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These short segments deal with the version 2 integration with Portfolios from the perspective of the ProjectPlace user experience. For more in depth information about the connector as a whole including the Portfolios user experience, please see here.
IMPORTANT
The version 2 integration between ProjectPlace and Portfolios requires that your organization leverages Planview Admin and runs sufficiently updated Portfolios software (Earliest: May 2024).
In a connected workspace where the plan is managed by ProjectPlace, everything works just as in a standalone workspace with the following exceptions:
IMPORTANT
The version 2 integration currently only officially supports a Portfolios STANDARD calendar, i.e., eight hour working days, 8 am to 5 pm, Monday through Friday. Other calendars in Portfolios may work, but are not considered best practice for now.
Here's how to connect an existing workspace to Planview Portfolios:
Info: A Parent Structure Code designates a specific place in the Portfolios hierarchy which can contain a Project.
Once you click the Sync button:
That's it! Your ProjectPlace workspace is now connected with a Planview Portfolios project. By default the plan is managed by ProjectPlace.
The choice depends on your organizational needs. Planview does not specify a preferred system.
For projects requiring agility and adaptable structure, manage your plan in ProjectPlace. For those needing detailed control over multiple dependencies and constraints, choose Portfolios.
You can switch the managing system at any time, which will restrict plan editing capabilities in the alternate system.
If transitioning management to ProjectPlace from Planview Portfolios, ensure:
Plans managed in ProjectPlace can be transferred to Portfolios at any time, but consider:
IMPORTANT
We recommend selecting which system should manage the plan and then sticking to it, unless there is a compelling reason to switch.
Frequent changes to the which system manages the plan are discouraged:
Once you have clicked Send, we recommend that you reload the page.
Planview Portfolios allows detailed customization of working days and hours, while ProjectPlace provides basic support for identifying working days.
When Portfolios manages the plan, ProjectPlace counts all days as working days. Although dates will align between the two systems, durations may differ. For instance, a task running from Friday morning to Monday afternoon will show as two days in Portfolios but four days in ProjectPlace.
Conversely, when ProjectPlace manages the plan, it only recognizes weekdays (Monday to Friday) as working days, excluding weekends from duration calculations. Start and end dates cannot be set on weekends. This arrangement largely corresponds to the STANDARD calendar in Planview Portfolios, which defines working hours as 8:00 AM to 5:00 PM, Monday through Friday, with a one-hour lunch break
IMPORTANT
ProjectPlace only officially supports the unmodified STANDARD calendar (Mon-Fri 8am - 5pm) when managing plans.
If you change a date in ProjectPlace, it sends a request to Portfolios, which may adjust the date to align with the calendar being used. ProjectPlace will then accept Portfolios' adjustments. Using the STANDARD calendar ensures that Portfolios and ProjectPlace align on which days are considered working days, preventing discrepancies. However, using a different calendar will lead to surprises, as ProjectPlace dates will be altered unexpectedly by Portfolios.
We strongly recommend using the STANDARD calendar for connected workspaces to avoid confusion.
You may use any calendar when only Portfolios is managing the plan.
Occasionally, in connected workspaces where ProjectPlace manages the plan, you may experience:
What does this mean?
An overlapping dependency occurs when a task is scheduled to start before its predecessor finishes, which is illogical. An alert notifies editors of the plan to address this issue. The accompanying button provides options to adjust dates, delete dependencies, or ignore the issue for manual correction later.
Why does it happen?
Overlapping dependencies can occur because of progression runs in Planview Portfolios. These are scheduled tasks that update various elements, including plan dates, typically outside of regular hours. These updates change dates in a connected project without considering existing dependencies, which may result in overlaps.
Persistence of the Alert:
This alert and button reappear for all editors every time the plan is accessed until the overlapping dependencies are resolved.
Can I get rid of the alert/button?
Yes, an account administrator can contact customer support to set an organization-wide default action, either automatically adjusting dates to resolve dependencies or deleting them. Currently, it's not possible to set default actions for specific workspaces. Once a default is established, informational alerts will replace the alert message and button, indicating the adjustments or deletions made.
When Planview Portfolios manages the plan, it is only editable within Portfolios, regardless of a user's edit permissions in ProjectPlace. Thus, the plan is locked for all users in ProjectPlace.
Conversely, when ProjectPlace manages the plan,
Therefore, a user might have edit permissions in one system but still find the plan locked if they lack permissions in the other.
How can I tell what permissions I have to edit the plan?
Begin by accessing the plan tool in your workspace and check the toolbar.
(This is relevant only for workspaces managed by ProjectPlace)
As a workspace administrator, you can verify which members can edit the plan in a connected workspace by navigating to Administration > Planview Portfolios Integration.
NOTE
The list includes only workspace members who are also part of your organization as configured in Planview Admin.
Version 2 of the ProjectPlace/Portfolios integration introduces control over the plan within workspace templates.
When ProjectPlace manages the plan in a synced workspace template:
NOTE
When creating a workspace from a ProjectPlace template and syncing it to Portfolios, resources defined in the Portfolios project template will not automatically transfer to the new project in Portfolios.
To ensure assignments, financials, and other details from the Portfolios template are carried over, initiate the workspace/project creation from within Portfolios.