Creating and Configuring Your Portfolio

You create a portfolio to include your current and proposed investments, and then you can configure the portfolio.

Creating a Portfolio

Prerequisite:

  • You have the Edit Portfolio or the Edit All Portfolios access grant.
  1. From the PPM menu, select Open > Portfolio Management.

    This is the page where all your portfolios are listed.

  2. To create a portfolio, click the add icon (+) .
  3. In the Create Portfolio dialog, enter the portfolio name and select portfolio managers.

    Only users that have the Edit Portfolio or Edit All Portfolios access grant can be selected as portfolio managers.

  4. Click Done. The portfolio page opens.

Note: Alternatively, you can create a portfolio from the menu Create > Portfolio.

Searching for a Portfolio

To go to a portfolio page:

  • If you are the portfolio manager,

    1. Click Open > Portfolio Management to open the My Portfolios page.

      If you have more than 8 portfolios, they are by default displayed in the Table view. Otherwise, your portfolios are displayed in the Card view.

    2. Click on the portfolio name.
  • If you are not the portfolio manager but have the access to view or edit the portfolio,

    1. In the My Portfolios page, click the View Portfolio Hierarchy icon () in the top-right corner.
    2. In the View Portfolio Hierarchy page, click the portfolio. For details, see Viewing the Portfolio Hierarchy.

    Alternatively,

    1. In the My Portfolios page, search the portfolio by name in the search box, and press Enter.
    2. Click the portfolio from the result.

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Configuring Access to Portfolio

Decide who can view or edit a portfolio.

Prerequisite:

  • You are the portfolio manager, or
  • You have the Edit All Portfolios access grant.
  1. From the My Portfolios page, click a desired portfolio name.
  2. In the portfolio page, click ... > Configure Access.
  3. In the Configure Access to Portfolio page, click Add User if you want to give view or edit access to individual users, or click Add Security Group if you want to give view or edit access to a group.

    Users available to be added are those who:

    • are not the managers of the portfolio, and
    • have the Edit Portfolio access grant.

    Security groups available to be added are those who have the Edit Portfolio access grant.

  4. Select desired users or security groups.

    The users or security groups you add is automatically given the View Portfolio access right and it cannot be removed.

  5. Select the check box in the Edit Portfolio column if you want to allow the users or security groups to edit this portfolio.
  6. Click Save or Done.

You can also grant view or edit access to other users by adding them as portfolio managers.

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Changing Portfolio Managers

Prerequisite:

  • You are the portfolio manager, or
  • You have the Edit All Portfolios access grant.
  1. In the portfolio page, click ... > Change Portfolio Manager.
  2. To add a manager, select a user from the Available column. To remove an existing manager, select it from the Selected column.

    Note: Users in the Available column are those who:

    • are not the managers of the portfolio, and
    • have the Edit Portfolio access grant.
  3. Click OK.

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Deleting an Empty Portfolio

Prerequisite:

  • The portfolio is empty, that is, it contains no contents (subportfolios, programs, proposals, projects, and assets), epics, or business goals.
  • You have the access to edit the portfolio.
  1. From the portfolio page, click ... > Delete Portfolio in the top right corner.

    If the portfolio has contents, epics, or business goals, you should delete them before deleting the portfolio.

  2. Click Yes in the confirmation dialog.

Exporting Portfolio to Excel

To export a portfolio to Excel, click the Export to Excel icon in the top right corner of the portfolio page.

Only part of the portfolio data is exported to Excel:

What is displayed in portfolio page Exported to Excel worksheet
Portfolio name, portfolio managers, and parent portfolio Overview
Contents tab, Subportfolios section Subportfolios
Contents tab, Programs section Direct Programs
Contents tab, Proposlas/Projects/Assets section Direct Proposals Projects Assets

The years shown on the Subportfolios, Direct Programs, and Direct Proposals/Projects/Assets worksheets in the exported Excel file are the years that were selected for display on those sections of the portfolio.

Only the columns you have selected for display are exported, and they are exported in the same order as they are displayed, reflecting all the changes you have made. If data exists but is not displayed in particular places in the portfolio, based on field level security for example, that data is not exported to the spreadsheet.

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