Strategic Management Guide

Transcription

1 Strategic Management Guide for Planview Enterprise 11.4 SUPPORT.PLANVIEW.COM North America: EU:

2 Copyright , Planview, Inc. All rights reserved. Planview, Planview PRISMS, Planview Enterprise, Planview OpenSuite, and PROJECTPLACE are registered trademarks of Planview, Inc. This document may not, in whole or in part, be photocopied, reproduced, translated, reduced to any electronic medium or machine-readable form, shared, or otherwise disseminated except as provided by prior written consent from Planview, Inc. Every effort has been made to ensure the accuracy of this manual. However, Planview, Inc. makes no warranties with respect to this documentation and disclaims any implied warranties of merchantability and fitness for a particular purpose. The information in this document is subject to change without notice. All examples with names, company names, or companies that appear in this manual are fictitious and do not refer to or portray, in name or substance, any actual names, companies, activities, or institutions. Any resemblance to any real person, company, activity, or institution is purely coincidental. Planview, Inc N. Mopac, Suite 300 Austin, TX USA Web: Customer Care: support.planview.com U.S. Service Center Phone: Fax: customercare@planview.com European Service Center Phone: Fax: customercare@planview.eu Planview, Inc. Confidential REV A

3 Table of Contents 1 Strategic, Investment, Capacity, and Organizational Planning... 9 Overview... 9 Investment and Capacity Planning versus Investment Analysis Strategic Planning Overview Hierarchy of the Strategy Structure About the Strategy Portfolio View Screen About the Strategy View Screen Working with Strategic Entities (Introduction) Adding Strategic Entities Reviewing or Updating a Strategy's Details Deleting Strategies Scheduling a Strategic Plan (Introduction) Reviewing Schedules and Milestones of Strategic Entities About the Schedule Dates of a Strategic Plan Creating Strategic Milestones Updating Strategic Milestones About the Schedule Tab Allocating Work to Strategic Entities Reviewing Work Allocated to a Strategy Allocating Services to Strategic Entities Reviewing Services Allocated to a Strategic Entity Removing a Strategic Entity's Work or Service Allocations Investment and Capacity Planning Overview Understand Why to Perform Investment and Capacity Planning Understand Where Investment and Capacity Planning Obtains Its Information Investment and Capacity Planning Scenarios REV A Planview, Inc. Confidential 3

4 Top-Down Planning versus Cost-Center Based Planning (Introduction) About Reviewing a Financial Plan and Demand or Capacity Setting Up Investment and Capacity Planning as a User Investment and Capacity Planning Screen Basics (Introduction) Investment and Capacity Planning Screen Elements About the Investment and Capacity Planning Screen's Action Menus Investment and Capacity Planning Scenario Action Menus Rank View Analyze View Balance View Defining the Balance View's Data Display and Layout About the Balance View's Columns Planned Investments View Approval Decisions View Task Summary for Investment and Capacity Planning Screen Views Setting Display Preferences for Investment and Capacity Planning Views About Displaying Out of Portfolio Rows on Views About Displaying Standard Activity Rows on the Balance View About Remaining Capacity Values in Investment and Capacity Planning Ranking Investments (Introduction) Automatically Rank Investments Based on Criteria Dragging Investments to Rank Them Defining Threshold Lines for the Rank View Removing an Investment's Ranking Updating Capacity and Demand Data in Investment and Capacity Planning (Introduction) Changing an Investment's Approval Status and Priority in Investment and Capacity Planning Planview, Inc. Confidential REV A

5 Shifting Demand Financial Data Updating Capacity and Demand Data by Accessing the Financial Plan Updating Demand Data by Editing Cells Adding an Account Line with Attributes in Investment and Capacity Planning Changing Account Line Attributes in Investment and Capacity Planning Clearing Investment Decisions Setting or Shifting Target Dates and Shifting Financial Data in Investment Planning Manager Understand What Is Updated as You Make Changes in Investment and Capacity Planning Reviewing a Gantt Chart in Investment and Capacity Planning (Introduction) Dates that Define Target Date Ranges in Investment Planning Manager Comparisons of Multiple Scenarios (Introduction) Comparing Planned Investments within Scenarios Comparing Approval Decisions within Scenarios Understand the Status Display of Scenario Comparisons Comparisons of an Investment Plan to Its Work Plan Data (Introduction) Comparing Data for a Portfolio of Demand Entities Comparing Data for a Demand Entity Comparing Data for a Specific Line on a Demand Entity Managing Investment and Capacity Planning Scenarios (Introduction) Adding Investment and Capacity Planning Scenarios Refreshing an Investment and Capacity Planning Scenario Editing an Investment and Capacity Planning Scenario's Properties Deleting an Investment and Capacity Planning Scenario REV A Planview, Inc. Confidential 5

6 Publishing in Investment and Capacity Planning (Introduction) Publishing a Scenario from the Investment and Capacity Planning Screen Publishing a Scenario from Investment Planning Manager Publishing the Current Version of an Investment Plan as the Official Plan About Lifecycles and the Publication of the Shared Scenario About Pending Investments and the Publication of the Official Plan Dependencies in Investment and Capacity Planning (Introduction) Reviewing Investment Dependencies and Identifying Dependency Conflicts Resolving Investment Dependency Conflicts About the Investment and Capacity Planning Portlets Exporting from Investment and Capacity Planning (Introduction) Exporting Data from Investment and Capacity Planning to Microsoft Excel Information Not Exported from Investment and Capacity Planning Viewing Brand Impact Data in Investment Planning Manager (Introduction) Mapping Investment Planning Portfolios to Brand Impact Scenarios Understand Investment and Capacity Planning Alerts (Introduction) Responding to Investment and Capacity Planning Alerts About Investment Planning Manager (Introduction) About the Planning Portfolio Summary Tray About the Investment Decisions Tray About the Capacity Analysis Tray Understand Investment Planning Manager Values Planview, Inc. Confidential REV A

7 Evaluating Capacity, Demand, and Availability Formatting Investment Planning Manager Understand Impact of Changing Line Attributes Troubleshooting in Investment Planning Manager Capacity Planning Overview Working in the Review Organization Screen Reviewing Total Capacity, Remaining Capacity, and Additional Capacity Data Reviewing Only Total Capacity Reviewing Organizational Utilization Refreshing Utilization Organizational Planning Overview Investment Analysis Overview Strategic Master Data About Investment Status Structures About Investment Status Business Rules Investment Analysis Scenarios (Introduction) About Investment Analysis Scenarios Creating, Copying, Deleting, and Changing Investment Analysis Scenarios Defining an Investment Analysis Scenario's Scoring Attribute Weights Reviewing an Investment Analysis Scenario's Details Comparing Investment Analysis Scenarios Editing Investment Analysis Scenarios Updating an Investment Analysis Scenario Promoting an Investment Analysis Scenario Locking or Unlocking Investment Analysis Scenarios Performing Investment Analysis (Introduction) REV A Planview, Inc. Confidential 7

8 Defining Portfolio Measurements Displaying and Configuring a List of Investments Reviewing Investments Modifying Investment Status Ranking Investments Evaluating Investments Over Time Reviewing and Adjusting Investment Schedules Reviewing Milestones for a Strategy Portfolio Comparing Master Data with a Specific Investment Analysis Scenario's Data Monitoring, Balancing, and Evaluating Financial Data Overview Monitoring Strategic Baseline Performance Balancing Investments Planview, Inc. Confidential REV A

9 1 Strategic, Investment, Capacity, and Organizational Planning Overview Strategic management provides tools that let you analyze and manage risks, prioritize strategies and use scenario planning to develop strategic processes, perform investment and capacity planning or capacity planning, and prepare for organizational changes and uncertainties. Use strategic management in conjunction with the Process Delivery Center (PDC) to design and automate processes throughout your organization. Strategic planning, investment and capacity planning, organizational planning, and capacity planning support enterprise planning to determine if your organization is supporting the proper strategic and organizational goals and has the resources (human, financial, etc.) to execute them. Each of these capabilities supports different portions of the enterprise planning process. For more information on these differences, see Strategic Management Administration in the Administrator Guide. Investment and Capacity Planning versus Investment Analysis You can use either investment and capacity planning or investment analysis to rank and prioritize investments. Investment and capacity planning offers some advantages that you do not have in investment analysis. The following table discusses these advantages as well as some of the other differences between investment and capacity planning and investment analysis. As the table indicates, some investment and capacity planning tasks are supported on the Investment and Capacity Planning screen but not in Investment Planning Manager. Investment and Capacity Planning Lets you rank investments. This capability is supported on the Investment and Capacity Planning screen and Investment Planning Manager. The Investment and Capacity Planning screen, however, also supports the automatic ranking of investments based on a custom set of criteria. In addition, that screen provides easy access to that ranking in different views to aid in decision making and planning the highest ranked investment first. Investment Analysis Lets you rank investments, but does not support the automatic ranking of investments based on a custom set of criteria you select. REV A Planview, Inc. Confidential 9

10 Investment and Capacity Planning versus Investment Analysis Investment and Capacity Planning Lets you evaluate investment decisions and balance demand with capacity without requiring you to access different screens to perform those tasks while you are working in the Investment and Capacity Planning screen or Investment Planning Manager. Lets you evaluate the demand of strategies, work, and products. Can display dynamic alerts that keep you updated on particular types of issues you take into consideration when making investment decisions. This capability is available only on the Investment and Capacity Planning screen. Supports investment and capacity planning scenarios, which let you model different investment decisions and various approaches to balancing demand with capacity including modifying investment approval status and priority. Supports modifying an investment's demand to model increasing or decreasing the resources on that investment. Leverages financial-planning metrics to allow the custom definition of Return on Investment (ROI), Net Present Value (NPV), and Internal Rate of Return (IRR). Combines financial-planning metrics with attributes (alternate structures and custom fields) in column sets. Lets you include fields and financial data together to calculate custom metrics. Only includes investments with financial data in the relevant planning horizon. Supports only the Investment Approval(OpCapAppr) alternate structure. Investment Analysis Requires you to use different screens to evaluate investment decisions and analyze capacity against demand. Lets you evaluate the demand of strategies, work, and services. Does not support dynamic alerts. Supports investment-analysis scenarios that provide a snapshot of an investment plan and let you model the impact of changing investment status, priority, and dates. Investment demand is summarized and cannot be edited. Financial-planning metrics for ROI, NPV, IRR, and Payback Period are predefined. Does not support column sets. A user must choose which individual columns and criteria are displayed. In addition, the user cannot organize the chosen columns and criteria into logical sets or groups. Metric formulas are predefined and only operate off of financial data. Pulls investments based on status, regardless of the planning horizon. Can include investments with no financial data. Allows you to use clones of the Investment Status (Wbs27) alternate structure to model a more staged process Planview, Inc. Confidential REV A

11 Strategic, Investment, Capacity, and Organizational Planning Investment and Capacity Planning Does not support scoring investments, but does support custom fields in which you can calculate scores through other methods. Does not support Enterprise Commitment and the Strategic Planning Period. Does not support the Investment Optimization Engine. Investment Analysis Supports scoring on investments. Supports Enterprise Commitment and the Strategic Planning Period for improved modeling of the impact of canceling an inprogress investment. Integrated with the Investment Optimization Engine. REV A Planview, Inc. Confidential 11

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13 2 Strategic Planning Overview Use strategic planning to make long range, top-down strategic plans based on your organization's overall missions and objectives. Strategic planning lets you drive high-level objectives and strategies into progressively more detailed components based on financial return, resource demands (labor, financial, or both), dates, and benefits. Strategy portfolios let you perform top-down and bottom-up strategic planning along the Strategy structure, which includes structure levels as described in Hierarchy of the Strategy Structure in the Strategic Management Guide. Strategic grants help ensure only appropriate users have access to a specific strategic entity in the Strategy structure. For more information on grants, see Working with Grants in the Getting Started Guide. Perform strategic planning to drive your organization's missions and objectives into more detailed strategies, programs and projects, as well as manage and communicate based on strategic business objectives rather than on IT projects. When establishing a strategic plan, do the following: Identify your organization's overall missions Identify your organization's medium-to-long term objectives for a specific time period, such as a specified planning horizon (typically one to five years) Develop strategies, tactics, projects, and services that help your organization fulfill its missions and meet its objectives Determine how many resources you need to commit to each objective Calculate benefits of the objectives REV A Planview, Inc. Confidential 13

14 Hierarchy of the Strategy Structure Hierarchy of the Strategy Structure The Strategy structure consists of strategic entities located at different levels. The structure defines the hierarchical relationship of strategic entities to one another. The Strategy structure can be configured in a variety of ways so it can meet an organization's needs and objectives. Initial configuration of the database includes the following strategic entity categories for the Strategy structure: Mission, Objective, Strategy, and Tactic. The initial configuration is based on the MOST (Model for Business Strategy). The following table is an example of the Strategy structure's hierarchy. If you have a premium subscription to Planview PRISMS and want to learn more about the MOST Model, refer to the appropriate information on Planview PRISMS. Enterprise Mission Objective Strategy Tactic Note: The Intelligent Help for Planview Enterprise refers to strategic entities by their initial database categories (Mission, Objective, Strategy, and Tactic), which reflects the MOST Model for Business Strategy. An administrator can rename these categories and specify how many different levels there are in your organization's Strategy structure. Therefore, the strategic entity categories and levels in your organization's Strategy structure might vary from those discussed in the Planview Enterprise documentation. If your administrator reconfigured the Strategy structure, you should know which category names in your organization's database were changed and how many levels there are in your organization's Strategy structure. About the Strategy Portfolio View Screen The Strategy Portfolio View gives you both an overview of the strategies in a portfolio and easy access to the details of each strategy in the portfolio. To access the Strategy Portfolio View screen: 1. On the Strategies menu, click the relevant portfolio and then click Portfolio View. For help with menus, see Menu Basics in the Getting Started Guide Planview, Inc. Confidential REV A

15 Strategic Planning In essence, the Strategy Portfolio View is a configurable container, allowing you and your organization to define strategy actions and information that are most important for you. As with most portfolio views, the Strategy Portfolio View includes the following screen elements: Context Bar - Identifies the portfolio or entity you are viewing and the screen's title, giving you context for the screen's information. You can mark the portfolio a favorite by clicking the star in the context bar and you can access a list of actions that can be done at the portfolio level. To learn about the context bar, see Planview Enterprise Interface in the Getting Started Guide. Ribbon - A user interface element that appears at the top of the Portfolio View screens, below the Menu Bar. It contains tiles that provide easy access to chart or table data that is related to the current screen. To learn about the ribbon, see Ribbons and Tiles in the Getting Started Guide. Portfolio Manager Tile Some portfolio types, including Strategy portfolios, also provide the Portfolio Manager tile, which lists all of the items in the portfolio in a grid. For more information, see About the Portfolio Manager Tile and Working in Portfolio Summary Screens in the Getting Started Guide. Action Menu Options on the Portfolio Manager Tile for Strategies The Strategy Portfolio Manager tile s action menus include options described in Menu Options for Portfolios in the Getting Started Guide as well as options unique to the Strategy Portfolio Manager tile. The table that follows describes these unique options, which are relevant to adding or deleting strategic entities in the selected portfolio, or allocating work or services to the selected portfolio. For help identifying the action menus, see Planview Enterprise Interface in the Getting Started Guide. Note: The Intelligent Help for Planview Enterprise refers to strategies by their initial database levels (Mission, Objective, Strategy, and Tactic), which reflects the MOST Model for Business Strategy. Your administrator can rename these levels and specify how many there are in your organization's Strategy structure. Therefore, your organization's strategy levels in that structure might vary from those referenced in the following table: Option New Mission New Objective New Strategy New Tactic Allocate Work Description Opens the New screen, which you can use to add a child to the selected strategy. The New option is available only if you have read/write grants on the selected strategy. Opens the Allocate Work screen, which lets you allocate work to the selected strategy This option is available if the selected strategy is at the lowest level of the Strategy structure. REV A Planview, Inc. Confidential 15

16 About the Strategy View Screen Option Allocate Service Delete Mission Delete Objective Delete Strategy Delete Tactic Description Opens the Allocate Service screen, which lets you allocate services to the selected strategy This option is available only if Service Portfolio Management is enabled and the selected strategy is at the service allocation level. Deletes the selected strategy; budget items are deleted along with the strategy. Warning! Be sure you want to delete a strategy because the system does not prompt you to confirm you want to delete an item. The Delete option is available under the following conditions: You have read/write grants on the selected strategy. The strategy does not have any children and any allocated work items or services. To add or delete a strategy or allocate work or services to a strategy: 1. On the ribbon, click the Portfolio Manager tile. If the tile does not appear on the ribbon, add it as described in Configuring the Tile Layout on a Ribbon in the Getting Started Guide. 2. On the appropriate row, click. 3. Click the relevant option. The options that are available depend on the level of the selected strategy and your features and grants. Note: The action menu s New and Delete option names correspond to the names of the planning levels defined in the selected portfolio s investment model. About the Strategy View Screen The Strategy View screen consolidates strategy attributes into one view with multiple organizational tabs. From these tabs, you can open screens that let you update the strategy's information if you have the necessary features and grants. Note: The Strategy Detail screen is a condensed version of the Strategy View and is accessible from other parts of the user interface, such as the Investment and Capacity Planning screen. To access the Strategy View screen: 1. On the Strategies menu, click the relevant strategy and then click Strategy View. For help with menus, see Menu Basics in the Getting Started Guide Planview, Inc. Confidential REV A

17 Strategic Planning The table that follows describes the tabs that appear at the top of Strategy View and provides links to help topics where you can learn more. Note: Your administrator controls which of the tabs are enabled for you and can also add tabs for strategy-related configured screens that are not included in the table. Tab Overview Lifecycle Dependencies Schedule Services Organizational Resources Allocated Work Description Displays details about the selected strategy and its attributes. For help on editing that information, see Reviewing or Updating a Strategy s Details in the Strategic Management Guide. Displays a screen that either allows you to assign a lifecycle to the selected strategy or review information about a lifecycle associated with the selected strategy; available only if the strategy is already associated with a lifecycle and your administrator enabled the Enable Strategic Lifecycles global option. For information, see Lifecycles in the Project and Resource Management Guide. Lets you create, review, or modify the selected strategy's dependencies. For information, see Entity Dependencies in the Getting Started Guide. Displays the planned dates and committed dates of the selected strategy. This tab is available for all strategies that are at or below the minimum strategic scheduling level your administrator defined. Your organization decides how far up the Strategy structure scheduling information is rolled up. For more information, see Reviewing Schedules and Milestones of Strategic Entities in the Strategic Management Guide. Displays the service allocations for the selected strategy and provides access to each service s details. This tab is displayed if Service Portfolio Management is enabled. In addition, the tab is available only at or above the service allocation level. Displays the level of proposed and actual utilization of organizational resources for the selected strategy. Lets you review the work allocations for the selected strategy; available only if your system is configured for strategic management. Displays the work schedule and actual dates of the work allocated to the selected strategy. For more information, see Allocating Work to Strategic Entities in the Strategic Management Guide. REV A Planview, Inc. Confidential 17

18 Working with Strategic Entities (Introduction) Working with Strategic Entities (Introduction) Which strategic entities you can work with depend on the structure levels selected in the Strategy and Organization portfolios available to you and your grants on the parents of strategic entities included in those portfolios. Users access the Strategy structure and perform some strategic planning tasks through tiles on the Strategy Portfolio View. For more information, see About the Strategy Portfolio View Screen in the Strategic Management Guide. Note: Before establishing a strategic plan, you should be aware of how strategic planning differs from investment planning, capacity planning, and organizational planning. When making strategic plans, you can perform some or all of the following tasks. These tasks can be performed for each of your missions, objectives, strategies, and programs. Allocate one or more work items or services to a plan Enter a financial plan for your strategy Set up a schedule for the plan Create a lifecycle for the strategic plan Create, review, or modify a strategy's dependencies Guide the strategic plan through a multi-stage approval process Model the impact of different funding, prioritization, and scheduling decisions Review a strategy's work allocations and service allocations Adding Strategic Entities Required Features Required Global Options Prerequisites Add Strategic Entity, Use Strategic Management. Use Strategic Management. Use Strategic Planning, which is a Strategic Management option. Your grants for the Strategy structure include read/write grants to the parent to which you want to add the strategic entity. For example, you can add a Tactic to a Strategy if you are granted read/write access to that Strategy. Strategic entities are added to Strategic or Organizational portfolios. You can add strategic entities as described in the following procedure. If you are responsible for dispatching requests, you can also generate new strategies from requests as described in the Getting Started Guide Planview, Inc. Confidential REV A

19 Strategic Planning To add strategic entities: 1. Click + New > Strategy. The system displays a screen with a title that corresponds to the name of the strategic hierarchy level to which you are adding an entity. Each investment status structure corresponds to a different approval stage gate, and a field's value indicates the investment status at the relevant gate. 2. Select a Strategic Parent by using the Data Picker as described in the Getting Started Guide. 3. Enter a Name for the strategic entity. 4. Define target dates, which are the requester desired dates. You enter Target Start and a Target Finish by clicking the appropriate calendar button and selecting the appropriate dates. The calendar is based on the Enterprise and Fiscal Calendar your administrator defined. You can remove a target date by clicking the button displayed next to that date. 5. If appropriate, select the Enable Lifecycles check box to begin a lifecycle process. This option can be set only if the entity is at or below the minimum strategic lifecycle level, which is defined by your administrator. The minimum strategic lifecycle level defines the highest level where strategic lifecycles can be used. 6. If appropriate, select the appropriate Child Lifecycles check box to specify whether you want to enable or require child lifecycles for the strategic entity you are adding. Note: The Require option is not available on the lowest level of the Strategy structure. 7. If lifecycles are enabled on the Program, click Lifecycle Administrator. In the Select Lifecycle Administrator screen that appears, select the person who you want to manage the Program's lifecycles, and then click OK. 8. Click Save. Reviewing or Updating a Strategy's Details You review or update a strategy's details on the Overview tab of the Strategy View screen. To review or update a strategy: 1. On the Strategies menu, click the relevant strategy and then click Strategy View. For help with menus, see Menu Basics in the Getting Started Guide. 2. Click the Overview tab. Information about the selected strategy and its attributes is displayed on the tab. 3. To modify data in a section, click the relevant Update link and then enter data in the screen that appears as you do when creating a strategy. For more information, see Adding Strategic Entities in the Strategic Management Guide. REV A Planview, Inc. Confidential 19

20 Deleting Strategies 4. To review comments made about an investment status decision, click the appropriate button. A screen is displayed that lists any comments in the current portfolio that were made about the investment decision. The screen also identifies who originally made each comment. You can view additional comments made about the selected attribute by clicking View Comments across All Portfolios. The system displays the following information: the name of the relevant portfolio, the dates on which the specific scenario was promoted, who promoted it, the strategic investment status, and supporting comments. 5. To review the history of an attribute, take the following steps: a. Click History. b. In the list of attributes that are displayed, click the appropriate attribute. Information is displayed that indicates the dates on which the attribute's value was changed, lists new and previous values of the attribute, and identifies the user who made each change. Deleting Strategies Prerequisites You have read/write grants to the strategy you want to delete. The strategy does not have children. There is no financial planning data for the strategy. The published version of an investment plan does not include any data for the strategy. The strategy does not have any allocated work items or services. To delete a strategy: 1. On the Strategies menu, click the strategic entity you want to delete, then click Delete Strategy. For help with menus, see Menu Basics in the Getting Started Guide. 2. Click OK to confirm the deletion. To delete a strategy while in Portfolio View: Warning: You are not prompted to confirm you want to delete a strategy, so be sure you want to delete it before performing the following procedure. 1. On the Strategies menu, click the relevant portfolio, then click Portfolio View. For help with menus, see Menu Basics in the Getting Started Guide. 2. Click the Portfolio Manager tile. 3. Click on the row for the strategy you want to delete. On the menu that appears, click Delete Strategy Planview, Inc. Confidential REV A

21 Strategic Planning Scheduling a Strategic Plan (Introduction) Strategic schedules and milestones let your organization define the timeframes and key dates on strategies and tactics. For information regarding the various strategic planning dates you can review, see About the Schedule Dates of a Strategic Plan in the Strategic Management Guide. While reviewing such dates, you can modify some of those dates. Depending on your system's configuration, you can also create and delete strategic milestones. Reviewing Schedules and Milestones of Strategic Entities Related Global Options Prerequisites Use Strategic Management. You have read-only or read/write grants to the relevant strategic entity. You can review the various dates described in About the Schedule Dates of a Strategic Plan in the Strategic Management Guide. While reviewing such information you can also change a strategic entity's start and finish dates or duration. To review scheduling and milestone information of a strategic entity: 1. On the Strategies menu, click the relevant strategy and then click Strategy View. For help with menus, see Menu Basics in the Getting Started Guide. 2. Click the Schedule tab. The Schedule tab includes schedule and milestone information for the selected strategy. For more information on that tab, see About the Schedule Dates of a Strategic Plan and About the Schedule Tab in the Strategic Management Guide. 3. If you want to set or change the start or finish dates or the duration of the selected strategy, click Update, and then take one the following actions: In the Start and Finish columns, click the relevant button and then click the start date or finish date (respectively) for the selected strategy. In the Duration column, enter the appropriate length of time between the Start and Finish dates. Tip! If necessary, you can remove the Start and Finish dates and the Duration value by clicking Clear Plan Dates. 4. Click Save. Committed dates and actual dates are displayed in parenthesis, and negative variances are displayed in red. REV A Planview, Inc. Confidential 21

22 About the Schedule Dates of a Strategic Plan About the Schedule Dates of a Strategic Plan When you review a strategic entity's schedule and milestones, information relevant to the following dates is displayed: Committed or planned dates of a strategy Committed dates represent the completed portion of a strategy and are displayed in parenthesis. Committed dates are always before the planning period. Assignments that fall within the committed dates cannot be changed in strategic management. Any approvals or rejections made in capacity planning effect only assignments or effort occurring after the planning period. Planned start and finish dates indicate the remaining portion of a strategy. Planned start dates are always either equal to or after the beginning of the planning period. Planned dates are set through the investment analysis process. Note: Your organization's Strategic Planning Period defines when strategic planning starts and separates committed dates from planned dates. All data before the Strategic Planning Period is committed. All data after the planning period is still being planned and hence can be modified through strategic planning. The Strategic Planning Period is always in the future, often three to six months from the current date. The Strategic Planning Period is tracked in months. Target dates of a strategy Target start and finish dates indicate when the person requesting the strategy would like the strategy to begin and end. An entity's target dates are set when the entity is created, but you may modify them when updating the entity. Actual or schedule start and finish dates of work allocated to a strategic entity Actual and schedule dates roll up to strategies from their allocated work. They provide a comparison that highlights variances between the strategic planned dates and the underlying work schedules. Target dates and committed or planned dates of a strategic plan's milestones Milestone target dates identify when the person requesting the milestone would like the milestone to occur. Milestone target dates are set when the milestone is created, but you may modify them when updating the milestone or reviewing its schedule. Milestone committed dates indicate when a milestone has occurred. Milestone planned dates indicate when remaining milestones are to occur. Planned dates are set during the investment analysis process. Duration, which is the length of time between the start and finish dates displayed in the scheduling information Planview, Inc. Confidential REV A

23 Strategic Planning Creating Strategic Milestones Required Features Related Global Options Prerequisites Modify Strategic Attributes. Use Strategic Management. You have read/write grants to the relevant strategic entity. Strategic milestones support top-down planning by enabling you to define key future dates before schedules are set and more detailed planning begins. By creating milestones on strategic entities, you can define key dates and deadlines before configuring details of tactics and projects. Create a milestone for each major step of your strategic plan. To create a strategic milestone: 1. On the Strategies menu, click the relevant strategy and then click Strategy View. For help with menus, see Menu Basics in the Getting Started Guide. 2. Click the Schedule tab. The Schedule tab includes schedule and milestone information for the selected strategy. For more information on that tab, see About the Schedule Tab in the Strategic Management Guide. 3. In the Milestones section, click Create Milestone. 4. Type a Description. 5. Enter the Target Date and then the Planned date by repeating the following steps for each of those dates: a. Next to the relevant option, click. b. Click the appropriate date. 6. Click Save. The new milestone is added to those listed in the Schedule tab's Milestones section. Tip! You can delete a strategic milestone by clicking Milestones section. on the appropriate row in the REV A Planview, Inc. Confidential 23

24 Updating Strategic Milestones Updating Strategic Milestones Related Global Options Prerequisites Use Strategic Management. You have read-only or read/write grants to the relevant strategic entity. To edit a strategic milestone: 1. On the Strategies menu, click the relevant strategy and then click Strategy View. For help with menus, see Menu Basics in the Getting Started Guide. 2. Click the Schedule tab. 3. In the Milestones section, click the relevant milestone name. 4. If necessary, edit the milestone's Description. 5. If necessary, change the milestone's Target Date or Planned date by clicking next the relevant date and then clicking a new date. Tip! You can remove the current Planned date by clicking Clear Plan Date. 6. Click Save. About the Schedule Tab The Strategy View screen's Schedule tab displays regarding the strategic planning schedule and milestone information of a specific strategy. For more information about the various dates displayed on the tab, see About the Schedule Dates of a Strategic Plan in the Strategic Management Guide. Element Committed/Planned Start Committed/Planned Finish Committed/Planned Duration Target Start Target Finish Target Finish Variance Description Indicates the committed start date of the selected strategy if that date exists; otherwise, indicates the planned start date of the strategy. Indicates the committed finish date of the selected strategy if that date exists; otherwise, indicates the planned finish date of the strategy. Indicates the length of time between the Committed/Planned Start and Committed/Planned Finish dates. Indicates the target start date of the strategy. Indicates the target finish date of the strategy. Indicates the difference between the Target Finish and Committed/Planned Finish dates Planview, Inc. Confidential REV A

25 Strategic Planning Element Work Schedule/Actual Start Work Schedule/Actual Finish Work Schedule/Actual Finish Variance Milestones Target Committed/Planned Target Variance Description Indicates the earliest actual start date of the work allocated to the strategy if such a date exists; otherwise, indicates the earliest scheduled start date of the work. Indicates the latest actual finish date of the work allocated to the strategy if such a date exists; otherwise indicates the scheduled finish date of the work. Indicates the difference between the actual Work Schedule Finish date and the Committed/Planned Finish date. Identifies the milestones of the strategy. Clicking a link in this column displays the Update Milestone screen. Indicates the target date of the milestone. Indicates the committed date of the milestone if that date exists; otherwise, indicates the planned date of the milestone. Indicates the difference between the Target date of the milestone and the Committed/Planned date of the milestone. Allocating Work to Strategic Entities Related Global Options Prerequisites Use Strategic Management and Use Project and Resource Management. You have read-only or read/write grants to the work items you want to allocate. You allocate work items to strategies to tie strategic plans to work execution. You can allocate work items to multiple strategies. To allocate work to strategies: 1. On the Strategies menu, click the relevant strategy and then click Strategy View. For help with menus, see Menu Basics in the Getting Started Guide. 2. Click the Overview tab. 3. Click Allocate Work. Note: This option is available if the selected strategy is at the lowest level of the Strategy structure, which is often referred to as Tactic or Program. The Allocate Work screen that appears lists work items that you can allocate to a strategy. Only the work items that are not already allocated to a strategy are displayed. You can make a selection from the Work Status menu to control whether the system displays all such work items or displays only those work items with a specific status, such as Assumed Complete, Cancelled, Completed, Denied, and so on. REV A Planview, Inc. Confidential 25

26 Reviewing Work Allocated to a Strategy 4. In the Strategic Planning Structure section, select the structure level at which you want to allocate a work item by using the Data Picker as described in the Getting Started Guide. 5. In the Work column, click next to the appropriate work item. 6. Click Allocate to Strategy on the Update Work to Strategy Allocations screen that appears. 7. Select the strategies to which you want to allocate the work item by using the Data Picker as described in the Getting Started Guide. 8. In the Update Work to Strategy Allocations screen, enter the appropriate percentage in each entity's Allocated Percentage box. The total of all the allocations for a work item must add up to 100 percent. 9. Click Save. Tip! After the system returns to the Strategy View screen, you can display a list of all work items currently allocated to the specified strategy by clicking next to Strategic Planning Structure. To then display a list of strategies to which a particular work item is allocated, click in that work item's listing. In addition to including a list of strategies, the screen that appears also indicates what percentage of the work is allocated to each of those strategies, who allocated the work, and on which date the work was allocated to the strategy. Reviewing Work Allocated to a Strategy You can review information about the projects allocated to a strategy. To review work allocated to a strategy: 1. On the Strategies menu, click the relevant strategy and then click Strategy View. For help with menus, see Menu Basics in the Getting Started Guide. 2. Click the Allocated Work tab. Data about the work allocated to the selected strategy is displayed on the Allocated Work tab, which includes the columns and buttons described in the following table. Not all columns are displayed for each level of the Strategy structure. Column or Button Work Work ID Description Identifies the name of the projects allocated to either the selected strategy or to one of its children. Indicates the Work ID of the relevant project. This column is displayed only if your administrator enabled the Display Work ID strategic option Planview, Inc. Confidential REV A

27 Strategic Planning Column or Button Tactic Overall Allocated Percentage Allocated By Allocated On Description Indicates the selected strategy's investment status decision in regards to the relevant project. This column is displayed only if your administrator enabled Investment Status Shared Approval and you are reviewing data at the lowest level of the Strategy structure. Reflects the overall investment status of a project across all tactics to which it is allocated. This column is displayed only if your administrator enabled Investment Status Shared Approval and you are reviewing data at the lowest level of the Strategy structure. Indicates what percentage of the work is allocated to the selected strategy. Identifies who allocated the work to the selected strategy. Indicates when the work was allocated to the selected strategy. Opens the Review Lifecycle screen, which allows you to review and edit the lifecycle associated with the relevant service. Note that this button gives you access to lifecycle information of a project, but can also give you access to lifecycle information of the selected strategy. Opens the Work Schedule screen, which allows you to review schedule information for the relevant project. Opens the Financial Planning Detail screen, which allows you to review accounts in the strategic financial plan. You can review strategic financial plans only if the system is configured to permit you such access. Note that this button gives you access to the financial plan relevant to a service. From the bottom tray, this button gives you access to the financial plan of the selected strategy, and from the top tray, this button provides access to a summary of the financial plans of all strategic entities in the current portfolio. REV A Planview, Inc. Confidential 27

28 Allocating Services to Strategic Entities Column or Button Description Opens the screen from which you can manage the content associated with the project. Note that this button gives you access to the content of a project, but this same button in the tool bar gives you access to the content of the selected strategy. The content-related buttons are displayed if the system is configured to support the Content Management system. Lets you launch a SharePoint site associated with work allocated to a strategy; available only for work allocated to a strategy and associated with a SharePoint site. Allocating Services to Strategic Entities Related Global Options Prerequisites Use Strategic Management and Use Service Portfolio Management. You have read-only or read/write grants to the services you want to allocate. You allocate services to strategies to tie the cost of service execution to strategic plans. You can allocate services to multiple strategies. Investment analysis supports shared-decision making across the services allocated to strategies. Services are allocated to strategies by months. Because such allocations cannot overlap, only one allocation can be defined for any given month. To allocate services to strategies: 1. On the Strategies menu, click the relevant strategy and then click Strategy View. For help with menus, see Menu Basics in the Getting Started Guide. 2. Click the Overview tab. 3. Click Allocate Service. Note: This option is available only if Service Portfolio Management is enabled and the selected strategy is at the service allocation level. The Allocate Service screen that appears lists services that you can allocate to a strategy. Only the services that are not already allocated to a strategy are listed. You can make a selection from the Service Status menu to control whether the system displays all such work items or displays only those work items with a specific status, such as Approved, Cancelled, Requested, Denied, and so on. 4. In the Strategic Hierarchy section, select the structure level at which you want to allocate a service by using the Data Picker as described in the Getting Started Guide. 5. In the Service column, click next to the appropriate service Planview, Inc. Confidential REV A

29 Strategic Planning 6. Click Allocate to Strategy on the Update Service to Strategy Allocations screen that appears. 7. Select the strategies to which you want to allocate the service by using the Data Picker as described in the Getting Started Guide. 8. In the Update Service to Strategy Allocations screen, enter the appropriate Start Month and Finish Month of the allocation. Note: Service allocations cannot overlap. Only one allocation can be defined for any given month. 9. Click Save. Tip! After the system returns to the Allocate Service screen, you can display a list of all the services currently allocated to the specified strategy by clicking next to Strategic Hierarchy. After a service is allocated to a strategy, you can review its associations to strategic entities by navigating to the Service View screen as described in the Service Portfolio Management Guide and then clicking Strategies. The Review Service to Strategy Allocations screen that appears includes a list of strategies to which the service is allocated. The screen also indicates the allocation start and finish months, who allocated the service, and on which date the service was allocated to the strategy. Reviewing Services Allocated to a Strategic Entity To review services allocated to a strategy: 1. On the Strategies menu, click the relevant strategy and then click Strategy View. For help with menus, see Menu Basics in the Getting Started Guide. 2. Click the Services tab. The Services tab includes information about the services allocated to the selected strategy. The table that follows this procedure provides information about the screen's columns. 3. If you want to display details about a service, click its name. For information on the screen that appears, see About the Service View Screen in the Service Portfolio Management Guide. 4. If you want to review a service's strategy allocations, click the service's Start date. Note: Clicking a strategy's name on the screen that appears displays the strategy's Detail screen. 5. If you want to view contact information of the user who associated the service with the selected strategy, click the relevant name in the Associated by column. REV A Planview, Inc. Confidential 29

30 Removing a Strategic Entity's Work or Service Allocations The following table describes the Services tab's columns and buttons. Not all columns are displayed for each level of the Strategy structure. Column Services Status Start Finish Associated By Associated On Description Includes a list of the services allocated to the selected strategic entity Indicates the status of the relevant service Indicates the date on which the service-to-strategy allocation begins Indicates the date on which the service-to-strategy allocation ends Identifies who allocated the relevant service with the selected strategy Indicates when the relevant service was allocated to the selected strategy Removing a Strategic Entity's Work or Service Allocations To remove a strategy's work or service allocation: 1. On the Strategies menu, click the relevant strategy and then click Strategy View. For help with menus, see Menu Basics in the Getting Started Guide. 2. Click the Overview tab. 3. Depending on the type of allocation you are removing, click Allocate Work or Allocate Service. Allocate Work is available if the selected strategy is at the lowest level of the Strategy structure. Allocate Service is available only if Service Portfolio Management is enabled and the selected strategy is at the service allocation level. 4. Depending on the screen that appears, click next to the Strategic Planning Structure section or the Strategic Hierarchy section. Depending on the type of allocation you are removing, a list of all the work items or services currently allocated to the relevant strategy appears. 5. In the section you expanded, click next to the appropriate work item or service. Depending on the type of allocation you are removing, either the Update Work to Strategy Allocations screen or the Update Service to Strategy Allocations screen appears Planview, Inc. Confidential REV A

31 Strategic Planning 6. If you are removing a work allocation for a work item allocated to other strategies, take the following steps: a. Type new Allocated Percentage values for each of the other strategies to which the work item is allocated. The total of all the allocations for a work item must add up to 100 percent. b. Click Save. 7. If you are prompted to confirm that you want to remove an allocation, click OK. REV A Planview, Inc. Confidential 31

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33 3 Investment and Capacity Planning Overview Required Features Required Global Options Use Investment & Cap. Planning Use Financial Management global option and Use Investment and Capacity Planning, which is a Strategic Management option Investment and capacity planning helps your organization turn strategic and operational goals into deliverables, and it assists your organization in determining which resources are required to deliver them. Investment and capacity planning is typically done on a periodic basis (often monthly) and spans the next one to three years. At the end of the planning cycle, investment and capacity planning defines how investments in strategies, programs, projects, and products are combined to achieve an operational plan. Perform investment and capacity planning if you want to rank investments based on key attributes and measurements, analyze investments to decide which ones to pursue, and determine the best approach to balance capacity and demand by aligning resources for those investments. A major step of operational planning, investment and capacity planning applies the reality of financial and resource limitations to your organization s demand. This process ensures your organization considers not only what it wants to accomplish, but also what it can accomplish and when it can do so. Analysis of demand and capacity, which is based on financial-planning data, is a core capability of investment and capacity planning. In investment and capacity planning you can analyze demand and capacity to compare your organization s capacity for strategies, work, products, or cost centers against your organization's demand from strategic, work, or product entities. You can analyze capacity and demand data in multiple ways by examining different capacity and demand dimensions. The analysis you make in investment and capacity planning helps you understand resource utilization and make the following decisions based upon the results of your analysis. The analysis accounts for the impact of standard activities on overall capacity. Whether and when your organization can execute specific investments Where necessary resources are lacking How best to properly balance demand with your capacity Identify what additional capacity would be required to meet the demand of an organization REV A Planview, Inc. Confidential 33

34 Overview You can perform investment and capacity planning by using cost-center based Planning portfolios (cost-center based investment and capacity planning), or using top-down Planning portfolios (top-down investment and capacity planning). To decide which type of investment and capacity planning you want to do, you must first determine which capacity and demand elements you want to evaluate. After doing so, you create Planning portfolios that contain those elements. Investment and capacity planning lets you define an investment plan in a shared environment by working in investment and capacity planning scenarios that are portfolio specific. When working in a shared environment, you and other users review the same proposed investment plan so that each of you can examine and update those portions that affect your respective areas. The scenarios let you model different investment decisions and various approaches to balancing capacity with investment demand. By using multiple scenarios, you and other users who have access to a relevant portfolio can work in a what-if environment until it is determined that a particular scenario is ready to be published and thereby shared with others as your organization's investment plan. You can update the financial, capacity, and demand data displayed in an investment and capacity planning scenario. You can also compare different scenarios and compare an investment plan to its underlying work data. You repeat the process of adjusting data and comparing scenarios until you are ready to publish a particular scenario as the investment plan you want to share with others in your organization. Although you perform investment and capacity planning on either the Investment and Capacity Planning screen or Investment Planning Manager, one of the advantages of using the Investment and Capacity Planning screen is that you can rank investments while evaluating them. Another advantage to using the Investment and Capacity Planning screen is that an administrator can configure the system to display alerts that help you resolve some issues as you are making investment decisions on that screen. The following graphic summarizes the process of performing investment and capacity planning: Investment and capacity planning process Planview, Inc. Confidential REV A

35 Investment and Capacity Planning Understand Why to Perform Investment and Capacity Planning To demonstrate the benefit of performing investment and capacity planning, the following examples describe how an organization could put it to use. Example 1 The vice president of an organization needs to determine a product's direction. He knows the budget for the organization, and the key strategic initiatives defined by the company; however, those must be translated into an operational plan that specifies programs and projects for the next 12 to 18 months. Working with the heads of Product Management and Marketing, new programs or products are defined and a rough alignment of resources (both people and money) is created. For example, the organization decides to launch a new software product and allocates $20 million and 15 FTEs for the next eight months to make this happen. Each such investment is given a priority and is conditionally approved, pending further analysis. Once the prioritized list is developed, the head of Research & Development (R & D) reviews the list and priorities. The development management team, working with Product Management and Marketing, evaluates the proposed investments against the capacity of R & D in general as well as the various teams within R & D. During this analysis, the managers can propose changes including modifying the time frame of specific investments and shifting resources between investments (such as, using on-shore versus off-shore resources). This process is iterative, involving three or four revisions before a final plan is established. The final investment plan defines the programs and projects that are to be pursued, their relative priority, and the allocation of resources to each. This plan is then reviewed monthly and revisited quarterly for adjustment and refinement. Example 2 The Project Management Office (PMO) within Information Technology (IT) has defined a list of programs to deliver to a business. The program managers and business analysts have worked with each business unit to understand the scope of each program and create an estimate that outlines and defines what resources are involved. For labor in particular, each program defines demand by role and department. Some prioritizing has occurred to give each program a rough priority level. The vice president of PMO is responsible for working with IT leadership to define the delivery plan for these programs. To do so, program managers work with various major departments to align resources with capacity. The department managers consider the program demand and the impact of ongoing maintenance and support work. All demand is considered to ensure the programs are delivered and guarantee that the organization properly balances innovation with support, as well as the relative importance of the larger strategic initiatives. REV A Planview, Inc. Confidential 35

36 Understand Where Investment and Capacity Planning Obtains Its Information Understand Where Investment and Capacity Planning Obtains Its Information As the following table indicates, investment and capacity planning obtains information from various sources to help determine the basis of the information that is displayed on the Investment and Capacity Planning screen or Investment Planning Manager. This Information... Time period of the investment plan Capacity and demand entities Investment approval status values Priority values Is Based on the... Dates of the financial-planning version specified in the definition of the Planning portfolio for which investment and capacity planning is displaying data. Capacity and demand specified in the definition of the Planning portfolio for which investment and capacity planning is displaying data. Investment approval status and your grants also help determine which capacity and demand entities are displayed in investment and capacity planning. In addition, only those entities that have financial data are displayed in investment and capacity planning. Entity's Investment Approval Status value on the Financial Planning Detail screen unless it does not include such a value for the entity. In that case, investment and capacity planning uses the priority values entered on the entity's View screen. Investment and capacity planning uses investment approval status values defined in Investment Approval (OpCapAppr). Investment and capacity planning displays only the capacity and demand entities that have an investment approval status of Accept, Analyze, Conditional, Refuse, or Resubmit. Investment and capacity planning does not display investment demand entities with an investment approval status that is blank or set to Pending. For information about additional business rules pertaining to investment approval status, see About Investment Status Business Rules. Entity's priority value on the Financial Planning Detail screen unless it does not include such a value for the entity. In that case, investment and capacity planning uses the priority value entered on the entity's Detail screen. The alternate structures that define priority values for the different types of entities are as follows: Strategies Projects Products Strategic Priority (Sps2) alternate structure Internal Priority (Wbs26) alternate structure Product Priority (PBS7) alternate structure Planview, Inc. Confidential REV A

37 Investment and Capacity Planning This Information... Initial financial data and account lines displayed for a shared scenario Time period in which you can make changes within a scenario Dates represented in investment and capacity planning's Gantt chart Alert threshold values Time period in which alerts are calculated Is Based on the... Financial plan relevant to the Planning portfolio for which investment and capacity planning is displaying data. Making changes to the financial data or account lines in the shared scenario updates the corresponding entries in the financial plan and vice versa. If you publish another scenario, it becomes the shared scenario. Depending on the options you select when publishing a scenario, the appropriate capacity and demand entities and financial plan are updated with changes made to the investment plan in that scenario. Investment and capacity planning scenario's First Editable Period setting, which is specified when the scenario is added or its properties are edited. Planning horizon dates defined in the Planning portfolio for which investment and capacity planning is displaying data. On the Investment and Capacity Planning screen, a demand entity's bar in the Gantt chart represents the dates that span from the first and last periods in which there is financial data entered for that entity within the relevant scenario. For information on the rules that help govern the displaying of the dates the schedule bars represent in Investment Planning Manager, see Dates that Define Target Date Ranges in Investment Planning Manager. Threshold settings your administrator makes when configuring investment and capacity planning alerts. Alerts are not used in Investment Planning Manager. Planning horizon defined in the Planning portfolio for which investment and capacity planning is displaying data and the first editable period of the scenario selected on the screen. The calculation start for a financial alert is the portfolio's planning horizon start. The calculation start for a cost center or labor alert is the scenario's first editable period, which is either the same or later than the portfolio's planning horizon start. Some investment and capacity planning alerts are calculated using the same threshold value across the specified time period. On other alerts, an administrator breaks up the time period into contiguous monthly periods so that different threshold values can be applied over time. Alerts are not used in Investment Planning Manager. REV A Planview, Inc. Confidential 37

38 Investment and Capacity Planning Scenarios Investment and Capacity Planning Scenarios Investment and capacity planning lets you define an investment plan in a shared environment by working in investment and capacity planning scenarios that are portfolio specific. When working in a shared environment, you and other users review the same proposed investment plan so that each of you can examine and update those portions that affect your respective areas. Investment and capacity planning scenarios let you model different investment decisions and various approaches to balancing investment demand with capacity. By using multiple scenarios, you and other users who have access to a relevant portfolio can work in a what-if environment until it is determined that a particular scenario is ready to be published and thereby shared with others as your organization's investment plan. Each Planning portfolio has an investment and capacity planning scenario called a shared scenario, which is available to any user who has access to that portfolio. A shared scenario's data is based on the capacity, demand, and financial plan specified in the relevant portfolio's definition. The scenario's financial data is obtained from the financial plan specified in that portfolio's definition. It is a Planning portfolio's shared scenario's data that is displayed when that portfolio is accessed for the very first time in investment and capacity planning. Note: A portfolio's shared scenario is referred to as the version or investment plan version in Investment Planning Manager. Where investment and capacity planning obtains the investment approval status and priority values it displays depends on whether the financial plan includes those values. For information on what investment and capacity planning's displayed data is based on, see Understand Where Investment and Capacity Planning Obtains Its Information. As you make changes to a shared scenario's financial data, the relevant financial plan is updated as well (and vice versa). If multiple portfolios use the same financial plan, changing the financial data in a shared scenario within one those portfolios updates the financial data of the other shared scenarios based on the same financial plan. For information on how investment and capacity planning handles the updating of investment approval status and priority values, see Understand What Is Updated as You Make Changes in Investment and Capacity Planning. You and other users who have access to a Planning portfolio can add more investment and capacity planning scenarios to that portfolio. You add a scenario to a portfolio by basing it on the portfolio's shared scenario or another scenario that was previously added to that portfolio. The scenarios you add to a portfolio are available to any user who has access to that portfolio. After a scenario is added, you can make changes to its financial, capacity, and demand data in investment and capacity planning without affecting the financial plan or relevant capacity and demand entities until you are ready to apply your changes. By supporting multiple scenarios in this manner, investment and capacity planning lets you model and evaluate different investment decisions and various approaches to balancing demand with capacity before you share your changes with users who do not have access to investment and capacity planning. Note: Scenarios can also be a snapshot of the shared scenario or another scenario. Such scenarios can be used to represent baselines by being static and Planview, Inc. Confidential REV A

39 Investment and Capacity Planning therefore never to be altered. They can then be used to represent history and be available for comparison and reporting purposes. To help you understand the impact that investment decisions within different scenarios have on balancing demand against capacity, investment and capacity planning lets you compare multiple scenarios. When you determine which scenario offers the best investment plan for your organization, you publish it to apply its data to the financial plan and capacity and demand entities as appropriate. When a scenario is published, it becomes the relevant portfolio's shared scenario. If there are multiple scenarios within a Planning portfolio, you designate which of those scenario you want to work with by selecting the appropriate scenario on the Investment and Capacity Planning screen's Scenario list or Investment Planning Manager's Version/Scenario list. The selected scenario is called your working scenario. A working scenario is always included in scenario comparisons you can make in investment and capacity planning. Your working scenario can be the shared scenario or any other scenario within the Planning portfolio for which the Investment and Capacity Planning screen or Investment Planning Manager is displaying information. In addition to being able to add scenarios and change data in them, you and other users can delete scenarios and edit their properties. Top-Down Planning versus Cost-Center Based Planning (Introduction) Required Features Required Global Options Use Strategic Management, Use Investment & Cap. Planning, and the View Financial Planning feature corresponding to the type of demand entity being evaluated The Use Financial Management global option and Use Investment and Capacity Planning, which is a Strategic Management option The Investment and Capacity Planning screen and Investment Planning Manager let you compare your organization s capacity for strategies, work, products, or cost centers against your organization's demand from strategic, work, or product entities. That information can help you understand resource utilization and make decisions based upon it to balance capacity with investment demand. You perform investment and capacity planning by either using cost-center based Planning portfolios (cost-center based investment and capacity planning) or using top-down Planning portfolios (top-down investment and capacity planning). To decide which type of investment and capacity planning you want to do, you must first determine which capacity and demand elements you want to evaluate. After that, you create Planning portfolios that contain those elements. Descriptions of the two types of investment and capacity planning follow. REV A Planview, Inc. Confidential 39

40 Top-Down Planning versus Cost-Center Based Planning (Introduction) Top-Down Investment and Capacity Planning In top-down investment and capacity planning, capacity and demand are both defined by the financial plans for strategies, projects, or products. The financial planning data from higher levels of the Strategy, Work, or Product structures are compared with a specific lower level of that structure. Top-down investment and capacity planning also supports strategies, work, and products, but you need to keep the following information in mind: For strategies and work, you use a hybrid structure that includes projects with a many-to-many relationship at the lowest level. One project can be associated or allocated to many products or strategies. One product or strategy can own many projects. The following table describes some example use cases of top-down investment and capacity planning: Top-Down Use Case Evaluated Entities Example One parent entity evaluating its children Multiple parent entities evaluating their children One or more parent entities evaluating associated or allocated projects Capacity = One parent entity Demand = A planning level that is part of the same structure Capacity = Multiple parent entities Demand = A planning level that is part of the same structure Capacity = One or more parent entities Demand = A project planning level Evaluating the programs within a strategy Capacity = A specific strategy Demand level = A program Evaluating the products across a company s two major product lines Capacity = Two specific product lines Demand level = A product Evaluating the projects within a program Capacity = Specific programs Demand level = Allocated work Cost-Center Based Investment and Capacity Planning In cost-center based investment and capacity planning, you compare capacity by cost centers to demand entities (strategies, projects, or products in the Planning portfolio). As with top-down investment and capacity planning, entities that define capacity are selected for analysis. Based on that, demand is evaluated. In cost-center based investment and capacity planning, capacity is based on the Cost Center structure. Each cost center has a financial plan defining its capacity. The selected cost centers are then compared to demand financial plans in order to pull in the relevant demand entities. Only demand entities with a financial plan that impacts selected cost centers within the portfolio's planning horizon are included in the portfolio. Demand can come from strategies, projects, and products. Just as in top-down investment and capacity planning, projects can be evaluated either directly through the Work structure, or as part of the Strategy structure or Product structure based on their allocations and associations Planview, Inc. Confidential REV A

41 Investment and Capacity Planning Any financial-planning columns used in a cost-center based investment plan include lines only for those cost centers defined as investment demand in the Planning portfolio definition. The following table describes some example use cases of cost-center based investment and capacity planning: Cost-Center Based Use Case Evaluating organizational capacity against strategy, work, or product demand Evaluating organizational capacity with projects through the strategy or product hierarchy Evaluated Entities Capacity = One or more cost centers. Demand = All products that impact the selected cost centers. Note: Some cost centers could have no demand. The Investment and Capacity Planning screen and the Capacity Analysis tray in Investment Planning Manager, however, include those cost centers because they could have capacity. Capacity = One or more cost centers. Demand = All products that impact the selected cost centers and are associated or allocated to a strategy or product. The Investment and Capacity Planning screen and the Capacity Analysis tray in Investment Planning Manager do not include work that is not associated or allocated. About Reviewing a Financial Plan and Demand or Capacity Financial Planning supports using the Capacity Portfolio Manager screen or Demand Portfolio Manager screen to review a financial plan as it relates to capacity or demand, respectively. For help on accessing those screens, see Reviewing Financial Plans in the Financial Management Guide. Although you cannot edit a financial plan's data on those screens, they do provide access to the Financial Planning Detail screen that supports making changes to a financial plan as described in Editing a Financial Plan in the Financial Management Guide. About Capacity Financial Planning For cost-center based capacity planning, the capacity Financial Planning Detail screen lets you view and edit the financial plan of a cost center. For top-down capacity planning, the screen gives you the ability to view and edit the financial plan of a strategy, project, or product. The screen shows you data for the financial-planning model and version you are viewing, and by account and period for the strategy, project, product, or cost center (otherwise known as capacity entities). You can perform various actions on the screen, such as the following: Load financial planning data for the capacity entity that you are reviewing. Manually add lines under accounts. Manually add data to lines or accounts. REV A Planview, Inc. Confidential 41

42 About Reviewing a Financial Plan and Demand or Capacity The Capacity Portfolio Manager screen displays capacity financial-planning information based on a top-down Planning portfolio's definition. In cost-center based capacity planning, you can load capacity into the financial plan for a single cost center, or for a portfolio of cost centers as described in Loading Data into a Financial Plan in the Financial Management Guide. A cost center load retrieves capacity data from the Calendar, using the Start date, End date, and Quantity (as configured on the Resource View screen) of all resources associated to that cost center. That information gives you the total capacity the cost center has available. On the Labor account, a line is added for Standard Activities if any resource associated to the cost center has pre-scheduled Standard Activities. The line is deducted from the total capacity to derive a Work Related Activities line. Lines are totaled to display a sum of all FTEs, days, or hours in that cost center, depending on which sums the financial-planning model is configured to display. For details about the business rules for loading financial-planning models and versions, see Business Rules for Loading Models and Versions in the Financial Management Guide. About Demand Financial Planning Demand financial planning lets you define the demand profile for the strategies, projects, and products in a portfolio. Financial plans track costs and benefits by the attributes associated to accounts. The demand profiles you define are compared to the capacity on the Investment and Capacity Planning screen or Investment Planning Manager to help you better understand when your organization can execute specific demand, easily identify when and where necessary resources are lacking, and take action to properly balance portfolios. Demand financial planning provides the key input data for the demand aspect of your analysis, as well as a way to review the effect of decisions made during investment and capacity planning. The demand Financial Planning Detail screen gives you the ability to view and edit the financial plan of a strategy, project, or product. That screen shows you data in the selected financial-planning model and version, and by account and period for the selected demand entity. You can perform various actions on the Financial Planning Detail screen, such as the following: Load financial planning data for the demand entity you are reviewing. Manually add lines under accounts. Manually add data to lines or accounts. The Demand Portfolio Manager screen displays demand financial-planning information based on a top-down Planning, Capacity, or Organization portfolio's definition Planview, Inc. Confidential REV A

43 Investment and Capacity Planning Setting Up Investment and Capacity Planning as a User Features Required Global Options Prerequisites For user-role features required for a particular task mentioned in the procedure that follows this table, see the section that provides details about performing that task. For information regarding options required for a particular task mentioned in the procedure that follows this table, see the section that provides details about performing that task. A system administrator has already set up the cache of financial plans on your system. For additional prerequisites relevant to a particular task mentioned in the procedure that follows this table, see the section that provides details about performing that task. Note: Before you can perform investment and capacity planning, the tasks described in the following procedure must be performed in the order given in that procedure. As the procedure indicates, an administrator needs to configure the system for investment and capacity planning before you start the following procedure. To set up investment and capacity planning as a user: 1. Verify that an administrator has configured the system for investment and capacity planning by completing the tasks described in Setting Up Investment and Capacity Planning as an Administrator. 2. You or other users must define financial data for the investment demand entities that are to be evaluated. That information is used to represent investment demand for the appropriate strategies, projects, or products and the capacity against which the demand is to be measured (which can be on strategies, products, cost centers, or upper levels of the Work structure). For information on the tasks relevant to setting up and entering financial data, see Defining a Financial Plan. 3. You, another user, or an administrator configure the column sets that are to be used in investment and capacity planning. 4. You or another user must give an investment approval status value of Accept, Analyze, Conditional, Refuse, or Resubmit to the investment demand entities that are to be evaluated so that they can be considered for approval. You can do so from the relevant entity's View screen. Investment and capacity planning does not display investment demand entities with an investment approval status that is blank or set to Pending. Note: If you need to change an entity's investment approval status later, you can do so from within investment and capacity planning as described in Changing an Investment's Approval Status and Priority in Investment and Capacity Planning. 5. If necessary, create a Planning portfolio with which to work. REV A Planview, Inc. Confidential 43

44 Investment and Capacity Planning Screen Basics (Introduction) Investment and Capacity Planning Screen Basics (Introduction) Use the Investment and Capacity Planning screen to rank investments, analyze investments to decide which ones to pursue, and manage investment and capacity planning scenarios in which you model different investment decisions to help you determine the best approach to aligning resources with investment demand. When working on the Investment and Capacity Planning screen, you pivot to different views that guide you through the process of investment and capacity planning. These views help you analyze capacity and demand data in multiple ways by examining different capacity and demand dimensions. Some views let you compare scenarios to display information that assists you in understanding the affect that investment decisions within different scenarios have on balancing demand with capacity. You can update capacity and demand entity data within a scenario while working on the Investment and Capacity Planning screen. For example, you can update an entity's financial data by editing cells on the Investment and Capacity Planning screen or by using it to access the financial plan so you can then make your changes on the Financial Planning Detail screen. To access the Investment and Capacity Planning screen: 1. On the Planning menu, click the relevant portfolio and then click Investment and Capacity Planning. For help with menus, see Menu Basics. The Investment and Capacity Planning screen displays the shared scenario's data unless other investment and capacity planning scenarios were previously added to the selected portfolio. In that case, the screen displays the data of whichever scenario was selected at the time the screen was last closed while displaying data for the portfolio. The capacity and demand specified in the selected portfolio's definition helps determine which capacity and investment demand entities the Investment and Capacity Planning screen includes. To be displayed on the screen, capacity and demand entities must have financial data entered for them in the portfolio's relevant financial plan. They must also have an investment approval status of Accept, Analyze, Conditional, Refuse, or Resubmit. For more information on the screen, see Investment and Capacity Planning Screen Elements Planview, Inc. Confidential REV A

45 Investment and Capacity Planning Investment and Capacity Planning Screen Elements The following table describes elements of the Investment and Capacity Planning screen. Which elements are displayed on the screen varies depending on the view you select on the Pivot list. On some views, you can sort data on the Investment and Capacity Planning screen as described in Sorting Rows. Element Description Scenario Provides access to the action menu options relevant to managing scenarios. New Scenario Displays the New Scenario screen, which lets you add scenarios. Pivot Rank Analyze Balance Displays the Rank view, which reflects the ranking order of the investments within a particular scenario. Displays the Analyze view, which you can use to make investment decisions about the investment demand entities for which the view includes data. Displays the Balance view, which you can use to balance investment demand with your organization's capacity over time. Compare Planned Investments Column Set Approval Decisions Enter text to filter grid Displays the Planned Investments view, which you can use to identify differences relevant to the financial data, investment approval status, and ranking values of investments planned within different scenarios. Displays the Approval Decisions view, which you can use to evaluate the trade-off of approval decisions within different scenarios. Lets you select a different column set or select the Manage Column Sets option so you can configure column sets or delete ones you created. Lets you narrow down content on the Rank, Analyze, and Balance views by applying a filter. REV A Planview, Inc. Confidential 45

46 Investment and Capacity Planning Screen Elements Element Rank Description Button that displays the Set Rank Criteria screen, which lets you define a set of criteria that you can then apply to automatically rank investments. Note: The Rank view always includes this button as well as the Rank column. Some other views can be configured to also display the Rank column, which indicates the order in which investment demand entities are ranked within investment and capacity planning. Lets you change the timescale of the Balance view and the Gantt chart displayed on the Analyze view. Displays the Investment and Capacity Planning Preferences screen, which lets you set display preferences for some views, define threshold lines relevant to targets an administrator set for financial-planning columns, and select the set of scenarios you want to include in a comparison of approval decisions. Note: There are additional preferences you can set to define the increments in which currency and effort data is displayed on the Investment and Capacity Planning screen. For more information, see Setting Financial and Investment and Capacity Planning Preferences. Export As Category Currency Effort/Units Lets you export data displayed on the screen. You can export data to Microsoft Excel as a worksheet or Microsoft PowerPoint as Live Analytics slides. Balance view control button that lets you select the type of financial-planning account category for which data is to be calculated and displayed on the view. Balance view control button that lets you designate whether account data for the account selected on the Category list is to be calculated as currency, effort, or units. Which buttons are available depend on which type of account is selected on the Category list and your system's configuration. Balance view control button that shows or hides the Focus section. That section includes a set of buttons and slider bar that let you arrange and include and exclude shared attributes on the Balance view as described in Defining the Balance View's Data Display and Layout. Provides access to the Investment and Capacity Planning screen's action menu options. Indicates the relevant demand entity's investment approval status is set to Accept Planview, Inc. Confidential REV A

47 Investment and Capacity Planning Element Description Indicates the relevant demand entity's investment approval status is set to Analyze. If work, strategic, or product lifecycles are enabled, the Investment and Capacity Planning screen can include demand entities that have an investment approval status of Resubmit. This icon is displayed for such entities. Adding the Investment Approval column to your column set can help you identify whether an entity has an investment approval status of Analyze or Resubmit. Indicates the relevant demand entity's investment approval status is set to Conditional. Indicates the relevant demand entity's investment approval status is set to Refuse. Gantt Chart Pane Displays a Gantt chart. For more information on that chart, see Reviewing a Gantt Chart in Investment and Capacity Planning. Expands the Alerts pane. The screen includes this button only if an administrator enabled one or more investment and capacity planning alerts. The number shown on the button varies depending on how many investment and capacity planning alerts are currently displayed on the Alerts pane. Alerts Pane Clicking an investment and capacity planning alert listed on this pane displays information that helps you identify capacity spikes and in some cases resolve issues as you make investment decisions. The screen includes the pane only if an administrator enabled one or more investment and capacity planning alerts. Note: The pane can list alerts relevant to a financial-planning column even if the screen's current column set does not include that column. For more information on the pane, see Responding to Investment and Capacity Alerts. Expands a view's content. How much of a view's content this button expands depends on the level at which you click the button. Clicking this button on the Description column heading in a view displays all of that view's rows. Clicking this button next to a specific demand entity on the Balance view or next to a particular section in one of the comparison views expands the view's content for only that entity or section. REV A Planview, Inc. Confidential 47

48 About the Investment and Capacity Planning Screen's Action Menus Element Description Collapses a view's content. How much of a view's content this button collapses depends on the level at which you click the button. Clicking this button on the Description column heading in a view collapses the content of the view to its highest level. Clicking this button next to a specific demand entity on the Balance view or next to a particular section in one of the comparison views collapses the view's content for only that entity or section. About the Investment and Capacity Planning Screen's Action Menus The options available on the Investment and Capacity Planning screen let you change an investment's approval status, remove ranking from an investment, update capacity and demand data, and navigate to data relevant to the investment demand entities within the selected investment and capacity planning scenario. You access this screen's action menus either by clicking next to a capacity or investment demand entity, or by right-clicking a cell in a row. You can perform some actions on multiple rows at one time by selecting the appropriate rows as described in Selecting Rows, then right-clicking to access the action menu and then clicking the relevant option on that menu. The following table describes an available action menu's options and buttons. Which elements are displayed vary depending on which view is currently selected on the screen's Pivot list, whether a capacity or investment demand entity is selected, and the level of the selected entity. You can perform a task if your system is configured to permit you to do so. Option or Button Description Sets the relevant demand entity's investment approval status to Accept. Sets the relevant demand entity's investment approval status to Analyze. Sets the relevant demand entity's investment approval status to Conditional. Sets the relevant demand entity's investment approval status to Refuse Planview, Inc. Confidential REV A

49 Investment and Capacity Planning Option or Button Open Work Detail Open Strategy Detail Open Product Detail Open Financial Planning Description Depending on the type of entity, displays the Work Detail screen, Strategy Detail screen, or Product Detail screen. Displays the Financial Planning Detail screen, which lets you review or edit financial plans. This option appears only if an administrator configured your user role for reviewing or editing financial plans. Compare Scenario to Work Plan Compare Line to Work Plan Unrank Investment Shift Plan Add a Line Change Line Attributes Displays the Compare Investment and Capacity Plan screen, which displays information that helps you understand how an investment plan differs from its underlying work plan data. Displays the Compare Investment and Capacity Plan screen, which displays information that helps you understand how an account line relevant to a demand entity differs from that entity's underlying work assignments or expenditures. Removes the investment's ranking and moves the investment to the upper section of the Rank view. Displays the Shift Plan screen, which lets you move an investment demand entity's financial data from one span of months to another span of months as described in Shifting Demand Financial Data. Displays the Line Detail screen, which lets you add account lines with attributes for a financial plan's investment demand entities as described in Adding an Account Line with Attributes in Investment and Capacity Planning. Displays the Line Detail screen, which lets you transfer planned effort from one pool to another pool by changing the financial plan account line attributes as described in Changing Account Line Attributes in Investment and Capacity Planning. REV A Planview, Inc. Confidential 49

50 Investment and Capacity Planning Scenario Action Menus Investment and Capacity Planning Scenario Action Menus The options available on the Scenario list's action menu let you manage and compare investment and capacity planning scenarios. To access the Scenario action menu options: 1. Navigate to the Investment and Capacity Planning screen as described in Investment and Capacity Planning Screen Basics. 2. On the context bar, click Scenario. 3. Click next to a scenario. The following table describes the Scenario list's action menu options. Which options are available varies depending on whether the relevant scenario is the shared scenario. Option Set as Working Set as Comparison Publish Refresh Clear Decisions Compare to Work Plan Edit Delete Description Marks a scenario as the working scenario, which is the one you want to compare against the comparison scenario when you compare scenarios as described in Comparing Planned Investments within Scenarios. Marks a scenario as the comparison scenario, which is the one you want to compare against the working scenario when you compare scenarios as described in Comparing Planned Investments within Scenarios. Lets you publish a scenario to share it with others in your organization. Provides access to the Refresh Scenario screen, which lets you update a scenario's demand information with relevant changes that are applicable to the current portfolio. The screen also lets you update a scenario's capacity information with relevant changes made on the Financial Planning Detail screen. For details on what demand information and capacity information you can update when you refresh a scenario, see Refreshing an Investment and Capacity Planning Scenario. Reverts the shared scenario's investment approval status and priority values to the corresponding status and priority settings made on the relevant demand entities. For more information, see Clearing Investment Decisions. Provides access to the Compare Investment and Capacity Plan screen, which displays information showing how an overall investment plan for all planned investments within a portfolio differs from the underlying work data of the plan's relevant demand entities. Provides access to the Edit Scenario screen, which lets you modify a scenario's properties. The properties that screen lets you change are the same as those that were set when the scenario was added. For more information on setting those properties, see Adding Investment and Capacity Planning Scenarios. Lets you delete a scenario Planview, Inc. Confidential REV A

51 Investment and Capacity Planning Rank View The Rank view is one of the views you can access from the Investment and Capacity Planning screen's Pivot list. The view reflects the order in which investments are ranked within an investment and capacity planning scenario. If none of a scenario's investments are currently ranked, they are displayed alphabetically in a single section on the Rank view. If the scenario includes some investments that are ranked and others that are not, the view includes two sections. The upper section displays information about the investments that are currently not ranked within the scenario. The section lists those investments in alphabetical order. The lower section displays information about the investments ranked within the scenario. The section lists those investments according to their ranking order, which is 1 through N (where N is the number of investments listed in the lower section). The view's Rank column indicates the order in which each investment is ranked. If an investment is not ranked, the relevant cell in that column does not include a numerical value. Although you can rank investments by editing the cells of the Rank column, it is more convenient to automatically rank investments based on a set of criteria you define or manually rank investments by dragging them from one section of the view to its other section. You can add columns to the view as described in Configuring Column Sets. If the column set selected on the Investment and Capacity Planning screen is configured to display a financial-planning column, the view uses color to help you identify investments that exceed the target an administrator specified for that column. For such an investment, red is applied to the investment's cell in the financial-planning column if an administrator marked it as minimize (typically a cost). Green is applied to the investment's relevant cell in the financial-planning column if an administrator marked it as maximize (typically a benefit). You can apply a filter to narrow down the view's content, but you must clear such a filter before you can drag investments to rank them or drag investments to remove investment rankings while working on the Rank view. You can set a preference to control whether the Rank view can display threshold lines that help you identify when a financial-planning column has met the portfolio target an administrator set for that column. For more information, see Defining Threshold Lines for the Rank View. On the view, the heading of a column used to rank the investment is displayed in italics. You cannot sort investments by a particular column in the view because they are sorted by their rank. Depending on your system's configuration, the view includes the Alerts pane so you can respond to investment and capacity planning alerts while you are on the view. For information about additional tasks you can perform from the Rank view, see Task Summary for Investment and Capacity Planning Screen Views. REV A Planview, Inc. Confidential 51

52 Analyze View Analyze View The Analyze view is one of the views you can access from the Investment and Capacity Planning screen's Pivot list. The view helps you make investment decisions about the investment demand entities for which the view displays data. The view includes two trays as well as the columns of the column set currently selected on the screen. The top tray displays an investment and capacity planning scenario's investment demand entities (strategies, projects, or products) that have a status of Accept or Conditional and have financial data entered for them in the financial plan of the Planning portfolio currently selected on the screen. Investment and capacity planning calculates data for those entities because their status values mean they are included in the investment plan. The Remaining Target tray includes the scenario's investment demand entities that have a status of Analyze, Refuse, or Resubmit. Although the current portfolio's financial plan includes data for those entities, investment and capacity planning does not calculate that data because the status values of the entities means they are excluded them from the investment plan. You can change a demand entity's investment approval status and priority. Depending on the change you make to an investment demand entity's investment approval status, it is possible that the entity is moved from one tray to the view's other tray. If you want to show or hide the Rank column on the view, see Setting Display Preferences for Investment and Capacity Planning Views. You can also add and remove some columns (such as the Investment Approval column or a priority column) as described in Configuring Column Sets. For information regarding adding the Out of Portfolio row to the view, see About Displaying Out of Portfolio Rows on Views. You can narrow down the view's content by applying a filter, but such a filter does not affect the content of the Portfolio Target, Out of Portfolio, Planned Investments, and Remaining Target rows. If the column set selected on the Investment and Capacity Planning screen is configured to display a financial-planning column, the view uses color to help you identify investments that exceed the target an administrator specified for that column. For such an investment, red is applied to the investment's cell in the financial-planning column if an administrator marked it as minimize (typically a cost). Green is applied to the investment's relevant cell in the financial-planning column if an administrator marked it as maximize (typically a benefit). The view provides access to a Gantt chart containing schedule bars that represent date ranges relevant to investment demand entities. For more information, see Reviewing a Gantt Chart in Investment and Capacity Planning. Depending on your system's configuration, the view also includes the Alerts pane so you can respond to investment and capacity planning alerts while you are on the view. For information about additional tasks you can perform from the Analyze view, see Task Summary for Investment and Capacity Planning Screen Views Planview, Inc. Confidential REV A

53 Investment and Capacity Planning Balance View The Balance view is one of the views you can access from the Investment and Capacity Planning screen's Pivot list. It is in this view that you can balance investment demand with your organization's capacity over time. The view helps you examine the financial data of capacity and demand entities (strategies, projects, or products) by account and line attributes (such as cost center and resource role). While examining the view's content, you can interact with and modify the investment demand so that you can align it with your available capacity. For information about many of the tasks you can perform on the Balance view, see Task Summary for Investment and Capacity Planning Screen Views. The time period, capacity and demand entities, and financial-planning version the view includes data for are based on the definition of the Planning portfolio selected on the Investment and Capacity Planning screen. For more information, see Understand Where Investment and Capacity Planning Obtains Its Information. The view consists of rows displaying data relevant to capacity and investment demand entities and their associated attributes as defined in the Planning portfolio for which the screen is displaying information. Information for each row is displayed in the columns described in About the Balance View's Columns. You can show or hide the Rank column and Out of Portfolio, Standard Activity, and Remaining Capacity rows on the view as described in Setting Display Preferences for Investment and Capacity Planning Views. To be included on the Balance view, capacity and demand entities must have financial data entered for them in the relevant portfolio's specified financial-planning version. The demand entities must also have an investment approval status of Accept or Conditional within the investment and capacity planning scenario currently selected on the screen's Scenario list. Tip! You can change a demand entity's investment's approval status and priority from the Investment and Capacity Planning screen's Analyze view. When calculating data for the view, the system decrements the investment demand entities against capacity in the order in which the entities are ranked. If ranking is not defined, the investment demand entities are decremented against capacity in their default order. Depending on the row, its financial data is totaled up from the values of the relevant demand entities below that row. If demand exceeds capacity, Remaining Capacity row cells for the relevant financial account line attribute cells are highlighted in red. Cells relevant to each demand entity included in a total that exceeds capacity are highlighted in a lighter red. You can narrow down the view's content by applying a filter. In addition, you can use the Balance view control to change the view's emphasis according to the account category type and attributes you want the system to calculate when displaying data on the view. Some settings you make on the Balance view control help determine the levels at which data can be expanded and collapsed within the view. REV A Planview, Inc. Confidential 53

54 Defining the Balance View's Data Display and Layout You can change the timescale of the Balance view by clicking and then clicking Months, Quarters, or Years. For information on defining the increments in which currency and effort data is displayed on the screen, see Setting Financial and Investment and Capacity Planning Preferences. Depending on your system's configuration, the view includes the Alerts pane so you can respond to investment and capacity planning alerts while you are on the view. For information about additional tasks you can perform from the Balance view, see Task Summary for Investment and Capacity Planning Screen Views. Defining the Balance View's Data Display and Layout Define the layout of the Balance view to change its emphasis by specifying the account category type and shared attributes you want the system to calculate data for and display on the view. Shared attributes are financial-planning line attributes used in both the capacity and demand financial models for accounts in the category for which the Investment and Capacity Planning screen is displaying data. When defining the Balance view's layout, you select the type of financial-planning account category for which data is to be calculated and displayed on the view. If you configure the view to calculate labor account data, you specify whether that data is calculated as currency or effort. In addition to the data display settings you make, you arrange the order in which shared attributes are displayed on the view. You also designate which attributes you want to include and which ones you want to exclude in the view's calculations and content. The levels at which data within the view can be expanded and collapsed correspond to the order of the attributes you include in the view. You define the Balance view's layout by using the Balance view control as summarized in the following figure. For step-by-step instructions on using the Balance view control, see the procedure that follows the figure. Note: If you respond to an investment and capacity planning alert, the system can automatically change the control's settings depending on the type of alert. Performing any of the following actions on the control changes the data and affects the alert: setting the first attribute in the Focus section to be different from the type on which the alert is based, changing the category, and changing the unit. Balance view control Planview, Inc. Confidential REV A

55 Investment and Capacity Planning To change the emphasis of the Balance view by defining its data display and layout: 1. Navigate to the Investment and Capacity Planning screen as described in Investment and Capacity Planning Screen Basics. 2. On the Pivot list, click Balance. 3. On the Category list, take one of the following actions to specify the financial account type by which you want to limit the view's content: To limit the view to only the labor account, click Labor. To limit the view to the accounts defined for another financial category type, click the relevant option. 4. Designate whether account data for the selected category is to be calculated as currency, effort, or units by clicking the relevant button. Which buttons are available depend on the type of account you selected on the Category list and your system's configuration. 5. If necessary, display the Balance view control's Focus section by clicking. 6. Take the following actions as needed: Rearrange the order in which a shared attribute is displayed on the view by dragging the relevant button. The Focus section includes a button for each of the labor account's shared attributes. If there is more than one account within the account type selected on the Category list, the Focus section includes a button called Account. The section includes a button called Capacity if the view is displaying data for a top-down Planning portfolio. Enable and disable shared attributes by dragging the Focus section's splitter bar to the left or right as appropriate. Attributes relevant to any button displayed to the left of the Focus section's splitter bar are enabled and therefore are calculated and displayed for the view. The buttons of disabled attributes are displayed to the right of the Focus section's splitter bar. REV A Planview, Inc. Confidential 55

56 About the Balance View's Columns About the Balance View's Columns Column Description ID Rank Portfolio/Planned Month/quarter and year (such as, Jan 2018) Description Displays cost centers, strategies, products, projects, and their associated account attributes for investment and capacity planning; administrator defines attributes on the Configure Line Attributes screen. Displays one of the following depending on the type of demand entity: Structure code - For strategies. Work ID - For work entities. Product ID - For product entities. Indicates the order in which investment demand entities are ranked within investment and capacity planning. You can show or hide this column as described in Setting Display Preferences for Investment and Capacity Planning Views. Indicates whether the values in the month/year columns represent the relevant Planning portfolio's target or the demand of planned investments. Depending on which Balance view control button is selected and your system's configuration, displays data for cost centers, strategies, products, projects, and their associated account attributes as currency (such as, Standard, Thousands, or Millions), effort (such as, FTEs, hours, or days), or unit. Planned Investments View The Planned Investments view is one of the views you can access from the Investment and Capacity Planning screen's Pivot list. The view includes two trays and separate columns relevant to the investments within your working scenario and comparison scenario. The view's information can help you identify how those investments differ within the two scenarios. The view's top tray shows a side-by-side comparison of the financial data for the investments within the two scenarios. Rows in the top tray correspond to the financialplanning columns in the Investment and Capacity Planning screen's current column set, and the names of those columns are listed in the tray's Description column. A financial-planning column's data is displayed at a summarized level in the comparison. The top tray includes an investment's financial data if that investment has an investment approval status of Accept or Conditional within the working scenario or comparison scenario. Values for the Variance column are calculated as the difference between the relevant row's comparison scenario value and that row's working scenario value. Negative values are highlighted in red Planview, Inc. Confidential REV A

57 Investment and Capacity Planning Values and bars displayed in the top tray's Change (%) column indicate the percentage amount by which the relevant variance is reflecting an increase or decrease of the working scenario's value. A blue bar represents an increased percentage value, and a red bar represents a decreased percentage value. The view's bottom tray is a side-by side comparison of the investments within the working scenario and the comparison scenario. The comparison is based on investment approval status and ranking values. A blank cell in a scenario's ranking column indicates the relevant investment is not ranked in that scenario. The section in which an investment is listed depends on that investment's status value and whether the investment is included in both scenarios. For more information on the bottom tray's different sections, see Understand the Status Display of Scenario Comparisons. You can expand and collapse the view's trays and sections. Depending on your system's configuration, the view also includes the Alerts pane so you can respond to investment and capacity planning alerts while you are on the view. Approval Decisions View The Approval Decisions view is one of the views you can access from the Investment and Capacity Planning screen's Pivot list. Use the information displayed in the view to evaluate the trade-off of different investment approval decisions within a set of investment and capacity planning scenarios. The view supports comparing your working scenario to more than just one scenario. The view displays a summary of investment approval decisions made across multiple scenarios. The view's columns correspond to the scenarios that are in the scenario set you define when comparing scenarios as described in Comparing Approval Decisions within Scenarios. The section in which an investment is listed within the view is determined by the investment's approval status and whether the status varies within the different scenarios. For more information on the view's different sections, see Understand the Status Display of Scenario Comparisons. Depending on your system's configuration, the view also includes the Alerts pane so you can respond to investment and capacity planning alerts while you are on the view. REV A Planview, Inc. Confidential 57

58 Task Summary for Investment and Capacity Planning Screen Views Task Summary for Investment and Capacity Planning Screen Views The following table lists many of the tasks you can perform on the Investment and Capacity Planning screen. The table indicates whether a particular task can be done from one or more of the following views: Rank, Analyze, and Balance. Task Rank Analyze Balance Rank investments Change priority Change status Access the Financial Planning Detail screen for capacity Access the Financial Planning Detail screen for demand Modify financial-planning data for demand by editing cells on the screen Add line attributes for a financial-planning account Change line attributes for a financial-planning account Shift financial-planning data directly for demand Compare a demand entity s data to its underlying work assignments Compare data for a specific account line Access the Detail screen for a demand entity Review schedule information as a Gantt chart Respond to investment and capacity planning alerts an administrator configured to be displayed on the screen Planview, Inc. Confidential REV A

59 Investment and Capacity Planning Setting Display Preferences for Investment and Capacity Planning Views Required Features Required Global Options Use Investment & Cap. Planning Use Investment and Capacity Planning, which is a Strategic Management option You can set preferences to show or hide additional financial data and investment ranking on the Analyze and Balance views. You can also set a preference that designates whether remaining capacity is displayed on the Balance View as a percentage or standard numerical value. Note: In addition to the display preferences discussed in the following procedure, there are some other preferences relevant to the displaying of data in investment and capacity planning. For more information on those additional preferences, see Setting Financial and Investment and Capacity Planning Preferences. To set display preferences for the Analyze and Balance views: 1. Navigate to the Investment and Capacity Planning screen as described in Investment and Capacity Planning Screen Basics. 2. Click. The Investment and Capacity Planning Preferences screen appears. 3. Set the options described in the table that follows this procedure as appropriate. 4. Click Save. Option Display Out of Portfolio Rows Description Helps control whether the Analyze and Balance views each display a row that includes totals for data relevant to all demand entities with an investment approval status of Accept or Conditional that impact a Planning portfolio's defined overall capacity even though those demand entities are not within that portfolio. The Analyze and Balance views are configured to display an Out of Portfolio row by default. If you want to configure both views not to display an Out of Portfolio row, clear the option's check box. Note: Additional settings help govern the displaying of the Out of Portfolio row on the Analyze and Balance views. For more information, see About Displaying Out Portfolio Rows on Views. REV A Planview, Inc. Confidential 59

60 About Displaying Out of Portfolio Rows on Views Option Display Standard Activity Rows Display Remaining Capacity as Show the Rank Column on Analyze and Balance Description Helps control whether the Balance view displays rows for standard activities when displaying data for Planning portfolios based on cost centers. The Balance view is configured to display Standard Activity rows by default. If you want to configure the view not to include such rows, clear the option's check box. Note: Additional settings help govern the displaying of Standard Activity rows on the Balance view. For more information, see About Displaying Standard Activity Rows on the Balance View. Specifies whether remaining capacity data is displayed on the Balance view as percentage or standard numerical values. Decimals are supported for both formats. If you click Utilization Percentage, remaining capacity values are displayed as percentages in rows called Utilization %. If you click Standard, remaining capacity values are displayed as standard numerical values in rows called Remaining Capacity. For information on the calculation of remaining capacity, see, About Remaining Capacity Values in Investment and Capacity Planning. Specifies whether the Analyze and Balance views include the Rank column. That column indicates the order in which investment demand entities are ranked within investment and capacity planning. Select or clear the option's check box to show or hide (respectively) the Rank column. Note: This option's setting does not affect the Rank view, which always includes the Rank column. About Displaying Out of Portfolio Rows on Views The Investment and Capacity Planning screen's Analyze and Balance views can each display a row showing totals for data relevant to all demand entities with an investment approval status of Accept or Conditional that impact a Planning portfolio's defined overall capacity even though those demand entities are not in the existing portfolio specified for demand in the Planning portfolio's definition. The Analyze and Balance views each include such a row if the system is configured as follows: The relevant Planning portfolio's definition specifies that the Existing Portfolio option is enabled and configured to use a portfolio that excludes the demand entities for which you want to display data on the Analyze and Balance view's Out of Portfolio rows. For more information on the Existing Portfolio option, see Creating Planning Portfolios. The Analyze and Balance views are configured to display an Out of Portfolio row as described in Setting Display Preferences for Investment and Capacity Planning Views Planview, Inc. Confidential REV A

61 Investment and Capacity Planning About Displaying Standard Activity Rows on the Balance View The Investment and Capacity Planning screen's Balance view can display data relevant to standard activities if the system is configured as follows: The Planning portfolio for which the Investment and Capacity Planning screen is displaying data is based on cost centers. For information, on defining a cost-center based portfolio, see Creating Planning Portfolios. Standard activity data you want to display on the Balance view is defined as labor account lines in the financial plan that the relevant Planning portfolio uses. For more information, see Editing a Financial Plan. The Balance view is configured to display Standard Activity rows as described in Setting Display Preferences for Investment and Capacity Planning Views. About Remaining Capacity Values in Investment and Capacity Planning The Investment and Capacity Planning screen displays remaining capacity data that represents demand compared against capacity. To calculate remaining capacity, the system subtracts all of the following from the capacity specified in the definition of the Planning portfolio for which the screen is displaying data: Standard activities Out-of-portfolio demand, which represents the demand entities with an investment approval status of Accept or Conditional that impact the relevant Planning portfolio's defined overall capacity even though those demand entities are in another portfolio Demand entities with an investment approval status of Accept or Conditional within the Planning portfolio for which remaining capacity is being calculated You can specify whether you want to display remaining capacity data as percentages or standard numerical values as described in Setting Display Preferences for Investment and Capacity Planning Views. Ranking Investments (Introduction) Rank investments to order your investments from priority 1 to priority N within an investment and capacity planning scenario. Note: Ranking investments establishes a different prioritization order than any custom priority settings you can make by setting priority values of demand entities. You rank investments on the Rank view. You can rank investments automatically by applying a set of criteria you define, or you can manually rank investments by dragging. You can set a preference to control whether the Rank view can display threshold lines relevant to the portfolio targets an administrator sets for financial-planning columns. REV A Planview, Inc. Confidential 61

62 Automatically Rank Investments Based on Criteria Automatically Rank Investments Based on Criteria Required Features Required Global Options Use Investment & Cap. Planning Use Investment and Capacity Planning, which is a Strategic Management option You can automatically rank investments by applying a set of criteria you define. This set of criteria is based on the columns within the column set you select on the Investment and Capacity Planning screen. Therefore, that column set should be configured to include information about your investments that will help you evaluate and measure each investment individually within the context of a Planning portfolio and investment and capacity planning scenario. For example, your column set could include columns that let you review priority values of your demand entities, measurements (such as cost, benefit, and effort), and metrics (such as, ROI and NPV) for each investment. After you automatically rank investments, they are displayed on the Rank view according to the ranking defined by your set of criteria. That ranking is also reflected on other views as you change investment approval status or balance capacity with demand within the relevant scenario. This helps you on the Analyze and Balance views determine which investments exceed capacity if you were to manage them by rank. To automatically rank investments based on criteria: 1. Navigate to the Investment and Capacity Planning screen as described in Investment and Capacity Planning Screen Basics. 2. Select a column set that includes columns relevant to the information by which you want to rank investments. For information on adding columns to a column set, see Configuring Column Sets. 3. On the context bar, click the Scenario list and then click the appropriate scenario. 4. On the Pivot list, click Rank. 5. On the screen's upper right, click Rank. 6. Define the set of criteria by which you want to rank investments. To do so, repeat the following steps for each column on which you want to base the ranking of investments. a. Click Add Criteria. b. Click the name of a column by which you want to rank investments. Note: The order in which you add a column to your set of criteria determines the order in which that column is used in the automatic ranking of investments. c. Specify how you want the selected column's data sorted when the system uses that column to rank investments. 7. Click Apply. You designate whether a column is to be sorted in ascending or descending order by clicking the appropriate option. Depending on the column, you also click another option to specify whether data is sorted by the first or last value in the column's list of values. Tip! To remove a criteria, click next to it Planview, Inc. Confidential REV A

63 Investment and Capacity Planning Dragging Investments to Rank Them Required Features Required Global Options Use Investment & Cap. Planning Use Investment and Capacity Planning, which is a Strategic Management option You can drag investments to rank them or change their ranking order in a particular investment and capacity planning scenario. To rank investments by dragging them: 1. Navigate to the Investment and Capacity Planning screen as described in Investment and Capacity Planning Screen Basics. 2. On the context bar, click the Scenario list and then click the appropriate scenario. 3. On the Pivot list, click Rank. 4. If a filter is currently applied on the Rank view, clear the filter. 5. Take the following actions as needed: For those investments you want to rank because they are not currently ranked, select the relevant rows in the Rank view's upper section and then drag them to the appropriate position in the lower section. Note: The investments are ranked in the order in which you select them. For information on selecting multiple rows while ranking investments, see Selecting Rows. For an investment you want to re-rank, select the relevant row in the Rank view's lower section and then drag it to the appropriate position in the lower section. After you rank or re-rank investments, the investments in the Rank view's lower section are renumbered to reflect the new ranking order. In addition, threshold lines are reapplied and displayed at the appropriate location. The system also recalculates investment and capacity planning alerts for the scenario. REV A Planview, Inc. Confidential 63

64 Defining Threshold Lines for the Rank View Defining Threshold Lines for the Rank View Required Features Required Global Options Use Investment & Cap. Planning Use Investment and Capacity Planning, which is a Strategic Management option You can set a preference to control whether the Rank view can display threshold lines that help you identify when the target an administrator set for a financial-planning column is met. You can define up to three threshold lines for the Rank view. You define a threshold line by associating a financial-planning column with the color you want displayed for that line on the Rank view. Because the threshold line settings are user specific, different users can set different threshold line settings. To configure threshold lines for the Rank view: 1. Navigate to the Investment and Capacity Planning screen as described in Investment and Capacity Planning Screen Basics. 2. On the Pivot list, click Rank. 3. Click. The Investment and Capacity Planning Preferences screen appears. 4. Click the Ranking tab. 5. For each threshold line you want to define, repeat the following steps. For an example of the results of making such settings, see the figure that follows this procedure. a. Select the appropriate check box. Tip! If later you decide you do not want to display a particular threshold line, clear the relevant check box. b. Next to the selected check box, click the name of the financial-planning column you want to associate with the threshold line. Your system's configuration determines which financial-planning columns you can select. c. To the right of the selected column name, click the colored button and then click your color shade choice in the color gradient that appears. Adjust how light or dark the color is by clicking and sliding it up or down. Note: You can assign a specific hexadecimal color value to the scenario by typing that value in the box displayed to the left of the colored button Planview, Inc. Confidential REV A

65 Investment and Capacity Planning 6. Click Save. A financial-planning column's threshold line is displayed if the Rank view includes ranked investments and the financial data relevant to that column meets the minimize (typically costs) or maximize (typically benefits) target an administrator specified for the column. The following figure is an example of the results of setting threshold lines. In this example, threshold lines have been set for financial-planning columns called Net Present Value (NPV), Capital Costs, and Expense Costs. The threshold line colors associated with those columns are as follows: Net Present Value (NPV) (green), Capital Costs (blue), and Expense Costs (red). Example results of configuring threshold lines for the Rank view Removing an Investment's Ranking Required Features Required Global Options Use Investment & Cap. Planning Use Investment and Capacity Planning, which is a Strategic Management option To remove an investment's ranking within a scenario: 1. Navigate to the Investment and Capacity Planning screen as described in Investment and Capacity Planning Screen Basics. 2. On the context bar, click the Scenario list and then click the appropriate scenario. 3. On the Pivot list, click Rank. REV A Planview, Inc. Confidential 65

66 Updating Capacity and Demand Data in Investment and Capacity Planning (Introduction) 4. Take one of the following actions: For those investments you no longer want ranked, select the relevant rows in the Rank view's lower section and then drag them to the upper section. Note: If a filter is applied, you must clear the filter before you can drag an investment to remove its ranking. Next the appropriate investment, click and then click Unrank Investment. The investment is moved from the lower section of the view to its upper section. In the Rank column, double-click the relevant cell and then delete the value in that cell. The investment is moved from the lower section of the view to its upper section. Removing an investment's ranking also removes the investment's numerical value from the Rank column. After an investment is moved to the Rank view's upper section, any ranked investments in the lower section are renumbered to reflect the new ranking order. In addition, threshold lines are reapplied and displayed at the appropriate location. The system also recalculates investment and capacity alerts for the scenario. Updating Capacity and Demand Data in Investment and Capacity Planning (Introduction) When defining an investment plan and balancing capacity with demand in investment and capacity planning, you can update the data of capacity and demand entities within an investment and capacity planning scenario by performing the following tasks as needed: Change the investment approval status and priority of investment demand entities. Shift an investment demand entity's financial data. Update financial-planning data relevant to capacity and investment demand entities within the scenario. You can edit values of capacity and demand entities on the Financial Planning Detail screen, which you can access from your investment and capacity planning screen. You can also update demand entity data by editing relevant cells on your investment and capacity planning screen. Add an account line to a financial plan from within investment and capacity planning. Change the financial plan line attributes for an account relevant to an investment demand entity from within investment and capacity planning. Publish the investment approval status and priority of investment demand entities. Clear the investment approval status and priority of investment demand entities. Shift an investment demand entity's target dates, which you can do if your system is configured for Investment Planning Manager. After you update capacity or demand data, the system recalculates subtotals and data displayed in relevant columns. On the Investment and Capacity Planning screen, the investment and capacity planning alerts that your administrator enabled are also recalculated Planview, Inc. Confidential REV A

67 Investment and Capacity Planning If you want to assess the impact of your changes, you can compare different investment and capacity planning scenarios and compare an investment plan to its underlying work data. After evaluating such comparisons, update additional capacity and demand data if necessary. Continue the process of updating data and making comparisons until you are ready to publish a particular scenario to share it with others as your organization's investment plan. On the Investment and Capacity Planning screen, you can refresh a scenario to update it with relevant changes made to another scenario's demand information or capacity information. Note: The rules an administrator sets to govern editing cells on the Financial Planning Detail screen also apply to the Investment and Capacity Planning screen and Investment Planning Manager. For information on those rules, see Configuring Versions of a Financial Planning Model. Changing an Investment's Approval Status and Priority in Investment and Capacity Planning Required Features Required Global Options Prerequisites Use Investment & Cap. Planning, Make Investment Decisions, and the modify attributes feature appropriate for the type of demand entities you want to update, which is one of the following: Modify Strategic Attributes Modify Project Attributes Modify Product Attributes Use Investment and Capacity Planning, which is a Strategic Management option Read/write grant to the demand entities you want to update You can change the investment approval status and priority of investment demand entities within an investment and capacity planning scenario or version. Your status and priority changes only affect information within the scenario or version, but you can apply them on the relevant investment demand entities by publishing the scenario or version later. On the Investment and Capacity Planning screen, you can change investment approval status values by either dragging rows on the Analyze view (even if a filter is applied) or clicking a button on the relevant action menu. In Investment Planning Manager, you change investment approval status values by editing the relevant cells in the Investment Approval column. You change priority values on the Investment and Capacity Planning screen and Investment Planning Manager by selecting an option in the relevant priority column. Changing the priority of investment demand entities helps you make decisions about which entities are most important to your organization. REV A Planview, Inc. Confidential 67

68 Changing an Investment's Approval Status and Priority in Investment and Capacity Planning The steps you take to change the investment approval status and priority values depend on whether you are using the Investment and Capacity Planning screen or Investment Planning Manager. To change the approval status and priority of demand entities on the Investment and Capacity Planning screen: 1. Navigate to the Investment and Capacity Planning screen as described in Investment and Capacity Planning Screen Basics. 2. On the context bar, click the Scenario list and then click the appropriate scenario. 3. On the Pivot list, click Analyze. Tip! If you are changing priority values but not any status values, click Rank or Analyze. 4. Add the Investment Approval column and appropriate priority column to your column set if necessary. For more information, see Understand Where Investment and Capacity Planning Obtains Its Information and Configuring Column Sets. 5. Take the following actions as needed. For information on selecting multiple rows while changing investment approval status values, see Selecting Rows. For each investment approval status value you want to change from Accept or Conditional to Analyze, select the relevant rows in the top tray and then drag them to the Remaining Target tray. For each investment approval status value you want to change from Analyze, Refuse, or Resubmit to Accept, select the relevant rows in the Remaining Target tray and then drag them to the top tray. For a particular investment approval status value you want to change, click next to the relevant demand entity. Then click,,, or to change the status to Accept, Analyze, Conditional, or Refuse (respectively). Investments with an Accept or Conditional status are displayed in the top tray, and investments with an Analyze, Refuse, or Resubmit status are displayed in the Remaining Target tray. Note: The Investment and Capacity Planning screen does not let you set a demand entity's investment approval status to Resubmit because that value is specified through lifecycles. Tip! Resting the cursor on a button displays text indicating which investment approval status value is set through that button. For each priority value you want to change, double-click the relevant cell in the priority column, click and then click the appropriate value. Note: As you make changes in the Investment Approval and priority columns, data is updated as described in Understand What Is Updated as You Make Changes in Investment and Capacity Planning Planview, Inc. Confidential REV A

69 Investment and Capacity Planning To change the approval status and priority of demand entities in Investment Planning Manager: 1. Navigate to Investment Planning Manager as described in About Investment Planning Manager. 2. In the left pane, select the version or another scenario as appropriate. 3. Add the Investment Approval column and appropriate priority column to your column set if necessary. For more information, see Understand Where Investment and Capacity Planning Obtains Its Information and Configuring Column Sets. 4. For each investment approval status or priority value you want to change, repeat the following steps: a. In the Investment Decisions tray, double-click the relevant cell. b. Depending on the type of value you are editing, select a status or priority. Note: If an investment demand entity's investment approval status is changed to Accept or Conditional, data for that entity is displayed in the Capacity Analysis tray. Changing the status to a value other than Accept or Conditional removes the demand entity s data from that tray. The Capacity Analysis tray s data is recalculated as an entity s information is added to or removed from the tray. c. Click outside the cell within the Investment Decisions tray to update your change. 5. Click Save. Note: If any of the investment approval status changes you made in Investment Planning Manager result in a dependency conflict, a message will appear to notify you to address the conflict. You can do so either at that time or at a later time. For more information on dependency conflicts, see Resolving Investment Dependency Conflicts and Reviewing Investment Dependencies and Identifying Dependency Conflicts. REV A Planview, Inc. Confidential 69

70 Shifting Demand Financial Data Shifting Demand Financial Data Required Features Required Global Options Prerequisites Use Investment & Cap. Planning, Make Investment Decisions, and the Edit Financials features appropriate to the investment and capacity planning scenario's financial-planning model. The Edit Financials features are as follows: For strategies: Edit Strat. Financial Plans. For projects: Edit Work Financial Plans. For products: Edit Work Financial Plans. If an Edit Financials feature is specified for the version in addition to the feature relevant to the financial-planning model, the version's feature is also needed when you are modifying data on a version. Use Investment and Capacity Planning, which is a Strategic Management option. Read/write grant to the investment. You are working in an unlocked version of a financial plan that can be edited. Shifting demand financial data helps you align the financial data with your organization's funding or capacity. Investment and capacity planning lets you shift a demand entity's labor and non-labor financial data from one span of months to another span of months. The following procedure describes shifting demand financial data through the Investment and Capacity Planning screen. For information on using Investment Planning Manager to shift financial data, see Setting or Shifting Target Dates and Shifting Financial Data in Investment Planning Manager. To shift demand financial data: 1. Navigate to the Investment and Capacity Planning screen as described in Investment and Capacity Planning Screen Basics. 2. On the context bar, click the Scenario list and then click the appropriate scenario. 3. On the Pivot list, click Analyze or Balance. 4. Next to the appropriate demand entity, click and then click Shift Plan Planview, Inc. Confidential REV A

71 Investment and Capacity Planning 5. Define the time periods the selected entity's data is to be shifted from and to by clicking the appropriate dates on the Start and Finish lists of the Between These Months and To These Months options. Tip! Alternatively, you can select either a new start or finish date and then enter the appropriate number of months in the Duration box. The month and year are automatically calculated by the number of months you entered. The Start and Finish lists include only dates from the first editable period until the last period of the Enterprise and Fiscal Calendar. All data after the shifted period will be pushed out month by month. It is possible to move data to dates outside of your financial-planning horizon. For more information about how such a situation is handled and other details of the impact of shifting demand financial data, see Understand What Is Updated as You Make Changes in Investment and Capacity Planning. 6. Click Save. Updating Capacity and Demand Data by Accessing the Financial Plan Required Features Required Global Options Prerequisites Use Investment & Cap. Planning and the Edit Financials features appropriate to the version's financial-planning model. The Edit Financials features are as follows: For strategies: Edit Strat. Financial Plans For projects: Edit Work Financial Plans For products: Edit Product Financial Plans If an Edit Financials feature is specified for the version in addition to the feature relevant to the financial-planning model, the version's feature is also needed when you are modifying data on a version. Use Investment and Capacity Planning, which is a Strategic Management option. Read/write grant to the investment for which you are modifying capacity values. You can update capacity and demand entity data by accessing the financial plan from within investment and capacity planning. You do so by using your investment and capacity planning screen to open the Financial Planning Detail screen and then making edits on that screen. The steps you take to access a financial plan from within investment and capacity planning depend on whether you are using the Investment and Capacity Planning screen or Investment Planning Manager. REV A Planview, Inc. Confidential 71

72 Updating Capacity and Demand Data by Accessing the Financial Plan To update capacity and demand data by accessing a financial plan from within the Investment and Capacity Planning screen: 1. Navigate to the Investment and Capacity Planning screen as described in Investment and Capacity Planning Screen Basics. 2. On the context bar, click the Scenario list and then click the appropriate scenario. 3. On the Pivot list, take the action appropriate for the type of data you are changing: If you want to update only demand data, click Rank, Analyze, or Balance If you want to update capacity and demand data, click Analyze or Balance. 4. On the appropriate row, click and then click Open Financial Planning. If a list of capacity items appears, click the one you want to update data for. Note: You might need to expand rows to display an active action menu. 5. Make your changes on the Financial Planning Detail screen as described in Editing a Financial Plan. The Investment and Capacity Planning screen is updated with the changes you make as you save them on the Financial Planning Detail screen. To update capacity and demand data by accessing a financial plan from within Investment Planning Manager: 1. Navigate to Investment Planning Manager as described in About Investment Planning Manager. 2. In the left pane, select the version or another scenario as appropriate. 3. In the Capacity Analysis tray, click next to a cost center or investment demand entity. Note: You might need to expand rows to display an active action menu. 4. Click Open Financial Planning. 5. Make your changes on the Financial Planning Detail screen as described in Editing a Financial Plan. Investment Planning Manager is updated with the changes you make as you save them on the Financial Planning Detail screen Planview, Inc. Confidential REV A

73 Investment and Capacity Planning Updating Demand Data by Editing Cells Required Features Required Global Options Prerequisites Use Investment & Cap. Planning Use Investment and Capacity Planning, which is a Strategic Management option Read/write grants to the demand entities you are editing You can update demand data by editing cells while you are reviewing capacity data in investment and capacity planning. Updating data in this manner lets you immediately review the impact your changes have on the calculations relevant to capacity availability. Note: Using this approach to update demand data is equivalent to making those same changes on the Financial Planning Detail screen. Therefore, your financial plan is also updated when investment and capacity planning saves your changes. The steps you take to update demand data by editing cells depend on whether you are using the Investment and Capacity Planning screen or Investment Planning Manager. To update demand data by editing cells on the Investment and Capacity Planning screen: 1. Navigate to the Investment and Capacity Planning screen as described in Investment and Capacity Planning Screen Basics. 2. On the context bar, click the Scenario list and then click the appropriate scenario. 3. On the Pivot list, click Balance. 4. Add the appropriate columns to your column set if necessary. For more information, see Configuring Column Sets. 5. For each value you want to change, double-click the relevant cell and then edit it as appropriate. To update demand data by editing cells in Investment Planning Manager: 1. Navigate to Investment Planning Manager as described in About Investment Planning Manager. 2. In the left pane, select the version or investment and capacity planning scenario. 3. In the appropriate Month/Quarter/Year column of the Capacity Analysis tray, double-click the cell for the demand entity you want to change. 4. Update the cell value. 5. Click outside the cell elsewhere in the Capacity Analysis tray. 6. Click Save. The relevant financial plan is updated, and the background of the edited cells and the cells they impact return to their original color. Note: The demand entity's financial plan is not updated until you click Save. REV A Planview, Inc. Confidential 73

74 Adding an Account Line with Attributes in Investment and Capacity Planning Adding an Account Line with Attributes in Investment and Capacity Planning Required Features Required Global Options Prerequisites Use Investment & Cap. Planning, Make Investment Decisions, and the Edit Financials features appropriate to the scenario or version's financialplanning model. The Edit Financials features are as follows: For strategies: Edit Strat. Financial Plans. For projects: Edit Work Financial Plans. For products: Edit Work Financial Plans. If an Edit Financials feature is specified for the version in addition to the feature relevant to the financial-planning model, the version's feature is also needed when you are modifying data on the shared scenario. Use Investment and Capacity Planning, which is a Strategic Management option. Read/write grant to the demand entity for which you are adding a line. You can add account lines with attributes for a financial plan's investment demand entities while you are balancing demand with capacity in investment and capacity planning. The steps you take to perform that task depend on whether you are using the Investment and Capacity Planning screen or Investment Planning Manager. To add an account line with attributes to a financial plan through the Investment and Capacity Planning screen: 1. Navigate to the Investment and Capacity Planning screen as described in Investment and Capacity Planning Screen Basics in the Strategic Management Guide. 2. On the context bar, click the Scenario list and then click the appropriate scenario. 3. On the Pivot list, click Balance. 4. Next to the appropriate demand entity, click and then click Add a Line. Note: The demand entities on which the Add a Line option is available are based on the Demand Level value selected in the definition of the Planning portfolio for which the screen is displaying information. The demand entity you are adding a line for is selected on the Line Detail screen that appears. 5. Select the type of account for which you are adding a line. To do so, use the Data Picker as described in the Getting Started Guide. Then click Next Planview, Inc. Confidential REV A

75 Investment and Capacity Planning 6. If you are prompted to set the demand entity's investment approval status, click the Investment Approval list, click the appropriate value (Conditional or Accept), and then click Next. This step is necessary only if the demand entity you are adding a line for is not currently accepted or conditionally approved in your scenario. 7. Select line attribute values. Which attributes you define and the values you can choose depend on the demand entity and account type you selected. 8. Click Save. The system recalculates subtotals, data displayed in relevant columns, and alerts an administrator enabled to display on the Investment and Capacity Planning screen. The screen is then updated with your changes as described in Understand What Is Updated as You Make Changes in Investment and Capacity Planning in the Strategic Management Guide. To add an account line with attributes to a financial plan through Investment Planning Manager: 1. Navigate to Investment Planning Manager as described in About Investment Planning Manager in the Strategic Management Guide. 2. In the left pane, select the version or another scenario as appropriate. 3. At the bottom of the screen, click Add Line. 4. In the Line Detail screen that appears, select the demand entity and then the type of account for which you are adding a line. To do so, use the Data Picker as described in the Getting Started Guide. 5. Click Next. 6. If you are prompted to set the demand entity's investment approval status, click the Investment Approval list, click the appropriate value (Conditional or Accept), and then click Next. This step is necessary only if the demand entity you are adding a line for is not currently accepted or conditionally approved in your scenario. 7. Select line attribute values. Which attributes you define and the values you can choose depend on the demand entity and account type you selected. 8. Click Save to return to Investment Planning Manager. 9. Click Save. The system recalculates subtotals and data displayed in relevant columns. Investment Planning Manager is then updated with your changes as described in Understand the Impact of Changing Line Attributes in the Strategic Management Guide. REV A Planview, Inc. Confidential 75

76 Changing Account Line Attributes in Investment and Capacity Planning Changing Account Line Attributes in Investment and Capacity Planning Required Features Required Global Options Prerequisites Use Investment & Cap. Planning, Make Investment Decisions, and the Edit Financials features appropriate to the investment and capacity planning scenario's financial-planning model. The Edit Financials features are as follows: For strategies: Edit Strat. Financial Plans. For projects: Edit Work Financial Plans. For products: Edit Work Financial Plans. If an Edit Financials feature is specified for the version in addition to the feature relevant to the financial-planning model, the version's feature is also needed when you are modifying data on the shared scenario. Use Investment and Capacity Planning, which is a Strategic Management option. Read/write grant to the demand entity for which you are modifying account line attributes. You can transfer planned effort from one pool to another pool by changing the financial plan line attributes for an account from within investment and capacity planning. The steps you take to perform that task depend on whether you are using the Investment and Capacity Planning screen or Investment Planning Manager. To change the financial plan attributes for an account through the Investment and Capacity Planning screen: 1. Navigate to the Investment and Capacity Planning screen as described in Investment and Capacity Planning Screen Basics in the Strategic Management Guide. 2. On the context bar, click the Scenario list and then click the appropriate scenario. 3. On the Pivot list, click Balance. 4. Expand the relevant investment demand entity until its lowest level displays. 5. On the appropriate row, click and then click Change Line Attributes. Note: The Change Line Attributes option is available only on planning lines for which the value of Line is listed in the Portfolio/Planned column. 6. For the attributes displayed on the Line Detail screen that appears, click the values that reflect the changes you want to make on the demand entity. 7. If you are modifying attributes of a labor account an administrator configured to show costs, designate whether the system is to recalculate labor costs based on the line's new attribute values. To do so, select or clear the Refresh Labor Cost check box Planview, Inc. Confidential REV A

77 Investment and Capacity Planning 8. In the Notes box, enter information about the change as needed. 9. Click Save. The Investment and Capacity Planning screen is updated with your changes as described in Understand What Is Updated as You Make Changes in Investment and Capacity Planning in the Strategic Management Guide. To change the financial plan attributes for an account in Investment Planning Manager: 1. Navigate to Investment Planning Manager as described in About Investment Planning Manager in the Strategic Management Guide. 2. In the left pane, select the version or another scenario as appropriate. 3. In the Capacity Analysis tray, expand the relevant demand entity until its lowest level displays. 4. Next to the line for the investment demand entity you want to change, click and then click Change Line Attributes. 5. For the attributes displayed on the Line Detail screen that appears, click the values that reflect the changes you want to make on the demand entity. 6. If you are modifying attributes of a line in a labor account an administrator configured to show costs, you can control whether labor costs are recalculated based on the line's new attribute values. Select the Refresh Labor Cost check box if you want labor costs recalculated. Otherwise, clear the check box. 7. Click Save to return to Investment Planning Manager. 8. Click Save. The system recalculates subtotals and data displayed in relevant columns. Investment Planning Manager is then updated with your changes as described in Understand the Impact of Changing Line Attributes in the Strategic Management Guide. Clearing Investment Decisions Required Features Required Global Options Prerequisites Use Investment & Cap. Planning and Make Investment Decisions Use Investment and Capacity Planning, which is a Strategic Management option Read/write grant to the relevant demand entities Clear the investment approval status and priority values displayed in the shared scenario if you want to revert those settings to the corresponding status and priority values specified on the relevant demand entities. The following procedure describes using the Investment and Capacity Planning screen to clear investment decisions. For information on clearing investment decisions in Investment Planning Manager, see About Investment Planning Manager. REV A Planview, Inc. Confidential 77

78 Setting or Shifting Target Dates and Shifting Financial Data in Investment Planning Manager To clear investment decisions on the shared scenario: 1. Navigate to the Investment and Capacity Planning screen as described in Investment and Capacity Planning Screen Basics. 2. On the context bar, click the Scenario list. 3. Click next to the shared scenario and then click Clear Decisions. 4. Click Yes. After investment decisions are cleared, data is updated as described in What Is Updated as You Make Changes in Investment and Capacity Planning. Setting or Shifting Target Dates and Shifting Financial Data in Investment Planning Manager Required Features Required Global Options Prerequisites Use Investment & Cap. Planning, Make Investment Decisions, and the Edit Financials features appropriate to the version or scenario's financialplanning model. The Edit Financials features are as follows: For strategies: Edit Strat. Financial Plans. For projects: Edit Work Financial Plans. For products: Edit Work Financial Plans. If an Edit Financials feature is specified for the version in addition to the feature relevant to the financial-planning model, the version's feature is also needed when you are modifying data on a version. Use Investment and Capacity Planning, which is a Strategic Management option. Read/write grant to the investment. You are working in an unlocked version of a financial plan that can be edited. You can set or shift the target dates of an investment demand entity as well as shift labor and non-labor financial data. Doing so helps you align the entity with your organization's funding or capacity. Depending on what information you want to shift, you can use Investment Planning Manager to access the screens that let you perform the following operations. Note: The first method lets you review the impact that the shifted information has on your organization's capacity before you save your changes. That is not the case with the second method. Set or shift target dates and/or labor and non-labor financial data for an investment from the Shift Target Dates screen. Shift a financial plan's data from the Shift Financial Plan screen Planview, Inc. Confidential REV A

79 Investment and Capacity Planning If you are shifting target dates to resolve an investment dependency conflict, see the Resolving Scheduling Conflicts for Dependent Entities section of Resolving Investment Dependency Conflicts in the Strategic Management Guide. The following procedures are relevant to Investment Planning Manager, but you can shift financial data through the Investment and Capacity Planning screen as described in Shifting Demand Financial Data in the Strategic Management Guide. To set or shift the target dates of an investment demand entity and shift financial data in Investment Planning Manager: 1. Navigate to Investment Planning Manager as described in About Investment Planning Manager in the Strategic Management Guide. 2. In the left pane, click the version or scenario in which you want to shift data. 3. In the Investment Decisions tray, click next to the investment demand entity for which you want to shift information. 4. Click Shift Target Dates. 5. If you want to shift investment demand entity dates to new target dates, take the following steps. Note: Changing target dates does not automatically update any financial data. If the plan is published, the dates you specify are used to update the dates on the demand entities. a. Select the Shift <name of the demand structure> check box. The name of the demand structure changes based on the structure you are analyzing. b. In the New Targets Start list, click a new target start date. c. In the New Targets Finish list, click a new target finish date. Tip! Alternatively, you can select either a new target start or finish date and then enter the appropriate number of months in the Duration box. The month and year are automatically calculated by the number of months you entered. 6. Take the following steps if you want to move labor and non-labor financial data for an investment from one span of months to another. Otherwise, clear the Shift Demand check box so that you can update dates without moving financial data. a. Select the Shift Demand check box. b. In the Start and Finish lists next to Between These Months, select the dates from which you want to move financial data for the investment. By default, the Between These Months dates are the same as those set for Current Targets in the Shift <name of the demand structure> section. REV A Planview, Inc. Confidential 79

80 Setting or Shifting Target Dates and Shifting Financial Data in Investment Planning Manager c. In the Start and Finish lists for the To These Months option, select the dates to which you want to move financial data for the investment. By default, the To These Months dates are the same as those set for New Targets in the Shift <name of the demand structure> section. The Start and Finish list options include only dates from the first editable period until the last period in the Enterprise and Fiscal Calendar. All data after the shifted period is pushed out month by month. It is possible to shift to dates outside of your financial planning horizon. Note: If you shift a labor line that has FTEs, hours, and USD into the future by six months, effort hours are moved and the FTEs are recalculated in the new period based upon the FTE basis hours of the new time period. d. To shift data for dates before the selected start date, select the Shift Values Prior to Start check box. Clearing the check box prevents data before the start period from changing. 7. Click OK. Note: When you shift data backward in time, the data cannot be shifted into a non-editable period. If this would occur otherwise, data for those periods is combined into the first editable period. Tip! For information on switching between displaying target dates on the Investment Decisions tray in either a text format or a Gantt chart, see Reviewing a Gantt Chart in Investment and Capacity Planning in the Strategic Management Guide. Shifting an investment entity's schedule can have potential schedule implications on the entity's dependencies (excluding those with the Redundant With dependency type). When you shift an investment entity's schedule, you are notified that you can review and address its dependencies now or at a later time. Click Address Now to display a screen in which you can resolve scheduling issues between the dependent entities as described in Resolving Investment Dependency Conflicts in the Strategic Management Guide. Note: You are prompted to review and address dependencies if the Impacts Schedule flag is enabled on the dependent entity. To shift a financial plan's data in Investment Planning Manager: 1. Navigate to Investment Planning Manager as described in About Investment Planning Manager in the Strategic Management Guide. 2. In the left pane, click the version or scenario in which you want to shift information. 3. Click next to the investment demand entity for which you want to shift financial data Planview, Inc. Confidential REV A

81 Investment and Capacity Planning 4. Click Open Financial Planning. 5. In the Financial Planning Detail screen that appears, click Manage Plan > Shift Financial Plan. 6. In the Start and Finish lists for the Between These Months option, select the dates from which you want to move financial data for the investment demand entity. 7. In the Start and Finish lists for the To These Months option, select the dates to which you want to move financial data for the investment demand entity. 8. To shift data for dates before the selected start date, select the Shift Values Prior to Start check box. Clearing the check box prevents data before the start period from changing. Note: When you shift data backward in time, the data cannot be shifted into a noneditable period. If this would occur otherwise, data for those periods is combined into the first editable period. 9. Click Save. Warning: After you click Save, you cannot cancel your shifting updates. Understand What Is Updated as You Make Changes in Investment and Capacity Planning The following table summarizes what is updated as you make changes on the Investment and Capacity Planning screen: If You... Change the investment approval status value or priority value of an investment demand entity. Shift demand financial data. Then... Data is updated as follows depending on the screen on which you make the change. Only your current investment and capacity planning scenario is updated if you make the change on the Investment and Capacity Planning screen. All scenarios within any Planning portfolio that includes the entity are updated if you make the change on the entity's View screen or Detail screen. This is true even if you access the entity's Detail screen from within the Investment and Capacity Planning screen. All data after the shifted period is pushed out month by month. If a labor line that has FTEs, hours, and USD is shifted into the future by six months, effort hours are moved and the FTEs are recalculated in the new period based upon the FTE basis hours of the new time period. Although it is possible to move data to dates outside of your financial-planning horizon, data shifted backward in time cannot be shifted into a non-editable period. In such a situation, data for those periods is combined into the first editable period. Capacity and demand financial data and investment and capacity planning alerts are recalculated. REV A Planview, Inc. Confidential 81

82 Reviewing a Gantt Chart in Investment and Capacity Planning (Introduction) If You... Update capacity and demand data by accessing the financial plan. Update demand data by editing cells on the Investment and Capacity Planning screen. Change account line attributes. Clear investment and capacity planning decisions. Then... The Investment and Capacity Planning screen is updated with the changes as you save them on the Financial Planning Detail screen. Your financial plan and the Investment and Capacity Planning screen are updated when investment and capacity planning saves your change. Subtotals, columns relevant to the changes you made, and investment and capacity planning alerts an administrator enabled are recalculated. The Investment and Capacity Planning screen is then updated in the following manner: Only data within the editable period of the relevant financial plan are updated with the changes you make to the account line attributes of demand included in an investment and capacity planning scenario. If the attribute changes you make on a line match the attribute values of an existing line, the modified line's values are added to those on the other line. In addition, the modified line is removed from the view. Line attribute changes do not affect the read-only cells of the investment plan. Summary lines, remaining target lines, and investment and capacity planning alerts are recalculated. The Investment and Capacity Planning screen's relevant views are updated to reflect any modified investment approval status and priority values. In some cases, an investment is displayed within a view in a different tray or section than the one it was listed in before you cleared the decisions. This is because the investment approval status helps determine which tray or section an investment is listed. Reviewing a Gantt Chart in Investment and Capacity Planning (Introduction) In investment and capacity planning, you can access a Gantt chart containing bars that represent date ranges relevant to investment demand entities (strategies, projects, or products) included in an investment and capacity planning scenario Planview, Inc. Confidential REV A

83 Investment and Capacity Planning The Gantt chart's dates are based on the planning horizon defined in the Planning portfolio for which investment and capacity planning is displaying information. The Gantt chart does not include information for dates that fall before or after the portfolio's planning horizon but are within the planning horizon of the portfolio's financial-planning model. Note: Dates are displayed on the Gantt chart in terms of full periods (months, quarters, or years) even if the dates defined for an investment demand entity are actual calendar dates. Therefore, periods that start or finish in the middle of a month, quarter, or year are displayed as the full month, quarter, or year. For investment and capacity planning, the underlying dates for projects and products are converted from a specific date into months. The steps you take to access the Gantt chart depend on whether you are using the Investment and Capacity Planning screen or Investment Planning Manager. To review the Gantt chart on the Investment and Capacity Planning screen: 1. Navigate to the Investment and Capacity Planning screen as described in Investment and Capacity Planning Screen Basics. 2. On the Pivot list, click Analyze. 3. On the context bar, click Scenario and then click the appropriate scenario. 4. Expand the Gantt chart pane if it is collapsed. The Gantt chart pane is displayed to the right of the list of investments and the columns selected in the current column set. The Gantt chart displays information relevant to the demand entities included in the screen's Above the Line tray or Below the Line tray. A demand entity's bar in the Gantt chart represents the dates that span from the first and last periods in which there is financial data entered for that entity within the scenario. 5. If you want to display text showing the start and finish date of the portfolio's financial plan and the dates that define an entity's date range, rest the cursor over the appropriate bar. 6. If you want to change the Gantt chart's timescale, click and then click Months, Quarters, or Years. Tip! You can scroll to additional time periods by using either of the horizontal scroll bars. To review the Gantt chart in Investment Planning Manager: 1. Navigate to Investment Planning Manager as described in About Investment Planning Manager. 2. If the Investment Decisions tray is not currently displayed in the right pane, select the Investment Decisions check box. 3. In the left pane, select the investment plan version or appropriate scenario. REV A Planview, Inc. Confidential 83

84 Dates that Define Target Date Ranges in Investment Planning Manager 4. To switch between displaying dates in the Investment Decisions tray in either a text format or the Gantt chart, click. For information on the dates on which the Gantt chart's target date ranges are based, see Dates that Define Target Date Ranges in Investment Planning Manager. The Gantt chart uses the following colors to indicate the investment approval status of the relevant investment demand entity: Green - Accept Amber - Analyze Light Green - Conditional Gray - Refuse 5. If you want to change the Gantt chart's timescale, click the Timescale list in the left pane and then click Months, Quarters, or Years. Tip! You can scroll to additional time periods by using the Gantt chart's horizontal scroll bar. Dates that Define Target Date Ranges in Investment Planning Manager The following table describes rules that help govern the displaying of the dates represented by the schedule bars of the Gantt chart in Investment Planning Manager. If the Gantt chart does display a schedule bar for an investment demand entity, the dates that are the basis of the entity's target date range depend on whether there are dates entered for that entity in the version or scenario for which the Gantt chart is displaying information. If There Are And Then the Gantt Chart No dates on the strategy, project, or product. Dates on the strategy, project, or product. No dates are defined for the strategy, project, or product by the selected version or scenario. No separate dates are defined for the strategy, project, or product by the selected version or scenario. Dates are defined for the strategy, project, or product by the selected version or scenario. Does not include a schedule bar for that strategy, project, or product. Displays a schedule bar representing the dates from the underlying strategy, project, or product. For more information on those dates, see the table that follows this one. Displays a schedule bar representing the dates from the relevant version or scenario Planview, Inc. Confidential REV A

85 Investment and Capacity Planning For those instances in which a demand entity's target date ranges are based on dates from an underlying strategy, project, or product, the system uses the set of dates defined on the entity's View and Detail screens. The following table identifies which set of dates define the target date ranges of each type of demand entity. Note: Publishing an investment and capacity planning scenario can update the target dates of demand entities. For more information, see Publishing the Current Version of an Investment Plan as the Official Plan in the Strategic Management Guide. Demand Entity Strategy Project Product Date Types Target Start, Target Finish Requested Start, Requested Finish Target Start Date, Target Finish Date Comparisons of Multiple Scenarios (Introduction) Compare multiple investment and capacity planning scenarios to display information that helps you understand the impact that investment decisions within different scenarios have on balancing demand with capacity. Depending on your system's configuration, you can compare the planned investments within different scenarios by using the Investment and Capacity Planning screen or Investment Planning Manager. A comparison of planned investments helps you identify differences relevant to the financial data and investment approval status values of investments within different scenarios. On the Investment and Capacity Planning screen, the comparison also indicates whether the ranking values of the compared scenarios' investments are the same or different. In Investment Planning Manager, the comparison indicates whether the priority values of the compared scenarios' investments are the same or different. On the Investment and Capacity Planning screen, you can compare the approval status values of investments for a set of investment and capacity planning scenarios. This type of comparison helps you evaluate the trade-off of approval decisions for more scenarios than you can evaluate when comparing planned investments. REV A Planview, Inc. Confidential 85

86 Comparing Planned Investments within Scenarios Comparing Planned Investments within Scenarios Required Features Required Global Options Use Investment & Cap. Planning Use Investment and Capacity Planning, which is a Strategic Management option Compare planned investments to display information that can help you identify differences relevant to the financial data, investment approval status, and ranking values of investments you have planned within the investment and capacity planning scenarios you compare. The steps you take to compare planned investments depend on whether you are using the Investment and Capacity Planning screen or Investment Planning Manager. To compare planned investments on the Investment and Capacity Planning screen: 1. Navigate to the Investment and Capacity Planning screen as described in Investment and Capacity Planning Screen Basics. 2. Repeat the following steps as necessary to designate your working scenario and the scenario you want to compare against the working scenario. a. On the context bar, click the Scenario list. b. Click next to the appropriate scenario. Depending on whether you want to use that scenario as your working scenario or the comparison scenario, click Set as Working or Set as Comparison (respectively). The scenario outlined on the Scenario list is the one currently designated as your working scenario, and the scenario that has (Comparison) displayed next to its name on the Scenario list is the one currently designated as the comparison scenario. The scenarios that you can designate as your working scenario or comparison scenario are those that are in the Planning portfolio for which the Investment and Capacity Planning screen is displaying information. 3. On the Pivot list, click Planned Investments. The Planned Investments view shows comparisons of the financial data, investment approval status, and ranking values of the investments within your working scenario and comparison scenario. For more information on the view, see Planned Investments View and Understand the Status Display of Scenario Comparisons. Tip! If you change which scenario you are using as your working scenario or comparison scenario, the view's content changes accordingly. In addition, the working scenario or comparison scenario you replace is removed from the comparison. 4. If you want to change an investment's ranking or status value or adjust your demand or capacity financial data, pivot to the relevant view and then make your changes as needed Planview, Inc. Confidential REV A

87 Investment and Capacity Planning To compare planned investments in Investment Planning Manager: 1. Navigate to Investment Planning Manager as described in About Investment Planning Manager. 2. If the Planning Portfolio Summary and Investment Decisions trays are not currently displayed in the right pane, select the relevant check boxes in the left pane. 3. Repeat the following steps for each scenario or version you want the comparison to include. Note: You can add up to three different items to the comparison. a. In the left pane, click next to the version or other scenario you want to add to the comparison. b. Click Add to Comparison. As you add items to the comparison, their data is displayed side-by-side in the financial-planning columns in the current column set are displayed side-by-side in the Planning Portfolio Summary tray. In addition, the items' Investment Approval Status and Priority columns are displayed side-by-side in the Investment Decisions tray. A column's heading includes the name of the scenario or version for which the column is displaying information. Tip! You can remove an item from the comparison by clicking and then clicking Remove from Comparison. next to that item 4. While assessing the data displayed in the Investment Decisions tray and the impact the different investment decisions have on balancing demand with capacity (which you can view by displaying the Capacity Analysis tray), change the data of the version or other scenario as needed. To do so, click the version or scenario's name in the left pane and then make your edits. REV A Planview, Inc. Confidential 87

88 Comparing Approval Decisions within Scenarios Comparing Approval Decisions within Scenarios Required Features Required Global Options Use Investment & Cap. Planning Use Investment and Capacity Planning, which is a Strategic Management option You can compare a set of investment and capacity planning scenarios to display a summary of approval decisions made across scenarios so that you can evaluate the trade-off of those decisions. This type of comparison lets you compare your working scenario to more than just one scenario. To compare approval decisions for investments within a set of scenarios: 1. Navigate to the Investment and Capacity Planning screen as described in Investment and Capacity Planning Screen Basics in the Strategic Management Guide. 2. Take the following steps to select the set of scenarios you want to compare: a. Click. b. Click the Multi-Comparison tab. The scenarios listed on the tab are those that are in the Planning portfolio for which the Investment and Capacity Planning screen is currently displaying information. c. Drag and drop scenarios to the left or right as needed until the Display box includes the set of scenarios you want to compare. Note: Even if you do not add your working scenario to the Display box, that scenario will be displayed first on the comparison. d. If necessary, drag scenarios up or down in the Display box until they are arranged in the order in which you want them displayed in the comparison. e. Click Save. 3. On the Pivot list, click Approval Decisions. The Approval Decisions view that appears displays the investment approval status of each investment within the different scenarios of your scenario set. The view includes a column for each of those scenarios. An investment's approval status and whether it varies within the different scenarios helps determine the section in which an investment is listed. For more information on the view's different sections, see Understand the Status Display of Scenario Comparisons in the Strategic Management Guide. You can expand and collapse the view's sections. 4. If you want to change the status value of any investments within a particular scenario, click Analyze on the Pivot list so you can make your changes. Note: If the scenario you need to modify is not your working scenario, you will need to click the Scenario list before making your changes Planview, Inc. Confidential REV A

89 Investment and Capacity Planning Understand the Status Display of Scenario Comparisons On the Investment and Capacity Planning screen, the Planned Investments view's bottom tray and the Approval Decisions view include the sections described in the following table. The order in which investments are listed within a section depends on whether investments are ranked in the working scenario. If that scenario's investments are ranked, they are listed in a section according to that ranking. Otherwise, investments are listed alphabetically in a section. Cell colors vary by status values. Section Above the Line Trade-off between Scenarios Below the Line in All Scenarios Description Includes investments with an investment approval status of Accept or Conditional in all of the scenarios included in the comparison. In the Planned Investments view, this section includes all investments that have investment approval status values that differ in your working scenario and comparison scenario. This section also includes an investment if it is not in both of the compared scenarios. In the Approval Decisions view, this section includes all investments that have investment approval status values that are not the same in all the scenarios in the scenario set. This section also includes an investment if it is not in all of the compared scenarios. Includes investments with an investment approval status of Analyze or Refuse in all of the scenarios included in the comparison. Comparisons of an Investment Plan to Its Work Plan Data (Introduction) When creating or updating an investment plan, you can compare that plan with its work plan data. The comparison can be for a portfolio of demand entities, a particular demand entity, or data specific to a line on a demand entity. Such comparisons help you understand how an investment plan's information for a given item differs from the item's underlying work plan data. By determining where variances exist, you can take action to better align your investment plan with your work plan. REV A Planview, Inc. Confidential 89

90 Comparing Data for a Portfolio of Demand Entities Comparing Data for a Portfolio of Demand Entities Required Features Required Global Options Prerequisites View Resource Rates and Cost and the following View Financial Plans feature that corresponds to the type of financial-planning model in use: Strategy - View Strat. Financial Plans. Work - View Work Financial Plans. Product - View Product Financial Plans. Note: Your administrator can restrict access to the Compare Investment and Capacity Plan screen by setting the Compare Work Feature on the financialplanning model. If set, the selected feature is required in addition to the features listed above. Expand labor lines: View Resource Rates and Cost. Expand non-labor lines: Manage Expenditures. Use Financial Management, Use Financial Management-Financial Planning. Use Investment and Capacity Planning, which is a Strategic Management option. Compare expenditures: Use Expenditures; otherwise, the screen displays only Labor data. Read-only grant or read/write grant to the strategy, project, or product being compared. Microsoft Silverlight, which you can install as discussed in the Getting Started Guide. You can compare an overall investment plan for all planned investments within a portfolio to the underlying work plans (work data that applies to each demand entity). The steps you take to make such a comparison depend on whether you are using the Investment and Capacity Planning screen or Investment Planning Manager. To compare data for a portfolio of demand entities on the Investment and Capacity Planning screen: 1. Navigate to the Investment and Capacity Planning screen as described in Investment and Capacity Planning Screen Basics in the Strategic Management Guide. 2. On the context bar, click the Scenario list. 3. Next to the appropriate scenario, click and then click Compare to Work Plan. For information on the screen that appears, see About the Compare Financial Plan and Compare Investment and Capacity Plan Screens in the Financial Management Guide Planview, Inc. Confidential REV A

91 Investment and Capacity Planning To compare data for a portfolio of demand entities through Investment Planning Manager: 1. Navigate to Investment Planning Manager as described in About Investment Planning Manager in the Strategic Management Guide. 2. In the left pane, click next to the current version of the investment plan. 3. Click Compare Version to Work Plan. For information on the screen that appears, see About the Compare Financial Plan and Compare Investment and Capacity Plan Screens in the Financial Management Guide. Comparing Data for a Demand Entity Required Features Required Global Options Prerequisites View Resource Rates and Cost and the following View Financial Plans feature that corresponds to the type of financial-planning model in use: Strategy - View Strat. Financial Plans. Work - View Work Financial Plans. Product - View Product Financial Plans. Note: Your administrator can restrict access to the Compare Investment and Capacity Plan screen by setting the Compare Work Feature on the financialplanning model. If set, the selected feature is required in addition to the features listed above. Expand labor lines: View Resource Rates and Cost. Expand non-labor lines: Manage Expenditures. Use Financial Management, Use Financial Management-Financial Planning. Use Investment and Capacity Planning, which is a Strategic Management option. Compare expenditures: Use Expenditures; otherwise, the screen displays only Labor data. Read-only grant or read/write grant to the strategy, project, or product being compared. Microsoft Silverlight, which you can install as discussed in the Getting Started Guide. REV A Planview, Inc. Confidential 91

92 Comparing Data for a Demand Entity You can compare the current investment plan of a particular demand entity (such as, a strategy, project, or product) to its underlying work assignments and expenditures. The steps you take to make such a comparison depend on whether you are using the Investment and Capacity Planning screen or Investment Planning Manager. To compare data for a particular demand entity on the Investment and Capacity Planning screen: 1. Navigate to the Investment and Capacity Planning screen as described in Investment and Capacity Planning Screen Basics in the Strategic Management Guide. 2. On the context bar, click the Scenario list and then click the appropriate scenario. 3. On the Pivot list, click Rank, Analyze, or Balance. 4. Next to the appropriate demand entity, click and then click Compare Scenario to Work Plan. Note: The Compare Scenario to Work Plan option is available only on those entities for which the value of Demand is listed in the Portfolio/Planned column. For information regarding the screen that appears, see About the Compare Financial Plan and Compare Investment and Capacity Plan Screens in the Financial Management Guide. To compare data for a particular demand entity through Investment Planning Manager: 1. Navigate to Investment Planning Manager as described in About Investment Planning Manager in the Strategic Management Guide. 2. In the Investment Decisions tray, click next to the appropriate demand entity. 3. Click Compare to Work Plan. For information regarding the screen that appears, see About the Compare Financial Plan and Compare Investment and Capacity Plan Screens in the Financial Management Guide Planview, Inc. Confidential REV A

93 Investment and Capacity Planning Comparing Data for a Specific Line on a Demand Entity Required Features Required Global Options Prerequisites View Resource Rates and Cost and the following View Financial Plans feature that corresponds to the type of financial-planning model in use: Strategy - View Strat. Financial Plans. Work - View Work Financial Plans. Product - View Product Financial Plans. Note: Your administrator can restrict access to the Compare Investment and Capacity Plan screen by setting the Compare Work Feature on the financialplanning model. If set, the selected feature is required in addition to the features listed above. Expand labor lines: View Resource Rates and Cost. Expand non-labor lines: Manage Expenditures. Use Financial Management, Use Financial Management-Financial Planning. Use Investment and Capacity Planning, which is a Strategic Management option. Compare expenditures: Use Expenditures; otherwise, the screen displays only Labor data. Read-only grant or read/write grant to the strategy, project, or product being compared. Microsoft Silverlight, which you can install as discussed in the Getting Started Guide. You can compare data for an account line relevant to a demand entity to that entity's underlying work assignments or expenditures. The steps you take to make such a comparison depend on whether you are using the Investment and Capacity Planning screen or Investment Planning Manager. To compare data for a particular account line on the Investment and Capacity Planning screen: 1. Navigate to the Investment and Capacity Planning screen as described in Investment and Capacity Planning Screen Basics in the Strategic Management Guide. 2. On the context bar, click the Scenario list and then click the appropriate scenario. 3. On the Pivot list, click Balance. 4. Expand the demand entity until its lowest level displays. REV A Planview, Inc. Confidential 93

94 Managing Investment and Capacity Planning Scenarios (Introduction) 5. On the appropriate row, click and then click Compare Line to Work Plan. Note: The Compare Line to Work Plan option is available only on planning lines for which the value of Line is listed in the Portfolio/Planned column. For information regarding the screen that appears, see About the Compare Financial Plan and Compare Investment and Capacity Plan Screens in the Financial Management Guide. To compare data for a particular account line through Investment Planning Manager: 1. Navigate to Investment Planning Manager as described in About Investment Planning Manager in the Strategic Management Guide. 2. In the Capacity Analysis tray, expand the demand entity until its lowest level displays. 3. On the appropriate row, click and then click Compare Line to Work Plan. For information regarding the screen that appears, see About the Compare Financial Plan and Compare Investment and Capacity Plan Screens in the Financial Management Guide. Managing Investment and Capacity Planning Scenarios (Introduction) In addition to its shared scenario, a Planning portfolio can include other investment and capacity planning scenarios that are added by you or other users who have access to the portfolio. It is in these scenarios that you and other users should model and evaluate different investment decisions and various approaches to balancing capacity with demand in a what-if environment. Data in those scenarios can be modified without affecting the corresponding data in the portfolio's relevant financial plan as changes are made. If you or another user who has access to the portfolio determines that a particular scenario presents the best investment plan, that scenario can be published and thereby shared with other users as your organization's investment plan. On the Investment and Capacity Planning screen, you can refresh a scenario to update its demand information with relevant changes that are applicable to the current portfolio. You can also refresh a scenario to update its capacity information with relevant changes made on the Financial Planning Detail screen. You cannot refresh a scenario in Investment Planning Manager. Investment and capacity planning also lets you edit the properties of a Planning portfolio's shared scenario or any other scenario within that portfolio. You can also delete scenarios. Note: Selecting a different scenario or editing, refreshing, or deleting a scenario while you are responding to an investment and capacity planning alert hides data relevant to that alert Planview, Inc. Confidential REV A

95 Investment and Capacity Planning Adding Investment and Capacity Planning Scenarios Required Features Required Global Options Use Investment & Cap. Planning Use Investment and Capacity Planning, which is a Strategic Management option You add an investment and capacity planning scenario by basing it on another scenario. Doing so copies the investment approval status values, priority values, and financialplanning data from the selected scenario to the new scenario. The steps you take to add a scenario depend on whether you are using the Investment and Capacity Planning screen or Investment Planning Manager. To add a scenario on the Investment and Capacity Planning screen: 1. Navigate to the Investment and Capacity Planning screen as described in Investment and Capacity Planning Screen Basics. Users who have access to the portfolio you select when navigating to the screen will also have access to the scenario you add. 2. On the context bar, click the Scenario list. 3. If the scenario you want to use as the basis of the new scenario is not the one currently selected on the Scenario list, select the appropriate scenario and then click the Scenario list. 4. Click New Scenario. 5. Type a scenario name. The scenario's name must be different from the shared scenario or any other scenario in the selected portfolio. The scenario's name, however, can be the same as the name of another portfolio's scenario. 6. On the First Editable Period list, click the first time period in which you or other users who have access to the scenario are to be allowed to make changes to the scenario's data and attributes. The scenario's first editable period helps determine when the system starts calculating some alerts for that scenario. For more information, see Understand Investment and Capacity Planning Alerts. 7. If necessary, type a different discount rate to change the one used in the calculation of subtotal and calculated financial-planning columns. A scenario uses the discount rate of the financial-planning version by default. REV A Planview, Inc. Confidential 95

96 Adding Investment and Capacity Planning Scenarios 8. If you want to change the scenario's color, click the button next to the Scenario Color box and then click your color shade choice in the color gradient that appears. Adjust how light or dark the color is by clicking and sliding it up or down. Note: You can assign a specific hexadecimal color value to the scenario by typing that value in the Scenario Color box. Tip! Using different colors for different scenarios can help you later quickly identify the shared scenario from other scenarios on the Scenario list. 9. Click Save. The new scenario becomes the working scenario. To add a scenario in Investment Planning Manager: 1. Navigate to Investment Planning Manager as described in About Investment Planning Manager. Users who have access to the portfolio you select when navigating to Investment Planning Manager will also have access to the scenario you add. 2. Select the scenario on which you want to base the new scenario. 3. In the left pane, click Add Scenario. 4. Type a scenario name. The scenario's name must be different from the version or any other scenario in the selected portfolio. The scenario's name, however, can be the same as the name of another portfolio's scenario. 5. Select a color for the scenario. Tip! After a scenario is added, its color is applied to the right-pane's border while that scenario is selected in the left pane. The color is also applied to the scenario's relevant column headings when the scenario is included in a comparison. Using a different color for each scenario helps you quickly identify which scenario is selected in the left pane without having to look at that pane's list of scenarios. 6. Select the first time period in which you or other users who have access to the scenario are to be allowed to make changes to the scenario's data and attributes. 7. If necessary, type a different discount rate to change the one used in the calculation of subtotal and calculated financial-planning columns. A scenario uses the discount rate of the financial-planning version by default. 8. Click Save Planview, Inc. Confidential REV A

97 Investment and Capacity Planning Refreshing an Investment and Capacity Planning Scenario Required Features Required Global Options Use Investment & Cap. Planning Use Investment and Capacity Planning, which is a Strategic Management option Refresh an investment and capacity planning scenario to update its demand information, capacity information, or both. When refreshing a scenario, you specify which of the following types of changes you want the refresh to include: New demand entities that meet the scenario's Planning portfolio definition and were added to the system since the scenario was created or the last time it was refreshed. Note: A demand entity is considered to be added to the system when that entity is included within a shared scenario. Update the scenario's existing financial demand data with relevant changes made since that scenario was created or the last time it was refreshed. Update the scenario's financial capacity data with relevant changes made since that scenario was created or the last time it was refreshed. The refresh includes changes regarding new capacity entities as well as the scenario's existing financial capacity data. Note: You do not need to refresh shared scenarios because they already include the data that is updated during a refresh. In addition, refreshing a scenario does not update the scenario with changes made to an existing entity's investment approval status value or priority value. For information on the investment approval status and priority values that are used if a scenario is updated with new entities, see Understand Where Investment and Capacity Planning Obtains Its Information. The steps you take to refresh a scenario depend on whether you want to update only its demand information, both the demand and capacity information of the scenario, or only its capacity information. To refresh a scenario to update only its demand information: 1. Navigate to the Investment and Capacity Planning screen as described in Investment and Capacity Planning Screen Basics. 2. On the context bar, click the Scenario list. 3. Next to the appropriate scenario, click and then click Refresh. 4. Depending on what type of demand information you want the refresh to include, take the appropriate action: To update the scenario with only relevant new demand entities, click Refresh new demand only. To update the scenario with relevant new demand entities and changes made to the scenario's existing financial demand data, click Refresh all demand. 5. Click Apply. REV A Planview, Inc. Confidential 97

98 Editing an Investment and Capacity Planning Scenario's Properties To refresh a scenario to update its demand and capacity information: 1. Navigate to the Investment and Capacity Planning screen as described in Investment and Capacity Planning Screen Basics. 2. On the context bar, click the Scenario list. 3. Next to the appropriate scenario, click and then click Refresh. 4. Depending on what type of demand information you want the refresh to include, take the appropriate action: To update the scenario with relevant new demand entities, click Refresh new demand only. To update the scenario with relevant new demand entities and changes made to the scenario's existing financial demand data, click Refresh all demand. 5. Select the Refresh Capacity check box. 6. Click Apply. To refresh a scenario to update only its capacity information: 1. Navigate to the Investment and Capacity Planning screen as described in Investment and Capacity Planning Screen Basics. 2. On the context bar, click the Scenario list. 3. Next to the appropriate scenario, click and then click Refresh. 4. If an option in the Refresh demand options section is currently selected, click the relevant button so that it is no longer black. 5. Select the Refresh Capacity check box. 6. Click Apply. Editing an Investment and Capacity Planning Scenario's Properties Required Features Required Global Options Use Investment & Cap. Planning Use Investment and Capacity Planning, which is a Strategic Management option You can change an investment and capacity scenario's name, color, first editable time period, and discount rate. The steps you take to edit such properties depend on whether you are using the Investment and Capacity Planning screen or Investment Planning Manager. To edit a scenario's properties on the Investment and Capacity Planning screen: 1. Navigate to the Investment and Capacity Planning screen as described in Investment and Capacity Planning Screen Basics. 2. On the context bar, click the Scenario list. 3. Next to the appropriate scenario, click and then click Edit Planview, Inc. Confidential REV A

99 Investment and Capacity Planning 4. Make changes to the scenario's properties as you do when adding an investment and capacity planning scenario through the Investment and Capacity Planning screen. 5. Click Save. To edit a scenario's properties in Investment Planning Manager: 1. Navigate to Investment Planning Manager as described in About Investment Planning Manager. 2. In the left pane, click next to the scenario and then click Edit Scenario Properties. 3. Make changes to the scenario's properties as you do when adding an investment and capacity planning scenario through Investment Planning Manager. 4. Click Save. Deleting an Investment and Capacity Planning Scenario Required Features Required Global Options Use Investment & Cap. Planning Use Investment and Capacity Planning, which is a Strategic Management option Although you can create many investment and capacity planning scenarios within a Planning portfolio, it is best to remove any scenarios no longer being used. The steps you take to delete a scenario depend on whether you are using the Investment and Capacity Planning screen or Investment Planning Manager. To delete a scenario on the Investment and Capacity Planning screen: 1. Navigate to the Investment and Capacity Planning screen as described in Investment and Capacity Planning Screen Basics. 2. On the context bar, click the Scenario list. 3. Next to the appropriate scenario, click and then click Delete. You cannot delete the shared scenario and working scenario. 4. Click OK. If you deleted the comparison scenario, the shared scenario automatically becomes the comparison scenario. To delete a scenario in Investment Planning Manager: 1. Navigate to Investment Planning Manager as described in About Investment Planning Manager. 2. In the left pane, click next to the appropriate scenario and then click Delete Scenario. 3. Click OK. REV A Planview, Inc. Confidential 99

100 Publishing in Investment and Capacity Planning (Introduction) Publishing in Investment and Capacity Planning (Introduction) You can publish the shared scenario or another investment and capacity planning scenario within a Planning portfolio to which you have access. Publish a scenario when you are ready to update a Planning portfolio's relevant demand and capacity entities or their financial plans with any of the following data from the scenario: investment decisions (investment approval status and priority), investment demand financial data, and capacity financial data. Publishing a shared scenario makes its information available to other users in your organization even if they do not have access to investment and capacity planning. When you publish a scenario that is not the shared scenario, you publish it to the shared scenario. Therefore, the published capacity and demand data is available to other users who can access that data from another Planning portfolio based on the same financial-planning version as the one the published scenario's portfolio uses. Depending on your system's configuration, you publish scenarios from the Investment and Capacity Planning screen or Investment Planning Manager. An administrator can also publish a proposed investment plan represented by a given financial-planning version to make the investment plan your organization's official plan. In this publishing operation, the system ensures that the investment plan serves as a snapshot for investment decisions made during investment and capacity planning. As part of publishing an investment plan, an administrator can copy updated investment demand from the investment plan's relevant financial-planning version to another version. An administrator does so by copying data from one financial plan to another financial plan as described in Configuring Versions of a Financial Planning Model Planview, Inc. Confidential REV A

101 Investment and Capacity Planning Publishing a Scenario from the Investment and Capacity Planning Screen Required Features To publish investment decisions: Use Investment & Cap. Planning. To publish investment demand: Use Investment & Cap. Planning and whichever of the following edit financials feature is specified for the scenario's financial-planning model: Strategies: Edit Strat. Financial Plans. Work: Edit Work Financial Plans. Products: Edit Product Financial Plans. Note: If an edit financials feature is also specified for the version the scenario uses, the version's feature is also needed when you are modifying data on a version. To publish capacity: Use Investment & Cap. Planning and the edit financial plans feature relevant to the financial-planning model used for capacity. The edit financials feature is one of those listed above. Required Global Options Prerequisites Use Investment and Capacity Planning, which is a Strategic Management option. Read/write grants to all investment demand entities (strategies, projects, or products) affected by the investment plan. The following procedure describes using the Investment and Capacity Planning screen to publish the shared scenario or another investment and capacity planning scenario so you can update capacity and demand data. For information on using Investment Planning Manager to perform that task, see Publishing a Scenario from Investment Planning Manager. Warning: It is possible that multiple scenarios within the same Planning portfolio could be published to that portfolio's shared scenario. In that case, the portfolio's shared scenario is updated with the published data from whichever scenario is published last in that portfolio. It is also possible that shared scenarios of different Planning portfolios are based on the same financial-planning version. If more than one of those shared scenarios are published, the financial-planning version and relevant demand entities are updated with the data from whichever one of those shared scenarios is published last. To publish a scenario to update capacity and demand data: 1. Navigate to the Investment and Capacity Planning screen as described in Investment and Capacity Planning Screen Basics. 2. On the context bar, click the Scenario list. REV A Planview, Inc. Confidential 101

102 Publishing a Scenario from the Investment and Capacity Planning Screen 3. Next to the appropriate scenario, click and then click Publish. 4. Depending on whether the scenario you are publishing the shared scenario, take the appropriate action: If the selected scenario is the shared scenario and you want to share its demand entities' investment approval status and priority values with other users in your organization, click Yes. The definitions of the relevant demand entities are updated with the scenario's investment approval status and priority values. The published data is available to all users who can access those demand entities. If the selected scenario is not the shared scenario, specify what data in that scenario you want to publish by setting options as described in the table that follows this procedure. The following table describes the options that appear when you are publishing a scenario that is not a shared scenario. As the table indicates, the shared scenario is updated whenever you publish a scenario's capacity or demand financial data. For investment decisions (investment approval status and priority values) you can designate whether you want to publish them. If you publish investment decisions, you designate whether you want to publish them to only the shared scenario or to both the shared scenario and the definitions of the relevant demand entities. Note: Publishing a scenario's information to a shared scenario updates the financial-planning version specified for the published scenario's portfolio. Therefore, the published capacity and demand data is available to other users who can access that data from another Planning portfolio based on the same financial-planning version as the one the scenario's portfolio uses. Option Both the Shared Scenario and Demand Only the Shared Scenario Do Not Publish Investment Decisions Description Publishes the scenario's investment approval status and priority values to the shared scenario and the definitions of the demand entities within the published scenario. The published data is available to all users who can access the relevant demand entities even if those users do not have access to investment and capacity planning. Publishes the scenario's investment approval status and priority values to the shared scenario. Publishes the scenario's financial data to the shared scenario without publishing the investment approval status and priority values of the demand entities within the published scenario Planview, Inc. Confidential REV A

103 Investment and Capacity Planning Option Financial Planning Capacity Financial Planning Demand Description Publishes the scenario s capacity financial data to the shared scenario and thereby updates the financial-planning version specified in the definition of the Planning portfolio selected on the Investment and Capacity Planning screen. Publishes the demand financial data to the shared scenario and thereby updates the financial-planning version specified in the definition of the Planning portfolio selected on the Investment and Capacity Planning screen. Publishing a Scenario from Investment Planning Manager Required Features To publish investment decisions: Use Investment & Cap. Planning. To publish investment demand: Use Investment & Cap. Planning and whichever of the following edit financials feature is specified for the scenario's financial-planning model: Strategies: Edit Strat. Financial Plans. Work: Edit Work Financial Plans. Products: Edit Product Financial Plans. Note: If an edit financials feature is also specified for the version the scenario uses, the version's feature is also needed when you are modifying data on a version. To publish capacity: Use Investment & Cap. Planning and the edit financial plans feature relevant to the financial-planning model used for capacity. The edit financials feature is one of those listed above. Required Global Options Prerequisites Use Investment and Capacity Planning, which is a Strategic Management option. Read/write grants to all investment demand entities (strategies, projects, or products) affected by the investment plan. The following procedure describes using Investment Planning Manager to publish an investment and capacity planning scenario. For information on using the Investment and Capacity Planning screen to perform that task, see Publishing a Scenario from the Investment and Capacity Planning Screen in the Strategic Management Guide. To publish a scenario to update capacity and demand data: 1. Navigate to Investment Planning Manager as described in About Investment Planning Manager in the Strategic Management Guide. REV A Planview, Inc. Confidential 103

104 Publishing the Current Version of an Investment Plan as the Official Plan 2. In the left pane, click next to the selected scenario and then click Publish Scenario to Version. 3. Depending on the type of data you want to publish, take the appropriate action: Select the Investment Decisions check box if you want to publish the investment approval status and priority values displayed in the Investment Decisions tray. Select the Investment Demand check box if you want to publish the Capacity Analysis tray's investment demand data. Select the Capacity check box if you want to publish the start and finish target dates displayed in the Capacity Analysis tray, and also publish the tray's financial data that is relevant to capacity and was entered in the Financial Planning Detail screen. 4. Click Save. Publishing the Current Version of an Investment Plan as the Official Plan Required Features Required Global Options Prerequisites As an administrator: Administer Financial Planning. The features users need depends on the information they want to publish. To publish investment approval status or priority, users need Use Investment & Cap. Planning, Make Investment Decisions, and the relevant modify attributes feature, which is one of the following: Strategies: Modify Strategic Attributes. Work: Modify Project Attributes. Products: Modify Product Attributes. To publish investment demand and capacity, users need Use Investment & Cap. Planning, Make Investment Decisions, and the relevant edit financial plans feature, which is one of the following: Strategies: Edit Strat. Financial Plans. Work: Edit Work Financial Plans. Products: Edit Product Financial Plans. Use Investment and Capacity Planning, which is a Strategic Management option. If you are a user rather than an administrator, you have read/write grants to all investment demand entities (strategies, projects, or products) affected by the investment plan Planview, Inc. Confidential REV A

105 Investment and Capacity Planning Publishing an investment plan as the official plan updates the status and priority of the demand entities within a Planning portfolio for the demand financial plan. The Keep History settings on the investment status and priority fields of the financial-planning version are respected during publishing. Note: The start and finish target dates of the demand entities are also updated when Investment Planning Manager is used to publish an investment plan as the official plan. Those dates, however, are not updated when the Investment and Capacity Planning screen is used to publish an investment and capacity planning scenario. Warning: If another Planning portfolio is using the same version and both are published, the updating of status, priority, and target date values is based on the settings and screen of the last user who publishes the version. The steps you take to publish an investment plan as the official plan depend on whether you are doing so as an administrator or a user. To publish an investment plan as your organization's official plan if you are an administrator: 1. Click Administration > System Configuration > Financial Management. 2. Click Financial Planning. 3. Click Financial Planning Models. 4. Click next to the financial-planning model you want to publish, and then click Configure Versions. 5. Click next to the financial-planning version you want to publish, and then click Publish Investment and Planning Decisions. 6. On the Planning Portfolio list, click the portfolio that includes the version of the investment plan you want to publish. Note: The Planning Portfolio list is limited to portfolios that use the selected financialplanning model and financial-planning version. 7. Click Save to publish your changes to the relevant investment demand entities. To use Investment Planning Manager to publish an investment plan as your organization's official plan: 1. Navigate to Investment Planning Manager as described in About Investment Planning Manager in the Strategic Management Guide. 2. On the left pane, click next to the current version. Then click Publish Version to Execution. 3. On the Planning Portfolio list, click the Planning portfolio you want to publish. Note: The Planning Portfolio list is limited to portfolios that use the financial-planning model and financial-planning version automatically selected on the Publish This Plan screen. 4. Click Save. REV A Planview, Inc. Confidential 105

106 About Lifecycles and the Publication of the Shared Scenario About Lifecycles and the Publication of the Shared Scenario If lifecycles are enabled, publishing a shared scenario or selecting the Both the Shared Scenario and Demand option or Publish Version to Execution option when publishing another investment and capacity planning scenario affects lifecycles in progress for the investment demand entities in the plan. When the scenario is published, some investment approval status values could have been published previously. For instance, a scenario could have been published at a time when some demand entities still had an investment approval status of Analyze, but those entities have since been set to either Accept or Refuse. Some might have even been changed from Accept to Refuse. The following lifecycle consequences only apply to cases in which an investment approval status previously set on an investment demand entity is different from the value set on that entity within the version of the scenario being published: For any investment demand entities newly marked with an investment approval status of Accept and that have currently active Wait steps for this investment approval, the Wait statement in each such lifecycle is marked as complete and its successor steps are activated. This process can include automatic execution of one or more silent dialog boxes if such dialog boxes are immediate successors. For any investment demand entities newly marked with an investment approval status of Refuse, any currently active lifecycle step is suspended. If there is a secondary segment defined for such a lifecycle in this situation, that secondary segment is activated. For any investment demand entities newly marked with an investment approval status of Conditional, any secondary segment that exists specifically for that Conditional case is activated, but the primary segment is neither suspended nor released from any Wait step. If the primary lifecycle has reached a Wait step for this investment status, it remains there. If it has not reached a Wait step, it continues normally. Warning: Strategic management supports multiple levels of investment analysis with different clones of the Investment Status (Wbs27) alternate structure, but investment and capacity planning supports only the single structure of Investment Approval (OpCapAppr). Therefore, an administrator must define lifecycles in terms of Investment Approval (OpCapAppr) to ensure that publishing an investment and capacity planning scenario works as expected Planview, Inc. Confidential REV A

107 Investment and Capacity Planning About Pending Investments and the Publication of the Official Plan There are special rules around the investment status of Pending that are enforced when an investment plan is published as the official plan. To preserve investment decisions within the shared scenario being published as the official plan, the investment approval status of each demand entity that has a status of Pending is copied back to the scenario if the entity's status is not set in the investment plan or financial-planning version. If this occurs, investment demand entities with an investment approval status of Pending are displayed in the Investment Decisions tray of Investment Planning Manager. Dependencies in Investment and Capacity Planning (Introduction) When making investment decisions, your organization needs to understand the dependencies that could exist between investments under consideration. Is one investment dependent on another? Are two investments redundant with each other? Are there timing implications between the investments? For conceptual information about entity dependencies, see Entity Dependencies in the Getting Started Guide. You review and modify investment dependencies using Investment Planning Manager. Reviewing Investment Dependencies and Identifying Dependency Conflicts When reviewing investments in Investment Planning Manager, you can determine whether specific investment entities have dependencies with other investment entities and check whether those dependencies are valid or have dependency conflicts. Before you can review the connections between investment planning entities in Investment Planning Manager, dependencies must be defined. For more information, see Creating, Reviewing, or Modifying Dependencies between Entities in the Getting Started Guide. REV A Planview, Inc. Confidential 107

108 Reviewing Investment Dependencies and Identifying Dependency Conflicts The table that follows describes the dependency status icons, which are displayed in Investment Planning Manager's Dependency State column when an investment entity has a dependency, and indicate whether the dependency is valid or has a status conflict with another entity. The icon that is displayed is based upon the entity s dependencies (either direct or indirect) in combination with each dependent entity s investment approval status. For an explanation of what Direct Dependency and Indirect Dependency mean, see Entity Dependencies in the Getting Started Guide. Status Icon no icon Description The investment entity is not connected to any other investment entity. Valid dependency: A valid connection exists between the investment entity and another entity. Direct dependency conflict: The investment entity has a dependency conflict with an entity that is directly connected to it. Indirect dependency conflict: The investment entity has a dependency conflict with an entity that is not directly connected to it. By clicking one of the icons described in the preceding table, a screen is displayed which lets you review any dependencies that exist for the selected entity, and resolve any dependency conflicts that exist for the row selected in the top half of the screen. The following figure summarizes the purpose of the various elements this screen includes: Dependencies screen Planview, Inc. Confidential REV A

109 Investment and Capacity Planning Keep the following information in mind when working in the Dependencies screen: Click directly related entities in the View list to display only investments that are directly connected to the currently selected investment. Click all related entities in the View list to display all investments that are directly or indirectly connected to the currently selected investment. Note: When this option is selected, indirectly connected entities are displayed in gray italic text. The entities displayed on the screen's lower section reflect the entities in the row selected in the screen's upper section. Drag the screen's splitter bar to resize the top and bottom of the screen. Entities that are not in the current scenario are indicated by the icon. Dependency conflicts are indicated by a icon and must be resolved in order to make a dependency valid. Click Apply Changes when you are finished making investment status and/or schedule changes, then click Close. Note: Closing the screen without applying your changes causes the changes to not be saved. How Investment Approval Status Impacts Dependencies The system uses investment approval status to help determine whether a dependency between investment entities is valid or has a conflict. A dependency conflict occurs when an entity's investment approval status conflicts with the investment approval status of the entity (or entities) on which it depends. When determining whether there is such a conflict, the system bases that determination on the Investment Approval alternate structure. The table that follows shows example combinations of investment approval statuses that cause a dependency conflict between Entity A and Entity B. If an investment entity has a dependency conflict, you can change its investment approval status to resolve the conflict. For procedures on resolving dependency conflicts, see Resolving Investment Dependency Conflicts in the Strategic Management Guide. Note: Changing an investment entity's status can create a dependency conflict. Should such a conflict occur, you can choose to address the conflict at that time or at a later time. Dependency Type Entity A is Dependent On Entity B Investment Approval Statuses Causing Conflict Entity A is set to Accept; Entity B is not set to Accept Entity A is set to Conditional; Entity B is not set to Accept or Conditional REV A Planview, Inc. Confidential 109

110 Resolving Investment Dependency Conflicts Dependency Type Entity A is Codependent On Entity B Investment Approval Statuses Causing Conflict Entity A is set to Accept; Entity B is not set to Accept Entity A is set to Conditional; Entity B is not set to Conditional Entity B is set to Accept; Entity A is not set to Accept Entity B is set to Conditional; Entity A is not set to Conditional Entity A is Required By Entity B Entity B is set to Accept; Entity A is not set to Accept Entity B is set to Conditional; Entity A is not set to Accept or Conditional Entity A is Redundant With Entity B Entity A is set to Accept or Conditional; Entity B is also set to Accept or Conditional Resolving Investment Dependency Conflicts To pursue dependent entities, you must resolve any dependency conflicts. A dependency conflict occurs when an entity's investment approval status conflicts with the investment approval status of the entity or entities on which it depends. As an example of entities that have a dependency conflict, suppose you are reviewing the dependencies for three investment entities in Investment Planning Manager. Assume the following statements are true: Entity A is dependent on entity B (entity B is required by entity A) Entity B is dependent on entity C (entity C is required by entity B) Indirectly, entity A is dependent on entity C (entity C is required by entity A) For examples of the investment approval status combinations that can create dependency conflicts and for descriptions of the icons shown in the figures that follow, see Reviewing Investment Dependencies and Identifying Dependency Conflicts in the Strategic Management Guide. If entities A, B, and C all have an investment approval status of Accept, the investment dependencies are considered to be valid, as shown in the following figure. This means that no conflict exists between these dependent entities. Valid dependencies Planview, Inc. Confidential REV A

111 Investment and Capacity Planning However, if you were to Refuse entity C, then entities A and B could not be pursued according to their dependencies. This would cause entity C and entity B to be in conflict with each other by a direct connection, and entity C to be in conflict with entity A by an indirect connection. In this case, the investment approval status of entity C causes a dependency conflict between all three entities, even though entity C is not directly connected to entity A. Conflicted dependencies You can resolve the conflict shown in the preceding figure by doing one of the following: Set the investment approval status for entity C to Accept. Set the investment approval status for entities A and B to Refuse, or even to Analyze. Note: Although a scenario might contain dependency conflicts, it can still be published. Resolving Investment Approval Status Conflicts for Dependent Entities Required Features Required Global Options Prerequisites Relevant modify attributes feature, which is one of the following: Work dependencies: Modify Project Attributes. Product dependencies: Modify Product Attributes. Strategic dependencies: Modify Strategic Attributes. If an Edit Financials feature is specified for the version in addition to the feature relevant to the financial-planning model, the version's feature is also needed when you are modifying data on a version. Use Dependencies and the following Strategic Management option: Use Investment and Capacity Planning. You have read/write grants to the dependent entities. The current column set includes the Dependency State column. You are working in an unlocked version of a financial plan that can be edited. To change the investment approval status of a dependent entity: 1. Navigate to Investment Planning Manager as described in About Investment Planning Manager in the Strategic Management Guide. REV A Planview, Inc. Confidential 111

112 Resolving Investment Dependency Conflicts 2. In the Dependency State column, click the dependency icon for the entity you want to modify. For descriptions of the various icons, see Reviewing Investment Dependencies and Identifying Dependency Conflicts in the Strategic Management Guide. 3. On the View list of the Dependencies screen that appears, click view all related entities or only directly related entities (the default). Note: When viewing all related entities, entities with indirect dependencies are indicated with gray italic text. Entities with direct dependencies are indicated with standard black text. 4. If there are multiple rows displayed in the screen's upper section, click the row that contains the entities you want to update. 5. On the Change Status list displayed in the Dependencies screen's lower section, click the appropriate status value. 6. If necessary, toggle between entities by clicking the entity tabs displayed below the screen's splitter bar. Then change the investment approval status on the other entity. 7. Click Apply Changes. 8. Click Close. After the screen refreshes, the dependency status icons for the entities you modified should be, indicating the dependency is valid. If the entities are still in conflict, re-examine their investment approval status and consider changing to a different status. Shifting Target Dates on Dependent Entities Required Features Relevant modify attributes feature, which is one of the following: Work dependencies: Modify Project Attributes. Product dependencies: Modify Product Attributes. Strategic dependencies: Modify Strategic Attributes. If an Edit Financials feature is specified for the version in addition to the feature relevant to the financial-planning model, the version's feature is also needed when you are modifying data on a version. Required Global Options Prerequisites Use Dependencies and the following Strategic Management option: Use Investment and Capacity Planning. You have read/write grants to the dependent entities. The current column set includes the Dependency State column. You are working in an unlocked version of a financial plan that can be edited Planview, Inc. Confidential REV A

113 Investment and Capacity Planning While on the Dependencies screen, you can shift the target dates for the investment planning entities selected in the top of the screen by performing the steps in the following procedure. Changing schedules between dependent entities does not create or resolve dependency conflicts. However, because there might be schedule implications for the dependencies, the ability to shift dates is available on the screen for your convenience. Tip! In Investment Planning Manager, you can also shift target dates for an entity by clicking next to that entity and then clicking Shift Target Dates. Regardless of whether you shift dates on the Dependencies screen or in Investment Planning Manager, the basic function of the screen on which you shift dates is the same. For detailed information about setting or shifting target dates, see Setting or Shifting Target Dates and Shifting Financial Data in Investment Planning in the Strategic Management Guide. To shift target dates for a dependent entity: 1. Navigate to Investment Planning Manager as described in About Investment Planning Manager in the Strategic Management Guide. 2. In the Dependency State column, click the dependency icon for the entity you want to modify. For descriptions of the various icons, see Reviewing Investment Dependencies and Identifying Dependency Conflicts in the Strategic Management Guide. 3. On the View list of the Dependencies screen that appears, click view all related entities or only directly related entities (the default). Note: When viewing all related entities, entities with indirect dependencies are indicated with gray italic text. Entities with direct dependencies are indicated with standard black text. 4. If there are multiple rows displayed in the screen's upper section, click the row that contains the entities you want to shift. 5. Next to Shift Dates in the screen's lower section, click. Information relevant to the target dates of the selected investment entity appears. 6. Change target dates for the selected entity so they align with the dates for its dependent entities. You can change a target date by clicking the relevant list and then clicking the appropriate value. You can also change a target date by typing the appropriate value in the relevant Duration box. 7. If necessary, toggle between entities by clicking the entity tabs displayed below the screen's splitter bar. Then shift the target dates to bring them in alignment with the current entity. 8. Click Apply Changes. 9. Click Close. 10. Refresh the Investment Planning Manager screen. REV A Planview, Inc. Confidential 113

114 About the Investment and Capacity Planning Portlets About the Investment and Capacity Planning Portlets You can add the portlets described in the following table to the Analytics and Reporting Portal dashboards as discussed in Editing an Interactive Dashboard Web Part Page in the Administrator Guide. Portlet Financial Metrics by Scenario Financial Metric by Scenario over Time Investment Breakdown Investment Breakdown Pie Investment Priority Matrix Scenario Priority Matrix Description Bar chart showing a comparison of financialplanning data relevant to multiple investment and capacity planning scenarios. Scenarios are compared by the Planned Cost or Benefit. Line graph showing a comparison over time of a single metric for multiple investment and capacity planning scenario. Scenarios are compared by the Planned Cost or Benefit. Area chart showing the breakdown of financialplanning data over time by an attribute (alternate structure) for a specific investment and capacity planning scenario. Pie chart showing a single investment and capacity planning scenario broken down over time by its attributes (alternate structures). Bubble chart in which multiple investments within a Planning portfolio are compared according to their financial-planning metrics, attributes (alternate structures), and fields. Bubble chart comparing the planned amounts of the investment and capacity planning scenarios within a Planning portfolio. A scenario is compared by financial-planning data and metrics. The chart is only based on financial-planning data and does not support attributes (alternate structures) and fields. Exporting from Investment and Capacity Planning (Introduction) You can export data displayed on the Investment and Capacity Planning screen or Investment Planning Manager to Microsoft Excel. Data displayed on the Investment and Capacity Planning screen can also be exported as Live Analytics slides in new or existing Microsoft PowerPoint files. Live Analytics slides let PowerPoint users and presenters access and interact with the exported data as though they are doing so on the Investment and Capacity Planning screen Planview, Inc. Confidential REV A

115 Investment and Capacity Planning Exporting Data from Investment and Capacity Planning to Microsoft Excel Required Features Required Global Options Use Investment & Cap. Planning Use Investment and Capacity Planning, which is a Strategic Management option The steps you take to export data from investment and capacity planning to Microsoft Excel depend on whether you are using the Investment and Capacity Planning screen or Investment Planning Manager. Note: Exporting data from investment and capacity planning does not include exporting the items discussed in Information Not Exported from Investment and Capacity Planning in the Strategic Management Guide. To export data from the Investment and Capacity Planning screen to Excel: 1. Navigate to the Investment and Capacity Planning screen as described in Investment and Capacity Planning Screen Basics in the Strategic Management Guide. 2. On the Pivot list, click the appropriate view option. 3. If necessary, expand and collapse the screen's content until the data you want to export is displayed. 4. Click Export As, and then click Excel. 5. Save or open the exported data as described in your browser's documentation. The data is exported as an Excel worksheet. Saving exported data saves that information to the browser's default download directory. To export data from Investment Planning Manager to Excel by saving data to an.xml file: 1. Navigate to Investment Planning Manager as described in About Investment Planning Manager in the Strategic Management Guide. 2. Select a column set. If necessary, configure the column set so that Investment Planning Manager displays columns relevant to the information you want to export. Tip! In the exported.xml file, columns appear as they are arranged by default in the column set. If you want columns to appear in a different order in the.xml file, you must edit the actual column set or modify the column order in Excel. 3. Ensure the data you want to export is represented in Investment Planning Manager by editing values, setting preferences, pivoting data in the Capacity Analysis tray, and switching between displaying version and scenario information as necessary. Note: Unsaved changes to cell values are exported, so be careful to cancel any unwanted changes. REV A Planview, Inc. Confidential 115

116 Information Not Exported from Investment and Capacity Planning 4. Click. 5. Save the exported data to an.xml file as discussed in your Microsoft documentation. 6. Click OK. When you open the.xml file in Excel, data exported from Investment Planning Manager is displayed on two worksheets. One worksheet includes information exported from the Planning Portfolio Summary and Investment Decisions trays. The other worksheet contains data exported from the Capacity Analysis tray. Both worksheets identify which portfolio and version or scenario were selected at the time of the export. Information from all of Investment Planning Manager's trays is exported regardless of which View Preferences check boxes are selected or cleared in the left pane. Information Not Exported from Investment and Capacity Planning Information such as the following is not exported when data is exported from investment and capacity planning: The Gantt chart and other schedule data, such as values included in start and finish date columns Cell background color Investment and capacity planning alerts; not relevant to Investment Planning Manager because it does not support such alerts Bold format of cell text if the data was exported from Investment Planning Manager Font style of cell text; for example, an italicized column name that indicates the displayed data is sorted by that column Viewing Brand Impact Data in Investment Planning Manager (Introduction) An administrator can configure Product and Work column sets that support you viewing Brand Impact data in Investment Planning Manager. Such column sets help you understand how specific products and projects impact brand alignment, competitive positioning, and sustainability. To let you view such information, an administrator adds one or more of the following columns to a column set and makes that column set available to investment and capacity planning: Brand Alignment Competitive Impact Manageability Strategic Importance Leverage Sustainability Sustainability Leverage Planview, Inc. Confidential REV A

117 Investment and Capacity Planning Before the relevant data can be displayed in such columns, a Brand Impact scenario must be mapped to the current Planning portfolio. For details, see Mapping Investment Planning Portfolios to Brand Impact Scenarios in the Strategic Management Guide. Note: In Investment Planning Manager, Brand Impact related columns display zeros instead of Brand Impact data if no Brand Impact scenario is associated with the Planning portfolio. Tip! To prevent the data in the Brand Impact columns from rounding up to the next whole number, set the Decimals preference on the Investment Planning Manager Preferences screen to 2, as described in Formatting Investment Planning Manager in the Strategic Management Guide. Mapping Investment Planning Portfolios to Brand Impact Scenarios Required Features Required Global Option Use Strategic Management and Use Investment & Cap. Planning Use Product Portfolio Management To support viewing the Brand Impact scores for a project or product in Investment Planning Manager, the owner of a Planning portfolio maps that portfolio to a specific Brand Impact scenario. To map a Planning portfolio to a Brand Impact scenario: 1. On the Planning menu, click the relevant portfolio and then click Portfolio Definition. The Edit Planning Portfolio screen is displayed. For help with menus, see Menu Basics in the Getting Started Guide. Note: You must have created the portfolio to which you are mapping a scenario. 2. In the Brand Impact Scenario list, click the scenario you want to map to the current Planning portfolio. The scenarios displayed in this list are determined by the type of demand entity (that is, a project or a product) your portfolio uses. 3. Click Save. Note: To view values in Investment Planning Manager for the scenario you mapped, add one or more Brand Impact columns to an Investment Planning Manager column set. For a list of the Brand Impact columns, see Viewing Brand Impact Data in Investment Planning Manager in the Strategic Management Guide. REV A Planview, Inc. Confidential 117

118 Understand Investment and Capacity Planning Alerts (Introduction) Understand Investment and Capacity Planning Alerts (Introduction) An administrator can configure the system to display investment and capacity planning alerts that help you identify capacity spikes and in some cases resolve some issues as you make investment decisions while working in the Investment and Capacity Planning screen. Such an alert is relevant to a financial-planning column or a cost center or other labor line attribute. For a cost center or labor alert, an administrator specifies whether the alert's calculation is based on cost or effort. The settings an administrator makes determines which alerts the screen can display and the information on which each of those alerts is based and calculated. An alert is displayed when the results of its relevant calculation within an investment and capacity planning scenario impact capacity by the threshold the administrator specified for the alert. For example, an administrator can configure an alert to be displayed when the demand for cost centers reaches 75 percent of the capacity available for those cost centers. Information from the Planning portfolio and investment and capacity planning scenario help determine the time periods in which alerts are calculated. For more information, see Understand Where Investment and Capacity Planning Obtains Its Information. The following table describes the different types of alerts that an administrator can configure to be displayed on the Investment and Capacity Planning screen's Alerts pane. Note: In some cases, the Alerts pane lists an alert by a name that reflects the labor line attribute or column the administrator selected when configuring the alert. Suppose an administrator based a % Under Target alert on the Expense Costs column. The name of such an alert is listed on the pane as a numerical value followed by % Expense Costs Under Target (for example, 16% Expense Costs Under Target). This Type of Alert... Count of Cost Center Overutilized Count of Cost Center Overutilized Over Time Count of Labor Attribute Overutilized Indicates... How many cost centers are overutilized during the time frame in which the alert is calculated. This calculation is based on subtotals across the entire time period defined by the relevant Planning portfolio's planning horizon. How many cost centers are overutilized during one of the contiguous monthly periods your administrator defined. These monthly periods are based on the planning horizon of the relevant Planning portfolio. How many items relevant to a particular labor line are overutilized during the time frame in which the alert is calculated. This calculation is based on subtotals across the entire time period defined by the relevant Planning portfolio's planning horizon Planview, Inc. Confidential REV A

119 Investment and Capacity Planning This Type of Alert... Count of Labor Attribute Overutilized Over Time Indicates... How many items relevant to a particular labor line are overutilized during one of the contiguous monthly periods your administrator defined. These monthly periods are based on the planning horizon of the relevant Planning portfolio. % Over Target How much a particular financial-planning column's value is over the target specified in the financial-planning model that the relevant Planning portfolio uses. This calculation is valid only for financial columns an administrator set to minimize. Suppose the specified target is 1 million. If the alert is set to 100 percent, the alert is not displayed until the column's total for investments with a status of Accept or Conditional reaches 1 million. If the alert is set to 110 percent, the alert is displayed when 1.1 million or more is the column's value for the investments. Note: For this type of alert, an administrator should typically enter a value of 100 percent or more. % Under Target How much a particular financial-planning column's value is below the target specified in the financial-planning model that the relevant Planning portfolio uses. This calculation is valid only for financial columns an administrator set to minimize. Suppose the specified target for an expense column is 1 million. If the alert is set to 100 percent, the alert is displayed until the column's total for investments with a status of Accept or Conditional reaches 1 million. To configure an alert that is displayed until the column's total for the investments is 10 percent under the target, set the alert's threshold value to 90 percent. Such an alert is displayed until the column's value for the investments reaches 900 thousand or.9 million. Note: For this type of alert, an administrator should typically enter a value of 100 percent or less. % Short of Target How much a particular financial-planning column's value is below the target specified in the financial-planning model that the relevant Planning portfolio uses. This calculation is valid only for financial columns an administrator set to maximize. Suppose the specified target is 1 million. If the alert is set to 100 percent, the alert is displayed while the column's total for investments with a status of Accept or Conditional is less than 1 million. If the alert is set to 90 percent, the alert is displayed until the column's value for the investments reaches 900 thousand or.9 million. Note: For this type of alert, an administrator should typically enter a value of 100 percent or less. REV A Planview, Inc. Confidential 119

120 Responding to Investment and Capacity Planning Alerts Responding to Investment and Capacity Planning Alerts Required Features Required Global Options Use Investment & Cap. Planning Use Investment and Capacity Planning, which is a Strategic Management option Respond to investment and capacity planning alerts if you want to quickly identify capacity spikes relevant to data entered on a particular labor line or column in a financial plan. In some cases, an alert provides direct access to information that you can edit to resolve issues as you make investment decisions on the Investment and Capacity Planning screen. Note: Your system's configuration determines which alerts can be displayed. If you are unsure whether the system is configured to display any alerts or want to know which ones are enabled to be displayed, contact your administrator. To respond to investment and capacity planning alerts: 1. Navigate to the Investment and Capacity Planning screen as described in Investment and Capacity Planning Screen Basics. 2. On the context bar, click the Scenario list and then click the appropriate scenario. 3. On the Pivot list, click the view in which you want to review the alerts. 4. If the screen includes the Alerts pane and it is collapsed, click the red button (for example, ) displayed on the screen's far right. The number shown on the button varies depending on how many alerts are currently displayed on the pane. For information about the time periods for which the alerts are calculated, see Understand Where Investment and Capacity Planning Obtains Its Information. 5. Click the alert for which you want to review information. Data relevant to the alert's issues is displayed. If the alert has a white background, the system automatically pivots to the screen's Balance view and adjusts its control settings so they correspond to the alert's category, unit, and attribute information. Tip! Scrolling horizontally to a different time period on the Balance view can help you identify capacity spikes and determine why an alert is displayed. If you no longer want to examine such information for an alert, you can click it again so that it does not remain selected. Some other actions, such as refreshing a scenario or changing the view's focus, also clear an alert's selection Planview, Inc. Confidential REV A

121 Investment and Capacity Planning 6. If the selected alert has a white background, resolve the alert's relevant issues by editing data as needed. Items that include data you might want to change to resolve the alert's issues are listed first on the screen. identifies each of those listings and is displayed at the summary levels of relevant time period columns. The alert is recalculated as you edit cells or make other changes that help resolve the alert's issues. After all of the relevant issues are resolved, the number displayed on the Alerts pane's red button is decreased. The alert is also removed from the Alerts pane if there are no other alerts of the same type. Actions that Hide Data Displayed for an Alert Performing any of the following actions while you are reviewing or resolving an alert hides data displayed for that alert: Clicking another alert or the same alert on the Alerts pane Pivoting to another view Changing the Balance view's primary focus by making a different attribute as the first one listed in the Focus section of the Balance view control Selecting settings on the Balance view control that do not correspond to the alert's category or unit information Selecting a different investment and capacity planning scenario Using the Scenario action menus to edit, refresh, or delete a scenario About Investment Planning Manager (Introduction) Investment Planning Manager lets you evaluate investments, decide which ones to pursue, and determine the best approach to aligning resources for those investments. While working in Investment Planning Manager, you analyze capacity to compare your organization s capacity for strategies, work, products, or cost centers against your organization's demand from strategic, work, or product entities. You can analyze capacity and demand data in multiple ways by examining different capacity and demand dimensions. While evaluating investments, you can evaluate key attributes and measures, as well as the dependencies between investment entities. The analysis accounts for the impact of standard activities on overall capacity. Investment Planning Manager lets you define an investment plan in a shared environment (through financial-planning versions) or investment and capacity planning scenarios that are portfolio specific. When working in a shared environment, you and other users review the same proposed investment plan so that each of you can examine those portions that affect your respective areas. Defining an investment plan through portfolio-specific scenarios, however, lets you model different investment decisions and various approaches to balancing demand with capacity until you are ready to publish a particular plan to share it with others. REV A Planview, Inc. Confidential 121

122 About Investment Planning Manager (Introduction) To access Investment Planning Manager: 1. On the Planning menu, click the relevant portfolio and then click Investment Planning Manager. For help with menus, see Menu Basics. The following figure summarizes the purpose of various elements that Investment Planning Manager includes: Investment Planning Manager About Working in Investment Planning Manager Keep the following information in mind when working in Investment Planning Manager. Working with the Trays Changes made in one tray that affect another tray's data are reflected in the other tray. Show or hide a tray by selecting or clearing (respectively) the relevant check box in the left pane. You can resize the Investment Decision and Capacity Analysis trays by dragging the bar that separates the two trays. Working with Columns You can move a column by clicking the non-text area of the column heading and then dragging the column to another location in the same tray. To see investment entity dependencies, configure the current column set to include the Dependency State column. To view Brand Impact data, configure the current column set to include one or more Brand Impact columns Planview, Inc. Confidential REV A