Managing Portfolio Contents

The contents (or initiatives) of a portfolio are what you plan to invest in this portfolio. Initially when you create a portfolio, you probably include all the current and proposed investments (all the programs, projects, assets and proposals) that are managed in your organization. You may also want to add subportfolios to your portfolio when the current portfolio is created by a higher-level organization manager targeted for higher functional or strategic needs.

The portfolio Backlog tab helps you manage portfolio contents, view the information of the contents, and organize the contents according to your needs.

What is portfolio backlog

A portfolio backlog is the flattened version of the portfolio contents. It includes all the lifecycle entities (proposals, projects, and assets) that belong to the current portfolio and all the levels of its subportfolios. Each lifecycle entity is regarded as a backlog item.

The portfolio backlog disregards whether a lifecycle entity is approved or whether a lifecycle entity has budget.

Therefore, a portfolio backlog includes:

  • The lifecycle entities that directly belong to the current portfolio
  • The lifecycle entities included in the programs that directly belong to the current portfolio
  • The lifecycle entities that directly belong to all the levels of the subportfolios of the current portfolio
  • The lifecycle entities included in the programs that belong to all the levels of the subportfolios of the current portfolio

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How portfolio backlogs help manage your portfolio

Portfolio backlogs are the embodiment of value -driven portfolio management. It enables you to keep track of your portfolio backlog items from the perspective of the values they are to deliver.

If you have such questions as the following, you can use the portfolio backlog to find the answers:

  • What is the distribution of your portfolio strategic themes and which backlog items are not aligned with any strategic themes?
  • What is the progress of each strategic theme, and what is the estimated complete date of the strategic themes?
  • Is the budget and resource investment aligned with the priority of the strategic themes?
  • Which backlog items that are aligned with the strategic themes are not approved yet?

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Add/Remove portfolio contents

To add or remove portfolio contents, you should meet the following requirements:

  • You are the manager of the portfolio, or

  • You have the Edit All Portfolios access grant, or

  • You have the Edit Portfolio access grant and the portfolio managers have given you view and edit access to the portfolio.

You can add portfolio contents either by directly creating and adding subportfolios and proposals within a portfolio, or by adding existing contents to a portfolio.

To create and add subportfolios and proposals within a portfolio:

  1. Open a portfolio and go to the Backlog tab.

  2. Select the Plain List view or Hierarchy view at the top-righter corner.

  3. Use the Create button () to select the content you want to create: portfolio or proposal.

    The portfolio created within a portfolio is then added as its subportfolio.

  4. Complete all required fields and any optional fields.

To add existing contents to a portfolio:

  1. Open a portfolio and go to the Backlog tab.

  2. Select the Plain List view or Hierarchy view.

  3. With the Add Existing button () select the content you want to add to the portfolio: subportfolio, program, proposal, project, or asset.

  4. Use the search field on page to search for the content and add it to the portfolio.

Alternatively, you can add contents to a portfolio from the portfolio Contents tab:

Note: Since PPM 9.62, the Timeline tab may not be available. To view the tab, make sure the parameter SHOW_PORTFOLIO_TIMELINE_IN_PORTFOLIO is set to true.

  1. Open the portfolio and go to the Contents tab.

  2. Click the corresponding section to select the contents you want to add to the portfolio: subportfolio, program, proposal, project, or asset.

  3. Click Add.

  4. Use the search field on page to search for the desired content and add it to the portfolio.

To remove contents from a portfolio:

You might need to adjust the portfolio contents due to time, budget, and resources constraints and changes in the business strategy or marketing.

  1. Open the portfolio and go to the Backlog tab.

  2. Click the Hierarchy view.

  3. Select the contents you want to remove from the portfolio.

    You can only remove the contents that directly belong to the portfolio.

  4. Click Remove.

You can also remove portfolio contents in the portfolio Contents tab:

  1. Go to the portfolio page.
  2. In the Contents tab, click the desired section.
  3. Use Ctrl + click or Shift + click to select the items you want to remove.
  4. Click Remove, and click Yes in the confirmation dialog.

The items removed from the portfolio are not deleted from PPM.

Removing a subportfolio from the portfolio changes the portfolio hierarchy.

Removing contents from a portfolio does not impact the contents in the existing portfolio scenarios. For example, if you remove a project from a portfolio, the project is not removed from the existing scenarios of the portfolio. Instead, the project cannot be included in new scenarios.

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View portfolio backlog information

The portfolio backlog provides comprehensive information for each backlog item. As long as you can view a portfolio, you can view its backlog information.

The following table provides details on all the information the Backlog tab can provide.

Column Description Notes
Name The name of the backlog item. You can click the name link to go to the backlog item details page.  
Type

If the backlog item is a project, it is the project type of the project

If the backlog item is a proposal or asset, it is the request type of the proposal or asset.

 
Program

The program where the backlog item belongs.

If the backlog item belongs to a program but the program does not belong to any portfolios along the hierarchy of the current portfolio, this column is empty.

 
Portfolio The direct parent portfolio where the backlog item belongs.  
Status The request status of the backlog item.  
Strategic Theme

The strategic theme the backlog item is aligned to. Strategic themes of any states are displayed.

It is blank if the backlog item is not aligned to any strategic themes.

 
Overall Health

Project's overall health.

It is blank if the backlog item is not a project or the backlog item does not track overall health.

 
Cost Health

Project's cost and earned value health.

It is blank if the backlog item is not a project or the backlog item does not track cost health.

 
Issue Health

Project's issue health.

It is blank if the backlog item is not a project or the backlog item does not track issue health.

 
Schedule Health

Project's schedule health.

It is blank if the backlog item is not a project or the backlog item does not track schedule health.

 
Approved Budget

Total approved budget of the backlog item for the selected fiscal year.

If cost capitalization is enabled, two additional columns for approved budget are available: Approved Operating Budget and Approved Capital Budget.
Forecast Cost

Forecast cost of the backlog item for the selected fiscal year.

If cost capitalization is enabled, two additional columns for forecast cost are available: Forecast Operating Cost and Forecast Capital Cost.
Actual Cost

Actual cost of the backlog item for the selected fiscal year.

If cost capitalization is enabled, two additional columns for actual cost are available: Actual Operating Cost and Actual Capital Cost.
Forecast Benefit

Forecast benefit of the backlog item for the selected fiscal year.

 
Actual Benefit

Actual benefit of the backlog item for the selected fiscal year.

 
POR Cost Total plan of record cost of the backlog item for the selected fiscal year.  
POR Benefit Total plan of record benefit of the backlog item for the selected fiscal year.  
Projected Cost   Available only when you set the View financial information in option to "View all"
Projected Benefit  
Projected Person Months  
Forecast Person Months  
Actual Person Months  
Other fields All the fields that are selected in the Configure Portfolio and Scenario Comparison Options page. For details, see Configuring Portfolio and Scenario Comparison Options.

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Portfolio backlog views

The Plain List, Hierarchy, Board, and Roadmap views give visibility into different perspectives of portfolio backlog information.

These views are accessible at the top-right corner of the portfolio Backlog tab.

When you open a portfolio for the first time, the data in the Backlog tab is displayed applying a certain set of layout settings. For details, see Backlog Layout Settings .

View Description

Plain List

It provides comprehensive information for each backlog item. You can directly add and edit backlog items in Plain List view. You can also group, filter, sort backlog items and configure which backlog information to be displayed.

For details, see Plain List View.

Hierarchy

It lists the backlog items in a hierarchical display. You can add and remove the backlog items directly in the hierarchical structure. You can also filter, sort backlog items, and configure which backlog information to be displayed.

For details, see Hierarchy View .

Board

The Board view provides a visual, interactive display of backlog items. The portfolio board is divided into columns and swim lanes, where each column and swim lane represents a group, such as strategic theme and status. Under each column in the swim lane, the relevant backlog items are displayed as cards.

You can edit the backlog items directly in Board view by dragging and dropping the cards.

For details, see Board View.

Note: Board view is not supported in IE.

Roadmap

 

It includes a Gantt chart, a convenient graphic display of schedule-related information, including project length, progress and milestone information. You may find answers to the following questions:

  • What projects and proposals your portfolio is focusing on during a specific period
  • What is the progress of the projects and whether they are on track
  • What strategic themes your portfolio is aiming for

For details, see Roadmap View.

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