Create a new challenge using the Challenge Wizard, entering relevant information such as the start time, end date, and the business problem the challenge is designed to solve. Challenges can also be created from a challenge template. Once the challenge is created, you will configure the challenge phases and idea stages. 

Use the standard challenge blueprint to ensure you have the necessary information to create and frame the challenge. 

For more information:

• Best Practices for Hosting a Challenge

The administrator can upload existing ideas into the challenge. Ideas must be placed into the Idea Import Template, while comments made on ideas are uploaded using a separate Import Comment spreadsheet.

As a best practice, begin with importing one idea or comment, then add the remaining ideas and comments once the first import has been confirmed. 

Users post ideas on how to solve the framed business challenge when the challenge begins. Ideas contain a title, description, and image, with the option to add categories, keywords, and attachments.

For more information:

• Tips for Posting Ideas

Idea owners can invite others to become team members on their idea or request to become members on another’s idea. Invitees can accept or reject invitations. Team members can contribute by editing the idea and receiving update notifications.

Administrators can set the maximum team size, remove members, and decide whether an idea requires team members to advance to the next challenge phase.

Experts complete one or both of the following evaluation forms, which are set up as tasks and assigned by role:

• A yes/no evaluation to approve or disapprove the idea
• An attached file (e.g., Business Model Canvas) to be downloaded, completed, then uploaded back into the idea
   

Use Pairwise voting to compare ideas side-by-side in the final stage. Side-by-side ranking helps you decide which ideas have the most support from participants in comparison to other ideas presented.

For more information:

• Pairwise Administration

Use Predictions to estimate the cost,time, and revenue of ideas or projects. When you include predictions in a challenge, members will be invited to give prediction votes on posted ideas. 

Once the Prediction phase begins, the Prediction tab allows members to provide assessments for all submitted ideas in the graduation stage. Prediction results are mapped into a bubble chart once voting is completed, helping you assess your idea portfolio’s key financial metrics and prioritize their development.

Use the Close Ideas feature to take ideas out of circulation and move them into the final stages. Challenge administrators can estimate an idea’s ROI, assign a project manager, and determine next steps with the closure form’s default fields.

The Idea Closure form can be modified with additional fields to capture more information. This produces a portfolio report in the Insights module.

The organization selects which ideas to implement through an idea selection meeting, where the top ideas are discussed with the sponsor, experts, and stakeholders.  

Download a challenge report prior to the selection meeting to get relevant information on each idea in a spreadsheet. Remove all but 5-10 top ideas from the discussion.  

During the idea selection meeting, discuss the value of each idea as measured against the organization's evaluation criteria and its impact on business and budgeting. Discuss implementation strategies for the ideas selected, including who will handle execution. Create a plan for announcing the selected ideas. 

A challenge administrator chooses the selected ideas on the challenge home page. A custom layout for the announcement can be created and an email can be automatically sent to the chosen idea owners.

Convert ideas from IdeaPlace into a workspace in ProjectPlace. For steps on how to sync your products, see the section below IdeaPlace Connected to ProjectPlace.

If this is your first time doing this conversion, enable the synchronization capability by sending a ticket to Planview Customer Care. 

Convert ideas from IdeaPlace into a project in AdaptiveWork. For steps on how to sync your products, see the section below IdeaPlace Connected to AdaptiveWork.

If this is your first time doing this conversion, enable the synchronization capability by sending a ticket to Planview Customer Care. 

Coming soon – product release May 2023

IdeaPlace automatically updates the challenge timer and all pages and permissions when the last phase of the challenge ends. You can manually close a challenge at any point. 

Announce the challenge winners and top participants once the challenge closes, then begin the implementation process.

Select idea to convert to workspace in ProjectPlace

Any idea in any challenge or stage can be selected to create a workspace in ProjectPlace. The recommended approach is to select mature ideas that have gathered support and been prioritized.

To select and send an idea to ProjectPlace, you must have a super administrator or administrator role within your IdeaPlace instance.

Sync idea to ProjectPlace

Select the idea to be implemented and sync to ProjectPlace to create a workspace.

Choose the ProjectPlace workspace template

Data syncs between IdeaPlace and ProjectPlace

When an idea is sent to ProjectPlace, data between IdeaPlace and ProjectPlace automatically syncs, and key idea data populates the ProjectPlace workspace. 

The following data is transferred from IdeaPlace to the ProjectPlace workspace:

• Idea ID

• Idea Title = Workspace Name

• Idea Description = Workspace Description 

• Idea URL = Added to workspace description

The numeric fields below, such as predictions data and quantified impact, will be available as workspace KPIs inside of ProjectPlace, which means they can be calculated easily. These fields will be passed when information is available:

• Idea Predictions Data* – Median revenue, cost, and time

• Idea Closure Information* – Primary impact selection, quantification of primary, and next steps

• Consolidated Ideas* – Listing idea IDs and clickable URLs for any consolidated ideas

The ProjectPlace workspace URL is passed back to IdeaPlace and appears along with the ProjectPlace logo, allowing you to link to the project directly from IdeaPlace.

Manage the workspace in ProjectPlace

Select idea to convert to work item in Portfolios

Any idea in any challenge or stage can be selected to create a work item in Portfolios. The recommended approach is to select mature ideas that have gathered support and been prioritized.

Send idea to Portfolios

Select the idea to be implemented and send to Portfolios to create a work item in the requested state.

Data syncs between IdeaPlace and Portfolios

When an idea is sent to Portfolios, data between IdeaPlace and Portfolios automatically syncs, and key idea data populates the core work fields in Portfolios.

IdeaPlace data is mapped to Portfolios as follows:

• Idea ID
• Idea Title = Work Title
• Idea Description = Work Description 
• Parent Structure ID = Parent Structure ID
• Idea URL = Idea URL

Additional IdeaPlace data is added directly to Portfolios database for reporting and analytics:

• Star Votes Average
• Up Votes Total
• Predictions Data
• Closure Information
• Challenge URL
• Idea Owner Email

The Work URL in Portfolios is passed back to IdeaPlace and stored on the idea allowing you to link to the work item directly.

*Custom fields are excluded from the integration at this time.

Manage the work item in Portfolios