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This getting started article will help users learn how to interact with Portfolios using the Work Management interface. The user must have access to the Analysis application.
Overview
In the Analysis application, portfolio managers can create portfolios to manage a group of programs, projects, project requests, tickets, issues, and risks. A portfolio is a record used to group related items.
Features
- Allows a portfolio manager to quickly see the overall status of all projects in their portfolio.
- Makes reporting on similar items easier as you can see at a glance details of the overall list of items when the tab is selected.
Where to Find This
This feature appears in the Work Management interface within the Analysis application.
- In Work Management > View Applications > Analysis > Portfolios
Where to Start
Creating a New Project Portfolio
- In Work Management, navigate to View Applications, and select the Analysis application.
- Click New in the toolbar and select Portfolio from the menu.
- In the New Portfolio window, complete the fields marked as required.
- When finished, click the Save button at the top.
- On the Success page, you can select View the portfolio you just created.
Configuring and Managing Your New Portfolio
- Within the Analysis application, click on Portfolios in the left navigation to refresh the Portfolios listing.
- Click the Name of the newly created Portfolio.
- The Portfolio will open in another application tab.
You will now be able to configure your Portfolio to include any existing Programs, Projects, etc., currently in the TeamDynamix system. The following options are available to you:
- General - Lists the basic information about your Portfolio that you completed during setup. Click Edit to change any of these settings.
- Programs - Displays all Portfolio-related programs in your Portfolio view. Click the +Add button to add programs to your Portfolio.
- Projects - Displays all Portfolio-related projects in your Portfolio view. Click the +Add button to add projects to your Portfolio.
- Requests - Displays all Portfolio-related project requests in your Portfolio view. Click the +Add button to add project requests to your Portfolio.
- Tickets - Displays data related to one or more Ticketing Profiles. Information will come internally from a TeamDynamix Ticketing application or from an external source. The source can be configured on the General page.
- Issues - Allows you to create as well as manage Portfolio issues, including assigning responsible persons and/or Issue risks.
- Click the Manage button to manage Issue categories
- Click the +New button to create Portfolio Issues
- Risks - Allows you to create as well as manage Portfolio risks, including a Risk Matrix overview
- Click the Manage button to manage Risk categories, as well as Show/Hide the Risk Matrix
- Click the +New button to create Portfolio Risks
- Cost/Work History - Report on the Portfolio Cost/Work History from this page. This page aggregates items added under the categories mentioned earlier.
- Work - Report on the Portfolio Work from this page. Work consists of the Portfolio itself, including Projects and Tickets
- Time Types - Manage Portfolio Time Types from here.
Portfolio Management Permissions
Portfolio Permissions are managed through the Global Security Roles (TDAdmin > Users & Roles > Security Roles). There are a few permissions relevant to portfolio management, so you may want to create a distinct Security Role for those individuals who will manage Portfolios. To access Portfolios, users must have access to the Analysis application and to the Project application that contains the appropriate Portfolio Planning application.
Once a user has access to those applications, the following permissions apply:
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Edit All Portfolios and Programs - This allows a user with the Analysis and Portfolio Planning applications to edit portfolios that they do not manage.
- Manage all projects in my Portfolios and Programs - This gives the user permission to manage the projects in the portfolios they manage.
- Issue and Risk permissions (multiple) - These permissions are required to create issues and risks on portfolios (as well as on projects).
The Portfolio Manager Role
A portfolio manager is in charge of all of the projects and other work items under their portfolio. These will often be users who know those work items but may not be directly involved with each of them.
- The Portfolio Manager can add, remove, and manage projects and project requests within the portfolio. A portfolio manager may not be able to edit or manage the projects themselves. This will depend on whether they are the project manager or have the security role permission for “Manage all projects in my Portfolios and Programs”.
- There can only be one manager per portfolio.
- During portfolio creation or editing, the Portfolio Manager can toggle the portfolio's start and end dates.
- The data for the Budget and Work sections of a portfolio comes from the projects and requests. It will show in a graph view.
- Using Analysis, the Portfolio Manager can run reports on their portfolio and view the data points included.
- Portfolio Managers can track issues and risks across the portfolio as a whole, rather than for a single component project.
Gotchas and Pitfalls
Portfolio and Program Conflicts
The system prevents you from adding any project or request to the same portfolio twice, such as by adding it directly to the portfolio and adding it to a program that is included in that portfolio. Any time you modify a portfolio, program, project or request, the system will check to see if this creates a conflict before it saves. If there is a conflict, an error or warning message will appear.
Conflict Scenarios
Scenario One – If a program is already associated with a project, and you try to add it to another project in that same portfolio, this will result in an error message.
Scenario Two – If a project is already associated with a program in the same portfolio, it will not be available for selection on the Projects tab of the portfolio.
Scenario Three – Cannot cause conflict when editing a Project/Request.
