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UMT Portfolio Manager 3.3 Server

UMT Portfolio Manager 3.3 Server. Configuration Settings Manual Version 3.3 – February 28, 2006. Agenda. Organization & User Management Financial Management Workflow Management Structure & Attribute Management Other Settings Exercises. UMT Portfolio Manager Navigation.

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UMT Portfolio Manager 3.3 Server

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  1. UMT Portfolio Manager 3.3 Server Configuration Settings Manual Version 3.3 – February 28, 2006

  2. Agenda • Organization & User Management • Financial Management • Workflow Management • Structure & Attribute Management • Other Settings • Exercises

  3. UMT Portfolio Manager Navigation • https://apps.umt.com/... ACCOUNT LOGIN: Fill in your account name and account password USER LOGIN: Log in as a - Super User for the Account Management Section and - User with ‘Administrator’ rights for all other sections

  4. UMT Portfolio Manager Navigation • Builder • Settings allows you to configure the entire UMT Portfolio Manager • My Scorecard allows you to enter application and project information • Resource Pool is a repository of skill resources • Preferences allows a user to change his own user information • Reports generates portfolio level reports, e.g., summary of all business cases, etc. • Optimizer helps you choose those applications and projects and allocate the resources that serve your objectives best. • Plannerhelps you plan your project with the resources and time available. • Dashboard helps you perform further management and tracking, summary reports of portfolios. It also presents an overall health view of all projects and applications. • About shows information about the software • Help shows the online user manual for your reference

  5. Five Administrative Sections: Organization & User Management Financial Management Workflow Management Structure & Attribute Management Other Settings UMT Portfolio Manager Navigation 1 – Click on ‘Settings’

  6. Organization & User Management • Organization & User Management • Financial Management • Workflow Management • Structure & Attribute Management • Other Settings • Exercises

  7. Organization & User Management - Account Management Organization & User Management Areas to be covered: • Account Management • Organization Management • Portfolio / Program Management • User Management

  8. Organization & User Management - Account Management • Account Management is only allowed when you log in as a ‘super’ user • Create new accounts • Configure certain account-wide settings • Minimum password length, … • Default capitalization and benefits period • Start of the Fiscal Year • … • Define the default views for • Builder • Dashboard USER LOGIN: Log in as a Super User

  9. Organization & User Management - Account Management - Account Management • Account Management • Create new accounts • Change account password • User password settings

  10. Organization & User Management - Account Management - Account Management 1 – Click ‘Account Management’ 2 – Click ‘Account Management’ Note: Only ‘super’ users are allowed to change these settings

  11. Organization & User Management - Account Management - Account Management Click ‘Add Account’ Or Select an Account and click ‘Edit’ Note: ‘Copy’ only copies account settings as defined in the Account Settings Edit screen, and not actual account configuration or data

  12. Organization & User Management - Account Management - Account Management Account Name Account Password Password Settings Note: Grace Period represents the number of days a user can still log in after his password expired. He will be prompted to change his password during this period.

  13. Organization & User Management - Account Management - Account Settings • Account Settings • Storage Directory: directory where uploaded documents are stored (see installation) • Catalog Name: Indexing Server catalog name for the uploaded documents (see installation) • Default ‘Projects Ongoing Support Period’ (Capitalization) • Display Ongoing Support Period in Project Info Tab: if the Ongoing Support Period should be displayed on the Project Information Tab, so it is visible/changeable by the end user from project to project • Default ‘Projects Benefit Forecast Period’ • Allow creation of entities in custom portfolios • Projects Overwrite current period forecast values with actual data: if the forecast data for the month should automatically be updated to match the actual data for that month entered

  14. Organization & User Management - Account Management - Account Settings • Account Settings (ctd) • Estimated Lifespan for Applications • Transformation Decision Horizon for Applications • Start of Fiscal Year: this value can no longer be changed if an organization structure has been defined • Resend notification timeout: timeout period before an un-actioned notification will be resend • Documents and Issues Management: Use internally or integrate with Microsoft SharePoint • Define on which tabs comment icons are visible

  15. Organization & User Management - Account Management - Account Settings 1 – Click ‘Account Management’ 2 – Click ‘Account Settings’

  16. Organization & User Management - Account Management - Account Settings Select your Account Click ‘Edit Settings’ Click ‘Update’

  17. Organization & User Management - Account Management - Account Settings Select your Account Click ‘Comments Management’ Click ‘Update’

  18. Organization & User Management - Account Management - Manage Scorecards • Manage Scorecards • Define default view for the Builder and Dashboard scorecard • Define grouping, default filter, entities to show • Define attributes to show for Organizations, Portfolios, Programs, Projects and Applications

  19. Organization & User Management - Account Management - Manage Scorecards 1 – Click ‘Account Management’ 2 – Click ‘Manage Scorecards’

  20. Organization & User Management - Account Management - Manage Scorecards Select your Account Select the Builder or Dashboard default view Click on ‘Edit’

  21. Organization & User Management - Account Management - Manage Scorecards Select your Account • Create the default view • Grouping • Default Filter • Entities to show Click ‘Update’

  22. Organization & User Management - Account Management - Manage Attribute Window 1 – Click ‘Account Management’ 2 – Click ‘Manage Attribute Window’

  23. Organization & User Management - Account Management - Manage Attribute Window Select your Account Select the Builder or Dashboard default view Click on ‘Edit’

  24. Organization & User Management - Account Management - Manage Attribute Window Select your Account 2 – Select data categories 4 – Name column 3 – Select data in category 5 – Click ‘Update’ 1 – Add or Delete columns

  25. Organization & User Management - Organization Management Organization & User Management Areas to be covered: • Account Management • Organization Management • Portfolio / Program Management • User Management

  26. Organization & User Management - Organization Management • Organization Hierarchy represents the corporate structure, the different business units or divisions in a corporation • Business units can be represented in a tree with different hierarchies • Defined by a ‘Name’, and • Defined by a ‘Discount Rate’ (optional) • Higher levels in the tree will represent the sum of all lower levels USER LOGIN: Log in as a user with ‘Administrator’ rights

  27. Organization & User Management - Organization Management - Organization Hierarchy Management 1 – Click ‘Organization Management’ 2 – Click ‘Organization Hierarchy Management’

  28. Organization & User Management - Organization Management - Organization Hierarchy Management 2 – Click ‘Edit’ 1 – Click on the appropriate level in the Organization 3 – Fill in the Name of the business unit and the default Discount Rate 4 – Click ‘Update’

  29. Organization & User Management - Organization Management - Organization Settings 1 – Click ‘Organization Management’ 2 – Click ‘Organization Settings’

  30. Organization & User Management - Organization Management - Organization Settings 2 – Organization Template Code for Project ID: {D} - current day (1,2...31) {DD} - current day on 2 characters (01,02...31) {MM} - current month {1,2,...12) {MMM} - current month abbreviation {"Jan","Feb",...) {YY} - current year on 2 characters; e.g. 04 represents 2004 {YYYY} - current year on 4 characters; e.g. 2004 {ORG} - Organization Code {N} - the project number {Nx} where x = 2, 3, 4 - project number on 'x' characters if the template code contains {ORG}, the project number is the current number per project created in the ORGANIZATION; otherwise, the project number is per ACCOUNT. 3 – Check “Use Organization Template For ProjectID” when using automatic project IDs 1 – Click ‘Edit’

  31. Organization & User Management - Organization Management - Organization Settings 4 – Fill in ‘Start Date’, ‘End Date’ of the business unit All projects and applications need to have start dates later than the organization start date, and end dates before the organization end date.Start Date and End Date can be extended at a later stage. 5 – Choose ‘Monthly’ or ‘Quarterly’ 6 – Click ‘Update’

  32. Organization & User Management - Portfolio / Program Management Organization & User Management Areas to be covered: • Account Management • Organization Management • Portfolio / Program Management • User Management

  33. Organization & User Management - Portfolio / Program Management - Portfolio Management • A Portfolio is a group of projects, programs and/or applications • A Portfolio is used to roll-up certain data of its projects and applications • Cost data • Benefit data • Resource data • A Portfolio has its own tabs, such as Portfolio Information tab, Impact tab, Issues and Risks tab, Status tab, … • Every business unit has a Default Portfolio which can not be created or deleted and is not displayed in the ‘Portfolio Management’ settings link • Name of this portfolio is ‘[business unit]’

  34. Organization & User Management - Portfolio / Program Management - Portfolio Management 1 – Click ‘Portfolio / Program Management’ 2 – Click ‘Portfolio Management’

  35. Organization & User Management - Portfolio / Program Management - Portfolio Management 2 – Click ‘Add Portfolio’ 1 – Select the appropriate level in the Organization Hierarchy

  36. Organization & User Management - Portfolio / Program Management - Portfolio Management 1 – Type in a name for the Portfolio 2 – Fill in ‘Start Date’, ‘End Date’ of portfolio All projects and applications in this portfolio need to have start dates later than the organization start date, and end dates before the organization end date 3 – Choose Monthly or Quarterly Analysis 4 – Click ‘Add’

  37. Organization & User Management - Portfolio / Program Management - Portfolio Management 1 – Select the appropriate level in the Organization Hierarchy 2 – Select a Portfolio 3 – Click ‘Manage’ 4 – Add Projects to Portfolio 6 – Add Applications to Portfolio 5 – Add Programs to Portfolio

  38. Organization & User Management - Portfolio / Program Management - Portfolio Management 1 – Click ‘My Scorecard’ 2 – Expand the Portfolio Selector 3 – Group by ‘Custom Portfolios’, click ‘Apply’ 4 – Select Portfolio 5 – Click ‘View’ or ‘Edit’ to see/change the Portfolio tabs

  39. Organization & User Management - Portfolio / Program Management - Portfolio Management 2 – Portfolios have certain tabs who are rolled-up of its projects (Budget Cost, Budget Resource, Benefit Estimates, Cost Tracking, Resource Tracking). Other tabs are Portoflio specific, such as Strategic Impact, Status, Issues and Risks, … 1 – Portfolio information can be added or changed as required

  40. Organization & User Management - Portfolio / Program Management - Program Management • A Program is a group of projects and can be added to a (default or custom) Portfolio • A Program is used to roll-up certain data of its projects • Cost data • Benefit data • Resource data • A Program has its own tabs, such as Program Information tab, Impact tab, Issues and Risks tab, Status tab, …

  41. Organization & User Management - Portfolio / Program Management - Program Management 1 – Click ‘Portfolio / Program Management’ 2 – Click ‘Program Management’

  42. Organization & User Management - Portfolio / Program Management - Program Management 1 – Select the level in the Organization Hierarchy and the Portfolio you want the program to be added to 2 – Click ‘Add Programs to Portfolio’

  43. Organization & User Management - Portfolio / Program Management - Program Management 1 – Select the appropriate level in the Organization Hierarchy and the portfolio 2 – Select a Program 3 – Click ‘Manage’ 4 – Add Projects to Program

  44. Organization & User Management - Portfolio / Program Management - Program Management 1 – Click ‘My Scorecard’ 2 – Expand the Portfolio Selector 3 – Group by ‘Organizations’, display entities ‘Programs’, and click ‘Apply’ 4 – Select Program 5 – Click ‘View’ or ‘Edit’ to see/change the Program tabs

  45. Organization & User Management - Portfolio / Program Management - Program Management 2 – Programs have certain tabs who are rolled-up of its projects (Budget Cost, Budget Resource, Benefit Estimates, Cost Tracking, Resource Tracking). Other tabs are Program specific, such as Strategic Impact, Status, Issues and Risks, … 1 – Program information can be added or changed as required

  46. Organization & User Management - User Management Organization & User Management Areas to be covered: • Account Management • Organization Management • Portfolio / Program Management • User Management

  47. Organization & User Management - User Management - User Group Management • User Groups are a bundle of user rights • Users can be assigned at most one (different) User Group on each level of the organization tree • User Groups will roll down to lower levels on the organization hierarchy • A User is ‘assigned’ to an entity if he is selected on the Project Information, Additional Information, Program Information, Application Information or Portfolio Information tab.

  48. Organization & User Management - User Management - User Group Management 1 – Click ‘User Management’ 2 – Click ‘User Group Management’

  49. Organization & User Management - User Management - User Group Management 1 – Click ‘Add User Type’

  50. Organization & User Management - User Management - User Group Management 1 – Fill in a User Type name 2 –Select ‘Allow’, ‘Deny’ or ‘None’ ‘Allow’: users with this user type have this right. ‘Deny’: users of this user type do not have this right. ‘None’: it depends of the rolled down user rights if the user has this right or not (see later) 3 –Click ‘Add’

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