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Working in Portfolio Summary Screens

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You are viewing content for Planview® Enterprise One release – Portfolio and Resource Management.

Some screens (such as Portfolio View screens, the capacity and demand Portfolio Manager screens, and the Organizational Financial Planning screen) include a grid on which summary information about items within a portfolio is displayed. Depending on the screen, you can perform one or more of the basic tasks described in the following procedures. Note: On some Portfolio View screens, you need to select the Portfolio Manager tile before performing these tasks.

Changing the Column Set

To change the column set on a screen displaying data of a portfolio's items in a grid:

  1. On the relevant Portfolio View screen, click the column set list button.

    A list of column sets appears. A column set limits the columns that the screen includes and thus helps determine the kind of data you can view about the items in the portfolio.

Tip!

If investment and capacity planning is enabled, column sets of some Portfolio View screens can be configured to support users viewing details about investment ranking values that exist in a scenario at the time it is published. Such information can help project managers and resource managers assign resources to the highest priority projects first.

  1. Take the appropriate action:
  • Click the appropriate column set on the list.
  • Click +New on the Column Set list if you want to create a new column set.
  • Click Manage Column Sets if you want to edit one included on the list.

Tip!

On a configurable table tile, clicking the reset button resets the column set list (the column set list button) to its default setting and sets the Group list to the structure by which the tile groups data by default.

To learn more, see Configuring Column Sets.

Switching from the Tree View to List View

To switch the grid from tree to list view:

Some Portfolio Manager tile grids provide you with the option to switch the view from a tree view to a list view. For example, in a tree view, products are shown beneath product lines and models to give you a full view of the product catalog. If you switch to the list view, you can choose to display only one level of the hierarchy.

  1. The first time you view a tile, Tree is selected. To switch to the list view, click List and then select the level you want to appear.

Tip!

When viewing information using the tree view, you can click the collapse button (plus sign) in the Name column header to collapse the information hierarchy to display only parent-level entities. Likewise, you can click expand button (minus sign) to expand the entire hierarchy. Pressing Ctrl while clicking minus_sign_blue_collapse_button.png in the Name column header expands the hierarchy by one level; pressing Ctrl+Shift while clicking this button collapses the hierarchy by one level. 

Focusing Data by an Attribute

On some Portfolio View screens, and roadmaps, and the Investment and Capacity Planning screen, you can filter a portfolio to focus on data by business capabilities if the business capabilities structure is defined. You can also use the Group list to focus data by an attribute (such as work type or status) if an administrator enabled the relevant alternate structure to display data only at the primary planning level (PPL).

To focus data by an attribute:

  1. Navigate to the Strategy Portfolio View screenWork Portfolio View screen, Outcome Portfolio View screen, or the Investment and Capacity Planning screen.
  2. If you accessed the Investment and Capacity Planning screen, click the crosshairs within a square button, which represents the Pivot list and then click Shift or Balance
  3. If necessary, click a table tile an administrator configured to support grouping data by the attribute by which you want to focus. If the tile does not appear on the ribbon, add it.
  4. Depending on the screen, click folder icon  Group or the folder button, which represents the Group list. On the list that appears, click the appropriate attribute.

    Your system's configuration and the screen you accessed determine which options are available on the list. On a Portfolio View screen, the list includes the Business Capabilities option if the business capabilities structure is defined. The list also includes an option for any alternate structure an administrator enabled to display data only at PPL.

    If the screen is displaying financial data, financials are summarized across attributes to give you up-to-date totals for cost, benefit, and effort by each value. In addition, the displayed hierarchy is replaced by the alternate structure's values and the type of entities (such as, programs and projects) supporting those values.

Tip!

On a Portfolio View screen, clicking Tree or List clears the list's setting. On a configurable table tile, clicking the reset button sets the list to the structure by which the tile groups data by default and resets the column set list (the column set list button) to its default if you are on a Portfolio View screen. If the column set is available on the screen, you can use it to summarize the screen's financial data.

  1. Navigate to the Strategy Portfolio View screenWork Portfolio View screen, or Outcome Portfolio View screen.
  2. If necessary, click a table tile an administrator configured to support grouping data by the attribute by which you want to focus. If the tile does not appear on the ribbon, add it.
  3. On the folder icon Group list, click the attribute.

    Your system's configuration determines which options are available on the list. The list includes the Business Capabilities option if the business capabilities structure is defined. The list also includes an option for any alternate structure an administrator enabled to display data only at PPL.

    If the screen is displaying financial data, financials are summarized across attributes to give you up-to-date totals for cost, benefit, and effort by each value. In addition, the displayed hierarchy is replaced by the alternate structure's values and the type of entities (such as, programs and projects) supporting those values.

Tip!

Clicking Tree or List clears the Group list's setting. On a configurable table tile, clicking the reset button sets the Group list to the structure by which the tile groups data by default and resets the column set list (the column set list button) to its default. If the column set is available on the screen, you can use it to summarize the screen's financial data.

Business Rules Relevant to the Group List

  • On a Portfolio View screen, a % column is added to the screen unless the selected attribute is for a multi-select alternate structure an administrator configured to display as numerical values.

  • If a % column is added to the screen, percentage values of an attribute relevant to a multi-select alternate structure are applied as financial data is summarized. Data for an attribute relevant to a single-select alternate structure, however, is summarized without percentage values.  

  • The summarization ignores rows on which an attribute's percentage value is not set or is set to 0 (zero). 

  • On the Work Portfolio View screen, a % column's values are displayed at PPL. On the Strategy Portfolio View screen and the Outcome Portfolio View screen, a % column's values are not displayed at a parent level.

  • If financial planning data is displayed on a screen, that data is automatically summarized on that screen while you have an option selected on the list that appears after you click folder icon Group or the folder button, which represents the Group list (depending on the screen you are on).

  • Selecting an option on the Group list on the Investment and Capacity Planning screen's Shift view also selects that option on the screen's Balance view, and vice versa.

  • On the Investment and Capacity Planning screen, you can group data by outcomes​​​​​ or strategic entities associated with work if work is specified as the demand in the relevant Planning portfolio's definition.

  • On the Investment and Capacity Planning screen, you can group data by outcomes associated with strategic entities if strategic entities are specified as the demand in the relevant Planning portfolio's definition.

  • On the Investment and Capacity Planning screen, you can group data by strategic entities associated with outcomes if outcomes are specified as the demand in the relevant Planning portfolio's definition.

  • The Investment and Planning screen's list includes the None option, which clears the filter that is applied when you group data by an attribute.

  • After you group data on the Investment and Capacity Planning screen's Shift view or Balance view, rows are sorted by description. The application also sorts rows by alerts if they exist and then rank if it is applicable.

  • A % column is added to the screen unless the selected attribute is for a multi-select alternate structure an administrator configured to display as numerical values.

  • If a % column is added to the screen, percentage values of an attribute relevant to a multi-select alternate structure are applied as financial data is summarized. Data for an attribute relevant to a single-select alternate structure, however, is summarized without percentage values.  

  • The summarization ignores rows on which an attribute's percentage value is not set or is set to 0 (zero). 

  • On the Work Portfolio View screen, a % column's values are displayed at PPL. On the Strategy Portfolio View screen and the Outcome Portfolio View screen, a % column's values are not displayed at a parent level.

  • If financial planning data is displayed on a screen, that data is automatically summarized on that screen while you have an option selected on the screen's Group list.

Summarizing Financial Planning Data

Depending on your system's configuration, some portfolio summary screens include the summarization button that supports summarizing financial planning data. The summarization button is displayed as the gray disabled summarization button or summarize view enabled button (sigma symbol) depending on whether summarization is currently disabled or enabled (respectively) on the screen. Note: If a screen includes the Group list and there is currently an option selected on that list, summarization is automatically enabled and the summarization button is displayed as summarize view disabled button (sigma symbol) to signify it is unavailable on the screen.

Accessing a Roadmap or Gantt Chart

You can use the following procedure to navigate to some roadmaps (such as the Strategy Roadmap or Outcome Roadmap). You can also use the following procedure to navigate to a Gantt chart on some screens (such as the Work Portfolio View screen). 

To navigate to a Gantt chart or roadmap through a Portfolio View screen:

  1. Navigate to the relevant Portfolio View screen.

  2. If the selected column set does not include the Roadmap column or Gantt Chart column, add it.  The column you can add depends on which screen you are on.

    If you group data by an attribute on the Strategy Portfolio View screen or the Outcome Portfolio View screen, data is grouped accordingly in the Roadmap column. That is also the case with the Gantt Chart column if you group data by an attribute on the Work Portfolio View screen.

Exporting Grid Data

To export grid data:

  1. Click the Export As button and then select the type of file you want to export to.

    Note: Export options vary depending on the tile selected.

Performing Actions on Items

To perform actions on items in the grid:

  1. Click the action menu next to the appropriate item.

    The list of actions available to you for the selected item appears.

  2. Select an option to navigate to a screen or to perform an action on the item.

For information about options in the grid action menus, see Menu Options for Portfolios and Menu Options for Entities.

Marking a Favorite

To make an item a favorite:

  1. Click the star next to the item on the grid, making that star yellow.

Notes: