Out Settings My Scorecard Resource Pool Preferences Reports Current Snapshot New Snapshot Delete Snapshot Lock Strategic Impact Risk Issues amp Risks Schedule Status lt ol gt oh Indicators Overall Financial Resource Schedule Project Risk Quality Thresholds Project Progress Actual 0 Schedule Complete Planned 0 Actual 0 Work Complete Planned 0 Actual 0 Cost Complete Planned 0 Overall Health Description overall comment
70. es Inc Preferences Builder Optimizer Planner Dashboard About Help Log Out Settings My Scorecard Resource Pool Preferences Reports a Preferences Edit Microsoft Proje Project Servers N General Settings Project Server Name ServerTest Network Domain iwin2k3prj Project Server Username administrator Network Username administrator Project Server Password ra Network Password aii Change Project Server Password Old Password New Password Confirm New Password Change Network Password Old Password New Password Confirm New Password Oooo MN Figure 10 3 Preferences General Settings Here you can specify the MS Project settings for the previously selected server Tip In the General Settings section you can see the server s name The following settings must be type in e Project Server Username username to access the project server e Project Server Password password to access the project server Note You may need to contact the MS Project Server Administrator for this information e Network Domain the network domain of the computer where MS Project Server is installed e Network Username username to access the computer where MS Project Server is installed e Network Password password to access the computer where MS Project Server is installed Note You may need to contact the Ms Project Server administrator for this information UMT Por
71. esources required for each project in the organization the first two sections available in the module To access this section click the Skill Inventory tab from the main menu and select Actual Availability Figure 6 1 UMT Portfolio Builder 3 3 User Manual Copyright 2006 United Management Technologies Inc 106 Resource Pool Uanir Builder Optimizer Planner Dashboard About Help Log Out IN rertatio Management Actual Availability Settings My Scorecard Bescurce Poci Preferences Reports Organization Hierarchy Existing portfolios Finance hd Finance hed T Actual Availability N E Resource Requirements Start Date 01 01 2000 End Date 01 01 2015 Items per page 10 eens ce Nate Jan 00 Feb 00 Mar 00 Apr 00 May 00 Jun 00 Jul 00 Aug 00 Sep 00 Oct 00 Architect 0 00 0 00 0 00 0 00 0 00 0 00 0 00 0 00 0 00 0 01 Business Analyst 0 00 0 00 0 00 0 00 0 00 0 00 0 00 0 00 0 00 0 01 C Prog 0 00 0 00 0 00 0 00 0 00 0 00 0 00 0 00 0 00 0 01 Total 0 00 0 00 0 00 0 00 0 00 0 00 0 00 0 00 0 00 0 01 H a Details Details of resource Architect Property Name Property Value Yearly Contractor Cost 150 000 00 Yearly Permanent Cost 100 000 00 Figure 6 4 Resource Pool Actual Availability The actual resource availability table Figure 6 4 shows the availability values for each of the resources for every time period of the portfolio The values are computed by subtracting the aggregated resource re
72. eted If any deliverables are not completed it will be shown in red See Figure 3 38 as an example Deliverables state You have to insert a value for fields in red if any Cost Avoidance Complete High Level Benefit Forecast Benefits Figure 3 38 Deliverables state Here Cost Avoidance and Benefits data have not yet been completed The last part of the workflow page as shown in Figure 3 37 lists the users who have signed off on the project in the specific lifecycle step and any user who has not yet signed off on the project that needs to in order to move the project along in the workflow Alert Subscription This function of the Portfolio Builder allows the users to set up e mail alerts whenever specific project events occur After setting up the alert when the event occurs an e mail is sent to the user that subscribed to this service informing him her about the event This module is accessed through the Alert Subscription link present at the top right side of Figure 3 4 View Project Screen anner Dashboard About Help Log Out Settings My Scorecard Resource Pool Preferences Reports Subscription List Add Subscription Subscriptions Turn On Off I Alerts are turned on Ifyou are going on vacation you can suspend alerting service by unchecking the box Figure 3 39 Edit Project Alert Subscriptions The window in Figure 3 39 displays a list of the subscriptions the user has set up and
73. folio Builder 3 3 User Manual 89 Copyright 2006 United Management Technologies Inc Applications Note The administrator can configure the choices for the relational attribute for associating applications to Business Process Functions The administrator can specify which Business Process and which Business Process Functions can be associated with an Organizational area The Financial Business Process and all lower level Business Process Functions i e Payroll P amp L Reporting and General Ledger could be associated with Business Unit 1 The Financial Business Process and one of the Business Process Functions i e Payroll could be associated with Business Unit 2 The Transaction Management Trade Support process in Figure 5 10 Edit Application Process Impact Screen has two Business Functions Payroll and P amp L Reporting associated with it In the Process Impact tab users can record the following Assess the contribution of the application to Business Processes These values should automatically populate the Application to Business Process matrix in the Portfolio Optimizer Specify whether the application delivers one or more of the Business Process Functions These values are used to populate the Application Functional Overlap report and to calculate a redundancy score for each application pair in the matrix view of that report when the Business Functions filter is used Application R
74. for documents across the whole portfolio create new documents or folders backup and restore the storage space e User Security and Session Tracking This holds a log file of user tracking information limited failed login attempts and password changes O User Login and Session Tracking Displays users sessions and users actions from each session UMT Portfolio Builder 3 3 User Manual 153 Copyright 2006 United Management Technologies Inc Settings Failed Login Attempts Displays failed login attempts on account and or user login Password Changes Displays all password changes performed by any user e Data Transfer This can be used to import or export projects and or applications and their attributes O Project Data Import Import Project data into UMT Portfolio Manager i e project request forms cost data resource data etc Application Data Import Import Application data into UMT Portfolio Manager i e Application attributes and Cost Data Project Data Export Select Project data to be exported into Excel Application Data Export Select Application data to be exported into Excel e Other Settings Here the user can centrally manage the Snapshot reporting process for Projects The user may also create filters create e mail templates and store additional documents for each project program portfolio or application O Project Snapshot Report Management Centrally manage the Snap
75. 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 Reporting Services UMT Portfolio Builder 3 3 User Manual 156 Copyright 2006 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 Hard
76. formance Management Define an Operational Performance Questionnaire for Applications Driver Management Use this link to create business drivers and their impact choices These drivers are then shown in the Strategic Impact tab O Business Driver Library Define Business Drivers and their associated Impact Statements for Projects Applications and Programs Business Driver Associations Associate the Business Drivers with the appropriate levels within the Organization Hierarchy The Business Drivers will be displayed in the Applications Projects Programs Custom Portfolio s and Organizations Strategic Impact Tabs Architecture Driver Management Define Architecture Drivers and their associated Impact Statements for Applications Architecture Driver Associations Associate the Architecture Drivers with the appropriate levels within the Organization Hierarchy The Architecture Drivers will be displayed in the Applications Custom Portfolio s and Organizations Architecture Fit Tabs Business Process Management This is used to create business processes and business process functions and to associate them to organizations o Business Process Library Define a library of Business Processes and their associated Impact Statements o Business Process Associations Associate the Business Processes with the appropriate levels within the Organization Hierarchy The Business Processes will be displayed in the Applications Custom
77. from the database and a revised Views List will appear Note If you click Cancel in the confirmation window the system will not save any modifications and will display the old list UMT Portfolio Builder 3 3 User Manual 140 Copyright 2006 United Management Technologies Inc Preferences Configuring Scorecard Attribute Window Click Configure Scorecard Attribute Window in Figure 10 1 The next window will appear Builder Optimizer Planner Dashboard About Help Log Out Settings My Scorecard Resource Pool Preferences Reports My Configuration List Add Configuration Configuration Name Description Application Default Configuration Cost Dashboard Not selected in the default view C Date Builder Not selected in the default view Figure 10 6 Preferences Configure Scorecard Attribute Window Here you can see a list of all the existing configurations Creating a configuration To add a new configuration click the Add Configuration tab The data input form for the configuration settings will appear UMT Portfolio Builder 3 3 User Manual Copyright 2006 United Management Technologies Inc 141 Preferences Builder Optimizer Planner Dashboard About Help Log Out Settings MyScorecard Resource Pool Preferences Reports My Configuration List Add Configuration Name Usage Builder z Description Status Start Date End Date Total Cost Workflow Info 7 Info x
78. g Out NIM rors management Builder Edit Project Service Delive Settings My Scorecard Resource Pool Preferences Reports Report ev trent Snapshot 7 Hew Snapshot Delete Snapshot Lock Cost Tracking Resource Tracking Project Reports Document Management ION 5 New Folder Hide Info New Document Full Search Quick Search o Figure 3 31 Edit Project Documents The left side menu allows users to create new folders and documents and search through the existing ones while the toolbar located above the list of folders and documents offers the ability to perform operations Check Show deleted documents to view in the right side all the previously deleted documents To add a new document to the project click New Document UMT Portfolio Builder 3 3 User Manual 44 Copyright 2006 United Management Technologies Inc Projects Field Document name Document ID Password Keywords Keep check out Description Comments Document name Document ID a Password EEE Key words p Keep check out J7 Description Comments Browse for file Browse maximum file size is 10MB Figure 3 32 Project Add Documents Description Type in the document name It must be unique at its level Type in the document ID This must be unique Type in the password in order to protect the document This is optional N
79. ganization of this manual It lists the chapters and provides a breif description of each one Chapter 1 Overview briefly explains the UMT Project Portfolio Management Methodology Chapter 2 Getting Started details basic navigation through the UMT Portfolio Manager Chapter 3 Projects describes how projects are defined viewed edited and managed in the UMT Portfolio Builder Chapter 4 Programs describes how programs are created edited viewed and managed in the UMT Portfolio Builder Chapter 5 Applications describes how applications are created edited viewed and managed in the UMT Portfolio Builder Chapter 6 Resource Inventory describes how information about resources availability and requirements is presented and managed UMT Portfolio Builder 3 3 User Manual 5 Copyright 2006 United Management Technologies Inc Welcome Chapter 7 Portfolios describes how portfolios are created and managed in the UMT Portfolio Builder Chapter 8 Launching the UMT Portfolio Management Analytical Tools from the Portfolio Builder describes how the UMT Portfolio Builder is integrated with other modules in the UMT Portfolio Manager i e the UMT Portfolio Planner the UMT Portfolio Optimizer and the UMT Portfolio Dashboard Chapter 9 Reports describes how to access standard reports in the UMT Portfoliot Builder as we
80. ganizations and Portfolios M Report templates Issues And Risks 2 Defined Define New Cost Tracking 2 Defined Define New C Detailed Cost Tracking 0 Defined Define New C Project List Grouping 2 Defined Define New Project Cost Breakdown By Attribute 6 Defined Define New Project Cost Breakdown By Cost Center 6 Defined Define New C Application Functional Overlap 1 Defined Define New C Application Process Integration 1 Defined Define New Application List Grouping 1 Defined Define New C Project Approvals Summary Report 0 Defined Define New Projects by Status 2 Defined Define New C Workflow Management 1 Defined Define New Organization Portfolio Financials Report 0 Defined Define New C Resource Competency Report 0 Defined Define New Figure 9 1 Reporting Management Screen For more detailed information on how to use the Reports menu of the UMT Portfolio Builder refer to the Reports chapter of the Portfolio Dashboard manual UMT Portfolio Builder 3 3 User Manual 133 Copyright 2006 United Management Technologies Inc 1 0 PREFERENCES In the Preferences section you can specify options for Microsoft Project for My Scorecard section and you can change user information UMT Portfolio Builder 3 3 User Manual 134 Copyright 2006 United Management Technologies Inc Preferences Click Preferences from the toolbar to access this section MME Builder Optimizer Planner Dashboard A
81. gure 5 20 Organizations UMT Portfolio Builder 3 3 User Manual Copyright 2006 United Management Technologies Inc 98 Applications Click Add to create a new link between Application and Organizations You must specify the following e Organization Name Select the names of the Organizations that are Funding the application e Relation Select the relation between the application and the relevant Organization The relations are Linked To or Created In applied by default when an application is Created In an Organization e Funded by Type in the cost allocation for the linked Organization between 0 and 100 When an application is Created In an Organization the allocation cost is default 100 Click Update to save the changes Custom Portfolios In this section you can view and edit the associations between Applications and different Custom Portfolios You are able to link applications with multiple Custom Portfolios U Le Builder Optimizer Planner Dashboard About Help Log Out AIM rotstio manageme Applications Application Activ Settings My Scorecard Resource Pool Preferences Reports Organizations Custom Portfolios Supporting Projects Dependent Applications Link Applications With Custom Portfolios Custom Portfolio Name Relation Add Figure 5 21 Custom Portfolios Click Add to create a new link between Application and Organizations UMT Portfolio Builde
82. ies Inc 159 Appendix pre built connectors into MS Excel and MS Project for import export Development T esting 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 external 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 the Database server and a linked server UMT Portfolio Builder 3 3 User Manual Copyright 2006 United Management Technologies Inc 160 Appendix 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 betw
83. in the portfolio and then computing the optimal set of projects that should meet the organization s demands We recommend that the Risk score should also be determined for each project as the analyses performed in the Portfolio Optimizer must take into account these aspects too UMT Portfolio Builder 3 3 User Manual Copyright 2006 United Management Technologies Inc Launching the UMT Portfolio Management Analytical Tools from the Portfolio Builder Program Portfolio Analysis Sets of programs with linked projects and their data see above Project Portfolio Analysis requirements are required before being able to perform program portfolio analysis Application Portfolio Analysis Sets of applications populated with their data are required before being able to perform Application portfolio analysis Prerequisites for an Effective Planner Session The following must be entered in the UMT Portfolio Builder for an effective planning session using the UMT Portfolio Planner e Project Costs e Project Priorities e Project Start Dates e Project End Dates e Inter Project Dependencies e Project Resource Requirements e Project Resource Availability Note Project start dates and project end dates are very important for the UMT Portfolio Planner because the duration of the projects will be used in the Macro scheduling process UMT Portfolio Builder 3 3 User Manual 129 Copyright 2006 United Ma
84. ings for recurring synchronization events between UMT Portfolio Manager and Microsoft Project Server Resource Pool Synchronization Settings Define the settings between the Microsoft Project Server Resource Pool and The Resource Pool in UMT Portfolio Manager Synchronization Error Log Lists all synchronization errors Attribute Mapping Template Management Define import export Mapping templates to link attributes in UMT Portfolio Manager with Enterprise fields in Microsoft Project Server Named Resource Management Allows the user to link Named Resources in Microsoft mpp files with the Resource Types in UMT Portfolio Manger note this functionality is used when importing directly from the mpp files Outline Level Settings Specify the Outline level that the Phases are displayed in the Microsoft Project Plan All entries in the Microsoft Project Plan created at the defined Outline Level will be imported into UMT Portfolio Manager as Phases Synchronize Resource Pools Synchronize the Microsoft Project Server Resource Pool with the Resource Pool in UMT Portfolio Manager Mass Import Select the appropriate projects defined in Microsoft Project Server and automatically import the project data into UMT Portfolio Manager Mass Export Select the appropriate projects defined in UMT Portfolio Manager and automatically export the project data to Microsoft Project Server Refresh Projects e Documents Management The user can search
85. iptions in the Comments fields by clicking the corresponding icon Click Update to save the changes Application Operational Performance The administrator can configure an Operational Performance survey questionnaire to assess applications ability to meet processing needs The overall score is used in the Portfolio Optimizer to analyze the application portfolio UMT Portfolio Builder 3 3 User Manual Copyright 2006 United Management Technologies Inc 91 Applications Open the Operational Performance tab Builder Optimizer Planner Dashboard About Help Log Out Settings My Scorecard Resource Pool Preferences Reports New Snapshot Delete Snapshot Lock Strategic Impact A Architectural Fit N Process Impact N J Risk Assessment Operational Performance aO Scalled Overall Performance High Application Operational Performance 100 Average Daily Downtime Under 1 minute 7 0 What is the average daily downtime 5 Under 1 minute 3 Between 1 and 15 minutes 1 Over 15 minutes Average Response Time Under 0 1 second x rc What is the average response time per click 5 Under 0 1 second 3 Between 0 1 seconds and 1 second 1 Above 1 second Figure 5 12 Edit Application Reports For each Risk Category there are multiple questions and each question has multiple pre defined answers A total score is calculated for each category and aggregated into a weighted Overall Performance score displayed at
86. is as it is transferred to the Portfolio Optimizer module UMT Portfolio Builder 3 3 User Manual 30 Copyright 2006 United Management Technologies Inc Projects Project Issues and Risks This section allows the tracking of the various issues and risks that may influence the planned on time delivery of the project from the moment it is raised until it is closed The access is made through the Issues amp Risks tab Builder Optimizer Planner Dashboard About Help Log Out Settings My Scorecard Resource Pool Preferences Reports Report urrent Snapshot New Snapshot Delete Snapshot Lock Budget Resource Benefit Estimates Strategic Impact gt Risk Issues amp Risks 4 Bl b Items per page 10 z Issues Title Weight Owner Date Entered Completed test NIA NIA 4 27 2005 Not completed 1 Risks Title Weight Owner Date Entered Completed C major NIA ini 4 27 2005 Not completed 1 ATE STE 4 2 Figure 3 18 Edit Project Issues and Risks Screen The section contains 2 tables Issues and Risks Note The buttons at the lower portion of the screen present the management options of both issues and risks To add an issue or a risk to the list click Add The next window Figure 3 19 will appear UMT Portfolio Builder 3 3 User Manual 31 Copyright 2006 United Management Technologies Inc Projects Builder Optimizer Planner Dashboard About Help Log Out Settings My Scorecard Reso
87. isk Assessment The administrator can configure a Risk Assessment questionnaire to assess applications technical risk The overall score is used in the Portfolio Optimizer to analyze the application portfolio The access is made through the Risk Assessment tab UMT Portfolio Builder 3 3 User Manual Copyright 2006 United Management Technologies Inc 90 Applications Builder Optimizer Planner Dashboard About Help Log Out Settings My Scorecard Resource Pool Preferences Reports New Snapshot Delete Snapshot Lock Budget Cost Strategic Impact Architectural Fit b Process Impact Risk Assessment lol Scaled Overall Risk E Low Business Risk 11 Business Criticality Low 10 What is the level of business criticality of the application 1 Low 3 Medium 6 High 9 Extreme Technology Risk 66 Application Complexity High z rc What is the complexity level of the application 1 Low 3 Medium 6 High 9 Extreme 7 update P cance Figure 5 11 Edit Application Risk Screen For each Risk Category there are multiple questions and each question has multiple pre defined answers A total score is calculated for each category and aggregated into a weighted Overall Risk score displayed at the top right corner of the tab This value is stored in the attribute Application Risk Score which can be used for further analysis used in the Portfolio Optimizer module You can also enter short descr
88. ite supports this process by providing ad hoc executive dashboard reports customizable to meet specific reporting needs Build a Shared Create Select Vision Rank Projects Optimize the mpac Portfolio ytin De ns identify c Project Intake prolatis H Manage the Plan the Roadmap Portfolio Ar Quart nithly Timesheet Management UMT Portfolio Builder 3 3 User Manual Copyright 2006 United Management Technologies Inc CHAPTER Se aa 1 GETTING STARTED The following section of the User Guide will provide basic information about the interface of the UMT Portfolio Manager software about how to move between its modules and the terminology of the various items Access and Login In order to access the UMT Portfolio Manager open the Internet Explorer browser and use the link provided by the administrator The Account Login screen will be displayed as in Figure 2 1 account password _ Login Figure 2 1 Account Login Type the account name and password and click Login The User Login screen will appear as in Figure 2 2 UMT Portfolio Builder 3 3 User Manual 10 Copyright 2006 United Management Technologies Inc Getting Started UMT Portfolio Manager 3 3 Login Figure 2 2 User Login Type the user name and password and click Login A list with all the entities in your portfolio within the UMT Portfolio Builder module will appear WAM rss rmge
89. ity to save the information from these three project tabs into project snapshots UMT Portfolio Builder 3 3 User Manual Copyright 2006 United Management Technologies Inc 63 Projects Snapshots are taken at regular intervals e g monthly if the reporting granularity is monthly Past snapshots can be recalled at any time by using the Report drop down menu located in the upper section of the screen right above the project tabs Past snapshots are only accessible when the project is in View mode Builder Optimizer Planner Dashboard About Help Log Out Settings My Scorecard Resource Pool Preferences Reports Report Current Snapshot New Snapshot Delete Snapshot Lock Strategic Impact Risk a Issues amp Risks Schedule Status OL P Indicators Overall Financial Resource Schedule Project Risk Quality Project Progress Actual 0 Schedule Complete Planned 0 Actual 0 Work Complete Planned 0 Actual 0 fost Comelste Planned 0 Overall Health Description overall comment Figure 3 50 Snapshot Report The New Snapshot link located to the upper right hand side of the screen allows you to create a new snapshot report Click on the link and enter the name for the current snapshot report that will be archived and the name for the next snapshot report to be created Click on OK to validate your entry See Figure 3 51 Umit Builder Optimizer Planner Dashboard About Hel
90. iver could be measured by Total Revenue or a NPV value e A cost efficiency driver could be measured by a Cost Reduction e An employee satisfaction driver could be measured by an Employee Retention rate KPI Note KPI means Key Performance Indicator Project Risk This section computes the overall risk score for the project using Risk Categories and Questions that are associated to the project s portfolio The access is made through the Risk Assessment tab The following window will appear Builder Optimizer Planner Dashboard About Help Log Out Settings My Scorecard Resource Pool Preferences Reports Builder Edit Project Windows 200 Budget Cost Budget Resource Benefit Estimates Strategic Impact Risk ajo Overall Risk ____ Low Investment Risk 10 Certainty of business requirements High z Certainty of business requirements over five years 4 High 5 Average 10 Low Technical Architecture Risk 10 Architecture fit Completely 7 0 The degree to which the investemnt meets existing and future architecture standards 1 Completely 5 Some compliance 10 No compliance Figure 3 17 Edit Project Risk Screen For each Risk Category there are multiple questions and each question has multiple pre defined weighted answers A Risk Score is calculated for each category and a total score is displayed in the top right section as Overall Risk This value can be used for further analys
91. ject Benefit Screen In order to enter data for a specific benefit category 1 Select the hierarchy level from the Drill Down list located at the bottom of the screen Click the icon in the appropriate cell of the table and enter the values in the window that appears Z Financial alueEditor Web Page Dialog d Cost Centers f Values Business j IT OK Cancel Figure 3 14 Edit Project Enter Benefit Values Click OK and they will be displayed in the table UMT Portfolio Builder 3 3 User Manual Copyright 2006 United Management Technologies Inc Projects 3 After assigning values to the table click Update bottom of the screen to save and apply the changes The same logic for Budget Cost applies to Benefit data if you enter values for a parent benefit category any previous values for its children will be deleted Otherwise the value for the parent category will be displayed as the sum of its children data However a warning message is displayed when editing a category that has children defined telling you that the values for the lower level categories are deleted Project Non Financial Benefit Estimates Select Non Financial Benefits from the drop down menu Figure 3 13 to access this data table Note When you access this section from the View mode the page will be displayed as read only The non financial benefits table presented i
92. ject Build I SLA Measurement System Build Tech Direction for Office Printing Build Test Customer Service Complete Request Form 7 TEST MSP Gartner Project 4 Published Complete Request Form I TEST MSP Gartner Project 5 Published Complete Request Form I victot MSP test 1 Complete Request Form Web based help desk appliaction Complete Request Form Windows 2000 Rollout Complete Request Form 1 P update Figure 7 15 Manage Portfolio Screen Add Projects to Portfolio To remove a project from the portfolio follow the steps 1 Select the check box corresponding to a project in Figure 7 14 2 Click Remove Projects from Portfolio Note The project will remain visible in the Default Portfolio and will not be deleted permanently UMT Portfolio Builder 3 3 User Manual 124 Copyright 2006 United Management Technologies Inc Portfolios Working with Custom Portfolios In the Add Projects to Portfolio tab at the top right part of the screen Figure 7 15 besides the selection options for organization levels left side of the screen there is another selection which allows selection of custom portfolios or filters Besides the default portfolio custom portfolios and filters defined for the organization level are also available in the Existing Portfolios and Filters selection list Note The default portfolio has the same name with the organization hierarchical level selected in the first list and is displayed by default
93. l Copyright 2006 United Management Technologies Inc 54 Projects Project Attribute Value Changed This e mail alert notifies users whenever an attributes value changes above or below a certain threshold Builder Optimizer Planner Dashboard About Help Log Out Settings MyScorecard Resource Pool Preferences Reports Subscription List Add Subscription Type Frequency Attribute Value Changed fai Daily Templates AttributevalueChanged bal Subscription Title test Project Name IBIA IBIA Q IBIA Q s Child Default portfolio for IBIA Q s Child istrate2 Attribute Name Condition Value Actual End Date Z createrthan we ae7r2005 Fe Add Cancel Figure 3 41 Subscriptions Project Attribute Value Changed The following fields must be completed e Type e Templates e Alert Title e Attribute Name e Condition e Value Click Add and e mail alerts will be sent to the user whenever the attribute value meets the condition set for the selected project Project Indicator Color The second type of alert occurs when an indicator has a certain color UMT Portfolio Builder 3 3 User Manual Copyright 2006 United Management Technologies Inc 55 Projects Builder Optimizer Planner Dashboard About Help Log Out Settings My Scorecard Resource Pool Preferences Reports Subscription List Add Subscription Type Frequency Indicator Color Changed 7 Daily
94. l Moderate The application employs standard technologies platforms and previously used but not accepted design Lal Low The application employs standard technologies platforms and unique design patterns None Po A V cercel Figure 5 9 Edit Application Architectural Fit Screen Select the best assessment choice from the corresponding drop down menu for each Architecture Driver Note The default assessment values are None Low Moderate Strong and Extreme The administrator can change these choices if appropriate You can also enter short descriptions in the Comments fields by clicking the corresponding icon UMT Portfolio Builder 3 3 User Manual Copyright 2006 United Management Technologies Inc 87 Applications The fit assessments for each application dynamically populate the Application to Enterprise Architecture Driver impact matrix in the Portfolio Optimizer This matrix is used to derive an Architectural Fit score for each application See the Applications section in the UMT Portfolio Optimizer User Manual for details on saving Architecture Fit attributes Click Update to save the changes Application Process Impact This tab supports the assessment of applications business importance against a set of Business Processes in a three tier model and Business Functions related to each Business Process Note If an Organization chooses to use a two tier model the Process Impact tab should still b
95. le e Organization Hierarchy e Existing Portfolios Click Add and e mail alerts will be sent to the user whenever a project is created in the selected department Note The user will not be notified when projects are created in organizations below the one selected children of the selected organization but only in the one selected Project Entry Items Created This e mail alert notifies the users of any Issue Risk Change Request or Milestone added to the project UMT Portfolio Builder 3 3 User Manual 57 Copyright 2006 United Management Technologies Inc Projects Tinie Builder Optimizer Planner Dashboard About Help Log Out Portfolio Management h Subscription List Add Subscripti Settings My Scorecard Resource Pool Preferences Reports Subscription List Add Subscription Type Frequency Entry Items Created z Daily Templates Project IssuesRisksCRs Added had Subscription Title Project Name Corporate Customer Service Default portfolio for Customer Service Windows 2000 Rollout Item Type Issue g Add Cancel Figure 3 44 Subscriptions Project Entry Items Added The following fields must be completed e Type e Templates e Alert Title e Parameter Issue Risk Change Request or Milestone Click Add and e mail alerts will be sent to the user whenever a parameter is added to the project Project Workflow Status Changed This alert sends an e mail
96. ll as provides descriptions of key reports Chapter 10 Preferences describes the options from the Preferences section of the UMT Portfolio Builder Chapter 11 Settings briefly describes the options found in the Settings section of the UMT Portfolio Manager Chapter 12 Appendix describes the technical requirements and recommendations for running the UMT Portfolio Manager UMT Portfolio Builder 3 3 User Manual Copyright 2006 United Management Technologies Inc CHAPTER Sa aa 1 OVERVI EW Overview of the UMT Portfolio Management Methodology The UMT Portoflio Manager software is conceived and based on the Portfolio Management methodology that UMT has been developing over the past fifteen years Before describing in depth the different modules of the application it is essential that the methodology and the underlying theory that are the foundations of the software are properly understood Practice has shown that an improper management of a portfolio leads to financial losses and the inability to maximize overall value In fact 50 of IT projects fail to meet objectives and over 60 of projects fail because of poor or inefficient management The causes are quite simple projects do not always fulfil the strategic objectives of the company they are not prioritized and their benefits and constraints are not properly assessed The UMT Portfolio Management methodology is designed to align a com
97. lly aggregated to the Organizational and Custom Portfolio Level and displayed separately For example e The Budget Resource tab should capture the Resource Requirements for Projects and Applications in separate tables within the same tab e Project Change Requests and Application Change Requests will be displayed in two separate tables within the Change Request page at the Custom Portfolio or Organizational Level UMT Portfolio Builder 3 3 User Manual Copyright 2006 United Management Technologies Inc 126 CHAPTER OT O O Q LAUNCHING THE UMT PORTFOLIO MANAGEMENT ANALYTICAL TOOLS FROM THE PORTFOLIO BUILDER The Optimizer Planner and Dashboard Tools Besides the Portfolio Builder the UMT Portfolio Manager offers several other modules that provide a complete Portfolio Management solution to the business needs of an organization The Portfolio Optimizer tool offers an organization the means of analyzing the portfolios of projects programs and applications that should be implemented Use the selection methodology provided by UMT to optimize IT investments and ensure the continuous alignment of the portfolios with the company s strategy The Portfolio Planner is a planning tool that highlights your organization s resource deficiencies and surpluses by comparing the resource availability i e Supply with the requirements for each project within the portfolio ie Demand The tool enables organi
98. m the View mode the page will be displayed as read only UMT Portfolio Builder 3 3 User Manual 22 Copyright 2006 United Management Technologies Inc Projects Tinie Builder Optimizer Planner Dashboard About Help Log Out he Builder Ect Project test Settings My Scorecard Resource Pool Preferences Reports Project Info Budget Cost Budget Resource Benefit Estimates Strategic Impact de gt I Show Hide cost centers Levels 2005 2006 2007 2008 Total Comments One Time Costs 09 0 see 0 0 fc lOnGoing Costs 06 0 09 0 0 fc Capital s0 506 506 0 so 0 Drill Down GoTo Level 1 X Figure 3 7 Edit Project Budget Cost Screen The table shows the cost categories left side of the screen defined and associated with the portfolio where the project is originated Note Both actions are performed in the Settings section of the application It also displays the values for each category for the current year and for several more years the number of additional years depends on the number of months defined for the Capitalization Period of the project in the Project Information screen The last column computes the total across all the budget years You can also enter short descriptions in the Comments field by clicking the corresponding icon By default all Cost Centers associated with the portfolio appear linked to the project In order to change this use the Show
99. me of the user appears when your mouse is held over the lock icon When leaving the project click Close to automatically remove the lock The project is checked back in Note If a Project tab is left open using the top toolbar links or the browser is closed abruptly the project remains checked in after for two hours the project is checked out and the lock removed The lock can also be set manually by clicking on the corresponding lock icon of the project The check out lock will expire after two hours if not removed UMT Portfolio Builder 3 3 User Manual Copyright 2006 United Management Technologies Inc Projects Deleting a Project To delete an existing project 1 Select it from the list Figure 4 1 2 Click Delete 3 Click OK in the confirmation window and an updated list will appear Note If you click Cancel the action will be aborted UMT Portfolio Builder 3 3 User Manual Copyright 2006 United Management Technologies Inc 50 Projects Workflow To access the Workflow page click on Workflow at the top right of the Project Info tab WNF Builder Optimizer Planner Dashboard About Help Log Out nn f Portfotio Manager Builder View Project Windows 2 Settings My Scorecard Resource Pool Preferences Reports Project Info Budget Cost gt Budget Resource Benefit Estimates Strategic Impact hange Request Alert Subscription Workflow Project Associations
100. ment Technologies Inc 121 Portfolios If there are no Projects captured within a Custom Portfolio the Project Resource Tracking Table is not being displayed at the aggregate levels Portfolio Issues amp Risk Select the Issues amp Risk tab to view Figure 7 14 when working on a portfolio anner Dashboard About Help Log Out Settings My Scorecard Resource Pool Preferences Reports Budget Cost N Budget Resource Benefit Estimates Strategic Impact Issues a Risks N aon Items per page 10 Issues Title a y Weight Owner Date Entered 4 Completed 4 7 C Ben Test from A Sample Processes Re eng NIA Project Manager 4112 2005 On 41 2 2005 1 Risks No risks entered Figure 7 13 Edit Organization Issues amp Risk Issues amp Risk escalated from projects and programs as well as portfolio level Issues and Risks are listed in the Portfolio Issues amp Risks tab Portfolio level Issues and Risks can also be entered and managed in that tab Users with appropriate rights i e Edit View Issues and Risks within an organization are able to view or edit the escalated Issues and Risks at the portfolio Level The amendments are automatically synchronized with the Issue or Risk at the Program and or Project level Portfolio Documents The Portfolio Builder supports document management containing a central depository for documents which supports grouping and document versioning UMT Portfolio
101. ms or edit existing Portfolios or Programs O Portfolio Management Define new delete existing and centrally manage the relationships between Projects Programs Applications and Custom Portfolio s Program Management Define new programs delete existing and centrally manage the relationships between Projects and Programs User Management This is used to create users and to allocate specific rights and restrictions to them O User Group Management Define edit or delete User Groups User Groups are a collection of User Rights that are used to control the Users access rights in Portfolio Manager i e Portfolio Manager Program Manager Project Manager etc User Management Add a New User to the Portfolio Manager i e add Username Login ID Contact Details Password etc and specify which User Groups the individual is a member of for each organization UMT Portfolio Builder 3 3 User Manual 148 Copyright 2006 United Management Technologies Inc Settings Financial Management This is used to customize the Budget Cost and Benefit Estimates tabs of the UMT Portfolio Builder The user can create and associate cost centers to organizations as well as create or edit the cost tree used in the projects or applications O Cost Center Management Define edit or delete the appropriate Cost Centers to be used across organizations and entities i e Programs Projects and Applications Cost Centers allow us
102. n 1 Select it from the list Figure 5 1 and click View 2 Click the application s name in the list In both cases the Application Information screen will be displayed together with links to all the Application attributes tabs Budget cost Benefit Strategies impact in read only mode UMT Portfolio Builder 3 3 User Manual Copyright 2006 United Management Technologies Inc 79 Applications U b Builder Optimizer Planner Dashboard About Help Log Out MINI rocttio management Builder View Application Active Settings My Scorecard Resource Pool Preferences Reports Report Current Snapshot hd Application Info Budget Cost Strategic Impact Architectural Fit ToT Enhancement Request Application Associations Name Active Internal ID 001026 ver 24 Type Analysis Start Date 10 1 2004 Estimated Lifespan ii Application Status Production Production Date 4 8 2005 Retirement Date 2 26 2014 System Age 38 of Users 346 of Licences 500 Licence Type Application Initiators No items selected Application Managers No items selected Business Sponsors No items selected gt Objective test vendor Name vendor ContactName Smith Vendor Contact 313 505 5000 Attributes bia app cost 0 00 Required Field Figure 5 4 View Application Screen Figure 5 4 displays the access to several links to other modules of the application e Enhancement Request To access
103. n Figure 3 13 is similar to the financial benefit estimates tab It shows the benefit categories defined for the portfolio where the project was initially created displayed at the left side of the screen and it also displays the values for each category for the current year and for the five following years TE Project Info Budget Cost b Budget Resource Benefit Estimates Strategic Impact h JOL Non financial Benefits zl Levels 2005 2006 2007 2008 2009 2010 Total Audit Points Closed 19 19 18 gt 09 0 al E Drill Down Go To Level 1 ha Figure 3 15 Edit Project Non Financial Benefit Screen UMT Portfolio Builder 3 3 User Manual Copyright 2006 United Management Technologies Inc 28 Projects Project Strategic Impact Select the Strategic Impact tab to access the project impact assessment ine Builder Optimizer Planner Dashboard About Help Log Out MINIT rortioio Management der Edit Project Windows 200 Settings My Scorecard Resource Pool Preferences Reports Project Info i Budget Cost Budget Resource Benefit Estimates A Strategic Impact mem Employer of Choice Madera z O Extreme Improves employee retention by more than 12 Strong Improves employee retention by 8 11 99 Moderate Improves employee retention by 3 7 99 Low Improves employee retention by at least 2 99 None KPI Attributes Expand Our Reach to New Markets low O Extreme Increase revenue by
104. n change to Unlock to allow you reverting back to the unlock status UMT Portfolio Builder 3 3 User Manual Copyright 2006 United Management Technologies Inc 65 CHAPTER 4 PROGRAMS This section provides the Portfolio Builder users with the ability to link projects from different Business Areas BAs that may be part of the same larger initiative Projects can be linked together by assigning them to Programs Key Concepts Programs are defined at the Default Portfolio level and can group sets of projects within the same Business Area BA where the Default Portfolio is defined Note A project cannot be included in more that one distinct program After the login procedure the application opens the My Scorecard view UMT Portfolio Builder 3 3 User Manual 66 Copyright 2006 United Management Technologies Inc Programs Builder Optimizer Planner Dashboard About Help Log Out Settings My Scorecard Resource Pool Preferences Reports a Group by Hierarchy organizations ME Ce A Display Entities Poses JA AA Name d Status Start Date End Date Total Cost z CHE Corporate isi CHE Customer Service m HEE CRM Program m 948 000 00 LSS Finance Program m 0 00 CHE Decision Support ki CHE Finance e CHE Human Resources m CHE Legacy Re platforming ea fig Leaal m H Documentum Migration 0 00 HfS migration to Ms Word m 0 00 HEE Sox upgrades m 0 00 date all v
105. nagement Technologies Inc Launching the UMT Portfolio Management Analytical Tools from the Portfolio Builder Pre requisites for an Effective Dashboard Session The UMT Portfolio Dashboard tool handles the Portfolio Tracking part of the Portfolio Management methodology supported by the UMT Portfolio Manager The UMT Portfolio Dashboard shows all the approved projects and all applications that are in production It does not allow adding editing entities but only viewing It is possible to define dashboard specific views and configurations to complement the UMT Portfolio Builder views The data that should be entered in the Portfolio Builder and used in the tracking process concerns the Actual and Forecast Cost involved in the project s implementation vs Original Cost Actual and Forecast Resources vs Original Resources and the Real Benefits vs Expected Benefits Returning to the Portfolio Builder from a Tool Session The top toolbar of these tools contains a link labeled Builder see in Figure 8 1 the top toolbar displayed in the UMT Portfolio Optimizer tool To return to the Builder module click Builder from the toolbar and the My Scorecard section will open UMT Portfolio Builder 3 3 User Manual Copyright 2006 United Management Technologies Inc Launching the UMT Portfolio Management Analytical Tools from the Portfolio Builder Builder Optimizer Planner Dashboard About Help
106. nen Builder Optimizer Planner Dashboard About Help Log Out Builder Main View Settings My Scorecard Resource Pool Preferences Reports a Group by Hierarchy Fitter Organizations AEE No Fite 7A Display Entities Quick Search Projects Ae A Name aV 4 Status Start Date End Date Total Cost Tel Corporate m CHE Customer Service IP Application Security Finance i Build 41 2005 71 2005 0 00 HiP ben test cost tract the te levels Build 41 2005 10 1 2005 200 000 00 F BrightStore Vantage ROI Analysis m Build 3 1 2005 412005 0 00 IP cem 2 0 tea Build 2 1 2005 14 1 2005 955 000 00 HI ject i Build 2 1 2005 1 1 2006 0 00 iF EGTRRA Regulatory Compliance Build 11 1 2005 12 1 2005 0 00 AP EOY Reporting rea Build 1111 2005 12 1 2005 0 00 F Ein Asset Management i Build 11 2005 41 2005 0 00 HIP IBM mvs Tools m Build 31 2005 5 1 2005 0 00 IP Oracle Linux rea Build 3 1 2005 6 1 2005 0 00 F Service Delivery Project rea Build 2 1 2005 41 2005 0 00 IP SLA Measurement System tea Build 5 1 2005 10 1 2005 0 00 HP is intii i Build 5 1 2005 71 2005 0 00 HPP Test Customer Service Complete er ee ki es RAMASE FARA 5 18 2005 675 2006 1 475 000 00 PP IEST Msp Gartner Project 4 Published Complete Ki EA emisst orm 5 5 2005 21512006 0 00 P Lore CHE Human Resources m HE Legacy Re platforming nal z Cross View T view All including linked entities Add View Edit Delete Figure 2 3 Project List Screen UM
107. nt section UMT Portfolio Builder 3 3 User Manual 103 Copyright 2006 United Management Technologies Inc Resource Pool 4 The last section of the module shows the Actual Resource Availability data It represents the difference between the original availability and the total requirements for each resource type Original Resource Availability With this feature of the Portfolio Builder you will find the resources available at each organization level Select the Resource Pool tab from the main menu and select Original Availability Figure 6 1 to open the resource inventory window T Builder Optimizer Planner Dashboard About Help Log Out ME Builder Main View Settings My Scorecard Resource Pool Preferences Reports E r Skills Requirement Portfolio Selector Actual Availability 4 Figure 6 1 Resource Pool Figure 6 2 displays a table with the resources available for every organization level in the hierarchy Note After selecting an organization level from the list the table will refresh Builder Optimizer Planner Dashboard About Help Log Out Settings My Scorecard Resource Pool Preferences Reports Organization Hierarchy Existing portfolios Finance 7 Finance fd Original Availability A Resource Requirements Start Date 01 01 2000 End Date 01 01 2015 Skills Type Permanents items per page 10 pesos Name Jan 00 Feb 00 Mar 00 Apr 00 May 00 Jun 00 Jul 00
108. ongs to these attributes will be displayed and available for data entry in the Issues amp Risks tab Note The Weight attribute can hold any value in use within your organization e g High Medium and Low or Red Yellow and Green It is configurable through the Settings Attributes Management Project Schedule This tab keeps track of different important dates in the project s lifecycle These dates can be related to all the projects phases and milestones which are set up in this section Dependencies between the edited project s milestones and other projects milestones in the portfolio are also defined in this section Note The dependencies are taken into account when performing different analyses with the entire portfolio of projects both in the Portfolio Planner and in the Portfolio Optimizer Open the Schedule tab Figure 3 20 UMT Portfolio Builder 3 3 User Manual Copyright 2006 United Management Technologies Inc 33 Projects Builder Optimizer Planner Dashboard About Help Log Out Settings My Scorecard Resource Pool Preferences Reports Sa Benefit Estimates Strategic Impact Risk Issues amp Risks D Schedule alel gt Actual Start Date Actual End Date Actual Not available Not available o Update Phases Name Planned Start Date Planned End Date Forecast Start Date Forecast End Date Completion 1 A A A Milestones Dependencies Milestone Name Planned Date Forecast Date
109. ool Preferences Reports Organization Hierarchy Existing portfolios and programs Customer Service foi Finance Program z Add Edit Programs Projects List Add Project Project Name Project Status 1 Application Security Finance Build 7 ben test cost tracking atthe aggreagte levels Build 7 BrightStore Vantage ROI Analysis Build CRM 2 0 included in program CRM Program Build CRM Project included in program CRM Program Build V EGTRRA Regulatory Compliance Build EOY Reporting Build 7 Fin Asset Management Build m IBM MVS Tools included in program CRM Program Build IF Oracle Linux included in program CRM Program Build W Service Delivery Project Build m SLA Measurement System Build Im Tech Direction for Office Printing included in program CRM Program Build Test Customer Service included in program CRM Program Complete Request Form I TEST MSP Gartner Project 4 Published Complete Request Form I TEST MSP Gartner Project 5 Published Complete Request Form I victot MSP test1 Complete Request Form I Web based help desk appliaction Complete Request Form Windows 2000 Rollout included in program CRM Program Complete Request Form 1 a cc il Figure 4 8 Manage Program Screen Add Project to Program Because a project can be included in only one program the screen in Figure 4 8 displays in red the projects that are already part of a program and therefore cannot be added to the currently selecte
110. options to set up new ones using Add Subscription tab A check box allowing the user to turn off the e mail alert service is also UMT Portfolio Builder 3 3 User Manual Copyright 2006 United Management Technologies Inc 53 Projects present If cleared the user will no longer receive notifications when the specified events occur Note A user cannot set up alerts for other users but only for one s self In order to add a new subscription click the Add Subscription tab top of the screen in Figure 3 39 The set up screen displayed Figure 3 40 Project Add Subscription permits selection of the type and template of the subscription timizer Dashboard About Help Log Out Subscription List Add Subscript Settings My Scorecard Resource Pool Preferences Reports Subscription List Add Subscription Type Frequency Projects Created zl Daily Templates Figure 3 40 Project Add Subscription There are five subscription types that can be set up each one will be explained in detail e Attribute Value Changed e Project Indicator Color e Project Created e Project Issue Risk Change Request and Milestone Created e Workflow Status Changed Each subscription can be set up using one of the e mail templates defined in the Settings section of the application To set up a new subscription select the type and template and click Subscribe UMT Portfolio Builder 3 3 User Manua
111. ote If entered when trying to open the document the password will be required Type in the keywords to be used when making a search Select the document state checked in or keep checked out No other user can edit the document until it is checked in Type in a description of the document Type incomments This is optional Click Browse select the file and click Create to insert the document and version into the database Based on document type a parsing of the document is programmed and it will be initiated by the administration module for the full text search capability UMT Portfolio Builder 3 3 User Manual Copyright 2006 United Management Technologies Inc 45 Projects Note All versions of a document must reside in the same folder We recommend you to set the document ID as folder name To create a new folder click New Folder and enter all the needed information Field Folder name Folder ID Password Keywords Description Folder name LARA Folder 1D Rineaea uaa Password PENTA ER Key words Create Cancel Figure 3 33 Project Add Folder Description Type in the folder name It must be unique at its level Type in the folder ID This must be unique Type in the password in order to protect the all the documents from this folder This is optional Note When trying to open a document from this folder the password will be required Type in the
112. over 30 within the next 12 months Strong Increase revenue by 20 29 99 within the next 12 months Moderate Increase revenue by 10 19 99 within the next 12 months Low Increase revenue by up to 9 99 within the next 12 months None KPI Attributes Update Cancel Figure 3 16 Edit Project Strategic Impact A list of all the drivers associated with the portfolio is displayed You can also see the drop down lists for assessing the Impact of the project on each of the drivers Figure 3 16 Note The Impact values are None Low Moderate Strong and Extreme A description of each Impact value appears below each driver It is the same description that was defined in the Settings Drivers Management section You may also enter descriptions in the Comments fields by clicking the corresponding icon O You can also see for each driver the associated KPI attribute when there is any KPI attributes are created from the Settings feature A KPI attribute is associated to a Business Driver from the Settings Business Driver Definition screen The associated KPI attribute for each Business Driver appears automatically in the Strategic Impact tab UMT Portfolio Builder 3 3 User Manual Copyright 2006 United Management Technologies Inc 29 Projects The value of the KPI attribute will be used to automatically determine the level of impact of the project on the Business Driver For example e An Increase Revenue dr
113. p Log Out nn f Portfotio Manager Settings My Scorecard Resource Pool Preferences Reports eee Add Snapshot Report Archive Report January 2006 C OK will archive the current snapshot repont January 2008 Archiving the report will switch all data to read only If you want to rename the snapshot report edit the name in the Archive Report text field New Report February 2006 fi Clicking OK will create a new snapshot report for the next period February 2005 If you want to rename the report edit the name in the New Report text field Po A Figure 3 51 Add Snapshot Report UMT Portfolio Builder 3 3 User Manual 64 Copyright 2006 United Management Technologies Inc Projects It is also possible to delete past snapshot reports Click on the Delete Snapshot link A pop up window will be displayed asking you to confirm you want to delete the current snapshot Upon your OK the current snaphot report will be deleted and the previous snapshot report will be made the new current snaphot report See Figure 3 52 Microsoft Internet Explorer J Are you sure you wish to delete current snapshot Cx Figure 3 52 Delete Snapshot Report Confirmation Finally if you wish to limit the other users ability to edit the current snapshot report while still giving them the opportunity to view the report information you can Lock the current report by clicking on the Lock link The link will the
114. pact KOE Change Request Alert Subscription Name Mandated Portfolio Managers No items selected Portfolio Objectives Mandated portfolio contains all mandate programs Business Need Figure 7 3 Edit Portfolio Screen The tab displays the access to several links to other functions of the application e Alert Subscription To access the subscription module where e mail message subscriptions can be set up for different events that can take place in the UMT Portfolio Manager e Change Request To access the section where the portfolio manager can request additional resources and funds UMT Portfolio Builder 3 3 User Manual Copyright 2006 United Management Technologies Inc 112 Portfolios Other Portfolio Tabs Besides Portfolio Information there are other tabs and are presented in the following pages of this user guide Portfolio Budget Cost Use the Budget Cost tab to access this section while editing a portfolio Vin Builder Optimizer Planner Dashboard About Help Log Out Settings My Scorecard Resource Pool Preferences Reports Portfolio Information Budget Cost Budget Resource N Benefit Estimates Strategic Impact lt ol gt Project Cost Data T Show Hide cost centers Levels Jan 05 Feb 05 Mar 05 Apr 05 May 05 Jun 05 Jul 05 Aug 05 C Direct Cost 0 77 000 77 000 77 000 114 500 114 500 114 500 114 500 On going Support Cost 0 0 0 0 31 250 31
115. pany s portfolios of projects and IT applications with its business strategy and to optimize the portfolios against multiple constraints such as cost and resources to derive the optimal value from the investments UMT Portfolio Builder 3 3 User Manual 7 Copyright 2006 United Management Technologies Inc Overview The UMT Project Portfolio Management Methodology Building a Shared Vision is the first step of the methodology and involves identifying the Business Drivers of the organization Drivers are 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
116. ponding arrow a UMT Portfolio Builder 3 3 User Manual Copyright 2006 United Management Technologies Inc Getting Started The features listed in the light blue right top of the screen allow you to navigate between different sections of the module Option Description Settings Opens the section where you can configure the UMT Portfolio Manager settings My Opens the default section of the UMT Portfolio Scorecard Builder module Resource Opens the section where resources available at each Pool organization level are accounted and stored Preferences Opens the Preferences section where you can set Microsoft Project preferences configure Scorecard and change user information Reports Opens the Reports section where you can generate and view report files Click from the right top of the screen to open the Portfolio Selector which contains three drop down menus and a quick search field From the Group by Hierarchy drop down menu you can group by Organizations Custom Portfolios Programs Applications Organizations and Programs Organizations and Applications Custom Portfolios and Programs or Custom Portfolios and Applications You can select the entity from the Display Entities drop down menu that contains four options Programs Projects Applications or Projects and Applications The organizations contain programs and portfolios which in their turn contain applications and projects Th
117. ports My Views List Add View Name Description Group By Hierarchy Fitter None fu No Filter k Display Entities Programs x Usage Configuration Builder ha Date 7 I Setas Default Add Cancel Figure 10 5 Add View Screen You must enter or select the following parameters e View name e View description e Hierarchy e Filter e Entities to be displayed e Usage e Configuration Select Set as Default to set this view as default at least a configuration must exist prior to creating a view After introducing the required information click Add and the new view will be added to the Views List UMT Portfolio Builder 3 3 User Manual Copyright 2006 United Management Technologies Inc 139 Preferences Visualizing a view You can see an existing view in one of the two following ways 1 Select the view from the list and click View 2 Click the view name from the Views List Note In the View mode the information regarding the View is read only Modifying a view In order to modify a view follow the steps 1 Select the check box corresponding to the view 2 Click Edit 3 Modify the view information 4 Click Update to save the changes The view details will be saved in the database and an updated Views List will appear Deleting a view To delete an existing view 1 Select the check box corresponding to the view 2 Click Delete 3 Click OK in the confirmation message The view will be deleted
118. ppropriate rights is able to edit cost estimates for each application for its estimated lifespan ie Analysis Start Date Estimated Lifespan When in edit mode a user can enter the cost estimates directly into the Applications Cost structure The cost of the supporting projects is automatically aggregated into the predefined Project Node in the application cost structure In the Financial Management Settings feature the administrator can define which category of the Projects Cost structure will be mapped to a category in the Applications Cost structure Allocating Application Costs Applications can be linked to Organizations other than the one it was Created In using the Application Associations link from the Application Info tab The total cost of the application for all periods can be allocated including 0 among the linked Organizations including the created in Organization If an application is associated to other Organizations users in those Organizations will see an entry for the application on their scorecard when they use the View All mode They can not edit budgeted cost data via that entry All Scorecard entries of a linked application will display the un allocated cost if that is a selected column in the user s preferences The Organization total of the cost column will include the cost of the application adjusted for the Organization s cost allocation percentage Applications can also be linked
119. quirements Figure 6 3 from the original availability table Figure 6 2 The values are displayed in three colors e Green if there is a surplus of the resource type shown with a positive value on the grid e Red if there is a shortage of the resource type shown in brackets on the grid e Black if there is no surplus or deficit shown with a zero on the grid The values cannot be edited in this table as they are computed automatically from the data provided by the first two sections of the module Original Availability and Resource Requirements UMT Portfolio Builder 3 3 User Manual Copyright 2006 United Management Technologies Inc 107 CHAPTER Sa aa J PORTFOLIOS Key Concepts When projects are added in the Portfolio Builder they are automatically associated with the default portfolio of the organization they belong to As a result the default portfolio of an organization will contain all projects created in that organization Line of Business and all projects created in the sub organizations of that organization Business Areas Besides Default Portfolios the UMT Portfolio Manager supports definition of custom portfolios which are created at the organization level and where projects belonging to that organization can be included This option gives the possibility to perform analyses using the Portfolio Optimizer and Planner on different project groupings Since Default Portfolios are created au
120. r 3 3 User Manual Copyright 2006 United Management Technologies Inc 99 Applications e You must specify the Custom Portfolio Name Select the names of the Custom Portfolios to which the application is linked Click Update to save the changes Supporting Projects In this section you can view and edit the associations between the Applications and the Projects that impact support the application You are able to link applications with multiple projects ilder Optimizer Planner Dashboard About Help Log Out Organizations Custom Portfolios Supporting Projects Dependent Applications Link Supporting Projects To Application Project Name Type Cost Allocation Add x View Maintenance 7j 0 Delete Figure 5 22 Supporting Projects Click Add to create a new link between Application and Supporting Projects You must specify the following e Project Name Select the name of the project that impacts the application e Type Select the type of project impacting i e Maintenance Enhancement and Retirement project e Cost Allocation Enter the percentage of the project cost to be automatically captured from the selected project Click Update to save the changes UMT Portfolio Builder 3 3 User Manual Copyright 2006 United Management Technologies Inc 100 Applications Dependent Applications In this section you can view and edit the applications relationships dependen
121. re are three simple steps to add a resource requirement 1 Click Add to select the available resources Resource Name Yearly Permanent Cost I architect 100 000 00 I Business Analyst 70 000 00 I C Prog 110 000 00 I Cobol 100 000 00 M DBA 100 000 00 I Developer 410 000 00 T JAVA 120 000 00 I Project Manager 90 000 00 I TestMsProjimport 123 343 00 Yearly Contractor Cost 150 000 00 120 000 00 160 000 00 150 000 00 150 000 00 160 000 00 170 000 00 120 000 00 233 333 00 Figure 3 11 Project Add Resource Select the resource you need for the project and click Add to enter it in the table UMT Portfolio Builder 3 3 User Manual Copyright 2006 United Management Technologies Inc 25 Projects 2 Click Edit to enter values for the resources Builder Optimizer Planner Dashboard About Help Log Out Settings My Scorecard Resource Pool Preferences Reports Project Info Budget Cost Budget Resource Benefit Estimates Strategic Impact alolp Resource Requirements Start Date 01 01 2005 End Date 05 01 2005 Items perpage 10 Requirements Resource Name 2005 Comments Architect 0 00 rc Business Analyst 0 00 rc C Prog 0 00 fe Total 0 00 1 Details Details of resource Architect Property Name Property Value Yearly Contractor Cost 150 000 00 Yearly Permanent Cost 100 000 00 Figure 3 12 Edit Project Budget Resource Requirements Enter the Requirements values for each time perio
122. read only status The default budget cost period is yearly when an application is added When a user changes the Applications Status attribute from any choice to Production the Application Granularity switches to the Analysis Type months or quarters See the Organization Settings page for details The yearly amounts are allocated evenly among the periods months or quarters chosen Application Strategic Impact The Strategic Impact tab provides a mechanism to assess an application s contribution directly to the Organization s Business Drivers Use of this tab implies that the Organization is using a two step model to calculate applications business importance The alternative three step model is implied by use of the Process Impact tab See the Application section of UMT Portfolio Builder 3 3 User Manual Copyright 2006 United Management Technologies Inc 85 Applications the UMT Portfolio Optimizer User Manual for a discussion of two and three step alignment models Note If an Organizations chooses to always use the three step model the administrator can disable and hide the Strategic Impact Select the Strategic Impact tab to access this section Builder Optimizer Planner Dashboard About Help Log Out Settings My Scorecard Resource Pool Preferences Reports Hew Snapshot Delete Snapshot Lock Application info Budget Cost Strategic Impact Architectural Fit MoD Employer of Choice C
123. ready signed off None Figure 3 37 Workflow Page The first part of the Workflow Page as shown in Figure 3 37 shows the Current Project Status Directly underneath is a list of any available lifecycle steps that the project can be moved to Next is a brief description informing the user that the current workflow step is either a manual lifecycle step or automatic lifecycle step Manual Lifecycle Step Project can be manually moved to the next lifecycle step when all deliverables have been completed successfully if any and all users have signed off In this case for the project to be moved to the next lifecycle step the appropriate user must manually go to the workflow page and select the next step from the list of available lifecycle steps Automatic Lifecycle Step Project will move automatically to the next lifecycle step when all deliverables have been completed successfully if any and all users have signed off In this case no user has to move the project into the next lifecycle step As soon as all requirements are met the project is moved to the appropriate step After the description there is a table showing the state of all the deliverables for the lifecycle step In Figure 3 38 the only deliverable is the Complete Project Info Tab and the status is shown as OK the UMT Portfolio Builder 3 3 User Manual Copyright 2006 United Management Technologies Inc 52 Projects requirement is compl
124. s before the index is updated 5 For PDF files an additional installation is required ifilter50 exe http www adobe com support downloads detail jsp ftpID 2611 6 For ZIP files an additional installation is required ZFilter exe http www tversoft com company 4 Share ZFilter html UMT Portfolio Builder 3 3 User Manual 48 Copyright 2006 United Management Technologies Inc Projects 7 Fora full documentation about the capabilities of the Index Server see ms help MS MSDNOTR 2003APR 1033 dnsql7 html filedatats htm Click Backup storage to make a recursive backup of the storage director folder using the ZIP library and to download it to the client Click Restore storage to rename the storage folder to upload a previously ZIP d backup of the storage director and to unzip it over the storage director All the document tables in the database will be read and all the documents versions that have no storage corresponding file will be marked as deleted Click Purge Database to clean out the database Click Remove Check Out to let other users modify the documents Checking a Project In Out This option locks the project while a user is editing it so that other users cannot make modifications to it at the same time When a project is checked out by a certain user other users can only access the project in View mode Upon entering the edit mode of a project the state changes to Checked Out the na
125. shot reporting process for Projects i e Lock and Archive Reports Application Snapshot Report Management Centrally manage the Snapshot reporting process for Applications i e Lock and Archive Reports Filter Management Define new and edit existing filters to be used within all modules of UMT Portfolio Manager Email Templates Management Define the email templates that will be used to notify the user that an event occurred in UMT Portfolio Manager i e Workflow Related events or Automatic Alerts Documents Management Centrally mange the Document Management system Define Folder Structure Define a detailed folder structure for each level Organizations amp Portfolios or entity Projects Applications Programs Document Template Management Define template documents for each entity that can serve as a model for all new documents UMT Portfolio Builder 3 3 User Manual 154 Copyright 2006 United Management Technologies Inc Settings o Document Template Association Configure the associations between templates and levels e g Organization or Portfolios Note For more detailed instruction on the Settings screen please refer to the Portfolio Manager Settings Guide UMT Portfolio Builder 3 3 User Manual 155 Copyright 2006 United Management Technologies Inc 1 2 APPENDIX Technical Requirements and Recommendations The following are hardware and software requirements and recommendations
126. t 5 Click Manage tab A list of all the projects included in that program will appear U ir Builder Optimizer Planner Dashboard About Help Log Out Wirio Managunent Settings Programs Manage Pr Settings My Scorecard Resource Pool Preferences Reports Organization Hierarchy Existing portfolios and programs Corporate hd Select portfolios or programs x Add Edit Programs Projects List Add Project Project Name Project Status VW CRM2 0 Build I CRM Project Build IBM MVS Tools Build I Oracle Linux Build I Tech Direction for Office Printing Build I Test Customer Service Complete Request Form I Windows 2000 Rollout Complete Request Form 1 J Remove projectsfrom program projects from program Figure 4 7 Programs List In this section projects can also be removed from programs To remove a project you must select the check box corresponding to the project and click Remove Projects from Program Note The project will only be removed from the program not deleted from the entire application 6 Click the Add Project tab at the top of the screen UMT Portfolio Builder 3 3 User Manual Copyright 2006 United Management Technologies Inc 73 Programs A list of all the projects that can be added to the program will appear WANI Builder Optimizer Planner Dashboard About Help Log Out Setting akin tenn li Settings My Scorecard Resource P
127. t 0 00 0 00 0 00 0 00 0 00 0 00 0 00 0 00 0 00 0 01 Programmer 0 00 0 00 0 00 0 00 0 00 0 00 0 00 0 00 0 00 0 01 Project Manager 0 00 0 00 0 00 0 00 0 00 0 00 0 00 0 00 0 00 0 01 roject Sponsor 0 00 0 00 0 00 0 00 0 00 0 00 0 00 0 00 0 00 0 01 Quality Assurance Analyst 0 00 0 00 0 00 0 00 0 00 0 00 0 00 0 00 0 00 0 01 Subject Matter Expert 0 00 0 00 0 00 0 00 0 00 0 00 0 00 0 00 0 00 0 01 Total 0 00 0 00 0 00 0 00 0 00 0 00 0 00 0 00 0 00 0 01 LEE Details Please select a resource to view its details L oie Figure 3 29 Edit Project Resource Tracking You can track Budget vs Actual and vs Forecast values in the Resource Tracking tab Users with appropriate rights are able to enter the Actual resource usage for the current portfolio period quarter or month and Forecast usage for the project Select Resource Forecast from the drop down menu and you can edit a current resource s requirements add a new resource or you can add comments to all the resource requirements by clicking the corresponding icon UMT Portfolio Builder 3 3 User Manual Copyright 2006 United Management Technologies Inc 42 Projects Project Reports For each project in the Portfolio Builder two project level reports are provided In order to generate the reports you must first select the Project Reports tab Dashboard About Help Log Out Settings My Scorecard Resource Pool Preferences Repor
128. t Applications from the Display Entities drop down menu and click Apply The section displays all the existing applications grouped in uM Organizations tE Click to open an Organization and clic to close it You can identify an application by its icon EJI Besides the name of each application information about the program s status and their state Checked In Ey Checked Out is displayed Managing Applications Creating an Application Click Add to create a program Figure 5 2 will appear Organization Hierarchy Existing portfolios and programs Corporate Figure 5 2 Add Applications Select the Organization Hierarchy the entity application in our case and the existing portfolios and programs Click Add Entity The next window will appear UMT Portfolio Builder 3 3 User Manual Copyright 2006 United Management Technologies Inc 76 Applications Builder Optimizer Planner Dashboard About Help Log Out Settings My Scorecard Resource Pool Preferences Reports Application Info Name ID 5 vere Te funy Analysis Start Date Estimated Lifespan 120 Application Status Development 7 Retirement Date 33 System Age of Users ofLicences Licence Type Perpetual v Application Initiators Smith Application Managers No items selected Business Sponsors No items selected Objective Vendor Name UMT Vendor Contact Name Vendor Contact name company
129. t Resource Screen The Budget Resource Data is read only and dynamically aggregated from the underlying projects If there are no projects captured within a Custom Portfolio the Project Budget Resource Table will not be displayed at the aggregate levels The Budget Resource screen is presented as a table where each row represents a resource and each column represents a month for the project Portfolio Benefit Estimates Use the Benefit Estimates tab to access this section while you are editing a portfolio UMT Portfolio Builder 3 3 User Manual Copyright 2006 United Management Technologies Inc 114 Portfolios Tinie Builder Optimizer Planner Dashboard About Help Log Out MINI orto management Builder Edit Portfolio Mandated Settings My Scorecard Resource Pool Preferences Reports Portfolio Information Budget Cost Budget Resource Benefit Estimates Strategic Impact oD Financial Benefits Table E I Show Hide cost centers Levels May 05 Jun 05 Jul 05 Aug 05 Sep 05 Oct 05 Nov 05 Dec 05 Jai E Cost Avoidance 0 142 857 142 857 142 857 142 857 342 857 342 857 342 857 C Benefits 0 71 429 71 429 71 429 71 429 198 095 198 095 198 095 Drill Down Go To Level 1 Close Figure 7 6 Edit Project Benefit Screen The benefit estimates both Financial and Non Financial are read only and dynamically aggregated from the underlying projects Portfolio Strategic Impact
130. t Status Data Indicators ed gt Overall Financial Resource Schedule Project Risk Quality Thresholds Portfolio Progress Actual Completed Planned Completed Actual Completed Planned Completed 0 Work 11 0 8 Overall Health Description Application Status Data Indicators m Overall Health Thresholds Portfolio Progress Actual bese Completed Planned 8 Completed Overall Health Description P update P cance f Figure 7 9 Edit Portfolio Status Click each manual indicator to select its color coded status and to enter a description or a comment Figure 7 10 will appear Indicator color Indicator color erasmi Indicator comment tesi Figure 7 10 Edit Portfolio Status Select a color from the corresponding drop down menu type in a comment and click Update UMT Portfolio Builder 3 3 User Manual Copyright 2006 United Management Technologies Inc Portfolios Automated indicators are automatically calculated up from the projects to display an aggregated status at the portfolio level Portfolio Reports Portfolio level reports can be custom defined for each organization needs These custom reports are listed in the tab and can be generated in a variety of electronic formats Portfolio Cost Tracking Select the Cost Tracking tab to access this section while editing a portfolio Umnir il
131. t in the Budget Cost tab one of the projects attributes the period for which costs should be defined is the project life from start to end date plus the number of months for the capitalization period Represents the fixed start and end dates for the project which cannot start any earlier than the fixed start date and cannot end any later than the fixed end date These two dates are mainly used by the Portfolio Planner module in the process of scheduling projects against available resources Represents the project s ID may be a string of UMT Portfolio Builder 3 3 User Manual Copyright 2006 United Management Technologies Inc 18 Projects numbers and letters that helps group the projects and identify them easily Project Class It is possible to set up multiple workflows which are assigned a unique Project Class Here you can select the Project Class and therefore which workflow the project will travel Priority The priority of the project within the portfolio may be either entered manually or computed as a result of an analysis using the Portfolio Optimizer tool Benefit Start The date when the project begins to produce benefits You can also describe the project objectives business needs its scope including a clarification about what is out of scope and any other assumption made in designing and estimating costs of the project as well as its dependencies Besides the fields presented
132. t vs Actual and vs Forecast values in the Cost Tracking tab Users with appropriate rights are able to enter the Actual cost for the current portfolio period quarter or month Actual Cost Adjustments to Actual Costs reported in prior periods and Forecast Cost for the project Select Cost Forecast from the drop down menu and you can enter the costs for each of the portfolio future periods quarters or months by clicking the corresponding icon UMT Portfolio Builder 3 3 User Manual Copyright 2006 United Management Technologies Inc 41 Projects Project Resource Tracking Open the Resource Tracking tab Builder Optimizer Planner Dashboard About Help Log Out Builder Edit Project Improve Stude Settings My Scorecard Resource Pool Preferences Reports Baseline New Snapshot Delete Snapshot Lock Issues amp Risks AJ Schedule Status d Cost Tracking Resource Tracking A P Resource Tracking z d Resource Requirements Start Date 04 04 2005 End Date 09 30 2005 items per page 10 Resource Name Original Budget Change Request Apr 2005 Year To Date 2005 PTD All Years Apr 2005 Year To Date 2005 PTD All Years Analyst 0 00 0 00 0 00 0 00 0 00 0 00 0 00 0 00 0 00 0 01 Business Anal 0 00 0 00 0 00 0 00 0 00 0 00 0 00 0 00 0 00 0 01 DBA 0 00 0 00 0 00 0 00 0 00 0 00 0 00 0 00 0 00 0 01 Network Analyst 0 00 0 00 0 00 0 00 0 00 0 00 0 00 0 00 0 00 0 01 Operations amp Support Specialis
133. te as required i e when a decision is made to retire the application Type in the number of users Select the license type Perpetual or Term Represents the application s ID may be a string of numbers and letters that helps group the applications and identify them easily Select one of the following Utility Enhancement or Frontier Type in the expected lifespan in months This attribute is a system requirement Type in the age of the system Type in the number of licenses Select the application initiators The Super Users may change this person by selecting someone else from the list the list is only active for Super Users Select the business sponsors Select the application managers The Super Users may change this person by selecting someone else from the list the list is only active for Super Users Type in the program objective UMT Portfolio Builder 3 3 User Manual Copyright 2006 United Management Technologies Inc 78 Applications Vendor Name Type in the vendor name Vendor Contact Type in the vendor contact phone or e mail address Vendor Contact Type in the vendor contact name Name Note Remember to click Add at the bottom of the page to save the changes The Analysis Start Date and the Estimated Lifespan derive the time period displayed in the Cost and Resource tabs from Other Sections Viewing Editing an Application There are two methods to view an existing applicatio
134. ted project and its target e Import Target you can choose either to import into the existing project or to import and create the imported project into UMT If you choose importing in a new project you must specify the project name and its class e New Project Name type the name of the new project e New Project Class type the class of the new project Select Finish Exporting to Microsoft project After selecting Export to Microsoft Project Figure 3 25 will appear UMT Portfolio Builder 3 3 User Manual Copyright 2006 United Management Technologies Inc Projects Builder Optimizer Planner Dashboard About Help Log Out Settings My Scorecard Preferences Projects Edit project Cinci Mi Project Name Cinci Options Export Options Operation type Export to Microsoft Project be Export to Microsoft Project Server bd Mapping template hd Microsoft Project server name snone gt X Taak Ouiline Laval fot Phase Microsoft Project project name lt none gt x Matching I Create new project Settings Schedule IE Update Schedule Link IE Update link mapping ee Fis coce i Figure 3 25 Edit Project Export Screen The following options are available e Mapping Template select a mapping template to map the exported fields e Export to select to export to Microsoft Project Server or Microsoft Project File mpp If you select Microsoft Project Server you must select the s
135. tfolio Builder 3 3 User Manual Copyright 2006 United Management Technologies Inc 137 Preferences You can also modify the project server and network passwords e Use the fields corresponding to Change Project Server Password to modify the project server password e Use the fields corresponding to Change Network Password to modify the network password Click Update to save all the changes My Scorecard Configurator You can configure the Scorecard Views and the Scorecard Attribute Window Configuring Scorecard Views Click Configure Scorecard Views in Figure 10 1 The next window will appear Builder Optimizer Planner Dashboard About Help Log Out Settings MyScorecard Resource Pool Preferences Reports My Views List Add View View Name Description Application Default View Cost Dashboard Not selected as Default View C Date Builder Not selected as Default View C Workflow Builder Not selected as Default View Figure 10 4 Preferences Configure Scorecard Views Here you can see a list of all the existing Views UMT Portfolio Builder 3 3 User Manual Copyright 2006 United Management Technologies Inc 138 Preferences Creating a view To add a new view click the Add View tab The data input form for the view settings will appear Builder Optimizer Planner Dashboard About Help Log Out Settings My Scorecard Resource Pool Preferences Re
136. the best set of initiatives 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 which will be forced in the solution when the management considers that these are mandatory projects that must be executed under all circumstances An example could be aa Regulatory project that is mandatory in order for the Company to remain in Compliance with the law The Portfolio Planning and the Portfolio Tracking processes complete the UMT Project Portfolio Management Methodology Once the optimal portfolio of projects has been identified it is now time to schedule these projects to achieve the greatest business value at an early date while at the same time maximizing resource utilization and meeting obligations for must do projects This is accomplished using the UMT Portfolio Planner UMT Portfolio Builder 3 3 User Manual Copyright 2006 United Management Technologies Inc Overview The Portfolio Tracking step involves the ongoing monitoring of the selected initiatives and selected portfolios The Portfolio Dashboard component of the UMT software su
137. the section where the application manager can request additional enhancements e Application Associations To access the section where the application manager can view and edit the associations between the application and other entities ie Organization Custom Portfolios Projects and other Applications Click Close at the bottom of the View Application screen to go back to the Application List Transformation Decision The administrator can configure in the Settings section the planning horizon for capturing application Transformation Decisions i e Transformation Decision Horizon 5 years The first year is default to Analysis Start Date and the last year is equal current year plus 5 years The administrator can also configure the list values for the Transformation Decision attribute i e N A Maintain Retire etc All the users should be able run filters using these attributes UMT Portfolio Builder 3 3 User Manual Copyright 2006 United Management Technologies Inc 80 Applications These transformation decisions are listed on the Schedule tab of Organizations and Custom Portfolios To modify Application information select it from the list Figure 5 1 and click Edit located at the bottom of the screen The Application Information window allows changing any data related to the project Wiis Builder Optimizer Planner Dashboard About Help Log Out ME Builder Edit Application Aladdin amp Se
138. the top right corner of the tab This value is stored in the attribute Operational Performance Score which can be used for further analysis used in the Portfolio Optimizer module You can also enter short descriptions in the Comments fields by clicking the corresponding icon Click Update to save the changes Application Status Click the Status tab to see the application status UMT Portfolio Builder 3 3 User Manual Copyright 2006 United Management Technologies Inc 92 Applications Builder Optimizer Planner Dashboard About Help Log Out Settings My Scorecard Resource Pool Preferences Reports urrent Snapshot Hew Snapshot Delete Snapshot Lock Architectural Fit a Process Impact Risk Assessment Operational Performance Application Status aOR g Indicators D D Overalli Hean Heip Desk Cost SLA Application Progress Actual 0 Application Cost competed Planned 0 Completed Overall Health Description Figure 5 13 Edit Application Status For indicators that are manually set click each indicator to select its color and to enter a description or a comment The next window will appear Indicator color Indicator color Geen Indicator comment Figure 5 14 Edit Application Status Select a color from the corresponding drop down menu type in a comment and click Update The administrator can define formulae to set the color of the appli
139. to Custom Portfolios but not for the purpose of allocating costs When Custom Portfolios are selected in the Portfolio viewer Custom Portfolio level costs aggregations can only be simple totals of the unallocated cost of applications UMT Portfolio Builder 3 3 User Manual Copyright 2006 United Management Technologies Inc 84 Applications If a user opens the application while viewing a different funding Organization ie the application has been Linked using the Organization Associations page the costs relating to that Organization should be displayed by default The costs will not be editable from this view By default the application s total budget cost will be displayed in the Organization the application was Created In i e Budget Costs for all Organizations To see only the portion of the cost that is attributable to current Organization click the Display Costs for Current Business Area Only box see the top of Figure 5 6 The view will change to portray only the portion of costs attributable to current Organization The check box label will change to Display Total Application Cost All Business Areas which is the alternate choice Tracking Application Costs If you select the Production option from the Application Status attribute in the Application Information tab the Budget Cost data is automatically copied to the Cost Tracking tab as Forecast Costs and the Budget Cost tab defaults to a
140. tomatically when defining an organization level in the hierarchy this section of the manual will only deal with the definition and management of Custom Portfolios UMT Portfolio Builder 3 3 User Manual 108 Copyright 2006 United Management Technologies Inc Portfolios Managing Portfolios Only users with the proper permissions as determined by the rights set for the user group they belong to have access to the Portfolios Management link in the Settings tab where they can add edit delete view portfolios assign and remove projects from portfolios Default Portfolio When creating an organization hierarchy level in the Organization Hierarchy Management section a portfolio is created by default for that level This portfolio has the same name as the organization level and will contain by default all projects defined in that organization level Line of Business Business Area This portfolio is called the Default Portfolio of that organization level and cannot be deleted or edited in the Portfolios Management section in fact it will not even appear in that section Creating a Custom Defined Portfolio To access the Portfolio s maintenance section of the application you must follow the next steps 1 Access the Settings section 2 Click Portfolio Program Management in the Organization amp User Management grouping 3 Click Portfolio Management from the right section The Portfolio Management page will
141. tribute values for the projects in the portfolio You can as well enter the KPI Target value for the current year and for the number of years specified in the Benefits Realization period defined in the Account Settings page i e current year benefits realization period You can also insert short descriptions in the Comments field by clicking the corresponding icon Click Update to save the changes UMT Portfolio Builder 3 3 User Manual Copyright 2006 United Management Technologies Inc 116 Portfolios Portfolio Schedule The Portfolio Schedule section keeps track of different important dates in the portfolio s lifecycle Select the Schedule tab to view the Portfolio Schedule Figure 7 8 i Sehedule er Project Schedule Data Table Project Schedule Data Planned Planned Forecast Forecast Schedule Governance Start Date End Date Start Date End Date Completion Health ate 04 01 2005 07 01 2005 Not available Not available o MANAGE 02 01 2005 11 01 2005 02 01 2005 10 28 2005 10 gt MANAGE CRM Project 02 01 2005 01 01 2006 Not available Not available o MANAGE EOY Reporting 11 01 2005 12 01 2005 Not available Not available o mee MANAGE Fin Asset Mana iqemet nt 01 01 2005 04 01 2005 Not available Not available o MANAGE IBM MVS Tools 03 01 2005 05 01 2005 Not available Not available o MANAGE Oracte s Linux 03 01 2005 06701 2005 Not available Not available o gt MANAGE Tech Dir
142. ts Risk Issues amp Risks Schedule Status Project Reports 4 o gt Detailed Business Case Report Detailed Project Report Generates a detailed business case report Generates a detailed project report Figure 3 30 Edit Project Reports Both Detailed Business Case Report and Detailed Project Report appear as links Figure 3 30 Run either report by clicking directly on the link e Detailed Business Case Report captures all details of the project in a PDF file which can be easily printed saved and shared with other users in the organization Note Project data grouped by tab are displayed in the report having exactly the same characteristics as the ones saved in the Portfolio Builder while the report is generated e Detailed Project Report displays mainly tracking information and is very useful in the Implementation stage of the project after it has been Approved It displays information about how the project is performing in terms of budget resources and schedule in HTML format which can be printed saved and shared with other users in the organization UMT Portfolio Builder 3 3 User Manual Copyright 2006 United Management Technologies Inc 43 Projects Project Document Management The Portfolio Builder supports storing project related documents grouped in folders and document versioning Open the Document Management tab Tine Builder Optimizer Planner Dashboard About Help Lo
143. ttings My Scorecard Resource Pool Preferences Reports Current Snapshot New Snapshot Delete Snapshot Lock Application Info Budget Cost Strategic Impact D Architectural Fit b ORI Enhancement Request Application Associations Name Aladdin amp Equinox ID 001014 verg 3 1 Type x Analysis Start Date 10 1 2004 Fe Estimated Lifespan 36 Application Status Production v Production Date Fe Retirement Date 6 28 2012 Fe System Age 58 ofUsers 237 of Licences 300 Licence Type z Application Initiators No items selected Ea Application Managers No items selected lt Business Sponsors No items selected Objective s test Vendor Name g Vendor ContactName Davis Vendor Contact 315 313 5300 Attributes bia app cost 0 00 Required Field CFA Figure 5 5 Edit Application Screen Click Update to save changes or click Cancel to go back to the Project List screen without saving any changes UMT Portfolio Builder 3 3 User Manual Copyright 2006 United Management Technologies Inc 81 Applications Other Application Tabs e Application Budget Cost e Application Strategic Impact e Application Architectural Fit e Application Process Impact e Application Risk e Application Operational Performance e Application Status e Application Cost Tracking e Document Management e Application Information Links UMT Portfolio Builder 3 3 User Manual
144. ubscription module where e mail message subscriptions can be set up for different events that can take place Click Close at the bottom of the View Program screen to go back to the Program List To modify program information select it from the list Figure 4 1 and click Edit located at the bottom of the screen UMT Portfolio Builder 3 3 User Manual Copyright 2006 United Management Technologies Inc 70 Programs The Program Information window allows changing any data related to the project Builder Optimizer Planner Dashboard About Help Log Out Settings My Scorecard Resource Pool Preferences Reports Program Information Budget Cost Budget Resource Benefit Estimates Strategic Impact KOD Change Request Alert Subscription Name CRM Program Start Date 14142005 End Date 6 15 2006 Fixed Start Date 5 18 2005 Fixed End Date 6 15 2006 ProgramiD Priority Program Managers No items selected v Program Objectives Business Need Program Scope In Scope Figure 4 5 Edit Program Screen Note Operations with the other sections Budget Cost Budget Resource etc are similar to those for projects however they are an aggregate of data from the project level Click Update to save changes or click Cancel to go back to the Project List screen without saving any changes Deleting a Program To delete an existing program 1 Select it from the list Figure 4 1 2 Click Delete
145. urce Pool Preferences Reports Budget Resource Benefit Estimates Strategic Impact Risk Issues amp Risks 4 gt You are adding a Issue ba Details Title Date Entered 65 2005 Fee Author Sergiu Bucur Due Date Has Owner Project Manager 7 Weight A Escalation Level Project level State Open Detailed Description Resolution Description i AT A ee ce Figure 3 19 Projects Add Issues amp Risks Figure 3 19 displays both Issues and Risks To select the type issue or risk that should be added use the scroll down menu at the top of the screen There are several fields that need to be completed e Title Should be as detailed as possible e Due Date e Owner e Weight or importance e Escalation Level If it is an issue or risk that affects only the project or if it affects the program that the project is part of or the portfolio Optional A detailed description of the Issue Risk and resolution when obtained can also be captured as in Figure 3 19 Click Add to insert the new Issue Risk in the corresponding list If you want to view edit delete an issue or a risk select it and click the corresponding button UMT Portfolio Builder 3 3 User Manual 32 Copyright 2006 United Management Technologies Inc Projects Additional Risk and Issue attributes can de defined with the Settings Attributes Management feature and when associated with the portfolio the project bel
146. ut Help Log Out ns nati Builder Edit Project 18 24 2005 t Settings My Scorecard Resource Pool Preferences Reports Change Request List D Edit Change Request Cost Breakdown Work Breakdown Resource Type Requirements Start Date 07 01 2006 End Date 02 28 2007 Items per page 10 Change Request AS Jul 06 Aug 06 Sep 06 Oct 06 Nov 06 Dec 06 Jan 07 Architect 0 00 0 00 0 00 0 00 0 00 0 00 0 00 Business Analyst 0 00 0 00 0 00 0 00 0 00 0 00 0 00 Project Manager 0 00 0 00 0 00 0 00 0 00 0 00 0 00 Total 0 00 0 00 0 00 0 00 0 00 0 00 lt gt Details Please select a resource to view its details Figure 3 48 Add Change Request Work Breakdown The Work Breakdown tab works the same as the Budget Resource tab when the user is initially inputting resource data for the proposed project The user must first select Add to choose resource types and then Edit to input specific data for each resource Once all proper information is completed the user must click on Update in order to finish the Change Request At this point the Approver selected in the beginning of the Change Request will receive an e mail notification to go into the project access the Change Request page and approve or deny the Change Request UMT Portfolio Builder 3 3 User Manual Copyright 2006 United Management Technologies Inc Projects Project Associations To access project associations simply go to the Project Info tab and click on Project Associations
147. ware 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 Builder 3 3 User Manual Copyright 2006 United Management Technologies Inc 157 Appendix and hosting UMT Software in Licensee s data center e Application 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 UMT Portfolio Builder 3 3 User Manual Copyright 2006 United Management Technologies Inc 158 Appendix
148. when selecting an item in the organization hierarchy between large brackets To work with a set of projects in a custom portfolio just select that custom portfolio and only the projects included in it will be displayed in the list When accessing the Portfolio Optimizer and Planner with a custom portfolio selected only the projects included in that custom portfolio are available for analysis purposes Aggregating projects to the Organization and custom portfolio Aggregating Data A user is able to create and manage Organizations and Custom Portfolios with the Settings feature Users are able to group entities in the My Scorecard of the UMT Portfolio Builder synchronize by Organizations or Custom Portfolios i e all UMT Portfolio Builder 3 3 User Manual Copyright 2006 United Management Technologies Inc 125 Portfolios entities will be automatically grouped under the Organization they were created in or the Custom Portfolio they have been linked to Select an Organization or a Custom Portfolio in the My Scorecard section to open the Detailed Information screens for the Organization or Custom Portfolio selected Only users with assigned rights are able to view or edit these tabs i e the administrator or user with appropriate managerial rights can grant access to users to view or edit the Organization or Custom Portfolio Detailed Information Screens Project data and Application data are automatica
149. y a configuration follow the steps 1 Select the check box corresponding to the configuration 2 Click Edit 3 Modify the configuration information 4 Click Update to save the changes The configuration details will be saved in the database and an updated Configuration List will appear Deleting a configuration To delete an existing configuration 1 Select the check box corresponding to the configuration 2 Click Delete 3 Click OK in the confirmation message The configuration will be deleted from the database and a revised Configuration List will appear Note If you click Cancel in the confirmation window the system will not save any modifications and will display the old list UMT Portfolio Builder 3 3 User Manual 143 Copyright 2006 United Management Technologies Inc Preferences Sharepoint Preferences Click SharePoint Server User Settings to access Figure 10 8 Builder Optimizer Planner Dashboard About Help Log Out Preferences Sharepoint Servers Sharepoint Servers N ji Preferences Settings My Scorecard Resource Pool Reports Server Name Server User Name 4 This is used to change the user s SharePoint server password User Management Click Change User Information in Figure 10 1 The user details screen will appear Builder Optimizer Planner Dashboard About Help Log Out Settings My Scorecard Resource Pool Preferences Reports eferences
150. zations to maximize resource utilization by scheduling the selected projects achieving the greatest business value at an early date and meeting obligations for must do projects The Portfolio Dashboard offers support for the final step in the portfolio management process Portfolio Tracking by providing ad hoc executive dashboard views and reports customizable to meet an organization s specific needs UMT Portfolio Builder 3 3 User Manual 127 Copyright 2006 United Management Technologies Inc Launching the UMT Portfolio Management Analytical Tools from the Portfolio Builder Data Relationships between the Portfolio Builder and the UMT Analytical Tools The analytical modules in the UMT Portfolio Manager use structure related data entered in the Portfolio Builder to perform analysis regarding the project selection planning and tracking Pre requisites for an Effective Optimizer Session To be able to run an optimization session using the UMT Portfolio Optimizer tool several categories of data must be entered in the Portfolio Builder Project Portfolio Analysis Cost and Benefit related data must be entered in order to be available as Constraints when running the optimization session In addition the Strategic Impact of the projects on each of the Drivers associated with the portfolio they are defined in must be assessed This is used for calculating the Strategic Value of each project

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