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Portfolio
Management,
CA PPM (CA
Clarity PPM)
Portfolio Management for CA PPM...
2
Objectives
• Complete an overview of portfolio management functionality in CA
PPM.
• Provide the knowledge needed to:
– ...
3
Section 1
Getting Started with Portfolio Management
4
What is Portfolio Management?
• The process of deciding which Projects to start,
continue, discontinue, or postpone.
• P...
5
Keys to Portfolio Management Success
• A solid foundation of
– Demand
– Project
– Resource
– Financial Management
• Cons...
6
Investment Types
• Portfolios are collections of Investments housed within the
CA PPM application
• Eight investment typ...
7
Organizing
Establish the portfolio requirements
8
Organizing Portfolios
• Decide how you will organize
– Investment Type
• Applications only
• New product development inv...
9
Monitoring Investments
• Identify the information
available in each portfolio
• Monitor the Investments
– Establish the ...
10
Prioritizing Investments
• Understand the relative
prioritization of investments
• Use the default Waterline
view to se...
11
Prioritizing Investments – Manually
Ranking Investments
• You can manually rank investments or set up
rule-based rankin...
12
Prioritizing Investments – Rule Based
Ranking
• Determine the attributes you will use to rank
your investments
• Define...
13
Plan and Manage – Setting Portfolio Targets
• Set the boundaries and guidelines
you need to plan and manage the
portfol...
14
Plan and Manage – Alternative Scenarios for
Investments
• Define plans to
determine the best
scenario to accomplish
the...
15
Prepare . .
Prepare to use portfolios
16
Preparing to build portfolios
• Prepare your CA PPM system
– Set up the monitoring criteria
– Configure views, reports ...
17
Set Up Monitoring Criteria
• Portfolios provide a snapshot
of investment data.
• Portfolios update with actual
investme...
18
Configuring Views, Reports and
Workflows• You must configure CA PPM to
support the investment data you
want to monitor ...
19
Set Up Investment and Resource Data
• Verify that the investments and
the resources are setup
• Examples
– To manage a ...
20
Section 2
Creating Portfolios within CA PPM
21
Topics
• Defining portfolio properties
• Defining portfolio sync properties
• Building portfolio content
• Defining det...
22
General Portfolio Properties
• When creating a new portfolio, there are several fields
that may be required based on yo...
23
General Portfolio Properties, cont.
• Start Date/Finish Date: The planning range of data for the portfolio
– Portfolio ...
24
Target Portfolio Attributes
• Total Cost: The total cost the portfolio is targeting to
spend during the planning horizo...
25
Target Portfolio Attributes, cont.
• Benefits: The total benefit the portfolio is targeting to gain
during the planning...
26
Accessing Portfolios
• Click the Portfolios link under Portfolio Management in the
top navigation menu
– Link or sectio...
27
Creating Portfolios
• When you click Portfolios in the navigation menu, CA
PPM shows the Portfolio List and shows all p...
28
Portfolio Details
• After clicking New, CA PPM shows you the Create Portfolio Screen
• Populate the data for your new p...
29
Set Up a Portfolio Sync Schedule (1)
• After you create and save your portfolio, the Sync
Schedule option appears
30
Set Up a Portfolio Sync Schedule (2)
• Portfolio data is a snapshot of
actual investment data
• You can update the snap...
31
Set Up a Portfolio Sync Schedule (3)
• Monthly – Lets you tell CA
PPM to automatically
update the portfolio on a
specif...
32
Set Up a Portfolio Sync Schedule (4)
• After you set the sync properties, the sync schedule
displays your settings and ...
33
Building Portfolio Content
• Select the investments that you want to include
• You can preview the contents as you buil...
34
Portfolio Contents
• Navigate to the Contents Editor tab to view/add Investments
• You can include all CA PPM investmen...
35
Portfolio Contents, cont.
• Add/remove contents to/from a portfolio in three
ways:
– Include investments of a particula...
36
Include / Exclude (1)
• To include an investment type, check the box next to it and click
Include
• To Exclude an inves...
37
Include / Exclude (2)
• After you add the Investment Type to the portfolio, CA
PPM displays a checkmark in the Included...
38
Build a Power Filter (1)
• Power filters allow you to further refine the individual
investments added to a portfolio wh...
39
Build a Power Filter (2)
• Select the field you want to filter on in the Left
pull-down, then set the set the condition...
40
Build a Power Filter (3)
• The filters shown below display projects for which a
particular resource is the Project Mana...
41
Build a Power Filter (4)
• Click Save once the Power Filter is complete
• CA PPM adds the filter details alongside your...
42
Adding Individual Investments (1)
• Click Add in the Individual Investments section
• CA PPM displays the Investment Fi...
43
Adding Individual Investments (2)
• Search for the
desired investment(s)
– Use the Investment
Type drop-down to
help yo...
44
View Matching Investments (1)
• Check the box next to the Investment Type, then click
View Matching Investments
– You m...
45
Defining Detailed Planning Targets
• You can view, edit, and distribute the high-
level portfolio targets for cost, res...
46
Defining Detailed Planning Targets, cont.
• Navigate to the ‘Targets’ tab within the portfolio
• Set the targets and di...
47
Portfolio Cost Targets
• Target: The aggregated planned cost for the portfolio
investments, including capital and opera...
48
Portfolio Benefit Targets
• Target: The aggregated planned benefit for the portfolio
investments including capital and ...
49
Define Role Targets
• When you create a
portfolio you can indicate
the total overall effort in
FTE units or hours
• You...
50
Defining Role Targets, cont.
• To specify individual roles, click the ‘Add Roles’
button
• CA PPM displays a list of ro...
51
Defining Role Targets, cont.
• Target: The planned resource capacity in hours or FTE units for the
portfolio investment...
52
Portfolio Waterlines
• Lets you see how planned targets match up with the
investments in the portfolio
• By default, ap...
53
Portfolio Waterlines, cont.
• Use the waterline view as a “what-if” environment to
manipulate items and see the impact
...
54
Configuring the Waterline
• To configure the waterline, start by configuring the columns and adding
the information tha...
55
Define Ranking Rules
• Ranking rules determine where investments
aper in the waterline view
• Rankings are assigned wei...
56
Define Ranking Rules, cont.
• The steps to setup ranking rules
– Select the primary portfolio constraint for the
waterl...
57
Defining Ranking Rules, cont.
• To set the rankings, navigate to the Define
Ranking Rules (above)
58
Selecting Ranking Attributes
• Add rules by
clicking on the
‘Add’ button. You
will be presented
with all of the
investm...
59
Setting The Attribute Ranking
• Once you have the attributes selected, set their individual ranking.
• For each attribu...
60
Running Ranking Rules
• Once the ranking rules have been set, it is
necessary to run the ranking rules.
61
Section 3
Evaluating Portfolios
62
Creating Multiple Plans
• You can create multiple plans within a single
portfolio that can contain different:
– Start a...
63
Creating Portfolio Plans
• Open your portfolio and click on ‘Plans’
• Select the plan for which you want to create a
ve...
64
Creating a Plan Copy, cont.
• Enter the plan
attributes and
click on Save.
65
Creating a Plan Copy, cont.
• You can now edit the plan properties based on the new
requirements:
– I.E. There may be a...
66
Comparing Plans
• Once you change plans, analyze and evaluate
those changes to understand the implications
of the chang...
67
Section 4
Portfolio Scenarios
68
Scenarios (1)
Suzy wants to create a new Portfolio spanning the year 2013
that allows her to look at all the active pro...
69
Scenarios (2)
Sam wants to create a new Portfolio that includes any active
2013 Investment whose name begins with lette...
70
Portfolio Reports
• CA PPM v13.2 includes a set of Portfolio
Reports within the PMO Accelerator Solution
Pack. Three of...
71
Section 5
PMO Accelerator
72
Project Portfolio Summary - Charts
73
Project Portfolio Summary - Detail
74
Portfolio Plan Comparison
75
Portfolio Plan Changes
76
Portfolio Plan Changes – Waterline and Rank
77
Section 3
Evaluating Portfolios
78
Additional Items To Be Aware Of
• ETCs vs. Allocations
• Portfolio Date Ranges
• Adding Custom Attributes To The Portfo...
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IT Portfolio
Management
-the initial Citrix
attempt
Erich Kissel Q1, 2014
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8080
Often times I find the function and adoption are more difficult
than the...
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8181
Promoted Value of IT PPM within Org
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8282
Promoted Value of IT PPM within Org
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8383
Promoted Value of IT PPM within Org
CA PPM is our main tool, however, we...
www.regoconsulting.com Phone: 1-888-813-0444
8484
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8585
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8686
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8787
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8888
Simple Demo (QA) to Process Actors
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8989
Simple Demo (QA) to Process Actors
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9090
Current Process in XL
1. Listed Investments by Portfolio: GoToMarket, Ba...
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9191
● Put available data into CA PPM PPM Production “Combined
Portfolio” (un...
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9292
Added data to system, from disbursed
spreadsheets to Single Source
CONTE...
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9393
● Upon CLEAR approvals
○ Enter Role Demand
○ Enter Actual Costs
○ Activa...
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9494
Questions . . .
www.regoconsulting.com Phone: 1-888-813-0444
Use of CA PPM Portfolios at
North Shore-LIJ
Rego University 2014
Sara Strock
...
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Portfolios at NSLIJ
Page
• Background – NSLIJ History
• Our Solution – New in...
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9797
● Developed new PMO processes:
○ Project Lifecycle
○ Project Governance ...
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98
Financials Business Problem: Company Growth by Acquisition
Processes
desig...
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99
IS Capital Budget
And IS Detail Transactions
Business Problem: Non-Integra...
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100
Business Problem: Budget Funding is Complex
2014
2013
2012
2011
2011 2012...
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Multi-Year Cap Plan
Portfolio
Cap Tracker (Actuals) Program Roadmap
CRW $1m F...
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Key Success Factor: Adoption
Page
• New IT Finance VP
• Fear of Process chang...
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Capital Planning - High Level Workflow
Page
Capital
Request
Capital
Request
C...
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Capital Categories (Portfolios)
Page
Capital is categorized and released in o...
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Alignment of (Portfolio/Program) Structure
Page
The Capital Plan is built on ...
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CA PPM Structure
Page
Capital
Request
(CA PPM
IDEA)
Capital
Portfolio
Rollup
...
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107
Projects & Ideas
Portfolio
Portfolio
Portfolio
Programs
Programs
Programs...
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108
Sample Program/Project Structure
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Selling the Benefits – Prove the transition
Page
• Had to show past process m...
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Selling the Benefits - Capabilities
Page
• Project budget accountability
• Ac...
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Selling the Benefits - Future
Page
• Future Integration with PeopleSoft Finan...
112
Portfolio Management Terms and
Definitions (1)
Term Definition
Alignment How well an investment complies with the busi...
113
Portfolio Management Terms and
Definitions (2)
Term Definition
Portfolio A detailed inventory of Investments used to d...
114
Portfolio Management Terms and
Definitions (3)
Term Definition
Scenarios A model of different sets of portfolio invest...
115
Thank you.
Contact US
888.813.0444
Email Contact
info@regoconsulting.com
Web Site
www.regoconsulting.com
Questions . ....
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Rego University: Portfolio Management, CA PPM (CA Clarity PPM)

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Effective project portfolio management can be a game changer. However, most organizations don't understand what it really means and how to implement it. Portfolio management is all about demand planning and investment rationalization. Providing enough information about investments to make informed decisions is at the heart of CA PPM (CA Clarity PPM) portfolio management functionality. In this session, you will learn about CA PPM's (CA Clarity PPM) portfolio management functionality in detail and how that functionality can be used within an overall portfolio management process.

You can find the presentation file here:
http://regouniversity.com/presentations-14/

Functional Track Training. For more CA PPM training, visit http://regouniversity.com or http://regoconsulting.com and find free solutions at http://www.regoxchange.com/

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Rego University: Portfolio Management, CA PPM (CA Clarity PPM)

  1. 1. www.regoconsulting.com Phone: 1-888-813-0444 Portfolio Management, CA PPM (CA Clarity PPM) Portfolio Management for CA PPM v13.2
  2. 2. 2 Objectives • Complete an overview of portfolio management functionality in CA PPM. • Provide the knowledge needed to: – Prepare for Portfolio Management. – Create a portfolio inventory. – Evaluate possible investments via budget, business case or alignment to corporate goals. – Categorize and score your portfolio. – Implement decisions to add, continue or cease investments. – Create and apply investment and Resource Capacity Planning scenarios. • Portfolio Implementation – Citrix- Erich Kissel – North Shore – LIJ – Sara Strock
  3. 3. 3 Section 1 Getting Started with Portfolio Management
  4. 4. 4 What is Portfolio Management? • The process of deciding which Projects to start, continue, discontinue, or postpone. • Portlet data derived from Financials and Resource Capacity based on primary role. • Out-of-the-box portlet key components include risks, issues, and alignment. • Provides tools to scope, plan, limit, and distribute funds. • Enables creation of a detailed inventory of projects and views. • Allows for analysis of data via portlets and views.
  5. 5. 5 Keys to Portfolio Management Success • A solid foundation of – Demand – Project – Resource – Financial Management • Consistency, consistency, consistency
  6. 6. 6 Investment Types • Portfolios are collections of Investments housed within the CA PPM application • Eight investment types exist – Application – Asset – Idea – Product – Project – Service – Other Work • Projects and Other Work are used the most • You can add and analyze Instances of each investment type within a Portfolio.
  7. 7. 7 Organizing Establish the portfolio requirements
  8. 8. 8 Organizing Portfolios • Decide how you will organize – Investment Type • Applications only • New product development investments – Specific Investments • All active projects • Projects that start and finish within a specific time period – Organizationally • All marketing related projects • Projects related to a specific line of business – Interest/Goal • Projects that will grow the business • Investments considered to be innovation vehicles
  9. 9. 9 Monitoring Investments • Identify the information available in each portfolio • Monitor the Investments – Establish the information of interest within the portfolio – Configure the portfolio to display the necessary information • Create more portfolios if you need to see the investments in different ways How to get Started with Portfolio Management Monitor the Investments Prioritize the Investments Plan and Manage Investments Using Targets Explore the Alternative for Investments Set up Monitoring Criteria for Investments Configure Views, Reports, and Workflows Set up Investment and Resource Data Portfolio Manager System Administrato r Portfolio Manager System Administrato r Evaluate Your Portfolio Requirements Prepare to Use Portfolios Ready to create portfolios
  10. 10. 10 Prioritizing Investments • Understand the relative prioritization of investments • Use the default Waterline view to see and rank your investments – By default, investments rank by approval status then finish date – Approved investments appear higher in the list – Investments with more recent finish dates appear higher in the list – Approved investments with the most recent finish date sort to the top of the list. How to get Started with Portfolio Management Monitor the Investments Prioritize the Investments Plan and Manage Investments Using Targets Explore the Alternative for Investments Set up Monitoring Criteria for Investments Configure Views, Reports, and Workflows Set up Investment and Resource Data Portfolio Manager System Administrato r Portfolio Manager System Administrato r Evaluate Your Portfolio Requirements Prepare to Use Portfolios Ready to create portfolios
  11. 11. 11 Prioritizing Investments – Manually Ranking Investments • You can manually rank investments or set up rule-based rankings using the Waterline view. • Larger organizations benefit the most from manual ranking rules • Keeping the number of investments small makes it easier to rank them manually • Manual ranking works best when there are no preset guidelines for ranking investments, and ranking is done on a case-by-case basis
  12. 12. 12 Prioritizing Investments – Rule Based Ranking • Determine the attributes you will use to rank your investments • Define the ranking logic for each key attribute • Give an overall weighted ranking for each investment attribute
  13. 13. 13 Plan and Manage – Setting Portfolio Targets • Set the boundaries and guidelines you need to plan and manage the portfolio investments • Create targets to analyze the portfolio investments • Financial and Resource targets are available for any portfolio – Financial Targets • Total costs, capital costs, operating costs • Benefit and planned benefits coming from the investments – Resource Targets • By Unit (either Hour or FTE) • Resource Capacity or Role Capacity How to get Started with Portfolio Management Monitor the Investments Prioritize the Investments Plan and Manage Investments Using Targets Explore the Alternative for Investments Set up Monitoring Criteria for Investments Configure Views, Reports, and Workflows Set up Investment and Resource Data Portfolio Manager System Administrato r Portfolio Manager System Administrato r Evaluate Your Portfolio Requirements Prepare to Use Portfolios Ready to create portfolios
  14. 14. 14 Plan and Manage – Alternative Scenarios for Investments • Define plans to determine the best scenario to accomplish the portfolio goal • When you find a desirable plan, set it as the ‘Plan of Record’ in the portfolio • You can save other plan versions and scenarios for future use How to get Started with Portfolio Management Monitor the Investments Prioritize the Investments Plan and Manage Investments Using Targets Explore the Alternative for Investments Set up Monitoring Criteria for Investments Configure Views, Reports, and Workflows Set up Investment and Resource Data Portfolio Manager System Administrato r Portfolio Manager System Administrato r Evaluate Your Portfolio Requirements Prepare to Use Portfolios Ready to create portfolios
  15. 15. 15 Prepare . . Prepare to use portfolios
  16. 16. 16 Preparing to build portfolios • Prepare your CA PPM system – Set up the monitoring criteria – Configure views, reports and workflows – Set up investment and resource data
  17. 17. 17 Set Up Monitoring Criteria • Portfolios provide a snapshot of investment data. • Portfolios update with actual investment data on a schedule you define • Only data you specify is held in the portfolio snapshot • You select the attributes you want to monitor for each portfolio investment • You can select either stock attributes or custom attributes How to get Started with Portfolio Management Monitor the Investments Prioritize the Investments Plan and Manage Investments Using Targets Explore the Alternative for Investments Set up Monitoring Criteria for Investments Configure Views, Reports, and Workflows Set up Investment and Resource Data Portfolio Manager System Administrato r Portfolio Manager System Administrato r Evaluate Your Portfolio Requirements Prepare to Use Portfolios Ready to create portfolios
  18. 18. 18 Configuring Views, Reports and Workflows• You must configure CA PPM to support the investment data you want to monitor in a portfolio • Configuring CA PPM allows you to view the desired data on portlets and reports • Examples – To view detailed project cost data by period, you must have generated cost plans on projects – To surface risks and issues for projects, you must configure the project object to surface risks and issues – To record actual time spent on projects, you must set up timesheets How to get Started with Portfolio Management Monitor the Investments Prioritize the Investments Plan and Manage Investments Using Targets Explore the Alternative for Investments Set up Monitoring Criteria for Investments Configure Views, Reports, and Workflows Set up Investment and Resource Data Portfolio Manager System Administrato r Portfolio Manager System Administrato r Evaluate Your Portfolio Requirements Prepare to Use Portfolios Ready to create portfolios
  19. 19. 19 Set Up Investment and Resource Data • Verify that the investments and the resources are setup • Examples – To manage a portfolio associated with different currencies, verify you have mutli-currency enabled – To break down total cost by capital and operating, verify you have set up those cost types – To plan resource capacity using role-specific breakdowns, verify you have defined roles for your investments – To create and manage a portfolio of investments, verify you have set up the investments in CA PPM and have assigned resources to them How to get Started with Portfolio Management Monitor the Investments Prioritize the Investments Plan and Manage Investments Using Targets Explore the Alternative for Investments Set up Monitoring Criteria for Investments Configure Views, Reports, and Workflows Set up Investment and Resource Data Portfolio Manager System Administrato r Portfolio Manager System Administrato r Evaluate Your Portfolio Requirements Prepare to Use Portfolios Ready to create portfolios
  20. 20. 20 Section 2 Creating Portfolios within CA PPM
  21. 21. 21 Topics • Defining portfolio properties • Defining portfolio sync properties • Building portfolio content • Defining detailed planning targets • Reviewing waterline views for investments
  22. 22. 22 General Portfolio Properties • When creating a new portfolio, there are several fields that may be required based on your current configuration and portfolio needs. • Common stock fields in the General Section – Owner: The portfolio owner or creator • Typically an operations manager or director • Has rights to view and edit content • A portfolio can have multiple owners – Stakeholder: An individual who wants to view and possibly edit portfolio contents • Has rights to view the portfolio and its contents • A portfolio can have multiple stakeholders
  23. 23. 23 General Portfolio Properties, cont. • Start Date/Finish Date: The planning range of data for the portfolio – Portfolio data is clipped to stay within the date range – Dashboard View specifies the default portfolio view or page layout • Currency: The portfolio currency. • Capacity Unit Type: The resource unit (hours or FTE) for measuring resource capacity for investments in the portfolio – You can set this only once for a portfolio • Sync Schedule: How often to refresh portfolio data and associated plans with actual investment data – Appears after you define the initial portfolio properties – You can set up a schedule to refresh the portfolio automatically – You can also sync manually
  24. 24. 24 Target Portfolio Attributes • Total Cost: The total cost the portfolio is targeting to spend during the planning horizon – Aggregate of the capital and operating costs – You cannot set total cost directly • Capital Cost: The capital cost the portfolio is targeting to spend during the planning horizon • Operating Cost: The operating cost the portfolio is targeting to spend during the planning horizon • Currency: The portfolio currency or the currency to use for all investment cost and benefit amounts – If portfolio investments use different currencies, all costs and benefits roll up and present in the portfolio currency
  25. 25. 25 Target Portfolio Attributes, cont. • Benefits: The total benefit the portfolio is targeting to gain during the planning horizon • Roles: The effort the portfolio is targeting to use during the planning horizon • Capacity Unit Type: The unit you want to use for the roles target – FTE: An average number based on resources and • Example – for a two month planning horizon with one FTE planned in month one, and 3 FTE planned in month two, total target resources for the planning horizon is 2 FTE – Hours: A total number applying to the portfolio planning horizon • Example – if you set a target of 1000 hours for a two-month planning horizon, you can use a total of 1000 hours for the whole portfolio
  26. 26. 26 Accessing Portfolios • Click the Portfolios link under Portfolio Management in the top navigation menu – Link or section names may be different within your CA PPM instance • Portfolio “shells” (the portfolio structure) can be maintained by the PMO, PM, RM or Portfolio Managers, depending on the company’s organization
  27. 27. 27 Creating Portfolios • When you click Portfolios in the navigation menu, CA PPM shows the Portfolio List and shows all portfolios you can access. • If you can create new portfolios, you will see a New button on screen. Click the New button to create a new portfolio.
  28. 28. 28 Portfolio Details • After clicking New, CA PPM shows you the Create Portfolio Screen • Populate the data for your new portfolio – Items with a red star are required – Items with a green arrow can only be entered once • The fields you see depend on your corporation’s CA PPM configuration
  29. 29. 29 Set Up a Portfolio Sync Schedule (1) • After you create and save your portfolio, the Sync Schedule option appears
  30. 30. 30 Set Up a Portfolio Sync Schedule (2) • Portfolio data is a snapshot of actual investment data • You can update the snapshot with actual data on a specific schedule – Manually – Updates the portfolio data when you click Sync Now – Weekly – Lets you tell CA PPM to automatically update the portfolio at a specific time on one or more days of the week during specified months • Example – If you select 3 AM, Wednesday and then all months, CA PPM updates the portfolio snapshot every Wednesday of every week for all months at 3 AM
  31. 31. 31 Set Up a Portfolio Sync Schedule (3) • Monthly – Lets you tell CA PPM to automatically update the portfolio on a specific day or days of a month for one or more specified months – Example – If you enter 1, 15, 30 and select all months, CA PPM updates the portfolio snapshot on the 1st, 15th and 30th of every month
  32. 32. 32 Set Up a Portfolio Sync Schedule (4) • After you set the sync properties, the sync schedule displays your settings and the last sync date – Note: CA PPM syncrhonizes a portfolio any time you modify and save the sync schedule
  33. 33. 33 Building Portfolio Content • Select the investments that you want to include • You can preview the contents as you build the portfolio • There are two ways to include investments: – Based on specific selection/filter criteria – Manual selection IMPORTANT NOTE: You cannot have more than 100 investments or 25 roles in a portfolio
  34. 34. 34 Portfolio Contents • Navigate to the Contents Editor tab to view/add Investments • You can include all CA PPM investment types • You do not need to build separate portfolios for each Investment type
  35. 35. 35 Portfolio Contents, cont. • Add/remove contents to/from a portfolio in three ways: – Include investments of a particular investment type • Adds all instances of the Investment type to the portfolio • Only adds instances you have access to – Build a Power Filter associated with an investment type in the portfolio • Example – Filter for Projects with a start date of 1/1/12 or later – Add individual investments • Allows you to manually select the individual items that comprise the portfolio • You can combine the methods above when adding/removing contents to/from a portfolio
  36. 36. 36 Include / Exclude (1) • To include an investment type, check the box next to it and click Include • To Exclude an investment type, check the box next to it, then click Exclude. IMPORTANT NOTE: If you add a Project and a Program containing the same project to your portfolio, CA PPM will add the Project twice. CA PPM will not warn you the project has been added twice. Having a project added twice will corrupt your portfolio data since the project is now being double-counted.
  37. 37. 37 Include / Exclude (2) • After you add the Investment Type to the portfolio, CA PPM displays a checkmark in the Included column
  38. 38. 38 Build a Power Filter (1) • Power filters allow you to further refine the individual investments added to a portfolio when an investment type is included • Power filters let you identify specific criteria the investment must meet in order to appear in the portfolio
  39. 39. 39 Build a Power Filter (2) • Select the field you want to filter on in the Left pull-down, then set the set the condition to be met by utilizing the Operator and Right fields.
  40. 40. 40 Build a Power Filter (3) • The filters shown below display projects for which a particular resource is the Project Manager, and that have start dates later than 1/1/12 • To add more than one criterion to the filter, you must utilize the And/Or operand, and add the criteria one by one.
  41. 41. 41 Build a Power Filter (4) • Click Save once the Power Filter is complete • CA PPM adds the filter details alongside your included investment type
  42. 42. 42 Adding Individual Investments (1) • Click Add in the Individual Investments section • CA PPM displays the Investment Filter
  43. 43. 43 Adding Individual Investments (2) • Search for the desired investment(s) – Use the Investment Type drop-down to help you search • Check the box next to each investment you want to add, then click Add or Add and Select More
  44. 44. 44 View Matching Investments (1) • Check the box next to the Investment Type, then click View Matching Investments – You may only view the results for one Investment Type at a time
  45. 45. 45 Defining Detailed Planning Targets • You can view, edit, and distribute the high- level portfolio targets for cost, resource, and benefit in a time-scaled view • These period-based targets show up on the waterlines view where you can analyze your portfolio performance • Planning targets may have been set up when the portfolio was created
  46. 46. 46 Defining Detailed Planning Targets, cont. • Navigate to the ‘Targets’ tab within the portfolio • Set the targets and distribute the costs within the duration of the specified portfolio timeline
  47. 47. 47 Portfolio Cost Targets • Target: The aggregated planned cost for the portfolio investments, including capital and operating costs • Distributed Target: The planned cost for the portfolio investments as it scales over time within the portfolio horizon • Variance: The difference between the distributed and approved target amounts • Distributed Target (Total) • When you edit values, CA PPM places a red tick by the changed value until you save
  48. 48. 48 Portfolio Benefit Targets • Target: The aggregated planned benefit for the portfolio investments including capital and operating benefits – You initially set this value in the portfolio properties • Distributed Target: The planned benefit for the portfolio investments as it accrues over time within the portfolio horizon • Variance The difference between the distributed and approved benefit amount • Distributed Target (Total) • When you edit values, CA PPM places a red tick by the changed value until you save
  49. 49. 49 Define Role Targets • When you create a portfolio you can indicate the total overall effort in FTE units or hours • You can further define the overall effort by specific targets by individual roles. • To indicate specific roles, navigate to the ‘Targets’ tab and locate the Role Totals section
  50. 50. 50 Defining Role Targets, cont. • To specify individual roles, click the ‘Add Roles’ button • CA PPM displays a list of roles you can include in your portfolio
  51. 51. 51 Defining Role Targets, cont. • Target: The planned resource capacity in hours or FTE units for the portfolio investments over time within the portfolio horizon • Distributed Target: The planned roles for the portfolio investments as it accrues over time within the portfolio horizon • Variance: The difference between the distributed and approved target amounts for resource • Distributed Target Total • When you edit values, CA PPM places a red tick by the changed value until you save
  52. 52. 52 Portfolio Waterlines • Lets you see how planned targets match up with the investments in the portfolio • By default, approved investments with the most recent finish dates sort to the top of the list • Lets you analyze your portfolio – Prioritized work with investment attributes, including data about budget, resources, and benefits – How the portfolio targets spread over the portfolio horizon – Approved and unapproved investments – Initial alignment of the portfolio with the goals – Actual amounts spent on investments compared to the initial targets of capital and operating costs – Where and when demands exceed targets
  53. 53. 53 Portfolio Waterlines, cont. • Use the waterline view as a “what-if” environment to manipulate items and see the impact • To view the waterlines, click the ‘Waterlines’ tab in the portfolio. Note: The Waterlines view is the only view available as part of the portfolio management. To access the remaining portfolio views, install and apply the PMO Accelerator add-in.
  54. 54. 54 Configuring the Waterline • To configure the waterline, start by configuring the columns and adding the information that you want to see within the waterline. – Click the Options icon and click Configure. The List Column Layout appears. – Add the items you want to include in the waterline view and click ‘Save’
  55. 55. 55 Define Ranking Rules • Ranking rules determine where investments aper in the waterline view • Rankings are assigned weights to specific investment attributes • When ranking calculations are made for all of the investments, approved investments will appear higher in the list ranking. IMPORTANT NOTE: It is important to think about how you want to build your ranking rules. The more you include the more complex the calculations get and this can become confusing to interpret.
  56. 56. 56 Define Ranking Rules, cont. • The steps to setup ranking rules – Select the primary portfolio constraint for the waterline – Select the investment attributes available at the portfolio level and assign weights to the attributes. You can select from all available attributes for all investment types that are included in the portfolio. – To indicate more importance, assign an attribute greater weight.
  57. 57. 57 Defining Ranking Rules, cont. • To set the rankings, navigate to the Define Ranking Rules (above)
  58. 58. 58 Selecting Ranking Attributes • Add rules by clicking on the ‘Add’ button. You will be presented with all of the investment attributes that are available.
  59. 59. 59 Setting The Attribute Ranking • Once you have the attributes selected, set their individual ranking. • For each attribute you can select: – Ranking Method • Lower is better • Higher is better – Attribute Weighting (numeric value) – If you select an attribute that is a lookup, you can assign weights to the individual values of the lookup (highlighted below)
  60. 60. 60 Running Ranking Rules • Once the ranking rules have been set, it is necessary to run the ranking rules.
  61. 61. 61 Section 3 Evaluating Portfolios
  62. 62. 62 Creating Multiple Plans • You can create multiple plans within a single portfolio that can contain different: – Start and Finish dates – Rankings – Targets • This allows you to explore portfolio alternatives and save them for future reference
  63. 63. 63 Creating Portfolio Plans • Open your portfolio and click on ‘Plans’ • Select the plan for which you want to create a version and click Copy.
  64. 64. 64 Creating a Plan Copy, cont. • Enter the plan attributes and click on Save.
  65. 65. 65 Creating a Plan Copy, cont. • You can now edit the plan properties based on the new requirements: – I.E. There may be a new Planned Capital cost, or operating cost.
  66. 66. 66 Comparing Plans • Once you change plans, analyze and evaluate those changes to understand the implications of the changes as if the plans are real. • To compare different versions of a plan by the following factors, use portfolio reports: – Portfolio constraints – Investment counts – Financial metrics (for example, NPV, ROI) IMPORTANT NOTE: To access and view the portfolio reports that you can use to compare your portfolio plans, install and apply the PMO Accelerator add-in.
  67. 67. 67 Section 4 Portfolio Scenarios
  68. 68. 68 Scenarios (1) Suzy wants to create a new Portfolio spanning the year 2013 that allows her to look at all the active projects as well as any Ideas with the goal of ‘Grow the Business’ – Step 1 – From the Portfolio List view, select New and name the new Portfolio (Scenario 1) – Step 2 – Enter the details, including the Start Date of 1/1/2013 and Finish Date of 12/31/2013, then Save. – Step 3 – Leave the Sync Schedule at ‘Manual’ – Step 4 - Navigate to the Contents Editor tab, check the box in front of Projects & Ideas, then click Include – Step 5 – Choose the Build Power Filter link next to Idea, then choose Left = Goal and Right = Grow the Business. – Step 6 – Add the filter and click Save and Return – Step 7 – Click Sync Now and navigate to the Waterlines tab to evaluate the Scenario 1 Portfolio
  69. 69. 69 Scenarios (2) Sam wants to create a new Portfolio that includes any active 2013 Investment whose name begins with letters between C and H – Step 1 – From the Portfolio List view, select New and name the new Portfolio (Scenario 2) – Step 2 – Enter details, including Start Date of 1/1/2013 and Finish Date of 12/31/2013,then Save. – Step 3 – Leave the Sync Schedule at ‘Manual’ – Step 4 - Navigate to the Contents Editor tab and in the Individual Investments section click Add – Step 5 – Verify the filter is set for all active Investments of any type, then check the box in front of all investments whose Name starts with the letters between C and H to manually select them and click Add. – Step 6 – Click Sync Now and navigate to the Waterlines tab to evaluate the Scenario 2 Portfolio.
  70. 70. 70 Portfolio Reports • CA PPM v13.2 includes a set of Portfolio Reports within the PMO Accelerator Solution Pack. Three of these standard reports are new in this version: – Project Portfolio Summary with Charts and Detail – Portfolio Plan Comparison* – Portfolio Plan Changes* – Portfolio Plan Changes - Waterline and Rank* *= new report for r13.2
  71. 71. 71 Section 5 PMO Accelerator
  72. 72. 72 Project Portfolio Summary - Charts
  73. 73. 73 Project Portfolio Summary - Detail
  74. 74. 74 Portfolio Plan Comparison
  75. 75. 75 Portfolio Plan Changes
  76. 76. 76 Portfolio Plan Changes – Waterline and Rank
  77. 77. 77 Section 3 Evaluating Portfolios
  78. 78. 78 Additional Items To Be Aware Of • ETCs vs. Allocations • Portfolio Date Ranges • Adding Custom Attributes To The Portfolio • Sub-Portfolios • Cost Type
  79. 79. www.regoconsulting.com Phone: 1-888-813-0444 IT Portfolio Management -the initial Citrix attempt Erich Kissel Q1, 2014
  80. 80. www.regoconsulting.com Phone: 1-888-813-0444 8080 Often times I find the function and adoption are more difficult than the technology: 1. Promoted Value of IT PPM within the Organization 2. Educated/Simple Demos 3. Inserted self into the current processes (not documented) and added initial data to system 4. Next Citrix Attempt – Value from OOB
  81. 81. www.regoconsulting.com Phone: 1-888-813-0444 8181 Promoted Value of IT PPM within Org
  82. 82. www.regoconsulting.com Phone: 1-888-813-0444 8282 Promoted Value of IT PPM within Org
  83. 83. www.regoconsulting.com Phone: 1-888-813-0444 8383 Promoted Value of IT PPM within Org CA PPM is our main tool, however, we now focus on the PPM processes and not the tool. “A fool with a tool is still a fool” - Zen Wisdom
  84. 84. www.regoconsulting.com Phone: 1-888-813-0444 8484
  85. 85. www.regoconsulting.com Phone: 1-888-813-0444 8585
  86. 86. www.regoconsulting.com Phone: 1-888-813-0444 8686
  87. 87. www.regoconsulting.com Phone: 1-888-813-0444 8787
  88. 88. www.regoconsulting.com Phone: 1-888-813-0444 8888 Simple Demo (QA) to Process Actors
  89. 89. www.regoconsulting.com Phone: 1-888-813-0444 8989 Simple Demo (QA) to Process Actors
  90. 90. www.regoconsulting.com Phone: 1-888-813-0444 9090 Current Process in XL 1. Listed Investments by Portfolio: GoToMarket, BackOffice and Foundational 2. Set Priority of all 3. Sequenced/Scheduled a. System Impact b. Capital Impact c. Resources Impact Inserted Self Into Planning Meetings
  91. 91. www.regoconsulting.com Phone: 1-888-813-0444 9191 ● Put available data into CA PPM PPM Production “Combined Portfolio” (unapproved . . . hidden) ● Showed CA PPM PPM Single Source views ● Updated data as plans changed/iterated ● Quality support when users wanted to access Portfolio module Inserted Self Into Planning Meetings
  92. 92. www.regoconsulting.com Phone: 1-888-813-0444 9292 Added data to system, from disbursed spreadsheets to Single Source CONTENT REMOVED FOR CONFIDENTIALITY PURPOSES
  93. 93. www.regoconsulting.com Phone: 1-888-813-0444 9393 ● Upon CLEAR approvals ○ Enter Role Demand ○ Enter Actual Costs ○ Activate Projects ● Implement Financial Management ● Attend quarterly “Re- Alignment” sessions, leveraging and updating system data Maturing Next
  94. 94. www.regoconsulting.com Phone: 1-888-813-0444 9494 Questions . . .
  95. 95. www.regoconsulting.com Phone: 1-888-813-0444 Use of CA PPM Portfolios at North Shore-LIJ Rego University 2014 Sara Strock February 2014 Page
  96. 96. www.regoconsulting.com Phone: 1-888-813-0444 Portfolios at NSLIJ Page • Background – NSLIJ History • Our Solution – New in 2014 • Process – workflow • Portfolio structure – Financial structure • CA PPM Portfolios – Business structure • Benefits – Short and Long Term
  97. 97. www.regoconsulting.com Phone: 1-888-813-0444 9797 ● Developed new PMO processes: ○ Project Lifecycle ○ Project Governance Process ● Project Lifecycle with CA PPM ○ Standard PMI type lifecycle ○ Gaining adoption ○ Executive support ● Project Governance ○ Unique at Hospital System ○ Changing from nearly all unplanned demand to more controlled process ○ Now have a Project Review Board (PRB) that approves new projects ○ Moving to include Capital planning – CA PPM Financials & Portfolios will help to enable this. Past 2 Years 97
  98. 98. www.regoconsulting.com Phone: 1-888-813-0444 98 Financials Business Problem: Company Growth by Acquisition Processes designed for a small Hospital… …do not work for a Hospital System Acquiring new Hospitals and Physician Practices
  99. 99. www.regoconsulting.com Phone: 1-888-813-0444 99 IS Capital Budget And IS Detail Transactions Business Problem: Non-Integrated Budgets Managed in Excel Project Budgets in Excel in Project Folders No ability to aggregate Programs, or Year over Year investments. Manual Updates $250 Million dollar budget tracked in Excel! Not integrated with Corp GL, or Purchasing PeopleSoft Financials
  100. 100. www.regoconsulting.com Phone: 1-888-813-0444 100 Business Problem: Budget Funding is Complex 2014 2013 2012 2011 2011 2012 2013 2014 Budget Year Project Execution Year
  101. 101. www.regoconsulting.com Phone: 1-888-813-0444 Multi-Year Cap Plan Portfolio Cap Tracker (Actuals) Program Roadmap CRW $1m Funding Program CRW Summary: CRM APPS 01.01.14 $1M Detail: Hardware Project X 50k Software Project Y 150k Cardiology Muse CRW 1m Project X 250k Project Y 250k Project Z 500k Syngo Budget CommitmentsBalance
  102. 102. www.regoconsulting.com Phone: 1-888-813-0444 Key Success Factor: Adoption Page • New IT Finance VP • Fear of Process change “If it ain’t broke” • Had to prove CA PPM could do current process • Fear of Transparency • Then we could move to change • Process • Organizational behavior
  103. 103. www.regoconsulting.com Phone: 1-888-813-0444 Capital Planning - High Level Workflow Page Capital Request Capital Request Capital Request (IDEA) VP Review IS Finance Rollup/ CIO Review Finance Review/ Capital Release Capital Budget Release Project Funding to Service Lines
  104. 104. www.regoconsulting.com Phone: 1-888-813-0444 Capital Categories (Portfolios) Page Capital is categorized and released in one of three ways to NSLIJ IT: • Corporate Strategic Initiatives - Release of a modest to significant capital to enable and deliver on a corporate mandate capital portfolios for these initiatives are often multi-year • IT Refresh – Application Refresh and Technology Refresh budgets are large. Include maintenance and refresh of core application and infrastructure over middle term life cycles (3-5 years) • Hospital– Technology dollars are sometimes reserved in hospital budgets which are independent of IT; These are unplanned projects – close to 15% of IT budget Corporate Hospital/ Service Line funded Project Requests IT Refresh Budgets (“Core”) Annual IT Budgets Annual IT Capital Spend Note: The actual capital expenditure of IT will always exceed its corporate allotment due to unplanned hospital requests which are never known until they are received
  105. 105. www.regoconsulting.com Phone: 1-888-813-0444 Alignment of (Portfolio/Program) Structure Page The Capital Plan is built on the foundation of a few key elements: • VP-Aligned Capital Portfolios– Capital is budgeted by VP span of control typically for Applications and Technology Services; Corporate funded initiatives are aligned to a VP but separately accounted for due to their distinct business case/cost estimation • Service Line (Business Unit) Structure - Services Lines organize their work into Programs with one to many projects based on the demand each period; CIO VP Apps VP Tech Services Clinical Informatics Service Lines Program Project Project Project Project Project
  106. 106. www.regoconsulting.com Phone: 1-888-813-0444 CA PPM Structure Page Capital Request (CA PPM IDEA) Capital Portfolio Rollup • Capital Requests have been created in CA PPM as “Ideas” • This is the same concept that the Project Review Board (PRB) uses for un- planned mid-year requests and allows for unfunded projects to be revisited if capital surfaces later in the year (canceled or deferred projects) • It keeps all “queued approved” project requests in the same list. • Capital will be managed in “Portfolios” • Portfolios are hierarchical so that individual capital pools can rollup to a larger IS Capital total to which IS Finance must reconcile for Finance • Portfolios enable “what if scenarios” to allow for separate rollups. • Portfolio views were refined from CA PPM “Out of the Box” views to meet NSLIJ needs • Portfolio Views can be exported to Excel natively in CA PPM and PDF reports can be written to provide real-time “polished” reports of the capital portfolios.
  107. 107. www.regoconsulting.com Phone: 1-888-813-0444 107 Projects & Ideas Portfolio Portfolio Portfolio Programs Programs Programs VP VP VP VP Budget & Control Multi-Year Forecasts Strategic Initiative Implementation IT Maintenance Hospital Customizing Application/Function Master & TCO Multi-Year Planning 1 2 3 4 4 5
  108. 108. www.regoconsulting.com Phone: 1-888-813-0444 108 Sample Program/Project Structure
  109. 109. www.regoconsulting.com Phone: 1-888-813-0444 Selling the Benefits – Prove the transition Page • Had to show past process modeled in CA PPM to gain adoption. • Expensive effort • Automating a poorly designed process • However, showed CA PPM capabilities!
  110. 110. www.regoconsulting.com Phone: 1-888-813-0444 Selling the Benefits - Capabilities Page • Project budget accountability • Actuals now together with the budget in CA PPM so analysis can take place. • CA PPM Project number reinforces the budget process. • Provides traceability of a transaction. • Cost to project, budget to all costs • Budget status more transparent – view in CA PPM • (Used to be a single individual with a spreadsheet) • Lifetime cost on Initiatives and deeper analysis • Effort to get this was high……data entry & scrubbing of the hierarchy • More cohesive program structure within our Business Units • Spend patterns, Lifetime cost, etc. Not available through spreadsheets etc.
  111. 111. www.regoconsulting.com Phone: 1-888-813-0444 Selling the Benefits - Future Page • Future Integration with PeopleSoft Financials • Eliminate duplicate data entry • Will have a better understanding of budget status (Currently 6wks, should become 1 to 2 days) • May influence changes to IS budgeting and accounting processes • Hope to improve the Capital Planning process and cycle
  112. 112. 112 Portfolio Management Terms and Definitions (1) Term Definition Alignment How well an investment complies with the business goals of a corporation. Cost Performance Index (CPI) The ratio of Budgeted Cost of Work Performed (BCWP) to Actual Cost of Work Performed (ACWP). Equals BCWP divided by ACWP. Cost Variance (CV) The difference between how much a task or a project should have cost (Budgeted cost of Work Scheduled minus BCWS) and how much it has actually cost (ACWP). Investments The Projects, Programs and Other Work a business funds to help achieve its goals. Investments make up a portfolio’s inventory. Net Present Value (NPV) The benefit of an investment, minus the cost.
  113. 113. 113 Portfolio Management Terms and Definitions (2) Term Definition Portfolio A detailed inventory of Investments used to determine where to invest funds, or when to delay or cancel investments. The financial health of Investments in Portfolios and their alignment to corporate goals can be evaluated via scorecards and scenarios. Remaining Capacity Represents the capacity from today through the portfolio finish date. Remaining Cost Defined by the portfolio start and finish dates based on today. Return on Investment (ROI) The profit or loss that results from an investment transaction. ROI is calculated by dividing costs by Net Present Value (NPV). Risk A measurement of an investment’s likelihood of meeting expectations (for example, finishing on time, within budget, and with the expected quality level).
  114. 114. 114 Portfolio Management Terms and Definitions (3) Term Definition Scenarios A model of different sets of portfolio investments and capacity planning based on corporate planning decisions. Scenarios allow you to make “what-if” evaluations for portfolio investments. Schedule Performance Index (SPI) The ratio of Budgeted/Planned Cost of Work Performed (BCWP) to Budgeted/Planned Cost of Work Scheduled (BCWS). A value greater than 1 indicates the work is ahead of schedule. A value less than 1 indicates the work is behind schedule. Schedule Variance The value of what you have accomplished to date versus what you planned to have accomplished to date. SV is calculated as BCWP minus BCWS. Total Cost The Planned Cost of all investments in the portfolio used to derive the total cost of the portfolio.
  115. 115. 115 Thank you. Contact US 888.813.0444 Email Contact info@regoconsulting.com Web Site www.regoconsulting.com Questions . . .

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