CA CLARITY PPM. Introduction to Clarity Portfolio Management Clarity v13. Phone:

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1 CA CLARITY PPM Introduction to Clarity Portfolio Management Clarity v13 Helping you maximize your investment in CA Clarity Phone:

2 What is Portfolio Management? The process of deciding which Projects to start, continue, discontinue, or postpone is known as Portfolio Management. Data for Clarity s Portfolio Management portlets is derived from Financials and Resource Capacity based on primary role. Risks, Issues, and Alignment are also key components of the out-of-the-box Portfolio Management portlets. The Portfolio Management module provides tools to scope, plan, limit, and distribute funds It enables the creation of a detailed inventory of projects and views, and allows for analysis of data via portlets and views. 2

3 Clarity Components Organizations should have a solid foundation of Demand, Project, Resource and Financial Management prior to implementing Portfolio Management. Consistency across those modules is key to successful Portfolio Management. You need consistency for Portfolio Management to work! Clarity Components Demand Manager Demand capture and visibility Idea forms, routing, review and approval Incident management, resourcing & costing Service Connect Integrations (Remedy) Project Manager Project planning, WBS creation, project templates Estimating, budgeting and forecasting Project Management monitoring and control Issues and Risk management Process Manager Workflow-driven project creation Phase-gate process support Automated activities and notifications Role-based assignments Resource Manager Capacity planning Skills management Resource search and qualification Staff requisitions Resource reporting Financial Manager Billing and invoicing Charge-backs and allocations Multiple bill and cost rate matrices Supports multiple currencies Portfolio Manager Time Tracking Portfolio modeling and analysis Scenario planning Portfolio performance dashboards OWB MS Project Schedule Connect True cost/benefit capture Idea and demand management Business unit views Clarity Core 3 Reporting and Analytics Built-in reporting Fully customizable metric reporting (ie CIO Scorecard, SSPIR and BSP reporting) Executive and Stoplight dashboards Integrated data mart Excel and PDF report distribution Portals Personalized home pages User-configurable views Web content feeds Precision Security Collaboration Threaded discussions Action items and notifications Global knowledge store Document Management Full text search Version control Check-in/check-out Routing and approval

4 Clarity Investment Types While Projects and Other Work are often the most frequently utilized Clarity Investments, eight Investment types exist: Application Asset Idea Product Program Project Service Other Work Instances of each may be added to and analyzed within a Portfolio. 4

5 Investments in Clarity Portfolios When creating Portfolios, you may choose to group by Investment type, or perhaps by the reporting structures within your organization. Portfolio Management enables the Investment analysis process: Distribute up Roll down Rank Change dates Note that Investment data is not typically altered nor are Investments typically managed from within the Portfolio. It simply provides a method by which Investment and Scenario data may be analyzed. 5

6 Accessing Portfolios Access Portfolios by clicking the Portfolios link under Portfolio Management in the top navigation menu. Note that the link or section names may be different within your Clarity instance. In some organizations, the PMO or other project management group is responsible for the creation of the portfolio shells (the structure of the portfolio, while in others, PMs RMs or Portfolio Managers create the portfolios themselves. 6

7 Creating Portfolios The Portfolio List will display. Any existing portfolios to which you have access will be available. Depending upon your access rights, you may have the ability to create new portfolios by clicking the New button. 7

8 Portfolio Navigation Navigate among the various Portfolio pages and portlets via the tabs available at the top of the screen. Unless modified by your Clarity Administrator, your Portfolio will contain the following tabs shown below when Page Layout is set to Portfolio Default Layout. While this, and other portfolio layouts are customizable, the first three tabs Properties, Contents and Scenarios may not be removed, renamed or reordered. 8

9 Portfolio Contents Add/remove contents (i.e. Investments)from a portfolio in three ways: Include investments of a particular investment type, such as Projects. This will add to the portfolio all instances of that Investment type (e.g., all Projects) to which you have access. Build a Power Filter associated with a particular investment type which you ve included within the portfolio. For example, filter for the Projects with a start date of 1/1/12 or later. Add individual investments to your portfolio. Allows you to pick and choose the individual items to make up your Portfolio. Note that you may combine the methods above utilize the Include functionality, along with a power filter, and add in additional individual investments to create the portfolio that meets your needs. 9

10 Managing Contents To Include or Exclude a particular investment type, select the checkbox, then click Include or Exclude. Use View Matching Investments to identify the Investments matching the filter criteria. Synchronizing Portfolio Contents will ensure that any Investments meeting the filter criteria that have been created since you last accessed the Portfolio are added to the portfolio contents. 10

11 Grouping Portfolios Clarity s Parent-Child relationship allows one or more Child Portfolios to be associated with a Parent Portfolio. This type of Portfolio hierarchy creates a multi-level rollup of costs and benefits which may be displayed and analyzed within the Parent Portfolio. It also allows for the distribution of costs and benefits from the parent down to the Child(ren) Portfolio(s). Traditionally, CIOs or other executives will build their (Parent) portfolios by rolling up the various department/ division (Child) portfolios. 11

12 The Parent-Child Relationship A Child portfolio may be added to only one Parent portfolio. Note that adding a Portfolio as a Child does not add the Child Portfolio s investments to the Parent Portfolio; it simply allows for the rollup or distribution of costs and benefits. Investments associated with the Child(ren) Portfolio(s) must also be added to the Parent Portfolio in order to perform Portfolio analysis at the Parent level. Any scenarios applied to a Parent Portfolio will also be available to the Child Portfolio. The Portfolio List view displays a Parent Name field to help identify portfolios with a Parent-Child association. 12

13 The Scorecard Tab The Scorecard tab is used to examine the portfolio s details and evaluate its performance. The Scorecard is made up of four main portlets: - Investments - Gantt - Financials - Balance 13

14 The Analyze Tab Includes six graphical portlets to assist in analyzing a portfolio. A page filter exists at the top of the screen that allows you to filter by portfolio, apply a scenario, filter by status, or return to the portfolio list. 14

15 About Scenarios 15 Scenarios provide a systematic methodology to optimize the Portfolio. They allow the Portfolio Manager to model different whatif options, by including or excluding certain Investments or Roles, based on corporate planning decisions, and thereby evaluating trade-offs before selecting a specific course. Scenarios provide flexibility in making Investment evaluations. You can build Portfolios quickly by finding the best mix of investments using a systematic procedure. Scenarios can remove or delay an Investment, alter the Investment's approval status, or modify the Investment's Planned Benefits or Costs.

16 Viewing the Scenarios List A Scenario includes hypothetical variations that could be made to the Portfolio, and allows those variations to be viewed/tested within the various portlets. The following options are available from the Scenarios tab: Create New, Delete, Copy, Re-name and link to the Scenario: Investments page to make changes to the Investments included in/ excluded from the Scenario View the complete list of Scenarios for a particular Portfolio including which Scenario is marked as Current Communicate Scenarios to the affected Project and/or Portfolio Managers. 16

17 Topic Review What is Portfolio Management Clarity Components Accessing and Creating Portfolios Adding and managing contents of a portfolio Parent-Child relationships Scorecard and Analyze tabs Scenarios 17