User Guide Plan View 2005 PDF

Users Guide
for PlanView Enterprise
User's Guide for PlanView Enterprise 2005

Copyright 19992006 by PlanView, Inc. All rights reserved.
This document may not, in whole or in part, be copied, photocopied, reproduced, translated, or reduced to any
electronic medium or machine-readable form except as provided by prior written consent from PlanView, Inc.
Every effort has been made to ensure the accuracy of this manual. However, PlanView, Inc. makes no warranties
with respect to this documentation and disclaims any implied warranties of merchantability and fitness for a
particular purpose. The information in this document is subject to change without notice.
All examples with names, company names, or companies that appear in this manual are fictitious and do not refer to
or portray, in name or substance, any actual names, companies, activities, or institutions. Any resemblance to any
real person, company, activity, or institution is purely coincidental.
PlanView is a registered trademark of PlanView, Inc. in the United States and other countries. Windows and
Microsoft Project are trademarks of Microsoft Corporation. All other brand or product names are trademarks or
registered trademarks of their respective companies.
PlanView, Inc. 8300 N. Mopac, Suite 100 Austin, TX 78759 USA
Web: www.planview.com www.planviewdirect.com
WebFirst: support.planview.com
U.S. Service Center:
Phone: 512-346-8460 Fax: 512-346-9180
E-Mail: productsupport@planview.com
European Service Center:
Phone: ++49-721-9597-262 Fax: ++49-721-9597-222
E-Mail: support@planview.de
Revised 2/21/06
Contents
Preface
Conventions
How to Get Help
9
9
10
PlanView Basics
PlanView Features
Starting PlanView
PlanView Interface
Navigating PlanView
Searching for Information
Printing or Exporting Data
Exiting from PlanView
PlanView Calendars
11
11
16
17
45
46
47
48
48
Customizing PlanView
Setting PlanViews Color Scheme
Setting Login Defaults
Defining Tab Layout
Defining Content of Tabs and the User Menu
Defining Your Preferences
Changing Your Password
Defining Tab Metrics
Customizing Quick Links in the Main Menu
Configuring the User Menu
Defining a Portlets Appearance
Collapsing or Expanding Portlets or Menu Items
Configuring for Active X
51
51
52
53
54
55
61
62
67
69
72
73
73
Users and Tasks

General User Tasks
Resource Manager Tasks
Project Manager Tasks
Management Integration Center Tasks
Working with Portfolios

Relationship of Portfolios and Portlets
Creating Portfolios
Opening Portfolios
Providing Access to Portfolios
Updating Portfolios
Deleting Portfolios
Working with Portfolios in Manage Work
83
84
88
102
105
112
113
114
Creating Work
Requesting Work
Opening Work Projects
Providing Access to Projects
Reviewing or Editing a Projects Attributes
Checking Project Status
Critical Path Processing
Displaying a Gantt View of a Projects Schedule
Including Baselines for a Project
What-Ifs
About Custom Fields
Adding Information to Configured Screens
Using New Project Templates
Lifecycle Models
Responding to a Lifecycle Notification
Support Tickets
Scripted Dialogs
Documenting Your Work
119
120
128
129
144
148
153
160
171
179
185
186
187
190
194
206
208
209
Working with Dashboards

PlanViews Dashboards
Your HomeView Dashboard
Requests Dashboard
Strategy Dashboard
Organization Dashboard
210
211
217
222
229
234
74
75
76
78
80
Work Dashboard
Resources Dashboard
Services Dashboard
Assets Dashboard
Editing Dashboard Watchlists or Portlets
Adding an Image to a Dashboard
239
255
262
265
265
270
Financial Management
A Look at Financial Management in PlanView
Financial Models
Selecting a Financial Model
Working with Financial Templates
Creating a Financial Plan
Editing a Financial Plan
Managing Ad Hoc Financial Plans for Projects
Managing Financial Management Data for Services
Managing Different Versions of a Financial Plan
Shifting Financial Plans
271
271
272
273
274
275
277
278
279
280
281
Scoping Work
Associating Work with a Contract
Building the Work Breakdown Structure
Adding Work Items to a Project
283
284
285
286
Resource Assignments
Scheduling Resources
Managing Information about Your Resources
Managing Your Resources Workload
Allocating Resources Directly to Work
Reviewing Resources
Allocating and Requirements
Deleting an Allocation
Include Finished Allocations
Include Outside Filter Allocations
Reviewing Your Resource Allocations
Authorizing Resources
Substituting Resources
Requirements and Reservations (Soft-Booking)
Searching for Resources
296
297
302
307
311
316
320
322
322
323
323
324
332
334
337
10
Strategic Planning
About the Strategic Planning Structure (SPS)
Establishing a Strategic Plan
Associating Work with Strategic Entities
339
340
341
357
11
Organizational Planning
Reviewing the Capacity of Your Organizations Resources
Refreshing Organizational Capacity
Key Differences of Strategic Planning and Organizational Planning
Reviewing Work
359
360
361
362
362
12
Investment Analysis
Investment Analysis Overview
Investment Analysis Scenarios
Performing Investment Analysis
Comparing Master Data with a Specific Scenarios Data
364
364
368
387
418
13
Managing Services and Assets

Defining Assets and Services
Viewing Topology Diagrams to Understand Data Relationships
Ordering from the Service Catalog
Reviewing and Editing Assets
Deleting Assets
Reviewing and Editing a Services Data
Deleting Services
Adding Service Level Agreements
Reviewing and Editing Agreements
Deleting Agreements
Configuring the Review Screens of Services, Assets, or Agreements
419
421
427
434
435
448
449
458
459
464
473
474
14
Collaborating with Others

Participating in Discussion Groups
Using PlanViews Message Board
Accessing eRooms from PlanView
Reports
475
475
487
489
494
15
Closing Work
Entering the Status of Work
Progressing Cycle
Closing Project Work
Cancel Project Work
503
504
511
511
513
Archiving Work
Updating Templates
514
518
16
Managing Customers, Contacts, and Contracts

Managing Customers and Contacts
Managing Contracts
519
519
522
17
Managing Content
Global and Template Content Areas
Structures and Content
Managing Content through the Review Content Screen
Using PlanViews Version Control
Deleting Content Files
Security
Searching for Content Files
534
534
535
535
545
547
548
551
18
Microsoft Project Connector

Checking In Project Data from Microsoft Project
Checking Out Project Data through Microsoft Project Connector
Checking Out a PlanView Resource Pool
Viewing Your Microsoft Project Connector Report
553
554
559
560
564
19
Managing Changes, Risks, and Issues

Changes, Risks, and Issues Process Flow
Issue Management
Risk Management
Change Management
Creating a New Change, Risk, or Issue
Reviewing CRI Information
Transferring Issues to Changes or Risks
Escalating Changes, Risks, or Issues
Deleting Changes, Risks, or Issues
Change, Risk, and Issue Details
565
566
567
567
567
568
570
575
576
577
577
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Notifications
A Look at the Notification Action Categories
Notifications Portlet
Notifications Summary Screen
Quick Guide to Displaying Notifications
Displaying Notifications by Action Category
Displaying Notifications by Topic
581
582
587
588
589
591
592
7
Displaying All Notifications

Responding to Notifications
Configuring PlanView for Notifications
593
595
595
Glossary
602
Index
615
Preface
PlanView Enterprise is a comprehensive IT management solution that:
Optimally balances the supply of IT resources with the business demands of your organization. It applies
portfolio management disciplines to strategies, projects, and the delivery of business systems.
Maximizes business value by applying portfolio management disciplines to strategies, projects, and the
delivery of business services.
Combines software with best practices, cultural adoption, and an active customer community to ensure
success.
PlanView Enterprise includes the following products:
Project Portfolio Management (PPM), which provides the tools to effectively scope, plan, schedule, and
manage projects and resources.
Enterprise Portfolio Management (EPM), which lets you analyze and manage risks, prioritize strategies and
use scenario planning to develop strategic processes, and prepare for organizational changes and uncertainties.
Service Portfolio Management (SPM, which provides the tools that let you collect and manage the total cost
of labor, software, hardware, infrastructure, and outsourcing involved in your organizations delivery of
business systems.
PlanView Process Delivery Center (PDC), which supports the designing and automating of processes
throughout your organization.
Conventions
Keyboard commands are listed in bold small caps, such as ENTER. A plus sign between keys (such as
CTRL+F2) means that you need to hold down the first key while pressing the second.
Computer file names and paths, and URL addresses display in sans serif.
Field names and screen options display in bold; links are underlined.
PlanView also uses terms for various concepts within the application. You should understand these concepts
before working with the system.
PlanView Tip!
PlanView Tips give helpful hints in using the system efficiently, as well as noting actions to avoid.
How to Get Help

The following list describes the different options you should explore if you need help using the PlanView
application.
PlanView offers training for all users. Training guides are supplied for each course. These guides can be used
to refresh processes learned during training.
Browse the features of the Help system.
Talk to your PVA, a valuable resource inside your organization, who will not only help you use the system,
but will perform crucial behind-the-scenes work as well.
PlanView offers product support through PlanView Direct (PVDirect). Use PVDirect to obtain quick-andeasy Web access to answers of frequently asked questions, PlanViews message boards, the latest
documentation, and information about PlanViews on-line training. To access PVDirect, go to Error!
Hyperlink reference not valid..
If you still have questions after exploring these different options, you may want to talk with a PlanView
representative.
The Help System

PlanView uses HTML-based Help, which offers a quick way to find information, including field definitions and
instructions for performing particular tasks. Each screen is linked with a help topic that offers instructions and
insights into using the system. Many Help screens also include links which link to other Help topics or to more
information about the current topic.
Please keep in mind that PlanView is tailored to fit the needs of your organization. The examples you see may not
match exactly what you see on your screen, but they will give you a good idea of how to use the product.
To Access the Help System
1.
Click Help on the PlanView toolbar, which is located at the top of the interface.
Searching for Help Topics

You can find information quickly by using the search feature, which lets you select a word or phrase that you want
to search for. All Help topics associated with that word are listed, and you can select one to view. For example, to
find out how to add a project, you could type add new project in the top box. The Help system then lists the topics
that have the word add new project associated with them.
To Search for Help Information
1.
If necessary, open the Help system by clicking Help.
2.
In the Search field, type the word or phrase for which you want to view a topic and then click
. OR
. In the Search pane that appears, type the word or phrase for which you want to view a topic.
Click
Then click
.
A list of topics that contain words that most closely match the text you typed is displayed in the Search pane.
3.
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Click the topic you want to view. If necessary, use the scroll bar to view more topics. The Help system
displays topics in the Topics pane.
PlanView Basics
Before you start using PlanView, you should be familiar with PlanViews concepts and features, some basic
PlanView tasks, and the applications interface and calendars. This chapter
provides an overview of PlanViews features,
discusses PlanViews features,
discusses starting PlanView,
provides an overview of the PlanView interface,
includes tips you may find helpful in navigating PlanView,
provides information about searching for data in the PlanView database,
discusses printing or exporting data from PlanView,
discusses exiting from PlanView, and
describes PlanViews calendars.
PlanView Features
Before you begin using PlanView, you should be familiar with features that let you view information, enter work, or
plan work in PlanView.
Features that Let You View Information in PlanView

You view information in PlanView by using its tabs, HomeView, portfolios, and Dashboard features. Brief
descriptions of each feature follow.
Tabs
The PlanView interface includes primary and secondary tabs that act as guides while you manage information. You
select a primary tab to access either your HomeView or a portfolio. You select a secondary tab to specify the type of
information you want to display.
HomeView
Your HomeView is similar to a Web Home page. It provides quick access to information and processes related to
your unique needs for the role you fill in your organization. You may change the contents and layout of your
HomeView to suit your preferences.
Portfolios
PlanViews portfolios provide access to database information you want to view, manage, or edit. There are Request,
Strategic, Organizational, Work, and Resource portfolios, each of which displays data relevant to that type of
portfolio. You access portfolios by clicking a primary tab.
11
Some information in a portfolio is displayed in portlets, which are smaller sections of related information and
functionality. The information displayed in a portfolio may include links to another screen with additional details for
that information. The linked screen could be a drill-down on the current portlet, another portlet, another portfolio, or
a report.
Dashboards
Dashboards quickly provide visual indicators for the health and status of a portfolio or a project. Dashboards are
usually configured to display high-level graphical and Notifications portlets. Dashboard information may include
links to another screen with additional details for that information. The linked screen could be a drill-down on the
current portlet, another screen, another portfolio, or a report.
In terms of Web components, PlanViews digital dashboards can be customized for your needs. PlanView provides
a dashboard for your HomeView and each portfolio type. The content and layout of each dashboard can be
customized.
Topology Diagrams
PlanView uses topology diagrams to help you visualize the components that make up the total cost, effort, and value
of the business service that IT delivers. Topology diagrams show the relationship of a Service portfolios business
services and the applications, key hardware, projects, support work, and other related assets required to deliver those
services. By focusing on different elements of a topology diagram, business and IT leaders can examine the different
relationships that affect the delivery and performance of IT services.
Features that Support Entering Work in PlanView

The following features may be used when you enter work in PlanView: Projects, Support Tickets, Requests,
Standard Activities, Work Breakdown Structure (WBS), Custom Fields, Configured Screens, and Microsoft Project
Connector. Brief descriptions of each feature follow.
Projects
In PlanView, projects help you schedule and organize planned work. Each project has a parent in the database. You
can break projects down into one or more child-level items: Project, Phase, Task, Activity, etc.
PlanView displays projects in green text on the timesheet and in the Manage Work main display, usually in the
order of the planning structure of the database set by the planning manager.
Support Tickets
Use PlanViews Support Ticket feature to capture detailed technical, resolution, or accounting information about
unplanned work, after it has been performed. You may also use support tickets to define a specific support task so
that a user can be assigned to that work.
Requests
Requests let you separate the process of making a request from the decision of what kind of work is needed to fulfill
the request. You or other users may issue requests that include a description of work that needs to be done and
attributes that help track the work. PlanView can route requests to another user who is responsible for evaluating the
work and responding to it in several ways, such as creating a project or support ticket.
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Standard Activities
Use PlanViews Standard Activities to represent non-project work or non-working time, such as vacation, training,
sick leave, jury duty, etc.
Work Breakdown Structure

The WBS is a hierarchical grouping of project-planning entities. This hierarchy creates parent-and-child
relationships.
PlanView Tip!
Examples in this book use the following planning structure as a basis. Your organization will have its own unique
structure.
Division
Department
Project
Phase
Task
Activity
Custom Fields
PlanView lets your organization create and configure custom fields that accept dates, currency, text, or effort values.
Your PlanView Administrator (PVA) can add each field to configured screens.
Configured Screens
Your PVA may configure screens to define unique data-entry screens for your organization. These screens can
contain fields for alternate structures, standard PlanView fields, and custom fields your organization defines.

Microsoft Project Connector allows a bi-directional exchange of work and resource information between PlanView
and Microsoft Project.
Service Catalog
In PlanView, IT can offer services available to all business units through a service catalog. This catalog lets users
initialize new service requests that follow a consistent process, such as provisioning for a new employee, or moving
hardware to a new location.
The service catalog promotes the idea of employee self-serve because it lets users easily request services.
PlanView routes these service catalog requests to the appropriate individuals, using automated workflows, for order
fulfillment.
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Features that Support Planning Work in PlanView

The following features may be used when you enter work in PlanView: Resources, Resource Capacity, Allocation,
Authorization, Schedules, Lifecycles, Financial Management, and Investment Analysis. Brief descriptions of each
feature follow.
Resources
A resource is an entity that is assigned work. PlanView supports human and non-human resources. A human
resource can report time and expenses on a PlanView timesheet.
Resource Capacity
PlanView can help you determine how many users are available for work and how much time they have.
Allocation
An allocation is the allotment of a specified amount of resource effort toward the completion of work effort that is
planned.
Authorization
An authorization is a means of granting permission to a user to report time to unplanned work. This permission can
be either open-ended or defined for a specific time period.
Schedules
You may schedule tasks and resources in PlanView to help you estimate and plan work that needs to be done.
PlanView can quickly recalculate a schedule if its dates, tasks, or resources change.
Lifecycles
PlanViews Lifecycles feature lets you implement business practices that help make sure work you want completed
is done. Lifecycles ensure that a projects key players are notified of the need to complete certain actions related to a
projects initiation and the updating of a projects status throughout its work lifecycle. These actions include creating
a project charter, changing the status of a project, creating a budget, approving such tasks, and so on.
Lifecycles may be enabled separately on various types of entities: work, requests, tickets, strategies, assets, services,
and agreements. In such cases, creation of a new entity (such as adding an asset) requires identifying the entity's
lifecycle administrator if lifecycles are enabled. A lifecycle administrator is the user who will have the following
responsibilities:
perform actions the process architect has defined as the responsibility of the lifecycle administrator, and
perform other lifecycle actions escalated to the lifecycle administrator because the user assigned such
actions in the lifecycle does not complete them. Your process architect marks which actions are escalated
to the lifecycle administrator.
Your PVA defines which users are given the permissions needed to be a lifecycle administrator. If you have such
permissions, PlanView automatically assigns you as a lifecycle administrator during the creation of a new entity.
You may retain this responsibility or assign it to another user who has the proper permissions.
14
Financial management includes the original estimated amount of time and costs needed to complete a work item.
PlanView lets you define various financial-management elements, such as the time period and hierarchical structure
with which an organizations finances are associated, and the accounts managed for those finances.
PlanView can help you maintain different data sets that represent either successive revisions to your organizations
finances, or comparison data of some other type such as actuals, revised forecasts, or last years finances.
Strategic Planning
Use strategic planning to make long range, top-down strategic plans based on your organizations overall missions
and objectives. Strategic planning lets you drive high-level objectives and strategies into progressively more detailed
components based on financial return, resource demands (labor, financial, or both), dates, and benefits.
Organizational planning is the evaluation of strategic plans based on an organizations capacity to deliver. Delivery
capacity may be in terms of financials (such as Organizational Funding) or resource capacity (such as
Organizational Resource Capacity). Capacity can be defined through the creation of organizational financial plans
and the direct calculation of resource capacity.
Investment Analysis
Investment analysis determines if a proposed investment (such as a requested strategy or project) should become an
approved investment. You perform investment analysis to help you decide whether an investment should be
approved. Careful analysis of each request and how it meets your organizations strategic goals, budget, and other
factors is crucial to ensure that good use is made of your organizations time and resources.
When performing investment analysis in PlanView, you may run scenarios to model different sets of organizational
planning or strategic planning decisions. Running scenarios helps you review the cost and benefits of different
financial, resource, and schedule decisions. You may create a different mix of approved investments in each
scenario for comparison. You can then review the different scenarios before approving an investment opportunity as
an investment.
15
Starting PlanView
PlanView software runs in Microsofts Internet Explorer. Its icon is typically installed on your desktop. If you do
not have this browser, contact your PVA.
To Start PlanView
1.
Start your Web browser.
2.
Enter the URL (Universal Resource Location) of your organizations PlanView software web page in the
Address field to open PlanViews login screen.
To use PlanView, you must log in by entering your PlanView database, User ID and password.
3.
If necessary, select the name of your Database from the drop-down list.
You probably do not need to select a database because your organization will most likely have established a
single database that PlanView displays as a default. If your organization does have multiple databases, you
will need to select a database.
4.
Enter your Username and Password.

PlanView may automatically display your username, which may be different from other login IDs you have.
For security reasons, PlanView does not display your password as you enter it.
If you do not have a username or password, contact your PVA.
5.
Click Login to log in. Otherwise, cancel the process by clicking your browsers Back button.
If your system rejects your login information, try again. If you are still not successful, contact your PVA.
PlanView Tip!
While working in PlanView, the tasks you may perform, the screens and dialogs PlanView displays, and the options
available on those screens and dialogs are affected by your user role. Your PVA defines your user role and its
permissions, as discussed in the System Administration Guide.
16
PlanView Interface
The PlanView interface includes the items identified in the following figure: Separate discussions on each item
follow.
Figure 1 PlanView Interface Components
PlanView Toolbar
The PlanView toolbar includes buttons that you click to revisit PlanView screens, log out or exit from PlanView, or
access PlanViews help or on-line community. The following figure describes these buttons.
Figure 2 PlanView Toolbar
17
Navigation Toolbar
The Navigation toolbar includes buttons that you click to quickly go to different locations in your PlanView
database. The following figure describes these buttons. As the figure indicates, the Navigation toolbar also displays
information about your current location in PlanView. An underlined item name (such as the portfolio name in the
following figure) indicates a link that you may click to access the item.
Figure 3 Navigation Toolbar
Main Menu
PlanViews main menu, which looks similar to the one in the following figure, contains commands and links to
related areas of functionality (such as Portfolios). As summarized in the figure, you may collapse or expand items in
the main menu. The content that PlanView displays on the main menu depends on whether you have PPM, EPM, or
SPM installed on your system, which tabs are selected, and your role and permissions. In addition, PlanView does
not display the main menu while some tabs are selected.
Figure 4 Main Menu
18
The following table describes the menu items that become available while you perform the tasks discussed in this
manual. The main menu also includes an Administrate item that administrators use to perform the configuration,
setup, and administrative tasks discussed in the PlanView Administration Guide.
Main Menu Item
Description
Action Links
Offers commands that let you perform tasks that add, modify, or view a portfolios
content. The commands change from tab to tab, and they are relevant to the current
primary tab.
Scenarios
Offers commands that let you manage investment analysis scenarios, which is a
snapshot taken when a portfolio is created.
Quick Links
Lets you add and access links to frequently visited portfolios or projects. Each user may
customize these links to suit their needs.
Go To command
Opens the Go To screen, which includes links to the portfolios and projects you may
access.
Portfolios
Offers commands that let you create and access portfolios.
Content command
Opens the Content Management system, which provides access to links related to
contracts, work, resources, or other structural information within the PlanView database.
Reports
Offers commands that let you generate On-Demand Reports and Scoreboard-based
reports. It also offers a command for creating and using a reporting extract to generate
a Crystal Report.
Print & Export
Lets you print PlanView data. This command also lets you export to Excel data, such as
the information displayed in review screens, financial plan screens, and some reports.
Customize
Offers commands that let you edit the color, content, and layout of the PlanView
interface.
Also includes the Download Manage Work command, which you should use only if
your PVA instructs you to do so. This command configures PlanView for Active X.
PlanView Tip!
The Content command is not available to Information Access Users if they have the Work and Community tabs
selected.
19
User Menu
PlanViews user menu, which looks similar to the one shown in the following figure, includes the My Favorites,
Global Links, and My Image menu items. My Favorites and Global Links include links that let you quickly access
frequently used files or URLs. My Image lets you add a graphic to the user menu.
As summarized in the following figure, PlanView lets you add, remove, and arrange items on the user menu. You
may also expand and collapse menu items. For details on configuring your user menu, see the relevant discussions in
the Customizing PlanView section of this manual.
Figure 5 User Menu
Shortcut Menus
Shortcut menus appear if you click some icons, links, Manage Work fields, and work listed in the Manage Work
Title column. Shortcut menus provide functionality additional to that offered by the main menu, user menu, and
toolbars. A shortcut menus options vary based on the screen that is active when you right-click. To select from a
shortcut menu option, click the option.
When a shortcut menu becomes available in Manage Work, the cursor changes to a mouse icon
. In Manage
Work, shortcut menus help you save the time and trouble of manually typing every entry. Whenever you are not sure
what to enter in a field, move the cursor to the field and right-click for a list of choices.
20
PlanView Tabs
Tabs are the main starting point for working in PlanView. They let you access information and PlanViews
functionality. Tabs
give each user different ways to view work, resources, and strategies,
display portfolio information based on a user ID, assigned role, and grants, and
provide access to portlets, which are smaller sections of related information and functionality. Each tab
contains portlets with specific information and links. Some portlets are available on more than one tab.
PlanView Tip!
Some tabs are available only in PPM, and other tabs are available only in EPM or SPM. In addition, your PVA can
select Global Options and define permissions that cause PlanView to not display some tabs.
PlanView has primary tabs and secondary tabs. Each primary tab provides access to a different type of portfolio.
Each secondary tab displays different information about the portfolios content.
The following figure shows two views of a single portfolio. View A is an example of the portfolio information
PlanView displays while the Work and Dashboard tabs are selected. View B is an example of the portfolio
information PlanView displays while the Work and Community tabs are selected. As shown in the figure, PlanView
displays a selected primary tab darker than other primary tabs, and it displays a selected secondary tab lighter than
the other secondary tabs.
Figure 6 Two Views of the Same Portfolio
21
The following table briefly describes each primary tabs purpose. This document includes separate discussions about
each primary tab. The set of tabs and their content will be different for each role and may differ from organization to
organization.
Primary Tab
Provides Access to
HomeView
Your HomeView, which is your PlanView home page. It contains information and links specific to
you as a user, such as your work, assignments, timesheet, and expenses.
Requests
Request portfolios, which include information and links for requests and lifecycles.
Strategy
Strategic portfolios, which include information and links for a set of enterprise strategies that are
useful for top-down strategic planning and performance monitoring.
Organization
Organizational portfolios, which include information and links for a set of strategies and projects
that you want to evaluate against your organizations resources.
Work
Work portfolios, which include status information about projects, such as their schedules,
financial plans, and risks. The portfolio also includes information about the current work lifecycle
or execution stage of different projects.
Resources
Resource portfolios, which include information about the granted resources for which you can
track assignments, skills breakdown, and utilization. These portfolios also provide data that lets
you monitor which resources have available time or are overloaded.
Services
Service portfolios, which include information, links, and topology diagrams for a set of services
that your organizations IT department provides to support business units. These portfolios help
you manage the relationship between IT and your organizations business units.
Assets
Asset portfolios, which include information, links, and topology diagrams about the software and
hardware (such as computers, telephones, and other equipment) that support a business service
provided by your organizations IT department. These portfolios help you manage the
relationship between an asset and the services, other assets, or work that your PlanView
database includes.
22
As summarized in the following table, each primary tab is associated with a different set of secondary tabs. Some
secondary tabs may be accessible from multiple primary tabs. In such cases, the information PlanView displays on a
secondary tab varies depending on the selected primary tab. The sections that discuss the primary tabs include
descriptions of each secondary tab. The table uses the following to identify the different tabs: HV = HomeView tab,
Req = Requests tab, Strat = Strategy tab, Org = Organization tab, Work = Work tab, Res = Resources tab,
Svc = Services tab, and Assets = Assets tab.
Primary Tabs
Secondary Tabs
HV
Req
Strat
Org
Work
Res
Agreements
Analysis
Assignments
eRoom
Issues
3
3
Lifecycle
Planning
Progress
Risks
Scenarios
Schedule
3
3
Staffing
Status
Tickets
Topology
Utilization
Community
Time and Billing
Assets
Changes
Dashboard
Svc
PlanView Tip!
Your access to tabs and portlets is based on settings that your PVA makes while configuring PlanView. In addition,
your PVA may set up PlanView to let you control which portlets PlanView displays. For details, see Defining
Content.
23
PlanView Tip!
The eRoom tab is available if your PVA configured your user role for eRoom. When the eRoom tab is displayed, it
replaces the Community tab on the Requests, Strategy, and Work primary tabs.
HomeView Tab
The HomeView tab and its secondary tabs help you manage information relevant to you (such as your projects,
schedules, assignments, timesheets, and expenses). The HomeView tab provides access to the secondary tabs
described in the following table.
Secondary Tab
Description
Dashboard
Lets you place and arrange specially designed portlets that show summary or high-level
information relevant to you, such as your projects, schedules, and so on.
Assignments
Displays information that lets you track your assignments.
Time and Billing
Provides options for adding, reviewing, and editing time-and-billing information for your
allocated, authorized, and standard work.
The following table lists the portlets and screens associated with the HomeView tabs secondary tabs. As the table
indicates, the Time and Billing tab provides access to a screen rather than portlets. As discussed in Customizing
PlanView, you may configure PlanView so that your HomeViews content and layout suit your work habits.
HomeView Primary Tab
Secondary Tab
Portlets or Screens
Dashboard
Asset Analysis
Asset Bubble
Asset Portfolio Bubble
My Discussions
My Scoreboard Document List
My Scoreboard Documents
Notifications
Organizational Baseline Performance
Organizational Portfolio Watchlist
Portfolio Image
Project Health
Service Analysis
Service Bubble
Service Financial Plan Analysis
Service Portfolio Bubble
Strategic Baseline Performance
Strategic Baseline Watchlist
Work Portfolio Watchlist
Work Watchlist
24
HomeView Primary Tab

Secondary Tab
Portlets or Screens
Assignments
Notifications
Portfolio Image
Your Allocations
Your Changes
Your Issues
Your Risk
Time and Billing
Enter Time and Billing Screen
The following figure is an example of some portlets PlanView can display while the Assignments tab is selected in
your HomeView. You may access additional information relevant to you by clicking other HomeView secondary
tabs.
Figure 7 Example Display while the HomeView and Assignments Tabs Are Selected
25
Requests Tab
The Requests tab and its secondary tabs let you access information and links related to Request portfolios. The
following table describes the secondary tabs you may access from the Requests tab.
Secondary Tab
Description
Dashboard
information relevant to requests that are important to you.
Status
Displays information about requests classified by their status and of the status of the work
items dispatched from those requests.
Lifecycle
Displays information about request lifecycles and provides options that help establish a
lifecycle workflow.
Community
Provides options that let you participate in discussion groups and message boards.
eRoom
Lets you use PlanViews eRoom functionality, which provides access to the eRoom
collaboration application.
This tab replaces the Community tab, and it is available only if your PVA configured your
user role for eRoom.
The following table lists the secondary tabs and portlets associated with the Requests tab. The portlets and screens
listed in the table help you work with pending, active, and denied requests. As discussed in Customizing PlanView,
you may configure PlanView so that the tabs content and layout suit your work habits.
Requests Primary Tab
Secondary Tab
Portlets
Dashboard
Dispatch Speed
Notifications
Portfolio Image
Request Disposition
Request Volume
Status
Active Requests
Closed Requests
Denied Requests
Dispatched Request Disposition
Dispatched Requests
New Requests
Notifications
Pending Requests
Portfolio Image
Withdrawn Requests
26
Requests Primary Tab

Secondary Tab
Portlets
Lifecycle
Active Lifecycles
Lifecycle Notifications All Users
Notifications
Portfolio Image
Community
Discussions
Message Board
OR
Notifications
Portfolio Image
eRoom
eRooms
Notifications
Portfolio Image
PlanView Tip!
By examining the above table, you may note that if your user role is configured for eRoom, the eRoom tab replaces
the Community tab and the eRooms portlet is available instead of the Discussions and Message Board portlets.
The following figure is an example of some portlets PlanView can display while the Requests and Status tabs are
selected. You may access additional request-related portlets by clicking the Requests tabs other secondary tabs.
Figure 8 Example Display while the Requests and Status Tabs Are Selected
27
Strategy Tab
The Strategy tab and its secondary tabs let you access information and links related to Strategic portfolios. The
following table describes the secondary tabs you may access from the Strategy tab.
Secondary Tab
Description
Dashboard
information relevant to a strategic portfolios scenario and investment analysis data
important to you.
Lifecycle
Displays information about strategic lifecycles and provides options that help establish a
lifecycle workflow.
Schedule
Displays schedule information on the investments in a specific scenario within a strategic

portfolio.
This tab appears only if the portfolio is associated with an investment model that loads
schedule information.
Analysis
Displays scenario and investment-level information to assist in performing scenario planning

and investment analysis on a specific scenario within a Strategic portfolio.
Scenarios
Compares scenarios within a strategic portfolio.

Scenarios let you model different sets of investment decisions.
Community
eRoom
This tab replaces the Community tab, and it is available only if your PVA configured your
user role for eRoom.
The following table lists the secondary tabs and portlets associated with the Strategy tab. The portlets listed in the
table help you work with data you use to conduct strategic planning and perform investment analysis. As discussed
in Customizing PlanView, you may configure PlanView so that the tabs content and layout suit your work habits.
Strategy Primary Tab
Secondary Tab
Portlets
Dashboard
Effort Breakdown
Financial Breakdown
Investment Priority Matrix
Investment Scoreboard Documents
Notifications
Portfolio Image
Project Health
Strategic Portfolio Health
28

Secondary Tab
Portlets
Lifecycle
Active Lifecycles
Notifications
Portfolio Image
Schedule
Accepted Investments
Effort Breakdown
Enterprise Milestones
Financial Breakdown
Investments in Analysis
New Investments
Notifications
Portfolio Image
Portfolio Schedule
Resubmitted Investments
Stale Investments
Analysis
Effort Breakdown
Financial Breakdown
New Investments
Notifications
Portfolio Image
Portfolio Measurements
Stale Investments
Scenarios
Attributes by Scenario
Measurements by Scenario
Notifications
Portfolio Image
Scenario Valuation
29

Secondary Tab
Portlets
Community
Content
Discussions
Message Board
OR
Portfolio Image
Notifications
eRoom
Content
eRooms
Notifications
Portfolio Image
PlanView Tip!
The following figure is an example of some portlets PlanView can display while the Strategy and Analysis tabs are
selected. You may access additional strategy-related portlets and screens by clicking the Strategy tabs other
secondary tabs.
Figure 9 Example Display while the Strategy and Analysis Tabs Are Selected
30
Organization Tab
The Organization tab and its secondary tabs let you access information and links related to Organizational portfolios.
The following table describes the secondary tabs you may access from the Organization tab.
Secondary Tab
Description
Dashboard
information relevant to an Organizational portfolios scenario and investment analysis data
important to you.
Schedule
Displays schedule information on the investments in a specific scenario within an

Organizational portfolio.
This tab appears only if the portfolio is associated with an investment model that loads
schedule information.
Analysis
Displays scenario and investment-level information to assist in performing scenario planning

and investment analysis on a specific scenario within an Organizational portfolio.
Scenarios
Compares scenarios within an Organizational portfolio.

Scenarios let you model different sets of investment decisions.
Community
The following table lists the secondary tabs and portlets associated with the Organization tab. The portlets and
screen listed in the table help you work with data you organize while conducting strategic planning. As discussed in
Customizing PlanView, you may configure PlanView so that the tabs content and layout suit your work habits.
Organization Primary Tab
Secondary Tab
Portlets
Dashboard
Effort Breakdown
Financial Breakdown
Investment Scoreboard Documents
Notifications
Organizational Portfolio Health
Portfolio Image
Project Health
31
Organization Primary Tab

Secondary Tab
Portlets
Schedule
Effort Breakdown
Financial Breakdown
New Investments
Notifications
Portfolio Image
Portfolio Schedule
Stale Investments
Analysis
Effort Breakdown
Financial Breakdown
New Investments
Notifications
Portfolio Image
Stale Investments
Scenarios
Notifications
Portfolio Image
Scenario Valuation
Community
Content
Discussions
Message Board
Portfolio Image
Notifications
32
The following figure is an example of some portlets PlanView can display while the Organization and Scenarios
tabs are selected. You may access additional organizational portlets and screens by clicking the Organization tabs
other secondary tabs.
Figure 10 Example Display while the Organization and Scenarios Tabs Are Selected
33
Work Tab
The Work tab and its secondary tabs provide access to information and links associated with Work portfolios and
their projects. The following table describes the secondary tabs you may access from the Work tab.
Secondary Tab
Description
Dashboard
Lets you place and arrange specially designed portlets that show summary or highlevel information relevant to Work portfolios and projects important to you.
Lifecycle
Displays information about project and support ticket lifecycles and provides options
that help establish a lifecycle workflow.
Provides financial-management options for projects.
Schedule
Displays milestone information and schedule details for the projects in your current
portfolio.
Staffing
Displays a projects staffing information.
Progress
Lets you review and update the progress on your work. This includes data related to
the time reported on your work, measurement of the percentage of work completed,
slipped tasks, and allocations at risks.
Changes
Provides options for adding and managing changes to work.
Risks
Displays risk information for projects to which you are granted.
Issues
Provides options for adding and managing issues associated with your work.
Tickets
Displays information about support tickets granted to your work. Data includes total
tickets, number of active tickets, number of unassigned tickets, and number of tickets
requiring attention.
Community
eRoom
This tab replaces the Community tab, and it is available only if your PVA configured
your user role for eRoom.
34
The following table lists the secondary tabs, portlets, and screens associated with the Work tab. In the tables second
column, an item is a portlet unless noted otherwise. The tables check marks indicate whether PlanView can display
a portlet or screen while you are viewing a portfolios content or a projects content.
The portlets and screens listed in the table help you work with the status information of projects, such as their
schedules, budgets, and risks. These portlets and screens also help you work with data relevant to the current work
lifecycle or execution stage of different projects. As discussed in Customizing PlanView, you may configure
PlanView so that the tabs content and layout suit your work habits.
Work Primary Tab
Secondary Tab
Portlets or Screens
Portfolios
Dashboard
Benefit Analysis
Execution Stage
Financial Management Analysis
FTE Profile
Lifecycle Stage
Notifications
Performance Scoreboard Document
Portfolio Image
Project Health
Work Portfolio Health
Active Lifecycles
Notifications
Portfolio Image
Financial Management Summary Screen
Project Financial Summary Screen
Work Portfolio Health Detail

Lifecycle
Projects
35
Work Primary Tab

Secondary Tab
Portlets or Screens
Schedule
Milestones
Notifications
Portfolio Image
Portfolio Summary
Projects in Portfolio
Not Staffed Work
Notifications
Open Resource Requests
Portfolio Image
Portfolio Summary
Unfilled Requirements
Allocations at Risk
Notifications
Portfolio Image
Portfolio Summary
Slipped Work
Time Reported on Your Work
Changes
Changes Summary Screen
Risks
Risk Summary Screen
Issues
Issue Summary Screen
Tickets
Summary of Work with Support Tickets Screen
Staffing
Progress
36
Portfolios
Projects
Work Primary Tab

Secondary Tab
Portlets or Screens
Community
Content
Discussions
Message Board
Notifications
Portfolio Image
Content
eRooms
Notifications
Portfolio Image
OR
eRoom
Portfolios
Projects
PlanView Tip!
If you drill down within a Work portfolio to focus on a specific project, clicking the Lifecycle secondary tab displays
the graphical Review Lifecycle screen rather than the portlets that are defined to be displayed in the portfolio.
The following figure is an example of some portlets PlanView can display for a portfolio while the Work and
Staffing tabs are selected. You may access additional portlets and screens relevant to Work portfolios and their
projects by clicking the Work tabs other secondary tabs.
Figure 11 Example Display for a Portfolio while the Work and Staffing Tabs Are Selected
37
Resources Tab
The Resources tab and its secondary tabs let you access information and links related to Resource portfolios. The
following table describes the secondary tabs you may access from the Resources tab.
Secondary Tab
Description
Dashboard
Lets you place and arrange specially designed portlets that show summary or highlevel information relevant to resources important to you.
Utilization
Displays data relevant to resource utilization, such as the free capacity of resources,
overloaded resources, and the number of hours resources are scheduled to work
during a specified time range.
Planning
Lets you plan resources by reviewing open requests, unfilled requirements, and the
resource attribute chart.
Your resource grants determine which planning options you may access.
Time and Billing
Provides options for adding, reviewing, and editing time-and-billing information for the
allocated, authorized, and standard work of your resources.
Provides options for managing financial plans of resources.
Community
The following table lists the secondary tabs, portlets, and screens associated with the Resources tab. As the table
indicates, the Financial Management tab provides access to a screen rather than portlets. The portlets and screens
listed in the table help you work with information about the granted resources for which you can track assignments,
skills breakdown, and utilization. You may also use the portlets to help you monitor which resources have available
time or are overloaded. As discussed in Customizing PlanView, you may configure PlanView so that the tabs
content and layout suit your work habits.
Resources Primary Tab
Secondary Tab
Portlets or Screen
Dashboard
Effort Analysis
Notifications
Portfolio Image
Resource Scoreboard Documents
Resource Utilization
Utilization Analysis
Utilization
Free Capacity
Graphical Profiles Summary
Notifications
Overloaded Resources
Portfolio Image
38
Resources Primary Tab

Secondary Tab
Portlets or Screen
Planning
Notifications
Portfolio Image
Resource Attributes
Time and Billing
Notifications
Portfolio Image
Timesheets Requiring Attention
Community
Content
Discussions
Message Board
Notifications
Portfolio Image
The following figure is an example of the information PlanView displays for a Resource portfolio in the Dashboard
view. Any additional information in the portfolio is accessible through the Resources tabs other secondary tabs.
Figure 12 Example Display while the Resources and Utilization Tabs Are Selected
39
Services Tab
The Services tab and its secondary tabs let you access information and links related to Service portfolios. The
following table describes the secondary tabs you may access from the Services tab.
Secondary Tab
Description
Dashboard
Lets you place and arrange specially designed portlets that show summary or highlevel information relevant to services important to you.
Lifecycle
Displays information about service lifecycles.
Provides options for managing financial plans of services and the assets associated
with those services.
Topology
Displays a portfolios topology diagram, which shows the relationship of a Service

portfolios business services and the assets, projects, and support work required to
deliver those services.
Status
Displays information about services classified by their status. This tab can also be
configured to include links to URLs that are important to you.
Agreements
Displays information about a services Business SLAs and Outsourced Service

Contracts. A Business SLA is an agreement between IT and a business unit
that defines the delivery of a service. An Outsourced Service Contract is an

agreement that defines the delivery of a service from an outside vendor or
service provider.
Tickets
Displays information that indicates which services have support tickets. For each
service, PlanView includes the total number of tickets, number of active tickets,
number of unassigned tickets, number of tickets requiring attention, number of actual
tickets, and number of remaining tickets.
Community
40
The following table lists the secondary tabs and content associated with the Services tab. As the table indicates,
some tabs provide access to screens or a topology diagram rather than portlets. The items listed in the table help you
work with information about the services that IT supports. As discussed in Customizing PlanView, you may
configure PlanView so that the tabs content and layout suit your work habits.
Services Primary Tab
Secondary Tab
Portlets, Screens, or Diagram
Dashboard
Notifications
Portfolio Image
Service Analysis
Service Bubble
Lifecycle
Active Lifecycles
Notifications
Portfolio Image
Topology
Topology Diagram
Status
Active Service Requests

Actual Service Usage
Average Service Daily Usage
Cost and Effort Summary
Important Links
Agreements
Review Agreements Screen
Tickets
Summary of Service Screen
Community
Discussions
Message Board
Notifications
Portfolio Image
41
The following figure is an example of the information PlanView displays for a Service portfolio while the Services
and Topology tabs are selected. Any additional information in the portfolio is accessible through the Services tabs
other secondary tabs.
Figure 13 Example Display while the Services and Topology Tabs Are Selected
42
Assets Tab
The Assets tab and its secondary tabs let you access information and links related to Asset portfolios. The following
table describes the secondary tabs you may access from the Assets tab.
Secondary Tab
Description
Dashboard
Lets you place and arrange specially designed portlets that show summary or highlevel information relevant to assets important to you.
Lifecycle
Displays information about asset lifecycles.
Topology
Displays a portfolios topology diagram, which shows the relationship of an Asset

portfolios assets that support the delivery of a Service portfolios business services.
Status
Displays information about assets classified by their status. It also identifies the
services supported by a portfolios assets. This tab can also be configured to include
links to URLs that are important to you.
Agreements
Displays information about the Asset Contracts associated with a portfolios assets. An
Asset Contract is an agreement that defines the delivery of assets from a single
vendor.
Tickets
Displays information that indicates which assets have support tickets. For each asset,
PlanView displays the total number of tickets, number of active tickets, number of
unassigned tickets, number of tickets requiring attention, number of actual tickets, and
number of remaining tickets.
Community
The following table lists the secondary tabs and content associated with the Assets tab. As the table indicates, some
tabs provide access to screens or a topology diagram rather than portlets. The items listed in the table help you work
with information about the assets associated with the services that IT supports. As discussed in Customizing
PlanView, you may configure PlanView so that the tabs content and layout suit your work habits.
Assets Primary Tab
Secondary Tab
Dashboard
Asset Analysis
Asset Bubble
Notifications
Portfolio Image
Lifecycle
Active Lifecycles
Notifications
Portfolio Image
Topology
Topology Diagram
43
Assets Primary Tab

Secondary Tab
Status
Average Application Daily Usage

Latest Direct Cost Expenditures
Important Links
Notifications
Portfolio Image
Portfolio Summary
Supported Service
Upcoming Agreement Reviews
Agreements
Review Agreements Screen
Tickets
Summary of Asset Screen
Community
Discussions
Message Board
Notifications
Portfolio Image
The following figure is an example of the information PlanView displays for an Asset portfolio while the Assets and
Topology tabs are selected. Any additional information in the portfolio is accessible through the Assets tabs other
secondary tabs.
Figure 14 Example Display while the Assets and Topology Tabs Are Selected
44
Navigating PlanView
You may find the following tips helpful while navigating your organizations PlanView database. When working in
PlanView, keep in mind that the tasks you may perform and the work items and resources you may access depend
on your permissions and grants.
Some PlanView screens include links that let you drill down to further information.
If the Navigation toolbar includes a portfolios link, you may open the portfolio by clicking the link.
As the following table summarizes, the Navigation toolbar includes buttons that display screens from which
you can open portfolios, projects, reports, notifications, contracts, resources, the service catalog,, or other
structural information in the database.
Click
To Open
Portfolios or projects by clicking links in the Go To screen.
This button performs the same function as the Go To command.
Reports by clicking links in the Reports screen. Reports help you communicate information to other
members of a team, or to managers and supervisors within the organization. Reports can contain
valuable data about the status of projects, the workload of resources, and how well financial plans are
being met.
Content Management items by clicking links in the Share Content screen. Content Management includes
data related to contracts, work, resources, or other structural information within the PlanView database.
Your PVA defines the settings that control the use of Content Management.
This button performs the same function as the Content command. It is not available to Information
Access Users while the Work and Community tabs are selected.
The service catalog, which lets users order services from your organizations IT department.
This button is available only if SPM is installed on your system.
Notifications by clicking links in the Notifications Summary screen.
PlanView lets you add menu links so that you have easy access to portfolios, URLs, or documents. The
following table describes what you may link and indicates where to add the links. After you add a link, you
may click it to open its associated item.
Add
To This Menu Item
Links to documents or URLs that you find useful
My Favorites on the user menu.
Links to frequently visited portfolios
Quick Links on the user menu.
If you have SPM installed on your system, you may navigate PlanView through topology diagrams, which
show the relationship of a Service portfolios business services and the applications, key hardware, projects,
support work, and other related assets required to deliver those services.
Your PVA may configure the user menus Global Links item to include links to documents or URLs useful to
your whole organization. You may click a global link to open the item associated with it.
You may return to previous PlanView HTML screens by clicking < Back in the PlanView toolbar. Some
screens also include a < Back link so you can return to the previous screen.
45
You may log off PlanView by clicking Logoff in the PlanView toolbar. PlanView displays a screen that gives
you the option of logging in again or exiting from the application.
The left and right mouse buttons perform specific functions while you work in PlanView. In general, you
click or double-click the left button to perform an action, and you right click to display a shortcut menu. The
shape of the cursor indicates the action available.
When working in a grid (spreadsheet) format in Manage Work, use the TAB and arrow keys to move from one
field to the next.
PlanView Tip!
The work items that display when you navigate your organizations PlanView database are the work items to which
your User ID has been granted. The number of levels you may view also depends on your grants. If no work items
have been granted, the work item list is empty. If that is the case, see your PVA or manager so you may be granted
work items.
Searching for Information

There are numerous ways to search within the PlanView system. As discussed in a later chapter, you may use
PlanViews Content Management to search for keywords associated with a content file. You may also search for
information using Manage Work or your browser.
There are numerous ways to search within the PlanView system. As discussed in a later chapter, you may use
PlanViews Content Management to search for keywords associated with a content file. You may also search for
information using PlanViews Find Replace Work Description feature, Manage Work, or your browser.
PlanViews Find Replace Work Description feature lets you search and replace data throughout the currently
selected portfolio. You may use the Find Replace Work Description feature if your PVA has enabled it. If you have
drilled down from a multi-project portfolio to a single project, then you may search and replace data only within that
project.
To Find and Replace Data
1.
Click Work Action Links

dialog appears.
Find/Replace Work Description. The Find and Replace Work Description
2.
Enter the text you want to Find.
3.
If you want to refine your search, click Advanced Options.

You may specify whether you want to search only for work starting on or after today. PlanView may Find
Any Match or Exact Matches. There are also options that let you Find Only Matches Starting with Search
Criteria or Find Only Matches Ending with Search Criteria.
4.
Enter the Replacement Text.
5.
Click Search. A check box for each work description that matches your search criteria is displayed in the
Results section of the dialog.
6.
Select the items you want to replace. You may use Select All or Clear All to quickly select or clear the check
boxes.
7.
Click Submit.
46
Manage Work lets you search for data.

To Use Manage Work to Search for Data
1.
Open Manage Work: (Work
Dashboard
2.
In Manage Work, click Edit
Find.
3.
Enter the text for which you are searching.
Action Links
Manage Work).
The system highlights any work item that matches your search criteria.
You may use your browsers find feature to search for text anywhere in PlanViews HTML screens.
To Use Your Browser to Search for Text
1.
From the browsers toolbar, click Edit
Find.
The browser Find dialog appears.

2.
Use the dialog to search in an up or down direction within the text and to match the text case if necessary.
Printing or Exporting Data

PlanViews Print & Export command lets you:
print the content of your PlanView window, or
export to Excel data displayed in some review screens, financial management screens, and On-Demand
Reports.
To Print or Export Data
1.
Display the screen or On-Demand Report you want to print.
2.
In the Navigation toolbar, click
OR
If the main menu is currently displayed, click Print & Export.

3.
In the Print and Export screen that appears, take one of the following actions:
If you want to print the data, click Print Page to open the Microsoft Print dialog box. For details on
using that dialog box, see your Microsoft documentation.
If you want to export the currently displayed data to Excel, click the Export to Excel option if it is
available. PlanView displays the data in Excel. For details on using Excel, see your Microsoft
documentation.
PlanView Tip!
Printing the PlanView windows content in the landscape mode gives the best results.
47
Exiting from PlanView

After you complete all your current PlanView tasks, you can exit from PlanView. When doing so, you may leave
your browser active or close it along with PlanView.
To Exit PlanView and Keep the Browser Active
1.
Click Log Off on the PlanView toolbar to display the PlanView Exit screen.
2.
Take one of the following actions:
To exit PlanView, click Exit.
To return to PlanView rather than exit, click Login Again. Then re-enter your login information.
To Exit PlanView and the Browser
1.
From your browser, click File
Close.
In the upper right corner of your browser window, click
OR
.
If you exit PlanView and then restart it, PlanView opens the last portfolio or project you accessed. As discussed in
the Setting Login Defaults section, you may specify which tabs PlanView opens when you start the application.
PlanView Calendars
PlanView calendars let you
track the time available to your organization and associate that time with work items and resources, and
identify the days and times when resource and work items are available for scheduling purposes.
By comparing the amount of time a work item requires with the amount of time resources are available for
allocation, the PlanView system can indicate when resources are overloaded or under loaded.
Calendars:
are the basis for both manual and computer-driven scheduling,
are the foundation for time units within the system,
can be customized for each employee or other resource, and
can be customized for each work item.
PlanView uses the following calendars. Your PVA sets up the PlanView calendars during installation to conform to
your organizations standards. The PlanView system provides the absolute and standard calendars. Alternate
calendars may also be available because your organization may create any number of calendars as required.
absolute
standard, and
alternate
Discussions on how PlanView calendars work and information about each type of calendar follow.
48
PlanView Tip!
Calendars establish broad working hours and holidays. The Standard Work option permits establishing specific nonworking times for resources (such as vacation, sick leave, and administrative times).
You may update calendars only if your PVA has granted you such rights. You may create calendars only if you have
rights to do so from the User Configuration screen under the Administrator option.
How Calendars Work

Each work item and resource is associated with a single PlanView calendar that determines the dates and times each
is available for scheduling. You will not need to modify your PlanView calendar because managers and your PVA
will make any modifications.
PlanView Tip!
The PlanView calendars store time in minutes and then internally calculate larger increments (such as hours, days,
months, years, etc.). Therefore, it is possible to define each calendar to be defined in as much detail as desired.
The Absolute Calendar

The absolute calendar tracks all possible time (e.g., twenty-four hours a day, seven days a week, etc.). All other
PlanView calendars are based upon the absolute calendar. Although you may associate work items and resources
with the absolute calendar, you cannot modify it in any way.
Most resources and work items will be associated with the standard calendar or an alternate calendar. However,
some work items and some resources (such as a computer) are actually available twenty-four hours a day and so
may be associated with the absolute calendar.
Work can only be scheduled during periods when the resource calendar matches the work item calendar. For
example, resources on a calendar showing they work evenings and weekends could not be allocated to a work item
having a standard 8-5, five-day-a-week calendar. However, if the work item is assigned to the absolute calendar,
potentially all resources could be allocated to it.
If the work you are doing needs resources with different calendars (for example, standard, six-day week, four-day
week, absolute), use the absolute calendar. This ensures that the work item calendar is available all the times the
resource calendars are. If the work you are doing needs resources that all use the standard calendar, you can set the
calendar to standard.
PlanView Tip!
If you use the absolute calendar, when calculating calendar durations between start and finish dates, the system will
use the absolute calendar. For example, 1 D equals 24 H on the Dates screen in the absolute calendar, but 1 D
equals 8 H in the standard calendar.
The Standard Calendar

The standard calendar is set by your organization to represent its normal workweek, holidays, and so forth. Your
organization can also create alternate calendars for special circumstances.
Alternate Calendars
The PlanView system allows a PVA to create any number of alternate calendars in addition to the absolute and
standard calendars. Alternate calendars are used to handle those work items and resources that do not fall into a
pattern covered by the standard calendar. For example, you may need a separate calendar for part-time employees,
for overtime work, or for a second shift.
49
PlanView Tip!
Although it is possible to have a separate calendar for each resource, it is not desirable. Calendars are meant to
simplify the planning process, and having too many calendars can become burdensome. When a single resource
becomes unavailable for a length of time (such as an employee who goes on vacation for two weeks), it is not
necessary to create a new calendar. Simply modify the resource availability schedule for each resource by using
standard work.
50
Customizing PlanView
You may customize PlanView by performing the following tasks. This chapter provides separate discussions on
each task.
setting PlanViews color scheme,
setting login defaults to define which tabs are selected by default and to specify whether the main menu and
user menu are collapsed or expanded when you start the application,
defining tab layout to specify the order in which PlanView displays portlets on a tab,
defining tab content to control which portlets and user menu items PlanView displays,
defining your preferences for how PlanView displays some data,
changing your password,
defining tab metrics to specify which fields PlanView displays in some Work secondary tabs,
customize a list of links to portfolios that you visit on a regular basis,
customize a list of links to documents or URLs that you find useful,
defining a portlets appearance to specify how many rows PlanView displays in the portlet and how items are
sorted within it,
collapsing or expanding portlets and menu items, and
removing portlets or some menu items.
PlanView Tip!
This chapter also discusses configuring PlanView for ActiveX. But you should only perform that task if you are
instructed to do so by your PVA.
Setting PlanViews Color Scheme

You can select a group of colors to be used throughout all PlanView tabs and screens. Your color scheme is specific
to your user ID.
To Define PlanViews Color Scheme
1.
On the main menu, click Customize
2.
Click the Select button of the preferred color scheme.
Layout
Color. PlanView displays the Customize Color screen.
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Setting Login Defaults

PlanView lets you set log in defaults to control
which primary tab is automatically selected when you start the application,
which secondary tabs are automatically selected when you select their associated primary tab, and
whether the main menu and user menu are in view when you start PlanView.
To Define Login Settings
1.
On the main menu, click Customize Layout

Options screen similar to the following figure.
2.
In the Default Primary Tab drop-down menu, select the primary tab you want PlanView to automatically
select when you start the application.
3.
In the Default Secondary Tab section, select the secondary tabs you want PlanView to automatically select
when you start the application. You may set a default secondary tab for each primary tab.
4.
Specify whether you want the main menu or user menu to be displayed or collapsed when you start
PlanView.
5.
52
Login Defaults. PlanView displays a Customization
To collapse the main menu, select the Left Portal Column check box. Otherwise, leave the check box
clear so that PlanView displays the main menu when you start the application.
To collapse the user menu, select the Right Portal Column check box. Otherwise, leave the check box
clear so that PlanView displays the user menu when you start the application.
Click Apply. PlanView will use your specified login defaults the next time you log into the application.
If you collapse a menu and then later want to expand it, you may do so. You expand the main menu by clicking ,
which PlanView displays at the upper right of the collapsed main menu. You expand the user menu by clicking ,
which PlanView displays at the upper left of the collapsed user menu
Defining Tab Layout

You may define the order in which PlanView displays portlets in a tab.
To Define Tab Layout
1.

to the following figure.
Layout. PlanView displays a Customization Options screen similar
2.
In the Customization Default Layout menu, click the name of the tab that you want to configure. Clicking a
primary tab name displays the names of its secondary tabs that you may configure.
There are two options for the Work tab because you may specify the layout of the portlets that PlanView
either displays for a single project (Work Projects) or the ones it displays for all the projects in a portfolio
(Work Portfolios).
3.
Specify the order in which you want PlanView to display the portlets in the tab. PlanView will display
portlets on a tab in the order in which they are listed in the screen. You arrange portlets in a tab by selecting
its name and then clicking the buttons described in the following table.
Button
Description
Moves a portlet up one level in the list.
Moves a portlet down one level in the list.
Moves a portlet to the top of the list.
Moves a portlet to the bottom of the list.
Deletes the portlet from the list so that PlanView does not display it in the tab. If you click this button,
you will need to click OK to verify you want to delete the portlet from the list.
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4.
Click Apply.
5.
Repeat this procedure for each tab you want to configure. If you configure a tab and later want to return to its
default layout, click Restore Default.
6.
Click Close when you finish configuring the tabs.
Defining Content of Tabs and the User Menu

You may define
which portlets PlanView displays in a tab, and
whether PlanView displays the My Favorites, Global Links, and My Image items in the user menu.
To Define Content of Tabs and the User Menu
1.

Layout. PlanView displays a Customization Options screen similar
2.
Click Content.
3.
In the Customization Default Layout menu, click the name of the tab that you want to configure. Clicking a
primary tab name displays the names of its secondary tabs.
There are two options for the Work tab because you may specify which portlets PlanView displays either for
a single project (Work Projects) or all the projects in a portfolio (Work Portfolios).
After you click a tab name, PlanView displays a list of the portlets that PlanView may be configured to
display when the specified tab is selected.
4.
5.
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Specify which portlets you want PlanView to display when the tab you are configuring is selected.
Select the check boxes of the portlets you want displayed.
Clear the check boxes of the portlets you do not want displayed.
Click Apply.
6.
Repeat this procedure for each tab you want to configure. If you configure a tab and later want to return to its
default content, click Restore Default.
7.
Click Close when you finish configuring the tabs.
Defining Your Preferences

PlanView lets you define options that control how PlanView displays some data. Use these options to specify
preferences that define the
units PlanView uses while displaying data about the duration, effort, and time of work and resources,
defaults for the financial-management data associated with projects and resources,
defaults for displaying enterprise information in Strategic and Organizational portfolios, including the units
for currency, numeric and effort values, and the format of investment-analysis profiles, views, and time scales,
and
language in which you want to receive e-mail notifications.
The preferences you may define depend on the information and functionality you are given access to when your
PVA configures your role. Separate discussions on setting your preferences follow. In addition to the preferences
covered in these discussions, PlanView lets you set user preferences that determine your password, as discussed in
the Changing Your Password section.
Setting Work and Resource Preferences

Work and resource preferences define the time increments PlanView uses while displaying a work item or
resources duration data, effort data, or time scale.
To Set Work and Resource Preferences
1.

screen similar to the following figure.
User Preferences. PlanView displays the Define User Preferences
2.
Make your desired selections in the screens drop-down menus. Using these menus you may configure
PlanView to display the
Duration Unit of work items and resources in increments of hours, days, or weeks,
Effort Unit of work items and resources in increments of hours, days, weeks, or full-time equivalents
(FTEs), and
3.
Time Scale of work items and resources as days, months, weeks, or years.
Click OK.
55
Setting Strategic and Organizational Preferences

The strategic and organizational preferences define the defaults for the
time increment of time scales displayed in investment-analysis screens,
format in which PlanView displays investment-analysis profiles and views,
currency and numeric units PlanView uses while displaying financial data in investment-analysis screens, and
time increment of the effort data displayed in investment-analysis screens.

To Set Strategic and Organizational Preferences
1.
User Preferences.
2.
In the Define User Preferences screen that appears, click Strategy and Organization. PlanView displays a
screen similar to the one in the following figure.
3.
Specify defaults for the Set User Display options described in the following table. These options are
relevant to data PlanView displays in investment analysis screens.
Option
Description
Show Currency Symbol
Defines whether PlanView is to include a currency symbol when displaying financial

data for Strategic or Organizational portfolios. To include the symbol defined for the
Investment Model associated with a Strategic or Organizational portfolio, select this
check box. Otherwise, clear the check box.
Time Scale
Defines whether PlanView displays time-phased data of investment analysis screens

in Months, Quarters, or Years.
This value sets the default, but later on you may change this default in relevant
investment analysis screens.
Profile Display
Defines whether PlanView presents investment-analysis data in a Numerical or

Graphical format. Graphical is the default.
Investment View
Defines whether PlanView display investments by Status or Strategic Structure in

the Schedule Investments screen.
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4.
Specify defaults for the Set Units options described in the following table. These options are relevant to data
PlanView displays in investment analysis screens.
Option
Description
Currency Unit
Defines whether to display financial currency measurement and metric data in

Standard units, Thousands, or Millions.
Numeric Unit
Defines whether to display numeric measurement and metric data in Standard units,
Thousands, or Millions.
Effort Unit
Defines whether to display effort measurements in Hours, Days, Weeks, or as FTEs.

If you select FTEs, PlanView will display effort in FTEs on time-phased screens, but in days on
non-time phased screens.
5.
Click OK.
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Setting Financial Management Preferences

Financial-management preferences define the defaults of the model, version, template, date range, and currency
scaling of the data PlanView displays in a financial summary screen of work, resources, or services. If you do not
define financial-management preferences, PlanView uses the ones that your PVA specified.
PlanView Tip!
If you use Manage Work to access the Enter/Edit Financial Plan screen, it will use the financial-management
preferences you define instead of those set by your PVA.
To Set Financial Management Preferences
1.
User Preferences.
2.
In the Define User Preferences screen that appears, click Financial Management. PlanView displays a Set
Financial Management Preferences screen similar to the following figure.
3.
From the screens drop-down menus, select the Default Model, Default Working Version, Default Baseline
Version, and Default Template that you want the Financial Management Summary screen to default to
while you are reviewing the financial data. Do so for each type of portfolio (Work, Resource, or Service) for
which you are customizing financial management data.
58
4.
5.
In each section for which you are configuring financial management data, select the financial period you
want the Financial Management Summary screen to default to while you are reviewing the financialmanagement data of projects in a Work portfolio.
In each section for which you are configuring financial management data, select the desired Currency
Scaling option.
6.
Click OK.
Selecting a Language for E-Mail Notifications

Notifications alert you or other users of items requiring attention or inform you of some actions taken by others in
either PlanView or Manage Work. When a resource signs a timesheet, for example, PlanView sends a notification to
the managers who approve time for that resource.
PlanView supports sending notifications to your e-mail application as well as displaying them in a PlanView portlet.
If your PVA configures PlanView to support sending you notifications via e-mail and you enable e-mail
notifications on your system, you may select the language in which you receive such notifications. If you do not
specify a language, the e-mail messages are sent in American English.
To Select the Language in which You Receive E-Mail Notifications
1.

screen.
2.
Click User Options to display the Set User Options Preferences dialog.
3.
Select the desired language.
4.
Click OK.
Setting Microsoft Project Connector Preferences

Define Microsoft Project Connector preferences to map the following:
PlanView resource short name values to a particular field in Microsoft Project, and
PlanView alternate structures to text fields in Microsoft Project.
Defining Microsoft Project Connector preferences is optional. If you do not define such preferences, none are used
when Microsoft Project Connector transfers data.
59
Task
Required Permission
To set Microsoft Project Connector Preferences
Use PPM
Prerequisites
Your PVA has configured PlanView to let you use one or more of Microsoft Project Connectors permissions
To Set Microsoft Project Connector Preferences
1.
User Preferences.
2.
In the Define User Preferences screen that appears, click MS Project Connector. PlanView displays a screen
similar to the following figure. Use the screen to map your PlanView resource short name values and
alternate structures to Microsoft Project fields.
As shown in the example screen, each Alternate Structure menu has a corresponding MS Project Fields
menu. PlanView initially displays only one pair of such menus, but a new set of menus is added each time
you map an alternate structure.
3.
If your organization has multiple resources with the same name, select the desired mapping from the
Resource Short Name menu. You may map resource short name values to one of the following Microsoft
Project fields: Code, Initials, or Text1 toText10.
Mapping from short name values ensures Microsoft Project Connector bases resource assignments on short
names instead of the resource name descriptions. If no mapping is set, the application matches resources
based on their descriptions.
4.
From an Alternate Structures menu, select the alternate structure you want to map. From the corresponding
MS Project Fields menu, select the Microsoft Project text field to which you want to map the designated
alternate structure.
5.
If you want to remove the mapping of your user name or a specific alternate structure, select the appropriate
Remove Mappings check box. You may remap an item later if desired.
6.
If you want to maintain a log file of your Microsoft Project Connector transactions, select the Turn
Advanced Logging On check box.
If the check box is selected, details about the processing of your transactions are maintained in a pvapi.log
file during your current session. Maintaining a log file helps troubleshoot processing errors. To prevent the
creation of large log files, PlanView automatically clears the check box each time you log out from
PlanView.
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7.
Use the Do not mark files as checked out when a check-out transfer has completed check box to specify
whether you want to allow multiple copies of the same version of a document to be checked out
simultaneously.
Selecting the check box allows multiple checkouts, but clearing the check box does not allow simultaneous
checkouts of the same version.
8.
Click OK.
Changing Your Password

Your PVA assigns each person authorized to use the system a User ID and password. The User ID identifies you to
the system to give you access to certain functionality (based on your user role) and to particular parts of the database
(based on the work and/or resources granted to you). The User ID is also used on various screens to identify who
performed a certain action. The User ID may not contain an apostrophe.
The password is a code that validates your User ID. To prevent unauthorized people from gaining access to your
work or resources, your password should be kept secret. Notice that when you enter the password on the screen, the
letters you type are obscured. This is to keep an observer from learning your password while you are using the
system.
You may change your password according to your organizations password conventions. Before changing your
password, see your PVA for information on whether your organization has specific guidelines or requirements for
passwords.
To Change Your Password
1.

screen.
2.
Click Change Password to display the Change Password dialog.
3.
Type your Old Password (current password).
4.
Type a New Password.
5.
In Re-enter New Password, retype the new password.
6.
Click OK to submit the new password to the PlanView database.
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Defining Tab Metrics

You may customize PlanView to display specific schedule, staffing, and progress data for a single project or all the
projects in a portfolio. You do so by defining a set of tab metrics for the Work tabs Schedule, Staffing, and Progress
secondary tabs and the Schedule Graph. You can configure each of these tabs and the Schedule Graph to include any
of the tab metrics described in the following table. When PlanView displays the Schedule Graph or the portlets
associated with the tabs, it includes information for your specified set of metrics. When defining tab metrics, you
may also specify the order in which PlanView displays the metrics.
Tab Metric
Description
Active Tickets
For a portfolio, this item indicates how many active support tickets there are for all
the projects in the portfolio.
For a project, this item indicates how many active support tickets are in the project.
Actual Finish
Projects actual completion date.
Actual Start
Projects actual starting date.
Actual/Schedule Finish
If task is finished, this is the date the work was completed. Otherwise, this is the
schedule finish date.
Actual/Schedule Start
If task is started, this is the date the work was started. Otherwise, this is the
schedule start date.
All Tickets
For a portfolio, this item indicates how many support tickets have been issued for
all the projects in a portfolio.
For a project, this item indicates how many support tickets have been issued for
the project.
Assignment Complete by
Contributors
Work that resources have marked as complete.
Assumed Complete
Indicates that work has reached the Assumed Complete status. PlanView assigns
this status to work when its allocated hours reach zero and the system assumes
no further work needs to be done.
Authorizations
For a portfolio, this item indicates authorizations exist within projects in the
portfolio.
For a project, this item indicates authorizations exist within the project.
Baseline Duration
Difference between the baseline start date and baseline finish date.
A baseline is a snapshot of a projects start and finish schedule dates (at a given
point in time). You may use baselines for future measurement or comparison.
Baseline Effort
Baseline effort for the project.
Baseline Finish
Baseline finish date.
Baseline Start
Baseline start date.
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Tab Metric
Description
Changes
For a portfolio, this item indicates how many changes are associated with all of the
portfolios projects.
For a project, this item indicates how many changes are associated with the
project.
Completed Milestones
For a portfolio, this item indicates how many milestones are completed in all of the
For a project, this item indicates how many milestones are completed in the
project.
Contributor Estimate
Total estimate of effort contributors expect it will take to complete the task.
Contributors enter this estimate in their timesheets.
CPM Variance
Calculated number of days between late finish and schedule finish. PlanView
calculates this number using the critical path method (CPM), which is a technique
for determining earliest and latest dates for scheduling work and for determining
the float, positive or negative, for each work item.
Customer
Value of alternate structure WBS24.
Duration at Complete
For a portfolio, this item indicates difference between the project that starts the
earliest and the project that finishes last.
For a project, this item indicates difference between the projects start and finish
dates.
Effort Actual
For a portfolio, this item indicates the total actual effort it is taking for all the
projects in the portfolio.
For a project, this item indicates the total actual effort it is taking for the project.
Effort Approved
For a portfolio, this item indicates the total effort that is approved for all the projects
in the portfolio.
For a project, this item indicates the total effort that is approved for the project.
Effort at Complete
For a portfolio, this item indicates the total effort it took to complete all the projects
in the portfolio.
For a project, this item indicates the total effort it took to complete the project.
Effort Estimate
For a portfolio, this item indicates the total estimate of effort it is expected to take
for projects in the portfolio.
For a project, this item indicates the total estimate of effort it is expected to take for
the project.
Effort Remain
For a portfolio, this item indicates the remaining effort it is expected to take for all
the projects in the portfolio.
For a project, this item indicates the remaining effort it is expected to take for the
project.
Effort Reserved
For a portfolio, total effort reserved to complete all the projects in the portfolio.
For a project, total effort reserved to complete the project.
Effort Variance
Variance between baseline effort and scheduled effort.
63
Tab Metric
Description
Enter Status
Lets the status of a projects work entities be entered manually.
eRoom
Configures PlanView to display the eRoom icon (

) in the Projects in Portfolio
portlet and the Projects in Portfolio screen to identify projects associated with an
eRoom. Clicking the icon starts eRoom from PlanView.
Integrated
Number of hours integrated since last run of PlanViews Progressing Engine.
Issues
For a portfolio, this item indicates how many issues are associated with all of the
For a project, this item indicates how many issues are associated with the project.
Late Finish
Latest date a work item can finish without delaying a projects finish date or any
constraint. PlanView uses CPM to calculate this date.
Late Milestones
For a portfolio, this item indicates the total number of milestones that are
scheduled later than their baseline dates. The total given is for all of the portfolios
projects.
For a project, this item indicates the total number of project milestones that are
scheduled later than their baseline dates.
Late Projects
Indicates how many of a portfolios projects have finish dates scheduled after the
baseline finish date.
Milestones
For a portfolio, this item indicates the total number of milestones scheduled for all
of the portfolios projects.
For a project, this item indicates the total number of milestones scheduled for the
project.
Missed Milestones
For a portfolio, this item indicates the total number of milestones that were
completed after their baseline dates. The total given is for all of the portfolios
projects.
For a project, this item indicates the total number of project milestones that were
completed after their baseline dates.
Need Approval
Indicates the amount of a work items reported time has been signed since the last
time you ran PlanViews Progressing Engine.
Percent Complete
Indicates the calculated percent of completed work.
Planned Milestones
For a portfolio, this item indicates the total number of milestones that are planned
after the current date. The total given is for all of the portfolios projects.
For a project, this item indicates the total number of the projects milestones that
are planned after the current date.
Previous Finish
Indicates the finish date that existed prior to the last time you ran PlanViews
Progressing Engine.
Reported This Period
For a portfolio, total amount of time reported against the work in the portfolio since
the last time you ran PlanViews Progressing Engine.
For a project, total amount of time reported against all of a projects work since the
last time you ran PlanViews Progressing Engine.
64
Tab Metric
Description
Risks
For a portfolio, this item indicates how many risks there are in all of the portfolios
projects.
For a project, this item indicates how many risks there are in the project.
Schedule Duration
Indicates the difference between the scheduled finish date and the scheduled start
date.
Schedule Finish
Projects scheduled completion date.
Schedule Start
Projects scheduled starting date.
Schedule Variance
Difference between the projects scheduled finish and the baseline finish.
Slippage
Indicates the number of days between current finish date and the previous finish
date that was calculated since the last time you ran PlanViews Progressing
Engine.
Slipped Tasks
Indicates that work has slipped since the last time you ran PlanViews Progressing
Engine.
Tickets
Indicates a work item has support tickets.
Work Status
Indicates whether a project or support ticket is requested, open/approved, on hold,

assumed complete, finished, or closed.
Work Type
Alternate structure value (such as Strategic Project, Planned Work, etc.) that helps
define how PlanView will govern the work. Your PVA specifies this for the WBS22
entry when defining alternate structures.
Workflow
Indicates a workflow is assigned to the work item.
65
To Define Tab Metrics
1.
Click Work Customize

following figure.
Work Metrics. PlanView displays a Define Metrics screen similar to the
The Selected Metrics list indicates which metrics are currently specified to be included in the tab that is
selected in the screens left side. The Available Metrics list indicates which metrics are excluded on that
tabs portlets. Metrics listed in green will be included in the Schedule Graph and the tabs associated
portlets. The lists displayed in the screens right side identify which metrics are currently specified to be
included in other tabs.
2.
If necessary, specify which tab you are configuring by selecting Schedule, Staffing, or Progress from the
screens list of tabs.
3.
Define which metrics you want PlanView to include or exclude when it displays the portlets associated with
the tab you are configuring. For descriptions of the metrics, see the table earlier in this section.
4.
5.
To include a metric, select it from the Available Metrics list and click
To exclude a metric, select it from the Selected Metrics list and click
To return to the tabs default metrics, click Restore Defaults.
When PlanView displays metrics in portlets it does so in the order in which they are listed in the
Selected Metrics list. You may rearrange this order by selecting a metric and then moving it up or
down in the list by clicking
or
respectively.
To remove all metrics from the Selected Metrics list and move them back to the Available Metrics list,
click Clear. At the verification prompt that appears, click OK.
Specify which metrics you want to include in the Schedule Graph.
To include a metric listed in black, select it in the Selected Metrics list and click Show Hide.
To exclude a metric listed in green, select it and click Show Hide.
Click OK.
PlanView Tip!
You may also define which portlets PlanView displays in the Schedule, Staffing, and Progress tabs as discussed in
the Defining Content section. If you select a tab and PlanView does not display the fields relevant to your set of tab
metrics, check which portlets PlanView is configured to display.
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Customizing Quick Links in the Main Menu

The main menus Quick Links item lets you build a personalized navigation menu, based on portfolios that you visit
on a regular basis. You may add quick links to the menu, change the order in which they are listed in the menu, and
delete quick links from the menu.
Adding Quick Links

Add quick links to the main menu for those portfolios that you visit on a regular basis. After you add a quick link for
a portfolio, you may navigate to the portfolio by clicking its link in the menu.
To Add a Quick Link
1.
On the main menu, click Quick Links
Recently Visited.
2.
From the menu that appears, select the portfolio for which you want to add a link. PlanView opens that
portfolio.
3.
Issue the Add Quick Links command, which PlanView makes available after you selected a portfolio. You
issue the command by taking one of the following actions:
On the Quick Links item, click Add Quick Links.
On the Quick Links item, move the cursor to
OR
. In the menu that appears, click Add Quick Links.
PlanView adds a link for the selected portfolio to the list of quick links.
Rearranging the Order of the Quick Links List

When you add a quick link, PlanView inserts it at the top of the list of links. You may rearrange the order of the
quick links list.
To Rearrange the Order of the Quick Links List
1.
Recently Visited.
2.
On the Quick Links item, move the cursor to . In the menu that appears, click Edit Quick Links. PlanView
displays an Edit Quick Links screen similar to the following figure.
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3.
Specify the order in which you want the links to be listed on the main menu. You define the links order in the
list by selecting a links name and then clicking the buttons described in the following table. You repeat this
step until the links are in the desired order.
Button
Description
Moves a link up one level in the list.
Moves a link down one level in the list.
Moves a link to the top of the list.
Moves a link to the bottom of the list.
4.
Click OK.
Deleting Quick Links

You may delete quick links from the main menu.
To Delete Quick Links
1.
2.
On the Quick Links item, move the cursor to
3.
Select the link you want to delete.
4.
Click
5.
Click OK.
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Recently Visited.
. In the menu that appears, click Edit Quick Links.
in the Edit Quick Links screen that appears. At the verification prompt that appears, click OK.
Configuring the User Menu

Configure the user menu if you want to
add, remove, edit, or reorder My Favorites links,
define how many links PlanView displays under My Favorites or Global Links, or
add an image to the user menu.
Customizing My Favorites
The My Favorites item provides links to documents or URLs that you find useful. You may keep a virtually
unlimited number of favorites.
PlanView lets you perform the following tasks to customize the My Favorites item. Separate discussions on each
task follow.
create favorites to add links to the My Favorites list,
edit existing favorites,
rearrange the order of your list of favorites,
define how many favorites PlanView displays, and
remove favorites from the list.
Creating Favorites
Create new favorites to add links for URLs or document files to the My Favorites item.
To Create a New Favorite
1.
On the My Favorites item, click Favorite. PlanView displays the Enter a Favorite screen.
2.
Enter the Description of the favorite.
3.
Specify the location of the item for which you are creating a link.
4.
If the favorite you want to add is a Web page, enter the complete URL.
If the favorite you want to add is a file, Browse to the files location.
Click OK. PlanView adds the new favorite to the bottom of the list of links.
69
Editing Favorites
Edit a favorite to change its description or link.
To Edit Favorites
1.
On the My Favorites item, move the cursor to
2.
On the shortcut menu that PlanView displays, click Edit.
3.
Click Update next to the favorite you want to modify.
4.
Edit the information as needed and click OK.
Rearranging the Order of the My Favorites List

You can move links up or down the My Favorites list to change their order in the list.
To Reorder the List of Favorites
1.
2.
3.
Move a favorite up or down one level in the list by clicking the appropriate option (move up or move down).
Defining How Many Links PlanView Displays in the My Favorites List

You can define how many links PlanView displays in the My Favorites list.
To Define How Many Favorite Links PlanView Displays
1.
2.
3.
At the bottom of the favorites list, click Change Portal Options.
4.
Enter the maximum number of links PlanView can display on the My Favorites portlet. The default is five.
5.
Click OK.
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Removing Links from the My Favorites List

You can remove links from the My Favorites list.
To Remove Favorite Links from the List
1.
2.
3.
Click remove belo+w the link you want to remove.
Customizing Global Links

The Global Links item includes links to documents or URLs that may be useful to your whole organization. Your
PVA defines what the Global Links menu includes. You may, however, specify how many global links PlanView
displays.
To Set the Number of Global Links PlanView Displays
1.
Click Link
Change Portal Options. PlanView opens the Change Global Links Portlet Settings screen.
2.
Enter the maximum number of links PlanView can display on the Global Links portlet. The default is five.
3.
Click OK.
Customizing the User Menus Image

You may add and delete an image in the user menu.
Adding an Image to the User Menu

The My Image item lets you add an image to the user menu.
To Add an Image
1.
On the My Image item, click Add an Image.

On the My Image item, move the cursor to
OR
. Then click Edit on the shortcut menu that appears.
2.
In the Edit Image dialog that appears, enter the name of the image File you want to add. You may browse to
locate the desired file.
3.
Enter a Caption to specify a title for the image. This caption will replace the words My Image in the user
menu.
4.
Click OK.
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Deleting an Image from the User Menu

You may delete your image from the user menu.
To Delete an Image
1.
On the My Image item, move the cursor to
2.
Click Edit on the shortcut menu that appears.
3.
In the Edit Image dialog that appears, click Delete.
Defining a Portlets Appearance

PlanView lets you edit portlets to define
how many rows PlanView displays in the portlet, and
how items are sorted in the portlet.
When editing some portlets, you may select options that also determine the portlets content or layout.
To Edit Portlets
1.
On the portlet, move the cursor to
2.
Click Edit on the shortcut menu that appears. The portlets screen appears.
3.
In Show Top Rows, specify the number of rows you want PlanView to display for the portlet.
4.
From the Sort By drop-down box, select the option that you want PlanView to use to sort items in the
portlet.
5.
If the portlets screen includes options that provide additional controls for the portlets content or layout,
select the desired options.
6.
Click OK.
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Collapsing or Expanding Portlets or Menu Items

You may collapse or expand portlets and most menu items.
You collapse or expand items on the main menu by clicking buttons.
To Collapse or Expand Main Menu Items
1.
To expand an item on the main menu, click
To collapse items on the main menu, click
next to the item you want to expand.

next to the item you want to collapse.
You collapse or expand portlets and items on the user menu with a command.
To Collapse or Expand a Portlet or User Menu Item
1.
On the portlet or menu item you want to expand or collapse, move the cursor to
2.
Select the appropriate command from the shortcut menu that appears:
Click Expand to expand the portlet or menu item.
Click Collapse to collapse the portlet or menu item.
PlanView retains your portlet collapse/expand settings when you log off so that they are implemented again when
you log in. It does not, however, retain the collapse/expand settings of menu items.
Configuring for Active X

PlanView Tip!
The Active X files Manage Work and the Crystal Reports Exporter need are already on your system unless your
organization does not permit the automatic downloading of files onto client machines. Install and run the Active X
files only if your PVA instructs you to do so.
To Set Up PlanView for Active X
1.
Click Customize
Download Manage Work to display the PlanView Active X Component Setup screen.
2.
Click OCXSETUP.EXE to download and save that file to your computer.
3.
Close all PlanView Web browser sessions.
4.
Run ocxsetup.exe.
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Users and Tasks
Several types of resources frequently perform user tasks. Your organization will have specific titles for its resources,
which may differ from the titles used in this chapter.
This section provides as an example of usage the following resource types and associated tasks: General User,
Resource Manager, Project Manager, and Management Integration Center.
In the table that follows, tasks for each resource type are listed in the sequence in which they are normally
performed. Tasks for roles and responsibilities often overlap, and you may see the same task listed for multiple
roles.
PlanView Tip!
Many of these tasks are summarized in Action Cards, which you may have received or to which you may have been
given access. This guide provides complete detail for such tasks.
74
General User Tasks

The following table lists the tasks a general user may need to perform.
Typical
Sequence
Typical General Users Tasks
Add Requests
Create a Request Portfolio
Create a Resource Portfolio
Create a Project from HomeView
Create a Work Portfolio
Invite Users to the Community
Use Messages
Add and Organize Content
Use Content
10
Add and Escalate Issues
11
Add and Escalate Risks
12
Add and Escalate Tickets
13
Resolve Support Tickets
14
Enter Time
15
Use On-Demand Reports from HomeView
16
Create and Manage Extracts
17
Create Crystal Reports
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Resource Manager Tasks

The following table lists the tasks a resource manager may need to perform.
Typical
Sequence
Typical Resource Managers Tasks
Manage Resource Attributes and Information
Configure the Resource Attribute Chartlet
Use Messages
Use Content
10
Create Grants
11
Create and Review Standard Activities from the Resources Tab
12
Create an Allocation from Manage Work
13
Review Details and Status of an Allocation
14
Create Authorizations from Schedule Graph
15
Create Authorizations from Manage Work
16
Review Authorizations from the Resources Tab
17
Create a Reserves From Manage Work
18
Create Allocations and reserves from Schedule Graph
19
Substitute Resources from the Resources Tab
20
Respond to Requirements from the Resources Tab
21
Create a Reserve or Allocations from a Requirement
22
Search for Work for Available Resources
23
Review Resource Assignments from Gantt
24
Review Resource Assignments for a Single Resource
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Typical
Sequence
Typical Resource Managers Tasks
25
Create Support Tickets from Manage Work
26
Create Support Ticket from HomeView
27
Assign Support Tickets
28
29
Add and Escalate Changes
30
31
Transfer an Issue to Change or Risk
32
Transfer a Risk to Change or Issue
33
Enter Time
34
Approve Timesheets - Resource View
35
36
Use On-Demand Reports from Manage Work
37
38
Create Crystal Reports
39
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Project Manager Tasks

The following table lists the tasks a project manager may need to perform.
Typical
Sequence
Typical Project Managers Tasks
Add Requests
Use Messages
Create Grants
Define a Filter
Create and Update a Project from Manage Work
10
Build a WBS
11
Enter Budget Information from Schedule Info.
12
Define a Resource Requirement
13
Calculate Functional estimates
14
Use Experience Estimating
15
Schedule with CPM
16
Graphically Modify the WBS
17
Graphically Manage Dates and Relationships
18
Create a Reserves From Manage Work
19
Request an Allocation from Manage Work
20
21
22
Create Authorizations from Schedule Graph
23
Review Authorizations from the Resources Tab
24
Create and Manage Baselines from Work Tab
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Typical
Sequence
Typical Project Managers Tasks
25
Create and Manage Baselines from Manage Work
26
Create What-Ifs
27
Manage What-Ifs
28
29
30
31
32
Use Content
33
34
35
36
37
38
Status Milestones as Complete
39
Status Work with % Complete from Manage Work
40
Status Work with % Complete from the Progress Tab
41
Enter Time
42
Approve Timesheets - Project View
43
44
45
46
Run Crystal Reports
47
Close Work at the Primary Planning Level
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Management Integration Center Tasks

The following table lists the tasks that are often performed by management integration center personnel.
Typical
Sequence
Typical Management Integration Center Tasks
Add Requests
Dispatch and Delegate a Request
Create Primary Work from Requests
Create Support Ticket from Requests
Use Messages
10
Create Grants
11
Define a Filter
12
Create and Update a Project from Manage Work
13
Build a WBS
14
Enter Budget Information from Schedule Information
15
Define a Resource Requirement
16
Calculate Functional Estimates
17
Use Experience Estimating
18
Schedule with CPM
19
Graphically Modify the WBS
20
Graphically Manage Dates and Relationships
21
Create a Reserves from Manage Work
22
Request an Allocation from Manage Work
23
24
Create Authorizations from the Resources Tab
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Typical
Sequence
25
26
Manage Resource Attributes and Information
27
Configure the Resource Attribute Chartlet
28
Create and Review Standard Activities from the Resources Tab
29
Create an Allocation from Manage Work
30
31
Approve or Deny Requested Allocations
32
Create Allocations and Reserves from the Schedule Graph
33
Substitute Resources from the Resources Tab
34
Respond to Requirements from the Resources Tab
35
Create a Reserve or Allocations from a Requirement
36
Search for Work for Available Resources
37
Review Resource Assignments from Gantt
38
Review Resource Assignments for a Single Resource
39
Create and Manage Baselines from Work Tab
40
Create and Manage Baselines from Manage Work
41
Create What-Ifs
42
Manage What-Ifs
43
44
45
46
47
Use Content
48
49
50
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Typical
Sequence
51
52
53
Status Milestones as Complete
54
Status Work with % Complete from Manage Work
55
Status Work with % Complete from the Progress Tab
56
Enter Time
57
Approve Timesheets Project View
58
Approve Timesheets Resource View
59
60
61
62
Run Crystal Reports
63
Close Work at the Primary Planning Level
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Working with Portfolios
Portfolios let you organize information for decision-making and performance measurement. Portfolios are equally
applicable for managing strategies, initiatives, projects, or resources. A portfolio is a vehicle for grouping
information, based upon a set of specific attributes. It enables you to review or manage many single items in a
collective manner. PlanViews portfolios are applicable to projects, service agreements, lines of business, products,
strategic initiatives, applications, resources, IT investments, and more. Portfolios are the management method that
links strategies, work, and resources. They are created for the appropriate decision maker and their authority and
responsibilities.
PlanView supports the following different portfolio types that correspond to the primary tabs: Request, Strategic,
Organization, Work, and Resources. When you click the Requests, Work, Strategy, Organization, or Resources
primary tab, PlanView provides access to the portfolios relevant to that tab. Each secondary tab provides a different
view of a portfolio.
This chapter
provides an overview of the relationship between portfolios and portlets,
discusses the following tasks:
creating portfolios,
providing access to portfolios and their relevant entities (such as requests, strategies, projects, or resources),
opening portfolios,
updating portfolios,
deleting portfolios, and
working with portfolios in Manage Work.
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Relationship of Portfolios and Portlets

PlanView displays much of a portfolios information in portlets. Portlets are smaller sections of related information
and functionality. There are different portlets associated with each type of portfolio.
PlanView displays portlets in your HomeView and various tabs. Portlets provide links or display information as a
table or chart. If the portlet display is controlled to limit the number of items displayed, PlanView displays a More
link when the list is longer than allowed.
PlanView does not display all portlets in each type of portfolio. In addition, tab-content settings, your role, and your
permissions all determine whether PlanView displays a portlet while a specific type of portfolio is open. The
following chart lists each portlet that PlanView can display, identifies which portfolios each portlet is associated
with, and indicates which display columns (narrow, wide, or both) of a portfolio will accept each portlet. The chart
uses the following for portfolio-name abbreviations: HV = HomeView, Req = Request portfolio, Strat = Strategic
portfolio, Org = Organizational portfolio, Work = Work portfolio, and Res = Resource portfolio, Svc = Service
portfolio, and Asset = Asset portfolio.. The chart also uses the following display-column abbreviations: N = narrow,
W = wide, and B = both.
Portlet
HV
Req
Strat
Org
Work
Res
Svc
Asset
Column
Active Lifecycles
Active Requests
Active Service Requests
Actual Service Usage
Allocations at Risk
Asset Analysis
Asset Bubble
Average Application Daily Usage
Average Service Daily Usage
Benefit Analysis
Closed Requests
Content
Cost and Effort Summary
Denied Requests
Discussions
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Portlet
HV
Req
Strat
Org
Work
Res
Svc
Asset
Column
Dispatch Speed
Dispatched Request Disposition
Dispatched Requests
Effort Analysis
Effort Breakdown
Execution Stage
Financial Breakdown
Financial Management Analysis
Free Capacity
FTE Profile
Graphical Profiles Summary
Important Links
Investment Scoreboard
Documents
Latest Direct Cost Expenditures
Lifecycle Stage
Message Board
Milestones
My Discussions
My Scoreboard Documents
New Investments
85
Portlet
HV
Req
Strat
Org
Work
Res
Svc
Asset
Column
New Requests
Not Staffed Work
Notifications
Organizational Baseline
Performance
Organizational Portfolio Watchlist
Overloaded Resources
Pending Requests
Performance Scoreboard
Document
Portfolio Image
Portfolio Schedule
Portfolio Summary
Project Health
Projects In Portfolio
Request Disposition
Request Volume
Resource Attributes
Resource Scoreboard
Documents
Scenario Valuation
Service Analysis
Service Bubble
86
Portlet
HV
Req
Strat
Org
Work
Res
Svc
Asset
Column
Slipped Work
Stale Investments
Strategic Baseline Watchlist
Supported Service
Time Reported on Your Own

Work
Timesheets Requiring Attention
Upcoming Agreement Reviews
Withdrawn Requests
Work Watchlist
Your Allocations
Your Changes
Your Issues
Your Risks
87
Creating Portfolios
Create Request, Strategic, Organizational, Work, and Resource portfolios so that you can view, manage, or edit your
work and resources through PlanViews portlets. You do not have to create each type of portfolio. You need only
create those that are relevant to the work you do in PlanView. If you click a tab and do not already have the type of
portfolio associated with that tab, PlanView prompts you to create such a portfolio.
When creating a portfolio, you select data for the portfolio. Doing so lets you focus on specific entities that are
relevant and necessary to the portfolio. Grouping items together in a portfolio is beneficial to decision making and
performance management For example, if you are a work manager, you may create a Work portfolio that is to
include only projects and other work items in the database that are relevant to that portfolio. A resource manager
may create a Resource portfolio to group together the resources necessary to complete work defined in a Work
portfolio.
You define a selection of data for a portfolio by selecting a subset of structures to include in your portfolio. You
may then further refine your data selection by selecting advanced options (alternate structures) for additional
filtering. When you access a portfolio, PlanView displays data that satisfies the criteria you established for the
portfolio. The structures and advanced options (alternate structures) you may select are defined by your PVA, and
they may vary from organization to organization within your company.
Separate discussions on creating the different types of portfolios follow.
Creating Request Portfolios

Create a Request portfolio to collect related requests for analysis, prioritization, review, or reporting. After you
create a portfolio, you may display dashboard information and portlets to view and access data pertaining to the
portfolio. The Requests dashboard may include graphical information on disposition and volume trends. Requestrelated portlets provide lists of requests in the portfolio of a particular status, and information about the status of
their lifecycles. For a list of portlets that PlanView can be configured to display in a Request portfolio, see the
Relationship of Portfolios and Portlets section.
To Create a Request Portfolio
1.
. Then click Requests
In the main menu, click Go To. Then click Requests

Click Requests
Portfolios
Create Portfolio in the screen that appears.
Create Portfolio.
PlanView displays a Create Request Portfolio screen similar to the following figure.
2.
Enter a portfolio Name.
3.
Enter a brief Description of the portfolio.
88
OR
OR
4.
Click edit so you may use the Data Picker to specify which request status you want the portfolio to include.
Then select the check box of each desired status, and click OK.
PlanView adds your selections to the status list.
5.
If you want to define which requests the portfolio is to include, take the following actions. Otherwise, go to
the next step.
Click Advanced Options. PlanView expands the Create Request Portfolio screen.
Specify the portfolios Request structure by defining a list of users for the Requested By and Dispatched
By fields.
to the right of the Requested By field. Then select the check

To specify a list of requesters, click
box of each user whose request-related data you want the portfolio to include. Click OK.
to the right of the Dispatched By field. Then select the check

To specify a list of dispatchers, click
box of each user whose dispatched requests you want the portfolio to include. Click OK.
89
Define the fields described in the following table.

Field
Description
Requested On
Date that request was entered.
Requested Start
Specifies a desired start date for the work associated with a request.
Requested Finish
Specifies a desired finish date for the work associated with a request.
You can set any combination of these fields.
To specify a beginning date for a field, click

the desired date in the Pick Date dialog.
To specify an ending date for a field, click

desired date in the Pick Date dialog.
to the right of the appropriate From field. Then select

to the right of the appropriate To field. Then select the
Suppose for Requested Finish you set only the To date, but for Requested On you set both the From and
To dates. PlanView will then provide details about requests that were entered between a specified set of
dates, and also have a desired finish before a specific date.
6.
Click OK to save the portfolio.
After creating a portfolio, you may control the access of other users to the portfolio. For details, see the Providing
Access to Portfolios section.
90
Creating Strategic Portfolios

Create a Strategic portfolio to group together a set of enterprise strategies and projects for top-down strategic
planning and performance monitoring.
After you create a Strategic portfolio, you may display dashboard information and portlets to display details about a
strategy, set strategic schedules, use investment analysis to make investment decisions, and adjust performance on
an enterprise level. The Strategy dashboard may include graphical information on schedules, investments, and
performance management. Strategic-related portlets provide details about strategies and investments. The portlets
also provide information about strategic schedules and status of their lifecycles. For a list of portlets that PlanView
can be configured to display in a Strategic portfolio, see the Relationship of Portfolios and Portlets section.
To Create a Strategic Portfolio
1.
. Then click Strategy
In the main menu, click Go To. Then click Strategy

Click Strategy
Portfolios
OR
OR
Create Portfolio.
PlanView displays a Create Portfolio screen similar to the following figure.
2.
3.
Select a Strategic Planning Level to define the level of the strategic hierarchy you are focused on in this
portfolio. The level you select defines the entities on which you want to perform investment analysis and
monitor performance. For more information on strategic planning levels, see the About the Strategic
Planning Structure (SPS) section.
4.
Select a Strategic Investment Model for the portfolio. The strategic investment model defines the evaluation
criteria and key performance indicators used in the strategic portfolio for evaluation and measurement.
5.
If the selected model is time-phased, enter Planning Horizon Start and Planning Horizon Finish dates for
button and select the desired date.
the portfolio. To do so, click the appropriate
A planning horizon lets your organization select the portfolios time span. When performing investments
analysis, PlanView displays only data within the horizon. Any costs and benefits data before or after the
planning horizon are excluded from investments analysis.
91
6.
7.
Click edit so you may use the Data Picker to specify the Strategy structure level in which you want to create
the portfolio, and click OK.
PlanView adds your selections to the Selected Strategy list.
8.
If you want to define alternate structures and criteria for the portfolio, repeat the following steps for each
alternate structure you want to define. Otherwise, skip these steps.
Click Advanced Options to display a list of attribute categories, which reflect the alternate structures your
PVA defined. Click a categorys link to select an alternate structure.
In the Data Picker that PlanView displays, select the check boxes of the attributes you want to specify for the
portfolios criteria.
Click OK. The Filtered By field identifies your alternate-structures selections. The attributes you specified
for each of those structures is displayed in the Selected Attributes box.
9.
92
Creating Organizational Portfolios

Create an Organizational portfolio to compare enterprise demand against an organizations capacity. When creating
an Organizational portfolio, you define the set of strategies and projects that you want to evaluate against your
organizations resources. PlanView supports evaluating organizational funding so you can determine where a
business units resources are committed. PlanView also supports evaluating whether a companys IT department or
another business unit has enough resources to meet a strategy or projects demand.
After you create an Organizational portfolio, you may use the dashboards and portlets accessible through the
Organization tab to set strategic schedules, use investment analysis to perform organizational funding or capacity
planning, and monitor and adjust performance on an enterprise level. For a list of portlets that PlanView can be
configured to display in an Organizational portfolio, see the Relationship of Portfolios and Portlets section.
To Create an Organizational Portfolio
1.
. Then click Organization
In the main menu, click Go To. Then click Organization

Click Organization
Portfolios
OR
OR
Create Portfolio.
PlanView displays a Create Portfolio screen similar to the following figure.
2.
3.
Select a Planning Structure to define whether you are analyzing strategies and projects in terms of the
strategic planning structure or the work planning structure.
4.
Select a Strategic Planning Level to define the level of the strategic or work planning hierarchy you want to
focus on in the portfolio. Your selected level defines the entities on which you may perform investment
analysis and monitor performance.
5.
Select an Organizational Investment Model for the portfolio. The organizational investment model defines
the evaluation criteria and key performance indicators used in the Organizational portfolio for evaluation and
measurement. Your available selections are determined by your selected planning level.
93
6.
If the selected model is time-phased, enter Planning Horizon Start and Planning Horizon Finish dates for
button and select the desired date.
the portfolio. To do so, click the appropriate
A planning horizon lets your organization select the portfolios time span. When performing investments
analysis, PlanView displays only strategic data within the horizon. Any costs and benefits data before or after
the planning horizon are excluded from investments analysis.
7.
8.
Specify in which Organization and Strategy/Work structure levels you want to create the portfolio.
To define the Organization structure levels, click edit to the right of Select Organization. Then use the Data
Picker to specify the desired levels, and click OK.
To define the Strategy/Work structure levels, click edit to the right of Select Strategies or Select Work.
Then use the Data Picker to specify the desired levels, and click OK. The investment model you select
determines whether to use the Strategic Planning Structure or Work Planning Structure to define the
portfolios demand.
PlanView adds your selections to the appropriate lists.
9.
If you want to define advanced filtering criteria, you can filter on alternate structures by repeating the
following steps for each alternate structure you want to specify. Otherwise, skip these steps.
PVA defined. Click a categorys link to select an alternate structure, such as those in the following figure.
94
Click OK. The upper Filtered By field identifies your resource alternate-structures selections. The lower
Filtered By field identifies your strategic alternate-structures selections. The attributes you specified for each
of those structures are displayed in the appropriate Selected Attributes boxes.
10. Click OK to save the portfolio.

95
Creating Work Portfolios

Create a Work portfolio to collect work-related data for analysis, prioritization, review, or reporting. After you
create a portfolio, you may display dashboard information and portlets to view and access data pertaining to the
portfolio. The Work dashboard may include graphical information on health and trends. Work-related portlets
provide useful details about the schedule, strategy, or progress of your work. For a list of portlets that PlanView can
be configured to display in a Work portfolio, see the Relationship of Portfolios and Portlets section.
To Create a Work Portfolio
1.

appears.
. Then click Work - Portfolios
In the main menu, click Go To. Then click Work

Click Work
Portfolios
Create Portfolio in the Go To screen that
OR
Create Portfolio in the Go To screen that appears.
OR
Create Portfolio.
PlanView displays the Data Picker, which shows the hierarchy of your organizations Work structure.
2.
Specify the Work structure level in which you want to create the portfolio, and click OK.
PlanView displays the Create Portfolio screen and includes your selections in its Selected Work list. You
may modify this list by clicking edit and then changing your selections on the Select Work screen that
PlanView displays.
3.
4.
5.
If you want to define advanced filtering criteria, you can filter on alternate structures your PVA defined by
taking the following steps. Otherwise, skip these steps.
PVA defined. Click a categorys link to select an alternate structure, such as those in the following figure.
Click OK.
96
The upper Filtered By field identifies your resource alternate-structures selections. The lower Filtered By
field identifies your strategic alternate-structures selections. The attributes you specified for each of those
structures are displayed in the appropriate Selected Attributes boxes.
6.
After creating a portfolio, you may control other users access to the portfolio. For details, see the Providing Access
to Portfolios section.
97
Creating Resource Portfolios

Create a Resource portfolio if you want to view your resources in different ways, such as by team, skills, etc. After
you create a portfolio, you may display dashboard information and portlets to view and access data pertaining to the
portfolio. The Resource dashboard may include graphical information on the effort and utilization of your resources.
Resource-related portlets provide useful details about overloaded resources, free resources, unfilled requirements,
open resource requests, and the timesheets of resources. For a list of portlets that PlanView can be configured to
display in a Resource portfolio, see the Relationship of Portfolios and Portlets section.
PlanView Tip!
Your grants control access to the Resource Planning portlet and Resources portlets options. If you are not granted
any resources, PlanView will still let you review your own information.
To Create a Resource Portfolio
1.
. Then click Resources
In the main menu, click Go To. Then click Resources

Click Resources
Portfolios
OR
OR
Create Portfolio.
PlanView displays the Data Picker, which shows the hierarchy of your organizations Resource structure.
2.
Specify the Resource structure level in which you want to create the portfolio, and click OK.
PlanView displays the Create Portfolio screen and includes your selections in its Selected Resources list.
You may modify this list by clicking edit and then changing your selections on the Select Resource screen
that PlanView displays.
3.
4.
5.
If you want to define alternate structures and criteria for the portfolio, repeat the following steps for each
alternate structure you want to define. Otherwise, skip these steps.
PVA defined. Click a categorys link to select an alternate structure.
From the Select Attributes screen that PlanView displays, select the check boxes of the attributes you want to
specify for the portfolios criteria.
Click OK. The Filtered By field identifies your alternate-structures selections.
98
The attributes you specified for each of those structures is displayed in the Selected Attributes box.
6.
After creating a portfolio, you may control the access of other users to the portfolio. For details see the Providing
99
Creating Service Portfolios

Each of your organizations business units may require multiple services from IT, and IT may provide services to
many business units.
PlanView lets you clearly define each service in terms of cost, benefits, and assets or applications supporting the
service. Doing so helps IT and business units to know the cost of providing the service. It also helps to define the
relationship between IT and the business units. You manage this relationship in the form of a Service portfolio. The
portfolio might include the services themselves, information about minimum requirements for business unit
satisfaction, and a services cost, availability, etc.
To Create a Service Portfolio
1.
. Then click Services
In the main menu, click Go To. Then click Services

Click Services
Portfolios
OR
OR
Create Portfolio.
PlanView displays the Data Picker, which shows the hierarchy of your organizations Service structure.
2.
Specify the Service structure level in which you want to create the portfolio, and click OK.
PlanView displays the Create Portfolio screen and includes the selected structure level in the Selected Asset
list. You may modify this list by clicking edit and then make a different selection in the Data Picker that
PlanView displays.
3.
4.
5.
If you want to define advanced filtering criteria, you can filter on alternate structures by taking the following
steps. Otherwise, skip these steps.
Click Advanced Options to display a list of attribute categories similar to those in the following figure. The
attributes correspond to the alternate structures you PVA defined.
For each attribute you want to use as a filter, click a categorys link and use the Data Picker that appears to
select the check boxes of the attributes you want to specify for the portfolios criteria. Then click OK.
100
As shown in the following figure, PlanView displays your alternate-structures selections in the Filtered By
field. In addition, the attributes you specified for each of those structures are displayed in the Selected
Attributes box.
6.
Creating Asset Portfolios

Assets are the software and hardware (such as computers, telephones, and other equipment) that support a business
service provided by your organizations IT department. The relationship between an asset and services, other assets,
or work, is managed in the form of an Asset portfolio.
To Create an Asset Portfolio
1.
. Then click Assets
In the main menu, click Go To. Then click Assets

Click Assets
Portfolios
OR
OR
Create Portfolio.
PlanView displays the Data Picker, which shows the hierarchy of your organizations Asset structure.
2.
Specify the Asset structure level in which you want to create the portfolio, and click OK.
PlanView displays the Create Portfolio screen and includes the selected structure level in the Selected Asset
list. You may modify this list by clicking edit and then make a different selection in the Data Picker that
PlanView displays.
3.
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4.
5.
If you want to define advanced filtering criteria, you can filter on alternate structures by taking the following
steps. Otherwise, skip these steps.
Click Advanced Options to display a list of attribute categories similar to those in the following figure. The
attributes correspond to the alternate structures you PVA defined.
For each attribute you want to use as a filter, click a categorys link and use the Data Picker that appears to
select the check boxes of the attributes you want to specify for the portfolios criteria. Then click OK.
As shown in the following figure, PlanView displays your alternate-structures selections in the Filtered By
field. In addition, the attributes you specified for each of those structures are displayed in the Selected
Attributes box.
6.
Opening Portfolios
Open a portfolio to view, edit, or delete its attributes or the work items associated with it. You also open a portfolio
when you want to invite other users to it. You may open portfolios you created and ones that you have access to
because you are a member.
You open a portfolio using either the Go To command or the My Portfolios command. Both commands display a
list of portfolios from which you select the desired portfolio. PlanView maintains separate lists for each portfolio
type (Request, Work, Resource, etc.).
PlanView Tip!
To ensure the content of a portfolio is current, you should periodically refresh the portfolios data. To refresh a
portfolio, open it and click Portfolios
Refresh. Then click Refresh Portfolio in the Portfolio Content screen that
appears. You do not need to refresh the content of Request portfolios.
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Opening Portfolios with the Go To Command

The Go To command displays a list of portfolios you may open. You access the Go To command from either the
Navigation toolbar or the main menu.
To Open a Portfolio with the Go To Command
1.
OR
In the main menu, click Go To.

PlanView displays a Go To screen similar to the following figure. The screen includes the Go To menu on
the left and a list of portfolios on the right. You may sort items on the screen by category (name,
administrator, or date) by clicking the relevant column head.
2.
3.
In the Go To menu, click the command that provides access to the type of portfolio you want to open. The
following table describes the Go To menus commands.
Command
Description
Work - Portfolios
Provides access to the Work portfolios you may open.
Work - Projects
Provides access to the projects that you have previously visited. The projects may be in
different Work portfolios. If you click this command, PlanView switches to the relevant
portfolio when it opens the project.
Resources
Provides access to the Resource portfolios you may open.
Requests
Provides access to the Request portfolios you may open.
Strategy
Provides access to the Strategic portfolios you may open.
Organization
Provides access to the Organizational portfolios you may open.
Services
Provides access to the Service portfolios you may open.
Assets
Provides access to the Asset portfolios you may open.
Click the desired portfolios link. PlanView displays the portfolio in the relevant primary tab.
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Opening Portfolios with the My Portfolios Command

The My Portfolios command displays a list of portfolios relevant to the currently selected primary tab. You may
open a portfolio by selecting it from a list that PlanView displays if you use the My Portfolios command.
To Open a Portfolio with the My Portfolios Command
1.
Display the appropriate portfolio list by taking one of the following actions:
To display a Request portfolios list, click Requests
Portfolios
My Portfolios.
To display a Strategic portfolios list, click Strategy
Portfolios
My Portfolios.
To display an Organizational portfolios list, click Organization
To display a Work portfolios list, click Work
To display a Resource portfolios list, click Resources
To display a Service portfolios list, click Services
To display an Asset portfolios list, click Assets
Portfolios
Portfolios
My Portfolios.
Portfolios
Portfolios
Portfolios
My Portfolios.
My Portfolios.
My Portfolios.
My Portfolios.
PlanView displays a screen similar to the following figure. You may sort items on the screen by category
(description, administrator, creation date, etc.) by clicking the relevant column head.
2.
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Click the desired portfolios link to open the portfolio.
Providing Access to Portfolios

PlanView supports indirect access and direct access to portfolios.
Indirect access to a portfolio means that you must be invited to collaborate in the portfolio with other team members.
Invitations may be extended to PlanView users and non-PlanView users. When non-PlanView users are invited to a
portfolio, they are invited as guests who have limited access to the PlanView system.
Direct access means that you do not have to be invited to the portfolio.
You automatically have direct access to portfolios you create, but you have only indirect access to portfolios other
users create. This means that before you can access portfolios created by other users you must be invited to the
portfolio. The user who created a portfolio may invite you. Other members of a portfolio may also send invitations if
this action is enabled on the portfolio.
While working in PlanView you may perform the following membership-related tasks on portfolios if you have the
proper permissions. Separate discussions on each task follow.
enabling other users to extend invitations to portfolios,
joining a portfolio,
inviting members to portfolios,
displaying a users membership information,
removing memberships from a portfolio,
closing access to portfolios, and
re-opening access to portfolios.
Enabling Other Users to Extend Invitations to Portfolios

If your PVA has given you the permission to do so, you may permit portfolio members you invite to also be able to
extend invitations to a portfolio.
To Enable Other Users to Extend Invitations to a Portfolio:
1.
If necessary, open the desired portfolio as discussed in the Opening Portfolios section.
2.
Click Portfolios
Current Portfolio
Options.
PlanView displays the Update Portfolio Option dialog.

3.
Select Allow members to invite to this portal.
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Joining a Portfolio
If another user invites you to a portfolio, PlanView informs you of the invitation via the Notifications portlet or email if PlanView is configured to do so. Notifications are alerts that PlanView issues to inform you or other users of
items requiring attention or notify you of some actions taken by others in either PlanView or Manage Work.
To Join a Portfolio to which You Are Invited
1.
PlanView displays the Notifications Summary screen, which includes data about all your current
notifications.
2.
In the Notifications Summary screens Informational section, click Portal Invitation displayed next to the
portfolio you want to join.
Inviting Members to Portfolios

PlanView permits extending portfolio invitations to PlanView users and non-PlanView users. Sometimes users who
cannot access a portfolio may have valuable information and resources to contribute. To let such users collaborate
with you, invite them to join a portfolio so they can access it.
Initially, only a portfolios administrator and your PVA can extend portfolio invitations to other users. However, the
administrators can configure PlanView so that you and other users may extend invitations.
Separate discussions on inviting PlanView and non-PlanView users follow.
Inviting PlanView Users

If you want other PlanView users to have access to a portfolio, you make it accessible by inviting those users to the
portfolio.
What a user invited to a portfolio can do within the portfolio depends on that users role and permissions.
To Invite an Existing PlanView User to a Portfolio
1.
If necessary, open the portfolio to which you want to invite other users. For details, see the Opening
Portfolios section.
2.
Click the Community tab.
3.
On the main menu, click Community
4.
Click Invite new members
5.
Make a selection from the list displayed on the Select Users screens left. The Select Users section will
include the names of only those users relevant to your selection.
6.
If necessary, enter the number of user names to display in the screen and click Set.
7.
Select the Select Users box of each user you want to invite.
Members to open the Portfolio Members screen.
Invite PlanView Users. PlanView displays the Select Users screen.
To quickly select all users, click Select All. To quickly remove all your selections, click Clear All. Clicking
Toggle switches between selecting and unselecting all users.
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8.
If desired, enter Comments or a Message to Invitee, such as a description of the portfolio or the reason for
the invitation.
If you invite multiple people, PlanView will issue the same comment or message to each person. You can
change a persons comment from the Portfolio Members screen.
9.
Click Invite to send a notification to each invitee.
10. After sending all your invitations, click Done. PlanView displays the Invite Users screen.
If an invitees e-mail address is included in your e-mail application, that program sends e-mail to the invited
user. The e-mail contains a link to the portfolios URL. If an invitee clicks the link, PlanView displays the
portfolio in that persons HomeView.
PlanView Tip!
Users invited to a Work portfolio will be able to see all the projects of that Work portfolio. If a user clicks a project,
PlanView automatically adds the user to the projects membership list and gives the user access to the projects
data.
Inviting Non-PlanView Users as Information Access Users

PlanView provides an Information Access User role that lets you collaborate with non-PlanView users. This role lets
you invite non-PlanView users to provide them with limited access to the PlanView system. An Information Access
Users access is defined by your PVA and can include the rights to receive notifications, participate in a lifecycle,
add a request, review documents via Content Management, and access reports.
When inviting guests, you create an Information Access User role for each person you want to invite and then send
those users an invitation.
To Create Information Access Users and Invite Them to a Portfolio
1.
If necessary, open the portfolio to which you want to invite other users. For details, see the Opening
Portfolios section.
2.
3.
4.
5.
Enter information about you and your guest. You must enter data for the required fields, which are marked
with an asterisk. This includes an Expiration date.
Members to open a Portfolio Members screen.
Create Guest User. PlanView displays the Create Guest User screen.
PlanView tracks when an Information Access User is activated based on the date the user is added and
assigned the role. From this date, the system starts counting the number of days the user may access
PlanView. The default is 90 days, but the Expiration date can be changed either by your PVA or the person
creating the Information Access User.
When the number of days reaches the expiration date defined for the user, the users access to the system will
expire. If this occurs, the persons access to PlanView is revoked and the Information Access User role
becomes available for assignment to another person. PlanView does not delete the users ID from the system
when access is revoked.
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PlanView Tip!
If you receive a notification of expiration, you may click the notification link to display the name and expiration date
associated with that Information Access User role. If you want to continue to give the user access to the portfolio,
change the expiration date and then click the link of the Information Access Users name to send an e-mail if
necessary.
6.
the invitation.
7.
Click OK. PlanView displays a message that the guest has been added to the system and that the invitation
has been sent.
8.
Click Done. PlanView returns to the Invite Users screen. See the business rules for information about what
happens next, depending on whether or not the e-mail address for the invited guest already exists in the
system.
PlanView Tip!
The first time an Information Access User logs into the PlanView system, PlanView prompts the user to change the
password from temp.
Business Rules for Information Access User E-Mails

E-Mail Already Exists
The message A user with that e-mail already exists in the system displays, with links to Modify contact
information, Invite this user, or Cancel the invitation.
Modify contact information displays the Contact Info screen, which can be updated.
Invite this user sends an e-mail inviting the user to the lifecycle step or the portfolio.
Cancel the invitation displays the Invite Users screen again without inviting the guest described on the Invite
a Guest screen.
E-Mail Does Not Exist

If no roles are available, PlanView displays the message No Guest User roles available for assignment. See the
System Administrator.
If an Information Access User role is available, PlanView:
adds any comments entered by the PlanView user who invited the guest, add the users information to the
database,
assigns the Information Access User role to the new User ID,
decrements one seat from the available seats for the Information Access User role,
sets the Information Access Users password as temp, and
uses the first and last name of the invitee to generate a full name for the User ID (truncating the last name if
necessary), and create the user name as first name initial + last name. If this format would cause a duplicate
ID, a number will be added after the last name, starting with 1 and incrementing for each possible duplicate. If
this makes the user name longer than 10 characters, the last name will be truncated in order to have room to
add the incrementing number.
(Example: You enter two users, Terry Bartholomew and Todd Bartholomew. The first user added is Terry:
tbartholom. The second user added is Todd: tbartholo1.)
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Displaying Membership Information

Display membership information if you want to
view data about portfolio members (such as their User IDs, roles, phone and pager numbers, and e-mail
addresses), or
create or view comments that provide additional information about a member. Comments are useful for
adding more information about users, such as their street addresses, job titles, and so on.
To Display a Portfolios Membership Information
1.
If necessary, open the portfolio for which you want to obtain information. For details, see the Opening
Portfolios section.
2.
3.

following figure.
Members to open a Portfolio Members screen similar to the
The screen includes the name of each user who belongs to the portfolio or project. The screen also lists a
members e-mail address and phone number if the PlanView database includes such information.
4.
5.
If you want to make or view a comment, take the appropriate action.
To make a comment, click

click OK.
. In the Edit Comments dialog that appears, enter the comment and then
To view a comment, click
to display the View Comments screen.
To display additional contact information about a member (such as a members User ID, role, pager number,
and a second phone number), click the members name. PlanView displays a Contact Information screen,
which looks similar to the following figure. The screen includes a members phone and pager numbers only
if the database has such information.
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Removing Portfolio Memberships

Remove a users membership to a portfolio if you want to revoke the users access to the portfolio to temporarily
block them from the portfolio.
Only your PVA or the portfolio administrator can remove a user from a portfolios membership list. PlanView does
not automatically remove user information from a portfolios membership list when a users allocations,
authorizations, or lifecycle assignments on projects in the portfolio are deleted.
PlanView Tip!
If you delete a user from a projects membership list, access to the project and its Work Detail screen is still
available from timesheets. To ensure a user cannot access a project, first revoke their access to the portfolio. Then
delete that users name from the portfolios membership list.
To Remove Members from a Portfolio
1.
If necessary, open the portfolio from which you want to remove members. For details, see the Opening
Portfolios section.
2.
3.

following figure.
4.
For each user whose membership you want to remove, take one of the following actions:
Members to open a Portfolio Members screen similar to the
Click (revoke access) to temporarily remove a members access without deleting their name from the
Portfolio Members screen. The option changes to (grant access), which you may click to renew the
users grant.
Click (Delete) to delete a members allocations/authorization and also delete their name from the
Portfolio Members screen. This action prevents a user from being able to access the portfolio unless you
renew access by inviting the user again.
When a user is deleted from a portfolio membership list, the user will receive an e-mail and a notification indicating
the deletion. If the user clicks the notifications link, PlanView displays a screen that provides an explanation for the
removal.
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Closing Access to Portfolios

Close access to a portfolio to temporarily block other users from that portfolio. If you close access to a portfolio,
invited and uninvited users will not be able to use the portfolio until you reopen its access.
To Close Access to a Portfolio
1.
If necessary, display the desired portfolio as discussed in the Opening Portfolios section.
2.
Click Portfolios
Current Portfolio
Options.

3.
Select Close portfolio for now.
Reopening Access to Portfolios

If you close access to a portfolio and then decide you want to reopen it, you may do so.
To Reopen Access to a Portfolio
1.
If necessary, display the desired portfolio as discussed in the Opening Portfolios section.
2.
Click Portfolios
Current Portfolio
Options.

3.
Clear Close portfolio for now.
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Updating Portfolios
A portfolio may be edited or modified as time passes and the scope of the portfolio changes. You may modify the
name, description, structure associations, criteria and other attributes of a portfolio. You may update portfolios by
selecting the desired portfolio from the portfolio lists that PlanView maintains. This will display the Update
Portfolio Definition screen, which you then use to enter your changes. (You may also define them using the Update
Portfolio Definition screen as discussed in the Working with Portfolios in Manage Work section.)
To Edit Portfolios from the Update Portfolio Definitions Screen
1.
Portfolios
My Portfolios.
Portfolios
My Portfolios.
Portfolios
Portfolios
My Portfolios.
My Portfolios.
Portfolios
Portfolios
Portfolios
My Portfolios.
My Portfolios.
My Portfolios.
PlanView displays a portfolio screen similar to the following figure.
2.
Click edit next to the portfolio you want to edit. PlanView displays an Update Portfolio Definition screen
similar to the following figure.
3.
Edit the screen, and then click OK.

The screens fields are the same as those you specify when creating the portfolio. For details on editing a
particular type of portfolios screen, see the section that discusses creating that portfolio type.
112
Deleting Portfolios
Delete a portfolio to remove it from the database.
When deleting a portfolio, you display a list of your portfolios. PlanView maintains separate lists for each portfolio
type (Request, Strategy, Organization, Work, Resource, Service, and Asset).
To Delete a Portfolio
1.
Portfolios
My Portfolios.
Portfolios
My Portfolios.
Portfolios
Portfolios
My Portfolios.
My Portfolios.
Portfolios
Portfolios
Portfolios
My Portfolios.
My Portfolios.
My Portfolios.
PlanView displays a portfolio screen similar to the following figure.
2.
Click delete next to the portfolio you want to delete.
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Working with Portfolios in Manage Work

Based on the structures and attributes that are defined and selected for a portfolio, Manage Work displays work
items in its default view. The following figure is an example of the Manage Work screen in the Enter/Edit View.
Figure 15 Manage Work Screen, Enter/Edit View
Defining Filters in Manage Work

You specify a filter in Manage Work to define which work and resources you want to manage in the current Manage
Work session. You may define a filter by creating a new one or editing an existing one to suit your needs.
If structures and attributes were not defined for a portfolio when it was created, you may specify these
characteristics by using Manage Work. (You may also define them using the Update Portfolio Definition screen as
discussed in the Updating Portfolios section.)
There are two different filter types available in Manage Work, and each of these can be defined using basic or
advanced loading options, such as:
including specific work and resources;
delineating the selected work and/or resources with various attributes;
including Allocated, Reserved, Authorized, and Required resources and work; and
filtering at or below the project level.
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Creating Filters
To Create a Filter
1.
2.
In the Manage Work screen, click Work
3.
In the Choose Filter dialog that appears, click New. PlanView displays a Define Filter dialog similar to the
following figure.
Dashboard
Action Links
Manage Work).
Filter.
The following table describes the Define Filter dialog.
4.
Item
Definition
Filter Name
This is the filters name, which can be up to 50 characters long.
Edit
Edits an existing filter and attributes within a filter
Clear
Clears all selections and restores to default settings
Restore
Undoes the Clear command
Filter Description
Summarizes the filters characteristics
Filter Type
Indicates the type of filter that is associated with the work item
Help
Opens PlanViews on-line help
Advanced Loading Options
Opens the Advanced Loading Options dialog, which lets you specify
resources you want to load and other loading options
Enter a Filter Name.
115
5.
To specify which projects you want associated with the filter, select the Selected Work check box under
Choose Criteria. The system displays the Select Work dialog, which lets you define which projects you
want the filter to include. After selecting the appropriate work items, click OK.
While working in the Select Work dialog, you click + to expand a work item; or click to collapse it. You
may search for a specific work item by using the field at the top of the dialog and then clicking Search.
6.
To specify which granted resources the system should pull from the database, select the Selected
Resources check box under Choose Criteria. The system displays the Select Resources dialog, which lets
you define the resources you want the filter to include. After selecting the appropriate resources, click OK.
While working in the Select Resources dialog, you click + to expand a resource entry or click to collapse it.
You may search for a specific resource by using the field at the top of the dialog and then clicking Search.
PlanView Tip!
If you are not granted to any resources, the Select Resources dialog is blank.
7.
To further filter by alternate attributes, take the following steps:

Select another entry in the Choose Criteria section. In the Edit Criteria screen that appears, click Add.
Select the desired attributes in the Select Attribute screen that appears. You may use the CTRL key to select
multiple items. You may search for a specific value by using the field at the top of the dialog and then
clicking Search.
Click OK. If PlanView prompts you to verify your selections because you chose multiple attributes, click
OK.
After PlanView returns to the Edit Criteria dialog, click OK to add the selected items to the filter criteria and
return to the Define Filter dialog. You may click Clear to remove all entries.
8.
In the Define Filter dialog, select the appropriate Filter Type and loading option.
PlanView Tip!
By default, PlanView loads work with resources. This includes loading resources allocated to the work, even if
resources are not individually selected.
The inclusion of resources is optional when you are defining the loading options for Work Portfolio filters. To load
work only, click Advanced Loading Options and clear the check boxes for allocated, authorized, reserved, and
required resources. To focus your management efforts on a particular piece of work and have the system
automatically load the resources assigned to the work, click Advanced Loading Options and select the check
boxes of the resources you want to include.
When defining loading options for Resource Portfolio filters, you may load work on which resources are allocated,
authorized, reserved, or required. To do so, click Advanced Loading Options and select the appropriate check
boxes.
9.
Click OK to save the filter definition and return to the Choose Filter screen.
10. Click Use Selected Filter to open the filter.
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Editing Existing Filters in Manage Work

You may edit an existing filter in Manage Work if one is not exactly correct for your current needs.
To Edit Filters in Manage Work
1.
2.
In the Manage Work view, click Work
3.
Click the name of the filter you want to edit. The description of the filter displays in the Filter Description
field. The first line in the description will indicate if the filter was defined when the portfolio was created by
including the portfolio name in parentheses, such as (Operation Sunshine Filter). If no name is included on
the first line, the filter was created in Manage Work.
4.
Click Edit. The Define Filter screen is displayed.
5.
To edit the information to be included in the filter, select a criterion and then click Edit. Note that the Filter
Type field will be unavailable if the filter was defined when the portfolio was created.
6.
Click OK to return to the Define Filter window. Repeat the previous step, as needed, for each criterion you
want to change.
7.
Click Use Selected Filter to return to the Manage Work views.
Dashboard
Action Links
Manage Work).
Filter.
Reviewing Filters in Manage Work

If you do not see the work or resources you need in a portfolio, you can use Manage Work to review the
characteristics of a portfolios filter to see if it contains all the data you need.
To Review Filter Information in Manage Work
1.
2.
In the Manage Work view, click View Filter Description. The system displays the Filter Description
dialog, which provides information about the work items and resources that are associated with the filter.
Dashboard
Action Links
Manage Work).
The following table describes the Filter Description dialogs fields.

Field
Description
Filter Name
Name of filter displays on the far-left side of the Topic Bar
Filter Description
Summary of the filters characteristics, such as the criteria it includes
Active Projects
Total number of projects a portfolio includes
Total Projects
Total number of projects displayed in the filter
Active Support Tickets
Total number of support tickets for all the work items a portfolio includes
Total Support Tickets
Total number of support tickets displayed in the filter
Resources
Total number of resources displayed in the filter
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Deleting Filters in Manage Work

You may use Manage Work to delete filters.
To Delete Filters
1.
2.
Click Work
3.
In the dialogs drop-down menu, select whether you want to delete Work Portfolio Filters or Resource
Portfolio Filters.
4.
In the User Defined Filters section, select the filter you want to delete.
5.
Click Delete.
6.
At the prompt, click OK. PlanView deletes the filter, but not the work within the filter.
7.
When you finish deleting the desired filters, close the dialog.
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Dashboard
Action Links
Manage Work).
Filter. PlanView displays the Choose Filter dialog.
Creating Work
New projects are very important to an organization. Whether it lasts one month or two years, PlanView assists in
carefully defining the project so that each person assigned to the project has accurate information for working on it.
You can add work into the PlanView central repository in a number of ways. For example, you can add work
manually, or import work from a Microsoft Project file. Once work is added, it is important to document the
attributes of that work, such as work type, internal priority, and information about the requester of the work.
Depending on how users are defined for your company, new work may be added by managers, employees,
contractors, or even customers. Managers will review and approve each request within the company.
The work items on your PlanView screens include all work belonging to the Work Breakdown Structure to which
you have access. You may only create new work items within that structure. For information about the Work
Breakdown Structure, see Scoping Work.
Work - which can vary from large strategic initiatives broken into controllable projects to unscheduled support
requests that might take only a few minutes. Each work type differs in the span of control, degree of formal
oversight and level of process controls, and each evoke different tools and techniques.
A project is the core work function for which resources and work are organized, planned, scheduled, and
tracked. Projects are larger work items that typically have several stages of work and several resources
working on them. PlanView is a central repository that contains all projects within your organization.
Processes for initiating projects (e.g., who can add projects, what is categorized as a project, and who must
approve projects) differs for each organization. PlanView lets you add a projects and review projects.
Support tickets - are one-task work items with a resolution (for example, a copier maintenance request).
Support tickets also help with intra- and inter-departmental communication. For example, you can create a
support ticket for maintenance on your workstation. Using PlanView, the request is processed quickly and the
people in charge of maintenance know about the request immediately.
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Requesting Work
A Request for a work item is separate from the decision of what kind of work is needed to fulfill the request. When a
Request is created, the creator does not need to make decisions about the nature of the work or its proper placement
within the Work Breakdown Structure.
This chapter explains how to:
access the Requests screen
add a request,
remove a request,
dispatch a request,
change the status of a request, to: new, pending, active, dispatched, closed, denied, or withdrawn,
review request details,
generate work from a request,
view the status of requests, and
respond to workflow notifications for requests.
Access the Add Request Screen

To add requests, you enter information in the Add Request screen. Use the Add Requests command from
HomeView, the Requests tab (and its sub-tabs), or Manage Work.
Add a Request
To Add a Request
1.
Access the Add Request screen.
2.
Enter the name of the request in the Request Name field. The Request ID is supplied automatically. By
default, the Request Status is R/O and is set to New.
3.
Select a Request Type by choosing a type from the drop-down menu.
4.
The Requested by field defaults to the username of the user logged in. To change the username, click
Select User to display a list of users. The data picker opens. Select the appropriate user by clicking the
corresponding link in the Full Name column.
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5.
In the Data Picker, to change the Dispatcher field from its initial value, click Select Dispatcher to display a
list of possible dispatchers. Select the appropriate dispatcher by clicking the corresponding link in the Full
Name column. To clear the selection, click the
button.
PlanView Tip!
To execute Step 5, the system must be set to allow the manual selection of dispatchers. If this option is not enabled
in the system, skip Step 5.
6.
Enter a description of the new request in the Description field.
7.
Enter the desired start and finish dates for the request by typing dates into the Requested Start Date and
Requested Finish Date fields, respectively, or by clicking the calendar
buttons.
8.
Click Continue to proceed or Cancel to exit without saving.
9.
If the lifecycle feature is enabled, PlanView guides you through the Initial Request lifecycle model defined
by your organization. You may be prompted to execute a scripted dialog or complete a configured screen. If
you are designated as a Dispatcher, PlanView may prompt you to choose a Request lifecycle model or to
dispatch it (creating primary work or support tickets from it), but these actions will typically be deferred to
another user.
PlanView Tip!
If you are not using Request lifecycles, you may still have a configured detail screen following the initial screen.
Remove a Request
PlanView Tip!
You can only remove a request that you have created, and only if work has not been generated from the request.
To Remove a Request
1.
Access the Add Request screen.
2.
Under Action Links, click Review All Requests. The Review Requests screen is displayed.
3.
Click the name of a request. The Dispatch Request screen is displayed.

If you have the Dispatch Requests feature enabled, click the created by you link. If you have only the Add
Requests feature enabled, this view will be your default view.
4.
To delete the request, click Remove next to the Request Name.
Dispatch a Request to Primary Work or a Support Ticket

Once a request has been added into the system, the Dispatcher can generate work from the Request (or respond
otherwise, such as rejecting it). This work can be generated into primary work or a support ticket.
The person who added the request can check the status of the request by clicking Review All Requests on the
Action Links of any Requests sub-tab. The requester sees that the request has been dispatched and clicks the name
of the request for more details.
PlanView Tip!
To shorten the list of requests on the Review Request screen, use the Date Filtering option on the Requests
Portfolio, Advanced Options.
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Generate Primary Work

You may add work from your HomeView, the Work tab, or Manage Work. A Work portfolio typically contains
multiple projects, and a project can be associated with a group of portfolios. You cannot add work under a Project
level (PPL) or lower work item. You must select a parent (PPL1) level entity.
After you add work, PlanView automatically makes the project available to you and those users who are assigned a
lifecycle step on the project or are allocated, authorized, or granted to the project. If a user does not meet this
criteria, you may make the project available to the user by extending a project invitation.
To Generate Primary Work (PPL- level) from a Request
1.
From the Requests tab, click Review All Requests to view the dispatched requests.
2.
Click the name of the Request from which to generate primary work. The Dispatch Request screen is
displayed.
3.
Click Error! Hyperlink reference not valid. Add Primary Work. The Add Project screen is displayed.
4.
Select the Parent work item by clicking the Parent link to display a list of PPL-1 work items.
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The following table describes the fields in the Add Project screen.
Field
Description
Parent
The parent beneath which this project is being placed; RO
Project Name
Name of the project
Work ID
Automatically generated by PlanView, but it can be overwritten with an

internal number
Investment Status
Current status of an investment associated with an investment model
Work Status
Automatically generated by the default setting; RO
Requester Priority
Level of priority related to this project
Internal Priority
The level of urgency of the project
KRA
The lowest level of the strategic structure, which might be a program,

initiative, tactic, or other item.
Allow Support Tickets
Select check box to allow logging of support tickets to work item.
Import Details From MPP File
Select check box to enable PlanViews Microsoft Project Connector

application, which lets you perform bi-directional transfers of data
between Microsoft Project and PlanView
Status Work with Percent Complete
Select check box to allow users to enter the amount of progress made on
work by indicating the actual start date and the percent of work
completed to date.
Child Lifecycles
Available if you are using a lifecycle with the project. This field lets you
specify a lifecycle below PPL.
Requested Start
Requesters preferred start date for the project, default is todays date if
the field is activated
Requested Finish
Requesters preferred completion date for the project
Lifecycle Administrator
The individual responsible for owning this project, includes permission to

invite other users to the portfolio and assign a workflow template if
appropriate
5.
Click Parent. In the Data Picker that appears, select the parent structure within the Work Breakdown
Structure.
6.
Enter the Project Name.
7.
Enter as much information as you can.

It is recommended that you not change the PlanView-generated Work ID. If the screen displays the
Investment Type, it defaults to Pending. The Project Status is set to the default status value that your PVA
assigned.
8.
Select Requested Start and Requested Finish dates for the project.
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9.
Select a lifecycle administrator. This is the individual who has permission to invite users to the project and
assign the project a lifecycle model. The names of all users with the ability to administer projects are
displayed in the Select User window. The full name of the user creating the project will default in the
Lifecycle Administrator field, if the current user has the Administrate Projects permission.
10. Click Continue.

PlanView Tip!
You may alter the project name at any time if you have permission to modify project attributes.
To Add a Project with Manage Work
1.
2.
Specify the WBS location at which you want to add the project. To do so, take one of the following actions:
Dashboard
Action Links
In the Status Display, Enter/Edit, or Gantt view, click the

level above the project).
Manage Work).
Add Project button (right side, next to the
In the Enter/Edit view, select the level above the project and click
In the Enter/Edit or Gantt view, select the project level and click
3.
OR
Insert Under from the toolbar.
OR
Insert from the toolbar.
If necessary, open the Add Project screen by clicking Edit Add Project. You will need to perform this
step if the Add Project screen is not your default Manage Work screen.
Create a Support Ticket from Your HomeView

To Create a Support Ticket from Your HomeView
1.
Click HomeView
2.
In the Summary of Work with Support Tickets screen that appears, click next to the work item for which
you want to create a support ticket. Then select add support ticket from the menu that appears.
3.
In the Create a New Support Ticket screen that appears, enter the Title and any other required or known
information.
4.
Click Continue.
5.
Enter additional information as prompted until PlanView returns to the Summary of Work with Support
Tickets screen.
Dashboard
Action Links
Add Ticket.
PlanView Tip
If Lifecycles are enabled, you will need to complete additional steps.
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Create a Support Ticket from the Tickets Tab

To Create a Support Ticket from the Tickets Tab
1.
If necessary, open or create the portfolio that includes the work item for which you want to create a support
ticket. For details, see the appropriate section (Creating Portfolios or Opening Portfolios).
2.
Click Work
3.
In the Summary of Work with Support Tickets screen that appears, click next to the work item for which
you want to create a support ticket. Then select add support ticket from the menu that appears.
4.
In the Create a New Support Ticket screen that appears, enter the Title and any other required or known
information.
5.
Click Continue.
6.
Enter additional information as prompted until PlanView returns to the Summary of Work with Support
Tickets screen.
Tickets.
Generate a Support Ticket

To Generate a Support Ticket from a Request
1.
Click Requests
Review All Requests to view the dispatched requests.
2.
Click the name of the Request from which to generate a support ticket. The Dispatch Request screen is
displayed.
3.
Click Error! Hyperlink reference not valid. Add Support Ticket. The Create a New Support Ticket screen
is displayed.
4.
Click Select Parent. The Data Picker is displayed.
5.
Select a work item, and then click OK. The Create a Support Ticket screen is redisplayed, showing header
information for the selected WBC.
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6.
The Title and Service Description default from the values entered in the Add Request screen for the
Request Name and Description, respectively.
7.
Select the appropriate support Ticket Status by clicking the drop-down arrow and selecting the status from
the list.
8.
Click Requestor Priority to choose the appropriate priority for the support ticket.
9.
Select a Target Date, and then enter a Target Estimate in hours for completion of the support ticket.
10. Click Continue to proceed.

11. If the Lifecycle feature is enabled; and if a lifecycle has been defined for the purpose, you will be guided
through the Initial Request Lifecycle defined by your organization. You may be prompted to enter a
configured screen, select a lifecycle model, or execute a scripted dialog.
The Add Project screens Parent field, one level above project (PPL1), will already be populated based
upon your filter definition and the specified WBS location at which you are adding the project.
12. Enter the project name in the Project Name field.
13. Enter as much information as you can for the fields displayed.
The Work ID is already entered by the system. It is recommended that you do not change this entry. If the
Investment Type field is displayed, it will default to Pending. The Project Status will be populated with
the default status value assigned by your PVA.
14. Select Requested Start and Requested Finish dates for the project.
15. Select a lifecycle administrator. This is the individual who has permission to invite users to the project and
assign the project a lifecycle model. The names of all users with the ability to administer projects display in
the Select User window. The full name of the user creating the project will default in the Lifecycle
Administrator field, if the current user has the Administrate Projects permission.
16. Click OK.
PlanView Tip!
In addition to the Work tabs Dashboard tab, most of the Work secondary tabs provide access to the Add Work
command. The Schedule, Staffing, Progress, and Community tabs available under the Work tab also provide
access to the Add Work command.
If lifecycles are enabled, and if a lifecycle has been created for the purpose, PlanView guides you through the
Initial Request Lifecycle defined by your organization. You might be prompted to select workflows or a
lifecycle model, or to execute a scripted action or dialog. A scripted action executes the script based on fields
already populated to select the best lifecycle model for the project. A scripted dialog leads you through a
series of questions. Answer each question to provide additional information for the system.
If your organization is using configured screens to determine project attributes, PlanView displays a screen
in which you enter additional information. When executing the final step of the Initial Request Lifecycle, you
are prompted to select a lifecycle model.
17. Click Details to view information about each template. When you finish reviewing the details, click Close.
18. If prompted, click the name of the model you want to use with the new project, and then click OK. PlanView
displays the Edit Lifecycle Team.
19. Next to each role without a specific associated user, click select user.
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20. Select the user to associate with the lifecycle role.

21. To add other team members, click Add Team Member.
22. Select the appropriate lifecycle role or user.
23. Click Continue.
24. Use the links on the screen to edit the lifecycle as appropriate by removing steps or changing the user
associated with a step.
25. Click Finish, and complete additional lifecycle steps if prompted.
26. To update the work detail for the project from within Manage Work, right-click on the project name and
select Work Detail.
27. Use the appropriate Update link to modify attributes, and then click OK.
The following table describes the options available on the Portal Options screen.
Option
Description
Close portal for now
Hides the project from all users except the lifecycle administrator and your PVA
Allow members to invite to

this portal
Provides permission for invited members of the portal to invite additional users to the
project, without involving the lifecycle administrator
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View the Status of Requests

PlanView Tip!
Request status will be displayed only for users with appropriate permissions.
To View the Status of Requests
1.
Click
in the Navigation toolbar, or
in the main menu. The Go To screen is displayed.
2.
Click Requests. The list of Requests for which you have permissions is displayed.
3.
Click the name of a request. The Requests Dashboard Status screen is displayed, showing request status.
Users with the manage_request or dispatch_request permissions can view any request in the database
Opening Work Projects

Some tasks you perform in PlanView require you to open a project, which you may do by using the Go To
command. In addition to the Go To command, PlanView lets you access a project by clicking a link in some screens.
As you become familiar with PlanView, you may want to use such links instead of the Go To command.
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Providing Access to Projects

PlanView supports indirect access and direct access to projects.
Indirect access to a project means that you must be invited to collaborate on the project with other team members.
Invitations may be extended to PlanView users and non-PlanView users. When non-PlanView users are invited to a
project, they are invited as guests who have limited access to the PlanView system.
Direct access on a project means that you do not have to be invited to the project. You have direct access to a project
if you
create the project,
are granted to the project,
are allocated or authorized as a resource to the work, or
are assigned a lifecycle step relevant to the project. To be assigned to a lifecycle step within a project lifecycle,
you must be a PlanView user or Information Access User.
If you do not have direct access to a project, the user who created the project can invite you to the project to make it
available to you.
PlanView Tip!
Users will have direct access to a project via authorizations only if the authorization is at the project (PPL) level or
lower. Authorizations at a higher level will require an invitation.
While working in PlanView, you may perform grant-related and project-membership tasks to make projects
accessible.
Working with Grants

PlanViews centrally shared database contains all portfolio, project, and resource information for your organization.
Grants are used to provide access to the information in a database for individual users. Each user is granted security
access to specific portions of the database structure, which allows for the review or editing of work, resources,
contracts, and strategies.
PlanView supports work, resource, contract, and strategic grants. Your PVA is responsible for creating the initial
grants. If your PVA has given you permissions to add, update, review, or remove grants, you may do so to share
work, resources, contracts, and strategies with other users as needed.
Grants affect the ability to:
assign resources to work,
access a project automatically,
authorize resources to work (per the global option authorize only granted resources),
view the Stale Project notification (per global option),
receive notifications,
report time and expenses,
approve time and expenses,
approve resource requests (via allocations or reserves),
add to or view content in structures,
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enter resource detail and schedule standard activities, and
perform financial management at the project level.
Before you add, update, review, or remove grants, you need to be aware of the following:
grants are applicable to projects but not portfolios,
grants can be associated with a single item or an organizational group,
grants may exist at any level within a work, resource, contract, or strategic structure,
grants may be defined at the level above or below the item associated with the grant,
PlanView ignores resource grants more than one level above the work item associated with the grant,
a grant is inherited by all children in the resource structure,
in cases where there are several grants to a parent resource entity, the lowest grant takes precedence,
PlanView ignores resources that have been terminated and have overdue timesheets, and
PlanView ignores resource grants that are more than one level above a resource in a resource structure.
PlanView can issue resource-grant notifications only for resource grants that point directly to a single resource
or one level above a group of resources.
PlanView Tip!
PlanView uses the word Grant in different ways, such as:
granting access via work, resource, contract, and strategic grants,
granting/revoking access to a project, and
granting an extract to another user.
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A Look at the Create/Update Grants Screen

You may use the Create/Update Grants screen to add, update, review, and remove grants. The following figure is an
example of the Create/Update Grants screen. This screen shows all the grants that you have given to other users. As
the figure shows, the screen includes separate sections for each of the different grant categories (work, resources,
contracts, and strategic). The third column identifies the type of grant a section is providing information about. You
may sort items in a section by clicking column heads within that section.
Figure 16 Example Create/Update Grants Screen
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The following table describes the Create/Update Grants screens fields.

Field
Description
Full Name
Identifies the user to whom a grant is given.
Level
Reflects the structure level of the work, resource, contract, or strategy

associated with the grant.
Work Grants
Includes links to hierarchical information of a work item.
Resource Grants
Includes links to contact information for the granted resource.
Contract Grants
Includes links to the review information for the granted contract.
Strategic Grants
Includes links to the Strategic Detail screen for the granted entity.
Parent
Identifies the parent of the work, resource, contract, or strategy associated with
the grant.
Report Time and Expenses
Indicates whether the grant includes permission for the user to report time and
expenses on the grants associated resource.
PlanView displays this field only for resource grants.
Approve Time
Indicates whether the grant includes permission for the user to approve time for
the grants associated resource.
Approve Expenses
Indicates whether the grant includes permission for the user to approve
expenses for the grants associated resource.
Approve Requests
Indicates whether the grant includes permission for the user to approve requests
for the grants associated resource.
Adding Grants with the Create/Update Grants Screen

You may add grants if your PVA gives you the permissions needed to do so. This section discusses adding grants
using the Create/Update screen. You may also use Manage Work to add grants as discussed in the Adding Grants
with Manage Work section.
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To Add Grants with the Create/Update Grants Screen
1.
Click HomeView
Dashboard
Click HomeView
Assignments
Action Links
Action Links
Create/Update Grants.
OR
PlanView displays the Create/Update Grants screen.

2.
Specify the type of grant you want to add by clicking Add Grant in the appropriate section. PlanView
displays a screen similar to the following figure. (The Permission check boxes are available only while you
are adding a resource grant.)
3.
Click Select user. PlanView opens the Data Picker, which includes a list of users to whom you may grant
access.
4.
Select the user to whom you want to assign grants, and then click OK. You may quickly access a users
name. To do so, enter some or all of the letters in the users name in the Jump To field or click the
appropriate letter or arrow buttons displayed in the Data Pickers screen.
5.
Click the appropriate link (Select work, Select resource, Select contract, or Select strategy) for the type
of grant you are adding. PlanView opens the Data Picker, which includes a list of items to which the selected
user may be granted access. This list includes the children of items.
6.
Select the item to which you want the selected user to have access, and then click OK.
A work grant may be to the level above the project or at the project level. Grants to more than one level
above a project are ignored.
7.
From the Access drop-down menu, specify the type of access you are granting to the user. To do so, select
the desired access Read/Write or Read Only.
8.
If you are adding a resource grant and you want to grant or deny permissions on the relevant resource, select
or clear the appropriate Permissions check boxes. Otherwise, skip this step.
9.
Click OK.
PlanView Tip!
When you are working with resource grants, keep in mind that PlanView ignores grants that are more than one level
above a resource in the organizational structure. In such cases, notifications related to assignments and time and
billing respect grants that point directly to a single resource or one level above a group of resources.
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Updating Grants with the Create/Update Grants Screen

You may update grants if your PVA gives you the permissions needed to do so.
To Update Grants
1.
Click HomeView
Dashboard
Click HomeView
Assignments
Action Links
Action Links
OR

2.
Click (update) next to the item associated with the grant you want to modify.
You may search for an item by user name or grant description. To do so, specify whether you want to base
the search on a user name or a grant description by selecting the appropriate option from the Search By
drop-down menu. Then enter some or all of the user name or grant description, and click Search. PlanView
displays only those grants that match your specified criteria. An item may display multiple times if different
grants point to the same item. To return to displaying all grants, click Show All.
After you click (update), PlanView displays a screen similar to the following figure. (The Permission check
boxes are available only while you are updating a resource grant.)
3.
From the Access drop-down menu, specify the type of access you are granting to the user. To do so, select
the desired access Read/Write or Read Only.
4.
If you are updating a resource grant and you want to grant or deny permissions on the relevant resource,
select or clear the appropriate Permissions check boxes. Otherwise, skip this step.
5.
Click OK.
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Adding Grants with Manage Work

You may also add work and resource grants with Manage Work.
PlanView Tip!
Users can allocate granted resources to their granted work. Other users with access to that work will then have
access to the resource via the allocation. If the resource grant to the user is deleted, the allocation made by that
user remains valid. Thus, the second user, who shares access to the work, still has access to the resource via the
allocation. If a User ID is deleted from the database, grants given by that user will remain valid.
If you grant work or a resource to another user, that user may grant the work or resource to other users. The system
does not notify you of this additional grant. If you delete your grant to the initial user in the chain, the grants that
user made are still valid.
To Add Grants with Manage Work
1.
2.
From the Manage Work menu bar, click Edit
Dashboard
Action Links
Manage Work).
Grants. The Grants screen displays.
PlanView Tip!
The Grants screen defaults to the Given tab, which you may use to grant other users any work item or resource to
which you have been granted access.
The Grants screen will show all given and received work grants regardless of the work and resources selected in a
work items filter. To view resource grants, however, the filter must include at least one resource.
You may use the Received tab to review the grants that you have been given by another user, including your PVA.
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3.
To create a work grant, take the following steps:

In the Work Grants sections User Name column, click the first available blank row. You may need to scroll
before a blank row comes into view.
From the drop-down menu that appears, select the name of the user to whom the work will be granted. If you
do not want to click to make your selection, you may type the first letter of a user name to display the first
selectable name beginning with that letter. When doing so, you should consider whether user names have
been entered first name first or last name first.
In the Granted Work column, click the field that corresponds to the selected user. Then click
the Select Work screen.
to display
Select the work to which you want another user be granted access. Then click OK.
4.
To create a resource grant, take the following steps:

In the Resource Grants sections User Name column, click the first available blank row. You may need to
scroll before a blank row comes into view.
From the drop-down menu that appears, select the name of the user to whom the work will be granted. If you
do not want to click to make your selection, you may type the first letter of a resource to display the first
selectable entry beginning with that letter. When doing so, you should consider whether resources have been
entered first name first or last name first.
In the Granted Resource column, click the field that corresponds to the selected resource. Then click
display the Select Resources screen.
to
Select the resource to which you want another user be granted access. Then click OK.
5.
Select the type of access you are granting by clicking the Access field that corresponds to your selected
work or resource. From the drop-down menu that appears, select either R/W (for read/write access) or R/O
(for read-only access).
6.
Click OK.
PlanView Tip!
When a user is given R/O access to a work item, the Status field will not be editable, even if the user role has the
Change Status permission.
Reviewing Grants
You may review grants if your PVA gives you the permissions to do so. PlanView lets you review
all your grants by type, or
all the grants you have given to other users.
Reviewing Your Grants by Type

You may review details about all your grants by type (work, resource, contract, or strategic). PlanView lets you
review some resource grants separate from other resource grants. This is because there are some resource grants that
affect notifications related to your assignments and time and billing data. Before reviewing resource grants, you
should be aware that PlanView ignores
resources that have been terminated and have overdue timesheets, and
resource grants that are more than one level above a resource in the resource structure. So notifications, and
review information only respect grants that point directly to a single resource or one level above a group of
resources.
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To Review Your Grants by Type
1.
Click HomeView
Dashboard
Click HomeView
Assignments
Review Grants.
Action Links
Action Links
OR
Review Grants.
PlanView displays a Choose Grants screen similar to the following figure.
The following table describes the Choose Grants screens links.
2.
Link
Description
Work grants
Provides access to information about the work to which you are

granted.
Resource grants
Provides access to information about the resources to which

you are granted.
Resource grants that affect Assignment

notifications
Provides access to resource grants relevant to your resource

assignments. The grants are shown at either the deepest
(individual) level or one level above that.
Resource grants that affect Time & Billing

notifications
Provides access to resource grants relevant to resources

marked to permit you to enter time and expenses. The grants
are shown at either the deepest (individual) level or one level
above that.
Contract grants
Provides access to information about the contracts to which

you are granted.
Strategic grants
Provides access to information about the strategies to which

you are granted.
Click the appropriate link for the type of grants you want to review. PlanView displays a Grants for screen
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The screen provides information about grants associated with the work, resources, contracts, or strategies
that you have RO or R/W access. A work item, resource, contract, or strategy may be listed multiple times if
different grants point to the same object. The screen indicates the structure level at which each grant is made.
The screen also identifies who gave the grant.
Reviewing Grants You Have Given to Other Users

You may review grants you have given to other users.
To Review Grants You Have Given to Other Users
1.
Click HomeView
Dashboard
Click HomeView
Assignments
Action Links
Action Links
OR
PlanView displays the Create/Update Grants screen, which provides information about all the grants you
have given to other users. Grants are grouped in separate sections by type. The screens third column heading
indicates which type of grants are displayed in a section.
drop-down menu. Then enter some or all of the users name or grant description, and click Search.
PlanView displays only those grants that match your specified criteria. An item may display multiple times if
different grants point to the same item. To return to displaying all grants, click Show All.
2.
To review the work, resource, contract, or strategy grants you have given to a user, click (review grants) next
to that users name in the appropriate section.
PlanView displays a Grants screen similar to the following figure, which is an example of the information
PlanView displays for a users work grants.
The Grants screen provides information about grants associated with the work, resources, contracts, or
strategies that a user has RO or R/W access. The screen indicates the structure level at which each grant is
made and that you gave the grant.
Removing Grants
You may remove grants if your PVA gives you the permissions needed to do so.
To Remove Grants
1.
Click HomeView
Dashboard
Click HomeView
Assignments
Action Links
Action Links

2.
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Click (remove) next to the item associated with the grant you want to remove.
OR
drop-down menu. Then enter some or all of the user name or grant description, and click Search. PlanView
displays only those grants that match your specified criteria. An item may display multiple times if different
grants point to the same item. To return to displaying all grants, click Show All.
A Look at Project Membership

You must be a member of a project to be able to access that work item. You are automatically given membership to
the projects you create. You also are automatically given membership to the projects on which you are authorized,
allocated, granted, or assigned a lifecycle-step. If you are not a project member, the user who created the project
may extend an invitation to give you indirect access to the project.
While working in PlanView you may perform the following project-membership tasks if you have the proper
permissions. Separate discussions on each task follow.
join a project,
invite members to projects,
display a users membership information, and
remove memberships.
Joining a Project
If another user invites you to a project, PlanView informs you of the invitation via a Notification or e-mail if
PlanView is configured to do so. Notifications are alerts that PlanView issues to inform you or other users of items
requiring attention or notify you of some actions taken by others in either PlanView or Manage Work.
To Join a Project to which You Are Invited
1.
PlanView displays the Notifications Summary screen, which includes data about all your current
notifications.
2.
In the Notifications Summary screens User Info section, click Portal Invitation displayed next to the project
you want to join.
Inviting Members to Projects

PlanView permits extending project invitations to PlanView users and non-PlanView users. Sometimes users who
cannot access a portfolio may have valuable information and resources to contribute. To let such users collaborate
with you, invite them to join a project so they can access it.
Separate discussions on inviting PlanView and non-PlanView users follow.
Inviting PlanView Users

You may invite PlanView users to projects. You need to do so if you want a project to be accessible to other
PlanView users who are not already allocated, authorized, granted, or assigned a lifecycle workflow role on that
project.
What a user invited to a project can do within the project depends on that users role and permissions.
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To Invite an Existing PlanView User to a Project
1.
If necessary, open the project to which you want to invite other users. For details, see the Opening Work
Projects section.
2.
3.
4.
5.
Select invitees from the Select Users list displayed on the Select Users screens left. The Select Users
section will include the names of only those users relevant to your selection.
6.
If necessary, enter the number of user names to display in the screen and click Set.
7.
Select the Select Users box of each user you want to invite.
Members to open the Portfolio Members screen.
Invite PlanView Users. PlanView displays the Select Users screen.
To quickly select all users, click Select All. To quickly remove all your selections, click Clear All. Clicking
Toggle switches between selecting and clearing all users.
8.
the invitation.
If you invite multiple people, PlanView will issue the same comment or message to each person. You can
change a persons comment from the Portfolio Members screen.
9.
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Click Invite to send a notification to each invitee.
10. After sending all your invitations, click Done. PlanView displays the Invite Users screen.
If an invitees e-mail address is included in your e-mail application, that program sends e-mail to the invited
user. The e-mail contains a links to for the portfolios URL. If the invitee clicks the link, PlanView adds the
user to the projects membership list and displays the project in the users HomeView.
Inviting Non-PlanView Users as Information Access Users

PlanView provides an Information Access User role that lets you collaborate with non-PlanView users. This role lets
you invite non-PlanView users to provide them with limited access to the PlanView system.. An Information Access
Users access is defined by your PVA and can include the rights to receive notifications, participate in a lifecycle,
add a request, review documents via Content Management, and access reports.
When inviting guests, you create an Information Access User role for each person you want to invite and then send
those users an invitation.
To Create Information Access Users and Invite Them to a Project
1.
If necessary, open the project to which you want to invite other users. For details, see the Opening section.
2.
3.
4.
5.
Enter information about you and your guest. You must enter data for the required fields, which are marked
with an asterisk. This includes an Expiration date.
Members to open a Portfolio Members screen.
Create Guest User. PlanView displays the Create Guest User screen.
PlanView tracks when an Information Access User is activated based on the date the user is added and
assigned the role. From this date, the system starts counting the number of days the user may access
PlanView. The default is 90 days, but the Expiration date can be changed either by your PVA or the person
creating the Information Access User.
When the number of days reaches the expiration date defined for the user, the users access to the system will
expire. If this occurs, the persons access to PlanView is revoked and the Information Access User role
becomes available for assignment to another person. PlanView does not delete the users ID from the system
when access is revoked.
6.
the invitation.
7.
Click OK. PlanView displays a message that the guest has been added to the system and that the invitation
has been sent.
8.
Click Done. PlanView returns to the Invite Users screen. See the business rules for information about what
happens next, depending on whether or not the e-mail address for the invited guest already exists in the
system.
PlanView Tip!
The first time an Information Access User logs into the PlanView system, PlanView prompts the user to change the
password from temp.
If PlanView is configured to use e-mail to notify Information Access Users of project invitations, the e-mail
messages are handled in the same manner as those issued for portfolio invitations. For details, see the Business
Rules for Information Access User E-Mails section.
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Displaying Membership Information

Display membership information to
view data about project members (such as their User IDs, roles, phone and pager numbers, and e-mail
addresses), or
create or view comments that provide additional information about a member. Comments are useful for adding
more information about users, such as their street addresses, job titles, and so on.
To Display a Projects Membership Information
1.
If necessary, open the project for which you want to obtain information. For details, see the Opening Work
Projects section.
2.
3.

figure.
Members to open a Team Members screen similar to the following
The screen includes the name of each user who belongs to the portfolio or project. The screen also lists a
members e-mail address and phone number if the PlanView database includes such information.
4.
5.
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To make or view a comment, take the appropriate action.
To make a comment, click

click OK.
. In the Edit Comments dialog that appears, enter the comment and then
To view a comment, click
to display the View Comments screen.
To display additional contact information about a member (such as a members User ID, role, pager number,
or a second phone number), click the members name. PlanView displays a Contact Information screen,
which looks similar to the following figure. The screen includes a members phone and pager numbers only
if the database has such information.
Removing Project Memberships

You may want to remove a users membership to a project in order to temporarily block them from the project.
PlanView does not automatically remove user information from a projects membership list when a users
allocation, authorizations, or lifecycle assignments on a project are deleted. Therefore, a user has access to a project
until the project's creator, lifecycle administrator, or PVA manually removes the user's membership.
PlanView Tip!
If you delete a user from a projects membership list, access to the project and its Work Detail screen is still
available from timesheets. To ensure a user cannot access a project, first revoke the users access to the portfolio.
Then delete that users name from the portfolios membership list.
To Remove Members from a Project
1.
If necessary, open the project from which you want to remove members. For details, see the Opening Work
Projects section.
2.
3.
Members.
PlanView opens a Project Members screen similar to the following figure.
4.
For each user whose membership you want to remove, take one of the following actions:
Click (revoke access) to temporarily remove a members access without deleting their name from the
Project Members screen. The option changes to (grant access), which you may click to renew the users
grant.
Click (Delete) to delete a members allocations/authorization and also delete their name from the Project
Members screen.
When a user is deleted from a project membership list, the user will receive an e-mail and a notification indicating
the deletion. If the user clicks the notifications link, PlanView displays a screen that provides an explanation for the
removal.
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Reviewing or Editing a Projects Attributes

After you add a project, you may
review or edit a projects attributes (such as the projects administrator or schedule dates),
assign the project a lifecycle, which is a series of small, discrete events (such as submitting a project charter
for approval, and giving the approval),
review the lifecycle associated with the project,
review content associated with the project,
review the projects SMI, which is a system-calculated number that shows the confidence in a schedule,
review the history of the changes made to project attributes,
review a contract associated with a project, and
review a request associated with the project.
You may review and edit a project in either PlanView or Manage Work. When you review or edit a project,
PlanView displays project information in a Work Detail screen similar to the following figure.
Figure 17 Example Work Detail Screen
PlanView Tip!
Be careful of the level selected to enter the Work Detail screen. Children inherit all information entered (unless a
childs value has already been changed from the parents initial value), but parents do not inherit information
entered for the children.
It is recommended that as much information as possible be added at the project level and then changed for a
particular child if it has different attributes.
The following table describes the fields of the Work Detail screen. In addition to these fields, the Work Detail screen
may also contain sections that include fields relevant to any configured screens your PVA defined. For details on
that information, see your PVA.
Field
Description
Work Breakdown
Structure
A hierarchical outline of work to be performed, which you expand by clicking

collapse by clicking
Work ID
Number PlanView automatically assigned to the work item
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and
Field
Description
Scheduled Start
A work items planned start date
Scheduled Finish
A work items planned finish date
SMI
Schedule Maturity Index (SMI) of the selected work item
Seq ID
PlanView sequence ID, which is the internal structure code for the selected work item
Project Admin
The user responsible for the administration of the project
Requested Start
A date entered at the time new work is requested, indicating when the requester would
like the work to begin
Requested Finish
like the work to finish
Request
Indicates the request from which the work was generated; if work was not generated
from a request, this field will be null
Work Status
Status of a work entity (e.g., Requested, Approved, On Hold, Completed)
Requester Priority
Priority entered at the time new work is requested, indicating the priority the requester
would like the work to have
Internal Priority
Ranking of the project in relation to other projects for scheduling purposes (e.g., In
Analysis, Rejected, Accepted)
Investment Status
Current status of an investment associated with an investment model.

This field is available only in EPM.
Allow Support Tickets
Indicates whether this activity will accept support tickets. See the Support Tickets
chapter for more details.
To Review or Edit Project Attributes
1.
If necessary, open the portfolio that contains the project you want to review or edit.
2.
Click Work
3.
Click Review/Update Projects. The Projects in Portfolio screen is displayed.
Schedule The Portfolio Summary section is displayed.
Open Manage Work by clicking Work
Schedule
Action Links
OR
Manage Work.
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4.
Perform one of the following actions:
In the list of projects displayed in the Projects in Portfolio screen, click the project you want to review
or edit and select Work Detail from the menu that appears. You may search for a project by entering
some or all of its name in the Description field and then clicking Search.
If you are using Manage Work, right-click the project you want to review or edit and select Work Detail
from the shortcut menu that appears.
PlanView displays the Work Detail screen. While reviewing the Work Detail screens project information,
you may edit the projects attributes and review additional project information as discussed in the following
table.
To
Do This
Edit the projects attributes
Click Update, and then edit the information PlanView displays in the Update Work
Detail screen. This screens fields are the same as those displayed in the Add
Project screen discussed earlier in this chapter. When editing this data, you should
be aware of the information discussed in Inheritance Business Rules.
After editing the projects attributes, click OK.
The Update link is available only if you have a R/W grant to the work and
permission to modify attributes.
Assign a lifecycle to the

project
Click
. This link is available only if no lifecycle is currently
associated with the project and your PVA enabled the Enable Primary Lifecycles
Global Link.
For details on selecting a lifecycle, refer to Associating a Lifecycle with a Project.
Review information about a

lifecycle associated with the
project
. This link is available only if the project is already associated with

Click
a lifecycle and your PVA enabled the Enable Primary Lifecycles Global Link.
Review content relating to

the project
Click
. For details about the content that may be attached to a project,
refer to the Content Management chapter.
Review details about a

contract associated with the
project
Click
. This link is available only if your PVA enabled contracts through
the Contract Rules system option.
Associate projects with one

or more strategic entities or
review such associations
, which displays the Associated Strategies screen. That screen

Click
identifies the strategies the project is associated with and indicates the
percentages of those associations.
Start the eRoom application

or manage eRooms
associated with the project
, and then select the desired command (Launch eRoom or

Click
Manage eRooms from the menu that appears. The eRoom item is available only if
the project is associated with an eRoom. For details about PlanViews eRoom
functionality, see the Accessing eRoom section.
Review SMI information
Click the projects SMI number.
Review a request associated

with a project
Click the name of the request, which is listed under the Request heading.
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To
Do This
Review the history of

changes for an attribute
Click History. In the Attribute History screen that appears, select the attribute that
you want to obtain information about.
PlanView displays the Work Status History screen, which shows the changes
made to the status of the work item, including the date of each change and the ID
of the user who made the change. It also indicates the attributes previous value
and whether the value was altered manually or by execution of a Scripted Dialog.
Inheritance Business Rules

When you modify the value of a work attribute at the parent level, all existing children with the same value for the
alternate structure as the parent are immediately changed to reflect the new value of the parent. Children that have a
different value for the alternate structure, which is being modified at the parent level, retain their current value.
Example:
Project: Project A Lifecycle Manager = Liz Carter
Phase: Phase A Lifecycle Manager = Jennifer Evans
Phase: Phase B Lifecycle Manager = Liz Carter
Suppose you change the Lifecycle Manager for Project A to Rick Cortez, then any child with the Lifecycle Manager
= Liz Carter is changed to reflect Rick Cortez as the Lifecycle Manager. In contrast, the Phase with a Lifecycle
Manager of Jennifer Evans remains the same.
Project: Project A Lifecycle Manager = Rick Cortez

Phase: Phase A Lifecycle Manager = Jennifer Evans
Phase: Phase B Lifecycle Manager = Rick Cortez
PlanView Tip!
These inheritance rules hold for all single select alternate structures except for Project Status, Calendar, and
Internal Priority. If a parent-level work item has the Project Status changed to Completed, then all children no
matter what their project status are changed to Completed. Any new children inherit the parent level values for the
Calendar field, but no existing children are modified if you assign a new value to a parent level Calendar. The
Internal Priority field still does not inherit down to the children if changed at the project level within a filter that does
not include children. Multi-select attribute values do not get inherited down at the child level.
147
Checking Project Status

As a project progresses and individual users complete assigned lifecycle steps, it will be necessary to review the
schedule, staffing, and progress of work. To help you do this, PlanView lets you display information that helps you
answer the following important questions about the projects in a portfolio:
Are the projects meeting schedules?
Do the projects stay within staffing limits?
Do the projects stay within budget limits?
Do the projects meet strategic goals?
You may answer these questions by performing the following tasks:
reviewing the schedules, staffing, and status of all projects in a portfolio,
reviewing a projects schedule,
reviewing the staffing of a project, and
reviewing a projects progress.
Separate discussions on each task follow.

PlanView Tip!
Before you review projects, you should specify which portlets PlanView displays in the Work tabs Schedule,
Staffing, and Progress secondary tabs. For details, see Defining Content. In addition, the fields that PlanView
displays for project information should be specified as discussed in the Defining Tab Metrics section.
Reviewing Information About All Projects in a Portfolio

PlanView lets you review the schedule, staffing, and progress of all the projects in a portfolio.
PlanView Tip!
The portlets that PlanView displays depend on which tab is selected and which portlets are defined for that tab. In
addition, the fields PlanView displays in these portlets correspond to your set of tab metrics. For descriptions of
these fields and details on how to specify their tab metrics, refer to the Defining Tab Metrics section.
To Review the Schedule, Staffing, or Status of a Portfolios Projects
1.
Click
2.
Click Work Portfolios, and then click the desired portfolio.
3.
Click the Schedule, Staffing, or Progress tab to review the projects schedule, staffing, or progress
information, respectively.
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in the Navigation toolbar, or Go To. The Go To screen is displayed.
Reviewing a Projects Schedule Information

After adding a new project, you may review its schedule information to check any differences between planned and
actual dates, milestones, and so on. To check a projects schedule, use either the Schedule tab (available under the
Work tab) or Manage Work.
Reviewing Schedules Using the Schedule Tab

To Review a Projects Schedule Information using the Schedule Tab
1.
If necessary, open the project.
2.
Click the Schedule tab. The Project Summary for the selected project is displayed.
3.
. PlanView displays the Schedule Graph

To display a graph of the projects schedule, click
screen. For information about the Schedule Graph screen, see Schedule Graph
4.
To display a detailed summary of the projects schedule, click

. The Schedule Detail screen
appears. For information about the Schedule Detail screen, see Schedule Detail
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Reviewing Schedules Using Manage Work

To Review a Projects Schedule Information using Manage Work
1.
Open the Schedule Access screen.
2.
In the Status Display view or Enter/Edit view, right-click a project and select Schedule Info to open the
Schedule Info screen.
Your project name is listed at the top of the screen. The following table describes the standard header information
displayed for the selected work item, in R/O mode.
Field
Description
Placement
Parent level of the selected work item
Title
Description of the selected work item
Work ID
ID associated with the project
Sequence ID
PlanView internal structure code for the selected work item
The following table describes the fields on the Schedule Info screens Detail tab.
Field
Description
Work Status
Current status of the project. Use the drop-down list to select a new value.
Internal Priority
Ranking of the project in relation to other projects for scheduling purposes
Calendar
Calendar associated with this work item, used to calculate finish dates and durations
Earned Value
The type of earned value calculation to use
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Field
Description
Allow Support Tickets?
Whether this activity will accept support tickets (see the Support Tickets chapter for
more details)
Dont Progress
If this option is selected, the progressing engine will not schedule the work item (such
as a template). This option is R/O for PlanView Users and R/W for PVAs
Requested Start
Requested Finish
Assumed Float
The schedule allowance in lieu of a requested finish date for the critical path
Print
Prints out Work Detail information
Entering and Reviewing Budget Information for a Project in Manage Work

PlanView Tip!
You may access the Budget only at the project level.
PlanView provides two methods of entering budget information:
In Manage Work, use the Budget tab of the Schedule Info dialog to manually enter budget data and actual
data. The system will automatically determine the variance between the estimate and actual data. You enter
budget information using your organizations cost structure and procedures.
PlanView offers a more advanced Budget Repository that you may purchase separately. This repository allows
either ad hoc or synchronized project budgeting, or top-down or bottom-up organizational budgeting. For
more information, see the Budget Repository Guide.
To Enter Budget Information in Manage Work
1.
2.
In Manage Work, right-click on a project name. The Schedule Info dialog is displayed.
Dashboard
Action Links
Manage Work).
151
3.
Click the Budget tab.
4.
To enter Description information, in the Budget Entry section, click the magnifying glass, or right-click in
the blank field and select Add Item. PlanView displays the Select Item screen with the Cost Structure.
5.
Select the budget/cost types you want to add. Hold down the CTRL key to add multiple items. Click OK. The
completed budget description information is displayed.
6.
Enter the appropriate data in each field.

If a value has been defined as...
Then...
Labor
the Act Value to Date column is unavailable
Non-Labor
the Bud Effort column is unavailable
PlanView Tip!
Based on the type of Cost, the Act Value to Date field is populated differently.
7.
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Click the Summary tab to view information about the project dates, the effort amount, the budget values and
the projects progress. A calculated variance is also displayed for the budget, effort and progression values.
This screen is R/O.
Critical Path Processing

The critical path is a sequence of activities that forms the longest chain of durations in the project.
If an activity is delayed on the critical path, then the whole project is delayed.
Critical path processing will calculate a new schedule for work based on user-defined constraints, durations, and
logical relationships.
Business Rules for Critical Path Processing

The CPM algorithm makes two passes through the list of work:
Forward Pass
CPM determines the earliest possible start date for each activity in the list (based on start constraints
and predecessors).
The earliest finish for each activity is simply its earliest start plus its duration, unless modified by a
finish constraint.
Traversing the activity list in this manner, CPM determines the earliest that the project as a whole, or
the last item in this particular list, could be completed.
Backward Pass
CPM calculates the latest each activity could finish without delaying successors, and based on duration,
the latest each could start.
Those activities that cannot slip at all without impacting the completion date are said to be on the
Critical Path, and are identified as having zero float. These indicators are displayed on the Dates
tab of the Schedule Info screen.
Figure 18 Float Calculation
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Adding Logical Relationships

Logical relationships link the schedules of interdependent activities.
Logical Relationships
The following table describes the different types of logical relationships the scheduling engine supports.
Logical Relationship
Business Rule
FS: Finish to Start
The first task must complete before the second task can start. This is the default
relationship.
SS: Start to Start
The first task must start before the second task can start.
FF: Finish to Finish
The first task must finish before the second task can finish.
SF: Start to Finish
The first task must start before the second task can finish.
Relationship Types
Relationship
Finish to Start
Start to Start
Finish to Finish
Start to Finish
Diagram
Example
Customer approves training material

Conduct first customer training class
Programming on user interface for cost module

Meet with analysts for review
Program revision to scheduling engine

Complete on-line help for scheduling engine
Start initial scoping document

Receive input from customer representatives
Use
80%
15%
5%
Rarely
Concepts
To create a logical relationship, select the related tasks, link them, and determine the logical relationship type. As a
result, a predecessor and successor are created.
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Predecessor/Successor
The following table describes predecessors and successors with an example.
Term
Definition
Example
Predecessor
Task that another activity is dependent on (the From

activity)
Customer approves training material
Successor
Task whose start or finish is dependent on another task

(the To activity)
Conduct training class
The system will not allow a user to link activities such that there is a continuous loop. For instance, Task A could
not be the predecessor to Task B and also the successor to Task B. If the Scheduling Engine detects such looping,
the user will receive the message This relationship would create a cycle (loop) relationship with other tasks. It
cannot be created.
The following business rules should be noted regarding logical relationships:
Only FS relationships are allowed between parent entities.
Only FS and FF relationships are allowed between a parent and a child item
No logical relationship can be made between a parent and its own children.
If a task with no child entities is a successor with SF and SS relationships and is in any way promoted to a
parent level, the SF and SS relationships will no longer be valid.
To Add Logical Relationships
1.
Open or create a Manage Work filter that includes the work and resources to be managed.
2.
Select a project for which you wish to manage logical relationships. If you are not already in the Enter/Edit
Work view, then right-click on the project and select Enter / Edit Work from the pop-up menu.
3.
Highlight the predecessor work item, then press and hold the CTRL key and click the successor.
4.
Select the
5.
Click OK.
6.
Scroll to the right to view the results in the CPM Relationships column.
Chain icon from the tool bar. The Schedule Assistant screen displays.
PlanView Tip!
Multiple successors to a single predecessor may be accomplished via the Fan Out
icon.
Work items are linked in the order they are selected. The first item selected will be the predecessor to the next item
selected.
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7.
Relationships can be removed by selecting the
8.
Click OK.
Unchain icon. The Schedule Assistant screen displays.
PlanView Tip!
If you choose the Dont Tell Me About This Again option on the Schedule Assistant screen when invoking the
chain command, the message box will be turned off for all users of the desktop because its a setting the pvwr.ini file
in the WINNT folder thats stored on the local machine.
If you check the box by mistake, open this INI file, and locate the ShowChain = No line (at the end) in the
[PlanView Work Requester] section. Change the No to Yes or simply delete the line entirely from the INI file. This
will cause the Schedule Assistant screen to display again.
Modifying Logical Relationships

It may be necessary to modify a relationship by altering the relationship type, the lag time, or the calendar. These
actions can be performed only from within the Relationships tab of the Schedule Info screen.
To Modify Logical Relationships
1.
Right-click the work for which the relationship will be managed and select Schedule Info from the pop-up
menu.
2.
Click the Relationships tab.
Field Descriptions
Field
Description
Code
Internal Structure Code
Work ID
Number associated with the project
Level
The level of the selected activity within the WBS
Predecessor
The link will be from a previous activity
Successor
The link will be to the next activity
Type
FS, SS, FF, or SF
Lag
Positive number (or %) to indicate the amount of time that must elapse, or gap, before the
successor may begin
Negative number (or %) to indicate the amount of time that linked tasks can overlap. This is
also known as lead time
Calendar
Calendar for the lag of the Predecessor can be changed for better planning
3.
Click the magnifying glass next to the Successor field. The Select Work screen displays.
4.
Select the appropriate work.
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5.
Enter a Lag Time for the successor or predecessor if necessary. The following diagram describes lag and
lead.
6.
To change the relationship type, click in the Type field and click the down arrow.
7.
To add additional relationships from this screen, right-click in the predecessor description or successor
Description field and select Add Item or click the navigation button to the right of the field.
8.
To modify the calendar that should be used when creating the lag time, click in the Calendar field and click
the down arrow. (To view the Calendar field, you might need to scroll to the view the right-most part of the
window.) This is the calendar that will be used when applying the lag value to the schedule.
9.
Click OK.
PlanView Tip!
Project-to-project dependencies can be defined on the Relationship tab of the Schedule Info screen, or from the
Enter and Edit Work view of Manage Work.
Adding/Managing Constraints
Constraints are factors that will limit scheduling options. They are usually imposed dates based on key events. This
could include deadlines imposed by customers, government regulations, internal company policies, and so on.
Constraint Types
The table below describes the different constraint types the scheduling engine supports.
Acronym
Type
Description
ASAP
As Soon
As Possible
Marks the task as not constrained and not having a Constraint Date
ALAP
As Late As Possible
Delays the task as long as possible, without holding up the finish of the
project and without creating a conflict for any successor task that is
constrained and does not have a Constraint Date
SNET
Start No
Earlier Than
Task cannot start until the defined Constraint Date
SNLT
Start No Later Than
Task must start on or before the defined Constraint Date
FNET
Finish No Earlier
Than
Task must not finish before the defined Constraint Date
FNLT
Finish No
Later Than
Task must complete on or before the defined Constraint Date
157
Acronym
Type
Description
MSON
Must Start On
Task must start exactly on the defined Constraint Date
MFON
Must Finish On
Task must finish exactly on the defined Constraint Date
PlanView Tip!
Every type of constraint is available at the lowest defined level of a projects work breakdown structure. However, at
a parent level, only ASAP, SNET, and FNLT are available.
Examples of Constraint Types

Constraint Type
Example
As Soon As Possible
Starts task as soon as possible. Default value
Finish No Later Than
Management says the project must finish on the specified date
Start No Earlier Than
Work cannot begin until new hardware is received
As Late As Possible
Document lessons learned for project
Finish No Earlier Than
Do not finish the QA process any sooner, because new code might still be
incorporated up to a certain date.
Start No Later Than
Start QA process by a specified date, when outside contractors arrive for testing.
Must Finish On
Complete requirements prior to validation meeting
Must Start On
Schedule project review meeting for a specific date
Constraints vs. Logical Relationships

Constraints
Logical Relationships
Constraints will set dates.
Order and mapping of the schedule determined by

relationships.
A date is dependent upon an external influence rather

than another activity.
One activity dependent on the status of another activity.
Constraints will not move in dates if a predecessors

task finishes early.
Relationships allow flexibility in CPM calculation.
An activity cannot begin until the specified date.
Activity cannot start until another activity finishes.
To Add and Manage Constraints
1.
Right-click a work item and select Schedule Info from the pop-up menu.
2.
Click the Dates tab.
3.
Select the constraint type by clicking the drop-down arrow in the Type field in the Constraint section.
158
4.
Enter the constraint date in the Date field in the Constraint section.
5.
Click OK.
PlanView Tip!
If no date is entered, the constraint type will revert to ASAP.
Warning!
It is advisable to place constraints on work only when necessary. Unnecessarily placing constraints on work can
have adverse effects on the scheduling of the project and can make troubleshooting difficult.
Entry of start or finish dates will automatically change the Constraint Type.
Schedule dates can be entered in the Enter and Edit Work view of Manage Work or the Dates tab within
Schedule Info.
Volume data entry of durations and dates can be completed in the Enter and Edit Work view of Manage Work.
Maintenance of constraints and dates can be completed on the Dates tab of Schedule Info.
Calculating Critical Path

To Calculate Critical Path
1.
From within the Enter and Edit Work view of Manage Work, highlight the project for critical path
calculation.
PlanView Tip!
Selecting any work item in a project will cause the entire project to be selected for scheduling.
2.
From the Work menu, select Schedule. The Schedule screen displays.
3.
Select the Run Critical Path option.
4.
Click OK.
The Advanced tab is to set parameters for when the Scheduling Engine should be used to schedule resources (once
allocations to resources have been made).
The schedule action can also be initiated from within a Gantt View if the view is opened from within Enter and Edit
Work. To do this from within a view, select Work and then Schedule from the main menu.
Undo Schedule
PlanView provides the ability to reverse the effects of the Scheduling Engine. When used, this functionality will
restore the original Schedule Dates, as they existed prior to the execution of the Scheduling Engine.
This functionality is effective on the most recent changes applied by the Scheduling Engine. However, if someone
has made a change to that information between the original application of the Scheduling Engine and the attempt to
undo the effects, the following message displays:
Changes have been made since the last scheduling run, possibly by other users cannot perform the undo.
159
To Reverse (Undo) a Schedule Change
1.
From the Enter and Edit Work view of Manage Work, place focus on the Project, select Work from the main
menu bar.
2.
Select Undo Scheduling from the list.
Displaying a Gantt View of a Projects Schedule

Once a user has completed the work necessary to define the work breakdown structure, set task durations, add or
manage constraints, and establish necessary logical relationships, it may be beneficial to use the Gantt View to
display a graphical representation of a project schedule.
Figure 3 : Gantt View
PlanView Tip!
When accessed from an ActiveX page, a Gantt will show only allocations and reserves that are approved. However,
when accessed from HTML screens, Gantt displays requested AND approved allocations and reserves. The
following procedures discuss accessing a Gantt from an ActiveX screen.
To Display a Gantt View
1.
From within either view within Manage Work, click the Gantt button at the bottom of the screen.
OR
Select Gantt from the View menu.

2.
In the Gantt view, double-click in the Gantt portion of the view to display the legend.
PlanView Tip!
When accessing the Gantt View from the Enter and Edit view, <Enter & Edit> displays before the filter name. When
accessing the Gantt View from Status Display view, this prefix does not display.
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PlanView Tip!
If a Profile or combined Gantt/Profile view is opened, double-click the resource portion of the Gantt and Profile View
to see the legend for the resource profile.
If the filter is sorted by alternate resource attributes, any requirements defined for those attributes (as opposed to
requirements for a specific resource) display on the resource profile in dark blue, if the required work is inside the
current filter. If the required work is outside the current filter, the requirements displays in light blue.
If a reserve is approved, it displays in dark purple. Approved allocations show in dark green. If there is a lighter
purple or green border around a bar, this indicates that at least one of the reserves or allocations for the work is still
in a state of Requested rather than Approved.
Changing the Time Scale

To Change the Time Scale
1.
Double-click with the mouse pointer in the Timescale area of the view.
OR
Click Tools and then Timescale from the menu.

The Timescale screen displays.
2.
Click the down arrow to change the earliest and latest date for displaying project information, to set the
scale, and to format the date information.
3.
Click the up or down arrow next to the Enlarge field to increase or decrease the magnification of the display
as necessary.
4.
Click OK.
PlanView Tip!
The Gantt View will only reflect data from the current filter when viewed from the Status Display view or the Enter
and Edit view. When viewed via Focus, the Gantt View will reflect the information that was included in that screen.
Displaying Non-Working Time in the Gantt View

PlanView allows users to alter the way in which non-working time is displayed within a view. Weekends and
holidays can be shown in front of or behind the schedule bars, or the non-working time can be set not to display at
all.
To Edit the Display of Non-Working Time
1.
With the Timescale screen open, click the Nonworking Time tab. The Nonworking Time screen displays.
2.
Select a preference for the display of non-working time.
3.
Use down arrows to change the Color and Pattern for the display of non-working time.
4.
Click OK.
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Interactive Gantt View

The Interactive Gantt functionality provides the ability to change project information without exiting the Gantt
View. The following functionality is available from the interactive Gantt View:
the Schedule Info screen is accessible;
resource requirements can be defined;
allocations, authorizations, and reservations can be created;
the scheduling engine can be run and the results can be reversed;
logical relationships can be added and removed;
work can be cut or copied;
paste/paste under is available for cut or copied work;
insert/insert under is available for adding new work, and
work can be deleted;
work can be moved, changing the dates; and
work can be sized, changing the duration.
Opening Schedule Info from the Interactive Gantt

When viewing data from a Gantt view, it may be necessary to modify data or see other data not available from the
view. Information about the work can be viewed and modified from the Schedule Info screen.
To Access Schedule Info Screen from a Gantt View
1.
In Manage Works Enter and Edit Work view, click the Gantt button.
OR

2.
From the Gantt View, right-click the work within the view and select Schedule Info from the pop-up menu.
3.
From the Schedule Info screen, use the tabs to access information requiring modification or review.
4.
Click OK.
Opening Work Detail from the Interactive Gantt

When viewing data from a Gantt view, it may be necessary to modify data or see other data not available from the
view. Information about the work can be viewed and modified from the Work Detail screen.
To Access Work Detail Screen from a Gantt View
1.
Enter and Edit Work view of Manage Work, click the Gantt button at the bottom of the screen.
OR

2.
From the Gantt View, right-click the work within the view and select Work Detail from the pop-up menu.
3.
From the Work Detail screen, the information requiring modification or review is accessible.
4.
Click OK.
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Graphical Management of Dates and Durations through the Interactive Gantt

There are two options for graphically managing the date and duration information from within a Gantt View.
1.
The start/finish dates of work can be changed while leaving the duration intact.
2.
The start/finish dates of work can be changed by lengthening or shortening the duration.
Business Rules for Managing Dates and Duration Graphically

When managing dates and duration graphically, the following business rules will apply within the software:
Movement of graphical items will be to the precision of the scale one beneath the selected scale. For example,
if viewing the Gantt in months, then the movement of the schedule bars will be to the precision of the nearest
week.
Duration can be changed at a child level only.
Dates can be altered at the parent or child level if the duration remains the same.
The Gantt interface will ignore the user preference setting that demands that duration remain constant when
changing dates.
Dates will be displayed when moving a bar. These dates will reflect the dates consistent with the bars actual
location. The appearance of the date information can be altered from the Date Tip field in the Format section
of the Timescale window (double-click in the date area of the view).
Important!
Changing the dates (adding a schedule bar, moving it, or altering the duration) will add a Start No Earlier Than and
Finish No Earlier Than constraint to the work item.
Graphically Add a Schedule Bar

PlanView allows users to add schedule dates from within a Gantt View. These dates display as a schedule bar.
The schedule bar will be added based on the time scale selected in the view. If the view is displayed in the month
time scale, than the schedule bar will be added for one month during the specific month in which the cursor is placed
when adding the schedule dates. For instance, if the cursor is in the month of July when the schedule dates are
added, the schedule bar will show a one-month duration during the month of July.
Schedule bars cannot be deleted from the view. This must be performed in the Schedule Info screen, on the Dates
tab.
To Graphically Add Schedule Dates
1.
In Manage Works Enter and Edit Work view, click the Gantt button.
OR

2.
Place the mouse cursor in the graphical area of the view, in the time frame in which the schedule dates will
be created. Ensure that the cursor is on the same line as the work item for which the dates are being created.
3.
Right-click and select Add Bar.
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Graphically Modify Date

Start and Finish Schedule dates can be modified directly within a Gantt view.
To Graphically Change Schedule Dates
1.
Place the cursor over the center of the Gantt schedule bar until a
2-way arrow displays.
2.
Click and hold the left mouse button and drag the schedule bar to the left or right.
3.
Release the mouse button, and the schedule bar will be moved to the new date.
4.
If prompted, select Continue, but move conflicting constraints and click OK.
PlanView Tip!
You can also use the above procedure to move a Milestone task.
Graphically Modify Duration

The duration of schedule dates can be modified from within the Gantt view.
To Graphically Modify Duration
1.
Place the mouse cursor over an end of the schedule bar for the work until a 1-way arrow displays.
2.
Click and drag to change the start or finish date as necessary. The arrow will point to the right when
changing the finish date (the right side of the schedule bar) or to the left when changing the start date (the left
side of the schedule bar).
3.
Release the mouse button and the schedule bar will shorten or lengthen to represent the new dates.
PlanView Tip!
Graphically rescheduling work is not as precise as setting the dates and durations from within the Enter and Edit
Work view.
Graphically Move and Add Work

Moving work within a plan and adding new work is a standard part of project management. PlanView provides the
ability to accomplish these tasks graphically, from within a Gantt view.
To Cut, Copy, or Paste Work Items within a Gantt View
1.
Open a Gantt View from the Enter and Edit Work view of Manage Work.
2.
Click the work that will be copied (the same process is used when cutting work).
3.
Right-click the work to be copied and select Edit WBS and then Copy or Cut from the pop-up menu.
OR
Click the
OR
Copy or
Cut icon.
Select the Copy or Cut from the Edit menu.

Press Ctrl-C or Ctrl-X.
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OR
4.
Right-click the work item beneath which the cut/copied work will be placed.
5.
Select Edit WBS and then Paste from the pop-up menu to add cut/copied work at the same level as the work
on which the cursor is focused. Select Edit WBS and then Paste Under to add the cut/copied work one level
beneath which the cursor is focused.
OR
Click the
Paste or
Paste Under icon.
Select the Paste or Paste Under from the Edit menu.
OR
OR
Press Ctrl-V to paste. (There is no keyboard shortcut for pasting under.)

PlanView Tip!
Users cannot paste a work item under any work items with actual hours reported against them.
To Add Work Graphically
1.
Click the item beneath which new work will be added.
2.
Right-click and select Edit WBS and then Insert Under to add the new work one level beneath which the
cursor is focused. Select Edit WBS and then Insert to add work at the same level.
OR
Click the
3.
Insert or
Insert Under icon.
Name the new work item by typing over the question marks.
Graphically Add Logical Relationships

Planning for logical relationships is an integral part of project management. Users have the ability to add these
relationships graphically.
To Add Individual Logical Relationships within a Gantt View
1.
Click the work item that is the predecessor.
2.
Press the CTRL key on the keyboard and click the work item that is the successor.
3.
Click the
4.
Click OK. A finish-to-start relationship will be created between the two items.
5.
Unlink the two work items by selecting the predecessor then the successor and selecting the
Link icon. The Schedule Assistant screen displays.
Unlink icon.
PlanView Tip!
Logical relationships can also be created from the Schedule Info screen within the Gantt View. When using the icon
to logically link work, the items will be linked with a default finish-to-start relationship. However, links can be
modified from the Schedule Info screen if a different type of relationship is necessary.
To Add Fan Out Logical Relationships within a Gantt View
1.
Click the work item that is the predecessor.
2.
Press the CTRL key on the keyboard and click the work item that is the successor.
3.
Click the
Fan icon. The Schedule Assistant screen displays.
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4.
Click OK. A finish-to-start relationship will be created between the first item selected and all other items.
5.
Unlink the predecessor and its multiple successor items by selecting the predecessor, then its successors and
selecting the Unlink icon.
Deleting Work from the Interactive Gantt View

If a user has read/write access to a work item, and that work item is in the currently active filter, the item can be
deleted from within a view.
To Delete Work Graphically
1.
Click the work.
2.
Click the
3.
When prompted, confirm the deletion.
Delete icon or right-click the work and select Edit WBS and then Delete from the pop-up menu.
Accessing Resource Assignments in a View

PlanView provides the ability to view information about reservations, allocations, and standard activity assignments
in RO mode from within an interactive Gantt. This includes the description of the assignment, the percent of effort
the resource is assigned to work on the item, and the name of the parent project for the item.
To Review Time Specific Resource Assignments and Standard Activities
1.
Open a Gantt View from the Enter and Edit Work view of Manage Work.
2.
Open a Resource Profile view or a combined Gantt and Profile view.
3.
Click once in the graphical area of the Profile view to place focus in that area.
4.
Select the crosshair icon
5.
Line the mouse pointer up horizontally in the graphical area with a specific resource name. As the cursor is
moved over the view, a date tag displays to indicate the relative date of the cursor position. When the desired
date is displayed, click once. The Show Work screen displays the scheduled items for the specific resource
during the time selected.
6.
Click Cancel to close the screen.
OR
Click another graphical bar to display more data.

7.
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Click the crosshair icon
again to turn off the display of the crosshair cursor.
Business Rules for Reviewing Time-Specific Resource Assignments and Standard Activities
Within a View
If the timeframe of the view is divided into weeks, the information (allocations, standard activities,
reservations) information for the week in which the cursor is placed. If it is divided into months, the
information displays for that month. The same logic applies to daily, quarterly, and yearly (annual) views of
data.
The Show Work screen displays only for resource-level items in the Organizational Breakdown Structure
(OBS). This feature will not work with parent level items (e.g., manager, team, department, division) in the
OBS.
The work that displays in the Gantt view is based on the work that is displayed in the Topic Bar of Manage
Work. In the Show Work screen, the label In Filter refers to work that is in the Manage Work View and is in
focus when the view is opened. Work that is labeled as out of filter is work that was either not in focus when
the view was created or is not in the overall filter.
Assignment labels (Allocations, Standard Activities, and Reservations) will display in the Show Work screen
only if that type of work is defined during the selected timeframe. For instance, if the selected time period is
the week of July 1st and no standard activity is defined for that time period, the Standard Work label will not
display in the Show Work screen.
Printing in the Gantt View

To Preview Output Before Printing a View
1.
Open a Gantt View from a view within Manage Work.
2.
Open a view.
3.
Select Print Preview from the File menu.

Click the
4.
OR
Preview icon.
Select to preview the entire view (All) or only the selected items (Selection).
PlanView Tip!
To view a selection, you will need to select the items before you start the preview process. Otherwise, this option
will provide a blank preview. To select an item for preview or print, click the description of the resource or work
within a view. Use the CTRL or SHIFT keys to select multiple items.
5.
Use the Timescale settings to control the range of dates displayed in the preview.
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6.
Click OK.
7.
Use the buttons at the top of the preview screen to move to the Next or Previous page, view the data in oneor two-page format, Zoom In, Zoom Out, or Close the preview.
8.
If the preview is acceptable, click Print to print the view.
Copying the Gantt Charts Information

PlanView provides the ability to copy the information in the Gantt chart into the clipboard, for pasting into other
applications such as MS Paint or MS Word. This feature is available only from the interactive Gantt.
Any information that is displayed on the Gantt will be included when copying the Gantt. For instance, if you expand
the Main column, causing the start and finish date columns to display, or if you change the resource profile to
display text rather than graphics, these elements will be included in the copy of the Gantt. However, if you arrange
the Gantt such that the Main column displays only the description (title) of the work, then the Date columns will not
display in the copy of the Gantt.
To Copy the Gantt Charts Information
1.
Open a Gantt View from a view within Manage Work.
2.
Select the work or resources to be copied by clicking on each item in the work or resource description area of
the view. Multiple rows can be selected by pressing the CTRL key on the keyboard while selecting items.
PlanView Tip!
Work and resource items may both be copied but not at the same time. Copy one set of data first (work or
resources) and paste it. Then return and copy the remaining data.
If no work items are selected, all work in the active Gantt will be copied into the clipboard.
3.
Click File on the main menu and select Copy Image To Windows Clipboard.
Click the
Copy Image To Windows Clipboard icon.
The Copy to Clipboard screen displays.

4.
Choose whether all rows or just the selected rows should be copied.
5.
Set the timeframe from which the data should be copied.
6.
Click OK.
7.
Paste the information into the external application.
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OR
Reviewing a Projects Staffing Information

To Review a Projects Staffing Information
1.
If necessary, open the project.
2.
Click the Staffing tab.

PlanView displays information similar to that shown in the following figure.
3.
To display a graph of the projects staffing, click

screen, see the Schedule Graph section.
4.
To display a detailed summary of the projects staffing, click

Schedule Detail screen, see Schedule Detail.
. For information about the Schedule Graph
. For information about the
169
Reviewing a Projects Progress

To Review a Projects Progress
1.
If necessary, open the project. To do so, click

Go To screen is displayed.
in the Navigation toolbar or Go To in the main menu. The
2.
Click Work Projects and select the desired project.
3.
Click the Progress tab.

PlanView displays information similar to that shown in the following figure. For information about a
portlets fields and how to specify tab metrics, see Defining Tab Metrics.
. For information about the Schedule Graph
4.
To view a graph of the projects progress, click

screen, see Schedule Graph.
5.
To view a detailed summary of the projects progress, click

Schedule Detail screen, see Schedule Detail.
6.
To view work details of the project, click
7.
To view work assignments for this project, click
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. For information about the
.
.
Including Baselines for a Project

Baselines let you store a snapshot at a given point in time of how much effort a project takes, and the projects start
and finish schedule dates. This information can be used for later comparison with the projects active schedule.
A baseline is associated with a project and includes all levels of that project. In addition, baseline information is
available for a given project regardless of the filter used to select the project.
After a baseline is created, it can be locked and unlocked by users given permission to do so. Locking a baseline will
prevent it from being updated or deleted. If a projects baseline is unlocked, any user who has R/W access to the
project can update or delete its baseline.
Any user with access to a project can review the baseline. They can also display the baselines history to obtain
details about when a baseline was created, locked, unlocked, or updated.
PlanView Tip!
You perform baseline-related tasks through the Baseline Summary screen. The following procedures discuss
opening the Baseline Summary screen through the Schedule Graph screen. As you become familiar with the
PlanView interface, you may sometimes find it useful to open the Baseline Summary screen by clicking Baseline
while the Schedule Detail screen is displayed.
Creating Baselines
You can create a projects baseline either from the Work tabs Schedule Graph screen or Schedule Detail screen. As
discussed in the Administration Guide, your PVA may create Master Baselines to define baseline names in advance
so that a lifecycle model prompts the creation of multiple specific baselines.
To Create a New Baseline
1.
If necessary, open the project for which a baseline will be created. For details, see the Opening Work
Projects section.
2.
Click Work
Dashboard.
OR
Click Work
Schedule.
OR
Click Work
Staffing.
OR
Click Work
Progress.
3.
In the main menu, click Action Links

Baseline.
Schedule Graph. In the Schedule Graph screen that appears, click
PlanView displays a Baseline Summary screen similar to the following figure.
4.
Click Create New Baseline.
5.
In the Create New Baseline dialog that appears, enter a Baseline Name.
6.
In the Comments field, enter a description of the baseline. Be as descriptive as possible so that the baseline
will be easy to identify later, should there be multiple baselines for the selected project.
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7.
Click OK.
PlanView adds a listing for the new baseline to the Baseline Summary screen. Such listings include the
Baseline Name, indicates the date and time each baseline was Created On, and identifies who each baseline
was Created By. The Active columns check mark ( ) indicates that the new baseline is in effect and will
be the one displayed on the Gantt chart.
Once a baseline exists, the tasks listed in the following table may be performed to help manage the baseline. The
table summarizes any access rights or permissions that users need to have before they can perform these baselinemanagement tasks.
Task
Requirement
Set a baseline as active
R/W access to the relevant project.
Set a baseline as inactive
Lock a baseline
R/W access to the relevant project. In addition, your PVA must give you the
necessary permissions to perform this task.
Unlock a baseline
R/W access to the relevant project. In addition, your PVA must give you the
necessary permissions to perform this task.
View a baselines history
RO or R/W access to the relevant project.
Update a baseline
You must be the creator of the baseline or have R/W access to the relevant project.
Copy a baseline
Delete a baseline
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Setting a Baseline as Active or Inactive

An active baseline is the one from which all variance information is calculated. It is also the one that PlanView
displays in the Gantt chart. As shown in the following figure, an active baseline displays in a Gantt chart as a thin
pink line under existing schedule bars. The baseline will store schedule dates of work activities, as they exist at the
time the baseline is created.
Figure 19 Example Baseline Displayed in a Gantt Chart
You may control whether a baseline is active or inactive if you have R/W access to that baselines project.
PlanView Tip!
By default, a new baseline is set as active.
To Set a Baseline as Active or Inactive
1.
Projects section.
2.
Click Work
Dashboard.
OR
Click Work
Schedule.
OR
Click Work
Staffing.
OR
Click Work
Progress.
3.
From the main menu, click Action Links

click Baseline.
Schedule Graph. In the Schedule Graph screen that appears,
PlanView displays a Baseline Summary screen similar to the following figure. The green check mark in the
figure indicates that Second Phase is the active baseline.
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4.
Click the name or the button relevant to the baseline you want to configure. Then set the baseline as active
or inactive by making a selection from the menu that appears:
To make a baseline active, select Set As Active Baseline. PlanView indicates the base is active by displaying
a check mark ( ) in the relevant baselines Active column.
To make a baseline inactive, select Clear Active Baseline. PlanView removes the check mark from the
baselines Active column. Making a baseline inactive does not delete the baseline.
Locking or Unlocking Baselines

You may lock or unlock a projects baselines if you have R/W access to the project and your PVA has given you the
necessary permissions to perform those tasks.
A lock icon ( ) represents a locked baseline in the Baseline Summary screens Locked field.
To Lock or Unlock Baselines
1.
Projects section.
2.
Click Work
Dashboard.
OR
Click Work
Schedule.
OR
Click Work
Staffing.
OR
Click Work
Progress.
3.

click Baseline.
4.
In the Baseline Summary screen that PlanView displays, select the baseline name or
baseline you want to lock or unlock. Then select Lock Baseline or Unlock Baseline.
relevant to the
PlanView displays the Update Baseline dialog. If you are locking the baseline, the Locked check box is
selected. But it is cleared if you are unlocking the baseline.
5.
Click OK.
If you locked the baseline, PlanView adds a lock icon ( ) to that baselines Locked field. If you unlocked
the baseline, PlanView removes the relevant lock icon.
Viewing a Baselines History

Actions such as copying, locking, or updating baselines are recorded in the baseline history. If you have RO or R/W
access to a project, PlanView lets you view the history of that projects baselines. PlanView supports the viewing of
the history of all baselines related to a project as well as the history of a specific baseline.
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To View Baseline History
1.
Projects section.
2.
Click Work
Dashboard.
OR
Click Work
Schedule.
OR
Click Work
Staffing.
OR
Click Work
Progress.
3.

click Baseline.
4.
In the Baseline Summary screen that PlanView displays, specify whether you want to view all baselines
related to a project or a specific baseline.
To view all the baselines related to a project, click View All Baseline History for Project.
To view the history of a specific baseline, click that baselines name or the relevant
button. Then select
Baseline History from the menu that appears.
PlanView displays a Baseline History screen similar to the following figure.
The following table describes the Baseline History screen.

Field
Description
Baseline Name
Includes the name of baseline. If the baselines name has been changed at any
point, this field reflects that fact.
Clicking a link in this field displays the View Baseline Comments dialog. Use the
dialog to provide details about the baseline, such as why an action was taken.
Action
Identifies the action (such as Create, Lock, Unlock, or Update) performed on

the baseline.
Action On
Indicates the date and time on which the action was taken.
Action By
Identifies which user performed the action.
You can sort data in the Baseline History screen by clicking a column heading in the screen. For instance,
click the Action On column heading to sort by the action type. The sorting columns arrow direction
indicates whether data is sorted by ascending ( ) or descending ( ) order.
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Updating Baselines
PlanView Tip!
Update a baseline if some tasks were inadvertently omitted from the previous baseline. Create a baseline if there
has been a change in scope or if you want to get a current baseline of the project.
Creating a new baseline retains the previous baseline information while capturing the current schedule information.
Updating an existing baseline overwrites the previously captured schedule information with the current schedule
information.
Whether you update a baseline or create a new one depends on how you want to use the data in the various earned
value calculations and baseline-related reports available in PlanView. If you want those calculations and reports to
consider the data from the time a baseline was created through the current date, you should update an existing
baseline. If you want the baseline to only include current information, you should create a new baseline.
When you update a baseline, PlanView adds any new work items to the baseline, removes any items that have been
deleted since the last baseline, and captures any date or effort changes to all of the work items since the last baseline.
PlanView Tip!
You may update baselines that you created. You can also update a baseline that you did not create if you have R/W
access to the baselines relevant project.
You may update a baseline from either the Baseline Summary screen or from within Manage Work. If you want to
update the whole baseline, update it from the Baseline Summary screen. If you want to perform a selective update so
you can specify the type of information you want to update or update specific tasks of a project, perform the update
from Manage Work. Separate discussions on each updating method follow. PlanView supports the use of multiple
baselines, so both scenarios are supported.
Updating Baselines from the Baseline Summary Screen

Update from the Baseline Summary screen if you want to update the baseline for the entire project.
To Update All of a Baseline
1.
Projects section.
2.
Click Work
Dashboard.
OR
Click Work
Schedule.
OR
Click Work
Staffing.
OR
Click Work
Progress.
3.

click Baseline.
4.
In the Baseline Summary screen that appears, click either the name of the baseline you want to update or the
button relevant to that baseline. Then select Update Baseline from the menu that appears.
5.
In the Update Baseline dialog that appears, edit the Baseline Name and Comments fields as needed.
Comments are helpful for documenting baseline changes. For example, a comment could briefly explain the
purpose of the update.
6.
Click OK.
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Updating Baselines from Manage Work

If you want to specify the type of information you want to update in a baseline or update specific tasks of a project,
update the baseline from Manage Work. When updating a baseline from Manage Work, you may specify that you
want to update the baseline with new activities, remove any deleted activities, or update the baseline with selected
activities.
To Update an Existing Baseline from Manage Work
1.
2.
In the Manage Work screen, select the project for which the baseline will be updated.
3.
Select Work from the main menu and choose Baselines.
4.
Right-click in the Baseline Name field and select Update. The Update Baseline Options screen displays.
5.
Specify the type of activities you want the updated baseline to include. The following table describes the
update options for baselines. These options are not exclusive; any or all of them may be selected. However,
if OK is clicked and Update Selected Activities In Baseline has not been selected, an update of the entire
project will occur. If the option is selected, you are prompted to select which portions of the project should
be updated in the baseline.
Dashboard
Action Links
Manage Work).
Update Options
Action
Add All New Activities
Updates baseline of existing activities plus all activities that were not present in
the project when the current baseline was created or last updated
Remove All Deleted
Updates baseline on all existing activities and removes the baseline data on
activities that have been removed from the project since the current baseline was
created or last updated
Update Selected Activities In

Baseline
Updates the baseline dates and effort for only the selected activities and their
parents, including the project level
6.
Click OK.
7.
In the Remark screen that appears, enter description. Then click OK.
You may enter a short description, long description, or both. If you enter a short description, it will not alter
the name of the baseline. However, the name can be changed when the Baseline screen is re-displayed by
typing in the Baseline Name field.
Copying a Baseline
You may copy a baseline from Manage Work if you are granted R/W access to the project.
To Copy a Baseline
1.
2.
In the Manage Work screen, click the project from which the baseline will be copied.
3.
Select Work from the main menu and choose Baselines.
Dashboard
Action Links
Manage Work).
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4.
Right-click and select Copy.
5.
Enter a short description and click OK.

The default name for the new baseline is Copy #x of z, where x is the sequential number assigned to all
copies made of a baseline and z is the name of the baseline that was copied.
When the copy feature is selected, a copy of the baseline is read into memory from the database, and a new baseline
record is created.
Right-clicking a copied baseline and selecting Undo will undo the copy operation.
Deleting Baselines
You may delete a baseline (even if the baseline is active or locked) if you are granted R/W access to the project.
To Delete a Baseline
1.
Projects section.
2.
Click Work
Dashboard.
OR
Click Work
Schedule.
OR
Click Work
Staffing.
OR
Click Work
Progress.
3.

click Baseline.
4.
In the Baseline Summary screen that appears, click either the name of the baseline you want to delete or the
button relevant to that baseline. Then select Delete Baseline from the menu that appears.
5.
Click OK to respond to the confirmation prompt that PlanView displays.
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What-Ifs
What-Ifs give you the capability to create a copy of an existing project schedule into a working area, allowing you to
experiment with various permutations of the schedule. This allows you to create alternate work schedules using the
current resource pool. The original data is the master data and the copy of that data (the What-If) is the working
data. A single What-If scenario can contain more than one project. This allows you to experiment with schedule
changes and see the results on dependent or related project work.
You may reschedule work items in the working data (the What-If) against current resource assignments in the
organization while viewing resource allocations in the What-If in place of the resource assignments in the master
data. The system will allow you to modify dates and remaining effort, delete allocations, and add new allocations in
the What-If schedule, subject to the same permissions that you have for regular scheduling.
For example, you can create a What-If to see what effect moving the project date back a month will have on
resource schedules, or to see what adding two more resources for a time will do to project duration.
When creating a What-If scenario, only information related to resource capacity and resource utilization, the WBS
below the PPL, schedules, relationships, constraints, allocations, and reservations is included. No other projectrelated data (such as work attributes, budgets, contracts, notes, To-Do lists, support tickets, content documents, etc.)
will be included. The working data (What-If) does not read the Actual data such as actual start, actual finish, percent
complete, actual effort, etc.
When promoting a What If, the working data updates the master data (the original schedule) with the What-If
information.
PlanView Tip!
The ability to use the What-If feature is determined by the permissions associated with a users role. Without this
permission, the What-If functionality will be unavailable.
Access to What-Ifs
Users with the Use What-If permission have the ability to create, activate, and promote What-Ifs for multiple projects. What-Ifs are associated with the user and filter. All existing What-Ifs will be available from Manage Work
provided that the user has rights to them and they include at least one project in the filter.
Users will be able to select multiple projects from either view within Manage Work to create a multi-project WhatIf.
Users will be able to activate or promote several What-Ifs by a single action. They will also be able to combine
several What-Ifs into one What-If by creating a new combined What-If for a number of active What-Ifs.
Creating a What-If
To work with one or more projects in What-If mode, you first create a What-If and then activate it. The What-If
projects will be available as normal within Manage Work so you can modify resource allocations and dates.
However, no modified data will be saved to the master copy until the What-If is promoted. If needed, you can create
another What-If that includes the projects in the first What-If and other projects as well.
Once your project schedule and resource allocations are satisfactory, you can promote the What-If, which updates
the original entities with the modified data, making the What-If schedule the real schedule.
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To Create a What-If
1.
2.
Open either view within Manage Work.
3.
Select one or more projects (using click, SHIFT+click, or CTRL+click).
4.
From the Work menu select New under What-If. The What-If Detail screen displays. The selection must
include at least one PPL or below item to enable the New option.
Dashboard
Action Links
Manage Work).
The top pane will list the projects included in the What-If, and if the project is included in your current filter.
The User ID of the person who created the What-If (i.e., you) and the creation date and time are also
displayed.
5.
Enter a What-If Name. A short, descriptive name (such as Move Project Date) is best.
6.
Determine the What-Ifs Visibility. A Private What-If can be modified only by its creator or the PlanView
administrator. Any user who has R/W access to the projects can modify a Shared What-If.
7.
Enter any Remarks, if needed.
8.
Select whether to activate the What-If.
9.
Click OK. The What-Ifs screen displays, showing all available What-Ifs, including the one you just created.
PlanView Tip!
You can create a What-If for a project already included in an existing What-If. If one or more What-Ifs have been
activated, and you select an active What-If among other projects, a combined What-If will be created for all
selected projects regardless of whether they are What-Ifs or original projects.
Note that a What-If created on an active What-If project will still refer to the original project and be considered just
another What-If of this project.
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The list of What-Ifs based on the following criteria:
the What-If was either created by the user or is shared, and
the What-If contains at least one project included in the filter.
The What-If screen shows, in order from left to right:
A: active What-If flag (Y or N), which shows whether the What-If is currently enabled as active.
M: whether the project includes just one project (S) or multiple projects (M).
What-If Name: a descriptive name for the What-If (such as Move Project Date).
Proj: the first project included in the scenario.
Visibility: whether the What-If is Shared (others can use it) or Private (only you can use it).
Created: the date and time on which the What-If was created.
Creator: the User ID of the person who created the What-If.
Activated On: the date and time when the What-If was activated.
Activated By: the user name of the user who activated the What-If.
If you activated the What-If, the work items contained in the What-If will now have a yellow background in Manage
Work.
Managing What-Ifs
Once a What-If exists, several functions are available to help manage it. Right-clicking a What-If displays a pop-up
menu. The user can:
set the What-If as active,
deactivate the What-If,
create a new What-If,
delete a selected What-If,
promote a What-If (making it the active schedule),
edit/add remarks, and/or
undo the last action performed on the What-If.
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Reviewing a What-If and Adding Remarks

You can review the details of an existing What-If and add remarks to the What If profile.
To Review an Existing What-If Scenario
1.
Open Manage Work or Enter and Edit Work.
2.
From the Work menu select Open under What-If. The What-Ifs screen displays, showing a list of existing
What-If scenarios.
3.
Right-click a scenario to review and select Show Detail from the pop-up menu. The What-If Detail screen
displays.
The top pane will list the projects included in the What-If, and if the project is included in your current filter.
You can change the What-If Name or the Visibility ( Private or Shared) if needed. The User ID of the
person who created the initial What-If and the date on which it was created are also shown.
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4.
Enter or amend any Remarks, if needed.
5.
Click OK.
Activating a What-If
Activating a What-If brings it to an active scheduling context. Only one What-If for a project can be active at a time.
Activating another What-If will automatically deactivate the previously active What-If. Activating a What-If that
contains multiple projects will deactivate any What-If that contains any of those projects.
While the What-If is active, any changes made to the data contained in it will not be stored in the database as final.
Once you have a scenario that is satisfactory you can promote it to make it the real schedule for the project. If the
What-If is deactivated before it is promoted, the original projects will remain unmodified, and the modified data will
be stored in the What-If for reference or re-activation.
You are able to activate the What-If if:
you are granted R/W access to the PPL work item and are the What-If creator, or
the What-If is Shared, or
you are a PlanView administrator.

To Activate a What-If
1.
On the What-Ifs screen, right-click the What-If and select Activate from the pop-up menu. The A field will
change to Y (yes).
When you return to the main display the work items contained in the What-If will have a yellow background,
indicating that you are working in What-If mode.
PlanView Tip!
While working in What-If mode, it is possible to view an active baseline. Select Work then Baseline from the main
menu in Manage Work and right-click the baseline, selecting Set Active.
Deactivating a What-If
Deactivating a What-If brings it to an inactive context. Multiple inactive What-Ifs can be maintained in storage.
You are able to deactivate the What-If if:
the What-If is Shared, or

To Deactivate a What-If
1.
Right-click the What-If and select Deactivate from the pop-up menu. The A field will change to the value N
(no). When you return to the main display, the work items contained in the What-If will no longer have a
yellow background. The information displayed is for the current schedule.
PlanView Tip!
If a single project is part of two separate What If scenarios, those two What-Ifs cannot be opened at the same time.
Otherwise, if no such overlap exists, you can open multiple What If scenarios at one time.
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Promoting a What-If
Promoting a What-If will apply the information in a What-If, making it the approved schedule. The What-If does not
need to be active to be promoted. In case of when several What-Ifs are promoted, the screen will not display the
What-If details.
PlanView Tip!
What-If files should be promoted prior to weekly integration. Otherwise, the remaining effort and schedule dates
being promoted as the master data will be out of date.
To Promote a What-If
1.
On the What-Ifs screen, right-click the What-If to be promoted and select Promote from the pop-up menu.
The What-If Detail screen displays.
You will have two options to select from on this screen:
Delete What-If after Promotion, which keeps the system from storing a number of What-Ifs that are no
longer needed.
Save original project as New What-If. This option updates the old project with the What-If data and
stores the original project data as a new What-If. You will need to enter a name for the new What-If.
These options are selected by default, and either or both can be de-selected. If both are selected, the What-If
and the current approved schedule will trade places, keeping records of the replaced schedule as the new
What-If. If you wish to return to the original approved schedule, promote the new What-If that was made
from the original approved schedule when the previous What-If was promoted.
2.
Select the options you want to use for promotion.
3.
If you choose to save the replaced schedule, enter a new What-If Name You can change the Visibility (the
default is Shared), and a Remark (which will help others understand the history of the operation).
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Warning!
Promoting a What-If updates the current approved schedule and retains the What-If being promoted. It is
recommended that you select Save original project as New What-If in case you need to undo the action.
Unlike previous PlanView versions, what-if promotion is never denied as a total operation. There are cases when the
what-if data will not be promoted over the original data:
If a specific project or task was closed after the what-if was created.
If a specific task has time reported records and this task has children in a previously created what-if scenario,
these children will not be promoted.
If a specific task has time reported or a budget record and this task does not exist in a previously created whatif scenario, the task will not be deleted when the what-if is promoted.
PlanView Tip!
If the work in a What-If has dependencies to work outside of the What-If, those dependencies will not be respected.
You should create a What-If for all related projects to ensure that changes made in a What-If are carried through to
other dependent work as appropriate.
Reinstating an Original Schedule

It might be necessary to replace the current schedule with the original schedule that was in place prior to promoting
a What-If. This can be accomplished by promoting the original schedule. See the previous section for instruction
on promoting a What-If file.
Deleting a What-If
Out-of-date What-If scenarios should be deleted to save disk space. You are able to delete the What-If if:

To Delete a What-If
1.
Right-click the What-If to be deleted and select Delete from the pop-up menu. You will be prompted to
confirm that you wish to delete the selected What-If.
2.
Select No to stop the deletion and return to the main display.
OR
Select Yes to complete the process and return to the What-If screen.
About Custom Fields

PlanView lets your organization create and configure custom fields that will accept dates, currency, text, or effort
values. Access to custom fields is controlled at the screen level. Each field can be added to a customized screen that
is defined with the configured screen functionality. You are granted access to each screen based on the permissions
that are assigned to your user roles.
PlanView Tip!
A custom fields data is available at the primary planning level (PPL) or below (as defined by your PVA) but the
value in the field does not inherit from parent to child entities.
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Adding Information to Configured Screens

A PlanView configured screen is an HTML page designed by your PVA to display or obtain information within
your organization.
As a manager, you may be asked to add information to a configured screen.
The concept of configured screens can be understood by considering an Internet page used for e-commerce. In the
same way those customized fields request a user address or go through a sequence to accept payment, the PlanView
configured screens allow for a wide array of actions, such as soliciting user input, displaying data, or initiating such
actions as selecting lifecycles or performing calculations. These actions involve the use of alternate structures,
custom fields, PlanView fields, and scripted dialogs that have been defined by your PVA.
PlanView Tip!
PlanView displays the link to Configured Screens only if your user role has access to them. If you begin to follow
the instructions below to edit a screen, but do not have access to any configured screens, PlanView displays the
following notification:
There are no configured screens defined that your user role has access to.
To Edit Configured Screens from Manage Work
1.
Open Manage Work by clicking Work
2.
In a project, right-click and select Work Detail from the shortcut menu.
Schedule
Action Links
Manage Work.
PlanView displays the configured screens available for the selected work in the Application Information
section of the Work Detail screen.
3.
Click the link for the name of the configured screen to be updated.
4.
Edit the information as necessary. For custom fields, the following rules apply:
Date fields provide a pop-up calendar. If no date is selected, the current date is the default.
Currency fields accept whole numbers so you do not need to enter decimal points or dollar signs. For
example, PlanView converts 53 to $53.00. If you do enter a decimal to indicate partial dollar amounts,
PlanView accepts the entry. For example, PlanView converts 35.50 to $35.50. The Currency field uses the
default currency defined in your database.

Text fields allow for entry of any alphanumeric character.
Duration and Effort fields display entries with an h to designate hours.
5.
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Click OK.
Using New Project Templates

It is not necessary to create each new work item from scratch, adding schedules, milestones, allocations, and so
forth. Templates enable your organization to create a number of projects that are very similar to each other. In this
situation, it would be a great time-saver to create a template project for each type of project, complete with template
work items, schedules, and allocations. Then, when you receive a request, you only need to copy the template for
that type of project into your plan and change the work item and resource names. In addition to templates, you may
also copy any work items in the database to which you have access.
You may create an unlimited number of template work items, each of which can be completely customized since
they are defined like any other work items.
Templates allow organizations to create a standard project and copy it each time a new project is needed. Several
types of standard projects can be created. You can copy at the Project level or at any level under the project. The
Copy function copies the level selected and any lower levels defined.
Template work items can be used by anyone who has the appropriate grants.
To Copy an Existing Template
1.
Using a filter that includes the template area of the database and the parent beneath which the template will
be pasted, open Enter/Edit View for the project template being used.
2.
Click the project that will be copied.
3.
Right-click, select Edit WBS, and then select Copy from the cascading pop-up menus.
OR
Click the
OR
Copy icon.
Click Edit on the menu bar and select Copy from the menu.
Paste
The copied work can be pasted at any level available in the Enter/Edit View within Manage Work. For example, a
phase could be pasted into the database at a project level. Typically, the copied work is pasted into the database at
the same level.
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To Paste a Copied Template
1.
Right-click the work item under which you will place the copied work.
2.
Click Edit WBS and then Paste from the cascading pop-up menus to add the cut/copied work at the same
level as the work on which the cursor is focused. Click Paste Under to add the cut/copied work one level
beneath which the cursor is focused.
OR
Click the
Paste and
Paste Under icons.
OR
Click Edit on the menu bar and select Paste or Paste Under from the menu.
The Paste Options screen is displayed. This screen allows a user to select which information will be pasted
from the copied work to the new work.
PlanView Tip!
See the section following this procedure for business rules about copying.
3.
If necessary, enter a Prefix (at the top of the screen) to insert a beginning string of text in front of the
description of the items being pasted. This field accepts up to 5 characters.
4.
De-select any default options that should not be applied.
5.
Click OK.
PlanView Tip!
It is recommended that users change the name of the project to reflect the real project name rather than the generic
name typically assigned to templates.
6.
Set the projects requested start date. This is necessary when using project templates that include dates.
Changing the requested start date at the project level will place the project in the right time position.
PlanView Tip!
Changing the scheduled start date manually will cause a constraint to be created, which will restrict scheduling of
the work. To avoid such constraints. move work by changing the requested start date.
7.
Click OK.
Business Rules for Copying
Copy/paste functionality will make another copy similar to the original. However, no actual history is copied
if the project has been scheduled, resources have been allocated, and time has been reported.
Attributes of the work, such as cost center or status, will be copied automatically.
Users cannot paste under a work item with actual hours reported against it.
Support tickets will not be copied with a template.
grants of the person who is pasting it. If the user has R/W access to a resource, the work will be pasted with a
state of Approved. If the user has RO access to a resource, the work will be pasted with a state of Requested.
However, when cutting and pasting, the original state will remain because no new item is being created.
The Text Only option copies the information into the clipboard so that the text can be pasted in an application
other than PlanView (i.e., Excel).
188
The Include Head option may or may not be available for selection.
It will be checked ON for you and grayed out if you are pasting a project at the PPL level from the PPL
1 level
It will be checked OFF for you and grayed out if you are pasting a project at the PPL level from the PPL
level
It will be available for you to set if the pasting results in the promotion or demotion of a work item that
is not at the project level.
Pasting Phase A, with tasks X & Y, under Phase B if head is not included will look like this:
Phase B:
Task: X
Task: Y
Pasting Phase A, with tasks X & Y, under Phase B if head is included will look like this:
Phase B:
Task: A
Sub-Task: X
Sub-Task: Y
Cut
PlanView lets you cut and paste items within the database. When cutting an item, you move the entire item rather
than copy it. Therefore, the cut feature is not used with templates. However, when reassigning work or resources to a
different area of the database, you may want to cut the data rather than re-creating the information in the new area.
PlanView Tip!
Only a PVA can cut items that have actual time associated with them.
If the work item is cut from within a project and pasted to a different level inside the same project, PlanView
displays a message similar to the following:
Budgeting data exists for this item and cannot be pasted to a different level.
Warning!
Once work or resource information is cut, it must be immediately pasted. If you do not do so, the cut data exists in
limbo, disconnected from the appropriate codes within the system that indicate its placement. If you attempt to cut or
copy a second item without pasting the first cut item, the system automatically pastes the originally cut items back
into the original position before cutting/copying any new work or resource item.
189
Lifecycle Models
A Lifecycle Model may consist of:
a flowchart that defines the sequence of required notifications, approvals, and actions,
a collection of Content Management (CM) document templates, which can be the starting point for documents
used in that lifecycle model,
a Work Breakdown template (WBS), which can be used to provide pre-built phases and activities of a
common project type and can include details such as dates, duration, constraints, reserves, and allocations, and
a Financial Management template, which can be defined as a starting point for which type of accounts, such as
hardware or travel, should be budgeted.
The Lifecycle process notifies the appropriate people involved in a project or strategic plan of the need to complete
certain actions related to the project or strategic plan throughout its lifecycle. This includes actions such as creating a
project document (i.e., a charter), changing the status of a project or strategic entity, creating a budget, and
reviewing or approving any of these actions. If your organization uses the Lifecycle feature, it is necessary to
associate a lifecycle template with all new projects regardless of the method used to create the project.
Lifecycle actions are small, discrete events (such as submitting a project charter for approval). These events trigger
notifications to other users that additional action is necessary (approve the charter). A lifecycle item may or may not
correspond to a Work Breakdown Structure (WBS) item.
Example: You are assigned to the WBS activity of creating a project charter, which can take several days of effort to
complete. The separate event of submitting the charter for approval, which would be part of the lifecycle, is a brief
action. However, that action triggers a notification to another user that the document is ready for review and
approval or disapproval.
Lifecycle items can also be unrelated to a WBS activity. For example, simply changing the status of a project would
not be a planned element of the WBS that needs to be scheduled over time. However, it could be a lifecycle step, an
action that is completed quickly.
If your organization activates the lifecycle functionality, every user who creates new projects is prompted to select
one of the lifecycle models (lifecycle templates) that your PVA has defined.
Lifecycle Actions, User Roles, and Permissions

The following table describes the steps and actions available when creating a new lifecycle step and the permissions
a user needs to complete the action.
Lifecycle Step Type
Action
Permission Required
Status
Set a status; intended for use when no accept step

follows
Modify Project Attributes
Review a proposed status change
Accept a proposed status change
Create a financial plan
Enter/Edit Budgets
Review a financial plan
Enter/Edit Budgets
Approve a financial plan
Enter/Edit Budgets
Financial Plan
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Lifecycle Step Type
Action
Permission Required
Document
Create
All Users
Review
All Users
Approve
All Users
Include in Investment Analysis
Use Investment Analysis
Accept for Investment
Revise Investment Status
Review Investment Status Change
All users
Enter Opens the configured screen and prompts

user to complete the fields
Permission marked on the screen

definition as required for editing. If
none was marked, then All Users.
Review - Opens the configured screen and

prompts user to review the fields
Either permission marked on the

screen definition as required for
viewing or editing. If none was
marked for viewing, then All Users.
Approve - Opens the configured screen and

prompts user to approve the data entered in the
fields
Execute directs the system to execute the

specified script, causing other actions (as defined
by the administrator of the script)
Permission marked on the script

definition as required
Review prompts a user to review the answers

provided in a script (if end user responses were
required)
All Users
Approve prompts a user to approve the answers

provided in a script (if end user responses were
required)
All Users
Lifecycle Model
Choice
Initiates a new lifecycle segment Presents a

menu of Lifecycle Models for the user to choose.
Administer Projects
Work Portfolio
Presents the Work Portfolio screen, including

options such as sending invitations, or closing the
project.
Administer Projects
Investment Analysis
Configurable Screen
Scripted Dialog
Associating a Lifecycle with a Project

When creating a new project, you are prompted to select a lifecycle from the lifecycle models that your PVA has
defined. You must select a lifecycle model, but you can modify it by deleting unnecessary steps. You cannot remove
required steps.
Choosing a model is itself a lifecycle step within the Initial Request Lifecycle for a project. Your organization may
replace this approach with a scripted dialog, which automatically assigns the appropriate lifecycle model.
191
You can also associate a lifecycle with an existing project, or change the lifecycle model associated with it.
To Associate a Lifecycle while Creating a Project
1.
Click HomeView
2.
Click Select Parent and select the area in the Work Breakdown Structure where the project will reside.
3.
Enter the Project Name and any required or additional information about work.
4.
Verify the Lifecycle Administrator or change it as necessary and click OK.
5.
Enter additional information about the project (manually or as prompted by lifecycle steps).You are
prompted to define the projects lifecycle.
6.
If prompted, select a Lifecycle model for the project and click OK.
7.
Select a user for each Lifecycle role. Include additional team members if appropriate.
8.
Using the Continue link, move through each screen.
9.
Click Finish and complete additional Lifecycle steps if prompted.
Dashboard
Action Links
Add Work. The Add Project screen is displayed.
PlanView Tip!
When selecting a lifecycle model, PlanView displays only those models with an initial status that matches the project
status. If the project status is Requested, only lifecycle models with an initial status of Requested are displayed. If
there are no matches, PlanView displays the following message: There are no project models set up for use with
projects of X status. Additional text may be displayed when accessed from either a lifecycle step or the Work Detail
screen.
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PlanView Tip!
A user selected for a lifecycle step must have the appropriate permissions to perform the work related to that step.
For example, a user responsible for setting or proposing a status change must have the permission to change
status for projects. Users required to create a financial plan must have the Edit Financial Plan permission
associated with their role. No permissions are required for document actions or for approvals and reviews of other
actions.
Business Rules for Assigning Users to Lifecycle Steps

The list of users available for selection/assignment to a lifecycle role is controlled by the permissions necessary to
complete the step to which the role is associated.
For a step that requires that a financial plan be created or reviewed, the user creating or reviewing the financial
plan must have the Edit Budget permission in order to complete the step. PlanView does not allow a user to be
assigned to a lifecycle step if the user does not have this permission.
For a step that relates to a status change for the project, the user setting/proposing the change must have the
Modify Status permission in order to complete the step. PlanView will not allow a user to be assigned to a
lifecycle step if the user does not have this permission.
For a step that requires a user to review or enter data on a configurable screen, the user must have the
permission that allows a user to do so, which is specified in the set up of the screen.
For a step that requires a user to execute, review, or approve a scripted dialog, the user must have the
permission specified as necessary when the Scripted Dialog was designed.
The Information Access User role allows limited access to the lifecycles. Users with this role can receive
notifications, review documents via Content Management, and access reports.
Business Rules for Removing Lifecycle Steps
If the deleted step has a parallel item, the next step in the set is reset to be the first in the set, unless it is the
only remaining item in the parallel set, in which case the parallel designation is removed and the item will
stand alone.
If a creation or propose status change step is deleted, all associated review and approval steps are also
removed.
If an anchor step is deleted, all steps beneath it up to but not including the following anchor are also removed.
Review and Approve steps related to the current step cannot be removed if the current step is an action related
to a lifecycle action or the creation of a configurable screen.
Completed steps cannot be removed.
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Reviewing Active Lifecycles

PlanView can provide you with information about the active lifecycles associated with a project, request, or strategic
entity.
PlanView Tip!
The following procedure assumes PlanView is configured to display the Active Lifecycles portlet on as discussed in
the Defining Content of Tabs and the User Menu section.
To Review Active Lifecycles
1.
If necessary, open the portfolio that includes the requests, projects, or strategic entity associated with the
lifecycles you want to review. For details, see the Opening Portfolios section.
2.
Display the Active Lifecycles portlet for the requests, strategic entities, or projects for which you want to
display information. To do so, take one of the following actions:
For active lifecycles associated with requests, click Requests
For active lifecycles associated with strategic entities, click Strategy
For active lifecycles associated with projects, click Work
Lifecycle.
Lifecycle.
Lifecycle.
PlanView displays an Active Lifecycles portlet similar to the following figure. The portlet displays
information about items (requests, strategic entities, or projects) in the current portfolio that currently have
active lifecycles. Information is sorted by how many of each of the portfolios items use a particular
Lifecycle Model and have a specific segment active.
PlanView Tip!
The Active Lifecycles portlet does not include any request, strategic entity, or project that has completed its primary
segment and has no active notifications.
3.
To display a screen that lists by name the items that use a particular model and segment, click the number
listed in the first column (# Request, # Strategy, or # Work). You may then obtain more information about a
particular item by clicking its name in the screen that appears.
4.
To display information about a specific Lifecycle Model, click its name. You may then display a segments
flowchart by clicking its name in the screen that appears.
Responding to a Lifecycle Notification

There are notifications associated with lifecycle functionality, and they are displayed in the Notifications portlet.
When a user selects the link for one of the notifications, a screen displays that allows completion of the assigned
action of the Lifecycle.
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PlanView Tip!
The following procedures that discuss responding to a lifecycle notification assume that you have configured
PlanView to display the Notifications portlet in your HomeView. For details on adding a portlet to a tab see the
Defining Content of Tabs and the User Menu section.
Review notifications related to the To Team option will be sent to each team member who does not already have a
specific, related action. For instance, if there are 5 team members defined for a project, a To Team Review
notification on a specific document might actually go to 3 of them, if one of them is already designated to approve
the document. (The user designated to create the document does not get the To Team notification regarding it.)
PlanView Tip!
If two consecutive steps are assigned to the same user, the second step will be automatically displayed after
completion of the first step, without the user first being re-directed to the Support Ticket Lifecycles portlet. This
feature prevents the user from having to return to the portlet and manually select the next step.
The following table describes the notifications generated by the Lifecycle functionality. See the Notifications
chapter for a complete list of notifications available in PlanView.
Notification Text
Description
Items are available for your review
A document, screen, dialog, assignment, or status change needs to be

examined
Items need your approval
A document, screen, dialog, assignment, or proposed status change needs

to be accepted
Items require your input / attention
A document, screen, dialog, assignment, or proposed status change needs

to be created, edited, or executed
Items have been escalated to you
A document, screen, dialog, assignment, or proposed status change (or an

approval related to such an item) has not been completed within the defined
time and requires your attention; displays with a red triangle for added
visibility
Items have been disapproved
A document, screen, dialog, assignment, or proposed status change that

you created, edited, or executed has been disapproved by another user and
requires correction; displays with a red triangle for added visibility
To Create a New Document
1.
From your HomeView, click the Requires Attention notification.
2.
Click the link for the description of the action. The Create/Edit Lifecycle Document screen displays. See the
following table for a description of each item on this screen.
3.
Click the link with the name of the document. This action will open the Content Management system.
4.
Check out the document from Content Management and open it for editing.
5.
Modify the document as necessary.
6.
Save the modified document to its current location.
7.
Check the document back into Content Management.
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8.
Close Content Management.
9.
Select Submit Document as Complete, which will trigger the next step in the lifecycle and mark this step as
finished.
The following table describes the links on the Create/Edit Lifecycle Document screen.
Link
Description
Support Ticket
A description of the ticket to which the lifecycle step is related; click the link to
display the ticket attributes
Lifecycle
Displays the Review Lifecycle screen
Status History
Displays the history of status changes for this lifecycle item
Document
The name of the document to be created (from a template); select the link for
the document description to open Content Management
delegate this step
Allows you to select a different user to fulfill the lifecycle step
Submit Document as Complete
Marks the step as finished, which will trigger the next step in the lifecycle
To Review a Document
1.
From your HomeView, click the Informational notification.
2.
Click the link for the description of the action. The Review Lifecycle Document screen displays. See the
3.
Click the link for the name of the document to open Content Management and review the document.
4.
Click Dismiss Review Notification. This action marks the step as finished so that the notification will no
longer display on HomeView.
The following table describes the links on the Review Lifecycle Document screen.
Link
Description
Support Ticket
Lifecycle
Status History
Displays the past statuses for this project
Document
The name of the document to be created (from a template); select the link for the
document description to open the Content Management screen for that document,
to allow it to be read, checked out, or checked back in
delegate this step
Dismiss Review Notification
Marks the reviewing step as finished and displays the previous screen; note that
Review steps do not delay successor steps
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To Approve a Document
1.
From your HomeView, click the Needs Approval notification.
2.
Click the link for the description of the action. The Approve Lifecycle Document screen displays. See the
3.
(Optional) Click the link for the name of the document to access Content Management and review the
document. The document may be approved without first reviewing it.
4.
Close Content Management.
5.
Select the Approve Document or Reject Document option, as appropriate. If the document is rejected, a
comment is required.
PlanView Tip!
If a document is disapproved, the related Create step will be re-activated, and a notification that the item was
disapproved will be generated for the user who submitted the document for approval.
6.
Click OK. This action marks the step as finished, which will trigger the next step in the lifecycle.
The following table describes the links and options on the Approve Lifecycle Document screen.
Link/Option
Description
Support Ticket
A description of the ticket to which the lifecycle step is related; click the link to display
the ticket attributes
Lifecycle
Status History
Displays the history of status changes for this project
Schedule
Displays the schedule information screen
Document
The name of the document to be created (from a template); select the link for the
document description to open the Content Management screen for that document, to
allow it to be read, checked out, or checked back in
delegate this step
Approve Document
Select to indicate that the document is accepted in its current form; this action triggers
the next step in the lifecycle
Reject Document
Select to indicate that the document is not accepted in its current form; this action
restarts the lifecycle from the step for the creation of the document
Your Comments
Contains comments to explain rejections or comment on the acceptance of document;

when a document is rejected, comments are required
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To Submit a Status Change Request
1.
2.
Click the link for the description of the action. The Set/Propose Status Change screen displays. See the
following table for an explanation of each item on this screen.
3.
Select the appropriate new status. (If the ticket is progressing nominally, select default status displayed in the
list box.) If the request for a status change is rejected, such that the status is set to anything other than what
was requested, it is required that a comment be entered as to why the request was not fulfilled.
4.
Click OK. This action marks the step as finished, which will trigger the next step in the workflow.
The following table describes the links and options on the Propose Support Ticket Status Change screen.
Link
Description
Support Ticket
Lifecycle
Status History
delegate this step
Set / Propose Status Change to
Selects the desired new status for the ticket; if the project is proceeding
nominally, leave this selection at the displayed value, which is the intended
status for a ticket at this point in its lifecycle. If you feel that it is not
appropriate to continue in the nominal lifecycle for this ticket, select a
different status to invoke special handling (e.g., reset the ticket to On Hold or
Denied).
To Review a Status Change Proposal
1.
2.
Click the link for the description of the action. The Review Status Change screen displays. See the following
table for a description of each item on this screen.
3.
Click Dismiss Review Notification. This action marks the step as finished, so that the notification will no
The following table describes the links and options on the Review Status Change screen.
Link
Description
Support Ticket
Lifecycle
Status History
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Link
Description
delegate this step
To Accept a Status Change Proposal
1.
2.
Click the link for the description of the action. The Approve Status Change screen displays. See the
3.
Click the link for the name of the ticket description to review the ticket attributes. Set the status accordingly.
4.
Select the Accept Status Change to Approved option to accept the change.
Select Deny Status Change to Approved to reject the status change. If the change is denied, Your
Comments are required, indicating the reason for the rejection.
Click OK.
The following table describes the links on the Approve Status Change screen.
Link
Description
Support Ticket
Lifecycle
Status History
delegate this step
Comments of ...
Displays the comments of the user who submitted the request for a status change
Your Comments
Contains comments to explain rejections or comment on the acceptance of

documents; when a document is rejected, comments are required
Accept Status Change to ...
Select to indicate that the project be designated as approved; this action triggers
Deny Status Change to...
Select to indicate that the project be designated as not approved; re-triggers the
earlier lifecycle step that proposed this status
PlanView Tip!
If the status change is accepted, the Ticket Status field of the support ticket will be modified to reflect the new
status.
If the proposed status change is denied, the related Set/Propose Status Change step will be reactivated, and a
disapproval notification will be generated for the user who created the status change request.
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To Enter a Configured Screen
1.
2.
Click the link for the description of the action. The Enter Configured Screen page displays. See the following
table for an explanation of each item on this screen. Clicking OK on that screen, after completing it, will
mark this lifecycle step as finished and trigger the next step.
3.
Click the link for the name of the Configured Screen to open it and enter the necessary information.
The following table describes the links on Enter Configured Screen.

Link
Description
Support Ticket
Lifecycle
Status History
delegate this step
Configured Screen
Displays the name of the configured screen; selecting the link for the configured screen
opens that form in editable mode, for the entry of the required information.
To Review a Configured Screen
1.
2.
Click the link for the description of the action. The Review Configured Screen page displays. See the
3.
Click the name of the configured screen to review the information that was entered on it. This step is not
necessary. The review notification may be dismissed without examining the information in detail.
4.
Click Dismiss Review Notification. This action marks the step as finished and removes the notification from
the Project Lifecycles portlet.
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The following table describes the links on Review Configured Screen.

Link
Description
Support Ticket
Lifecycle
Status History
delegate this step
Configured Screen
Displays the name of the configured screen; selecting the link for the configured
screen opens that form in RO mode, for the review of the previously entered
information
Marks the step (of reviewing) as finished and displays the previous screen; Review
steps do not delay successor steps
To Approve a Configured Screen
1.
2.
Click the link for the description of the action. The Approve Configured Screen page displays. See the
3.
Click the link for the name of the configured screen to review the information that was entered on it. This
step is not necessary. The screen may be approved without first reviewing it.
4.
Select either Approve Screen (to accept the previously entered information and proceed with the project
lifecycle) or Reject Screen (to send a notification back to the user who filled in the information, asking for
revisions)
5.
Enter comments explaining your reasons for accepting or rejecting the screen. This is optional in the case of
acceptance but required for a rejection.
6.
Click OK to trigger the resulting lifecycle actions.
The following table describes the links on Approve Configured Screen.

Link
Description
Support Ticket
Lifecycle
Status History
delegate this step
Configured Screen
Displays the name of the configured screen; selecting the link for the configured screen
opens that form in RO mode, for the review of the previously entered information
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Link
Description
Accept Screen
Select this option to indicate that the information in the screen be designated as
approved; triggers the next step in the lifecycle
Reject Screen
Select this option to indicate that the information in the screen be designated as not
approved; re-triggers the earlier lifecycle step for entering this information
Comments
Contains the reasons for accepting or rejecting the screen; optional in the case of
acceptance, required for a rejection
When a scripted dialog is accessed from a lifecycle step the user sees the Scripted Dialog screen for each question or
test and is presented, with response options. The screen will only display for users with the permission required for
accessing the script (specified by the administrator or process architect when defining the scripted dialog). Each
response is a link that performs the action associated with the response and then invokes the screen for the next step.
Each response may lead to a direct action, or may be part of a larger process determining the final actions performed
by the scripted dialog. For instance, as the user answers the questions, the score of each answer may be accumulated
so that the system knows how to direct the user at the end of the process. When the last step of the scripted dialog is
executed, the system will trigger the next appropriate step in the lifecycle, for this user or for another user
A scripted dialog can also be presented to the user while the support ticket is being added to the database or during a
subsequently assigned lifecycle.
To Execute a Scripted Dialog
1.
2.
Click the link for the description of the action. The Execute Scripted Dialog screen displays. See the
3.
Click the link for the name of the Scripted Dialog to execute it and complete the assigned lifecycle step.
The following table describes the links on the Execute Scripted Dialog screen.
Link
Description
Support Ticket
A description of the ticket to which the lifecycle step is related; click the link to display the
ticket attributes
Lifecycle
Status History
Displays the past statuses for this support ticket
Scripted Dialog
The name of the scripted dialog to be performed; selecting this link will begin execution of the
dialog; if completed, that will mark this lifecycle step as finished and activate its successor.
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To Review a Scripted Dialog
1.
2.
Click the link for the description of the action. The Review Scripted Dialog screen displays. See the
3.
Click the link for the name of the scripted dialog to review the responses made when it was executed. This
step is not necessary. The scripted dialog may be approved without first reviewing it.
4.
Click Dismiss Review Notification. This action marks the step as finished, and removes it from the Support
Tickets portlet.
The following table describes the links on the Review Scripted Dialog screen.
Link
Description
Support Ticket
Lifecycle
Status History
Scripted Dialog
The name of the Scripted Dialog to be performed; selecting this link displays a
journal of the questions and responses when the script was executed
Marks the step (of reviewing) as finished and displays the previous screen; Review
steps do not delay successor steps
To Approve a Scripted Dialog
1.
2.
Click the link for the description of the action. The Approve Scripted Dialog screen displays. See the
3.
Click the link for the name of the scripted dialog to review it. This step is not necessary. The dialog may be
approved without first reviewing it.
4.
Enter comments explaining your reasons for accepting or rejecting the dialog. This is optional in the case of
acceptance but required for a rejection.
5.
The following table describes the links on the Approve Scripted Dialog screen.
Link
Description
Support Ticket
Lifecycle
203
Link
Description
Status History
Scripted Dialog
The name of the Scripted Dialog to be approved; selecting this link displays a journal of
the questions and responses when the script was executed
Accept Scripted Dialog
Select this option to indicate that the information in the Scripted Dialog be designated
as approved; this action triggers the next step in the lifecycle
Reject Scripted Dialog
Indicate the information in the scripted dialog is not approved; re-triggers the earlier
lifecycle step for executing the scripted dialog
Comments
Reasons for accepting or rejecting the scripted dialog; optional in the case of
acceptance, but required for a rejection.
To Choose a Support Ticket Model
1.
2.
Click the link for the description of the action. The Choose Lifecycle Model screen displays. See the
3.
Click Choose Lifecycle Model next to the support ticket. The Choose Lifecycle Model screen displays
4.
Select the new model and team definition. Lifecycle Role assignments may already appear on the Team
screen, even for a new support ticket, because Roles inherit from the PPL level work that the ticket is under.
The notification for this step (Choosing the Lifecycle Model) will be marked as complete at the end of this
process.
The following table describes the links on the Choose Lifecycle Model screen.
Link
Description
Support Ticket
A description of the ticket to which the lifecycle step is related; click the link to display the ticket
attributes
Lifecycle
Status History
Schedule
Displays the schedule information screen
To Perform an Assignment
1.
2.
Click the link for the description of the action. The Perform Assignment screen displays. See the following
table for an explanation of each item on this screen.
Click the Perform Assignment link to display the support ticket Assignments screen. By checking the check
box, select which resources you wish to assign to the support ticket and click OK.
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4.
To trigger the next step in the workflow and mark this item as complete, click the Submit Assignment as
Complete link.
The following table describes the links and options on the Perform Assignment screen.
Link
Description
Support Ticket
Lifecycle
Status History
delegate this step
To Review an Assignment
1.
2.
Click the link for the description of the action. The Review Assignment screen displays. See the following
3.
To review what resources have been assigned, click the Review Assignment link.
4.
The Assigned Resources screen will display. From this screen you can review current assignments, remove
assignments or create new assignments. When finished reviewing, click Close.
5.
Click Dismiss Review Notification. This action marks the step as finished, so that the Notification will no
The following table describes the links and options on the Review Status Change screen.
Link
Description
Support Ticket
Lifecycle
Status History
delegate this step
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To Approve an Assignment
1.
2.
Click the link for the description of the action. The Approve Assignment screen displays. See the following
3.
Click the link for the name of the action to review it. This step is not necessary. The assignment may be
approved without first reviewing it.
4.
Select the appropriate radio button to review or reject the assignment.
5.
Enter comments explaining your reasons for accepting or rejecting the assignment. This is optional in the
case of acceptance but required for a rejection.
6.
The following table describes the links on the Approve Assignment screen.
Link
Description
Support Ticket
Lifecycle
Status History
delegate this step
Comments of ...
Displays the comments of the user who submitted the request for a status change
Your Comments
Contains comments to explain rejections or comment on the acceptance of

documents; when a document is rejected, comments are required
Accept Status Change to ...
Select to indicate that the project be designated as approved; this action triggers
Deny Status Change to...
Select to indicate that the project be designated as not approved; re-triggers the
earlier lifecycle step that proposed this status
Support Tickets
Support tickets provide a means to track and report time on specific incidents, such as maintenance, work orders,
and so forth. Usually support tickets are entered when a person is reporting time.
You may enter support tickets on a work item that is identified as General Support. Once flagged as a general
support work item, children may not be added. PlanView automatically rolls up support ticket information to the
work-item level.
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Assigning Support Tickets

Any user granted rights to a general support work item may create new support tickets.
To Assign a New Support Ticket
1.
Click Work
Tickets.
2.
Select the Support Ticket # under the Total Unassigned header.
3.
Click the link for the Support Ticket work item.
4.
Click Update next to the Assigned Resources section.
5.
Click Add New Ticket Assignments or select the
6.
To assign a resource to the Support Ticket, check the corresponding box and click OK.
icon.
Reviewing Support Tickets

To Review Support Tickets via the Summary of Work with Support Tickets Screen
1.
Click Work
Tickets.
2.
Select the appropriate Support Ticket.
3.
Click the # under the Total Tickets header.
4.
Click the link for the Support Ticket work item to update.
To view the Schedule Detail and Graph of the ticketable item, click the link for the name of the work
item.
To view all tickets for a ticketable work item, click the numbered link in the Total Tickets column.
To view only open tickets for a ticketable work item, click the numbered link in the Total Active
column.
To view those tickets that have not been assigned to a resource, click the numbered link in the Total
Unassigned column.
To view those tickets that need attention, click the numbered link in the Total Requiring Attention
column.
To Review Support Ticket Assignments for a Resource
1.
Click Resources
Planning.
2.
On the main menu, click Action Links
3.
Click the resources name. The Support Ticket Assignment screen will show a list of resources that have
been allocated, authorized, or reserved to the ticketable work.
Manage Assignments
Assigned Support Tickets.
Assigning a resource to a Support Ticket will cause the Support Ticket to display automatically on the
Current Work screen of the timesheet as well as on the resources Assigned Support Ticket screen.
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Selecting a status of Complete will populate the Resolution Date field.

If you do not see any resource names when completing step 6 of the procedure, see your PlanView
Administrator to ensure you have the proper permissions and grants required to complete the action.
The Tickets secondary tab is only available if the project has been defined to accept Support Tickets and if
you have the appropriate user permissions to create Support Tickets. See your PlanView Administrator if you
need this permission but do not see the Tickets tab.
Scripted Dialogs
Scripted dialogs allow an organization to create a flowchart of processes to be executed. The systems actions are
based on input from the user or from existing data. For example:
If the user is prompted with a scripted dialog as a question, the system can respond in different ways
depending on whether the answer is Yes or No.
Scripts can be defined to execute logical tests based on values already entered for a project and use values to
make numerical or text comparisons without prompting the user for information. For example, a scripted
action can be defined to look at field 1, and determine that, if the value is X, the value of field 2 should be set
to Y.
The script can combine a dialog and a scripted action, and set a value based on the answers the user provides
when prompted with questions.
Scripted dialogs provide control of the processes in PlanView that may have several possible outcomes or results.
Driving such a process by a script rather than allowing the user to select an option creates a structure for the process
and enforces business rules that otherwise might be circumvented or misunderstood by users.
Scripted dialogs are usually associated with a lifecycle model and executed as a step in the lifecycle. However, a
scripted action can also be attached to a Configured Screen, as an optional process launched from a button or as an
automatic process executed when the user clicks OK on that screen.
Executing the Scripted Dialog

A scripted dialog is a step in the special lifecycle segment that is configured to execute at certain points in the
project.
When accessed from a lifecycle step, the Scripted Dialog screen for each question or test is displayed with
response options. The screen will only display for users with the permission required for the script (specified
when the script was defined).
Each response executes the next section of the script that performs the action associated with the response and
then invokes the screen for the next step.
As users answer the questions, actions may be taken immediately, or the score of each answer is accumulated
so that the system knows how to direct the user at the end of the process.
When the last step (exit) of the dialog is executed, the system triggers the next step in the lifecycle. If the next
step is for a different user, that user receives a notification. If the next step is for a current user, the next
lifecycle step screen is displayed immediately.
If a step in a script is to insert a WBS, the headless copy of that planning entity is pasted under the target
project, including allocations, constraints, relationships, requirements, and reservations.
If you are prompted for input, a screen with the input field is displayed. The screen is available to users with
the specified permission for the script and is displayed if a script requires you to be prompted. For numeric
actions, the hint text will change depending on the minimum/maximum values defined.
208
Documenting Your Work

You may add documentation (such as a project charter) to any item in a structure to which you are granted.
Additionally, if you are allocated or authorized to work items you can add files without being granted to the work.
When moving or copying work with associated documentation, the Paste Options screen prompts you to specify
what information is pasted in the new location, including documentation. When a PVA moves a structure item, the
documentation files are moved with it automatically.
As a visual indicator that content exists for work, a paperclip icon is displayed next to the work with which content
is associated.
To Access Content Files from Manage Work
1.
2.
From the Manage Work main display, right-click the work item with which the content is associated and
select Content from the pop-up menu.
Dashboard
Action Links
Manage Work).
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Working with Dashboards
Dashboards quickly provide visual indicators for the health and status of a portfolio or a project. This chapter
includes an overview of PlanViews dashboards,
gives brief descriptions of the portlets and watchlists that PlanView displays on dashboards,
includes an example of each dashboard,
discusses the tasks you perform that display charts and graphs and their relevant reports on dashboards, and
discusses editing dashboard portlets and watchlists.
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PlanViews Dashboards
PlanView includes dashboards as an integral part of the user interface. PlanView provides a dashboard for your
HomeView and each type of portfolio.
Each primary tab provides access to a different dashboard that includes specially designed portlets relevant to data
associated with that primary tab. Dashboard portlets typically show summary or high-level information from which
you can drill down to obtain additional data. The links you use to drill down in a dashboard may lead to data in the
same portlet, a different portlet, another portfolio, or a report.
You access a dashboard by clicking the appropriate primary tab and then its Dashboard secondary tab. The
information PlanView displays in a dashboard depends on which primary tab is selected and the content and metrics
defined for that tabs dashboard. Your PVA defines the default content, layout, and metrics of dashboards, but you
may make changes to these defaults. For details, see the relevant Customizing PlanView sections.
Suppose your HomeView dashboard is configured to include the portlets shown in the following figure. As the
figure illustrates, the watchlists and Project Health portlets use graphics to provide high-level information about
portfolios or projects, and the Notifications portlet summarizes by type the notifications relevant to you. Clicking a
link in one of these portlets displays details about the item associated with that link.
Figure 20 Example PlanView Dashboard
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Some dashboard portlets present data as a watchlist (see the A Look at the Information Watchlists Convey section),
chart, or graph (see the Dashboard Charts and Graphs section). Other dashboard portlets provide access to
discussion groups (see the Participating in Discussion Groups section), notifications (see the Notifications Portlet
section), or Scoreboard reports (see the Scoreboard Reports section.
You may collapse and expand dashboard portlets, as discussed in the Collapsing or Expanding Portlets or Menu
Items section.
A Look at the Information Watchlists Convey

Dashboards provide access to watchlists, which are graphic trend analyzers that help you monitor portfolios,
projects, or investments. The information displayed in a watchlist reflects the health of portfolios, projects, or
investments based on metric status compared to thresholds. Your PVA selects watchlist thresholds and defines
watchlist metrics. PlanView calculates metric status for a watchlist as an aggregate of all of the portfolios, projects,
or investments included in the watchlist.
Figure 21 is an example of a trend analyzer as displayed within a Work watchlist. The order of the list of portfolios
or projects displayed in a watchlist is based on metric status compared to PVA-selected thresholds. The gauges
PlanView can display above some column headings represent a metrics status compared to its PVA-selected
threshold. These gauges display as green for healthy, yellow to indicate potential problems, and red for serious
conditions. Each gauge uses colored liquid to represent a metrics current condition and a blue tick to indicate last
periods condition. The volume of liquid in a metrics gauge rises as the current condition of the metric worsens
across all items in the trend analyzer. The higher the blue tick, the worse the previous periods condition of the
metric was across all items in the trend analyzer. If you move the cursor over a time period, PlanView enlarges that
periods gauge.
Figure 21 Example Watchlist
The order of the list of portfolios and projects is based on how much attention they need because of their condition.
The portfolio or project that needs the most attention is listed first, the one that needs the second most attention is
listed next, and so on.
212
Watchlists include trend buttons that indicate the status and trend of each metric. As with the gauges, button color
indicates current status of a metric compared to its threshold. Green indicates healthy, yellow indicates potential
problems, and red indicates serious conditions. A buttons arrow direction indicates the trend since last period
(which is typically a month). Up means improving, down means worsening, and a dash means no significant change.
PlanView Tip!
A watchlist provides trend analysis data as an aggregate of all items in that watchlist. Portfolios, projects, or
investments currently listed in a watchlists rows are factored into a metrics aggregate. In addition, the aggregate
also factors in items not currently displayed in the watchlists rows because of the setting of the Show Top Rows
option that you may set as discussed in the Editing Watchlists section.
The following table describes the watchlists fields included in the above example. Your PVA defines which metrics
are displayed in this portlet, so your portlet may include other fields. For details on other fields displayed in this
portlet, see your PVA.
Field
Description
Work Name
Identifies the name of the project.

The Work Watchlist provides trend analysis data as an aggregate of all items in a
portfolio.
Work Size
Alternate structure, which indicates the projects complexity.
Percent Complete
Shows the percentage of work that has been done on a project
Baseline Variance Cost
Shows the difference between baseline cost and Estimate at Complete (EAC) cost.
A negative variance indicates the degree to which the EAC cost is greater than the
baseline cost.
Baseline Variance Effort
Shows the difference between baseline effort and EAC effort.

A negative variance indicates the degree to which the EAC effort is greater than the
baseline effort.
Cost Variance Cost
This cost-based variance is a comparison between the earned cost and the actual
cost as a percentage of the cost incurred to perform the work. This metric provides
an objective measure of earned and actual cost.
A negative variance indicates more money was spent for accomplishing the work
than was planned.
Cost Variance Effort
This effort-based variance is a comparison between the earned effort and the actual
cost (in hours) as a percentage of the effort incurred to perform the work. This metric
provides an objective measure of earned and actual effort.
A negative variance means more hours were spent for the work accomplished than
were planned.
Request Finish Variance
This variance is the slip in the actual finish date from the requested finish date as a
percentage of the total duration of the work.
A negative variance indicates the work will finish after the requested date.
You may use a watchlist to monitor either different portfolios or a set of projects or investments located in the same
portfolio or different portfolios.
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PlanView can display the following watchlists on your HomeView dashboard.
Work Portfolio Watchlist, which lets you quickly assess Work portfolios. When calculating metric status for
this watchlist, PlanView aggregates each metric across all portfolios in the watchlist.
Work Watchlist, which lets you quickly assess a Work portfolios projects. When calculating metric status for
this watchlist, PlanView aggregates each metric across all projects in the watchlist.
Strategic Portfolio Watchlist, which lets you quickly assess Strategic portfolios or investments within a
Strategic portfolio.
Investment data from the current and Baseline Scenarios are compared to establish the overall health, as
indicated by color. This variance is compared to the variance of investment data between the historical and
Baseline Scenarios to determine the trend.
Organizational Portfolio Watchlist, which lets you quickly assess Organizational portfolios or costs and effort
of your investments within an Organizational portfolio.
When calculating metric status for the Strategic Portfolio Watchlist or the Organizational Portfolio Watchlist,
PlanView compares the following scenarios:
current scenario, which is the scenario you are currently viewing,
baseline scenario, which is the scenario marked as the baseline for the current portfolio, and
historical scenario, which is a historical snapshot of the scenario. Your PVA typically takes such a
snapshot monthly or quarterly.
Dashboard Charts and Graphs

For some portlets, PlanView displays a chart or graph that provides a high-level overview of data relevant to one or
more portfolios or projects. The following figure includes an example of a dashboard chart. The example chart
shows that in the last 30 days 368 hours were performed on work for a customer called Sales. Holding the cursor
over a bar, segment, or line in a dashboard chart or graph displays that items numerical value.
Figure 22 Example Dashboard Chart
You display dashboard charts and graphs while performing the following tasks. This document includes separate
discussions on each task.
Balancing portfolio risk, return and business value.
Analyzing how strategic and organizational investment decisions effect your performance against a baseline.
Balancing investment cost and benefit by work type or risk.
Viewing request volume to determine how many requests are made over a period of time.
Viewing dispatch speed to determine how quickly requests are dispatched, whether the dispatch speed is
increasing or decreasing, and which types of requests take the longest to dispatch.
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Tally requests by disposition state to determine how many requests have been made, dispatched, or
withdrawn. You also tally requests if you want to determine how many requests resulted in a support ticket or
project.
Analyzing financial-management data to compare actual costs against budgeted costs of projects. You may
also analyze financial-management data to compare the costs and benefits of projects.
Display Full Time Equivalents (FTE) data to determine the type of resources working on a portfolios
projects.
Display data from a benefit analysis or customer satisfaction survey.
Review a projects progress by examining its execution stages or lifecycle stages.
Display an analysis of your resources hours.
Display a summary of the actual hours resources spent on a specific type of work or all work types.
Display an analysis that shows which customers resources served, the type of work resources performed, and
how many hours resources spent performing work.
You may obtain details about the data summarized in a dashboard chart or graph by clicking a bar, segment, or line
in a chart or graph to drill down. This displays an On-Demand Report, such as the one in the followng figure, with
detail data relevant to the parent portlet.
Figure 23 Example Dashboard On-Demand Report
As summarized in the previous figure, you may perform the following operations while viewing a dashboard OnDemand Report:
print the report or export its data to Excel for further analysis by clicking Print/Export in the toolbar and then
selecting the desired option from the menu that appears,
enable or disable sorting in a reports columns by clicking the relevant column head and then make the desired
selection (Ascending, Descending, or Off), and
define the order in which PlanView will sort columns in a report. To do so, click a columns Sort Rank button
( ), and then select the desired rank from the menu that appears. PlanView will first sort the column ranked as
1, then sort the column ranked as 2, and so on.
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Working with Bubble Charts

PlanView can display bubble charts similar to the following figure. Such charts let you compare portfolios,
investments, services, or assets in a grid format. A bubble chart lets you review multiple dimensions of data
simultaneously.
Figure 24 Example Bubble Chart
On your HomeView dashboard, each bubble represents a portfolio. On the Organizational dashboard or Strategy
dashboard, the bubble chart is the Investment Priority Matrix. Each bubble is an investment. On the Services
dashboard, each bubble represents a service in the current Service portfolio. On the Assets dashboard, each bubble
represents an asset in the current Asset portfolio.
The X and Y-axes can be an attribute or measurement in the current portfolio.
Depending on the type of bubble chart, both the Size and Color axes can be based on attribute scores, measurement
values, or calculated financial metrics. The parameter selected for the Size axis determines the size of the bubbles.
The parameter selected for the Color axis determines the color of the bubbles.
The portlets legend includes an entry for the attributes you select for the Size and Color axes. Clicking a bubble in
the chart displays details about the relevant item.
Size and Color axes support No Measure as an option in the user parameters. Selecting No Measure for size causes
all bubbles to be charted in a small size to enable density analysis. Selecting No Measure for color causes all
bubbles to be charted in blue.
When enabled in the Edit panel, bubbles missing size data will be displayed as squares and bubbles missing color
data will be displayed in gray. Disabling this option causes bubbles with either missing size or color data to not be
displayed.
You may enlarge the chart by clicking
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and then selecting Zoom.
You may obtain details about the data summarized in a bubble chart by clicking
and then selecting Summary.
This displays an On-Demand Report, such as the one in the following figure, with detail data relevant to the parent
portlet. If you want to print the report or export its data to Excel, click Print/Export in the toolbar and then select the
desired option from the menu that appears.
Your HomeView Dashboard

Use your HomeView dashboard to display summary or high-level information about items important to you, such as
the performance of portfolios or projects, your discussion groups, notifications relevant to you, and Scoreboard
reports. Your PVA defines the default content and layout of your HomeView dashboard. You may, however,
personalize your HomeView dashboard to suit your preferences.
The following figure is an example of the watchlists and portlets that PlanView displays by default on the
HomeView dashboard. This section discusses those items that display data as a graphic. For details on the
Notifications portlet, see the Notifications Portlet section.
Figure 25 Example HomeView Dashboard.
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A major purpose of your HomeView dashboard is that it is to provide you with tools that let you monitor the
performance and health of your work, services, and investments. You perform these tasks using the items described
in the following table. For more information on using a watchlist, see the Monitoring Performance from a Watchlist
on Your HomeView Dashboard. For details on using the Project Health portlet to monitor the health of multiple
projects, see the Monitoring the Health of All Work to which You Are Granted section. For more information on
bubble charts, see the Working with Bubble Charts section.
Portlet or Watchlist
Description
Project Health
Includes a customizable overview of the status of your projects.
Provides high-level information about one or more Work portfolios that you want to
monitor. You define which Work portfolios this watchlist lets you monitor.
Strategic Portfolio
Watchlist
Provides a high-level comparison of the investments in the current, baseline, and

historical scenarios of one or more Strategic portfolios. You define which Strategic
portfolios this watchlist lets you monitor.
Organizational Portfolio
Watchlist
Provides a high-level comparison of the investments in the current, baseline, and

historical scenarios of one or more Organizational portfolios. You define which
Organizational portfolios this watchlist lets you monitor.
Work Watchlist
Provides high-level information about one or more projects that you want to monitor.
You define which projects this watchlist lets you monitor.
Service Portfolio Bubble
Provides high-level information about the cost, effort, customer satisfaction, and
business value of one or more Service portfolio.
Service Financial Plan

Analysis
Line and area chart that enables analysis into the financial plans of a Service
portfolio. This full-featured portlet offers advanced analysis capabilities. Compare
Actual and Baseline values of either costs or effort, by period or cumulatively.
Conversely, let the portlet do the calculations and view the variance by month or
cumulatively. Filters on one portfolio, and allows further filtering on the services
within that portfolio.
Asset Analysis
Bar chart that provides a graphical view of service metrics by alternate structures.
Asset Bubble
Provides high-level information about the cost, effort, risk, technical value and
business value of the current Asset portfolio's assets.
Asset Portfolio Bubble
Provides high-level information about the cost, effort, risk, technical value and
business value of one or more Asset portfolio..
If you plan to monitor performance using a watchlist on your HomeView dashboard, you must first define which
portfolios or projects you want to monitor. For details, see the Defining a HomeView Dashboard Watchlists Set of
Portfolios or Projects section.
Your PVA may create portlets for your HomeView dashboard. For details on those portlets, see your PVA.
PlanView Tip!
The following sections assume that PlanView is configured to display the watchlist relevant to the data you want to
monitor and the Project Health portlet on your HomeView dashboard. For details on adding these items, see the
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Defining a HomeView Dashboard Watchlists Set of Portfolios or Projects

Before you may use a watchlist to monitor portfolios or projects from your HomeView dashboard, you must define
which portfolios or projects you want to monitor in the watchlist.
To Define a Watchlists Set of Portfolios or Projects
1.
Click HomeView
Dashboard.
2.
In the appropriate watchlist, move the cursor to
3.
On the shortcut menu that PlanView displays, click Edit. PlanView displays a Watchlist Settings screen
4.
Specify which Work portfolios or projects you want to monitor from the watchlist.
.
To include a Work portfolio or project in the watchlist, select it from the list on the left and click
If you include a portfolio in the Work Portfolio Watchlist, PlanView will monitor the performance of all
of that portfolios projects.
To exclude a Work portfolio or project from the watchlist, select it from the list on the right and click
.
To select multiple items in a list, press Ctrl while making your selections.
You may add all items to a watchlist by clicking

.
clicking
. You may remove all items from a watchlist by
5.
If you want to define the watchlists appearance, set the Watchlist Settings screens other options. For
details, see the Editing Watchlists section.
6.
Click OK.
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Monitoring Performance from a Watchlist on Your HomeView Dashboard

You may use the Work Portfolio Watchlist to monitor the performance of multiple Work portfolios. You may use
the Work Watchlist to monitor specific projects located in the same portfolio or different portfolios.
To Monitor Performance from a Watchlist on Your HomeView Dashboard
1.
If necessary, specify which portfolios or projects you want to monitor from the watchlist. For details, see the
Defining a HomeView Dashboard Watchlists Set of Portfolios or Projects section.
2.
Click HomeView
3.
Review the watchlist relevant to the portfolios, projects, or investments you want to monitor. If you are
monitoring Work portfolios, do so through the Work Portfolio Watchlist. If you are monitoring projects, do
so through the Work Watchlist. For details on the information displayed in a watchlist, see the A Look at the
Information Watchlists Convey section.
4.
If desired, switch the trend button mode.
Dashboard.
To display both a trend button and the current data in metric fields, click Show Data.
To display only trend buttons in the metric fields, click Show Button.
5.
If desired, display more details about a portfolio or project you are monitoring by clicking the work items
name in the watchlist. PlanView switches to the Work dashboard on which it displays performance data
relevant to the selected portfolio or project.
6.
If desired, display details about a specific metric. To do so, click the metrics relevant link, button, or gauge.
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Monitoring the Health of All Work to which You Are Granted

The health of a project indicates the health of your organizations investment in that projects work and the health of
the organization itself. If risks and financial overruns are high while progress is slow, your organizations efficiency
and productivity will be affected. Monitor project health to obtain information that can help you take the necessary
steps to mitigate problems or avoid them altogether.
You may monitor the project health of all your granted work (regardless of which portfolio that work is in) as
discussed in the following procedure. If you prefer to monitor the health of projects in a specific Work portfolio, do
so as discussed in the Monitoring the Health of a Work Portfolios Projects section.
To Monitor the Health of All the Work to which You Are Granted
1.
Click HomeView
Dashboard. PlanView displays a Project Health portlet similar to the following figure.
The following table describes the Project Health portlets columns.

Field
Description
Project Description
Includes links to the Work Portfolio Health Detail portlet of projects.
% Complete
Indicates the percentage of work that is completed on a project.
Risk
Indicates whether the risk, budget, schedule, or cost aspect of the project is proceeding as
planned.
Budget
Schedule
In these fields, yellow means at risk and red means severe risk.
Cost
Data displayed in some fields represents a compilation of several calculations related to field metrics. The
PlanView Scoreboard Administrators Guide has a complete chart of each calculation, identifies what fields
are affected, and how the calculation measures for an indicator.
2.
If you want to display details about the projects schedule, click
3.
If you want to open the Content Management screen, click
4.
If you want to display details about a project, click
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Requests Dashboard
Use your Requests dashboard to display summary or high-level information about requests relevant to the current
Request portfolio. The following figure is an example of the portlets PlanView displays by default on the Requests
dashboard.
Figure 26 Example Requests Dashboard
The following table describes the Request Volume, Dispatch Speed, and Request Disposition portlets.
Portlet
Description
Request Volume
Use this portlet to determine how many requests an organization received over a
specified time period. PlanView categorizes requests by Line of Business in this
portlets chart. For details on this portlet, see the Viewing Request Volume section.
Dispatch Speed
Use this portlet to determine how long it takes to dispatch requests. This portlet lets you
compare the handling of requests during two time periods. For details on this portlet,
see the Viewing Dispatch-Speed Data section.
Request Disposition
Use this portlet to determine what happened to the requests an organization received.
This portlet provides a tally of different request categories to indicate how many
requests of each category there are in a selected time period. It also indicates how
many requests have resulted in support tickets or projects. For details on this portlet,
see the Tallying Requests by Disposition State section.
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PlanView Tip!
The following sections assume that PlanView is configured to display the Request Volume, Dispatch Speed, and
Request Disposition portlets on the Requests dashboard. For details on adding these portlets, see the Defining
Content of Tabs and the User Menu section.
Viewing Request Volume

View request volume data if you want to determine how many requests are made by each of your organizations
Line of Businesses over a period of time. The data PlanView displays is relevant to the requests in the current
Request portfolio.
To View Request Volume Data
1.
If necessary, open the Request portfolio for which you want to obtain information. For details, see the
Opening Portfolios section.
2.
Click Requests
Dashboard.
PlanView displays a Request Volume portlet. The following figure identifies various elements of the portlet.
The portlets bar chart indicates how many requests each of your organizations Line of Businesses made
during a selected period of time. The bar charts data is relevant to all the requests in your current Request
portfolio. Your PVA defines the names of the Line of Businesses included in this portlet.
3.
If you want to change the portlets time span, move the cursor to the portlets numeric link (6 in the above
figure). Then select the desired number of months (6, 9, 12, or 18) from the menu that appears.
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4.
To display an On-Demand Report similar to the following figure, click a bar in the chart. If you want to print
the report or export its data to Excel, click Print/Export in the toolbar and then select the desired option from
the menu that appears.
The following table describes the fields of the Request Volume report. As discussed in the Dashboard Charts
and Graphs section, you may view such a report in Excel, reformat the report for printing, and sort its data.
5.
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Field
Description
Line of Business
Indicates which of your organizations customers made the request.
Request Description
Includes the description information that was entered by the person making the request.
Request Date
Indicates date that request was entered.
Requestor
Identifies the user who made the request.
Requested Start
Requested Finish
Request Type
Indicates the request category (such as System Upgrade) that was selected when the
request was made.
Dispatched By
Indicates which user dispatched the request.
Dispatch Date
Indicates date the request was dispatched.
Dispatched By
Click Close to return to the Requests dashboard.
Viewing Dispatch-Speed Data

View dispatch-speed data if you want to determine the following about the requests in your current Request
portfolio:
how many days it takes to dispatch requests,
whether the time it takes to dispatch requests is increasing or decreasing over a span of months, and
which type of requests takes the longest to dispatch.

To View Dispatch-Speed Data
1.
2.
Click Requests
Dashboard. PlanView displays a Dispatch Speed portlet similar to the following figure.
The above Dispatch Speed bar chart shows a comparison of the dispatch speed for the last 1 month and last 3
months. The dispatch speed is measured by the number of days it takes to dispatch requests. During the last 1
month in this example, the dispatch speed for Enhancement requests has decreased from what it was during
the last 3 months. This means it is taking less days to dispatch such requests. For General Initiative, Other,
and System Upgrade requests, however, it took the same amount of time during the last 1 month as it did in
the last 3 months.
3.
If desired, change the first time period for which data is being compared. To do so, move the cursor to the
time periods link (1 in the above figure) and then select the desired number of months (1, 2, 3, 6, 9, or 12)
from the menu that appears.
4.
If desired, change the second time period for which data is being compared. To do so, move the cursor to the
time periods link (3 in the above figure) and then select the desired number of months (3, 6, 9, or 12) from
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5.
To display an On-Demand Report similar to the following figure, click a bar in the chart. If you want to print
the report or export its data to Excel, click Print/Export in the toolbar and then select the desired option from
The following table describes the fields of the Dispatch Speed report.
6.
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Field
Description
Request Name
Requested By
Request Date
Dispatch Lag (days)
Indicates how many days occurred between the time the request was made and the
request was dispatched.
Requested Start
Requested Finish
Request Status
request was made.
Dispatched By
Tallying Requests by Disposition State

You may use PlanView to tally the following information about requests in your current Request portfolio:
how many requests have been made, dispatched, or withdrawn over a selected time period, and
how many requests resulted in a support ticket or project over a selected time period.
To Tally Requests by Disposition State
1.
2.
Click Requests
Dashboard.
PlanView displays a Request Disposition portlet similar to the following figure, which shows a tally of
requests over a twelve-month period. As the figure illustrates, requests are categorized by their disposition
state (Withdrawn, Pending, New, Project, etc.) The Support Ticket and Project states indicate how many
requests resulted in a support ticket or project.
3.
If desired, change the time period for which PlanView tallies requests. To do so, move the cursor to the
selected period (such as 3 months). Then select the desired number of months (1, 2, 3, 6, 9, or 12) from the
menu that appears.
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4.
To display an On-Demand Report similar to the following figure, click a bar in the chart. As shown in the
example report, requests are categorized by disposition state (Project, Denied, New, etc.) The state listed
first in the report is the one relevant to the bar you clicked. The other states are listed alphabetically. If you
want to print the report or export its data to Excel, click Print/Export in the toolbar and then select the
The following table describes the fields of the Request Disposition report. As indicated in the previous
figure, you may view such a report in Excel, display a print version of it, and sort its data.
5.
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Field
Description
Disposition
Identifies the category, which is the disposition state (Project, Denied, New, etc.) of the
request.
Request Description
Request Date
Requestor
Requested Start
Requested Finish
Request Type
request was made.
Dispatched By
Dispatch Date
Indicates date the request was dispatched.
Strategy Dashboard
Use your Strategy dashboard to display summary or high-level financial data and investment information relevant to
Strategic portfolios important to you. The following figure is an example of two of the portlets PlanView can display
on the Strategy dashboard.
Figure 27 Example Strategy Dashboard
A major purpose of your Strategy dashboard is that it is to provide you with tools that help you make strategic
investment decisions across your portfolio. You do so using the portlets described in the following table.
Portlet
Description
Project Health
Includes a customizable overview of the status of your projects. For details on

this portlet, see the Monitoring the Health of a Work Portfolios Projects
section.
Includes investments in your current portfolio scenario. This matrix is a bubble

chart the lets you compare investments in a grid format. For details on this
portlet, see the Balancing Investments section.
Compares the costs or benefits of the current scenario to the Baseline

Scenario over time for a portfolios Investments. For details on this portlet, see
the Monitoring Strategic Baseline Performance.
Provides high-level information about a Strategic portfolio that you want to

monitor. For details on this portlet, see the Monitoring Investment
Performance from the Strategy Dashboard section.
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PlanView Tip!
The following sections assume that PlanView is configured to display the Project Health, Investment Priority Matrix,
Strategic Baseline Performance, and Strategic Portfolio Health portlets on the Strategy dashboard. For details on
adding these portlets, see the Defining Content of Tabs and the User Menu section.
Monitoring Investment Performance from the Strategy Dashboard

You may monitor performance through the Strategy dashboards Strategic Portfolio Health portlet, which is a
graphical trend analyzer that reflects the health of strategic investments in a Strategic portfolio.
PlanView bases its trend analysis on metrics and thresholds that your PVA defines. To determine a portfolios
health, PlanView compares each metrics status against its threshold.
The portlets trend-analysis data lets you determine the following information about the content of the current
Strategic portfolio:
which strategic investments are in trouble, and
which metrics are causing performance problems for a portfolios investments.
When monitoring performance from the Strategy dashboard, you may display details about a specific strategic entity
or a specific metric.
PlanView Tip!
The following procedure assumes that PlanView is configured to display the Strategic Portfolio Health portlet on the
Strategy dashboard as discussed in the Defining Content of Tabs and the User Menu section.
To Monitor Investment Performance through the Strategic Portfolio Health Portlet
1.
If necessary, open the Strategic portfolio that includes the investments you want to monitor. For details, see
the Opening Portfolios section.
2.
Click Strategy
Dashboard. PlanView displays a Strategic Portfolio Health portlet.
The order of the list of items displayed in the portlet is determined by the health of the portfolios strategic
entities. As more metrics cross thresholds, the worse the condition of an entity. As an entitys condition
worsens, the higher up PlanView displays the item in the list. The entity that is in the worst condition is
listed first, the second worst performer is listed next, and so on.
Your administrator defines which metrics are displayed in this portlet. For details on the fields displayed in
this portlet, see the administrator who defined the portlets fields.
The gauges PlanView displays above some fields represent a metrics status compared to its PVA-selected
threshold. These gauges display as green for healthy, yellow to indicate potential problems, and red for
serious conditions. Each gauge shows colored liquid for the current value, and a blue tick for last periods
value. The higher the volume of liquid in a metrics gauge, the worse the current condition of the metric
across all projects in the portfolio. The higher the blue tick, the worse the previous periods condition of the
metric across all projects. If you move the cursor over a time period, PlanView enlarges that periods gauge.
The portlet includes trend buttons that indicate the status and trend of each metric. As with the gauges, button
color indicates current status of a metric compared to its threshold. Green indicates healthy, yellow indicates
potential problems, and red indicates serious conditions. A buttons arrow direction indicates the trend since
last period (which is typically a month). Up means improving, down means worsening, and a dash means no
significant change.
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PlanView Tip!
The Strategic Portfolio Health portlet is similar to the HomeView dashboards watchlists discussed in the A Look at
the Information Watchlists Convey section. The major difference between the two trend analyzers is that the
Strategic Portfolio Health portlet lets you monitor performance on the content of a single Strategic portfolio rather
than on a selected set of Strategic portfolios.
3.
4.
To display both a button and data in metric fields, click Show Data.
To display only buttons in the metric fields, click Show Button.
If desired, display more details about a strategic entitys health or a specific metric.
To display details about a specific strategic entity, click its name.
To display details about a specific metric, click its relevant link, button, or gauge.
PlanView displays a Strategy Portfolio Health Detail portlet. The portlet includes details about the metric
highlighted in yellow. The data is for the current period and last period. You may display details about
another metric by clicking its link. For information on the data displayed in the Strategy Portfolio Health
Detail portlet, see the administrator who defined which fields the portlet includes.
The portlets trend buttons indicate the status and trend of each metric and reflects the comparison of the
metric against its threshold. Green indicates healthy, yellow indicates potential problems, and red indicates
serious conditions. A buttons arrow direction indicates the trend since last period (which is typically a
month). Up means improving, down means worsening, and a dash means no significant change.
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Monitoring Strategic Baseline Performance

Monitor strategic baseline performance to compare over time your current scenarios costs or benefits to the
Baseline Scenario of a Strategic portfolios investments. The current scenario is the one you currently have open for
analysis. The Baseline Scenario is the one marked as such for the portfolio.
PlanView lets you compare the baseline and current scenarios on any measurement (such as Capital Cost and
Developer Effort) or measurement group (such as Total Cost) defined in the strategic investment model specified
for a selected Strategic portfolio. You may configure PlanView to display a data cumulatively or by a time period.
PlanView Tip!
The following procedure assumes that PlanView is configured to display the Strategic Baseline Performance portlet
as discussed in the Defining Content of Tabs and the User Menu section.
To Monitor Strategic Baseline Performance
1.
If necessary, open the Strategy portfolio that includes the information you want to review. For details, see the
2.
Click Strategy
Dashboard.
PlanView displays the Strategic Baseline Performance portlet. The following figure includes an example of
this portlet and identifies its. elements. The baseline amount is shown in the shaded region and can be
compared to the amount of committed and accepted investments during the same time period.
You may also display the Strategic Baseline Performance portlet on your HomeView dashboard. On that
dashboard, the portfolios name is displayed as a blue link that you may click if you want to view baseline
performance data of another Strategic portfolio.
3.
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To select a different measurement, click the appropriate link and then select the desired item. You may
change a measurements metric (such as Total Cost) and time increment (cumulative or by period).
4.
To display a report similar to the following figure, click a segment in the chart. If you want to print the report
or export its data to Excel, click Print/Export in the toolbar and then select the desired option from the menu
that appears.
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Organization Dashboard
Use your Organization dashboard to display summary or high-level information relevant to Organization portfolios
important to you.
The following figure includes some portlets that PlanView can display on the Organization dashboard.
Figure 28 Example Organization Dashboard
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The following table describes the Project Health, Investment Priority Matrix, Organizational Baseline Performance,
and Organizational Portfolio Health portlets.
Portlet
Description
Project Health
Includes a customizable overview of the status of your projects. For

details on this portlet, see the Monitoring the Health of a Work Portfolios
Projects section.
Includes investments in your current portfolio scenario. This matrix lets

you compare investments in a grid format. For details on this portlet, see
the Balancing Investments section.
Compares the costs or benefits of the current scenario to the Baseline

Scenario over time for a portfolios Investments. For details on this portlet,
see the Monitoring Organizational Baseline Performance section.
Provides high-level information about an Organizational portfolio that you

want to monitor. For details on this portlet, see the Monitoring Investment
Performance from the Organizational Dashboard section.
Monitoring Investment Performance from the Organizational Dashboard

You may monitor investment performance through the Organizational dashboards Organizational Portfolio Health
portlet, which is a graphical trend analyzer that reflects the health of all the items in an Organizational portfolio.
PlanView bases its trend analysis on metrics and thresholds that your PVA defines. To determine a portfolios
health, PlanView compares each metrics status against its threshold.
The portlets trend-analysis data lets you determine the following information about the content of the current
Organizational portfolio:
which resources are in trouble, and
which metrics are causing performance problems for a portfolios resources.
When monitoring performance from the Organizational dashboard, you may display details about a specific resource
or a specific metric.
To Monitor Performance through the Organizational Portfolio Health Portlet
1.
If necessary, open the Strategic portfolio that you want to monitor. For details, see the Opening Portfolios
section.
2.
Click Organization
Dashboard. PlanView displays an Organizational Portfolio Health portlet.
PlanView Tip!
The Organizational Portfolio Health portlet is a trend analyzer similar to the Organizational Portfolio Watchlist
discussed in the A Look at the Information Watchlists Convey section. The major difference between the two trend
analyzers is that the Organizational Portfolio Health portlet lets you monitor performance on the content of a single
Organizational portfolio rather than on a selected set of Organizational portfolios.
The order of the list of items displayed in the portlet is determined by the health of the portfolio. As more
metrics cross thresholds, the worse the condition of the portfolio. As an items conditions worsens, the
higher up PlanView displays it in the list. The item that is in the worst condition is listed first, the second
worst performer is listed next, and so on.
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Your administrator defines which metrics are displayed in this portlet. For details on the fields displayed in
this portlet, see the administrator who defined the portlets fields.
threshold. These gauges display as green for healthy, yellow to indicate potential problems, and red for
serious conditions. Each gauge shows colored liquid for the current value, and a blue tick for last periods
value. The higher the volume of liquid in a metrics gauge, the worse the current condition of the metric
across all projects in the portfolio. The higher the blue tick, the worse the previous periods condition of the
metric across all items. If you move the cursor over a time period, PlanView enlarges that periods gauge.
significant change.
3.
4.
If desired, display more details about a portfolios health or a specific metric.
To display details about a specific item, click its name.
To display details about a specific metric, click its relevant link, button, or gauge.
PlanView displays an Organizational Portfolio Health Detail portlet. The portlet includes details about the
metric highlighted in yellow. The data is for the current period and last period. You may display details about
another metric by clicking its link.
For information on the data displayed in the Organizational Portfolio Health Detail portlet, see the
administrator who defined which fields the portlet includes.
Monitoring Organizational Baseline Performance

Monitor organizational baseline performance to compare over time your current scenarios data with the committed
and accepted investments defined in the Baseline Scenario of a Strategic portfolio. The current scenario is the one
you currently have open for analysis. The Baseline Scenario is the one marked as such for the portfolio.
PlanView lets you compare the baseline and current scenarios on any measurement (such as Capital Cost, Project
Manager Effort) or measurement group (such as Total Cost) defined in the strategic investment model specified for
a selected Organizational portfolio.
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PlanView Tip!
The following procedure assumes that PlanView is configured to display the Organizational Baseline Performance
portlet as discussed in the Defining Content of Tabs and the User Menu section.
To Monitor Organizational Baseline Performance
1.
If necessary, open the Strategy portfolio that includes the information you want to review. For details, see the
2.
Click Organization Dashboard. PlanView displays the Organizational Baseline Performance portlet. The
following figure includes an example of this portlet and identifies its. elements.
You may also display the Organizational Baseline Performance portlet on your HomeView dashboard. On
that dashboard, the portfolios name is displayed as a blue link that you may click to view baseline
performance data of another Organizational portfolio.
3.
To select a different measurement, click the appropriate link and then select the desired item. You may
change a measurements metric (such as Total Effort) and time increment (cumulative or by period).
4.
To display an On-Demand Report similar to the following figure, click a segment in the chart. If you want to
print the report or export its data to Excel, click Print/Export in the toolbar and then select the desired option
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The following table describes the fields of the Organizational Baseline Performance report.
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Field
Description
Period
Lists the time period relevant to the data displayed in the other columns.
Baseline
Indicates the value of the selected metric in the Baseline Scenario.
Baseline Cumulative
Indicates the value of the selected metric in the Baseline Scenario.
Committed
Indicates the value given to the selected metric before the strategic planning period of
the current scenario.
Committed Cumulative
Indicates the cumulative total given to the selected metric before the strategic
planning period of the current scenario..
Accepted
Indicates the value of the selected metric when the investment was given a status of
Accepted in the current scenario.
Accepted Cumulative
Indicates the cumulative total of the selected metric when the investment was given a
status of Accepted in the current scenario.
Work Dashboard
Use your Work dashboard to display summary or high-level information relevant to Work portfolios and projects
important to you.
The following figure includes those portlets that PlanView displays by default on the Work dashboard for a Work
portfolio.
Figure 29 Example Work Dashboard for a Portfolio
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The following figure includes those portlets that PlanView displays by default on the Work dashboard for a project.
Figure 30 Example Work Dashboard for a Project
This section discusses those portlets that display data as a graphic. For details on the Notifications portlet, see the
Notifications Portlet section. One of the purposes of the Work dashboard is to provide you tools that let you monitor
the performance, health, and progress of portfolios and projects. You perform these tasks using the portlets
described in the following table. As the tables check marks indicate, some portlets apply only to portfolios, one
applies only to projects, and others apply to both portfolios and projects.
Portlet
Description
Benefit Analysis
Shows the ratings given to projects closed during a

selected time period. For details on this portlet, see the
Displaying Benefit Analysis or Customer Satisfaction
section.
Execution Stage
Provides information that shows the progress of work as

it moves from concept to implementation. For details on
this portlet, see the Reviewing a Projects Execution
Stages section.
Analysis
Provides a comparison of either the actual and planned

costs of a portfolios projects or the costs and benefits of
a portfolios projects. For details on this portlet, see the
Analyzing Financial-Management Data section.
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Portfolio
Project
Portlet
Description
Portfolio
Project
FTE Profile
Shows the distribution of resources that are working on a

portfolios projects. You may display data based on the
locations, roles, teams, or skills of the resources. For
details on this portlet, see the Displaying FTE Data
section.
Lifecycle Stage
Provides information that shows the steps in a business

process as they move through their work lifecycle from
idea to completion. For details on this portlet, see the
Reviewing a Projects Lifecycle Stages section.
Project Health
Includes a customizable overview of the status of your

projects. For details on this portlet, see the Monitoring
the Health of a Work Portfolios Projects section.
Provides high-level information about one or more Work

portfolios that you want to monitor. For details on this
portlet, see the Monitoring Performance of Portfolios
from the Work Dashboard section.
Provides details about a Work portfolios projects that

you want to monitor. For information on this portlet, see
the Monitoring Performance of Portfolios from the Work
Dashboard section.
PlanView Tip!
The following sections assume that PlanView is configured to display the Benefit Analysis, Execution Stage,
Financial Management Analysis, FTE Profile, Lifecycle Stage, Project Health, Work Portfolio Health, and Work
Portfolio Health Detail portlets on the Work dashboard. For details on adding these portlets, see the Defining
Monitoring Performance of Portfolios from the Work Dashboard

You may monitor performance through the Work dashboards Work Portfolio Health portlet, which is a graphical
trend analyzer that reflects the health of all projects in a Work portfolio.
PlanView bases its trend analysis on metrics and thresholds that your administrator defines. To determine a
portfolios health, PlanView compares each metrics status against its threshold.
The portlets trend-analysis data lets you determine the following information about the content of the current Work
portfolio:
which projects in the portfolio are in trouble based on the metrics your PVA defined as important to your
organization, and
which metrics are causing performance problems for the portfolios projects.
When monitoring performance from the Work dashboard, you may display details about a specific project or a
specific metric.
PlanView Tip!
The Work Portfolio Health portlet is similar to the HomeView dashboards Work Watchlist. The major difference
between the portlet and the watchlist is that the portlet lets you monitor performance on the projects contained in a
single Work portfolio rather than on a selected set of projects.
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To Monitor Performance through the Work Portfolio Health Portlet
1.
If necessary, open the Work portfolio that you want to monitor. For details, see the Opening Portfolios
section.
2.
Click Work
Dashboard.
PlanView displays a Work Portfolio Health portlet similar to the following figure. The order of the list of
projects displayed in the portlet is determined by the health of the portfolios projects. As more of a projects
metrics cross thresholds, the worse the condition of the project. As a projects condition worsens, the higher
up PlanView displays the item in the list. The project that is in the worst condition is listed first, the second
worst performer is listed next, and so on.
The following table describes the portlets fields included in this procedures portlet example. Your
administrator defines which metrics are displayed in this portlet, so your portlet may include other fields. For
details on other fields displayed in this portlet, see your administrator.
Field
Description
Work Name
Identifies the name of the project.

The Work Portfolio Health portlet provides trend analysis data as an aggregate of all
items in a portfolio. The aggregate includes the projects currently listed in this
column and those not listed because of the Show Top Rows option. That option
defines the default number of rows of data that are displayed at one time in the
portlet. You may set that option, as discussed in the Editing Watchlists section.
Work Size
Alternate structure, which indicates the projects complexity.
Percent Complete
Shows the percentage of work that has been done on a project
Scheduled hrs
Indicates the number of hours the resource was scheduled to work during the
selected time period.
Request Finish Variance
This variance is the slip in the actual finish date from the requested finish date as a
percentage of the total duration of the work.
A negative variance indicates the work will finish after the requested date.
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Field
Description
Cost Variance Cost
This cost-based variance is a comparison between the earned cost and the actual
cost as a percentage of the cost incurred to perform the work. This metric provides
an objective measure of earned and actual cost.
A negative variance indicates more money was spent for accomplishing the work
than was planned.
Schedule Variance Effort
This effort-based variance is a comparison between the planned effort and earned
effort. This metric measures the amount of effort for planned work versus amount of
effort of work that was accomplished.
The variance indicates the percentage of work planned for a period that was not
completed.
Baseline Variance Effort
Shows the difference between baseline effort and EAC effort is called baseline
variance effort.
A negative variance indicates the degree to which the EAC effort is greater than the
baseline effort.
Cost of Risk
This metric is the risk probability multiplied by the risk value. This metric measures
the cost of a specific risk. Cost of Risk is also known as Expected Monetary Value
(Risk EMV).
Cost of Risk divided by EAC cost gives a measurement of how much impact risks
are having in relation to the overall size of the work.
A negative variance indicates that the risks are increasing the cost of
the work
threshold. When calculating metric status, PlanView aggregates each metric across all projects in the
portfolio. The gauges display as green for healthy, yellow to indicate potential problems, and red for serious
conditions. Each gauge shows colored liquid for the current value, and a blue tick for last periods value. The
higher the volume of liquid in a metrics gauge, the worse the current condition of the metric across all
projects in the portfolio. The higher the blue tick, the worse the previous periods condition of the metric
across all projects. If you move the cursor over a time period, PlanView enlarges that periods gauge.
significant change.
3.
4.
If desired, display more details about a projects health or a specific metric.
To display details about a specific project, click that projects name.
To display details about a specific metric, click that metrics relevant link, button, or gauge.
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PlanView displays a Work Portfolio Health Detail portlet similar to the following figure. The portlet includes
details about the metric highlighted in yellow. The data is for the current period and last period. You may
display details about another metric by clicking its link.
For information on the data displayed in the Work Portfolio Health Detail portlet, see the administrator who
defined which fields the portlet includes.
PlanView Tip!
You may display a projects Work Portfolio Health Detail portlet without having to first open the portfolio. To do so,
open the project and then click Work
Dashboard.
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Monitoring the Health of a Work Portfolios Projects

The health of a project indicates the health of your organizations investment in that projects work and the health of
the organization itself. If risks and financial overruns are high while progress is slow, your organizations efficiency
and productivity will be affected. Monitor project health to obtain information that can help you take the necessary
steps to mitigate problems or avoid them altogether.
You may monitor the project health of projects in a specific Work portfolio as discussed in the following procedure.
If you prefer to monitor the health of all your granted work (regardless of which portfolio that work is in), do so
from your HomeView as discussed in the Monitoring the Health of All Work to which You Are Granted section.
To Monitor Project Health of a Single Project
1.
If necessary, open the project that you want to monitor.
2.
Click Work
Dashboard. PlanView displays a Project Health portlet similar to the following figure.
The following table describes this portlets columns.

Field
Description
Project Description
Includes links to the Work Portfolio Health Detail portlet of projects.
% Complete
Indicates the percentage of work that is completed on a project.
Risk
Indicates whether the risk, budget, schedule, or cost aspect or the project is proceeding as
planned.
Budget
Schedule
In these fields, yellow means at risk and red means severe risk.
Cost
Data displayed in some fields represents a compilation of several calculations related to field metrics. The
PlanView Scoreboard Administrators Guide has a complete chart of each calculation, identifies what fields
are affected, and how the calculation measures for an indicator.
3.
If you want to display details about the projects schedule, click
4.
If you want to open the Content Management screen, click
5.
If you want to display details about a project, click
Analyzing Financial-Management Data

PlanView lets you analyze your organizations financial-management data for the projects in the current Work
portfolio. Analyze such data for a portfolios projects if you want to
compare the actual cost of the projects with the budget that was planned for those projects, or
compare cost and benefits of the projects over a period of time.
You can compare financial-management data on either a cumulative basis or a month-to-month basis.
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To Analyze Financial-Management Data
1.
If necessary, open the Work portfolio that includes the projects for which you want to obtain a financial-plan
analysis. For details, see the Opening Portfolios section.
2.
Click Work Dashboard. PlanView displays the Financial Management Analysis portlet. The following
figure identifies various elements of the portlet.
3.
If you want to change the criteria that is being compared in the analysis, select another criteria. You may
select Actual and Planned Costs, Actual and Planned Costs (Cumulative), Cost and Benefits, or Cost
and Benefits (Cumulative). Selecting a cumulative option helps you determine how much that item has
increased or decreased from one time period to the next.
4.
If desired, change the time increment for which data is compiled. To do so, click the portlets numeric link
(such as 1 Year). From the menu that appears, select the desired time period (1 Year, 2 Years, 3 Years, 4
Years, or 5 Years).
5.
To display an On-Demand Report similar to the following figure, click one of the charts graph lines. As the
figure indicates, you may sort the report's data. If you want to print the report or export its data to Excel,
click Print/Export in the toolbar and then select the desired option from the menu that appears.
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The following table describes the fields of the Financial Management Analysis report.
6.
Field
Description
Date
Indicates the point in time (month and year) at which the comparison is being made.
Actual Cost
Indicates how much money the project actually costs during a particular month.
Actual Cost (Cumulative)
Shows a running tally of the actual costs for each period of time included in the
chart. By examining this data, you can determine how much actual costs have
Benefit
Indicates how much financial benefit the project provides during a particular month.
Benefit (Cumulative)
Shows a running tally of the financial benefits for each period of time included in the
chart. By examining this data, you can determine how much financial benefits have
Planned Cost
Indicates how much money was planned for the project during a particular month.
Planned Cost (Cumulative)
Shows a running tally of the planned costs for each period of time included in the
chart. By examining this data, you can determine how much planned costs have
Click Close to return to the Work dashboard.
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Displaying FTE Data

PlanView lets you display Full Time Equivalents (FTE) relevant to an alternate structure. PlanViews FTE Profile
portlet shows the type of resources working on a portfolios projects.
To Display FTEs
1.
If necessary, open the Work portfolio that includes the projects for which you want to obtain FTE data. For
details, see the Opening Portfolios section.
2.
Click Work Dashboard. PlanView displays an FTE Profile portlet similar to the following figure, which
shows FTE data based on an alternate structure that defines an organizations teams.
3.
If you want to change the FTE profiles alternate structure, move the cursor to the alternate structure link
(Resource Teams in this example). From the menu that appears, select one of the structures your PVA
defined.
4.
To display an On-Demand Report similar to the following figure, click the segment for which you want to
display data. The resource listed first in the report is the one relevant to the segment you clicked. The other
resources are listed alphabetically in the report. As the figure indicates, you may sort the report's data. If you
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The following table describes the fields of the FTE report. As discussed in the Dashboard Charts and Graphs
section, you may view such a report in Excel, display a print version of it, and sort its data.
Field
Description
Resource Locations
Indicates the type of resources for which you are displaying data. Your PVA defines the
values of each resource type.
Resource Roles
Resource Teams
Resource Skill Areas
5.
Resource Name
Identifies the name of the resource assigned to the work.
Resource Type
Indicates the resource type.
Department
Indicates to which department the resource belongs.
Primary Job Title
Identifies the resources job title that was specified when the resource was added.
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Displaying Benefit Analysis or Customer Satisfaction Data

PlanView can evaluate the benefits of a portfolios projects and measure customer satisfaction. A benefit analysis is
based on metrics defined for a project by your Process Architect. Customer satisfaction data is based on a survey
that some lifecycle models include.
You may display data from a benefit analysis or customer satisfaction survey conducted on the projects in the
current Work portfolio. When reviewing such information, you may select the time period for which data is
compiled.
To Display Data from a Projects Benefit Analysis or Customer Satisfaction Survey
1.
If necessary, open the Work portfolio that includes the projects for which you want to obtain data. For
2.
Click Work Dashboard. PlanView displays the Benefit Analysis portlet. The portlets data is relevant to
all projects in the current Work portfolio. The following figure describes the elements of the portlet.
3.
If you want to change the type of data displayed in the portlet, move the cursor to the evaluation link
(Benefit Rating, Customer Satisfaction Rating, Work Sponsor, Customer, Requestor Priority, Internal
Priority, Customer Sponsor, or Strategical Alignment). Then make your selection from the menu that
appears.
4.
If desired, change the time increment for which data is compiled. To do so, click the portlets numeric link
(such as 3 months). From the menu that appears, select the desired time period (1 month, 2 months,
3 months, 6 months, 9 months, or 12 months).
5.
To display an On-Demand Report similar to the following figure, click a bar in the chart. As the figure
indicates, you may sort the report's data. If you want to print the report or export its data to Excel, click
Print/Export in the toolbar and then select the desired option from the menu that appears.
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The following table describes the fields of a Benefit Analysis or Customer Satisfaction report. As discussed
in the Dashboard Charts and Graphs section, you may view such a report in Excel, display a print version of
it, and sort its data.
Field
Description
Benefit Rating
Identifies the satisfaction rating given to projects after they are completed. This
rating is done part of a lifecycle workflow.
The report includes this field only if Benefits Rating is selected.
Customer Satisfaction Rating
Identifies the satisfaction rating the customer selected when participating in the
projects customer satisfaction survey.
The report includes this field only if Customer Satisfaction Rating is selected.
6.
Project Name
Identifies the project.
Requested Finish
Indicates the day by which project was requested to be finished
Actual Finish
Indicates the day project was actually finished.
Project Manager
Identifies the name of the user responsible for managing the project.
Customer Sponsor
Identifies the customer who participated in the evaluation. The value of this field is
specified as an alternate structure for the project when it is created or updated.
Reviewing a Projects Execution Stages

PlanView can provide you with a high-level view of how a project is progressing, from design to implementation
(i.e., from concept to design, to execute, to finish).
PlanView Tip!
The following procedure discusses using the Execution Stage portlet to review a projects progress. Your PVA can
rename the portlet, define the names of the stages included in the portlet and screen, and specify status color. If
you are unsure of the portlets name or what the stages or status colors represent, check with your PVA.
To Review a Projects Execution Stages
1.
If necessary, open the Work portfolio that includes the projects you want to review. For details, see the
2.
Click Work
3.
In the Execution Stage portlet that is displayed, take one of the following actions:
Dashboard.
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To select specific projects you want to review, click Choose Projects. In the Choose Projects screen
that appears, select the check boxes of the projects you want to review data about and then click OK.
PlanView displays a bar chart similar to the following figure. You may review details of a project by
clicking the projects link. You may change the order in which data is displayed in the portlet, as
discussed in the Editing the Execution Stage or Lifecycle Stage Portlet section.
To review the execution stages of additional projects than those currently displayed, click More.
PlanView displays an Execution Stage screen similar to the following figure. You may sort data by
project, date, or stage by clicking the appropriate header.
The length of each bar represents the execution stage the project has reached, as identified by the labels
above the bars. The colors represent the status of the project (such as green for Open, yellow for On Hold, or
red for Denied). More than one status can have the same color. Holding the cursor over a bar displays text
that indicates the status represented by that bars color.
Reviewing a Projects Lifecycle Stages

PlanView can provide you with a high-level view of how a project is progressing via steps in the business process
that move an idea from concept to completion (i.e., from define, to justify, to scope, etc.).
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PlanView Tip!
The following procedure discusses using the Lifecycle Stage portlet and screen to review a projects progress. Your
PVA can rename the portlet, define the name of the stages included in the portlet and screen, and specify status
color. If you are unsure of the portlets name or what the stages or status colors represent, check with your PVA.
To Review a Projects Lifecycle Stages
1.
If necessary, open the Work portfolio that includes the projects you want to review. For details, see the
2.
Click Work
3.
In the Lifecycle Stage portlet that is displayed, take one of the following actions:
Dashboard.
To select specific projects you want to review, click Choose Projects. In the Choose Projects screen
that appears, select the check boxes of the projects you want to review data about and then click OK.
PlanView displays a bar chart similar to the following figure. You may review details of a project by
clicking the projects name. You may change the order in which data is displayed in the portlet, as
discussed in the Editing the Execution Stage or Lifecycle Stage Portlet section.
To review the lifecycle stages of additional projects than those currently displayed, click More.
PlanView displays a Lifecycle Stage screen similar to the following figure. You may sort data by
project, date, or stage by clicking the appropriate column link.
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The length of each bar represents the lifecycle stage the project has reached, as identified by the labels above
the bars. The colors represent the status of the project (such as green for Open, yellow for On Hold, or red for
Denied). More than one status can have the same color. Holding the cursor over a bar displays text that
indicates the status represented by that bars color.
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Resources Dashboard
Use your Resources dashboard to display summary or high-level information about resources relevant to the current
Resource portfolio. The following figure is an example of the portlets that PlanView displays by default on the
Resources dashboard. This section discusses those portlets that display data as a graphic. For details on the
Notifications portlet, see the Notifications Portlet section.
Figure 31 Example Resources Dashboard
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A major purpose of your Resources dashboard is that it is to provide you with tools that let you monitor resources.
You do so using the portlets described in the following table.
Portlet
Description
Effort Analysis
Displays the distribution of actual hours that resources in a portfolio worked over a
selected time span. The portlet lets you select alternate structures so that you may
display a different view of the data being analyzed. For details on this portlet, see the
Obtaining an Effort Analysis of Resources section.
Shows resource utilization as a percent of the available resources over a selected time
period. For details on this portlet, see the Displaying Hourly Data Based on Resources
section.
Shows the utilization (actual hours) for a specific work type or all work types. For details
on this portlet, see the Displaying Hourly Data Based on Work Type section.
PlanView Tip!
The following sections assume that PlanView is configured to display the Effort Analysis, Resource Utilization, and
Utilization Analysis portlets on the Resources dashboard. For details on adding these portlets, see the Defining
Displaying Hourly Data Based on Resources

PlanView lets you display hourly data based on the resources associated with the current Resource portfolio. Do so
if you want to determine
how the actual, scheduled, reserved and requested hours of resources has varied over a selected period of
weeks, or
how many hours a portfolios resources have available for future projects.
To Display Actual, Scheduled, Reserved, Requested, and Available Hourly Data
1.
If necessary, open the Resource portfolio for which you want to obtain information. For details, see the
2.
Click Resources
figure.
Dashboard. PlanView displays a Resource Utilization portlet similar to the following
In the following example Resource Utilization portlet, the bar chart summarizes the utilization of Actual,
Scheduled, Reserved, and Requested resources over a 26-week period. Data in the chart is displayed as a
percentage of available resources.
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3.
If desired, select the time increment that the chart spans. To do so, click the portlets numeric link (such as
16). Then select the desired number of weeks (12, 16, or 26) from the menu that appears.
4.
To display an On-Demand Report similar to the following figure, click a bar in the chart. The report includes
data calculated as hours and as a percentage. As the figure indicates, you may sort the report's data. If you
The following table describes the fields of the Resource Utilization report.
Field
Description
Resource Name
Identifies the resource.
Actual hrs
Indicates the number of hours a resource worked during the selected time period.
Actual %
Expressed as a percentage, this value represents the ratio between the resources actual
hours and the resources available hours during the selected time period.
Scheduled hrs
Indicates the number of hours the resource was scheduled to work during the selected time
period.
Scheduled %
Expressed as a percentage, this value represents the ratio between the resources scheduled
Reserved hrs
Indicates the number of hours on a resources schedule that have been set aside for possible
allocation to work. Work Managers request a reserve when they need a resources effort for
work. When the resources manager approves the reserve request, the Work Manager has
the ability to allocate the resource up to the reserved amount of effort, during the reservation
dates.
Reserved %
Expressed as a percentage, this value represents the ratio between the resources reserved
Requested hrs
Indicates the number of hours that the resource was requested to work during the selected
time period. Managers submit requests by creating requested allocations or requested
reservations for a resource.
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5.
Field
Description
Requested %
Expressed as a percentage, this value represents the ratio between the resources requested
Available hrs
Indicates how many hours the resource has available during the selected time period.
Click Close to return to the Resources dashboard.
Displaying Hourly Data Based on Work Type

PlanView lets you perform utilization analysis, which includes a summary of the actual hours resources spent on a
specific type of work or all work types. This information helps you determine how effort on strategic work is
trending over a selected period of time.
To Obtain a Utilization Analysis
1.
2.
Click Resources Dashboard. PlanView displays a Utilization Analysis portlet. The following figure
identifies various elements of the portlet. The figures bar chart summarizes how many hours over the past
six months resources spent performing various types of work. Data is presented as a stacked bar chart in the
figure because this example is illustrating a utilization analysis for all work types. There would be only one
color of data if the figure was illustrating a utilization analysis of a specific work type.
3.
Specify whether you want to select data for a specific work type (such as Support Work, Unassigned, etc.)
or All Work Types by making the appropriate selection.
4.
If desired, select the number of months for which you want to compile data. To do so, click the numeric link
(such as 6). Then select the desired number of months (6, 12, 18, or 24) from the menu that appears.
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5.
To display an On-Demand Report similar to the following figure, click a bar in the chart. As the figure
indicates, you may view such a report in Excel, reformat the reports data for printing, and sort its data.
The following table describes the fields of the Utilization Analysis report.
Field
Description
Work Type
Indicates the type of work the resource performed.
Project Name
Identifies the project on which a resource worked.
Resource Name
Identifies which resource worked on the project.
Actual Hours
Indicates the number of hours the resource worked on a specific type of work during the
relevant time period.
The report includes each resources monthly total broken down by work type. The report also
includes a monthly total and final total of all the resources who performed work during the
specified time period
6.
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Obtaining an Effort Analysis of Resources

PlanView lets you perform an effort analysis, which helps you determine the following for resources in the current
Resource portfolio:
which customers the resources served over a selected period of time,
what types of work the resources performed over a selected period of time, and
how many hours resources spent performing work based on the works status or priority level.
To Obtain an Effort Analysis
1.
2.
Click Resources
Dashboard.
PlanView displays an Effort Analysis portlet similar to the following figure. The figures pie chart
summarizes how much time over the past 30 days resources in the current Resource portfolio have spent on
projects. Resource effort is broken down in the figure by the different customer levels of the work the
resources performed.
3.
If desired, select the time increment for which data is compiled. To do so, click the portlets numeric link
(such as Year to date). Then select the desired time period (Last 30 days, Last 90 days, or Year to date)
4.
If you want to change the criteria on which the effort analysis is based, select another criteria. You may base
an effort analysis on Customers, Line of Business, work priority level (Internal Priority or Requester
Priority), Work Status, or Work Type.
If you base an effort analysis on Line of Business, the Effort Analysis portlet includes a bar chart instead of a
pie chart.
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5.
To display an On-Demand Report similar to the following figure, click the pie chart displayed in the Effort
Analysis portlet. You may display such a report for an effort analysis based on any criteria except for Line of
Business. As the figure indicates, you may sort the report's data. If you want to print the report or export its
data to Excel, click Print/Export in the toolbar and then select the desired option from the menu that appears.
The following table describes the fields of the Effort Analysis report. The report will not include all the fields
described in the table because the fields are determined by the criteria on which the analysis is based.
6.
Field
Description
Customer
Identifies the customer for whom a resource performed the work.
Internal Priority
Indicates the priority level given to the project from within your organization.
Requester Priority
Indicates the priority level given to the project from the person who requested the work.
Work Status
Indicates the status of the work the resource performed.
Work Type
Indicates the type of work the resource performed.
Project
Identifies the project on which a resource worked.
Resource
Identifies which resource worked on the project.
Actual Hours
Indicates the number of hours the resource worked on the project during the selected time
period.
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Services Dashboard
Use your Services dashboard to display summary or high-level information about services relevant to the current
Service portfolio. Service dashboard portlets display information about finance, effort, and performance to guide IT
and business unit decision making. The data displayed in these portlets deliver an instant analysis of IT performance
with indicators such as bubble charts and time-phased cost graphs. The following figure is an example of the portlets
that PlanView displays by default on the Services dashboard.
Figure 32 Example Services Dashboard
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A major purpose of your Services dashboard is that it is to provide you with tools that let you monitor services. You
do so using the portlets described in the following table.
Portlet
Description
Service Analysis
Chart that provides a graphical view of the cost and effort of delivering a service. Use the
portlet's drop-down menus to select the type of cost or effort data you want to display,
whether you want to display the data by status, type, or a PVA-configured attribute, and
whether you want to filter the data displayed.
Service Bubble
Chart that provides high-level data about the cost, effort, business value, or customer
satisfaction of services in the current Service portfolio.
Service Financial
Plan Analysis
Line and area chart that enables analysis into the financial plans of Service portfolios.
This full-featured portlet offers advanced analysis capabilities. Compare Actual and
Baseline values of either costs or effort, by period or cumulatively. Conversely, let the
portlet do the calculations and view the variance by month or cumulatively. Filters on one
portfolio, and allows further filtering on the services within that portfolio.
You may display an On-Demand Report of the data displayed in this chart, by clicking a
line or area in the chart. You may then print the report or export it to Excel by clicking
Print/Export in the toolbar and then selecting the desired option.
Obtaining a Service Financial Plan Analysis

PlanView lets you perform a financial plan analysis of services from either your HomeView dashboard or the
Services dashboard. Performing the analysis in your HomeView gives you the option of quickly switching from one
portfolio to another so that you may view an analysis of another Service portfolio.
To Obtain a Service Financial Plan Analysis
1.
Take one of the following steps:
If you want to display the analysis in your HomeView, click HomeView
If you want to display the analysis on your Services dashboard, open the Service portfolio you want to
analyze if necessary. Then click Services Dashboard.
Dashboard.
PlanView displays a Service Financial Plan Analysis portlet similar to the following figure.
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2.
If desired, select the type of analysis you want to perform (Actual and Baseline or Variance (ActualBaseline).
3.
If you want to change the criteria on which the analysis is based, select another criteria. You may base an
effort analysis on Cost or Effort.
4.
If desired change the time period for which you want to obtain data (cumulative or by period).
5.
If you are performing the analysis in your HomeView, you may select the portfolio for which you want to
obtain data.
6.
To display an On-Demand Report similar to the following figure, click a line or area displayed in the portlet.
If you want to print the report or export its data to Excel, click Print/Export in the toolbar and then select the
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Assets Dashboard
Asset dashboard portlets display information about finance, effort, and performance to guide IT and business unit
decision making. The data displayed in these portlets deliver an instant analysis of IT performance with indicators
such as bubble charts and time-phased cost graphs.
A major purpose of your Assets dashboard is that it is to provide you with tools that let you monitor assets. You do
so using the portlets described in the following table.
Portlet
Description
Asset Analysis
Bar chart that provides a graphical view of service metrics by alternate structures.
Asset Bubble
Provides high-level information about the cost, effort, risk, technical value and business
value of the current Asset portfolio's assets. Each bubble represents one asset in the
current Asset portfolio.
Editing Dashboard Watchlists or Portlets

You may edit the following dashboard items:
Watchlists,
Project Health portlet,
Bubble chart portlets,
Execution Stage portlet, and the
Lifecycle Stage portlet.
Discussions on configuring these items follow.
Editing Watchlists
Edit a PlanView watchlist if you want to
control how many rows are displayed in the watchlist,
show or hide the watchlists gauges,
specify whether PlanView displays data as well as buttons in metric fields, and
define which Work portfolios or projects PlanView is to monitor through the watchlist.
To Edit a Watchlist
1.
Click HomeView
Dashboard.
2.
In the watchlist you want to edit, move the cursor to
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3.
On the shortcut menu that PlanView displays, click Edit. PlanView displays a Watchlist Settings screen
4.
Configure the watchlists appearance by specifying the options discussed in the following table.
Option
Description
Show Top Rows
Select the number (3, 5, or 7) of portfolios or projects you want to display data about in the
watchlist.
Items are listed in a watchlist from worst performers to best performers. When you view a
watchlist that includes more portfolio or projects than the number of specified rows, you may
click More to obtain trend analysis data for the additional items.
Show Gauges
Specify whether PlanView is to display gauges in the watchlist. Enable the displaying of
gauges by selecting this check box. Otherwise, clear this check box to disable the displaying
of gauges.
Show Buttons
Select this option to display trend buttons but no data in the watchlists metric fields.
PlanViews watchlists also includes a Show Buttons option that lets you set the trend-button
display from your HomeView dashboard without having to open the Watchlist Settings
screen.
Show Data
Select this option to display buttons with data in the watchlists metric fields.
PlanViews watchlists also includes a Show Data option that lets you set the trend-button
display from your HomeView dashboard without having to open the Watchlist Settings
screen.
5.
Specify which Work portfolios or projects you want to monitor through the watchlist.
To include a Work portfolio or project in the watchlist, select it from the list on the left and click
To exclude a Work portfolio or project from the watchlist, select it from the list on the right and click
.
To select multiple items in a list, press CTRL while making your selections. You may add all items to a
. You may remove all items from a watchlist by clicking
.
watchlist by clicking
6.
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Click OK.
Editing the Project Health Portlet

Edit the project health portlet if you want to
change the portlets name,
control how many rows are displayed in the watchlist,
show or hide the portlets column headings,
show or hide the date on which the database information was last updated, and
return to the portlets default settings.

To Edit the Project Health Portlet
1.
If necessary, switch to the dashboard on which you want to edit the portlet.
2.
In the portlet, move the cursor to
3.
On the shortcut menu that PlanView displays, click Edit. PlanView displays the Project Health Settings
General Settings screen.
4.
Configure the portlet by specifying the options discussed in the following table. If you want to use
PlanViews defaults, click Use Default Settings.
Option
Description
Portlet Title
Enter a new name for the portlet if you want to change it.
Show Top Rows
Select the number (3, 5, or 7) of projects you want the portlet to include information about.
When you view a portlet that includes more projects than the number of specified rows, you
may click More to obtain project health data for the additional projects.
5.
Show Column
Headers
Specify whether PlanView is to display column headers (such as % Complete) in the portlet.
Enable the displaying of column headers by selecting this check box. Otherwise, clear this
check box to disable the displaying of column headers.
Show Footer
Select whether PlanView displays the portlets footer, which indicates the date on which the
database information was last updated.
Click OK.
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Configuring Bubble Charts

Bubble charts let you compare portfolios, investments, services, or assets in a grid format. A bubble chart lets you
review multiple dimensions of data simultaneously. The following figure is an example of the Investment Priority
Matrix, which is a bubble chart that lets you compare investments in a scenario. The example includes data of an
Organizational portfolio, but PlanView also lets you display Investment Priority Matrix data for Strategic portfolios.
Figure 33 Example Investment Priority Matrix
You may configure each axis of a bubble chart. The X and Y-axes can be an attribute or measurement in the current
portfolio. Depending on the type of bubble chart, both the Size and Color axes can be based on attribute scores,
measurement values, or calculated financial metrics. The parameter selected for the Size axis determines the size of
the bubbles. The parameter selected for the Color axis determines the color of the bubbles.
To Configure a Bubble Chart
1.
Display the bubble chart you want to configure by clicking the appropriate tabs.
2.
On the bubble chart, move the cursor to . Then select Edit from the shortcut menu that appears. PlanView
displays a Display Settings screen similar to the following figure.
3.
Select the Number of Bubbles you want to display simultaneously in the chart.
If a bubble chart includes data for more than the number of bubbles you specify, PlanView will let you page
through the data.
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4.
If you want PlanView to indicate that the chart is missing data because there is not enough information for
PlanView to render a bubble, select the Enable Missing Data Alert check box. Otherwise, clear this check
box.
If you enable the missing data alert, PlanView will notify you that data is missing and inform you of how many
rows are missing. PlanView will also provide a link to a summary report detailing all the data relevant to the bubble
chart.
5.
If you want PlanView to indicate items that are missing size or color data, select the Show bubbles with
missing size and color data checkbox.
If this option is enabled, PlanView will display items missing data for the Size axis as a square instead of a
bubble. PlanView will also display items missing data for the Color axis will be displayed in gray.
If you do not select this option, PlanView will not display information for items that are missing data for the
Size axis or Color axis.
6.
Click OK.
Editing the Execution Stage or Lifecycle Stage Portlet

Edit the Execution Stage or Lifecycle Stage portlet if you want to change the order in which data is sorted in the
portlet.
To Edit the Execution Stage or Lifecycle Stage Portlet
1.
If necessary, switch to the dashboard on which you want to edit the portlet.
2.
In the portlet you want to edit, move the cursor to
3.
4.
In the portlets settings screen that is displayed, select the order in which you want data to be displayed. You
may sort the datas stages in ascending (earliest stage reached first) or descending (latest stage reached first).
5.
Click OK.
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Adding an Image to a Dashboard

The Portfolio Image portlet lets you add an image to dashboards. Such graphics are useful for placing your
companys logo on a dashboard. They can also help you quickly identify which dashboard and portfolio type you
have open.
To Add an Image to a Dashboard
1.
If necessary, switch to the dashboard on which you want to place an image.
2.
On the Portfolio Image portlet, click Add an image.

On the Portfolio Image portlet, move the cursor to
displays.
OR
. Then click Edit on the shortcut menu that PlanView
3.
In the Edit Image dialog that appears, enter the name of the image File you want to add. You may browse to
locate the desired file.
4.
If desired, enter a Caption to specify a title for the image. This caption will replace the words Portfolio
Image on the dashboard.
5.
Click OK.
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The PlanView financial management feature assists organizations in creating, managing, and tracking financial data.
Financial management is the process of estimating benefits, revenue, costs and effort for use in planning strategies,
tactics, work, and capacity. Organizations use planning information to decide which strategies and projects to
undertake, as well to compare actual costs and effort once the work is underway.
If your PVA has given you the proper permissions, you may select financial plans and edit them. This chapter:
provides an overview of financial management in PlanView, and
discusses PlanViews financial-management terminology.
A Look at Financial Management in PlanView

PlanViews financial management:
supports strategic, organizational, and project financial management,
estimates effort and costs, based on allocations in a work plan and directly entered data,
helps to determine actual effort and costs, calculated from timesheet work, or directly entered,
allows comparison of actual to estimate,
allows managing financial data over configurable periods of time,
allows managing multiple versions of the same financial plan,
supports integration between financial and execution data,
supports financial data below the phase-level,
allows financial management on strategic elements,
relies on portfolios,
lets you display summary screens, and
offers Excel-like functionality.
PlanView Tip!
Users granted to projects in a portfolio are able to review financial-management data of all projects in the portfolio,
regardless of the actual grants to individual projects within that portfolio. However, editing financial-management
data is based on grants.
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Financial Models
Your PVA creates Financial Models that you may select. Before selecting a model, however, you should be familiar
with PlanViews financial-management terminology and concepts.
Financial Model Dimensions

A financial model dimension is an element upon which a financial data is defined, such as the time periods, the
hierarchical structure with which the financial model is associated, and the accounts managed within the financial
model.
A financial model may be thought of as a workbook of spreadsheets. There are multiple pages of data, and on each
page the information is arranged in rows and columns. The layout of the rows and columns and the organization of
the pages constitute the dimensions of the financial model, as shown in the following graphic.
Figure 34 Dimensions of a Financial Model
For PlanView, the default orientation of the data is to use columns for the time periods, and rows for the accounts. In
a simple case, there may be only one further dimension, the organizational structure or unit hierarchy. For example,
there may be a page for each project financial model, or multiple versions may exist. These multiple versions may
be considered as separate pages of data for each version, project, or both.
Structure
Financial-management data is based on a set of structures or rules that promote the proper organization of data.
These structure and level units may consist, for example, of one of the following:
Organizational Financial Models may use a department or division structure.
Project Financial Models may use a project or phase structure.
Strategic Financial Models may use missions, objectives, strategies, and tactics as the supporting structure.
You will need to select which model structure to use as the basis for financial management, and at what levels
financial data is to be entered:
A financial model can be associated with the Work Breakdown structure or Strategy Breakdown structure
(SBS or $Strat).
Each structure is then associated to the width and breadth of the structure levels. That is, at what point will
data be entered and managed within the structure. An example would be a $Plan structure that notes efforts are
to be accumulated at the project level and only the project level.
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Project-level financial management implies the use of the WBS ($Plan) structure, but there is still the choice
of whether to allow projects to be managed by component (one level below the primary work level). The rest
of this chapter will refer to this as managing by Phase although the name of that level may be different for
each organization.
Time Periods
Time periods are the time intervals used in a financial model.
The main data entry screen provides a spreadsheet-style entry for cost and effort information, account-by-account
and period-by-period. Summary values may also be entered for a full year and be automatically spread among the
periods.
Best practices note that a typical time period setup may be months for the first year, quarters for the second year, and
two full-year periods for use in projects that extend that far into the future.
Organizations will normally create a new model for each fiscal year. Under some circumstances, an organization
may have two or more active financial models referencing the same time frame but for different purposes, such as a
project annual plan and an organizational financial plan.

A financial model is a collection of defined data triggers related to the display of financial data, as well as the
configuration rules governing that display. You will define the configuration parameters to specify how a financial
model will be managed in PlanView. A financial model contains structure and depth information, filters, accounts,
and account identifiers.
Your organization may define multiple financial models, representing different types of management (such as
organizational vs. project financial management), or simply different time periods. You may select which financial
model you want to use.
1.
Click Work
Financial Management.
Click Resources
OR
2.
In the summary screen that appears, click Change Parameters
3.
In the Select Financial Model screen that appears, select the desired model.
Change Financial Model.
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Working with Financial Templates

A financial plan template is a pre-selected subset of defined accounts in a financial model that is used as a starting
point for financial-management data entry. It typically relates to the type of work associated with the model such as
planned vs. support work. The template is the interface for data management. As such, it is unique to the model,
database item (work, strategic entity, or resource), or individual user if so required.
When a template is first created, it includes all the accounts in the selected financial model. You may need to edit a
template to remove accounts that are not needed for that particular type of budget. Selecting a template will
determine which accounts will initially display on the data entry screen, but other accounts may be added later from
the models master list.
PlanView can support multiple templates, such as a capital Projects template, a Small Project template, and so forth.
You may create your own financial plan templates if your PVA enabled the User Defined Templates option in a
financial model. If the option is disabled in a financial model, you cannot create templates from that model. You
may, however, modify PVA-created templates associated with a model in which the option is disabled.
Creating Financial Plan Templates

If your PVA has enabled the User Defined Templates option in a financial model, you may create your own
financial templates from that model.
When creating a template, you select which accounts you want the template to include. You may later modify the
template but be aware the changes you make apply to any database item using the template.
To Create a Financial Plan Template
1.
Click Work
2.
In the summary screen that appears, click the link for the appropriate portion of the Work Breakdown
Structure (such as Project).
3.
Click Actions
4.
In the Enter/Edit Financial Plan screen that appears, click Actions

Template.
5.
Enter a Template Name and click OK.
6.
Click edit and select the check boxes of the accounts you want to include in the template. Any accounts not
selected for inclusion will not display on the screen in which financial-management data is entered.
7.
Click OK.
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Enter/Edit Financial Plan.

Edit User-defined Templates
Add
Modifying PVA-Created Financial Plan Templates

You may modify a financial plan template your PVA created if that template is based on a financial model in which
the User Defined Templates option is disabled. You modify a PVA-created template by adding and deleting
accounts in the template. Your changes affect the current database items template and are applicable to all users
who have access to the item.
To Modify a Financial Plan Template Created by Your PVA
1.
Click Work
2.
In the summary screen that appears, click the link for the appropriate portion of the database (such as a
project or strategy).
3.
Click Actions
4.
In the Enter/Edit Financial Plan screen that appears, click Actions
5.
Specify which accounts you want to add or delete. You add an account by selecting its check box, and you
delete an account by clearing its check box.

Add/Delete Accounts.
You may delete accounts you added, but you cannot delete accounts added by other users.
6.
Click OK.
Creating a Financial Plan

When you create a budget, you first must decide whether to use an organizational or project financial plan. Your
PVA defined templates in the appropriate financial model for all types of budgets in your organization.
Financial plans can be created using either the spreadsheet form or a date-based form.
A complicated financial plan can span multiple periods, and may even cross fiscal years if the project is very large.
For a large project, the spreadsheet provides a good way to view all time periods available in the financial model.
To Create a Financial Plan
1.
Click Work
2.
In the summary screen that appears, click Change Parameters

financial model from the screen that appears.
3.
Select the level at which the financial plan will be created.
4.
Click Change Parameters

select the desired version.
5.
Click Change Parameters Change Template. From the Select Template screen that appears, select the
template that will be used as a basis for the financial plan. The Enter/Edit Financial Plan screen is displayed.
6.
Open the Financial Detail screen and click Actions
Change Financial Model. Then select a
Change Financial Version. From the Select Version screen that appears,
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7.
If the template did not include all the accounts that are needed, click Actions Add/Delete Accounts.
Then select the desired accounts in the Add/Delete Accounts screen that appears and click OK. The
Enter/Edit Financial Plan screen will re-display.
Accounts already included in the template are RO and cannot be selected.
8.
Enter the budgeted amount of cost or hours for each account item, as appropriate.
PlanView Tip!
While total effort is calculated within a Financial Model, the Total value at the bottom right of the screen displays
only the total cost entered in the financial plan.
9.
If you want to add a note about the budgeted item, click to the left of the account description and select
Notes from the menu that is displayed. In the Edit Financial Notes screen that appears, enter your notes and
click OK. PlanView indicates a note has been added by displaying the account description in red on the
Enter/Edit Financial Plan screen.
You may remove an accounts note by clicking its
the Edit Financial Notes screen that appears.
button, selecting Notes, and then clicking Remove on
10. Once all the financial plan information is entered, save your information.
Click Update to save your information so you can review the data before exiting the screen.
Click OK to save the information and exit the screen.
After creating a financial plan, you may click
in the Enter/Edit Financial Plan screen to display a screen that
identifies the financial plans name, model, version, template, and time span defined for the financial plan.
You may view data displayed in the financial plan you created in a Financial Summary screen. You may view
additional details in the Financial Detail screen, which provides information about an account such as its revenue,
benefits, capital, and expenses.
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Editing a Financial Plan

Financial plans can be updated at any time. Your organization may have a schedule of updates, such as monthly for
projects and quarterly for organization financial plans.
Edit a financial plan if you want to perform any of the following tasks:
change a financial plans model, template, version, or date range,
display a different view of the financial plan,
add/delete accounts,
base financial plan on dates or percentages,
perform version maintenance,
change the plans data, and
remove all of the plans data.

To Edit a Financial Plan
1.
Click Work
Click Resources
2.
OR
In the summary screen that appears, click

bottom bar to the right.
. You may have to display this button by sliding the screens
PlanView displays an Enter/Edit Financial Plan screen similar to the following figure.
If you want to change a financial plans model, template, version, or date range, click Change Parameters,
select the parameter you want to change, then define the selected parameter.
If you want to display a different view of the financial plan, click Change View and select the desired view.
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If desired, use the Actions menu to specify that you want to add or delete accounts, base financial plan on
dates or percentages, shift a financial plan, perform version maintenance, or remove all of the plans data. To
do so, select the appropriate option from the menu and then make modifications in the screen relevant to the
task you want to perform.
If you need to make other modifications to the financial plan, do so by editing the appropriate fields.
After making your changes, save your information.
Managing Ad Hoc Financial Plans for Projects

To Manage Ad Hoc Financial Plans for Projects
1.
Click Work
2.
Click the link for the appropriate project.
3.
Click Action
4.
Click Action
Version Maintenance.
5.
Click load next to the appropriate version.
6.
Select the necessary Load Options.
7.
Select an Extract.
8.
Click OK.
9.
Select the Version.
10. Enter the budget data.

11. Click OK.
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Managing Financial Management Data for Services

You may review and update the financial management data for the services included in a Service portfolio.
To Review Financial Management Data for Services
1.
If necessary, open the Service portfolio for which you want to review financial management data. For details,
see the Opening Portfolios section.
2.
Click Services
PlanView displays a Financial Management screen similar to the following figure.
If you want to change a financial plans model, template, version, date range, or reload preferences, click
Change Parameters, select the parameter you want to change, then define the selected parameter.
If you want to display a different view of the financial plan, click Change View and select the desired view.
If you want to edit the financial data of a service portfolio or a specific service, click the relevant link in the
Description column. In the screen that appears, click Actions Enter/Edit Financial Plan. Then make
modifications in the screen that appears.
After making your changes, save your information.
If you change a service's financial data while reviewing that information, PlanView will update relevant fields in any
Business SLAs associated with the services.
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Managing Different Versions of a Financial Plan

PlanView lets you maintain different versions of a financial plan. You do so by copying an existing financial plan
and then saving the duplicated data as a new financial plan. You may then specify which financial plan you want to
manage, insert extract data into the new version, and lock the new version to prevent it from being changed. You
may review the data of locked financial plans.
To Manage a Financial Plans Version
1.
Click Work
2.
Click Change Parameters
3.
In the Select Version screen that appears, click the description for the name of the version you wish to
manage.
4.
Click the description for the appropriate structure.
5.
Click Actions
6.
Click Actions
Version Maintenance.
7.
Click copy to duplicate all the data in a version, and then name the new version.
8.
Click mark to select a version as the current version being managed.

A
Change Financial Version.
indicates the marked version.
If data exists within the version, you may click remove data to delete all data for that version.
9.
Click load to insert extract data into the selected version.
10. Click lock to prevent changes to this version.

A
indicates that a version is locked and thus protected from editing.
You may review data in a version that is locked by selecting view data.
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Shifting Financial Plans

Shift a financial plan to move the values (not change the values) for accounts based on changes made to the start and
end dates of a project or strategic plan. You may adjust financial plans based on any schedule changes made to
planned dates or committed dates. The changes can be prorated by days or by the smallest period of time.
Shifting a Projects Financial Plan

Shift a projects financial plan to move the values for accounts based on changes made to the start and end dates of
the project in Manage Work.
To Shift a Projects Financial Plan
1.
If necessary, open the portfolio associated with the project and financial plan you want to shift. For details,
see the Opening Portfolios section.
2.
Click Work
3.
Click Actions
Shift Financial Plan.
PlanView displays the Shift Financial Plan screen. A check mark indicates that one or more planned or
committed dates have changed.
4.
If necessary, select the Financial Model on which you want to base the financial plan.
5.
Select the check box of each Financial Plan you want to adjust.
6.
Specify whether adjustments are prorated by days or by the smallest period. To do so, select the appropriate
adjustment option check box.
7.
Select the Source Version and Target Version. You may view details about the selected version by clicking
view.
8.
If you want to Update prior schedule dates to match current schedule dates, select the appropriate check
box. Otherwise, clear the check box.
9.
Click Update so that the changes will be made in the target version of the selected financial model.
Shifting a Strategic Entitys Financial Plan

To Shift a Strategic Entitys Financial Plan
1.
Click Strategy. If necessary, open a Strategic portfolio associated with the financial plan you want to shift.
For details, see the Opening Portfolios section.
2.
3.
In the Review Strategy screen that appears, click the Financial Management icon
entity.
Review Strategy.
of the relevant strategic
If the entity does not have children, PlanView displays the Financial Management Summary screen.
PlanView displays the Financial Detail screen, however, if the entity does have children. For details on these
screens, see the Displaying a Strategic Entitys Financial Plan section.
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4.
Click Actions Shift Financial Plan. PlanView displays a Shift Financial Plan screen similar to the
following figure. A check mark indicates that one or more planned or committed dates have changed.
5.
If necessary, select the Financial Model on which you want to base the financial plan.
6.
Select the check box of each Financial Plan you want to adjust.
7.
Specify whether adjustments are prorated by days or by the smallest period. To do so, select the appropriate
adjustment option check box.
8.
Select the Source Version and Target Version. You may view details about the selected version by clicking
view.
9.
If you want to Update prior schedule dates to match current schedule dates, select the appropriate check
box. Otherwise, clear the check box.
10. Click Update so that the changes will be made in the target version of the selected financial model.
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Scoping Work
Once work approval has been completed (or as part of the work approval process), you may begin scoping. Scoping
involves setting high-level estimates for the amount of work and time necessary to complete the project, and setting
requirements for the types of resources needed to complete the work. Typical activities in the scoping step of the
process can include the following:
associate the work with a contract, if applicable,
build the Work Breakdown Structure,
project the schedule and cost,
schedule the critical path, and
determine resource requirements needed.
It is not necessary to have all the details at the initial scoping stage. You may have only a general guess as to the
amount of time and the number of people the project will require, but it is important to enter your guesses as early as
possible in order to see the potential impact the new project will have on your schedules.
Scoping the project in advance gives you ample time to prepare for possible conflicts. For example, if you see that
your estimated schedule falls at a time when your resources are already overloaded, you have time to decide whether
to change the estimated dates of the new project, reschedule other work to accommodate the new project, or obtain
new resources to handle the additional work.
Estimated schedules, which are usually established early in the goal-setting process, are the basis for establishing
resource requirements. Clients or upper management usually sets them, though you may set them as deadlines for
yourself. Requirements are then developed and refined to form an opinion regarding whether the schedule is
reasonable and resources are available. Estimates and requirements are particularly helpful in evaluating whether to
add permanent or temporary resources and in determining which projects have priority when approving work.
The initial stage of scoping work is part of the continuous refinement of a plan, working toward scheduling work
and allocating resources. Remember the 8 and 80 rule of project management: If the duration is greater than 80
hours, break it down into smaller tasks. If a work item is less than 8 hours in duration, it is too small to break down
further (define it with a To Do List if needed). If you try to get any more detailed, you may spend more time
planning than actually doing the work.
PlanView Tip!
Keep in mind that small projects may not require formal approving and scoping steps. A project lasting for a single
week and requiring one resource probably does not need estimates and requirements. Scope large projects (those
lasting for weeks or months and requiring multiple resources for extended periods of time) in as much detail as
possible to avoid later scheduling conflicts.
One method for estimating in PlanView involves using project templates based on standard methodologies.
Templates are not a required step in scoping, but may reduce the amount of time expended in scoping a project.
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Projects can be associated with a contract to fulfill the purpose of the contract and to define billing rates for the work
being done. To associate work with a contract, there must be an existing contract in place. If no contract exists for
the project, contact your Contract Administrator.
You can associate work with a contract when you create the project, or after the project has been created.
PlanView Tip!
Work cannot be associated with a contract if time has been reported to the work.
To Associate Work with a Contract
1.
Open the Contract Review screen for the contract.
2.
Click Update on the Associated Work heading. The Update Contract screen is displayed.
3.
Click Add Work. The Add Work screen is displayed.
4.
Expand the structures to find the project you need to associate with the contract.
5.
Click the project.
You are returned to the Associated Work screen and will see the project included in the list of associated work, with
its Description, Work ID, and scheduled Start and Finish. To view project detail, click the project name.
If the work is already associated with a contract and you try to associate it with a different contract, a message
displays asking you to confirm that you want to move the work to a different contract association.
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Building the Work Breakdown Structure

Once the project is entered into PlanView, the next step is to plan the work in detail. This process typically involves:
Defining the Phases, Activities, and Tasks that comprise the project. This is referred to as building the Work
Breakdown Structure (WBS).
Setting the duration of these Phases, Activities, and Tasks.
Remember the 8 and 80 rule of project management: If a work item is less than 8 hours in duration, it is too small
to break down further (work item duration less than 8 hours can be defined with a To Do List if needed). If the
duration is greater than 80 hours, it should be broken down into smaller tasks.
To Build the Work Breakdown Structure
1.
Right-click the project and choose Edit WBS from the pop-up menu.
OR
Select the project and select the functionality from the Edit menu.
Whenever you add or change schedule information on this screen, a red flag will display, notifying you that the
scheduling engine may need to be run in order to bring the schedule dates into correspondence with the relationships
and constraints.
From this screen you can also right-click for options to add new work or support tickets, detail the work, model
work distribution, search for and allocate resources to the work, and copy and move work items within the display.
With the buttons at the bottom of the screen, you can also display a Gantt chart of the current data, display a
resource profile showing current allocations and overloads, update the schedule information with the CPM engine,
or run reports on the displayed data.
PlanView Tip!
Any changes made in this screen are immediately saved. There is no Undo or Cancel option. Changes made by
another user will overwrite your changes if they are made any time after yours.
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Adding Work Items to a Project

Work can be added into the PlanView database by entering the information manually or by importing it from a
Microsoft Project file. The following procedure explains the manual process of adding work.
To Build a Work Breakdown Structure Manually
1.
2.
If necessary, create a Filter with the appropriate Loading Options and select the work and resources (criteria)
to be managed.
3.
Select Use Selected Filter to open the filter. The Manage Work screen is displayed.
4.
If the Status Display view is active, select the Enter/Edit Work from the View menu. The Enter/Edit View is
displayed.
5.
Right-click the Project level and select Edit WBS and then Insert Under from the cascading pop-up menus.
A new level, indented as a child of the project, is displayed. This is the Phase of the project.
Dashboard
Action Links
Manage Work).
PlanView Tip!
You cannot insert a work item under any work items with actual hours reported against it.
6.
7.
Type the name of the new Phase.

Right-click the newly created Phase and select Edit WBS, and then either Insert to create another Phase or
Insert Under to create an Activity.
To use icons to add work, click the new Activity and click the
icon (new Task) from the toolbar.
8.
Insert (new Activity) or
Insert Under
Enter the name of the new work item. The Work Breakdown Structure is displayed.
Whenever you add or change schedule information on this screen, PlanView displays a red flag ( ) to notify you
that the scheduling engine may need to be run to bring the schedule dates into correspondence with the relationships
and constraints.
From this screen you can also right-click for options to add new work or support tickets, detail the work, model
work distribution, search for and allocate resources to the work, and copy and move work items within the display.
With the buttons at the bottom of the screen, you can display a Gantt chart of the current data, display a resource
profile showing current allocations and overloads, update the schedule information with the CPM engine, or run
reports on the displayed data.
PlanView Tip!
Any changes made in this screen are immediately saved. There is no Undo or Cancel option. Changes made by
another user will overwrite your changes if they are made any time after yours.
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Enter/Edit View
Main
Flag: Displays: next to work items where the schedule dates have been changed, but the scheduling engine has
not been run if the schedule date has been changed manually or by the Progressing Engine on all work items
affected by the schedule change, and is displayed beside the immediate parent of that work item.
Scheduling Assistant If you take an action that causes the system to see a conflict (such as entering a start
date for a work item that already has a Must Start On constraint date), a message will be displayed, giving you
options to continue or to cancel the action.
Title: name of the work and location within the Work Breakdown Structure (WBS)
Work ID: the system-generated identification number associated with the project on the Work Detail screen
Internal Priority: the defined priority entered on the Work Detail screen and used in the resource scheduling
process
Status: displays the status of the project work as defined in the Work Detail screen
Dates: schedule information about this work item. An ellipsis () will show that there is more information in this
column. A parent work item reflects the earliest scheduled start date and latest scheduled finish date of all its
children. Durations on parent work items cannot be changed. Changes to a date on a parent work item will be
reflected in the children. A parents dates may also change if a child work item is moved.
Duration: how long the project will take to finish, in hours
Start: the date on which the work is scheduled to begin
Finish: the date on which the work is scheduled to end
Schedule Maturity Index (SMI): tells you at a glance the maturity level of a task or project.
The PlanView system calculates SMI, so it does not require input to determine the stage of a work item.
Because the system calculates the SMI based on specific data, you can get an accurate indication of how a
project is progressing.
The SMI is a way to analyze the believability of (and, consequently, your confidence in) a schedule. The
higher the index, the more mature the schedule information. Conversely, if your organization is using an SMI
based on number factors in descending order, the lower the index, the more mature the schedule information.
The SMI measures the input that drives work item dates and gives a way to evaluate the details that make up
the summary levels. The goal is to compare information from various sources with an increased degree of
confidence, or to measure the reduction in risk.
Work phases are associated with the process a project follows as it moves from being entered in to the system
to the point that it is finally closed. PlanView determines SMI at the leaf level, and SMI can be different for
each child. The parent SMI is calculated from its children.
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SMI incorporates every facet of the project lifecycle. Each successive step in the cycle, from inception to
completion, has a value associated with it. As the value increases, your confidence in the project delivery date
also increases. The following figure illustrates SMI.
Figure 35 Schedule Maturity Index (SMI) Time Line
The default SMI factors are as follows:

Dates on Work (20%): When the CPM Engine is run and schedule dates are calculated, the SMI for all affected
work items move into the Schedule Dates phase. The SMI remains in this phase even if the engine is run several
times, changing the schedule dates.
Requirements on Work (30%): When a work item has resource requirements defined for it, the SMI moves into
the Requirements Entered phase.
Reserve Requested (40%): When a work item has resources reserved for it, the SMI moves to the Reserve
Requested phase.
Reserve Approved (50%): When a work item has resource reservations approved for it, the SMI moves to the
Reserve Approved phase.
Allocation Requested (60%): When a work item has resource allocations requested for it, the SMI moves to the
Allocation Requested phase.
Allocation Approved (70%): When a work item has resource allocations approved for it, the SMI moves to the
Allocation Approved phase.
Progressed (90%): When an activity has an actual start date (some time has been reported to it and the data has
progressed into actuals), it moves into the Progressed phase.
Closed (100%): Once the activity has an actual finish date, it moves into the Closed phase.
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CPM Dates
Early Start: the earliest date a work item can start, given network (CPM) logic and constraints.
Early Finish: the earliest date a work item can finish, given network (CPM) logic and constraints.
Late Start: the latest a work item can start without delaying the project finish date or any constraint.
Late Finish: the latest a work item can finish without delaying the project finish date or any constraint.
Total Float: the total amount of time (based on the work items calendar) that a work item can be delayed
without affecting the late finish date of the project. (Total Float = Late Finish Early Finish).
Free Float: The total amount of time (based on the work items calendar) that a work item can be delayed
from its early start date without affecting the start date of any of its successors (calculated as minimum
duration between a tasks Early Finish date and Early Start dates of all of its immediate successors).
CPM Constraints
Constraint Type: what type of constraint date is associated with the work item.
Constraint Date: the constraint date associated with the work item, of the type above.
CPM Relationships
Predecessor: lists any work items to which this work item is linked; i.e., shows any relationships between this
work item and the work that must occur before it can begin.
Successor: lists any work items to which this work item is linked; i.e., shows any relationships between this
work item and the work that can occur after the work item is completed
Resource Info: shows all resources that have been assigned (allocated and/or authorized) to this work item
The following table describes tools to help further refine the WBS.
Action
Hot Key
Description
Delete
F7
Removes work and its children to which the user has R/W access; data will
be removed from the database entirely unless actual time has been charged
Cut
CTRL+F7
Cuts highlighted work and its children from the WBS
Copy
F8
Copies the highlighted work and its children
Insert
F2
Inserts a blank line below the selected work at the same structure level
Insert Under
CTRL+F2
Inserts a blank, indented line underneath the selected work, which will be a
child of the highlighted work
Paste
F9
Pastes a cut or copied item of work and its children at the same structure
level as the highlighted work
Paste Under
CTRL+F9
Pastes a cut or copied item of work and its children underneath the
highlighted work as a child
F10
Activate the text cursor to allow you to type directly in the selected field
(works on most text fields, but not date fields or the Description field)
Collapse
ALT
Collapses/hides all children of the highlighted work (Alternative: click

triangle/minus sign)
Expand
ALT +
Expands/displays all children of the highlighted work (Alternative: click

triangle/plus sign)
Enter data
Icon
n/a
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Paste Options Screen

All options default to selected.
Text Only: selects the work item and its children as text to copy into a different application using the
Windows clipboard
Include Head: If not selected, only the work items children are selected. Using this feature, you can select a
project, de-select the Include Head option, and copy all the phases and tasks into a different project.
Allocations: if selected, includes all the work items resource allocations.
Authorizations: if selected, includes all the work items resource authorizations.
Requirements: if selected, includes all the work items defined resource requirements.
Constraint Dates: if selected, includes all the work items constraint dates.
Relationships: if selected, includes all the work items relationships. Note that all predecessors and successors
must also be selected to include relationships.
To Do Lists: If selected, includes any To Do Lists associated with the work item.
Attachments: If selected, includes any Attachments linked to the work item. Note that this does not make a
copy of the attachment, it merely copies the link to the original.
Support Tickets: If selected, includes all support tickets associated with the work item.
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Calculating a Work Estimate

The Work Estimating functionality can be used with multiple types of estimating methodologies. The Process
Architect divides the work into estimating factors (types of work, such as UI and reports) and complexities (how
difficult each factor is to complete). Each of these is associated with a productivity factor (how many days each will
take to complete):
Work Estimating Factors
Complexity
Productivity Factors
Screens
Moderate
5 days
Complex
8 days
Complex
20 days
Moderate
10 days
Simple
0.5 days
Moderate
1.5 days
Interfaces
Reports
Per project, a number of units are associated with each of these factors. For a given project, the following
breakdown might be identified:
Complexity
Number of Units
Screens
Moderate
Complex
Complex
Moderate
Simple
10
Moderate
Interfaces
Reports
By combining the factors defined by the Process Architect with the project specific numbers, a functional estimate is
created:
Item
Estimate per Item
Total per Item
3 Moderate Screens
5.0 days per Moderate Screen
15 days
2 Complex Screens
8.0 days per Complex Screen
16 days
1 Complex Interface
20.0 days per Complex Interface
20 days
2 Moderate Interfaces
10.0 days per Moderate Interface
20 days
10 Simple Reports
0.5 days per Simple Report
5 days
6 Moderate Reports
1.5 days per Moderate Report
9 days
Total
85 days
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A functional estimate calculates the amount of effort required by each factor in terms of complexity, productivity,
and number of units. For example, the factors in a project to upgrade a system may include screens for its UI (the
factor) that are simple, moderate, or complex (the complexity). Each moderate screen (a unit) was assigned a
productivity factor per unit (effort in days) by your PVA during setup, and the system will calculate the total effort
needed for each factor.
Complexity
Productivity Factor
Number of Units
Total Effort
Screen
Moderate
5 days
10
50 days
Screen
Complex
10 days
40 days
Interface
Moderate
11 days
33 days
Siebel Module
Simple
5 days
40 days
Total
163 days
A functional estimate calculates, from the defined effort per unit, the total effort based on the number of units you
enter. Because the amount of effort per unit is already defined, creating a functional estimate is a shortcut to
calculating the total amount of effort that will be required to complete the project.
To Calculate a Project Functional Estimate
1.
On HomeView, click Review/Update under Work. The Work Schedule screen is displayed.
2.
Click work detail next to the project description. The Work Detail screen is displayed.
3.
Click update next to the Functional Estimate field. The Functional Estimate screen will display.
4.
If needed, click Choose Estimating Factor to add more factors.
5.
Enter the Number of Units (whole numbers only) of each factor that will be included in the project.
When you TAB to a new field or click anywhere on the screen the Total Effort column will be calculated for
each element by multiplying the level of effort by the number of units entered. The total estimate for the
project will be displayed as the Functional Estimate, and the Experience Estimate field will also be
updated per the new data.
You should look at the functional estimate and apply an adjustment (for example, to allow for managerial
tasks or project contingencies) to arrive at the Experience Estimate. This is the number of days that, in your
experience, the project will require.
If, in your experience, the Experience Estimate is not completely accurate, you can change this value (up to
two decimal places may be entered). The Adjustment percentage will be modified to match your new
estimate value. (Conversely, making a further change to the Adjustment percentage will recalculate the
Experience Estimate field.)
Once all estimates are satisfactory, click OK. The Work Detail screen is displayed and the Functional
Estimate field is updated with the new value.
When you have calculated the work estimate, you can distribute the estimate evenly throughout the projects
requirements.
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Schedule Graph
The Schedule Graph displays a graphical representation of the Gantt chart. Several links may be available based on
certain criteria.
Schedule Work: Click this link to call the Scheduling Engine for Critical Path scheduling. This link is
available only if:
User has a R/W grant to the work
Use CPM Scheduling feature is on
Estimate Work: Click this link to open the Project Estimate screen. This link is available only if at PPL level:
User has Detail Project feature
User has R/W grant to the work
If a WBS Template was selected for the work, the following message appears:
A Work Breakdown Template was selected for this work and not yet pasted under it. Click here to paste it now.
If a project has no schedule dates, a message will inform the user. The links described in the Project Gantt section
will still be available to allow the user to schedule the project, copy a WBS template, or Estimate the project.
Schedule Detail
The Schedule Detail screen displays a summary of information about the schedule detail for the project.
This screen has two sections: Work Breakdown Structure and Project Gantt.
The Work Breakdown Structure section lists the WBS for the project. Click the (effort by resource) link to view
resource effort on the project. Click the (schedule detail) link to view more detailed schedule information.
If a WBS Template was selected for the work, the following message appears:
A Work Breakdown Template was selected for this work and not yet pasted under it. Click here to paste it now.
If a project has no schedule dates, a message will inform the user. The links described in the Project Gantt section
will still be available to allow the user to schedule the project, copy a WBS template, or Estimate the project.
Business Rules for Changing Project Status

The following business rules apply if the status of a project is manually changed from within the work detail screen
and the new status contradicts the status change specified in the steps of a workflow template associated with the
project.
The selectable values in the Status field will initially include:
the current status,
any status not referenced in a workflow, and
any status set by an anchor (independent) workflow step. Picking this status allows a user to initiate the
workflow segment, beginning with that step.
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Changing the status manually suspends any pending work lifecycle action notifications.
Changing the status to a value that is associated with an anchor step within a workflow stores the current user
name and time in the actuals field of the step and activates its successors, if any.
Changing the status from a value associated with a non-anchor step changes that step into an anchor, so the
prior status will display in the status list in the future.
Setting the status back to Open/Approved (or any other controlled or dependent state that had been
associated with a step in the initial workflow, and then interrupted by a manual change such as putting it On
Hold) will resume the work lifecycle with the immediate successors to the step of Set / Propose Status of
Open/Approved (or the original status). This may result in repeating prompts for some actions that are not
strictly needed again. Users can re-complete each step without re-editing documents, etc., by clicking on
Submit as Complete.
If the work lifecycle is interrupted by a manual status change before the first controlled (dependent) status
change, the initial status (normally Requested) will already be in the pick list. Setting the project back to that
status will resume the notifications at the point at which they were suspended. Note this is different from
setting the status back to a controlled status after interruption, in which case the immediate successor were
activated even if they had been done before.
Approvals following an anchor step affect the flow of notifications, but the status change has already occurred.
For example, when a project is manually set On Hold (and that is defined in the workflow as an anchor step),
the status change is effective immediately. If there is an Approval step following the On Hold anchor, the user
completing the step will get an Approval screen, even though the status has already been set. If they
disapprove the action, the user who manually made the change will get an alert that the action was
disapproved. They can respond by documenting further reasons for their action, and submitting it again. If
they (or the manager who got the Approval notification) decide to reverse the status change, they can go to
Manage Work or to the Project Detail screen and change the status.
The sample workflow steps and explanations below may clarify the business rules.
Steps of a Sample Project Model

1.
Create project charter template.doc
2.
Review project charter template.doc
3.
Approve project charter template.doc
4.
Create Functional Spec Template.doc
5.
Review Functional Spec Template.doc
6.
Approve Functional Spec Template.doc
7.
Set/Propose status change to Open/Approved
8.
Review status change to Open/Approved
9.
Accept status change to Open/Approved
10. Create budget

11. Review budget
12. Approve budget
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The step preceding the initial status change step of the workflow is suspended. Notifications for the remaining steps
are created and sent to the users responsible for each remaining step. For example: If Step 6 above is completed and
the manager manually sets the status to Canceled, then the Approve Functional Spec Template.doc action will be
suspended and the review notification re-sent to all team members. When the team members dismiss the review
notifications, no additional notifications will be created for the project. This is because the project was canceled,
which negates the need for additional actions for the project.
If the manager manually alters the status and later changes it again (i.e., first sets it to On Hold and later re-opens it),
the only available selections in the Status field will be those not included in specific steps of the workflow. For
example: If Step 6 above has been reached and the manager manually sets the status to On Hold (which is not referenced in the workflow), the Approve Functional Spec Template.doc action will be suspended and no subsequent
actions or notifications will be initiated. If that manager later changes the status, the value of Open/Approved will
not be available because it is part of the remaining workflow steps, which should not be overwritten. Instead, the
manager could choose Requested, which would reactivate the Approve Functional Spec Template.doc step and
reissue the appropriate notifications, causing the workflow to be reestablished.
There is an exception to the previous business rule. The step in effect at the time of the manual status change
becomes an anchor as long as the first status change in the workflow has been completed. In this case, status
selections that were not available in the previous example will now be available (such as Open/Approved). For
example: If Step 12 above is reached in the Workflow process and the manager manually changes the status to On
Hold, Step 7 would become an anchor step. Anchor steps are those which are independent and do not rely on
previous actions in the workflow to trigger them. The action is defined as an anchor because the On Hold status is
not referenced in the workflow, so there are no subsequent steps and notifications defined to follow it. This means
that if the status is ever changed back, the Open/Approved value will be available. If the project is re-opened, the
workflow process will proceed from the anchor step.
You may also manage financial plans for projects as discussed in the Reloading Work Financials into Strategic
Planning section.
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Resource Assignments
Resources are the people who accomplish your organizations goals. Resources are also other assets (such as
computers or machinery) used to accomplish those goals. Each resource in the organization is entered into the
database. Resources provide value to the organization by accomplishing work. This can be project work or service
work. Resources can also perform several standard activities within the organization.
In order for the right resources to be assigned to the right work, each resource must be defined in detail. The deeper
the knowledge base about the resource, the more able the managers are to match the requirements for their work to
the resources that have the right skills.
A resource manager must keep information about each resource current and accurate to ensure that the right resource
is assigned to the right work. This information includes contact and billing information, various professional
attributes, and current work assignments and schedules. Managers can then rely on this data to find resources that fit
work requirements, and to find any unfilled requirements that may match a resource. Schedule information also
feeds data to enable the resource manager to monitor the workload of the resources.
Your HomeView and Resource portfolios provide access to many different types of information to help you manage
your resources quickly and efficiently.
From HomeView, Team Members, Associates, and Managers can
review and update contact information and attributes,
review time and billing information, and
review work assignments (allocations and authorizations) for their granted resources.
From a Resource portfolio, Managers and Associates can
review and update resource attributes, including cost type, employment end dates, and alternate resource
attributes,
review time and billing information for granted resources,
review resource profiles,
review and schedule allocations, authorizations, and standard work,
analyze resource utilization, free time, and overloads, and
fill any outstanding requirements.
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Scheduling Resources
Resources can be assigned to work in one of three ways. The resource may be allocated, authorized, or may be
assigned to a support ticket. Which method is used depends on the type of work. To make the determination, it is
important to understand the differences among the three methods.
An authorization is a means of granting permission to a user to report time to unplanned work. This
permission can be open-ended or can be defined for a specific time period. Authorizations may be made at
levels of the structure above the resource or primary planning level (usually the project level).
A support ticket is used in conjunction with authorizations and provides a means of capturing detailed
information about unplanned work, after it has been performed.
An allocation is the allotment of a specified amount of resource effort toward the completion of a work effort.
In PlanView, allocations are made at the resource level. Requirements and reservations can be defined first, at
higher levels of the work structure, while scoping a project. However, these steps are not a required precursor
to an allocation.
When using allocations, users can:
specify how to distribute the effort over a certain duration (allocation profile);
have the allocated amount of effort decremented from a previously defined requirement or reservation (soft
booking);
designate the state of an allocation as requested, approved, denied, or closed; and
remove an allocation.
The following table provides a comparison of allocations and authorizations and can be used as a guideline when
determining which feature to use.
Allocation
Authorization
Work that is planned
Work that is not planned or work planned out in detail at

a later date
Exactly when work should occur is known
Exactly when work will occur is not known
Specifically who will be doing the work is known
Who might be doing the work is generally known
For how long the work will be scheduled is known
Cannot schedule for a specific amount of time
Displays on a resources profile; therefore, availability is

easily visible
Will not display on a resources profile; therefore, easy

to overextend a resource without visible indication of
remaining availability
Start and finish dates are required
Date range not required
Increases a schedules maturity and reduces risk
Leaves a project open to greater risk, less control
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Allocation
Authorization
Access to resources to whom a user has grants, but the

resource must be in the current filter.
The PlanView administrator defines access to resource

names by setting a global option. The choices include
providing access to
If a user has R/O or R/W grants to a resource and

DOES NOT have permission to approve requests for
that resource, then the user can create allocations and
reserves with a state of requested.
If a user has R/O or R/W grants to a resource and
DOES have permission to approve requests for that
resource, then the user can create allocation and
reserve requests with a state of approved.
all resources to whom a user has R/W access,

even if the resource is not in the current filter, or
all users in the database repository, even if the

resource is not in the filter
The global option to Respect R/W Work Grants to

Assign Resources determines what part of the request
or existing allocation / reserve a user may modify. If the
option is set to No, and the user has permission to
approve requests, they can update any part of the
reserve or allocation (state, dates, effort). If the option is
set to Yes and they have permission to approve
requests for the resource, then they must have R/W
grants to the WORK in order to be able to update the
effort and dates, but they can still change the state of
the reserve/allocation.
Resource assignments made at the lowest (leaf) level
Resource assignments made at any level
Resources and resource managers receive a

notification when new allocations are made
No notifications are generated when resources are

authorized to work
As discussed in the Schedule Maturity Index description in the Enter/Edit View section, the scheduling of resources
moves work through phases related to allocations being requested and approved.
Running the Scheduling Engine for Resources

Graphical displays of resource commitments are available in both the Profile and the Gantt and Profile views. The
resource schedules are displayed in such a way that over-commitments are easily viewed.
When resources are overloaded, there is a great risk the project will slip. The scheduling engine takes resource
availability into consideration and will shift a projects schedule based on resource availability as well as constraints
and relationships.
The scheduling engine for resource scheduling is available from either view within Manage Work by clicking the
Schedule button or choosing Schedule from the Work menu.
From within Manage Work, the resource optimization process will be applied to all highlighted work any child
entities beneath that work.
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To Determine Resource Over-Commitments
1.
Create or open a filter containing the work and resources to be reviewed.
2.
Click the Gantt button or choosing Gantt from the View menu within Manage Work.
3.
Select the Combined Gantt/Profile. Set the scale and the start date as appropriate. The Gantt/Profile View
displays.
4.
Use the magnifying glass icon to zoom in further if necessary.
PlanView Tip!
There are two dark black lines beside each resource name on the resource profile portion of the Gantt chart. The
bottom line represents 0% use of the resources time and the top line represents 100% use. Any graphical
representation of time over the top line indicates an over-utilization of a resource. The light gray line above the top
black line indicates 150% (over) utilization and is the maximum amount of utilization that can be displayed on the
resource profile.
5.
Review the daily allocation availability for each resource by selecting the
procedure for information on customizing this view).
6.
Click the text icon again to re-display the graphical view of the data.
Text Mode icon (see the next
PlanView Tip!
At this point, it is recommended that a baseline be created so that later comparison of the original schedule and the
new schedule can occur easily. It might also be beneficial to perform such schedule changes as these from within a
What-If scenario and then, if the results are acceptable, promote the What-If to be the active schedule.
To Customize the Display of the Resource Profile Text View
1.
From the Combined View, double-click the Profile portion (bottom half) of the view.
2.
Click the Profile Text tab.
3.
In the List of Displayable Items column, click the data elements that should be displayed on the profile
portion of the view. Use the CTRL key to select more than one item.
4.
Click the arrows that point to the Items to Display column.
5.
Select the Set as default option if this selection should be used as the default each time the Profile view is
accessed.
6.
Click OK.
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To Resolve Resource Over-Commitments
1.
To resolve the resource over-commitment, take one of the following actions:
Select Work
Minimize the Gantt and highlight the work to be scheduled in the Manage Work view. Click the
Schedule button or choosing Schedule from the Work menu. The Schedule screen displays.
Schedule from the Gantt windows main menu.
2.
Select the Run Resource Schedule option.
3.
Click the Advanced tab.
The categories of Late, Critical, Sub-Critical, and All are defined in association with the amount of float within a
given project.
Total Float: The amount of time a work item can be delayed without delaying the completion date of the
network of work items.
Free Float: The amount of time a work item can be delayed without delaying the early start of any
immediately following work item. Subtracting Early Finish from Late Finish calculates this.
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Float category definitions:
Normal: Those work items with a float greater than or equal to 10% of the work items duration.
Sub-Critical: Those work items with a float between 5% and 10% of the work items duration.
Critical: Those work items with float between 5% and 5% of the duration.
Late: Those work items with a float less than or equal to -5% of the duration of the work item.
All: Selects the Sub-Critical, Critical, and Late categories for scheduling.
4.
Set the business rules so that the conflicting assignments are handled in the appropriate order. See the
following tables for an explanation of each option.
5.
Click OK when finished.
Advanced Options
Order to Consider Conflicting Assignments to Same Resource
When the scheduling engine is trying to resolve overload conflicts between otherwise equivalent work, the user can
set the preferred order for resolution.
The following table describes the options.
Option
Description
Priority
Schedules work with the highest internal priority before lower priority work
Float
Schedules work with the least amount of float will be scheduled first
Schedule Maturity
Schedules work that is more mature within the Schedule Maturity Index first (i.e., work that
has resources allocated to it carries more weight than work for which only dates have been
entered)
Impact of Resource Availability

There are three options allowing users to define how to schedule work with allocations, based on the Criticality or
Priority.
Option
Description
Ignore Resource
Availability
Allows user to define conditions under which work will be scheduled regardless of
availability. The user may select one or more levels of work Criticality AND/OR one or
more levels of Priority.
Use Resource Overload
Allows user to define the conditions when a resource can be overloaded to complete
work. User may select one or more levels of work Criticality AND/OR one or more
levels of Priority.
Reshape Assignment to
Match Resource
Availability
Allows the user to define criteria under which work is moved if resources are not
available within the duration and allocation profile shape. The work will be moved up to
the point where its Criticality would reach the next level.
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Affected Data
The Scheduling Engine will affect the following items:
Start/Finish dates and duration for allocations,
Schedule Start/Finish dates and duration for work,
Early/Late start and finish dates for work,
Total and free float, and
Resource Profiles (resource load).
PlanView Tip!
Work and resources must be in R/W mode to be affected. Work with a constraint of Must Start On or Must Finish
On will not be affected.
Undo Scheduling
The effects of running the Scheduling Engine can be reversed through the Undo function. When used, this function
will restore the schedule dates as they existed prior to the execution of the Scheduling Engine.
This function is effective only on the most recent changes applied by the Scheduling Engine. If someone has made a
change to the schedule between the original application of the Scheduling Engine and the attempt to undo the
effects, the following message displays:
Changes have been made since the last scheduling run, possibly by other users cannot perform the undo.
To Reverse the Results of the Search Engine
1.
Minimize the Gantt View.
2.
Select Work from the menu bar.
3.
Select Undo Scheduling.
PlanView Tip!
If the Gantt was opened in Enter and Edit Work view of Manage Work, the Undo feature is available by selecting
Work and then Undo Schedule from the menu of the Gantt window.
Managing Information about Your Resources

Manage information about your resources if you want to
update general information about your resources,
review resource attributes in a portlet that you may configure,
review the time and billing data of your resources, and
report the time of your resources.
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Update Resource Information

PlanView lets you manage information about your resources such as contact data, employment start and end dates,
scheduling, time and billing calendars, and the number of hours worked each week, in addition to any resource
attributes you have created in configured screens.
To Update Resource Information
1.
Click Resources.
Dashboard or any other secondary tab except for Financial Management.
2.
3.
Take one of the following actions to specify the resource you want to update:
Administer Resources.
If you are granted to a single resource, select the name of the desired resource when prompted to do so.
If you are granted to multiple resources, click the name of the desired resource in the Choose a
Resource from Portal screen that appears.
PlanView displays a Review Resource screen similar to the following figure.
PlanView Tip!
Attributes without proficiency ratings are listed together in the first portion of the screen. Attributes that can have a
designated proficiency are listed in individual sections
4.
If you want to update a section, click that sections Update link. PlanView displays a screen that lets you edit
data relevant to the selected section.
If you are editing the Contact Information section, enter the appropriate phone, pager, and e-mail
information.
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If you are editing the Attributes section, you may change data in a configured screen set up by your PVA.
For details on that screens fields, see your PVA. You may add more attributes to the Attributes section by
clicking the relevant add links
PlanView Tip!
If a Percentage column exists next to an attribute (such as Cost Center) the percentage must be changed
accordingly if you add an attribute. The system assumes 0% for all cost centers if not changed.
The following table describes the fields that you may edit for the Info and Employment Dates sections.
Field
Description
Calendar
The calendar assigned to the resource that is used by the scheduling

engine.
Time and Billing Calendar
This calendar indicates the resources working schedule.

The Time and Billing calendar is not used by the scheduling engine and does not limit
when a resource can be scheduled to work; rather, it limits when a resource can
report time.
Cost Type
This value is used for budgeting purposes to further define the type of resource or
capital item.
If you want to delete your selection, click .
Quantity
For a single resource, this should be 1. For a group resource, enter the number of
individual resources in the group
Hours per Week
Enter the number of hours that a resource is expected to work in a normal work week
Reimburse Currency
Select the currency in which the resources reimbursed expenses should be

calculated.
Use Time Log
Select this option if the resource will be tracking the arrival and departure times of a
given workday, including lunchtime. This feature is available only if it has been
enabled.
If you select this option, you can activate one or both of the following options:
Make Timesheet hours match Time Log hours requires that the amount of time
reflected as working time on the time log be the same as the number of reported
working hours on a timesheet for the same time period.
Use Daily Shifts allows the user to choose from pre-defined standard shifts for each
day. The Shift feature is useful if a team member has varying shifts that have
consistent time in/time out entries, such as working 85 on Monday, Wednesday, and
Friday, but 74 on Tuesday and Thursday.
Employment Dates
Enter the resources start and end dates.

The start date is not the date the resource started working for your company, but the
date the resource is to start submitting timesheets.
5.
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After making your changes, click OK to return to the Review Resource screen.
Review Resource Attributes

Attributes about each resource can be easily reviewed or maintained. These attributes help categorize resources and
provide the values used throughout the system to sort resources, define resource requirements, and search for
resources based on requirements.
You review and maintain resources attributes through the. Resource Attributes portlet, which includes data similar to
the following figure. The portlet shows the breakdown of the specified attribute for the resources included in the
portfolio. The portlets legend indicates which attribute each color represents. You can select which attributes
displayed in the chart.
Figure 36 Example Resource Attributes Portlet
Configuring the Resource Attributes Portlet

To Configure the Resource Attributes Portlet
1.
Click Resources
Planning to display the Resources Attributes portlet.
2.
Move the cursor to . On the shortcut menu that PlanView displays, click Edit. If no attributes are currently
defined for the portlet, choose Click here to configure the portlet.
3.
In the Resource Attributes Chartlet Settings screen that appears, make a selection from the Resource
Attributes menu to specify the attribute (such as Location, Role, Team, etc.) for which you want to display
data.
PlanView displays a list of values that you may include in the portlet. This list is defined by your PVA.
4.
Select the attribute values that you want displayed in the portlet.
5.
Click OK.
Reviewing the Resource Attributes Portlet

To Review Resource Attributes
1.
If necessary, open the Resource portfolio that includes the resources you want to review. For details, see the
2.
Click Resources
Planning to display the Resources Attributes portlet.
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3.
If the portlet does not include the attribute you want to review, configure the portlet. For details, see the
Configuring the Resource Attributes Portlet section.
4.
If you want to review a graphic summary of the attribute rank for the resource, click the section for the value
you want to review.
For some attributes, PlanView displays a graph to the right of the portlets pie chart similar to the one shown
in the following. In such cases, display an attributes graphic summary by clicking the color bar relevant to
the attribute value you want to review. You may view the graphic summary of the attribute for all
represented resources by clicking View Resources.
5.
When you finish reviewing the summary, click OK.
Review Resource Time and Billing

You can review the status of time reported by your resources to see the dates of time reported, what work has had
how much time reported to it, and the status of the timesheets.
To Review Time Reported by Your Resources
1.
2.
Click HomeView
Time and Billing.
Click Resources
Time and Billing.
OR
If you are granted to multiple resources, you will be prompted to select a resource name through the
Timesheets Requiring Attention portlet. Click the resource name.
The Choose a Period to Approve Time and Billing screen appears.
3.
To review timesheet status, click timesheet status next to any period. For the timesheet status icon to appear,
a timecard must have a status of signed, needs approval; approved; or disapproved.
PlanView displays the Time & Billing Status screen for the resource. If you are granted to only one resource,
only that resource is available in the Timesheets Requiring Attention portlet. The process to view a
resources status is the same for multiple grant authority or single grant authority.
The screen displays the date of each timesheet entered, which work items are included, the amount of time
(in hours) reported to each work item, and the status of the timesheet for the period.
4.
Click the work item to review all time reported to that work item by a resource.
5.
Click allo detail to review the details of an allocation.

If the project definition is something other than a standard activity, allo detail is located in the Resource
Breakdown Structure that appears to the right of the Work Breakdown Structure. If the project is a standard
activity, the Resource Breakdown Structure will not appear, only the Work Breakdown Structure is
displayed.
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Reporting Resource Time

There may be times when a resources reported time is not available. As a resource manager, you can report time for
that resource in order to include it in progress integration. This keeps integration from being delayed, and ensures
that accurate and timely information is available to other managers.
Managing Your Resources Workload

Being able to monitor the workload of your resources enables you to ensure that all resources are working to full
capacity neither overloaded nor under loaded. Efficient use of resources is central to good business and financial
management.
Review your portfolio of resources periodically to keep up with how the resources are performing and to ensure
their time is being used effectively. You can monitor how your resources are being utilized (Resource Utilization
portlet), if your resources are overloaded (Overloaded Resources portlet) or under loaded (Free Capacity portlet),
and if any outstanding requirements may fit your resources skills (Unfilled Requirements portlet).
PlanView provides many ways to optimize a resources schedule. Reservations (also called soft booking) and
requirements can be used to indicate a high-level resource need while a project is in the early stages of scoping.
Reservations have States such as Requested, Approved, or Denied, which a user with the correct grants may
change. These states allow for an approval process and help to facilitate the movement of a request through the
project work lifecycle. After a request for reserving a resource is created and approved, an allocation can be made
against it. Users can designate the State of an allocation as Requested, Approved, Denied, or Closed. When a
resource is allocated to work, the allocation amount is deducted from the total effort specified in the reservation and
can be deducted from the requirement amount. Once an allocation is finalized, the scheduling engine can be used to
level the resources schedule based on various user-defined parameters.
Reviewing Resource Schedules

PlanView provides several methods for reviewing resource schedules, which helps resource managers analyze how a
resources time is scheduled. You can review assignments for one or all resources in a Resource portfolio.
The Approved Work Schedule screen includes a break down of a resources profile, which you may display in a
numerical or graphical format.
To Review Resource Schedules
1.
Click Resources Utilization to display a Resource Utilization portlet similar to the following figure.
Information about all resources that you have a grant to is displayed in the portlet.
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2.
Click a resource. An Approved Work Schedule screen for that resource is displayed. This screen shows the
resources profile, and how the profile is broken down by work item.
If you hold your cursor over a profile bar or a work item description, PlanView displays a brief description of
the allocated time or the remaining effort on the allocation.
3.
If desired, change the Timescale, Units, or Work Displayed. To do so, click

and then make a selection from the menu that appears.
next to the relevant option
You can change the Timescale to Weeks, Months, or Years.

You can change the Units setting to be displayed as Effort (Hours, Days, Weeks, or FTEs) or Duration
(Hours, Days, or Weeks).
You can change the Work Displayed setting to Approved, Requested, or All assigned.
You can define the screens Sort Order as Work (WBS order), the Start date, the Finish date, Duration, or
Remain (indicates the remaining effort).
4.
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If you want to view the resources schedule as numerical data instead of as a profile graph, click Numerical
Work Schedule. PlanView displays data similar to the following figure.
Resource Profiles
A Resource portfolio provides summary screens for reviewing a resources workload. These screens show data in
graphical, numerical, and combination formats.
To Review the Graphical Summary Profile by Resource
1.
Click Resources Utilization to display a Graphical Summary Profile portlet similar to the following
figure. The portlet provides a graph the workload for all relevant resources, with the amount of effort below
each time slice (monthly by default). Any amount of effort over 100% is displayed in red.
2.
Display the data broken down by resource by clicking Resources.
3.
If you want to view the breakdown of a resources hours, click the link for the effort (shown in hours).
4.


5.
If desired, change the screens Sort Order. You may sort by Work (WBS order), Start date, Finish date,
Duration, or Remain (indicates the remaining effort).
6.
If you want to view the work to which the resource is scheduled, click the resources name. PlanView
displays the Approved Work Schedule.
7.
If you want to change how data is displayed in the portlet, click next to Graphical Summary by Resource
and make a selection from the menu that appears. PlanView supports the views described in the following
table.
View
Description
Graphical Summary by Resource
Displays a graph in which data is sorted by resource name, with

the amount of effort for each time slice.
This is the default view.
Graphical Summary by Assignment Type
Displays a graph in which data is sorted by assignment state

(requested, approved, Standard activities, etc.).
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View
Description
Numerical Summary by Resource
Provides a numerical view in which data is sorted by resource

name, with the amount of effort for each time slice.
You may copy and paste data displayed in this view into another
application, such as a spreadsheet.
(Numerical) Resources with Work
Provides a graphical and numerical view of the resources in the

portfolio and their workload from system time now until the end of
the scheduled work.
You can review details or the status of the assignment, or you can
approve, update, or deny reservation and allocation requests in this
view.
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Allocating Resources Directly to Work

Managers schedule resources for work by using allocations. Allocating a resource to work decrements the resources
available time.
Allocations can be made for a work item without first creating a reservation (soft booking) or defining and searching
on a resource requirement.
Warning!
Any unused (not allocated) amount of an approved reservation will expire and be unavailable to the allocating
manager.
To Allocate Resources Directly to Work
1.
Create or open a filter that includes the work and resources to be managed.
2.
Open the Enter and Edit Work view within Manage Work for the project.
3.
Focus on the item to which the resource will be allocated.
PlanView Tip!
Allocations cannot be made at a parent level.
4.
Right-click and select Resources and then Assign Resources from the pop-up menu. The Assign
Resources screen displays with the Allocate tab active.
5.
Click the magnifying glass to the right of the Allocated Resource column. The Select Resources screen
displays with a list of all resources to which a user is granted R/W or RO access. See the next procedure for
allocating to RO resources.
6.
Once the resource name is selected, the Assign Resources screen displays again.
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PlanView Tip!
Allocations can be made individually, or multiple resources can be selected. Another option is to type the known
resources name directly in the Resource column.
If no date and duration information is associated with the work, these fields will be blank. If these fields are blank,
dates, duration, and effort will need to be added. This information must be entered to create the Allocation.
7.
Ensure the following fields are populated:

Allocation State: The state of the allocation: Denied or Approved. In either case, a notification will be sent
to the user that requested the allocation.

Start: The scheduled Start date of the work. This date will automatically populate on the Assign Resources
screen if a scheduled Start date has been defined for the work itself. Changing the Start date for a resource
assignment automatically affects the Finish date based on the established Duration.
Finish: The scheduled Finish date of the work. This date will automatically populate on the Assign
Resources screen if a scheduled Finish date has been defined for the work itself. Changing the Finish date
automatically affects the Duration.
Duration: The Duration is calculated based on the Start and Finish dates. Changing the Duration
automatically affects the Finish date.
Effort: Total amount of time needed to complete the work. This number can be entered in hours, days,
weeks, and months (depending on preferences). Changing the Effort automatically affects the %.
%: Amount of effort that will be exerted as a percentage of the duration. Changing the % value automatically
affects the Effort.
PlanView Tip!
Time or expenses cannot be reported to allocations with a state of Denied.
When a user with R/W access to a resource, permission to approve requests, and permission to allocate resources
accepts or denies an allocation from within HTML pages, the state becomes Approved or Denied respectively.
The following table describes the additional columns (not described in the previous step) on the Allocate tab.
Field
Description
Actual Effort
Amount of effort spent to date on the work, by resource

Read-only field
Displayed in hours, days, weeks or months, depending on user defined preferences
At Complete Effort
Actual Effort plus Remaining Effort.

Cannot be less than Actual Effort
Effort column automatically changes if At Complete Effort is changed
Displayed in hours, days, weeks or months, depending on user defined preferences
Actual Start
The first date effort was charged to the work

Read-only field
Actual Finish
The date the work was marked as finished

Read-only field
Overload %
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The maximum amount the resource may be overloaded on the work
Field
Description
User ID
The ID of the user who created this allocation
Requirement
Allows for the association of an allocation to an existing resource requirement.

Assists in determining if all the requirement has been allocated
This information will affect the Allocated and Pending Effort fields in the header of the
Find Qualified Resources screen for the requirement
8.
Allocate the appropriate resources.
9.
Click OK.
PlanView Tip!
The Assign Resources screen can also be accessed from the Interactive Gantt on the Enter and Edit Work view
within Manage Work.
Pop-Up Menu
Additional information and functionality are available from the pop-up menu for each allocation item.
Field
Description
Requirement
Activates the Find Qualified Resources screen for a Requirement
Allocation Profile
Displays how a resource is allocated to work
Add Item
Ability to add another resource to the work
Display Structure Hierarchy
Displays where the resource exists in the organizations hierarchy
Delete
Removes an allocation
Allocation Detail
Provides historical information about an allocation, including requested, approved,

and current allocation information
Allocation Profile
The allocation profile screen provides information about how the allocation effort was distributed over a specified
duration. The system will automatically distribute this effort evenly, applying the same amount of effort to each
working day between the start and finish dates of the allocation. However, the profile can be edited by running the
resource portion of the scheduling engine or by manually changing the profile. For instance, if a resource should
work on an allocation on Monday, for 3 hours, Tuesday for 4 hours, and on Friday all day; it would be necessary to
build this profile manually because the system will not likely distribute it in this exact manner.
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To Edit an Allocation Profile
1.
From the Assign Resources screen, right-click the resource name and select Allocation Profile from the popup menu.
2.
Enter the Start and Finish date for when each segment of the work should be performed by the resource.
3.
Specify the amount of effort (or percentage of the duration) to be completed during each time frame.
4.
Select the Respect This Profile option in the lower left corner. This indicates that the progressing engine
should respect the manually defined profile. If this option is not selected, the progressing engine will (as is
standard behavior) automatically re-structure the profile.
5.
Click OK.
Requesting Allocations
To Request Allocations for Read-Only Resources
1.
Open Manage Work. (Work
2.
Create a filter that includes the resources for which a RO grant exists.
3.
From the Enter and Edit Work view within Manage Work, right-click a work item and select Resources and
then Assign Resources from the pop-up menu.
4.
Click the navigation button in the Resource field and select the resources. The resource names will be added
to the screen, with the state and requirement fields grayed out.
Dashboard
Action Links
Manage Work).
PlanView Tip!
If users select resources to which they are granted RO access or to which they have R/W access, but do not have
permission to approve requests, the state of the allocation will automatically be set as Requested.
When the state of an allocation is set as Requested (by the system), the description of the state displays as a link
that connects the user to a Request Decision page
Any user with R/W grants to the resource, permission to approve requests, and permission to allocate resources,
may alter the state of the allocation regardless of its current state. A user with R/W grants to work and RO grants to
resources (or R/W grants, but without permission to approve requests) will see the state column, but it displays as
RO.
5.
Enter schedule dates, duration, percentage, and/or effort, as necessary.
6.
Click OK. A notification will be sent to any users with R/W access to the requested resources and permission
to approve requests. That user can approve or deny the allocation request.
PlanView Tip!
If a reserve was created for any parent level above the allocation level, then any allocation made will automatically
decrement from the reserve amount of effort, unless the allocation that exists prior to the creation of a reservation, in
which case it will not be decremented from the reserve amount.
Tolerance levels determine how far an approved allocation (dates, effort, and duration) may be extended. The ability
to edit a tolerance level is only available to users with R/W access to the resource and the ability to allocate
resources.
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When dates exceed the tolerance level, a notification is sent to users who are granted R/W access to the resources
and have permission to approve requests and allocate resources. The state of the allocation will remain as approved,
and modifications to the tolerance level only affect future actions to the allocation, not those already taken.
PlanView Tip!
If you own the resource and allocate that resource, then change the allocation such that it is past the default (or
manually defined) tolerance levels, no out-of-tolerance notification is sent. However, if you own the resource and,
due to progressing, the allocation is moved beyond tolerance levels, you will receive a notification.
To Define Tolerance Levels for an Allocation from Assign Resources
1.
Open Manage Work. (Work
2.
Create a filter that includes all necessary resources and the work which the tolerance will modify.
3.
Open the Enter and Edit Work view within Manage Work at the project level.
4.
Right-click the work item and select Resources and then Assign Resources from the pop-up menu.
5.
Select the Allocate tab and right-click the resource name.
6.
Select Allocation Detail from the pop-up menu. The Allocation Detail screen displays.
7.
Define the tolerance level by indicating the percent amount or the number of days that the requester may
allocate the resource beyond the approved allocation amount.
Dashboard
Action Links
Manage Work).
If both values are defined, the PlanView system will use the most restrictive value, which provides the least
amount of time for the tolerance level. In other words, the system will see this as an or value and will
assume tolerance has been exceeded when one or the other value is reached.
PlanView Tip!
The Allocation Detail screen also provides historical information about an allocation. This includes the requested
allocation dates as well as the approved and the current allocation information.
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Reviewing Resources
You may review resource assignments. PlanView also lets you review the details of an allocation, review the status
of an allocation, or approve or deny resource requests from other managers.
Reviewing Resource Assignments

To Review Resource Assignments
1.
Click Resources and then any secondary tab.
2.
Manage Assignments
Manage Standard Work.
3.
Scheduled Assignments.
OR
If you select Scheduled Assignments and are granted only one resource, PlanView displays that
resources Approved Work Schedule screen. If you are granted multiple resources, however, PlanView
displays the Choose a Resource for Portal screen after you select Scheduled Assignments.
If you select Manage Standard Work, PlanView displays the Summary Standard Activity Profile for
Portal screen.
If PlanView is displaying either the Choose a Resource for Portal screen or the Summary Standard Activity
Profile for Portal screen, click the name of the resource you want to review in the screen that appears.
The Approved Work Schedule screen appears.
Holding the cursor on a Task link displays a pop-up with the work description, the amount of time remaining
on the allocation, and the duration of the allocation.
4.


5.
If desired, change the screens Sort Order. You may sort by Work (WBS order), Start date, Finish date,
Duration, or Remain (indicates the remaining effort).
6.
If desired, view the resources reported time on a project (work item). To do so click on the items time
period link (1 and 0.5 in the above figure) displayed to the left of the work item.
7.
Click Numerical Work Schedule, to display the work as numerical data.
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Reviewing an Allocations Details

You may review the details of an allocation through either the Manage Standard Work command or the Graphical
Profile Summary portlet.
To Review Details of an Allocation Using the Manage Standard Work Command
1.
Click Resources and then any secondary tab.
2.
PlanView displays a Summary Standard Activity Profile screen.

3.
Click the name of the resource you want to review. An Approved Work Schedule screen similar to the
following figure appears.
4.
Click next to the Task link of the appropriate work item. Then select Allocation Detail from the menu that
appears. PlanView displays an Allocation detail screen similar to the following figure.
The Allocation detail screens graph shows the amount of time reported, and the amount of time remaining
on the allocation. You may view a resources contact information by clicking that resources link in the
Allocated Resource section.
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To Review Details of an Allocation Using the Graphical Profile Summary Portlet
1.
Display the Graphical Profile Summary portlet by clicking Resources
Utilization.
2.
In the portlet, click Resources. The Resource Summary screen appears.
3.
Click the name of the resource for which you want to obtain details. PlanView displays the Approved Work
Schedule screen.
4.
Click next to the Task link of the appropriate work item. Then select Allocation Detail from the menu that
appears. PlanView displays an Allocation Detail screen similar to the following figure. The screens graph
shows the amount of time reported, and the amount of time remaining on the allocation. You may view a
resources contact information by clicking that resources link in the Allocated Resource section.
Reviewing Allocation Status

To Review Allocation Status
1.
Click Resources
Utilization.
2.
Open the Approved Work Schedule screen by clicking the desired resource name in the Resource Utilization
portlet, Free Capacity portlet, or the Overloaded Resources portlet.
You can also open the Approved Work Schedule screen from the Graphical Summary Profile portlet.
3.
Click next to the desired work item and select Allocation Status. PlanView displays the Reported Time
screen for the work item.
4.
Review the actual and remaining efforts for this allocation based on time reported by the resource.
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Approving or Denying Requested Allocations

To Approve or Deny Requested Allocations
1.
Click Resources
Utilization.
2.
Open the Approved Work Schedule screen by clicking the desired resource name in the Resource Utilization
portlet, Free Capacity portlet, or the Overloaded Resources portlet.
You can also open the Approved Work Schedule screen from the Graphical Summary Profile portlet.
Approved allocations display as a green bar on the graph. Requested allocations display in light green.
3.
To restrict the display to requested allocations only, click

Requested from the menu that appears.
4.
Click next to the work item for which you want to approve or deny requested allocations. In the menu that
appears, select Update Allocation to display the Update Allocation screen so you can respond to the
allocation request (i.e. deny, accept, accept with changes, etc.).
next to Work Displayed. Then select
Resource: the name of the requested resource.

Substitute With: select another resource if you want to substitute the current one with another resource.
Start Date: the beginning date of the allocation (not necessarily the scheduled start date of the work item).
Finish Date: the ending date of the allocation (not necessarily the scheduled finish date of the work item)
Effort: the amount of allocated effort in hours.
Tolerance Percent and Tolerance Days: how much the allocated amount can vary from the requested
amount
5.
Click Allocation Detail for further information about the allocation.
6.
If the allocation request will be denied, enter Remarks to explain the action and click Deny. A screen is
displayed a notification that the allocation has been denied.
Make any needed modifications to the allocation and click Accept to accept the request as modified.
Remarks can be used to explain or clarify the changes. A screen displays a notification that the
allocation has been accepted.
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Allocating and Requirements

Requirements are used to define resource needs at a high level, usually in the scoping phase of a projects life cycle.
It is possible to allocate resources based on a requirement either without searching on the requirement criteria or
after a search has been conducted
PlanView Tip!
When allocating directly against a requirement, the requirement and allocation must exist at the same level of the
WBS in order to have allocated effort automatically decremented from a requirement.
Allocate on Requirements without Searching

If it is time to assign resources based on the defined requirements and it is not necessary to search the database to
know which resource meets the requirement, resources can be allocated directly to the requirement. This causes the
allocated amount of effort to be decremented from the effort specified in the requirement.
To Allocate Resources Against a Requirement, without Searching
1.
2.
Open the Assign Resources screen for an activity. There are three ways to see which requirements have been
established for work.
With focus on the Resource field, right-click and select the Requirement option. The Find Qualified
Resources screen displays, allowing for the selection of a specific requirement.
With focus on the Resource field, select a resource. If more than one Requirement exists, the Select
Requirement screen displays, allowing for the selection of a specific requirement.
Scroll to the right of the Assign Resources screen and click in the Requirement field and click the down
arrow to access the list of requirements.
Select the appropriate requirement and click OK.
PlanView Tip!
The Direct option in the Requirement column and on the Select Requirement screen allows the flexibility to
allocate resources to work without impacting defined requirements.
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Business Rules for Assigning Resources to a Work Requirement via Find Qualified Resources
Screen
There is a global option, set by the PlanView Administrator, to determine if the system should enforce work grants
when a resource manager attempts to fill a work requirement.
If the option is set to No, any user with permission to approve requests for a resource may create a reserve or
allocation from a requirement or update a reserve or allocation for a granted resource, regardless of the users
work grant.
If the option is set to Yes, a resource manager must have R/W access to the work as well as permission to
approve requests for a resource in order to create a reserve or allocation from a requirement or update a
reserve or allocation for a granted resource.
PlanView Tip!
The user will need at least a R/O grant to access the work item in Manage Work.
Allocating Resources from Search Results

If a user has R/W grants to the resources and the requirement was defined at the lowest available level of the work
breakdown structure, resources can be allocated to work based on the search results for a given requirement. This
will cause the allocated amount of effort to be decremented from the amount of effort specified in the requirement.
To Allocate on Search Results
1.
Perform the search for qualified resources. The Results screen displays the resource names that meet the
criteria:
2.
Select the resources that will be allocated to the work. The Add to Allocations button will become active in
the lower center of the screen.
3.
Click Add to Allocations. The Assign Resources screen displays.
4.
Allocate the resource for the appropriate amount of effort from the Allocate tab.
Ensure the populated information is correct or adjust accordingly.
The Start, Finish, Duration, Effort, and % columns should automatically populate with the information
entered as part of the requirement.
If the scheduled dates were used, then they will agree with the header information on the Assign Resources
screen. If user-defined dates were used, PlanView uses those values to populate the Assign Resources screen.
5.
Click OK.
6.
Repeat the process for additional allocation assignments as necessary.
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Business Rules for Assigning Resources to a Work Requirement via Assign Resources Tab
There is a global option, set by the PlanView Administrator, to determine if the system should enforce work grants
when a resource manager attempts to fill a work requirement.
If the option is set to No, any user with permission to approve requests for a resource may create a reserve or
allocation from a requirement or update a reserve or allocation for a granted resource, regardless of the users
work grant.
If the option is set to Yes, a resource manager must have read/ write access to the work as well as permission
to approve requests for a resource in order to create a reserve or allocation from a requirement or update a
reserve or allocation for a granted resource.
PlanView Tip!
The user will need at least a R/O grant to access the work item in Manage Work.
Deleting an Allocation
After an allocation is made to a resource, it may be necessary to delete that allocation.
To Delete an Allocation
1.
From the Assign Resources screen, right-click the allocation and select Delete. The information on the entire
line will be deleted.
PlanView Tip!
Allocations cannot be deleted once a resource has added the work item to a timesheet. However, any remaining
hours of effort for the allocation can be zeroed out if the allocation is no longer necessary after time has been
reported.
Include Finished Allocations

By default, only resources that still have remaining effort will be listed on the Allocate tab of the Assign Resources
screen. Resources who have completed their portion of the work will not display unless the Include Finished
Allocations option is selected.
To Review Finished Allocations
1.
Select the Include Finished Allocations option in the lower center of the screen. Any resources that have
completed their portion of the work displays as RO.
2.
Click OK.
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Include Outside Filter Allocations

By default, the Assign Resources screen will display only allocations for resources that are included in the filter.
You may, however, view all allocations regardless of how the filter is defined by using the Include Outside Filter
Allocations option.
To Review Allocations Outside the Current Filter
1.
Open the Assign Resources screen.
2.
Select the Include Outside Filter Allocations option in the lower right corner of the screen of the allocate
tab.
PlanView Tip!
When the assign resources screen is accessed from the interactive Gantt, the option is labeled Include Outside
Gantt & Filter Allocations.
Reviewing Your Resource Allocations

A quick way to review which resource has been allocated to work is to use the Show Resources screen.
To Access the Show Resources Screen
1.
2.
Dashboard
Action Links
Manage Work).
From the Manage Work screen, right-click the work item and select Resources and then Show
Resources from the pop-up menu.
3.
Click Close to close the Show Resources window when finished.
PlanView Tip!
This option is not available for a support ticket; however, it is available for the work with which a support ticket is
associated.
Column Descriptions
The following table describes the columns on the Show Resources screen.
Field
Description
Title
Description of the selected work
Work ID
ID associated with the project of the selected work
Sequence ID
Internal structure code for the selected work
Description
The name of each allocated resource will be listed as RO with individual start and finish dates,
actual and remaining effort as well as the total effort
Start
Scheduled start date for the work
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Field
Description
Finish
Scheduled finish date for the work
Actual
Actual effort reported to the work
Remaining
Remaining effort for the work
Total
Actual plus the Remaining effort for the work
Authorizing Resources
When the type of work, the necessary resources, and amount of effort in completing the work are all known, an
allocation can be used to assign a resource to the work and schedule the resources time. However, it is not always
possible to predict the type of work that will occur and the amount of effort that will be involved in completing the
work.
To better plan in the future, it is important to understand how all of a resources time is being used, including work
that cannot be planned in advance. For this reason, PlanView provides the ability to capture actual effort for planned
and unplanned work.
When considering work that cannot be planned in advance, an item can be inserted into the database (such as
Support work) with no detail associated with it. Then, resources can be given permission to report time to the
work as it is performed. This permission is given through the use of authorizations.
Business Rules for Authorizations
Authorizations can be used on both project and support ticket work depending on the nature of the work.
An authorization is not the same as an allocation and does not require a start/finish date.
Because the resources time is not being scheduled in advance, authorizations:
will not display on the Gantt chart,
do not subtract from the resources available time, and
are not considered by the scheduling engine when optimizing a resource schedule.
A user can authorize other individuals to a work item provided that the user has R/W access to the work.
PlanView Tip!
See the chart at the beginning of this chapter for a comparison of the allocation and authorization features.
To Authorize a Resource to Work
1.
2.
Open the Enter and Edit Work view within Manage Work for the work item, right-click and s select
Resources and then Assign Resources from the pop-up menu. The Assign Resources screen displays.
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Dashboard
Action Links
Manage Work).
3.
The Assign Resources screen includes tabs for Allocate and Authorize. Select the Authorize tab. The
Authorizations portion of the Assign Resources screen displays.
4.
Click the magnifying glass for a list of resources. A list of resources to which the user has R/W access
displays.
5.
Highlight the names of the resources being authorized to the work. Use the CTRL key to select multiple
resources.
6.
Click OK when finished selecting resources. The Assign Resources screen displays with the authorized
resources listed.
7.
Click OK.
PlanView Tip!
Authorizations can be made individually, or multiple resources can be selected. Another option is to type in the
known resources name directly in the Resource column.
A Start and Finish date for which the authorization is effective may be entered, but it is optional. If the fields are deactivated, then there is no date restriction when resources can charge time to the work items. These default to
match the scheduled dates of the work item. Calendars can be selected by clicking on the down arrow to select
alternate dates.
Authorizations can be made at or below the primary planning level (PPL usually Project) of the WBS, or at any
level of the Organization Structure (OBS). If an authorization is made at a parent level, all children will inherit that
authorization.
To Review Authorizations from a Resource Portfolio
1.
Click Resources.
2.
Manage Assignments
Authorizations.
If you are granted to only one resource, the Authorizations screen is displayed instead of the Choose a
Resource from Portal screen.
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3.
If you are prompted to choose a resource, select the resource name.

If you are granted to multiple resources, PlanView displays the Choose a Resource from Portal screen to
prompt you to select a resource name. Click the name of the resource you want to update. The Authorizations
screen for that resource is displayed.
4.
To view details about an item, click its link.
PlanView Tip!
Resources can also use standard activities to report time to non-project events such as sick leave. This helps to
explain how a resources time was spent if scheduled project work was not performed. See the Track and Approve
Time and Expenses Guide for instructions on reporting time to standard activities.
Resource Standard Activities

A standard activity is any non-project work that reduces the amount of time a resource can spend on project work.
Events such as training, meetings, or jury duty, or vacation can be classified as standard activities. It is important to
assign such standard activities to resources when they become known so the resources available time can be
represented accurately. This helps to ensure that project plans are defined with realistic resource schedule
information.
PlanView tracks two types of standard activities:
Fixed: Used to block off time for a set duration. Incomplete work slips to the following period. Time can be
entered as percentage or fixed effort values. Examples: training, certification courses.
Percentage: Used to block off a percentage of a resources day or week, but not carry over to the next time
period if not used. Time can be entered as a percentage. Changing Effort values alters the Percentage value.
Examples: general admin, meetings, unplanned support work, and vacation.
To Create Standard Activities
1.
Click Resources.
2.
The Summary Standard Activity Profile screen appears.

3.
Click Create Standard Activity Assignment. The Create Standard Activity screen appears.
4.
Click Select a resource and then select a resource name in the screen that appears.
As you add information to the screen, additional fields become available.
5.
Click Select a Standard Activity and then choose a standard activity in the screen that appears.
6.
Select the Type (Fixed or Percentage) of standard activity.
7.
Enter a Start Date and Finish Date to indicate when this resource will be assigned to the standard activity.
8.
If necessary, add a Remark.
9.
Click Create to save the entry. Click OK to respond to the alert that PlanView displays to inform you that the
activity has been created.
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To Review Standard Activities for a Resource
1.
Click Resources.
2.
The Summary Standard Activity Profile screen appears.

3.
Click the name of the resource for which you want to review standard activities. The Approved Work
Schedule screen for the selected resource is displayed.
4.
Click the Activity link of the standard activity you want to review. PlanView displays a hierarchical view of
the location of the activity in the Standard activities hierarchy.
Tracking Resource Utilization

Resource utilization tracks how well your resources are being used to their optimum capacity. If resources are
under-utilized, more work can be assigned to them so their skills and time are not wasted. If resources are overutilized, work schedules can be shifted or other resources assigned to help to level the workload.
The Resource Utilization portlet displays a list of the resources included in your portfolio and indicates the number
of hours they are scheduled to work during the specified time range. (Path: Resources Utilization) A red or
green circle quickly informs you whether or not a resource is over-scheduled. The portlet displays the starting time
range (specified in the portlet settings) plus five periods in the future.
If resources are over utilized, other resources that are underutilized can be assigned to the work to use the resource
pool more effectively.
PlanView Tip!
Click the resource name to view details about the resources scheduled work.
To Configure the Resource Utilization Portlets Settings
1.
Click Resources
2.
On the Resource Utilization portlet, move the cursor to
3.
Click Edit on the shortcut menu that appears. The portlets configuration screen appears.
4.
In Show Top Rows, specify the maximum number of resources you want PlanView to display in the portlet.
5.
Select the Time Increment (Month or Week) in which assignment data should display. The default is Month
and Based on Current Day (todays date). If you want the display to start on a different date, enter the
Custom date.
6.
Enter the Threshold percentages for the appropriate indicators:
7.
Utilization.
A red light is displayed in the portlet if the resources availability has reached or exceeded the minimum
percentage that the resource can be Overutilized.
A green light is displayed in the portlet if the resources availability is under the percentage that the
resource can be Underutilized.
Click OK.
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When configuring the portlet, you may restore its settings back to their defaults by clicking Use Default Settings.
Managing Overloaded Resources

The Overloaded Resources portlet indicates the number of hours scheduled for a resource beyond the number of
hours available for the resource. The number of resources displayed can be managed in the portlet settings screen
using the following procedure.
To Configure the Overloaded Resources Portlets Settings
1.
Click Resources
Utilization.
2.
On the Overloaded Resources portlet, move the cursor to
3.
4.
5.
Indicate the Time Frame for which you would like to review schedule overloads for the resources.
If you select Custom Dates, specify the Start Date and End Date to indicate the beginning and ending dates
for which availability data should be displayed.
6.
If you want to designate the Overloaded Resources Threshold, enter the minimum percentage that a
resource must be overloaded before it is represented in the portlet. For example, you may want to be notified
if the resource is overloaded more than 20%.
7.
Click OK.
Managing Under Loaded Resources

The Free Capacity portlet allows a resource manager to identify available resources quickly and to search for work
requirements for which the resource is a good match, ensuring that all resources are as fully scheduled as possible.
Content can be associated with a resource from this portlet and the number of resources displayed in the portlet can
be managed.
To Configure Portlet Settings
1.
Click Resources
Utilization.
2.
On the Free Capacity portlet, move the cursor to
3.
4.
5.
Indicate the Time Frame for which you would like to review schedule overloads for the resources.
If you select Custom Dates, specify the Start Date and End Date to indicate the beginning and ending dates
for which availability data should be displayed.
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6.
If you want to designate the Free Capacity Threshold, enter the minimum percentage that a resource is
under loaded before it is represented in the portlet. For example, you may want to be notified if the resource
is under loaded more than 20%.
7.
Click OK.
If your resources have a good deal of available time, you can search for work that will fit their skills.
To Search for Work for Available Resources
1.
Click Resources
Utilization.
2.
In the Free Capacity portlet, click the magnifying glass icon

that match those of the resource is displayed.
3.
Click next to the work and select either Reserve Resource to reserve the resource for future allocation, or
Allocate Resource to allocate the resource directly to the work. (Reserve is always displayed. Allocate is
next to the resource. A list of requirements
displayed only at the leaf level.) The start and finish dates of the assignment default to those defined in the
requirement.
PlanView Tip!
A resource manager must be granted R/W access to a resource and have permission to approve requests for the
resource in order to search for requirements.
Business Rules for Assigning Resources to Work via Requirements
There is a global option, set by your PVA, to determine if the system should enforce work grants when a
resource manager attempts to fill a work requirement.
If the option is set to No, any user with permission to approve requests for a resource may create a reservation
or allocation from a requirement or update a reservation or allocation for a granted resource, regardless of the
users work grant.
If the option is set to Yes, a resource manager must have R/W access to the work as well as permission to
approve requests for a resource in order to create a reservation or allocation from a requirement or update a
reservation or allocation for a granted resource.
Finding Unfilled Requirements

The Unfilled Requirements portlet displays all requirements that exist in the database where pending effort is greater
than zero and the requirement has been addressed to you.
To Configure Portlet Settings
1.
Click Resources
Planning.
2.
On the Unfilled Requirements portlet, move the cursor to
3.
Click Edit on the shortcut menu that appears. The Change Unfilled Requirements Portlet screen appears.
4.
In Show Top Rows, specify the maximum number of unfilled requirements you want PlanView to display in
the portlet.
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5.
Click OK.
To Review Details of a Requirement
1.
Click Resources
Planning.
2.
In the Unfilled Requirements portlet, click the requirement you want to review. The Requirement Detail
screen is displayed.
The top portion of the screen indicates the work to which the requirement is associated. Click the work
description to display further details about the work. Click the resource name to display the contact
information for the resource.
Criteria: Can be any of the Resource primary or alternate structure; may include Resource, Skill, Location,
etc.; certain alternate structures may be unique to your organization.

Attribute: A defined list of options specific to the selected Criteria.
Rank: An efficiency/proficiency scale; appropriate for some attributes, such as skill, but may not be
associated to all requirement criteria.

And/Or: If more than one criteria is selected for a single category, this column is used to establish boundaries
for the requirement. This column combines the lines into one criterion by using standard logical rules: And =
both must be met to satisfy the requirement; Or = either this criteria or the next criteria can be met to satisfy
the requirement.
Critical: If set to Yes, a returned resource must match this part of the criteria, otherwise, it is used in the
search to find a match but is not considered obligatory.
Total Effort: Number of hours the resources will need to expend over the duration of the work.
Assigned Effort: Number of hours already allocated against the requirement.
Pending Effort: Difference between the Total Effort and the Assigned Effort.
Start Date: The first date on which the required resource is needed.
Finish Date: The last date on which the required resource is needed.
The purple and green bars indicate the state of reservations or allocations for the each resource in the
portfolio filter, including start and finish dates of each, displayed on either side of the bar.
3.
Review the details of the requirement.
4.
Click the link for the hours of effort to display the time reported details for the work item.
PlanView Tip!
At the bottom of the screen is a link for Unfilled Requirements not addressed to a Resource Manager. This link
displays the Unfilled Requirements screen, but lists all requirements not addressed to a particular resource manager
that have a pending effort greater than zero. To return to the list of requirements addressed to you, click Unfilled
Requirements addressed to you.
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To Fill a Requirement
1.
Click Resources
Planning.
2.
In the Unfilled Requirements portlet, click the attribute/rank link for the item. The Graphical Summary by
Resource screen displays a list of resources in the portfolio that have the selected attribute (even resources
with no availability). If Rank was used, only the resources with a matching or higher rank are displayed.
3.
Click a resource name to review individual resource profiles. The list displays all resources for which you
can approve requests.
4.
Click the arrow next to the work and select either Reserve Resource to reserve the resource for future
allocation, or Allocate Resource to allocate the resource directly to the work. (Reserve always is displayed.
Allocate is displayed only at the leaf level.) The start and finish dates of the assignment will default to those
defined in the requirement.
5.
Click the work description link to review details of the work. The assignment state will be requested,
approved, beyond tolerance, or denied.
If necessary, modify the Start and Finish dates, Effort, and Tolerance Percentage and Days for the
reservation or allocation.
6.
Enter Remarks to explain or clarify the assignment if necessary.
7.
Click OK. Once the assignment is submitted, a notification of new reservation or allocation will be sent to
the user that initiated the requirement. When a resource manager creates an allocation or reservation from
this screen, the assigned value of the requirement is decremented to reflect the allocated effort.
PlanView Tip!
If a requirement is first decremented by an associated reservation, it is not decremented again when the allocation
is made from that reservation.
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Substituting Resources
Resource substitution can be performed from within a Resource portfolio if both the original and new resources exist
in the portfolio.
To Substitute Resources
1.
Click Resources.
2.
If necessary, open the Resource portfolio that includes the resources you want to substitute. For details, see
3.

from Portal screen.
4.
Select the name of the resource that you want to replace. You can only select from the resources to which
you have a R/W grant. In the Resource portfolio, you are limited to the R/W resources included in your
portfolio filter.
Substitute Resources. PlanView displays the Choose a Resource
PlanView displays a Substitute Resources screen similar to the following figure.
PlanView Tip!
If a work item has a reserve and an allocation for the selected resource, only the allocation is displayed.
5.
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If necessary, view the details of each assignment by clicking the description of the work item.
6.
Click Select a Resource. In the Choose a Substituting Resource screen that appears, select the name of the
resource that is to replace the original resource. The Select Work being Substituted sections check boxes
become available. PlanView also displays the work Schedule Graph for the new resource. You may use the
graph to review the resources workload.
7.
In the Select Work being Substituted section, select the check box of each work item for which the new
resource will be substituted in place of the existing resource. Check boxes are available at the project level or
lower, depending on where the assignment exists. If you select a parent level item, PlanView automatically
selects all of that parents children.
You may select or clear all work item check boxes by clicking Select All Work or Clear All Work,
respectively.
8.
Choose OK.
PlanView Tip!
The OK button will activate once the original and new resource names and the work have been selected. If the
name of the original resource is subsequently changed, the button becomes inactive again because it is then
necessary to select from the revised work information for the newly selected resource.
On the Allocation Detail and/or Reserve Detail screens, the new resource name will display in red text to indicate
that the new resource was substituted for the original resource.
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Requirements and Reservations (Soft-Booking)

The success of a project depends largely on the identification of appropriate team members. It is important to
determine which resources are necessary and then reserve the resources time for upcoming project work.
Requirements and reservations (soft booking) can be used to indicate a high-level resource need while a project is in
the early stages of scoping.
Requirements let you define the need for a certain amount of resource effort during a particular period of time. The
resource needs are usually based on attributes such as skill or location and are usually defined at the primary
planning level (PPL, usually Project) or one level lower (e.g., Phase). A requirement is a means of documenting
a resource need without having the required effort decremented from a resources profile. This feature does not
allow users with RO access to a resource to allocate the resource.
Reserves are used to request a specific amount or resource effort during a particular period of time. Reserves have
states, such as Requested, Approved, or Denied, which a user with the correct grants may change. These states
allow for an approval process and help to facilitate the movement of a request through the project lifecycle.
Once approved, this reservation will decrement the approved time from the resources availability. Allocations can
be made against a reserved amount of time, and the reserved time will be decremented to reflect remaining amount
of effort and time available to be allocated. Additionally, tolerance levels may be defined. Tolerance levels are a
designation of the amount of effort, in hours or percentage of effort, than an allocation may move beyond its
approved reservation of resource effort. This feature allows users with RO access to a resource to allocate the
resource within a limited timeframe.
Requirements and reservations are similar in some ways:
Both are created at high level of WBS, such as Project or Phase.
Both are used in early stages of project, when scoping.
Both assist with sharing of resources.
The following table explains the differences between a requirement and a reservation.
Requirement
Reservation
Will not decrement from resources availability
Will decrement from resources availability
Will not allow users with RO access to a resource to

allocate the resource
Will allow users with RO access to a resource to allocate

the resource in a limited time frame for a limited amount
of effort
Can exist without a reservation
Can create without a requirement, from the Reservation

tab of the Assign Resources screen
Used for forecasting and for sharing resources in a

matrix environment
Used for soft booking and sharing resources in a nonmatrix environment
Will not automatically deduct allocated hours from the

requested hours in a requirement. User must select to
do so
Will automatically deduct allocated hours from the

requested hours in a reserve
The definition of resource requirements and the request and approval of soft booking reservations move a project
along the path of the SMI, in which high-level resource needs are identified and approved as discussed in the
Enter/Edit View section.
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Requirements and reservations may be used independently or in conjunction with one another. When to use them
together or separately will depend on many factors, such as who is responsible for managing work and resources,
and what task is being performed. Requirements can be used when forecasting resource needs and when sharing
resources in a matrix environment. Reservations can be used to soft book a resources time and to share resources in
a non-matrix environment.
Defining Resource Requirements

Within PlanView, specific requirements can be defined for work and the Search Engine can be used to find
resources that meet the defined criteria. Based upon availability and permissions to those resources, the resources
can be assigned to the work.
PlanView Tip!
Requirements are not necessary when scheduling resources. If it is known which resources will perform the work, it
is not necessary to establish a requirement. The resources can be authorized or allocated directly to the work.
To Define a Resource Requirement
1.
Create a new filter that includes the work for which the requirement will be defined and all appropriate
resources. For details, see the Creating Filters section.
2.
3.
From the Enter/Edit Work view within Manage Work, right-click the level at which the requirement will be
placed (usually project or phase) and select Resources and then Find Qualified Resources from the pop-up
menu. The Find Qualified Resources screen displays.
4.
Enter the name of the Requirement by clicking the down arrow in the Requirement field and selecting
(New). The Requirement name will default to Req # and a sequential number.
Dashboard
Action Links
Manage Work).
Change the requirement name to an easily identifiable, descriptive name. This will be helpful in assigning
resources later in the process.
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5.
Enter the Total Effort that is required of the resources.

Total Effort is the number of hours the resources will need to spend during the duration of the work. This is
merely a requirement and not a resource assignment.

The Assigned Effort field is the number of hours already allocated or reserved against the requirement.
The Pending Effort field is the difference between the Total Effort and the Assigned Effort values.
6.
Use the drop-down menu next to the Addressed To field and select the user who should respond to the
requirement. This causes the requirement to display in the Unfilled Requirements portlet for that user. This
is not a required field.
PlanView Tip!
Only users with grants to Approve Requests for resources will be listed in the drop-down menu for the Addressed
To field.
7.
Select one or more criteria for the Requirement.

Click in the first blank row under the Criteria column to activate the drop-down list. Criteria can be any of
the Resource primary or alternate structures. These might include Resource, Skill, Location, etc. Certain
alternate structures may be unique to your organization based upon values established by your PVA.
8.
Select an Attribute associated with the criteria.

The attributes will be a defined list of options specific to the selected criterion.
Click the Attribute field to activate the magnifying glass.
Click the magnifying glass to invoke the drop-down list.
9.
Select the efficiency Rank for the Attribute. Selecting an efficiency rank is appropriate for some attributes,
such as skill, but might not be applicable to all requirement criteria.
If this field remains inactive, then the efficiency rank is not available for the criterion.
Click the down arrow in the Rank field next to the selected Attribute to activate a drop-down list.
10. If more than one criteria is selected for a single category, use the And/Or column to establish boundaries for
the requirement. This column combines the lines into one criterion by using standard logical rules:
Used when selecting two of the same criteria (Skill) with different attributes (Java versus HTML).
It is set to And by default.
11. Click the down arrow in the And/Or column for the selected criteria to activate the drop-down list.
Highlight And if this criterion and the next criterion must both be met to satisfy the requirement.
Highlight Or if either this criterion or the next criterion can be met to satisfy the requirement.
12. Indicate if the Criteria are critical to the search results.

If the Critical option is set to yes, a returned resource must match this part of the criteria. Otherwise, a match
is not considered obligatory. However, it is still used in the search to find a match.
By default, this option is yes.
13. Click the down arrow in the Critical field to activate the drop-down list and select a value.
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14. Ensure the Dates are set correctly.

The default requirement search dates are equal to the schedule dates. You can change the requirements to
different dates if the duration for the required resource is different from the scheduled dates for the entire
work item.
15. To use dates other than the schedule dates of the work, select the option for User Defined Dates, and enter
the desired Start, Finish, and Duration.
16. Requirements can be deleted in their entirety by selecting a specific requirement and clicking the DELETE
key.
17. A single criterion can be removed from a requirement: focus on the specific criteria, right-click, and select
Delete.
18. Click OK.
PlanView Tip!
The remaining fields on the Find Qualified Resources screen are used to perform searches. They are not necessary
when defining a Resource Requirement.
The Find Qualified Resources screen may also be accessed through the Interactive Gantt available from the Enter
and Edit Work view of Manage Work.
When a work item is closed, the requirements on that item are also closed.
Searching for Resources

Looking for qualified resources using the Search Engine means exploring a specific portion of the database for the
resources that best meet the user-defined requirement.
The search will start with the staff that is readily available to a user. It can be refined until a list of possible resources
is identified for a project.
Only managers with a R/W grant to work can define a requirement. Managers with a R/W or RO grant to the work
however, can search against an existing requirement All previously defined requirements for a work item will be
available to users with a RO grant to the work.
PlanView Tip!
All resources within the PlanView database are available to a user when searching based on a resource
requirement.
To Search for Resources in a Requirement
1.
2.
From the Enter and Edit Work view within Manage Work, focus on the work for which a requirement has
been defined.
3.
Right-click the work item and select Resources and then Find Qualified Resources. The Find Qualified
Resources screen displays. This screen is used to select the Requirement resources to which work will be
allocated, based on search results.
Dashboard
Action Links
Manage Work).
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4.
5.
Ensure that the correct requirement is active in the screen. The following table describes each parameter.
Parameter
Description
Critical
Mark criteria as preferred but not required by de-selecting the Critical option.
Availability
Consider looking for a resource that has the required criteria, but may not be available. Then,
the resource can either be over-allocated, or it may be possible to reschedule some of the
resources other work.
Strict Proficiency
Consider lowering the required proficiency for the resource attribute.
Allow Overload
Allow the resources to be over-allocated a certain percentage of time.
Expand Search
Include resources beyond those in the current filter.
Availability Mode
Ensure that the availability mode is set to Variable rather than Even.
Set the parameters appropriately.

For this work, if...
then...
no requirements are defined
requirement fields are disabled.
only one requirement is

defined
all fields will be populated with the appropriate information.
multiple requirements are

defined
select from the requirement drop-down list to select the appropriate requirement.
When setting dates, you need to be aware of the following information:
6.
The Start, Finish, and Duration values will automatically populate based on the existing schedule
information of the work.
The search can be conducted with these schedule dates, or user-defined dates can be selected.
If searching for requirements using schedule dates, note that the dates and duration display in the upper
right corner of the screen for reference.
Click Search. The Results tab will be highlighted and a screen displays indicating which resources met the
requirement criteria.
Available Resource, Avail, and Score will always display. The additional fields depend on the requirement
criteria selected.
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10
Strategic Planning
Use strategic planning to make long range, top-down strategic plans based on your organizations overall missions
and objectives. Strategic planning lets you drive high-level objectives and strategies into progressively more detailed
components based on financial return, resource demands (labor, financial, or both), dates, and benefits. If your
organization has purchased PlanViews EPM application, you may perform strategic planning.
Strategic portfolios let you perform top-down and bottom-up strategic planning along the Strategic Planning
Structure (SPS). Perform strategic planning to
drive your organizations missions and objectives into more detailed strategies, programs and projects, and
manage and communicate based on strategic business objectives rather than on IT projects.
When creating strategic plans, you may perform some or all of the following tasks. These tasks can be performed for
each of your missions, objectives, strategies and programs.
associate the plan with one or more Work projects,
generate work projects from your strategic plan
enter a financial plan for your strategy,
set up a schedule for the plan,
create a lifecycle for the strategic plan,
guide the strategic plan through a multi-stage approval process, and
run the strategic plan through various scenarios to model the impacts of different funding, prioritization and
scheduling decisions.
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About the Strategic Planning Structure (SPS)

PlanViews SPS consists of strategic entities located at different levels. The SPS defines the hierarchical relationship
of strategic entities to one another. The SPS may be configured in a variety of ways so it can meet an organizations
needs and objectives. PlanViews initial configuration of the database includes the following SPS strategic entity
categories: Mission, Objective, Strategy, and Tactic. The initial configuration is based on the MOST Model for
Business Strategy. If you have a premium subscription to PRISMS, you may refer to PlanViews PRISMS
documentation for more information on the MOST Model.
The following figure shows an example SPS hierarchy.
Figure 37 Example Hierarchy of the SPS
PlanView Tip!
This manual refers to strategic entities by their initial database categories (Mission, Objective, Strategy, and Tactic),
which reflects the MOST Model for Business Strategy. Your PVA can rename these categories and specify how
many different levels there are in your organizations SPS. Therefore, the strategic entity categories and levels in
your organizations SPS may vary from those shown in the figure and discussed in this manual. If your PVA has
reconfigured the SPS, you should know which category names in your organizations database have been changed
and how many levels there are in your organizations SPS.
As discussed in the Creating Strategic Portfolios and Creating Organizational Portfolios sections, you select an
investment model and define its planning level when creating Strategic or Organizational portfolios. The planning
level determines the hierarchical level on which the portfolio is focused. For example:
A portfolio that evaluates a set of tactics for funding has a planning level of tactic.
A portfolio that manages work entities associated with a tactic, has a planning level of project.
A portfolio that evaluates whether an organization has the capacity for executing different work entities, has a
planning level of project.
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You access the SPS and perform some strategic planning tasks through the Review Strategy screen, which looks
similar to the following figure. The level to which PlanView expands the Review Strategy screen is the same as the
planning level defined in the current portfolios investment model. For details on the screen, see the Reviewing a
Strategy section.
Establishing a Strategic Plan

When establishing a strategic plan, you
identify your organizations overall missions,
identify your organizations medium-to-long term objectives for a specific time period, such as a specified
planning horizon (typically one to five years),
develop strategies, tactics, and projects that help your organization fill its missions and meet its objectives,
determine how many resources you need to commit to each objective, and
calculate benefits of the objectives.
Adding Strategic Entities

Strategic entities are added to Strategic or Organizational portfolios. Adding strategic entities is based on grants and
requires that your PVA has given you permission to add strategies. If you are granted to a parent, you may add
strategic children to that parent. For example, you can add a Tactic to a Strategy if you are granted R/W access to
that Strategy.
To Add Strategic Entities
1.
Click the Strategy tab. If necessary, open the Strategic portfolio in which you want to add the Program. For
2.
On the main menu, click Action Links. Then select the appropriate add command.
OR
On the main menu, click Action Links Review Strategy. At the bottom of the Review Strategy screen
that appears, click the appropriate add command.
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PlanView Tip!
PlanView uses the planning level defined in a portfolios investment model to determine which add command is
available. Therefore, Add Tactic is available if the planning level is Tactic, Add Strategy is available if the planning
level is Strategy, etc. After you issue such an add command, you can add any entity (tactic, strategy, etc.) to the
structure levels to which you are granted..
PlanView displays a screen similar to the following figure. The screens title corresponds to the name of the
command you selected. The Org Capacity Approval and Strategic Approval are RO fields that identity the
strategic entitys investment status structures. As discussed in the About PlanViews Investment Status
Structures section, each investment status structure corresponds to a different approval stage gate, and a
fields value indicates the investment status at the relevant gate.
3.
In the Strategic Parent field, click . Then use the Data Picker that appears to select the strategic entitys
parent. You may select a parent at any non-leaf level to which you have a R/W grant.
4.
Click OK.
PlanView renames the screen relevant to the type of parent you selected. Suppose you select an Objective as
the parent. In that case, PlanView will rename the Add Program screen to Add Strategy, and a link to the
selected parent will be displayed in the Strategic Parent field.
5.
Enter a Name.
6.
Define target dates, which are the requestor desired dates. You enter Target Start and a Target Finish by
clicking the appropriate calendar button ( ) and selecting the desired dates.
The calendar is based on the Enterprise Calendar your PVA defined.
You may remove a target date by clicking the
button displayed next to that date.
7.
If appropriate, select the Enable Lifecycles check box to begin a lifecycle process. This option can be set
only if the entity is at or below the minimum strategic lifecycle level, which is defined by your PVA. The
minimum strategic lifecycle level defines the highest level where strategic lifecycles can be used.
8.
If appropriate, select the appropriate Child Lifecycles check box to specify whether you want to enable or
require child lifecycles for the strategic entity you are adding. This will not be available on the lowest level
of the strategic planning structure (as in the example above).
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9.
If lifecycles are enabled on the Program, click Lifecycle Administrator. In the Select Lifecycle Administrator
window that appears, select the person who you want to manage the Programs lifecycles, and then click OK.
10. Click OK.

PlanView Tip!
You may also add strategic entities from another strategic entitys detail screen. For more information, see the
Updating Strategic Entities section.
Reviewing a Strategy
You may display the following information about a strategy by reviewing one:
the hierarchy of your organizations SPS,
the status of strategic entities and investments,
the lifecycle stages of any strategic entities that are included in a lifecycle, and
the planned dates and committed dates of strategic entities,

A strategic entitys planned dates indicate the remaining part of the strategy. Planned dates are always either
equal to or after the planning period.
A strategic entitys committed dates indicate a period of the strategy that either has already occurred or will
occur, regardless of any future strategic planning decisions made.
To Review a Strategy
1.
Click the Strategy tab. If necessary, open the Strategic portfolio in which you want to review a strategy. For
2.

Review Strategy. PlanView displays a Review Strategy screen
The level to which PlanView expands the Review Strategy screen is the same as the planning level defined in
the current portfolios investment model. The planning level also determines the name of the add command
located at the bottom of the screen. Therefore, Add Tactic is available if the planning level is Tactic, Add
Strategy is available if the planning level is Strategy, etc.
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The following table describes the Review Strategy screens fields.

Item
Description
Description
Provides a hierarchical view of the Strategic Planning Structure. The screen includes the
strategic entities to which you have access. You expand and collapse items in this field by
clicking + and respectively.
Clicking a strategic entitys link or button provides access to a menu that lets you display
details about the entity. The menu may also include a link to the strategic entitys schedule
and the Delete command. PlanView uses the following rules to determine whether these
options are available:
A schedule link is available for all levels that are at or below the minimum strategic
scheduling level (defined by PVA). In business terms, your organization decides how
far up the SPS to roll scheduling information. The link is available from that level
down.
The Delete command is available for any entity without children, without any financial
planning data, and not associated to any projects.
Status
Indicates a strategic entitys status.
Lifecycle Stage
Indicates where a given strategic entity is in its lifecycle.
Strategic Approval
Displays each investments status (Accept, Conditional, Analyze, or Refuse). This field
reflects data of the investment status structure associated with the current portfolios
investment model.
PlanView supports multiple investment status structures. Each investment status structure
corresponds to a different approval stage gate.
This field is available only if PlanView is configured to display it.
Start
Indicates a strategic entitys planned or committed start date.

Committed dates are displayed in parenthesis.
For projects, displays the projects actual or scheduled start date.
Actual dates are displayed in parenthesis.
Finish
Indicates a strategic entitys planned or committed finish date.

Committed dates are displayed in parenthesis.
For projects, displays the projects actual or scheduled finish date.
Click to display a strategic entity or projects lifecycle. This field appears only if the strategic
or work entity has a lifecycle.
Clicking this button displays strategic financial planning data. The screen in which PlanView
displays this information depends on whether the given strategic entity has children. If an
entity has children, PlanView displays strategic financial planning data in the Financial
Summary screen. If an entity does not have children, PlanView displays strategic financial
planning data in the Financial Detail screen.
You have access to an entitys strategic financial plan if your PVA enabled you to review
such information.
Click to display the Strategy Schedule Detail screen, which provides a hierarchical view of a
strategic plans planned, committed and work schedule and actual dates.
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Item
Description
Click to manage a strategic entitys content, as discussed in Managing Content.
Updating Strategic Entities

You may make changes to strategic entities.
To Update Strategic Entities
1.
Click the Strategy tab. If necessary, open the Strategic portfolio in which you want to add a strategic entity.
2.
3.
In the Description field of the Review Strategy screen that PlanView displays, click the link or button of
the strategic entity you want to update. PlanView displays a menu similar to the one in the following figure.
4.
Select the detail command to display a detail screen similar to the following figure. The name and sections of
this screen depend on the type of strategic entity you are updating.
Review Strategy.
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5.
For each section you want to update, take the following actions:
In the section you want to modify, click Update. PlanView displays the sections relevant update screen.
Enter data as you do when creating the strategic entity.
Click OK.
PlanView Tip!
If you have R/W grants to a strategic entity, you can use the add command displayed at the bottom of the screen to
add a child to the current entity. The name of the add command corresponds to the strategic entitys child level.
Therefore, the Add Strategy command is available on the Objective Detail screen, Add Tactic is available on the
Strategy Detail screen, etc. On the Tactic Detail screen there is an Add Work command. This command does not let
you add anything to the SPS, but you may use it to add work to the database. The created work will automatically
be associated to the given tactic.
Deleting Strategic Entities

You may make delete a strategic entity that does not have children, has no financial planning data, and is not
associated with any projects.
1.
Click the Strategy tab. If necessary, open the Strategic portfolio in which you want to add a strategic entity.
2.
3.
In the Description field of the Review Strategy screen that PlanView displays, click the link or
the strategic entity you want to update.
Review Strategy.
button of
PlanView displays a menu similar to the one in the following figure. The Delete command is not available if
the strategic entity has children or is associated with a project.
4.
Click Delete.
5.
Click OK to respond to the verification prompt PlanView displays.
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Reviewing or Updating a Strategic Entitys Lifecycles

If a strategic entity has a lifecycle, you can review a flowchart of that entitys lifecycle or update the lifecycles
model. While doing so, you may review the status of any process within that lifecycle.
To have a lifecycle
your PVA enabled lifecycles for the relevant level of the Strategic Planning Structure (set in Global Options),
and
the specific strategic entity must have lifecycle enabled (set on the entitys Detail screen).
To Review a Strategic Entitys Lifecycle
1.
Click the Strategy tab. If necessary, open the Strategic portfolio that includes the appropriate strategic entity.
2.
Review Strategy.
A Review Strategy screen appears. For details on this screen, see the About the Strategic Planning Structure
(SPS) section.
3.
Click
for the strategic entity for which you want to review lifecycle information.
PlanView displays a Review Lifecycle screen similar to the following figure. A green Active box identifies
active segments.
PlanView Tip!
You may also display the Review Lifecycle screen by clicking
in a strategic entitys Detail screen.
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4.
If you want to update the lifecycle model or review the lifecycles status, click Display Templates and
Segments. PlanView displays an Edit Lifecycle screen similar to the following figure. Green check marks
( ) identify any Completed Steps and the process that is Currently Active.
If a lifecycle model has been defined to use with strategic entitles that match the current entitys lifecycle
status, you may update the lifecycle model. To do so, click update and click OK in response to the prompt
that appears. Then select a model and click OK.
If you want to review a specific segment of the lifecycle process, click the appropriate segment link. When
you finish reviewing the segment, click Display Templates and Segments to return to the original Edit
Lifecycle screen.
Including Financial Data in a Strategic Plan

When developing a strategic plan, you typically want to include information about the finances that are necessary
for the plan. This helps you determine how much a plan costs, how money is allocated to the plans various
programs and resources, and whether you have enough funds to implement and complete your plan.
You may enter financial data into any unlocked strategic plan either manually or through an existing financial
model.
Creating or Editing Strategic Financial Plans

If your PVA has given you the necessary permissions, you may create new strategic financial plans or edit unlocked
financial plans.
To Create or Edit Strategic Financial Plans
1.
Click Strategy. If necessary, open the Strategic portfolio in which you want to create or edit a financial plan.
2.
Review Strategy.
(SPS) section.
3.
Click the entitys Financial Management icon

click the name of the entity.
. If the Financial Management Summary screen appears,
PlanView displays the entitys Financial Detail screen.

4.
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Click Actions
5.
If all necessary accounts are not displayed, change templates or add accounts to the current template by
choosing Actions Add/Delete Accounts and entering values for each account.
While making your entries, you may total values and save data without closing the Enter/Edit Financial Plan
screen by clicking Update.
6.
When you finish making your entries, click OK.
For more information on editing financial information, see the Financial Management chapter.
Displaying a Strategic Entitys Financial Plan

To Display a Financial Plan
1.
Click Strategy. If necessary, open the strategic entitys Strategic portfolio. For details, see the Opening
Portfolios section.
2.
Review Strategy.
(SPS) section.
3.
Click the strategic entitys Financial Management icon
The screen that appears depends on whether the entity has children. If the entity does not have children,
PlanView displays a Financial Management Summary screen. If the entity does have children, PlanView
displays the Financial Detail screen. Examples of each screen follow.
The following figure is an example of the Financial Management Summary screen. The screen reflects the
financial data of the current portfolios strategic entities. The information is for the accounts specified in the
financial model and version that the portfolio is using.
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The following figure is an example of the Financial Detail screen.
For more information, see the Financial Management chapter.
Reloading Work Financials into Strategic Planning

You may reload a projects financial planning data into a strategic financial plan.
To Reload Work Financials into Strategic Planning
1.
Click Strategy. If necessary, open the Strategic portfolio in which you want to create or edit a financial plan.
2.
Review Strategy.
(SPS) section.
3.
Click the Financial Management icon
4.
Click Actions
of the project from which you want to load financial data.
Reload Work Financials.
Reloading work financials summarizes the projects detailed financial plan into a summarized strategic financial
plan based on mappings defined by your PVA. The summarized work financials lets you perform bottom-up
strategic planning between Strategies, Tactics and work. For information, see the Financial Management Guide.
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Scheduling a Strategic Plan

Strategic Schedules and Milestones let your organization define the timeframes and key dates on Strategies and
Tactics. Strategic timeframes are defined by committed and planned dates. Committed dates define the portion of the
strategy that either has already occurred or will occur, regardless of any future strategic planning decisions made.
Planned dates define the remaining portion of a strategy. Planned dates are always either equal to or after the
planning period.
Your organizations Strategic Planning Period defines when strategic planning starts and separates committed dates
from planned dates. All data before the Strategic Planning Period is committed. All data after the planning period is
still being planned and hence can be modified through strategic planning. The Strategic Planning Period is always in
the future, often three to six months from the current date. PlanView tracks the Strategic Planning Period in months.
Reviewing Strategic Planning Schedules

Review or adjust schedules if you want to determine the
Committed or planned dates of a strategic entity.

Committed dates are fixed and can only be reviewed. They are set during the Enterprise commitment process,
which is performed by your PVA.
An entitys planned start and finish dates indicate the remaining portion of a strategy. Planned dates are
always either equal to or after the planning period. Planned dates are set through the investment analysis
process.
Target dates of a strategic entity.

An entitys target start and finish dates indicate when the person requesting the strategy would like the
strategy to begin and end. An entitys target dates are set when the entity is created. These dates can be
modified when you update the entity.
Actual or schedule start and finish dates of work associated with a strategic entity.
Actual and schedule dates roll-up to strategies from their associated work. They provide a comparison to
highlight variances between the strategic planned dates and the underlying work schedules.
Target dates and committed or planned dates of a strategic plans milestones.

A milestones target dates identify when the person requesting the milestones would like the milestones to
occur. A milestones target dates are set when the milestone is created. You may modify a milestones target
dates when you update the milestone or review the milestones schedule.
A milestones committed dates indicate when a milestone has occurred.
A milestones planned dates indicate when remaining milestones are to occur. Planned dates are set during the
investment analysis process.
Length of time between the start and finish dates displayed in the scheduling information.
Differences between the start and finish dates displayed in the scheduling information.
To Review a Strategic Entitys Scheduling Information
1.
Click the Strategy tab. If necessary, open the Strategic portfolio that includes the strategic entity for which
you want to review schedule information. For details, see the Opening Portfolios section.
2.
Review Strategy.
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3.
In the Review Strategy screen that PlanView displays, click the appropriate strategic entity link or its
relevant button. From the menu that appears, select the schedule option to display a Schedule screen
The option and screen names reflect the level of the selected strategic entity. For example, the option and
screen names are Tactic Schedule if you are displaying schedule information for a tactic, but they are
Strategy Schedule if you are displaying schedule information for a strategy, and so on.
PlanView Tip!
PlanView displays committed dates and actual dates in parenthesis. It also displays negative variances in red.
A strategic entitys Schedule screen includes the following sections: Strategic Planning Structure, Dates, and
Milestones. Tables discussing each section follow.
As summarized in the following table, the Strategic Planning Structure section provides information about a
strategic entitys committed or planned dates.
Field
Description
Strategic Planning Structure
Identifies the name and type of the current strategic entity.

You may click to expand the display within the Strategic Planning Structure,
which provides you with a view of the entitys hierarchical location.
Start
Indicates the strategic entitys committed start date if it exists. Otherwise, this field
indicates the strategic entitys planned start date.
Finish
Indicates the strategic entitys committed finish date if it exists. Otherwise, this field
indicates the strategic entitys planned finish date.
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As summarized in the following table, the Dates section provides information about a strategic entitys
committed or planned dates, its target dates, and the scheduled or actual dates of work associated with the
strategic entity
Field
Committed/Planned
Target
Work
Schedule/Actual
Description
Start
Indicates the strategic entitys committed start date if it exists.

Otherwise, this field indicates the strategic entitys planned start
date.
Finish
Indicates the strategic entitys committed finish date if it exists.

Otherwise, this field indicates the strategic entitys planned finish
date.
Duration
Indicates the difference between the Committed/Planned Start

and Committed/Planned Finish dates.
Start
Indicates the strategic entitys target start date.
Finish
Indicates the strategic entitys target finish date.
Finish Variance
Indicates the difference between the Target Finish date and the
Committed/Planned Finish date.
Duration
Indicates the difference between the Target Start and Target

Finish dates.
Start
Indicates the earliest actual start date or scheduled start date for
the work associated with the strategy. The actual start date is the
date on which time was first reported for the work.
PlanView displays the works actual start date if it exists.
Otherwise, PlanView displays the works scheduled start date.
Finish
Indicates the latest actual finish date or scheduled finish date for
the work associated with the strategy. The schedule finish date is
the date a work item is planned to finish. The actual finish date is
the date on which the work item was marked as finished.
PlanView displays the works actual finish date if it exists.
Otherwise, PlanView displays the works scheduled finish date.
Finish Variance
Indicates the difference between the Work Schedule/Actual Finish

date and the Committed/Planned Finish date.
Duration
Indicates the difference between the Work Schedule/Actual Start

and Work Schedule/Actual Finish dates.
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The Milestones section provides the scheduling information described in the following table. The milestone
links in this section let you review details about milestones, as discussed in the Reviewing Milestones of a
Strategic or Organizational Portfolio section. For details on the Milestones sections buttons, see the
Deleting Strategic Milestones section.
Field
Description
Target
Indicates the milestones target date.
Committed/Planned
Indicates the milestones committed date if it exists. Otherwise, this field indicates the
milestones planned date.
Target Variance
Indicates the difference between the milestones Target date and the milestones
Committed/Planned date.
PlanView Tip!
You may also display a strategic entitys Schedule screen by clicking the Schedule option in the entitys detail
screen.
Refreshing a Strategic Entitys Work Schedule Information

Refresh a strategic entitys scheduling information if you want to update the entitys work schedule and actual dates.
To Refresh a Strategic Entitys Work Schedule and Actual Dates
1.
Click Strategy. If necessary, open the Strategic portfolio that includes the strategic entity for which you want
to update scheduling data. For details, see the Opening Portfolios section.
2.
3.
In the Review Strategy screen that appears, click the Schedule Detail icon
for which you are updating scheduling data.
4.
Click Refresh Work Schedule/Actual Dates to refresh the dates.
Review Strategy.
relevant to the strategic entity
The work schedule and actual dates are rolled-up from the projects to the Strategic Planning Structure based
on the strategy-work associations.
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Creating Strategic Milestones

Strategic milestones support top-down planning by enabling you to define key future dates before schedules are set
and more detailed planning begins. By creating milestones on strategic entities, you can define key dates and
deadlines before detailing out tactics and projects.
Create a milestone for each major step of your strategic plan. You may create milestones for strategic plans on
which you have R/W grants.
To Create Strategic Milestones
1.
Click the Strategy tab. If necessary, open a Strategic portfolio associated with the strategic plan for which
you want to create a milestone. For details, see the Opening Portfolios section.
2.
Review Strategy.
(SPS) section.
3.
Click the strategic entitys link or its relevant button. From the menu that appears, select the schedule
option to display a Schedule screen similar to the following figure. For details on this screen, see the
Reviewing Strategic Planning section.
4.
Click Create Milestone.
5.
In the Create Milestone screen that appears, enter a Description.
6.
Enter a Target Date by clicking Error! Hyperlink reference not valid. and then selecting a date in the
screen that appears.
7.
Click OK. The milestone is added to the Schedule screens Milestones section.
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Updating Strategic Milestones

Update strategic milestones to reflect changes. You may add or delete strategic milestones if your PVA has given
you R/W grants to strategic entities and also enabled the Modify Strategic Attributes permission.
To Update Strategic Milestones
1.
Click the Strategy tab. If necessary, open a Strategic portfolio associated with the strategic plan for which
you want to create a milestone. For details, see the Opening Portfolios section.
2.
3.
In the Review Strategy screen that appears, click the link or button relevant to the strategic entity
associated with the milestone you want to update. From the menu that appears, select the schedule option
(such as Tactic Schedule or Strategy Schedule) to display the strategic entitys Schedule screen.
4.
In the Schedule screen that appears, click the link of the milestone you want to update. PlanView displays
the Update Milestone screen.
5.
If necessary, edit the milestones Description.
6.
If necessary, change the milestones Target Date by clicking Error! Hyperlink reference not valid. and
then selecting a new date in the screen that appears.
7.
Click OK.
Review Strategy.
Deleting Strategic Milestones

You may delete strategic milestones.
To Delete Strategic Milestones
1.
Click the Strategy tab. If necessary, open a Strategic portfolio associated with the strategic plan in which you
want to delete a milestone. For details, see the Opening Portfolios section.
2.
On the main menu. click Action Links
3.
In the Review Strategy screen that appears, click the link or button relevant to the strategic entity
associated with the milestone you want to delete. From the menu that appears, select the schedule option
(such as Tactic Schedule or Strategy Schedule) to display the strategic entitys Schedule screen.
4.
In the Milestones section of the screen, click the milestones relevant delete button ( ). PlanView deletes
the milestone.
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Review Strategy.
Associating Work with Strategic Entities

You may associate projects with multiple strategic entities. By linking strategic entities with projects, you can tie
strategic plans to work execution. Projects are associated with strategic entities by percentages. Projects are
associated with the Strategic Planning Structures lowest level (often referred to as Tactic or Program). You need a
grant to the project to associate it with a strategic entity.
Investment analysis supports shared decision making across the strategic entities associated with a project. For
details, see the Shared Approval section.
To Associate Work with Strategic Entities
1.
Click Strategy.
OR
Click Organization.
2.
If necessary, open the portfolio to which you want to associate work. For details, see the Opening Portfolios
section.
3.
Review Strategy.
(SPS) section.
4.
Click Associate Work. PlanView displays an Associate Work screen similar to the following figure. The
screen lists projects that you may associate with a strategic entity. You may make a selection from the Work
Status menu to control whether PlanView displays all such projects or only those projects that are active.
Only projects that are not already associated with a strategic entity are listed.
You may search for a project by specifying whether you want to Search By the projects work ID or
description, entering one or more letters of the projects work ID or description, and then clicking .
5.
In the Project column, click
next to the project you want to associate with a strategic entity.
PlanView displays the Associated Strategies screen, which lists strategies associated with the project,
indicates the association's percentage, identifies who made the association, and indicates when the
association was made.
6.
Click Add Associated Strategy. Then use the Data Picker that appears to specify the strategic entity you want
to associate with the project. Repeat this step for each entity you want to associate with the project.
7.
Enter the desired percentage in each entity's Associated Percentages field. The total of all the associations
must add up to 100 percent.
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8.
Click OK. PlanView displays the selected projects in the Strategic Planning Structure section.
9.
Click Strategy.
PlanView Tip!
PlanView includes the Associate Work option on the detail screen of any strategic entity available at the lowest
level of the Strategic Planning Structure. Therefore, you can also associate work from a strategic entitys Detail
screen or the Work Detail screen.
You may review a project's associations in the Associated Strategies screen by clicking
Detail screen.
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in the project's Work
11
Organizational planning is the evaluation of strategic plans based on an organizations capacity to deliver. Delivery
capacity may be in terms of financials (such as Organizational Funding) or resource capacity (such as
Organizational Resource Capacity). Capacity can be defined through the creation of organizational financial plans
and the direct calculation of resource capacity.
Organizational portfolios let you compare strategic plans to organizational resources, which are typically financial or
human. Perform organizational planning to
determine if you have enough resources and finances to complete your organizations future objectives, and
calculate and base your organizations capacity planning on the actual financial and resource capacity of your
organization.
If your organization has purchased PlanViews EPM application, your PlanView software supports organizational
planning.
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Reviewing the Capacity of Your Organizations Resources

Organizational resources are a set of resources that share a common organizational planning level and (optionally) a
given resource attribute, such as Role, Skill or Location. Organizational resources are used in organizational
planning to perform capacity planning.
You may review the capacity of each organizational resource within an Organizational portfolios planning horizon.
To Review the Capacity of Your Organizations Resources
1.
Click Organization. If necessary, open the Organizational portfolio associated with the resources you want
to review. For details, see the Opening Portfolios section.
2.
Review Organization.
PlanView displays a Review Organization screen similar to the following figure. The screen provides
information about the capacity of each organizational resource within the current portfolios planning
horizon.
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The following table describes the Review Organization screens fields.

Item
Description
Description
Provides a hierarchical view of a portfolios Organizational Breakdown Structure.
Capacity
Displays the calculated capacity of an Organizational portfolios resources within the

planning horizon. If PlanView is configured for FTEs, data is shown in days.
Click to display the relevant Financial Summary screen.
You have access to this feature only if your PVA enabled you to review organizational
financial plan information.
Click to manage a resources content, as discussed in the Managing Content through the
Review Content Screen section.
Refreshing Organizational Capacity

Refreshing the organizational capacity calculates the capacity of each organizational resource by summarizing the
underlying named resources capacities based upon their specific calendars.
To Refresh Organizational Capacity
1.
Click the Strategy tab. If necessary, open the appropriate Organizational portfolio associated with the
resources for which you want to refresh capacity. For details, see the Opening Portfolios section.
2.
Review Organization.
PlanView display a Review Organization screen. The screen displays information about the capacity of each
organizational resource within the portfolios planning horizon. For details on the screen, see the Reviewing
the Capacity of Your Organizations Resources section.
3.
Click Refresh Organizational Capacity.

Your PVA can also refresh the organizational capacity.
Warning!
Depending on the size of the portfolio, refreshing the organizational capacity may take some time.
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Key Differences of Strategic Planning and Organizational Planning

Strategic planning and organizational planning help you determine if your organization has enough funding and
resources for the business it performs. In PlanView, strategic planning and organizational planning differ from one
another as described in the following table.
Strategic Planning
Lets you perform top-down planning to drive high-level

objectives and strategies into progressively more
detailed components based on resource demands,
dates, and the realization of benefits.
Lets you evaluate strategic plans based on your

organizations capacity to deliver, such as how much
effort and money it will take to meet your organizations
objectives.
Portfolios are divided by your organizations

deliverables and objectives. The plan spans across
organizational boundaries and so is not based on
divisions, departments, etc.
Portfolios are typically divided by department or

division. This lets an organizational unit focus on those
programs or projects for which they are supplying
resources.
Helps you make decisions based on the planned

investments and actual investments it takes to meet
your organizations objectives.
Helps you make decisions based on the capacity and

demands on a set of resources (human or financial).
Human resources share a common organizational
planning level and may share an attribute, such as role,
skill, or location.
All work rolls up into a strategic plan. PlanView rolls up

financial planning data directly from the SPS. It also
rolls up data indirectly from the working budgets of
WBS work items associated with SPS strategic entities.
Obtains capacity data from the Resource structure. The

resource capacity is compared with either financial
planning data in the SPS or the working budgets of
work items in the WBS.
Reviewing Work
Each organizational investment model uses either the strategic planning hierarchy or the WBS hierarchy. (Strategic
investment models always use the strategic planning hierarchy). If a given Organizational portfolio is associated
with a model that uses the Strategic Planning Structure, there will be a Review Strategy link. If a given
Organizational portfolio is associated with a model that uses the WBS hierarchy, there will be a Review Work link.
To Review a Strategy
1.
Click Organization. If necessary, open the Organizational portfolio associated with the strategy you want to
review. For details, see the Opening Portfolios section.
2.
On the main menu, click Action Links Review Strategy. For details on the Review Strategy screen that
appears, see the Reviewing a Strategy section.
To Review Work
1.
Click Organization. If necessary, open the Organizational portfolio that includes the project you want to
2.
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Review Work.
3.
PlanView displays a screen similar to the following figure. The screen provides a hierarchical view of the
work in the current portfolio.
The following table describes the Review Work screens fields.

Item
Description
Description
Provides a hierarchical view of the WBS. PlanView automatically expands this view, but you
may collapse items in this field by clicking .
Clicking a strategic entity or projects link or button provides access to a menu that lets
you display details and schedule information.
Work Status
Indicates a projects status.
Lifecycle Stage
Indicates where a given strategic entity is in its lifecycle.
Strategic Approval
Displays each investments status (Accept, Conditional, Analyze, or Refuse). This field
reflects data of the investment status structure associated with the current portfolios
investment model.
Start
Indicates the works scheduled start date.

Finish
Indicates the works scheduled finish date.

Click to display the projects lifecycle.
This item is displayed only if work lifecycles are on.
Click to display a projects work financial information in the Financial Detail screen.
You have access to this feature only if your PVA enabled you to review work financial
information.
Click to display the Schedule Detail screen, which includes information about the projects
work schedule and actual dates.
Click to manage project content, as discussed in Managing Content.
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12
Investment Analysis
You perform investment analysis to determine whether an investment should be approved. When performing
investment analysis in PlanView, you may run scenarios to model different sets of organizational planning or
strategic planning decisions. Running scenarios help you review the cost and benefits of different financial,
resource, and schedule decisions. You may create a different mix of approved investments in each scenario for
comparison. You can then review the different scenarios before approving an investment opportunity as an
investment.
This chapter provides an overview of investment analysis and discusses working with scenarios. It then discusses
performing investment analysis, which includes information on how to make specific decisions within a scenario.
Investment Analysis Overview

Not all requested strategies and work are approved for execution. Careful analysis of each request and how it meets
your organizations strategic goals, budget, and other factors is crucial to ensure that good use is made of your
organizations time and resources.
Investment analysis determines if a proposed investment (such as a requested strategy or project) should become an
approved investment. Investment analysis includes ranking all investments in the portfolio, based on definable
scoring measurements that can be grouped and sorted to determine the benefit, cost, and risk criteria for an
investment. This analysis aids in making decisions about which set of investments best meets the organizations
investment and strategic goals. Once the investment set is defined, users can review it and update it as necessary.
PlanViews Strategic and Organizational portfolios provide an interface through which investment analysis occurs.
If your PVA gives you the Use EPM permission, you can create a Strategic or Organizational portfolio. When
creating a portfolio, users define a filter to identify which investments to include, determine the portfolio owner, and
associate a strategic Investment Model. With the Modify Investment Decisions feature, you can model different
investment decisions, including investment status, priority and schedule. With the Define Portfolio Targets feature,
you can set target levels for measurements (based on the Strategic Investment Model).
Strategic Master Data

Master Data is the underlying strategic and organizational data that serves as a central place for capturing and
sharing enterprise plans. Investment analysis data is loaded from Master Data.
Master Data is shared across all portfolios and contains the official record that all scenarios share. Investment
analysis summarizes this data and is captured as a snapshot so that you can make certain specific investment and
scheduling decisions.
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A Strategic or Organizational investment analysis provides a sandbox or what-if environment for modeling
different combinations of investment and scheduling decisions. To support this, each Strategic or Organizational
investment analysis provides you with a snapshot of data that lets you analyze your investments. This snapshot is
taken when a Strategic or Organizational portfolio is first created, and then on demand through the Update Scenario
action. The snapshot contains the following components:
Investments: The specific investments available for analysis is built when the portfolio is created. It is
refreshed each time the scenario is updated.
Investment Status: The investment status of each investment is copied from the Master Data when the
portfolio or a new scenario is created. Unless specified, it is not refreshed each time the scenario is updated or
when a scenario is copied.
Priority: The priority of each investment is copied from the Master Data when the portfolio or a new scenario
is created. It is not refreshed each time the scenario is updated. (This value is only copied when the portfolio is
using an Investment Model with the Use Priority option enabled).
Investment Measurements: The associated measurements for each investment are built when the portfolio is
created and refreshed each time the scenario is updated.
Investment Attributes: The associated attributes for each investment are built when the portfolio is created
and refreshed each time the scenario is updated.
Investment Notes: The associated notes for each investment are built when the portfolio is created and
refreshed each time the scenario is updated.
Investment Metrics: The associated metrics for each investment are calculated when the portfolio is created
and refreshed each time the scenario is updated.

As opposed to this snapshot of the data, Master Data refers to the data in the standard PlanView central database that
is copied when the portfolio is created or a relevant scenario is updated.
You update strategic master data as discussed in the Strategic Planning and Organizational Planning chapters.
About PlanViews Investment Status Structures

PlanView supports multiple investment status structures. Each investment status structure corresponds to a different
approval stage gate. An investment status structure can apply to one or more strategic entities. For example, an
organization may define separate investment status structures for Strategic Approval and Organizational Capacity
Approval.
During the different stages of a strategic plan, the status of investments changes. The following table describes
PlanViews investment status values.
Status
Description
Pending
Indicates the investment opportunity has been identified; however, the business case has not been
completed. The opportunity is not ready to be considered. Investments with this status will NOT be
displayed in the Investment Analysis portions of a Strategic or Organizational portfolio.
Analyze
Indicates the investment opportunity has been identified and the business case prepared. The
opportunity can be considered; however, no final investment decision has been made.
Accept
Indicates the investment opportunity has gone through the investment analysis process, and your
organization has chosen to proceed with the investment.
Conditional
Indicates the investment has gone through the investment analysis process and been accepted
under certain scheduling conditions.
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Status
Description
Refuse
Indicates the investment opportunity has gone through the investment analysis process, and your
organization has chosen not to accept it.
Resubmit
Indicates the investment opportunity went through the investment analysis process, and your
organization originally refused to accept it. The opportunity has been revised and should be
reconsidered.
Business Rules for Investment Status

There are a number of key business rules on investment status:
New investments are created with a default investment status of Pending.
PlanView does not display investments that are Pending in investment analysis. PlanView displays only
investments with a status of Analyze, Accept, Refuse, or Resubmit.
You can change an investments status to Accept from the Rank Investments, Measurement Profile, Schedule
Investments, and Investment Detail screens within the portfolio.
If an investments status is Resubmit, PlanView includes it in the Analysis section of the Rank Investments
screen.
In addition, certain rules for investment status differ based on whether lifecycles are enabled.
If Lifecycles are not enabled, you can use the Strategy Detail screen or Work Detail screen to change the
status from
Pending to Analyze (to indicate the investment is ready to be considered),
Analyze to Pending (to withdraw the investment from consideration),
Refuse to Resubmit (to propose reconsidering the investment), and
Resubmit to Refuse (to withdraw an investment from consideration).
If Lifecycles are enabled
the changes listed above are handled through lifecycle steps, and
Investment Status is a read only field on the Strategy Detail and Work Detail screens.
As discussed in the Business Rules for Shared Approval section, there are business rules for PlanView's shared
approval feature that impact investment status.
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Shared Approval
In some cases, a given investment analysis approval decision is shared among multiple groups or entities. If your
PVA has enabled shared approval, each investment owner may make an independent investment analysis decision
and then combine the distinct decisions into an overall investment analysis decision.
Business Rules for Shared Approval

There are a number of key business rules on shared approval:
When the overall investment status is ready for investment analysis, the overall investment status is changed
from Pending to Analyze. At this time, all Pending shared values are changed to Analyze as well.
An overall decision is not determined until all shared approval decisions have been made. As a result, an
investment will remain in a status of Analyze until all shared approval values have been set to Accept,
Conditional or Refuse.
The overall decision only becomes Accept when all shared approval decisions are Accept.
The overall decision becomes Conditional when at least one approval value is Conditional and all other values
are Accept or Conditional.
The overall decision only becomes Refuse when all shared approval decisions are Refuse.
When a conflict occurs, the overall investment status is set to Repropose. A conflict is defined as when at least
one shared approval value is Refuse and at least one shared approval value is Accept or Conditional. The
conflict is only recognized once all shared approval values have been set to Accept, Conditional, or Refuse.
When the overall status is Repropose, you may either revise and resubmit the investment or withdraw it from
consideration.
To resubmit an investment, change the overall approval status to Resubmit. If you do so, PlanView sets
all shared values that were Refuse to Resubmit as well. Values that are Accept or Conditional are not
changed. If lifecycles are enabled, this change is controlled by the lifecycle. If lifecycles are disabled,
this can be done manually.
To withdraw the investment, change the overall approval status to Refuse. If you do so, PlanView sets
all Shared values to Refuse as well. This manual change is allowed regardless of whether lifecycles are
enabled.
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Investment Analysis Scenarios

A scenario is a snapshot taken when a portfolio is created. A scenario includes data based on the investment model
associated with the scenarios portfolio. A scenario has data about both specific investments and scenario-level
summary information useful for evaluating the impact of different investment decisions.
Scenarios are a tool useful for modeling different sets of organizational planning or strategic planning decisions.
PlanView lets you run different scenarios on a strategic plan so that you may review the cost and benefits of
different financial, resource, and schedule decisions. A Strategic or Organizational portfolio can have multiple
scenarios. This lets you create a different mix of approved investments in each scenario for comparison. You can
then review the different scenarios before approving an investment opportunity as an investment.
Each scenario of a portfolio stores the following data:
measurements for the entire portfolio,
attribute weights,
investment analysis attributes for all investments in the portfolio,
a scenario number,
a list of investments that met portfolio filter criteria at the time the scenario was created, and
the name of the user who created the scenario, and the date on which it was created.
Scenario data is stored in the PlanView database in tables separate from the active PlanView data, thereby allowing
you to
model investment decisions in a what-if environment, and
lock data to capture the inputs used to make decisions once those decisions are made.
Before final investment decisions are made it may be necessary to update a scenario from time to time to ensure that
it includes all the investments that currently meet the portfolio definition, as well as updated investment and target
data such as costs and risks.
During investment analysis, you may need to
create scenarios by adding new ones or duplicating existing ones,
delete a scenario,
change to a different scenario,
review a scenario,
edit a scenario,
compare scenarios,
update scenarios,
promote scenarios, and
lock or unlock scenario.
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While creating, editing, or promoting scenarios, you may mark any given scenario as a portfolios
Baseline Scenario, which is the scenario that is considered the portfolios desired plan. PlanView measures
performance and captures trends by comparing other scenarios with the Baseline Scenario. A Baseline
Scenario is typically locked and is often set at the end of the annual planning cycle.
Active Plan Scenario, which is the scenario that is considered the portfolios plan. A portfolios Active Plan
Scenario is used as the source for information when PlanView captures historical data.
A portfolio can have only one Active Plan Scenario and one Baseline Scenario at a time. The same scenario may be
marked as the portfolios Active Plan Scenario and Baseline Scenario.
Creating Scenarios
PlanView automatically creates a portfolios first scenario when the portfolio is created. You may, however, add
more scenarios to a portfolio by either creating a new scenario or copying an existing one. When a scenario is
created, it uses the investments within the portfolio.
Creating New Scenarios

When a new scenario is created, PlanView updates the scenario to capture a new snapshot of the investments. This
update includes loading the investment status and priority from the Master Data.
PlanView Tip!
The following procedure discusses creating new scenarios from the Maintain Scenarios screen. You can also create
scenarios by clicking Scenario
Create New in the Rank Investments, Measurement Summary, Measurement
Profile, or Scenario Detail screens.
To Create a New Scenario
1.
Click Strategy.
OR
Click Organization.
2.
If necessary, open the portfolio in which you want to create the scenario. For details, see the Opening
Portfolios section.
3.
On the main menu, click Scenario
4.
In the Scenario Detail screen that appears, click Scenario
Review Scenarios.
Create New.
PlanView displays a Create New Scenario screen similar to the following figure. The Investment Model field
is RO and identifies the scenarios Investment Model, which is the one currently being used in your
portfolio.
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5.
Configure the scenario you want to create by defining options as described in the following table.
Option
Description
Description
Enter a descriptive title for the scenario.
Active Plan
Select this check box to set the scenario as the portfolios Active Plan Scenario, which is the
scenario that is considered the portfolios plan.
Only one scenario in a portfolio may be marked as the Active Plan Scenario.
Baseline
Select this check box to set the scenario as the Baseline Scenario, which is the scenario that is
considered the desired plan for the portfolio.
PlanView measures performance and captures trends by comparing other scenarios with the
Baseline Scenario.
Only one scenario in a portfolio may be marked as the Baseline. The Baseline Scenario is
typically locked.
Locked
Select this check box to lock the scenario, or clear the check box to unlock the scenario.
Discount Rate
If the Investment Model is set to use a scenario-specific discount rate, enter the appropriate
discount rate.
This field is RO if the Investment Model is configured to always use a global discount rate.
6.
Click OK.
PlanView creates the new scenario and loads all data, including each investments current Investment Status
and Priority from the Master Data.
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Copying Scenarios
You may create a scenario by copying the current scenario. Copying a scenario duplicates all values from an
existing scenario, including its Measurement Targets, specific Investment Status, and Priority values. Copying a
scenario, however, does not update the scenario with a new snapshot of the investments.
To Copy a Scenario
1.
Click Strategy.
2.
If necessary, switch to the scenario you want to copy. For details, see the Changing Scenarios section.
3.
4.
In the Review Scenario screen that appears, click Scenario
Review Scenario.
Copy.
PlanView displays a Copy Scenario screen similar to the following figure. The Investment Model field is RO
and identifies the scenarios Investment Model, which is the one currently being used in your portfolio.
5.
Configure the scenario you want to create by defining options as described in the following table.
Option
Description
Description
Active Plan
Select this check box to set the scenario as the portfolios Active Plan Scenario,
which is the scenario that is considered the portfolios plan.
Baseline
Select this check box to set the scenario as the Baseline Scenario, which is the
scenario that is considered the portfolios desired plan.
Only one scenario in a portfolio may be marked as the Baseline Scenario. The
Baseline Scenario is typically locked.
Locked
Select this check box to lock the scenario, or clear the check box to unlock the
scenario.
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Option
Description
Discount Rate
If the Investment Model is set to use a scenario-specific discount rate, enter the
appropriate discount rate.
This field is RO if the Investment Model is configured to always use a global
discount rate.
Load Target on Update
Select this check box to configure PlanView to automatically load Measurement

Targets when the scenario is updated.
Target Financial Plan Source
Defines which strategic or organizational entitys financial plan to load.

The screen includes this option if PlanView is to load targets from a financial
plan (based on the definition in the investment model)
Target Financial Version
Defines which financial version for the entity identified above to load. (The
financial model is defined in the investment model.)
The screen includes this option if PlanView is to load targets from a financial
plan (based on the definition in the investment model).
Investment Financial Version
6.
Defines which financial version to load for investment data. The financial model
is defined in the investment model.
Click OK.
PlanView copies the scenario by duplicating data from the original scenario, including its Measurement
Targets, specific Investment Status, and Priority values. PlanView does not automatically update the scenario
with a new snapshot of the investments, but once the new scenario is created you may do so manually as
discussed in the Updating a Scenario section.
Deleting a Scenario
You can delete unlocked scenarios.
To Delete a Scenario
1.
Click Strategy.
OR
Click Organization.
2.
From the main menu, click Scenario
3.
In the Maintain Scenarios screen that appears, select the check box of the scenario you want to delete. You
may delete only one scenario at a time.
Maintain Scenarios.
If a scenario is locked, that scenarios entry includes the lock icon ( ).

4.
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Click Delete.
Defining a Scenarios Scoring Attribute Weights

On a scenario, portfolio measurements define the percentages used for scoring. PlanView uses these percentages to
calculate the investment score of each investment. When you update the attribute weights for the scenario, PlanView
recalculates the scores for all investments.
To Define a Scenarios Scoring Attribute Weights
1.
Click Strategy.
OR
Click Organization.
2.
If necessary, open the Strategic or Organizational portfolio in which you want to define measurements. For
3.
4.
In the Scenario Detail screen that appears, click Portfolio Measurements.
Review Scenario.
PlanView displays a Portfolio Measurements screen similar to the following figure. The screen indicates the
weight of each scoring attribute. It also identifies the value of each target measurement. For time-phased
measurements, you may click a target measurement's name if you want to enter the measurement targets by
time period.
PlanView Tip!
You may also display the Portfolio Measurements screen by clicking Measurement Targets in the Rank
Investments screen.
5.
Specify the Weight that each Scoring Attribute will have in priority calculations.
6.
If desired, enter any Notes in the spaces provided.
7.
Click OK.
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Changing Scenarios
You may quickly change from one scenario to another.
To Change Scenarios
1.
Click Strategy.
OR
Click Organization.
2.
3.
Select the scenario to which you want to switch.
Change Scenario.
Reviewing a Scenarios Details

Review details to display a scenario's
basic information
measurement summary, and
metric summary.
To Review a Scenarios Details
1.
Click Strategy.
OR
Click Organization.
2.
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Review Scenario. PlanView displays a Scenario Detail screen similar
The following table describes the items available on the Scenario Detail screens toolbar.
Item
Description
Scenario
This drop-down menus commands let you change scenarios, or copy, create, edit,
lock, unlock, promote, or update a scenario.
Opens the Portfolio Measurements screen, which lets you specify the weight for each
of the scoring attributes as discussed in the Defining a Scenarios Scoring Attribute
Weights section.
Define Targets
Opens the Define Targets screen, which lets you enter target data over time. For
details, see the Manually Setting Targets on Time-Phased Measurements section.
Investment Decisions
Opens the Review Investment Decisions screen, which displays the proposed
investment decisions (status, priority, and planning dates) and compares that
information with the current Master Data of the scenarios investments. For details, see
the Comparing Master Data with a Specific Scenarios Data section.
The following table describes the fields of the Scenario Detail screens Basic section. You may modify this
information as discussed in the Editing Scenarios section.
Field
Description
Name
This drop-down menus commands let you change scenarios, or copy, create, edit,
lock, unlock, promote, or update a scenario.
Active Plan
Indicates whether the scenario is designated as the portfolios Active Plan Scenario,
which is described in the Investment Analysis Scenarios section.
Baseline
Indicates whether the scenario is designated as the Baseline Scenario, which is

described in the Investment Analysis Scenarios section.
Only one scenario in a portfolio may be marked as the Baseline Scenario. The
Baseline Scenario is typically locked.
Locked
Indicates whether the scenario is locked or unlocked.
Planning Horizon Start
Start period of the Planning Horizon.

A planning horizon lets your organization select the portfolios time span. When
performing investments analysis, PlanView displays only data within the horizon. Any
costs and benefits data before or after the planning horizon are excluded from
investments analysis. No data before the Planning Horizon Start will be loaded.
Planning Period
Indicates the period when Strategic Planning starts. All data before the Strategic
Planning Period is committed. All data after the planning period is still being planned
and hence can be modified through investment analysis. When an investment is
refused, only measurements from the planning period forward are removed from the
totals (measurements before the planning period are considered sunk costs).
A strategic entitys planned dates are always either equal to or after the planning
period.
The planning period is captured each time the scenario is updated.
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Field
Description
Planning Horizon Finish
Finish period of the Planning Horizon.

A planning horizon lets your organization select the portfolios time span. When
performing investments analysis, PlanView displays only data within the horizon. Any
costs and benefits data before or after the planning horizon are excluded from
investments analysis. No data after the Planning Horizon Finish will be loaded.
Created
Indicates when the scenario was created.
Last Updated
Indicates the last time the scenario was updated.
Last Promoted
Indicates the last time the scenario was promoted.
Historical
Indicates whether your PVA created the scenario to capture Enterprise history.
The Measurements Summary section provides investment analysis information for each of the portfolios
measurements. The Metric Summary section provides investment analysis information for the current
portfolios metrics. The following table describes the fields of the Measurements Summary and Metric
Summary sections.
Field
Description
Target
Shows the capacity for a given measurement or metric.
Committed/Accepted
Shows the total for the given measurement or metric of all investments with a status of
Accepted or Conditional.
Difference
Shows the variance between the Target and Committed/Accepted columns.
Analysis
Shows the total for the given measurement or metric of all investments with a status of
Analyze.
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Comparing Scenarios
You may create multiple scenarios to model different sets of investment decisions and then compare them. By
default, PlanView displays data about the current scenario and the most recently promoted scenario. You may,
however, specify which scenarios you want to compare.
PlanView can display scenario comparisons as either a table or a graphic.
Comparing Scenarios in a Table Format

To Compare Scenarios and Display the Comparison as a Table
1.
Click Strategy.
OR
Click Organization.
2.
If necessary, open the portfolio associated with the scenarios you want to compare. For details, see the
3.
Compare Scenarios.
OR
On the main menu, click Scenario Maintain Scenarios. In the Maintain Scenario screen that appears,
select the check boxes of the scenarios you want to compare and then click Compare.
PlanView displays a Compare Scenarios screen similar to the following figure. The screen includes
measurement and investment data for different scenarios (such as Version 1 and Version 2 in the example
screen). The measurement data PlanView displays for a scenario includes the scenarios Measurement
Targets and the rolled-up measurement total for all of the scenarios Committed/Accepted investments. The
screens investment data for a scenario includes the status of its Accepted Investments and Investments in
Analysis.
You may review details (such as target measurements) by clicking the link of a specific scenario (such as
Version 1). You may review details about a specific investment by clicking the investments link in the
Accepted Investments or Investments in Analysis sections.
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4.
If you want to add another scenario to the screen, click Add Scenario and select the desired scenario.
5.
If you want to remove a scenario from the screen, click Remove Scenario and select the scenario you want to
remove.
6.
If you want to change the order of the scenarios, click Rearrange Scenarios. In the Configure Compare
Scenarios screen that appears, use the up or down arrow to change the order of the scenarios. Then click OK.
7.
Compare the information for each scenario.
Comparing Scenarios in a Graphic Format

PlanView Tip!
The following procedure assumes that PlanView is configured to display the Attributes by Scenario, Measurements
by Scenario, and Scenario Valuation portlets. For details on adding these portlets, see the Defining Content of Tabs
and the User Menu section.
To Compare Scenarios and Display the Comparison as Graphics
1.
Click Strategy.
OR
Click Organization.
2.
If necessary, open the portfolio associated with the scenarios you want to compare. For details, see the
3.
Click the Scenarios secondary tab. PlanView displays portlets similar to the following figure. As discussed
in the Configuring the Scenarios Tabs Portlets section, you may define the attributes, measurements, and
scenarios for each portlet.
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The following table describes each portlet.

Portlet
Description
Compares the attribute scores for the accepted investments in each scenario.
Compares the measurement totals for the accepted investments in each scenario
Scenario Valuation
Compares the time-phased cost-benefit profiles for the accepted investments in

each scenario.
PlanView displays this portlet only if the Investment Model is time-phased.
Configuring the Scenarios Tabs Portlets

You may configure the portlets displayed on the Scenarios secondary tab. Do so if you want to
specify the scenarios the portlets provide information about,
define which measurements the portlets include
define which attributes the portlets include, or
control the displaying of the portlets legends.

To Configure Portlets Displayed on the Scenarios Tab
1.
Click Strategy
Scenarios.
Click Organization
OR
Scenarios.
2.
If necessary, open the portfolio for which you want to configure the portlet. For details, see the Opening
Portfolios section.
3.
On the portlet you want to configure, move the cursor to
4.
Click Edit on the shortcut menu that appears. PlanView displays the portlets configuration screen.
5.
Select the attributes, scenarios, and measurements you want PlanView to display data for in the portlet.
Clicking Use default selects the portlets default options.
6.
Specify whether you want the portlets legend to be displayed, and if so whether you want it displayed below
or to the right of the portlets graph.
7.
Click OK.
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Editing Scenarios
Edit a scenario to
change the scenarios description,
establish the scenario as the portfolios Active Plan Scenario,
establish the scenario as the portfolios Baseline Scenario,
lock or unlock the scenario,
set the scenarios discount rate,
configure PlanView to load Measurement Targets when the scenario is updated, and
select the financial plan and investments you want to associate with the scenario.
To Edit Scenarios
1.
Click Strategy.
OR
Click Organization.
2.
If necessary, open the portfolio associated with the scenario you want to edit. For details, see the Opening
Portfolios section.
3.
4.
Click Scenario
Edit.
Review Scenario. PlanView displays the Scenario Detail screen.
OR
In the upper right of the Scenario Detail screens Basics section, click update (available for unlocked
scenarios) or detail (available for locked scenarios).
PlanView displays an Edit Scenario screen similar to the following figure.
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5.
Edit the screens options as described in the following table.
Option
Description
Description
Active Plan
Select this check box to set the scenario as the portfolios Active Plan
Scenario, which is described in the Investment Analysis Scenarios
section.
Only one scenario in a portfolio may be marked as the Active Plan
Scenario.
Baseline
Select this check box to set the scenario as the Baseline Scenario,
which is described in the Investment Analysis Scenarios section.
Only one scenario in a portfolio may be marked as the Baseline
Scenario. The Baseline Scenario is typically locked.
Locked
Select this check box to lock a scenario, or clear the check box to unlock
a scenario.
Discount Rate
If the investment model is set to use a scenario-specific discount rate,

enter the appropriate discount rate.
This field is RO if the investment model is configured to always use a
global discount rate.
Load Target on Update
Select this check box to configure PlanView to automatically load

Measurement Targets when the scenario is updated.
Target Financial Plan

Source
Displays when loading targets from a financial plan (based on definition

in investment model)
Defines which strategic or organizational entitys financial plan to load
Target Financial Version
Displays when loading targets from a financial plan (based on definition

in investment model)
Defines which financial version for the entity identified above to load.
(The financial model is defined in the investment model.)
Investment Financial
Version
6.
Defines which financial version to load for investment data. (The

financial model is defined in the investment model.)
Click OK.
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Updating a Scenario
A scenarios data is stored in the PlanView database in separate tables from the active PlanView data. Therefore, it
may be necessary to update a scenario from time to time to ensure that it includes all the investments that currently
meet the portfolio definition.
You can update one scenario at a time. When you update a scenario, PlanView
updates all attributes, measurements, measurement groups, metrics, and notes for each investment,
deletes investments from the scenario that no longer meet the portfolio filter criteria, and
adds all new investments that now meet the filter criteria but were not previously in the scenario.
Updating a scenario does not update the investment decisions (investment status, priority, and planned dates) for the
investments that existed in the scenario prior to the update unless the investments status is changed from Refused to
Resubmit in the Master Data. These settings can be overwritten with the Refresh Status and Priority and Refresh
Planned Dates options. Selecting these options resets the scenarios investment decisions to those found in the
Master Data.
PlanView Tip!
The following procedure discusses updating scenarios from the main menu. You may, however, update scenarios
by using the Scenario menu available on the Rank Investments, Measurement Summary, Measurement Profile and
Schedule Investments screens.
To Update a Scenario
1.
Click Strategy.
OR
Click Organization.
2.
If necessary, open the portfolio associated with the scenario you want to update. For details, see the Opening
Portfolios section
3.
From the main menu, click Scenario Change. In the Change Scenario screen that appears, select the
name of the scenario you want to update.
4.
From the main menu, click Scenario
5.
In the Update Scenario screen that appears, select the appropriate load options. The following table describes
these options.
Update.
Field
Description
Load Targets
Determines whether to reload the scenarios measurement targets from

the Target Financial Plan, the Organizational Resource Capacity feature,
or both.
You define which Strategic or Organizational Financial Plan you want to load for
targets in the Edit Scenario screen, as discussed in the Editing Scenario section.
Refresh Status and Priority
Overwrites the scenarios investment decisions for status and priority

and resets them to the values in the Master Data.
Refresh Planned Dates
Overwrites the scenarios investment decisions for the planned start and
finish dates by resetting them to the values in the Master Data.
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6.
Click OK.
Promoting a Scenario
When you change the status of an investment, the data is saved only in the current scenario (rather than the Master
Data). Promoting a scenario finalizes a set of investment decisions within a scenario and communicates them back
to the Master Data. Promoting a scenario updates the investment status, priority, and planned dates within a strategic
plans Master Data.
After you decide which scenario provides the best value to your organization, you promote a scenario. You do so to
finalize a set of investment decisions within a scenario and communicate them back to the central strategic planning
data.
Promoting a scenario copies scenario data to the Mater Data and communicates the investment decisions of the
scenario throughout your organization. When you promote a scenario, PlanView copies the investment status and
priority for each investment from the specific scenario back to the Master Data.
Promotion may also update planned, target or requested dates for the investments, based on your choices. As
summarized in the following table, which investments PlanView updates depend on whether you are promoting a
scenario at the project level or the strategic-entity level.
While promoting a scenario, you can set options that designate that the scenario should also be marked as the
baseline for performance monitoring, considered the active plan, and locked to prevent changes.
When Promoting at the
Planning Level of
PlanView Updates
Projects
Requested dates
The promotion will set the requested dates for all investments with a status of
Accepted or Conditional.
Strategic entity
Either target dates or planned dates

If updating target dates, the promotion will update target dates for all investments with
a status of Accepted or Conditional.
If updating planned dates, the promotion will update
the planned start and finish for all investments with a status of Accepted or
Conditional, and
any investment that currently has strategic planned dates in the Master Data (to
provide data integrity). The strategic child of any such investment will also be
updated.
The strategic child of any updated investment that already has planned dates will also
be updated.
Planned dates can only be updated if the scenarios planning period matches the
overall Enterprise planning period.
Depending on PlanViews configuration, a promotion can also trigger lifecycle events that
send notifications to users who have proposed investments that have been accepted so that your organization
can begin executing work,
direct your organizations resources toward the funded investments, or
send notifications to users who have proposed investments that have been refused so those users can either
rework their proposals or begin making alternate plans.
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PlanView Tip!
The following procedure discusses promoting scenarios from the Scenario Detail screen. You can also promote
scenarios by clicking Scenario
Promote in the Rank Investments, Measurement Summary, Measurement
Profile, and Schedule Investments screens.
To Promote Scenarios
1.
Click Strategy.
OR
Click Organization.
2.
If necessary, open the portfolio associated with the scenario you want to promote. For details, see the
3.
4.
In the Scenario Detail screens toolbar, click Scenario

Review Scenario. PlanView displays the Scenario Detail screen.

Promote. PlanView displays a Promote Scenario
The following table describes the Promote Scenario screens options.

Option
Description
Mark As Active Plan
Sets this promoted scenario as the portfolios new Active Plan Scenario. For a
description of this type of scenario, see the Investment Analysis Scenarios section.
Mark As Baseline
Sets this promoted scenario as the Baseline Scenario for the portfolio. For a description
of this type of scenario, see the Investment Analysis Scenarios section.
Only one scenario in a portfolio may be marked as the Baseline Scenario. The Baseline
Scenario is typically locked.
Lock Scenario
Prevents other users from making changes to the scenario.
It is advisable to lock scenarios marked as Baseline Scenarios.

Dates to Set
Lets you set dates on the promotion or to opt not to set any dates. This option is
available if the current Investment Model supports schedule shifting.
When evaluating strategies, you can set either Target Dates or Planned Dates.
When evaluating projects, you can set only Requested Dates.
5.
Select the Mark as Baseline and Lock Scenario check boxes if they are not currently selected.
6.
Set other options as appropriate.
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7.
Click OK.
Maintaining Scenarios
You may maintain a portfolios scenarios by using the Maintain Scenarios screen to compare scenarios, create new
scenarios, and delete scenarios. Although these tasks may also be done from other screens, the Maintain Scenarios
screen lets you quickly use one screen to perform the tasks for one scenario after another.
To Maintain Scenarios
1.
Click Strategy.
OR
Click Organization.
2.
If necessary, open the portfolio associated with the scenarios you want to maintain. For details, see the
3.

Maintain Scenarios. PlanView displays a Maintain Scenarios screen
The following table describes the Maintain Scenarios screens fields. You may display the contact
information for the user.
Field
Description
Scenario
Lists the scenarios within the current portfolio. Clicking a scenarios link in this field displays the
Scenario Detail screen.
Active Plan
PlanView displays a green check mark ( ) in this column to identify the Active Plan Scenario.
For a description of this type of scenario, see the Investment Analysis Scenarios section.
Baseline
PlanView displays a green check mark ( ) in this column to identify the Baseline Scenario.
For a description of this type of scenario, see the Investment Analysis Scenarios section.
Only one scenario in a portfolio may be marked as the Baseline Scenario. The Baseline
Scenario is typically locked.
Historical
Indicates if this scenario was created to capture Enterprise history. This is done by your PVA.
Locked
PlanView displays lock icons ( ) in this column to identify locked scenarios. Locking a
scenario prevents other users from modifying the scenario.
You typically lock a portfolios Baseline Scenario,
Created
Indicates the date the scenario was created and identifies which user created it.
Last Updated
Indicates the date the scenario was last updated and identifies which user updated it.
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4.
Perform the desired tasks as discussed in the following table.
To
Do This
Compare scenarios
Select the check boxes of the scenarios you want to compare and
then click Compare. For details on the Compare Scenarios screen that
PlanView displays, see the Comparing Scenarios in a Table Format
section.
Delete a scenario
Select the check boxes of the scenarios you want to delete and click
Delete.
Display contact information of the user

who created, updated, or promoted a
scenario
Click the user name link of the person you want to contact.
Create new scenarios
Click Create New Scenario. For details on the Create New Scenario
screen that appears, see the Creating New Scenarios section.
Locking or Unlocking Scenarios

Lock a scenario to prevent other users from changing the scenario. Any member of a portfolio can create, edit,
update, promote, or delete any scenario in that portfolio if another member does not lock the scenario.
Any user with access to a portfolio may lock a scenario in that portfolio.
You may unlock any scenario you locked. You cannot unlock a scenario locked by another user.
To Lock or Unlock a Scenario
1.
Click Strategy.
OR
Click Organization.
2.
3.
In the Scenario Detail screen that appears, click Scenario.
4.
Select the appropriate command (Lock or Unlock) from the menu that appears.
Review Scenario.
If you are unlocking a Baseline Scenario, PlanView prompts you to confirm unlocking the scenario. Unlock
the scenario by clicking Yes.
PlanView Tip!
You may also lock and unlock scenarios when you edit or promote a scenario.
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Performing Investment Analysis

Investment analysis includes ranking all investments in the portfolio, based on definable scoring measurements that
can be grouped and sorted to determine the benefit, cost, and risk criteria for an investment. This analysis aids in
making decisions about which set of investments best meets the organizations investment and strategic goals. Once
the investment set is defined, users can review it and update it as necessary.
Defining Portfolio Measurements

On each scenario, portfolio measurements define the parameters within which investment analysis occurs. You
define the limits or goals for each measurement by setting targets. Targets define the capacity for a given portfolio.
For example, a Capital Expense measurement in a given scenario might have a target of $20,000,000, meaning the
scenarios goals is not to exceed $20,000,000 in capitalized expense. Similarly a Revenue measurement in a given
scenario might have a target of $40,000,000, meaning the scenarios goals is to meet or exceed $40,000,000 in
projected revenue.
Targets may be set manually or loaded automatically. For Strategic portfolios, targets are provided from a parent
strategic entity. For Organizational portfolios, targets are derived from one or both of the following sources:
organizational financial planning and organizational resources.
Setting Targets Manually

If your PVA enabled Define Portfolio Targets, you may manually set targets for a scenario. Even targets loaded
automatically may be manually adjusted.
How you manually set targets depends on whether you are setting targets for time-phased measurements or non
time-phased measurements. Separate procedures for each method follow.
Manually Setting Targets on Time-Phased Measurements

To Manually Set Targets on Time-Phased Measurements
1.
Click Strategy.
OR
Click Organization.
2.
Click Scenario
3.
Click Define Targets in the Scenario Detail screens toolbar.
Review Scenario to open the Scenario Detail screen.
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PlanView displays a Define Targets screen similar to the following figure. The screen lists the portfolios
measurements and indicates their target values defined for the currently selected time period. You may adjust
the screens time scale by clicking Time Scale and then selecting the desired increment time period (Month,
Quarter, or Year) from the menu that appears.
PlanView Tip!
You may also display the Define Targets screen by clicking a measurement name in the Measurement Profile
screen.
4.
For each measurement you want to set, specify targets by time period.
5.
Click OK.
Manually Setting Targets on Measurements that are Not Time Phased

To Manually Set Targets on Measurements that are Not Time Phased
1.
Click Strategy.
OR
Click Organization.
2.
Click Scenario
3.
Click Portfolio Measurements in the Scenario Detail screens toolbar.
Review Scenario to open the Scenario Detail screen.
PlanView displays a Portfolio Measurements screen similar to the following figure.
The screen lists the portfolios target measurements and indicates their values.
388
PlanView Tip!
You may also display the Portfolio Measurements screen by clicking Portfolio Measurements in the Rank
Investments screen and then clicking the measurement name in that screen.
4.
For each measurement you want to set, specify targets.
PlanView Tip!
If the Portfolio Measurements screens Value fields cannot be manually edited, you are trying to define targets for
time-phased measurements. If this is the case, click a measurement name in the Portfolio Measurements screen.
PlanView displays the Define Targets screen, which lets you manually set targets for time-phased measurements.
5.
Click OK.
Loading Targets
Targets can be loaded automatically based on the portfolio type (Strategic or Organizational) and the investment
model configuration. For Strategic portfolios, PlanView can load targets from a parent strategic entity. For
Organizational portfolios, PlanView derives targets from one or both of the following: the organizational financialmanagement data and organizational resource capacity.
You may edit the targets loaded for a portfolio.
To Load Targets
1.
Click Strategy.
OR
Click Organization.
2.
Click Scenario
3.
In the Scenario Detail screen that appears, click Scenario
Review Scenario.
Edit.
OR
In the up Scenario Detail screens Basics section, click update (available for unlocked scenarios).
4.
If necessary, click the Target Financial Plan Source link in the Financial Integration Settings section of the
Edit Scenario screen that appears. Then use the Data Picker to select the desired source and click OK.
5.
After PlanView returns to the Edit Scenario screen, click OK.
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6.
At the top of the Scenario Detail screen, click Define Targets. PlanView displays a Define Targets screen
similar to the following figure. The screen lists the portfolios measurements and indicates their target values
defined for the currently selected time period. You may adjust the screens time scale by clicking Time Scale
and then selecting the desired increment time period (Month, Quarter, or Year) from the menu that appears.
PlanView Tip!
You may also display the Define Targets screen by clicking the measurement name in the Measurement Profile
screen.
7.
Click Load Targets.
8.
Review the loaded targets and adjust, as necessary.
9.
Click OK.
PlanView Tip!
You may also load targets as discussed in the Updating a Scenario section.
If measurements are time phased, you can also load targets by clicking Load Targets in the Portfolio
Measurements screen.
Displaying Lists of Investments

PlanView lets you obtain lists of investments that have a status of
Analyze, which are investments under consideration but not yet accepted,
Accepted, which are investments that have been accepted for a scenario,
New, which are investments that are in the current portfolio but are not part of the current scenario, and
Stale, which are investments that are no longer part of a scenario but remain in the current portfolio.
Displaying a List of Investments in Analysis

You may display information about investments that are being considered but have not yet been accepted for
investment. Such investments have a status of Analyze.
PlanView Tip!
The following procedure assumes PlanView is configured to display the Investments in Analysis portlet as discussed
in the Defining Content of Tabs and the User Menu section.
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To Display a List of Investments in Analysis
1.
If necessary, open the Strategic or Organizational portfolio that includes the investments you want to review.
2.
Click Strategy.
OR
Click Organization.
3.
Click Schedule.
OR
Click Analysis.
PlanView displays an Investments in Analysis portlet similar to the following figure. The portlet lists the
current portfolios investments that have a status of Analyze. The portlet also includes the total for each
investments scoring attributes. The other columns are those that are marked to be displayed by default in the
investment model. If you would like to change the portlets current settings, see the Configuring the
Investments in Analysis Portlet section.
4.
If you want to display the Investment Detail screen for a particular investment, click the appropriate link in
the Investment column.
5.
If you want to display information about an investments scoring attributes, click the appropriate link in the
Total Score column.
Configuring the Investments in Analysis Portlet

Configure the Investments in Analysis portlet if you want to define which fields the portlet includes, the order in
which the fields are displayed, and the maximum number of investments that the portlet can display at one time.
PlanView Tip!
The following procedure assumes PlanView is configured to display the Investments in Analysis portlet as discussed
To Configure the Investments in Analysis Portlet
1.
If necessary, open the Strategic or Organizational portfolio for which you want to configure the portlet. For
2.
Click Strategy.
OR
Click Organization.
3.
Click Schedule.
OR
Click Analysis.
4.
In the portlet you want to configure, click
. Then select Edit from the menu that appears.
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PlanView displays a screen similar to the following figure. The box on the left lists the data fields that
PlanView can display in the portlet. The box on the right lists the data fields that are currently displayed in
the portlet.
5.
Add and remove data fields by taking the following actions.

To add a field to the portlet, select its name in the list on the left and click
listed fields to the portlet by clicking
.
. You may add all of the
To remove a field from a portlet, select its name in the list on the right and click
of the listed fields from the portlet by clicking
.
6.
. You may remove all
Use the list on the right to specify the order in which the data fields are displayed in the portlet. The fields
are listed top to bottom in the box, but they will be displayed left to right in the portlet.
You move a field to the right in the portlet by moving it up in the box. To do so, select the fields name and
click
. You may move a field to the top of the list by clicking
.
You move a field to the left in the portlet by moving it down in the box. To do so, select the fields name and
click
. You may move a field to the bottom of the list by clicking
.
7.
In Show Top Rows, specify the maximum number of investments you want PlanView to display in the
portlet.
8.
Click OK.
Displaying a List of Accepted Investments

You may display information about investments that were accepted for a scenario and so have a status of Accept.
PlanView Tip!
The following procedure assumes PlanView is configured to display the Accepted Investments portlet as discussed
1.
2.
Click Strategy.
OR
Click Organization.
3.
Click Schedule.
Click Analysis.
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OR
PlanView displays an Accepted Investments portlet similar to the following figure. The portlet lists the
current portfolios investments that have a status of Accept. The other columns are those that are marked to
be displayed by default in the investment model. If you would like to change the portlets current settings,
see the Configuring the Investments in Analysis Portlet section.
4.
5.
If you want to display information about an investments scoring attributes, click the appropriate link in the
Total Score column.
Configuring the Accepted Investments Portlet

Configure the Accepted Investments portlet if you want to define which fields the portlet includes, the order in
which the fields are displayed, and the maximum number of investments that the portlet can display at one time.
PlanView Tip!
The following procedure assumes PlanView is set up to display the Accepted Investments portlet as discussed in
To Configure the Accepted Investments Portlet
1.
2.
Click Strategy.
OR
Click Organization.
3.
Click Schedule.
OR
Click Analysis.
4.
In the portlet you want to configure, click
PlanView displays a screen similar to the following figure. The box on the left lists the data fields that
PlanView can display in the portlet. The box on the right lists the data fields that are currently displayed in
the portlet.
393
5.
Add and remove data fields by taking the following actions.

To add a field to the portlet, select its name in the list on the left and click
listed fields to the portlet by clicking
.
. You may add all of the
To remove a field from a portlet, select its name in the list on the right and click
of the listed fields from the portlet by clicking
.
6.
. You may remove all
Use the list on the right to specify the order in which the data fields are displayed in the portlet. The fields
are listed top to bottom in the box, but they will be displayed left to right in the portlet.
You move a field to the right in the portlet by moving it up in the box. To do so, select the fields name and
click
. You may move a field to the top of the list by clicking
.
You move a field to the left in the portlet by moving it down in the box. To do so, select the fields name and
click
. You may move a field to the bottom of the list by clicking
.
7.
In Show Top Rows, specify the maximum number of investments you want PlanView to display in the
portlet.
8.
Click OK.
Displaying a List of New Investments

You may display information about investments that are in the current portfolio but are not part of the current
scenario. Such investments have a status of New.
PlanView Tip!
The following procedure assumes PlanView is configured to display the New Investments portlet as discussed in the
To Display a List of New Investments
1.
2.
Click Strategy.
OR
Click Organization.
3.
Click Schedule.
OR
Click Analysis.
PlanView displays a New Investments portlet similar to the following figure. The portlet displays the status
of those investments that are in the current portfolio but are not in the current scenario. The portlet also
indicates when the investment was originally created.
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4.
Displaying a List of Stale Investments

You may display information about investments that are no longer part of a scenario but are still in the current
portfolio. Such investments have a status of Stale.
PlanView Tip!
The following procedure assumes PlanView is configured to display the Stale Investments portlet as discussed in
To Display a List of Stale Investments
1.
2.
Click Strategy.
OR
Click Organization.
3.
Click Schedule.
OR
Click Analysis.
PlanView displays a Stale Investments portlet similar to the following figure. PlanView displays a Stale
Investments portlet similar to the following figure. The portlet displays the status of those investments that
are in the current portfolio but are no longer included in a scenario.
4.
Reviewing Investments
Review investments if you want to display details about it, display a breakdown of the investments measurements,
or reload an investments data.
Displaying Investment Details

You may display basic information about an investment as well as a summary of an investments scores,
measurements, metrics, and attributes.
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To Display Investment Details
1.
Click Strategy
Analysis.
Click Organization
OR
Analysis.
2.
If necessary, open the portfolio in which you want to review investments. For details, see the Opening
Portfolios section.
3.
In the Portfolio Measurements portlet that PlanView displays, click Rank Investments.
For details on the Rank Investments screen, see the Ranking Investments section.
4.
In the Rank Investments screen that appears, click the name of the investment you want to review.
PlanView displays an Investment Detail screen similar to the following figure.
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The following table describes the Investment Detail screens sections. The specific fields within each section
are determined by the investment model associated with the current portfolio.
Field
Description
Planning
Identifies the name of the Strategic or Work hierarchy. As shown in the example
screen, clicking the sections
button displays a hierarchical view of the
investments place in that hierarchy.
This section also includes the planning periods Start and Finish dates for each
strategic entity or work tem displayed in this section.
Basic
Displays the investments score and any notes defined in the investment model.
You may click the score to view details about how the investments score is
calculated.
Investment Decisions
Displays the investment status of the current investment model. It also displays
the priority the investment has in the current scenario and the Master Data. You
may change an investments status and priority information by clicking Update and
then making desired selections in the Update Investment screen that appears.
Measurements
Displays the values of the investments measurements. As discussed in the

Viewing an Investments Profile section, you may further view this data by months,
quarters, or years.
Displays both total measurements and remaining measurements. Remain is that
portion of the time phased measurement from the planning period forward.
If the portfolio has a Baseline Scenario, the screen includes the investments
measurement values in the baseline and any differences between those
measurements and the ones for the current scenario.
Metrics
Displays the values of the investment metrics. If the portfolio has a Baseline
Scenario, the screen includes the investments metric values in the baseline and
any differences between those metrics and the ones for the current scenario.
Attributes
Displays the values of the investments attributes. The score value of any
attributes that PlanView scores are displayed in parenthesis.
Master Data Detail Screen
Displays a link to the Master Data of the investments strategic entity or work item.
Viewing an Investments Profile

You may display a an investments measurements broken down by months, quarters, or years.
To View an Investments Profile
1.
Click Strategy
Analysis.
Click Organization
OR
Analysis.
2.
If necessary, open the portfolio in which you want to review investments. For details, see the Opening
Portfolios section.
3.
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4.
In the toolbar of the Rank Investments screen that appears, click Investment Profile.
PlanView displays an Investment Profile screen similar to the following figure. The screen provides a
breakdown of the investments measurements for the current scenario. Clicking a measurements link
displays its Measurement Profile screen, which is discussed in the Evaluating Investments Over Time
section.
5.
If you want to break down the data into a different time interval, select the desired Time Scale (Month,
Quarter, or Year).
6.
If you want to display the investments measurement data for a different scenario, click Scenario
and then select the desired scenario in the screen that appears.
Change
You may also copy, edit, lock promote, or update the current scenario or create a new one by selecting the
appropriate command from the Scenario menu.
7.
If you want to view the data in a different format, select the desired format (Graphical View or Numerical
View) from the Change View menu.
Reloading Values of a Single Investment

You may update some investment data by reloading values from your Master Data. The following procedure
discusses reloading the attributes, measurements, metrics, and notes for a single investment in a scenario. To refresh
all investments simultaneously, see the Updating a Scenario section.
While reloading values for a single investment, you have the option of resetting the investment decisions to the
values in the shared Master Data.
To Reload the Values of a Single Investment
1.
Click Strategy
Click Organization
Analysis.
Analysis.
2.
If necessary, open the portfolio in which you want to reload investments. For details, see the Opening
Portfolios section.
3.
4.
In the Rank Investments screen that appears, click the name of the investment you want to reload.
For details on the Rank Investments screen, see the Ranking Investments section.
5.
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In the Investment Detail screen that appears, click Reload Investment.
6.
Specify what data you want to reload by selecting the appropriate check boxes. The following table describes
the refresh options.
Field
Description
Refresh Status and Priority
Overwrites the current scenarios investment decisions for the status

and priority of this specific investment and resets them to the values
in the Master Data.
Refresh Planned Dates
Overwrites the current scenarios investment decisions for planned

start and finish dates of this specific investment by resetting them to
the values in the Master Data.
7.
Click OK.
Modifying Investment Status

An investments status indicates whether a given opportunity has been accepted or refused for investment. When a
Strategic portfolio, Organizational portfolio, or scenario is created, PlanView copies an investments status from the
Master Data. After the status is copied, an investments status within the portfolio is independent of the Master Data.
The value set in the portfolio is not copied back to the Master Data until the scenario is promoted.
PlanView lets you monitor investments as they become active and begin to accrue actuals. This feature helps you
determine if the investments that were accepted are still aligned with the companys investment goals or if the
investment mix should be changed.
PlanView Tip!
The following procedure assumes PlanView is configured to display the Portfolio Measurements portlet, as
discussed in the Defining Content of Tabs and the User Menu section. This portlet gives you access to the Rank
Investments and Measurement Profile screens from which you may modify investment status. You can also modify
an investments status by clicking update in the Investment Detail screen.
To Modify an Investments Status
1.
Click Strategy
Analysis.
Click Organization
OR
Analysis.
2.
If necessary, open the Strategic or Organizational portfolio in which you want to change an investments
status. For details, see the Opening Portfolios section.
3.
In the Portfolio Measurements portlet, take one of the following actions.
4.
Display the Rank Investments screen by clicking Rank Investments
Display the Measurement Profile screen by clicking Measurement Summary and then clicking a
measurement link.
OR
Click
next the investment that you want to change, and then select the desired status (such as Accept,
Analyze, Conditional, or Refuse). For a description of the different status categories, see the About
PlanViews Investment Status Structures section.

Modifying an investments status within its portfolio lets you model a set of funding decisions. Changing the
investment status for any given investment recalculates the Accepted, In Analysis, and Refused totals,
enabling you to review the revised totals and compare them to the Measurement Targets.
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5.
Click Calculate.
Ranking Investments
Rank Investments lets you review investment scores, measurements (such as cost, benefit, and effort) and metrics
(such as ROI, NPV) for each investment and propose funding decisions. Rank Investments models different funding
decisions by setting each investments status and reviewing their effect on measurement targets.
PlanView Tip!
The following procedure discusses accessing the Rank Investments screen from the Portfolio Measurements
portlet. The Rank Investments screen is also available from the Measurement Summary, Measurement Profile, and
Schedule Investments screens, as well as links in the Accepted Investments and Investments in Analysis portlets.
To Rank Investments
1.
Click Strategy
Analysis.
Click Organization
OR
Analysis.
2.
If necessary, open the Strategic or Organizational portfolio in which you want to rank investments. For
3.
In the Portfolio Measurements portlet, click Rank Investments.

PlanView displays a Rank Investments screen similar to the following figure. The screen displays a scenario
summary with a comparison between measurement targets and rolled-up investment decisions. Negative
values are displayed in red. Below this comparison, the screen lists each investment, grouped by status with
its non-time phased totals. For descriptions of the screens various elements, see the tables following this
procedure.
The Target Total line indicates which investments can be accepted given the defined measurement selected
from the Target Basis menu. The line is displayed below the investment that exceeds the given target. Given
the state of the portfolio, the line may be in the Accepted Investments, Investments in Analysis, or Refused
Investments sections.
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4.
Click the column heading of an attribute, measurement, or metric (such as Strategic Priority or Capital). Then
use the menu that appears to choose to either sort in Ascending or Descending order or to turn Off that sort
criterion.
5.
If necessary, click the link for the number next to a sort criterion to change its place in the sort order (the sort
rank).
6.
After you have modeled a set of decisions, click Calculate to evaluate the impact of your proposed changes.
PlanView Tip!
Monetary values on investment analysis screens may be displayed in multiples of a currency unit. For example, ($K)
next to a measurement shows that values are displayed in thousands of dollars.
The following table describes the items included in the Rank Investments screens toolbar.
Item
Description
Scenario
This drop-down menus commands let you change scenarios, or copy, create, edit, lock,
unlock, promote, or update a scenario.
Change View
This drop-down menus commands let you specify the format in which you want PlanView to
display the comparison of Targets to Accepted and In Analysis totals. You may display the
data in either a Graphical View or a Numerical View.
If the current investment model is time-phased, the menu includes Measurement Profile
and Measurement Summary.
If the current investment model is configured to load or shift investment schedules, the
menu includes Schedule Investments.
Target Basis
This drop-down menus commands let you focus on one measurement and identify which
Investments fit within that measurement target. PlanView displays the column heading of
the selected measurement (Capital in the example screen) in bold.
Investment Priority
Matrix
Displays the Investment Priority Matrix in a separate window, which lets you review multiple
dimensions of data simultaneously.
Configure Display
Displays a screen that lets you select which attributes, measurements, metrics and
measurement groups are displayed in the Rank Investments screen. The Rank Investments
screen will include a column for each of the selected values.
Calculate
Clicking this button recalculates the scenario summary section displayed at the top of the
screen. The recalculation is based on changes to investment status.
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The following table provides a description of each section of the Rank Investments screen.
Section
Description
Measurement
Targets
Displays the summarized measurement data by investment status. By status, it displays

the average investment score, financial metrics, and how each measurement target
compares to the investments proposed for acceptance in the given scenario.
Clicking Measurement Targets displays the Portfolio Measurements screen, which lets
you specify the weight for each of the scoring attributes.
Accepted
Investments
Lists all of the current scenarios investments with an investment status of Accepted or
Conditional.
Investments in
Analysis
Shows all of the current scenarios investments with investment status of Analyze.
Refused Investments
Shows all of the current scenarios investments with an investment status of Refuse.
The following table describes the Rank Investments screens standard columns. The other columns available to
display in the Rank Investments screen depend on the definition of the Investment Model being used. You may sort
a columns data in ascending or descending order or disable sorting by clicking the columns heading and then
selecting the desired option. You may also change a columns sort order by clicking the columns numeric link and
selecting the desired sorting rank.
Column
Description
Status
Displays each investments status (Accept, Conditional, Analyze, or Refuse).

Changing the status of various investments lets you model different funding decisions so
that you can review the effect of those changes on a specific measurement. To change
an investments status, click the relevant
button and then select the desired status.
The columns name is based on investment status structure identified in the investment model.
Priority
Indicates an investments priority.

You may change an investments priority by clicking the relevant
the desired priority.
button and then selecting
This column appears only if your PVA enabled the investment models Priority setting.
The columns name is based on the priority structure identified in the investment model.
Score
Calculated based on the attribute weights defined for the active portfolio scenario.
When weights are updated for a scenario, the scores of all attributes for all investments in the
portfolio scenario are recalculated.
Clicking an investments score displays the Investment Score screen for that investment. The
screen provides the value, score, weight, and total of each attribute PlanView uses to score
the investment.
PlanView Tip!
If you change an investment status, PlanView saves the status change to the current scenario only.
If you click Calculate, the investment is moved to the appropriate section, Accepted Investments, Investments in
Analysis, or Refused Investments. The values in the portfolio measurement section are updated appropriately,
and the measurement values in the affected sections are recalculated. Even if you do not click Calculate, the
scenario is automatically recalculated after you leave the Rank Investments screen.
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Balancing Investments
The Investment Priority Matrix portlet lets you review multiple dimensions of data simultaneously. Use the
Investment Priority Matrix portlet to balance investments by Attributes, Measurements and Metrics of the
Investment Model. For example, you could balance the Strategic Alignment and Work Risk of all Investments.
The portlet, which is a chart that lets you compare investments in a grid format, includes investments of a scenario
of a Strategic portfolio or Organizational portfolio.
To Balance Investments
1.
If necessary, open the Strategy portfolio that includes the investments you want to review. For details, see
2.
Click Strategy
Dashboard.
Click Organization
OR
Dashboard.
PlanView displays an Investment Priority Matrix similar to the following figure. For more information about
defining the matrixs settings, see the Working with Bubble Charts and Configuring Bubble Charts sections.
3.
To display details about a specific investment, click the relevant bubble.
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Evaluating Investments Over Time

Evaluating investments over time involves reviewing investments in a time-phased approach. Evaluate investments
over time to compare time phased Measurement Targets with the totals of Accepted Investments and Investments In
Analysis in specific months, quarters, or years.
PlanView Tip!
You may evaluate investments over time only if your current investment model is time phased.
You manage capacity from the Measurement Summary screen. Whereas the Rank Investments screen displays data
reduced to a single point in time for multiple investments, the Measurement Summary screen displays the data for
all measurements over time (but not by investment). The Measurement Summary screen also provides access to the
Measurement Profile screen, which lets you
compare a specific measurements targets with currently accepted totals over time and underlying investment
data,
change an investments status or priority, and
recalculate investment decisions.
PlanView Tip!
The following procedure discusses accessing the Measurements Summary screen from the Portfolio Measurements
portlet. You may also open the screen by selecting Measurement Summary from the Change View menu available
on the Schedule Investments screen or Rank Investments screen.
To Evaluate Investments Over Time
1.
Click Strategy
Analysis.
Click Organization
OR
Analysis.
2.
If necessary, open the Strategic or Organizational portfolio in which you want to manage capacity. For
3.
In the Portfolio Measurements portlet that PlanView displays, click Measurement Summary.
PlanView displays a Measurement Summary screen similar to the following figure. You may display the data
in a different format by clicking Time Scale and then selecting the desired period (Month, Quarter, or Year)
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4.
Review a scenarios targets as compared to the currently accepted totals over time. You may switch to a
different scenario, as discussed in the Scenarios section.
5.
If necessary, click
6.
If you want to display the profile of a specific measurement, click that measurements link.
next to a measurements link to expand the display for that measurement.
PlanView displays a Measurement Profile screen similar to the following figure. You may use the screen to
model different funding decisions by setting each investment's status and then reviewing its effect on a
specific measurement over time.
You may sort investments by priority or score by selecting the appropriate column heading and then
selecting Ascending or Descending from the menu that appears. Selecting Off from a columns menu disables
sorting in that column. You may control the column order in which data is sorted by clicking the columns
numerical link and then selecting the desired sort rank from the menu that appears.
You may display the Investment Detail screen for an investment by clicking the relevant link displayed under
Accepted Investments, Investments in Analysis, or Refused Investments.
7.
After you have modeled a set of decisions, click Calculate so you can then evaluate the impact of your
proposed changes.
The following table describes the items included in the Measurement Profile screens toolbar.
Item
Description
Scenario
Change View
The menu also lets you return to the Measurement Summary screen or switch to either the
Rank Investments screen or the Schedule Investments screen.
Time Scale
This drop-down menus commands let you display the screens data in a different format
(Month, Quarter, or Year).
Measurement
This drop-down menus commands lets you focus on a specific measurement.
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Item
Description
Investment Priority
Matrix
Displays the Investment Priority Matrix in a separate window. The matrix lets you review
multiple dimensions of data simultaneously.
Calculate
Recalculates the investment decisions and refreshes the measurements figures.
The following table provides a description of each section of the Measurement Profile screen.
Section
Description
Selected
Measurement
Identifies the measurement (such as Total Effort) for which data is being displayed. Clicking
a link in this column displays the Define Targets screen, which lets you enter targets for any
time-phased measurement.
Accepted
Investments
Lists all of the current scenarios investments with an investment status of Accepted and
Conditional.
Investments in
Analysis
Shows all of the current scenarios investments with an investment status of Analyze.
Refused
Investments
The following table describes the Measurement Profile screens columns.

Column
Description
Status
Indicates an investments status (Accept, Conditional, Analyze, or Refuse).

that you can review the effect of those changes on a specific measurement. To
change an investments status, click the relevant
button and then select the desired
status.
The columns name is based on investment status structure identified in the investment
model.
Priority
Indicates an investments priority (such as Urgent, High, Low, and so on).

The columns name is based on investment status structure identified in the investment
model.
Score
When weights are updated for a scenario, the scores of all attributes for all investments in
the portfolio scenario are recalculated.
Clicking an investments score displays the Investment Score screen for that investment.
The screen provides the value, score, weight, and total of each attribute PlanView uses to
score the investment.
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Column
Description
Time Periods
Displays the targets of the selected measurement, accepted totals of investments, and
underlying data of each investment. By examining this information, you can compare a
measurements targets with the accepted totals and underlying data of investments.
Use the Time Scale menu to select whether the screen displays data by quarters, months,
or years.
PlanView Tip!
If you click Calculate, the investment is moved to the appropriate section, Accepted Investments, Investments in
Analysis, or Refused Investments. The values in the time period sections are updated appropriately, and the
measurement values in the affected sections are recalculated. Even if you do not click Calculate, the investments
are automatically recalculated after you leave the Measurement Summary screen.
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Reviewing and Adjusting Investment Schedules

You may review a Strategic or Organizational portfolios investment schedules if your PVA configured the
portfolios investment model to allow loading or shifting. If shifting is permitted on a portfolios investment model,
you may also adjust the portfolios investment schedules. You cannot review investment schedules of portfolios that
use an investment model not configured for loading or shifting.
PlanView also lets you review milestones of a Strategic or Organizational portfolio.
Reviewing Investment Schedules

PlanView Tip!
The following procedure assumes that you are reviewing investment schedules of a portfolio that uses an
investment model on which shifting or loading is allowed. If a portfolios investment model is not configured for either
loading or shifting, you may not review the portfolios investment schedules.
To Review Investment Schedules
1.
If you want to review schedules of investments in a Strategic portfolio, click Strategy
OR
If you want to review schedules of investments in an Organizational portfolio, click Organization.

2.
If necessary, open the portfolio in which you want to review schedule investments. For details, see the
3.
Click the Schedule secondary tab.

PlanView displays a Portfolio Schedule portlet similar to the following figure. The portlet lists each
investment of the current scenario for the strategic entities at the present planning level. The portlet displays
each investments schedule as a Gantt chart. You may rest the cursor over a specific investments Gantt bar
to display a summary of relevant investment dates.
The following table describes the color representation PlanView uses in its Gantt charts. In the Portfolio
Schedule portlet, diamonds identify Enterprise milestones.
4.
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Color
Description
Red
Indicates planned dates that violate target start or finish dates. A planned date that starts too soon
violates the target start date, and a planned date that starts too late violates the target finish date.
Green
Indicates planned dates fall within defined target dates.
Gray
Indicates committed dates that cannot be changed.
Click Schedule Investments.
PlanView displays a Schedule Investments screen similar to the following figure. You may use the Gantt
chart to review investment schedules and their impact on a specific measurement over time. Diamonds
identify Enterprise milestones. The colors in this Gantt chart represent the same information as the Portfolio
Schedule portlets Gantt chart as discussed in the previous table. As in the Portfolio Schedule portlet, resting
the cursor over a specific investments Gantt bar displays a summary of relevant investment dates.
If the investment model is configured for shifting, you may change investment schedules as discussed in the
Adjusting Investment Schedules section.
5.
While reviewing investment schedules, you may use the Schedule Investments screen as discussed in the
following tables.
The Schedule Investments screens toolbar includes the items described in the following table.
Item
Description
Scenario
Change View
In either view, you can use the menus Hierarchical View command to display data in a
hierarchical format. That format lets you review the investment schedules, as well as the
schedules of parents and children. When displaying data in the hierarchical format, you may
select Sortable View to switch back to a format that supports sorting of the data.
The Change View menu also includes commands that provide access to the Measurement
Summary, Measurement Profile, and Rank Investments screens.
Time Scale
This drop-down menus commands let you display the screens data in a different format
(Month, Quarter, or Year).
Measurement
This drop-down menus commands let you focus the top section of the screen on a specific
measurement.
Investment Priority
Matrix
Displays the Investment Priority Matrix in a separate window. The matrix lets you review
multiple dimensions of data simultaneously.
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Item
Description
Calculate
Clicking this button revises investment totals for Accepted Investments, Investments in
Analysis, and Refused Investments. You may compare the revised totals with the
Measurement Targets.
The following table describes the Schedule Investments screens different sections.
Section
Description
Selected
Measurement
Identifies the measurement (such as Capital for which data is being displayed.
Accepted
Investments
Lists all of the current scenarios investments with an investment status of Accepted. Or
Conditional.
Investments in
Analysis
Shows all of the current scenarios investments with an investment status of Analyze.
Refused Investments
Clicking a measurement displays the Define Targets screen, which lets you specify the
targets for any time-phased measurement.
The following table describes the Schedule Investments screens columns. Unless you are viewing the screen
in a hierarchal format, you may sort a columns data in ascending or descending order or disable sorting by
clicking the columns heading and then selecting the desired option. You may also change a columns sort
order by clicking the columns numeric link and selecting the desired sorting rank.
Column
Description
Status
Displays each investments status (Accept, Conditional, Analyze, or Refuse).

that you can review the effect of those changes on a specific measurement. To change
an investments status, click the relevant
button and then select the desired status.
The columns name is based on the investment status structure identified in the investment
model.
Priority
Indicates an investments priority.

You may change an investments priority by clicking the relevant
the desired priority.
button and then selecting
The columns name is based on the investment status structure identified in the investment
model.
Score
When weights are updated for a scenario, the scores of all attributes for all investments in the
portfolio scenario are recalculated.
Clicking an investments score displays the Investment Score screen for that investment. The
screen provides the value, score, weight, and total of each attribute PlanView uses to score
the investment.
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Column
Description
Time Periods
Displays a comparison between investment totals against target measurements. over time.
Negative values are displayed in red.
Use the Time Scale menu to select whether the screen displays data by quarters, months, or
years.
PlanView Tip!
If you change an investment status, PlanView saves the status change to the current scenario only.
If you click Calculate, investment data is moved to the appropriate section, Accepted Investments, Investments in
Analysis, or Refused Investments. The values in the portfolio measurement section are updated appropriately,
and the measurement values in the affected sections are recalculated. Even if you do not click Calculate,
investments are automatically recalculated after you leave the Schedule Investments screen.
Adjusting Investment Schedules

Adjust the schedules of investments to change the investments planned start date, planned finish date, or duration
period.
PlanView Tip!
The following procedure assumes that you are adjusting investment schedules of a portfolio that uses an investment
model on which shifting is allowed. Such a configuration lets you adjust a portfolios investment schedule. If the
investment model is configured for loading but not for shifting, you may review the portfolios investment schedules
but not adjust them.
To Adjust Investment Schedules
1.
Open the Schedule Investments screen as discussed in the Reviewing Investment Schedules section.
2.
In the Schedule Investments screens Gantt chart, click the Gantt bar of the investment you want to schedule.
PlanView displays an Update Investment screen similar to the following figure.
3.
Change the Planned Start date, Planned Finish date, and Duration period as necessary.
Adjusting an investments duration or its planned start or finish date will shift the investments schedule and,
as necessary, shift the schedules of the investments parents and children. In addition, the investments
measurements will be recalculated based on the new planned dates. The revised figures will be displayed
above the Schedule Investments screens Gantt chart.
Modifying the planned start or finish dates will shift the entire investment while maintaining the duration.
Modifying the duration will shift the planned finish but maintain the planned start date.
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4.
Update any other fields as appropriate.
5.
Click OK.
Reviewing Milestones of a Strategic or Organizational Portfolio

You review milestones through the Milestones portlet, which lists a Strategic or Organizational portfolios
milestones and provides access to additional information about those milestones. The milestones displayed are those
defined in the current scenario that is associated with strategic entities at the planning level. You may modify the
portlet as discussed in the Editing the Milestones Portlet section.
PlanView Tip!
The following procedure assumes PlanView is configured to display the Enterprise Milestones portlet, as discussed
To Review Milestones of a Strategic or Organizational Portfolio
1.
Click Strategy Schedule. If necessary, open the Strategic portfolio relevant to the milestones you want to
PlanView displays an Enterprise Milestones portlet similar to the following figure. The portlet lists
milestones relevant to the strategic entities of the current Strategic portfolio.
The following table describes the Enterprise Milestones portlets fields.

Field
Description
Tactic
Identifies the strategic entities associated with the milestones listed in the screen.
Clicking a link in this field displays the strategic entitys Investment Detail screen.
Milestone
Includes a list of the current portfolios milestones.

Clicking a milestones link in this field displays the milestones Investment
Schedule screen.
Planned
Indicates the milestones planned date.
Target
Indicates the milestones target date.
Target Variance
Indicates the difference between the milestones Target date and the milestones
Planned date.
PlanView displays negative variances in red.
Baseline
Identifies the milestones planned or committed date in the scenario marked as

baseline.
Baseline Variance
Shows the variance between planned and baseline dates.
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2.
To review information about a specific milestone, click the appropriate link in the Milestone column.
PlanView displays details about the selected milestone in the Investment Schedule screen.
3.
If you want to sort milestones in the portlet, control how many milestones are displayed at one time in the
portlet, or control which milestones are included in the portlet, see the Editing the Milestones Portlet section.
Editing the Milestones Portlet

Edit the milestones portlet if you want to perform any of the following tasks:
control how many milestones are listed in the portlet at one time,
set the portlets sort order, which determines the order in which milestones are listed in the portlet, and
specify whether the portlet includes all milestones or the milestones that occur during the planning period,
after the planning period, and for a specified period of time prior to the planning period.
To Edit the Milestones Portlet
1.
Click Strategy
2.
On the Milestones portlet, move the cursor to

configuration screen appears.
3.
In Show Top Rows, specify the maximum number of milestones you want PlanView to display in the
portlet.
4.
Select the desired Sort Order to define the order in which milestones are listed in the portlet. You may sort
milestones according to the portlets columns (Program, Milestone, Planned date, Target date, Target
Variance, or Baseline, or Baseline Variance). For information about these columns, see the Reviewing
Milestones of a Strategic or Organizational Portfolio section.
5.
Specify which milestones you want PlanView to list in the portlet.
6.
Schedule.
. Click Edit on the shortcut menu that appears. The portlets
To list all of your milestones in the portlet, select All.
To include milestones for a specific period prior to the planning period as well as those during and after
the planning period, select Before Planning Period and enter the desired number of months before the
planning period. Suppose you enter 2 months. In that case, the portlet will include all milestones that
happen two months before the planning period, those milestones in the planning period, and any
milestones that exist after the planning period. That portlet will not list any milestones that exist more
than two months prior to the planning period.
Click OK.
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Evaluating Effort Breakdown

You may evaluate how much effort a strategic plan will need by comparing the effort that is involved with different
decisions.
PlanView Tip!
The following procedure assumes PlanView is configured to display the Effort Breakdown portlet as discussed in the
To Evaluate Effort Breakdown
1.
If necessary, open the Strategic or Organizational portfolio that includes the information you want to review.
2.
Click Strategy.
OR
Click Organization.
3.
Click Dashboard.
OR
Click Schedule.
OR
Click Analysis.
PlanView displays an Effort Breakdown portlet similar to the following figure. The portlet indicates how the
portfolios effort breaks down by an attribute on the accepted investments. In the figures portlet, about 70
percent of the effort is going to Grow investments, about 25 percent is going to Maintain, and only 5 percent
is going to Transform.
As the figure illustrates, holding the cursor on a particular segment in the portlets pie chart, displays the
numerical value of that segments attribute.
4.
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If you want to display investment information for a particular segment, click the segment. PlanView displays
an Investments for Scenario screen similar to the following figure. The screen includes information about the
investments that make up the selected segment. In this example, the screen lists the four Accepted or
Conditional investments for which the risk impact is equal to Grow.
Configuring the Effort Breakdown Portlet

Configure the Effort Breakdown Portlet to define the fields PlanView displays for that portlet.
To Configure the Effort Breakdown Portlet
1.
2.
Click Strategy.
OR
Click Organization.
3.
Click Dashboard.
OR
Click Schedule.
OR
Click Analysis.
4.
In the Effort Breakdown portlet, click
PlanView displays an Effort Breakdown Chartlet Settings screen similar to the following figure.
5.
Select the attributes, status, and values you want PlanView to display data for in the portlet. Clicking Use
default selects the portlets default options.
6.
7.
Click OK.
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Evaluating a Strategic Plans Financial Breakdown

You may evaluate the costs and benefits of different decisions that can be made for a strategic plan.
PlanView Tip!
The following procedure assumes PlanView is configured to display the Financial Breakdown portlet as discussed in
To Evaluate a Financial Breakdown
1.
If necessary, open the Strategic or Organizational portfolio that includes the information you want to
evaluate. For details, see the Opening Portfolios section.
2.
Click Strategy.
OR
Click Organization.
3.
Click Dashboard.
OR
Click Schedule.
OR
Click Analysis.
PlanView displays a Financial Breakdown portlet similar to the following figure. The portlet indicates how
the portfolios costs and benefits break down by an attribute on the accepted investments. The portlet also
lets you compare costs versus benefits. In the figures portlet, about 60 percent of the costs are going to
things that are Helpful to the Business, but only 25 percent of the benefits come from those things. On the
other hand, 20 to 25 percent of the costs are for things Important to Business but nearly 40 percent of the
benefits come from those things.
As the figure illustrates, holding the cursor on a particular segment in the portlets pie chart, displays the
numerical value of that segments attribute.
4.
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If you want to display investment information for a particular segment, click the segment. PlanView displays
an Investments for Scenario screen similar to the following figure. The screen includes information about the
investments that make up the selected segment. In this example, the screen lists the four Accepted or
Conditional investments for which the risk impact is equal to Important to Business.
Configuring the Financial Breakdown Portlet

Configure the Financial Breakdown Portlet to define the fields PlanView displays for that portlet.
To Configure the Financial Breakdown Portlet
1.
2.
Click Strategy.
OR
Click Organization.
3.
Click Dashboard.
OR
Click Schedule.
OR
Click Analysis.
4.
In the Financial Breakdown portlet, click
PlanView displays a Financial Breakdown Chartlet Settings screen similar to the following figure.
5.
Select the attributes, status, and values you want PlanView to display data for in the portlet. Clicking Use
default selects the portlets default options.
6.
7.
Click OK.
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Comparing Master Data with a Specific Scenarios Data

PlanView lets you review investment decisions so you can compare Master Data with the current portfolios
investment information.
To Review Investment Decisions
1.
Click Strategy.
OR
Click Organization.
2.
If necessary, open the portfolio that includes the investments you want to review. For details, see the
3.
4.
In the Scenario Detail screen that appears, click Investment Decisions.
Review Scenario.
PlanView displays a Review Investment Decisions screen similar to the following figure. The screen
displays the proposed investment decisions (status, priority, and planning dates) and compares that
information with the current Master Data of the scenarios investments. Differences between the scenarios
data and the Master Data are highlighted in red.
5.
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If you want to view details of an investment, click the appropriate link.
13
Managing Services and Assets
You may use PlanView to manage IT resources and assets to provide the correct level of service in a cost-effective
and customer-focused manner.
Use PlanViews service-management software to
manage IT service demand,
align IT services with your business,
determine which assets your organizations services and projects are using,
enhance financial control by examining the costs of the services and assets required for projects and other
work,
leverage service level agreements (SLAs), and
define, evaluate, and optimize applications.
PlanViews service-management software lets you link labor to the applications or services that IT delivers to the
business. You make such links by relating projects, support tickets, and operations work to applications, assets, and
business services.
By linking labor into service delivery, PlanView gives business and IT leaders the information they need to make
critical decisions about how they use their technology resources. It also helps identify the total cost of your
organizations IT services.
PlanView provides activity-based costing, which delivers unprecedented levels of financial control. This helps your
organization improve financial forecasts, determine the impact of financial plans, accurately invoice expenses to
business units, promote more informed decisions on how to use financial resources, and effectively manage business
service spending.
The following key components support PlanView's service-management capabilities:
Dynamic topology diagrams that help you visualize the relationships between assets, applications, projects,
business services, and Service portfolios.
Service and Asset dashboard portlets that reflect financial, effort, and performance metrics.
A Service Catalog, which enhances communication between IT and business units.
Labor related to projects linked to service delivery.
Service Level Agreements (SLAs)
This chapter discusses the following service-management tasks:
adding assets and services to portfolios,
allocating assets,
allocating work to a service,
editing assets and services,
using a topology diagram to examine the relationship of a Service portfolios business services and the
applications, key hardware, projects, support work, and other related assets required to deliver the service,
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identifying departments using a service,
ordering services from PlanViews Service Catalog,
adding asset agreements,
defining the cost per asset for an asset agreement,
adding service level agreements,
defining delivery goals for a service level agreement,
defining the cost per service for a service level agreement,
reviewing and editing agreements,
analyzing a services financial plan,
displaying a Financial Management Summary for services,
performing an asset analysis,
displaying usage information,
checking availability of services and assets, and
measuring customer satisfaction.
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Defining Assets and Services

Each business unit within an organization relies on the IT department to provide the technology and support it needs
to be successful. IT provides this support in the form of Business Services it delivers to the Bus. Examples of these
Business Services might include maintenance and enhancements to a web site, maintenance of a point-of-sale
application, or provision of equipment for new employees, such as computers and phones. Assets are the software
and hardware (such as computers, telephones, and other equipment) that support a service.
Adding Assets
Each business service may utilize multiple assets to support the delivery of the services. You define assets in terms
of their type (software, hardware, etc), description, model number, etc. An assets business value, technical value,
and total cost of ownership, as well as other key data, is tracked in the system.
To Add an Asset
1.
Click Assets
2.
Click Select Parent. In the Data Picker that appears, select the Asset structure. Location in which you want to
add the asset.
Dashboard
Action Links
Add Asset.
PlanView displays an Add Asset screen similar to the following figure.
3.
Enter a Description and a unique, numeric ID for the asset.
4.
Enter the assets Manufacturer and Model.
5.
If necessary, change the assets Owner by clicking the relevant link, selecting the desired user name, and
then clicking OK.
The assets owner is the person responsible for managing the asset. By default, an assets owner is the person
adding the asset.
6.
Select the appropriate Asset Type to specify whether the asset is an Application, Other Software, Server,
or Other Hardware.
7.
Select the appropriate Classification Type to specify whether the asset is to be classified as Internal,
Customer Facing, or Batch.
8.
Select the assets Status (such as, Requested, Requirement, Acquisition, Approved, In Service, Denied,
Deferred, Cancelled, Evaluate, Retired, or Decommissioned).
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9.
If necessary, change the date the asset is to begin supporting a service or another asset. To do so, click the
Go Live Date calendar button ( ), select the desired date, and click OK.
10. If necessary, assign the asset's Lifecycle Administrator. To do so click the relevant link, select the
appropriate user name from the list that appears, and then click OK.
You must designate a lifecycle administrator if one is not currently assigned. PlanView automatically assigns
you as the asset's administrator if your PVA has given you the permissions necessary for a lifecycle
administrator. You may retain this responsibility or assign another user as the asset's lifecycle administrator.
11. If the screen includes fields relevant to a PVA-configured screen, enter data for those fields. For details, see
your PVA.
12. Click Add.
13. If PlanView displays additional screens, complete any required fields or additional information. Save your
entries by clicking OK in each screen.
14. If you are prompted to associate a lifecycle with the asset, take the following actions:
Select the desired lifecycle.
Select (a) User for each step of the lifecycle. If necessary, click add team member to define additional roles
for the lifecycle.
Click Next to review the lifecycle model and change it if necessary.
Click Finish.
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Allocating Work to an Asset

Work is allocated to an asset to designate the financial impact that one or more work items have on the asset. An
assets owner makes the allocation. However, the work items manager is then responsible for using the Work Detail
screen to allocate how much of the asset the work item is expected to use.
To Allocate Work to an Asset
1.
If necessary, open an Asset portfolio that includes the asset you want to allocate. For details, see the Opening
Portfolios section.
2.
Click Assets
screen.
3.
Click the Asset Description link or

click Asset Detail.
4.
In the Work Financially Impacting this Asset section of the Asset Detail screen that appears, click Update.
Dashboard
Action Links
Review Assets. PlanView displays the Review Asset
button for the asset you want to allocate. In the menu that appears,
An Update Associations screen similar to the following appears. Work items allocated to the current asset are
listed under The Work Items listed below financially impact the current Asset.
PlanView Tip!
You may find it easier to examine the Allocations Entities that financially impact this Asset sections content if
you collapse the other sections of the Update Associations screen.
5.
Under The Work Items listed below financially impact the current Asset, click Add Allocation.
6.
Use the Data Picker that appears, to select the check box of each work item you want to allocate to the asset.
Then click OK.
7.
Open the work items Work Detail screen by clicking the items link under The Work Items listed below
financially impact the current Asset.
8.
Click Assets/Services to display an Update Associations screen. The screen includes data about the assets
and services that are impacted by the current work item.
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9.
Click Update in the The Assets listed below are financially impacted by the current Work Item header.
PlanView displays a Default Allocations screen similar to the following figure:
10. Enter the Allocation Percentage to designate the amount of the asset that the work item is expected to use.
11. Click OK.
Adding Services
PlanView lets you add the following types of services:
Custom Services, which are created based on a specific requirement from a business unit. They may require
movement through the strategic planning process, and creation or completion of a project before being
initiated as a service. Often there will be a Service Level Agreement (SLA) between IT and the business unit
to fund the service and define its parameters.
Utility Services, which are services that provide everyone in a company with what they need (such as
providing computers, phones, and email access). These requests are task-related (such as reset a password) and
can typically be standardized so the cost is predictable and the request process is easy and repeatable.
You may facilitate the request process by ordering from PlanViews Service Catalog, which is a user-friendly
interface that lets you easily request services from IT. For details, see the Ordering from the Service Catalog
section.
The catalog lets you review a services availability and cost and then order or request the service from the
catalog IT. The catalog can also include an automated approval process, which saves IT effort and cost.
To Add a Service
1.
Click Services
Dashboard
Action Links
Add Service.
PlanView displays an Add Service screen similar to the following figure.
2.
Enter a Description and a unique, numeric ID for the asset.
3.
If necessary, change the date the service is to become active. To do so, click the Go Live Date calendar
button ( ), select the desired date, and click OK.
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4.
If necessary, change the services Owner by clicking the relevant link, selecting the desired user name, and
then clicking OK.
The services owner is the person responsible for managing the service. By default, a services owner is the
person adding the service
5.
Select the services Status (such as, Requested, Requirement, Acquisition, Approved, In Service,
Denied, Deferred, Cancelled, Evaluate, Retired, or Decommissioned).
6.
Select the appropriate Service Type (such as, Business Service or IT Service).
7.
If necessary, assign the service's Lifecycle Administrator. To do so click the relevant link, select the
appropriate user name from the list that appears, and then click OK.
You must designate a lifecycle administrator if one is not currently assigned. PlanView automatically assigns
you as the service's administrator if your PVA has given you the permissions necessary for a lifecycle
administrator. You may retain this responsibility or assign another user as the service's lifecycle
administrator.
8.
If the screen includes fields relevant to a PVA-configured screen, enter data for those fields. For details, see
your PVA.
9.
Click Add.
10. If PlanView displays additional screens, complete any required fields or additional information. Save your
entries by clicking OK in each screen.
11. If you are prompted to associate a lifecycle with the service, take the following actions:
Select the desired lifecycle.
Select (a) User for each step of the lifecycle. If necessary, click add team member to define additional roles
for the lifecycle.
Click Finish.
Allocating Work to a Service

Work is allocated to a service to designate the financial impact that one or more work items have on the service. A
services owner adds the allocation to designate how much of the service each department is using. However, the
work manager is then responsible for using the Work Detail screen to allocate the specifics of the designated amount
to the work item.
To Allocate Work to a Service
1.
If necessary, open a Service portfolio that includes the service you want to allocate. For details, see the
2.
Click Services
screen.
3.
Click the Service Description link or

appears, click Service Detail.
Dashboard
Action Links
Review Service. PlanView displays the Review Service
button relevant to the service you want to allocate. In the menu that
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4.
In the Work Financially Impacting this Service section of the Service Detail screen that appears, click
Update.
An Update Associations screen similar to the following appears. Work items allocated to the current service
are listed under The Work Items listed below financially impact the current Service.
PlanView Tip!
You may find it easier to examine the Allocations Entities that financially impact this Service sections content
if you collapse the other sections of the Update Associations screen.
5.
Under The Work Items listed below financially impact the current Service, click Add Allocation.
6.
Use the Data Picker that appears, to select the check box of each work item you want to allocate to the asset.
Then click OK.
7.
Open the work items Work Detail screen by clicking the items link under The Work Items listed below
financially impact the current Service.
8.
Click Assets/Services to display an Update Associations screen. The screen includes data about the assets
and services that are impacted by the current work item.
9.
Click Update in the The Services listed below are financially impacted by the current Work Item header.
PlanView displays a Default Allocations screen similar to the following figure:
10. Enter the Allocation Percentage to designate the amount of the service that the work item is expected to
use.
11. Click OK.
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Viewing Topology Diagrams to Understand Data Relationships

A topology diagram helps you visualize the components that make up the total cost, effort, and value of the business
services that IT delivers. Topology diagrams provide a graphical view of the relationship of Service portfolios and
the business services, projects, support tickets, applications, and other assets that are core to delivering services. You
may also use topology diagrams to navigate the PlanView database.
Figure 38 includes an example of the data relationships displayed in a topology diagram. As the figure illustrates,
resting the cursor over an item in a topology diagram shows that items relationship with other items one column
over in either direction. As summarized in the figure, PlanView connects related items with thick, green lines and
thickens the borders of related items.
Figure 38 Example Topology Diagram
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Portfolios, business services, assets, and projects are represented in topology diagrams by the shapes described in the
following table. Note that software assets have rounded corners and hardware assets have sharp corners. The color
of a component always remains the same. Service portfolios are pink, business services are yellow, assets that
provide direct support are blue, and assets that provide indirect support are green.
You can display topology diagrams from the perspective of either a Service portfolio or an Asset portfolio.
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From a Service portfolio perspective, a topology diagram lets you examine the relationships of that portfolios
services and assets. Figure 39 identifies the columns of data PlanView displays in a topology diagram viewed from
the perspective of a Service portfolio. The services included in such a topology diagram match the filtering criteria
of the current Service portfolio.
Figure 39 Topology Diagram Viewed from a Service Portfolio Perspective
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From an Asset portfolio perspective, a topology diagram lets you examine the relationship of the portfolios assets
and the Service portfolios and business services supported by those assets. Figure 40 identifies the columns of data
PlanView displays in a topology diagram viewed from the perspective of an Asset portfolio. The assets included in
such a topology diagram match the filtering criteria of the current Asset portfolio.
Figure 40 Example Topology Diagram Viewed from an Asset Portfolio Perspective
To Display a Topology Diagram
1.
If necessary, open a Service or Asset portfolio that includes the service or asset for which you want to
examine data relationships. For details, see the Opening Portfolios section.
2.
To view a topology diagram from the perspective of a Service portfolio, click Services
To view a topology diagram from the perspective of an Asset portfolio, click Assets
3.
To change the date on which the Service portfolios information is active, click
select the desired date in the calendar that appears.
4.
To change the scale at which the topology diagram is displayed, click Zoom or the
then select the desired zoom setting.
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Topology.
Topology.
or Effective Date. Then

button next to it and
Navigating the Database from a Topology Diagram

In addition to helping you visualize data relationships, topology diagrams are also useful for navigating your
PlanView database. You may use a topology diagram to focus on Service portfolios, Asset portfolios, services,
assets, and work items associated with a service or asset. Use a topology diagram to navigate the database if you
want to perform any of the following operations. Separate discussions on each operation follow.
switch to the Services dashboard to view Service portfolio information,
focus on a specific item in the diagram to view that items data relationships, or
switch to the Detail screen of a service, asset, or projects Detail screen.
Switching the View from a Topology Diagram to a Service Portfolios Dashboard Information
If you have access to a Service portfolio, you may click the portfolios underlined name in a topology diagram to
display the portfolios Services dashboard information (see Figure 41). For details on the information PlanView can
display in the Services dashboard, see the Services Dashboard section.
Figure 41 Navigating to the Services Dashboard from a Topology Diagram
PlanView Tip!
If you click an underlined name of a Service portfolio to which you do not have access, PlanView displays a
message informing you that you need access.
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Focusing on a Specific Items Data Relationships

Clicking a business service, asset, or projects name that is not underlined in a topology diagram, switches the
diagrams focus to the data relationships of that item. The topology diagram data shown in the foreground of Figure
42 is an example of the information PlanView displays if you click an assets name that is not underlined in a
topology diagram.
Figure 42 Navigating in a Topology Diagram to Focus on a Specific Items Data Relationships
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Switching to the Detail Screen of a Service, Asset, or Project

As Figure 43 illustrates, clicking the underlined name of a business service, asset, or project displays that items
Detail screen.
Figure 43 Navigating to a Detail Screen from a Topology Diagram
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Ordering from the Service Catalog

You may request IT services by ordering them from PlanViews Service Catalog, which offers selections your PVA
defined. The catalog lets you review a services availability and cost and then order or request the service from IT.
The catalog can also include an automated approval process, which saves IT effort and cost.
The Service Catalog is available to every user and is not restricted by specific user features.
PlanView Tip!
The following procedure discusses selecting the Service Catalog command while either your HomeView dashboard
or the Services dashboard is displayed. The command is also available while PlanView is displaying your
HomeViews Assignments tab or the Services tabs Lifecycle, Status, or Community tabs.
To Order from the Service Catalog
1.
Click HomeView
Click Services
Dashboard
Dashboard
Service Catalog.
Action Links
Action Links
OR
Service Catalog.
PlanView displays a Service Catalog similar to the following figure.
2.
In the left pane, click the primary category relevant to the service you want to order.
3.
In the right pane, click the arrow button that precedes the services name so that you can review the
Service Catalogs information about the service.
4.
After reviewing the catalogs information for the service, display the Add Request screen by taking one of
the following actions.
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Click
Click Back. Then click the plus button
Order Service in the upper left corner.
displayed next to the name of the service you wish to order.
PlanView Tip!
If you click the plus button
, PlanView automatically enters information such as a request name, ID, and
description into the appropriate fields of the Add Request screen.
5.
Complete any required fields and then click Continue.
6.
If additional screens appear, enter the appropriate information and then click Continue to save your entries.
7.
When prompted, click Add Team Member to define additional roles for the lifecycle of the request you are
making.
8.
Click Next to display a screen in which you can review and edit the lifecycle model.
9.
Click Finish.
10. If prompted, provide additional information and click OK.
Reviewing and Editing Assets

You may review and edit an assets data.
To Review Assets
1.
If necessary, create or open a portfolio relevant to the assets you want to review. For details, see the
appropriate section (Creating Portfolios or Opening Portfolios).
2.
Click Assets
Dashboard
Action Links
Review Assets.
PlanView displays a Review Assets screen similar to the following figure. If PlanView cannot display all
assets at one time, you may click Previous or Next to view additional assets. Clicking a column head in the
screen sorts assets by the columns property.
The above figures Review Assets screen includes the columns PlanView displays by default. The Review
Assets screen, however, can be configured to display any of the columns discussed in the following table as
well as ones relevant to alternate structures your PVA defined. For details on choosing the screens columns
and the order in which they appear in the screen, see the Configuring the Review Screens of Services, Assets,
or Agreements section. For details on data relevant to PVA-defined alternate structures, see your PVA.
Column
Description
Asset Description
Identifies the name of the asset.
Asset Type
Identifies the assets type (Application, Server, Other Software, or Other Hardware).
Asset Status
Indicates the assets status (Requested, Requirement, Acquisition, Approved, In

Service, Denied, Deferred, Cancelled, Evaluate, Retired, or Decommissioned).
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Column
Description
Years in Use
Indicates how many years the asset has been active.
Direct Cost
Indicates the total of the direct cost entered manually for the asset. The value in this
column does not reflect data from the work budgets of projects allocated to the asset.
Click an assets link in this column to display the Direct Cost screen, which lists the
monetary value of each direct cost entry made for the asset, indicates when each entry
was made, and identifies who made each entry.
Work Allocation
Indicates how many projects are allocated to the asset.

You may display a list of an asset's project by clicking the asset's numeric link in this
column. If you then click a project's link in the list that appears, PlanView displays the
project's Detail screen.
Asset Allocation
Indicates how many other assets support an asset.

You may display a list of an asset's supporting assets by clicking an asset's numeric
link in this column. If you then click a supporting asset's link in the list that appears,
PlanView displays that asset's Detail screen.
Asset Owner
Identifies the person responsible for the asset.
ID
Identifies a numeric label for the asset.
Go Live Date
Indicates the date on which the asset becomes active.
Date
Indicates the date the asset was added to the database.
Classification Type
Indicates the assets category, such as Customer Facing, Internal, or Batch.
Tech Value
Used to track the value of an asset by asking questions of the asset owner (as
prompted by the assets lifecycle). The score of those answers is stored in the
respective field and can be used to help decide if the asset is maintained or retired.
Average Utilization
Displays a value that is a summation of the default allocations made over the last 12
months. Calculated from the services and assets that the asset supports, this value is
displayed as a percentage.
Click an assets link to display the Average Utilization screen.
Amount
Indicates the value of the most recent direct spend.
Active Tickets
Indicates how many active support tickets are associated with the asset.
You may display a list of an asset's support tickets by clicking an asset's numeric link in
this column. If you then click a support ticket's link in the list that appears, PlanView
displays that ticket's Detail screen.
Spend Over Last Year
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Indicates the amount of the asset's direct costs over the last year.
3.
If you want to display an Asset Detail screen similar to the following figure, click the appropriate Asset
Description link or button and then select Asset Detail from the menu that appears.
PlanView Tip!
You may also access the Asset Detail screen from topology diagrams or the screens that appear after you click a
Direct Cost, Work Allocation, Asset Allocation, or Average Utilization link in the Review Assets screen.
The screens toolbar includes options that let you display the current portfolios topology diagram
(Topology), associate a lifecycle with the asset (Assign Lifecycle), display information about other assets
associated with the current one, display data about the agreements with which the asset is associated, access
the assets Content Management information (Content), or display the assets intact information (Contacts).
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The following table describes the Asset Detail screens sections, each of which you may update. For some
sections, you may also review data relevant to an assets history. The screen may also include data
relevant to PVA-configured screens. For details on such data, see your PVA.
Section
Description
Basic
Includes information that was entered when the asset was added to the PlanView
database.
You may update this sections data as discussed in the Updating an Assets Basic
Information section.
Asset Assessment
Provides information relevant to the performance of the asset and the services it
supports. This sections color indicators provide a quick assessment of the state of the
asset and the services it supports. PlanView uses green for healthy, yellow to indicate
potential problems, and red for serious conditions.
You may update this sections data as discussed in the Updating an Assets
Performance-Related Data section.
Total Current Spend
Shows the values of the assets total cost, the assets direct costs, and the costs of any
other assets that financially impact the current asset. This section also includes the
amount of what the asset is expected to cost in the future.
You may update the values in this section by manually entering the Direct Spend
amount as discussed in the Updating the Cost Data of an Asset section.
Services
Identifies which services or other assets the current asset supports, and indicates how
much of the current assets direct cost is allocated to supporting each of those entities.
The allocated amount is expressed as a percentage.
If data is relevant to another asset, PlanView displays that other assets Technical
Assessment Value or its Risk Assessment Value.
If data Is relevant to a service, PlanView displays that services Business Value score
that PlanView gave the service during its last analysis. The date of that analysis is
displayed in this section.
You may set the default date and percentages that PlanView is to use for any of the
direct costs entered for an asset. For details, see the Updating the Cost Data of an
Asset section.
Clicking a service or assets link in this section displays that entitys Detail screen.
Work Financially
Impacting this Asset
Indicates how much of a financial impact each project and asset allocated to the current
asset has on that asset. The total impact of the allocated items can be equal to, less
than, or greater than 100 percent.
You may allocate work and other assets to the current asset.
Clicking a project or assets link in this section displays that entitys Detail screen.
Metrics
Display metrics pertinent to the asset. Your PVA defines these metrics, which are
determined by the assets type (hardware or software) and classification (Batch,
Customer Facing, or Internal).
You may set target and minimum values for an asset's metrics. For details, see the
Setting Target and Minimum Values for an Assets Metrics section.
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After you display the Asset Detail screen, you may use it to perform the following tasks. This chapter includes
separate discussions on each task.
updating an assets basic information,
updating an assets performance-related data,
updating an assets cost data,
specifying how much of an assets costs is allocated to the services and assets it impacts,
specifying how much of a projects costs are to be allocated to an asset,
removing an assets allocations,
setting the time period for which PlanView displays an assets metrics, and
changing the values of the attributes your PVA defined for an asset.
Updating an Assets Basic Information

PlanView lets you change an assets basic information, such as its name, ID, owner, and other factual data that was
entered when the asset was added.
To Update an Assets Basic Data
1.
If necessary, open a portfolio relevant to the asset you want to update. For details, see the Opening Portfolios
section.
2.
3.
Click Assets Topology. In the topology diagram that appears, click the underlined name of the asset
you want to update. If the asset is providing indirect support, you will need to navigate the topology
diagram until the assets name is underlined.
Click Assets Dashboard Action Links Review Assets. In the Asset Description column,
click the link or button relevant to the asset you want to update. Then select Asset Detail from the
menu that appears.
In the Basic section of the Asset Detail screen that appears, click Update and then edit the fields of the
Update Asset screen that appears.
The Update Asset screen includes fields that are the same as those specified when the asset is added. For
details on these fields, see the Adding Assets section.
4.
Click OK.
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Updating an Assets Performance-Related Data

You may edit the Asset Assessment sections data, which indicates how well an asset and the services it supports are
performing.
To Update an Assets Performance-Related Data
1.
section.
2.
menu that appears.
3.
In the Asset Assessment section of the Asset Detail screen that appears, click Update. PlanView displays a
4.
Edit the fields as discussed in the following table.

Field
Description
Business Value
Technical Value
Risk Assessment
These fields show how well the asset and the services it supports are performing. Used
to track the value of an asset by asking questions of the asset owner (as prompted by
the assets lifecycle). The score of those answers is stored in the respective field and
can be used to help decide if the asset is maintained or retired.
The Business Value and Risk Assessment fields are available only for assets that have
an Asset Type of Application or Other Software.
Last Analysis
Enter the last date on which the asset was analyzed.
Next Analysis
Enter the number of days that are to elapse between todays date and the next
analysis.
When displaying data in the Asset Detail screen, PlanView automatically converts the
specified number of days to an actual date (such as 1/15/2006).
Lifecycle Position
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Select the lifecycle phase that is to be modeled by the current alternate structure.
Asset Disposition
Select the option that best defines what PlanView is to do with the asset (such as
Maintain, Review, Enhance, Retire, or Replace).
An asset's disposition is based on the assessment of the asset's Business Value;
Technology Value; Costs, and Risk. These measurements (along with some others) are
evaluated to analyze the relative importance of an asset within a portfolio of assets (or
across the enterprise).
Planned Retirement
Date
5.
Enter the date on which the asset is to be retired.
Click OK.
Updating the Cost Data of an Asset

The Asset Detail screens Total Current Spend section includes the following cost data.
Cost
Description
Total Spend
The assets total cost so far.

PlanView calculates this value by adding the current assets Direct Spend and its
Indirect Spend.
Direct Spend
This amount is manually entered to specify the how much is spent directly on the
current asset.
The Direct Spend is associated with a date that designates the time period in which the
spend will eventually be moved to a services financial plan.
If Direct Spend entries are manually entered for more than one time period, you may
view and edit the amounts made for each time period.
Indirect Spend
The amount spent on the current assets associated projects and other assets that
indirectly support the current asset.
When calculating this amount, PlanView uses the dollars and dates entered as Direct
Spend on assets that financially impact the current asset.
Forecasted
The expected future cost of the current asset.

PlanView calculates this amount by multiplying the assets current cost with a specified
percentage.
You may update an asset's cost data by editing the values specified for the Forecasted percentage and Direct Spend
cost. While editing these values, you may specify how far back PlanView is to obtain data while calculating an
asset's cost data. You may also specify the date on which an asset's Direct Spend value is to be included in a
services financial plan.
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PlanView also lets you change an asset's direct costs specified for a previous time period.
Assets Cost Data
To Edit an
1.
section.
2.
3.
menu that appears.
In the heading of the Total Current Spend section of the Asset Detail screen that appears, click the numeric
link (such as 365) that indicates how far back PlanView is to go while calculating an asset's costs.
PlanView displays a screen similar to the following figure.
4.
Enter the percentage PlanView is to use when calculating the asset's future costs. PlanView calculates an
asset's Forecasted value by multiplying the asset's current costs with the specified percentage.
5.
If you want to change the time frame for which cost data is calculated, enter the number of days that
PlanView is to go back when calculating an asset's cost data.
6.
Click Enter Direct Spend.

PlanView displays an Entry of Direct Costs screen similar to the following figure.
PlanView Tip!
Clicking Update in the Total Current Spend section of the Asset Detail screen will also display the Entry of Direct
Costs screen. You may want to do so if you want to change the Direct Spend value and do not want to manually
enter the Forecasted percentage value or change the days of the time frame for which PlanView calculates an
asset's cost data.
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7.
If you want to change the Date on which the assets Direct Spend is to be included in a services financial
and then select the desired date in the calendar that appears.
plan, click
If you change the date, PlanView recalculates the values of the Direct Spend, Total Spend, Indirect Spend,
and Forecasted entries.
8.
Enter the Amount you want to specify for the assets direct cost.
If you change this value, PlanView will recalculate the values of the Total Spend and Forecasted entries.
9.
Document your entry by typing a Note about the expenditure.
10. If you want to edit the direct costs for a previous time period, click View History to display the Current Spend
History screen. You may then click the button relevant to the time period for which you want to edit the
direct costs.
PlanView Tip!
You may also display the Current Spend History screen by clicking History in the Total Current Spend section of the
Asset Detail screen. Do so if you want to change the direct costs entered for a previous time period without
modifying the current Direct Spend or Forecasted values.
11. Click OK.
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Changing an Assets Allocation Percentages for Services or Assets It Supports

You may change how much of an assets costs are allocated to the services it directly supports and any assets it
indirectly supports. You do so by changing an assets allocation percentage. On services, changing an assets
allocation percentage impacts that services financial plan. On other assets, changing an assets allocation
percentage impacts that other assets indirect costs. When setting an assets allocation percentage, you may specify
the date on which the change is to take effect.
For example, suppose that on January 1, 2006 you allocate 50 percent of asset 1 to service A. Then on June 1, 2006
you allocate 40 percent of asset 1 to service A. Also suppose that during all of 2006 you allocate 50 percent of
asset 2 to asset 1. In effect, asset 2 is allocated at 25 percent to service A from January to May and 20 percent from
June to December.
In another example, suppose today is June 30. Allocations for asset 1 were last set on April 1 so that the asset was
allocated at 50 percent for asset 2 and at 50 percent for asset 3. Asset 4 is allocated to asset 1 and had a direct spend
on June 15. If on July 1 you change the allocation percentage for asset 1 to 25 on asset 2 and 75 on asset 3, assets 1s
indirect costs will not change. The direct cost of asset 4 will not change. However, the indirect costs of asset 2 will
go down, and the indirect spend on asset 3 will go up.
Changing an assets allocation percentage does not impact an assets direct costs.
To Change an Assets Allocation Percentages
1.
section.
2.
3.
menu that appears.
In the Services (or Assets) Financially Impacted by this Asset section of the Asset Detail screen that
appears, perform one of the following actions:
If you want to edit the allocation percentages for the current time period, click Update.
If you want to edit the allocation percentages for a previous time period, click History. In the Allocation
History screen that appears, click the button relevant to the time period for which you want to edit an
assets percentages.
PlanView displays an Update Associations screen similar to the following figure.
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PlanView Tip!
You may find it easier to examine the Allocations Entities financially supported by this Asset sections
content if you collapse the other sections of the Update Associations screen.
4.
In the Allocations Entities financially supported by this Asset section, perform one of the following
actions:
If you want to edit the allocation percentages for the current time period, click Update.
If you want to edit the allocation percentages for another time period, click History. In the Allocation
History screen that appears, click the button relevant to the time period for which you want to edit an
assets percentages.
PlanView displays a Default Allocations screen similar to the following figure. The data in this screen
indicates when the allocation is to become effective, the asset's allocation percentage, and which user made
the allocation.
5.
If you want to change the date on which the allocation is to start, click
the calendar that appears.
6.
In the Allocation Percentage field, enter the desired amount.
7.
Refresh the data by clicking
and then select the desired date in
. Then click OK.
Changing Allocation Percentages of Projects Associated with an Asset

You may change how much of a projects costs are allocated to the assets associated with the project. You do so by
changing a projects allocation percentage, which impacts how much of the projects costs flow to the associated
asset.
To Change a Projects Allocation Percentages
1.
If necessary, open an Asset portfolio relevant to the project you want to modify. For details, see the Opening
Portfolios section.
2.
menu that appears.
PlanView displays the Asset Detail screen.

3.
Under the Work Financially Impacting this Asset section, click the appropriate project link.
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4.
Click Assets/Services in the toolbar of the Work Detail screen that appears.
5.
Click Update in the The Assets listed below are financially impacted by the current Work Item header.
PlanView displays a Default Allocations screen similar to the following figure.
6.
For each of the projects associated assets, enter the desired Allocation Percentage to designate how much
of the projects costs each asset is expected to use.
7.
Click OK.
Removing an Assets Allocations

You may remove the relationship of a service, project, or asset allocated to the current asset. The allocation
percentage of the item that you are breaking the assets relationship to must be set to 0.
To Remove an Asset's Allocations
1.
If necessary, open an Asset portfolio that includes the asset from which you want to remove allocations. For
2.
3.
menu that appears.
In the Asset Detail screen that appears, click Update in one of the following sections: Services (or Assets)
Financially Impacted by this Asset, Work Financially Impacting this Asset, or Assets Financially
Impacting this Asset.
PlanView displays the Update Associations screen. The screen includes an entry for each service, asset, or
project allocated to the current asset regardless of whether an actual allocation percentage has been defined.
4.
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Remove the relationship between the current asset and a service, project, or asset by clicking the relevant
Break Link button . The button is not displayed next to items that do not have an allocation percentage of
0 on the current asset.
Setting Target and Minimum Values for an Assets Metrics

When configuring PlanView, your PVA defines the metrics PlanView is to use for assets. These metrics are
determined by the assets type (hardware or software) and its PVA-specified classification (Batch, Customer Facing,
or Internal). You may set target and minimum values for such metrics. Targets define the capacity for a given
metric. Minimum values define the lowest acceptable value for a given metric.
Set Target and Minimum Values for an Assets Metrics
1.
Portfolios section.
2.
3.
menu that appears.
In the Metrics header of the Asset Detail screen that appears, click Update.
PlanView displays a Metrics screen similar to the following figure.
4.
Edit the Target and Minimum Expectation values as desired.
5.
Click Update.
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Changing Attributes of Asset-Related Configured Screens

Your may edit attributes your PVA defined in configured screens mapped to an asset's governing structure.
To Change an Assets Attributes
1.
Portfolios section.
2.
3.
menu that appears.
In the Asset Detail screen that appears, click Update in the heading of the section containing your
organization's PVA-defined attributes.
PlanView displays a screen that includes your organizations PVA-defined attributes.
4.
Edit the fields as appropriate.
5.
Click OK.
Deleting Assets
You may delete an asset unless
the asset is currently being used by another asset, service, or project,
the asset has a previous allocation or association,
there are direct spend costs defined on the asset,
the asset has been previously used,
your PVA has set the assets classification to Batch.

To Delete an Asset
1.
If necessary, open an Asset portfolio relevant to the asset you want to delete. For details, see the Opening
Portfolios section.
2.
Click Assets
Dashboard
Action Links
Review Assets.
PlanView displays the Review Assets screen.

3.
In the Asset Description column, click the link or
4.
Select Delete from the menu that appears.
5.
In the verification prompt that appears, click OK.
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button relevant to the asset you want to delete.
Reviewing and Editing a Services Data

You may review and edit a service's data.
To Review Services
1.
If necessary, open a portfolio relevant to the services you want to review. For details, see the appropriate
2.
Click Services
Dashboard
Action Links
Review Services.
PlanView displays a Review Services screen similar to the following figure. If PlanView cannot display all
services at one time, you may click Previous or Next to view additional services. Clicking a column head in
the screen sorts services by the columns property.
The Review Services screen includes the columns PlanView displays by default. The Review Services
screen, however, can be configured to display any of the columns discussed in the following table as well as
ones relevant to alternate structures your PVA defined. For details on choosing the screens columns and the
order in which they appear in the screen, see the Configuring the Review Screens of Services, Assets, or
Agreements section. For details on data relevant to PVA-defined alternate structures, see your PVA.
Column
Description
Service Description
Identifies the name of the service.
ID
Identifies a numeric label for the service.
Service Type
Identifies the services type (Application, Server, Other Software, or Other

Hardware).
Service Status
Indicates the services status (Requested, Requirement, Acquisition, Approved, In

Service, Denied, Deferred, Cancelled, Evaluate, Retired, or Decommissioned).
Average Utilization
Indicates how often the service is used on average.
Direct Cost
Indicates the total of the direct cost entered manually for the service. The value in this
column does not reflect data from the work budgets of projects allocated to the service.
Click a services link in this column to display the Direct Cost screen,
Work Allocation
Indicates how many projects are allocated to the service.
Asset Allocation
Indicates how many assets financially impact the service.
Service Owner
Identifies the person responsible for managing the service.
Active Tickets
Indicates how many active tickets are associated with the service.
Clicking this column's numeric link displays a list of the active tickets. Clicking a ticket's
link in the list that appears, display's that ticket's Detail screen.
3.
If you want to review a services direct costs, click that services Direct Cost link. PlanView displays a
Direct Cost screen that lists the monetary value of each direct cost entry made for the service, indicates when
each entry was made, and identifies who made each entry.
4.
If you want to display a list of the projects allocated to a service, click that services Work Allocation link.
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5.
If you want to display a list of assets that financially impact a service, click the appropriate Asset Allocation
link.
6.
If you want to display a Service Detail screen similar to the following figure, click the appropriate Service
Description link or button and then select Service Detail from the menu that appears.
PlanView Tip!
You may also access the Service Detail screen from topology diagrams or the screens that appear after you click a
Direct Cost, Work Allocation, Asset Allocation, or Average Utilization link in the Review Services screen.
The screens toolbar includes options that let you display the current portfolios topology diagram
(Topology), associate a lifecycle with the service (Assign Lifecycle), display information about services
associated with the current one, display data about the agreements with which the service is associated,
access the services Content Management information (Content), or display the services contact
information (Contacts).
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The following table describes the Service Detail screens sections, each of which you may update. For some
sections, you may also review data relevant to a services history. The screen may also include data relevant
to PVA-configured screens. For details on such data, see your PVA.
Section
Description
Basic
Includes information that was entered when the service was added to the PlanView
database.
You may update this sections data as discussed in the Updating a Service's Basic
Information section.
Service Delivery
Assessment
Provides information relevant to the performance of the service. This sections color
indicators provide a quick assessment of the delivery of the service. PlanView uses
green for healthy, yellow to indicate potential problems, and red for serious conditions.
You may update this sections data as discussed in the Updating a Service's section.
Cost and Effort
Shows the values of the services cost and effort that is expected to deliver the service.
PlanView obtains this data from the service's financial plan.
Department Using This

Service
Identifies the departments that use the service and indicates how much of the service
each department is excepted to use.
You may change how much of a service is allocated to each department. For details,
see the Designating How Much of a Service Different Departments Use section.
Work Financially
Impacting the Service
Indicates how much of a financial impact each project allocated to the current service
has on that service The total impact of the allocated items can be equal to, less than, or
greater than 100 percent.
You may change the percentages of a service's allocations. For details, see the
Changing the Percentages of a Service's Allocations section.
Clicking a project's link in this section displays that entitys Detail screen.
Assets Financially
Impacting the Service
Indicates how much of a financial impact each asset allocated to the current service
has on that service. The total impact of the allocated items can be equal to, less than,
or greater than 100 percent.
You may change the percentages of a service's allocations. For details, see the
Changing the Percentages of a Service's Allocations section.
Clicking an assets link in this section displays its Detail screen.
Metrics
Display metrics pertinent to the service. Your PVA defines these metrics, which are
determined by the services type (hardware or software) and classification (Batch,
Customer Facing, or Internal).
You may enter target and minimum values for a service's metrics. For details, see the
Setting Target and Minimum Values for a Service's Metrics section.
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Updating a Service's Basic Information

PlanView lets you change a service's basic information, such as its name, ID, owner, and other factual data that was
entered when the service was added.
To Update a Service's Basic Data
1.
If necessary, open a portfolio relevant to the service you want to update. For details, see the Opening
Portfolios section.
2.
3.
Click Topology to display the current portfolios topology diagram. Navigate the topology diagram
until the name of the service you want to update is underlined.
Click Dashboard Action Links Review Services. In the Service Description column, click the
appropriate service link or button. Then select Service Detail from the menu that appears.
In the Basic section of the Service Detail screen that appears, click Update and then edit the fields of the
Update Service screen that appears.
The Update Service screen includes fields that are the same as those specified when the service is added. For
details on these fields, see the Adding Services section.
4.
Click OK.
Updating a Service's Delivery Goals

You may edit the Service Delivery Assessment sections data, which indicates how well the delivery goals of the
service are being met.
To Update a Service's Delivery Goals
1.
Portfolios section.
2.
3.
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In the Service Delivery Assessment section of the Service Detail screen that appears, click Update.
PlanView displays a Service Delivery Assessment screen similar to the following figure.
4.
5.
Edit the fields as discussed in the following table.

Field
Description
Business Value
Define how valuable the service is to your organization. PlanView uses this data to
track the value of a service by asking questions of the service owner (as prompted by
the service's lifecycle). The score of those answers is stored in the respective field and
can be used to help decide if the service is maintained or retired.
Overall Customer
Satisfaction
Enter target and minimum values for the customer satisfaction rating.
PlanView calculates this customer satisfaction by using average values manually
entered for service satisfaction.
Click OK.
Designating How Much of a Service Different Departments Use

You may designate how much of a service each department is expected to use.
To Designate How Much of a Service Different Departments Are Expected to Use
1.
If necessary, open a portfolio that includes the services you wish to review. For details, see the appropriate
2.
Click Services.
3.
4.
until the name of the service for which you want to designate department usage is underlined.
In the Department Using this Service heading of the Service Detail screen that appears, click Update.
An Update Associations screen similar to the following appears.
PlanView Tip!
You may find it easier to examine the Allocations Entities financially supported by this Service sections
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5.
In the Allocations - Entities financially supported by this Service section, click Add Allocation under the
heading The Business Units listed below are financially impacted by the current Service.
6.
In the Data Picker, select the check box of each department using the service.
7.
Click Update in the The Business Units listed below are financially impacted by the current Service
section.
indicates when the allocation is to become effective, how much of the service is allocated to each
department, and which user made each allocation
8.
9.
In the Allocation Percentage fields, enter the percentage amount that each department is expected to use the
service.
10. Refresh the data by clicking
. Then click OK.
Changing the Percentages of a Service's Allocations

You may change how much of a project or assets costs is allocated to a service. You do so by changing a project or
assets allocation percentage. Changing a service's asset allocation percentages impacts the services financial plan.
Changing a service's project allocation percentages impacts how much of the projects costs flow to the associated
asset. When setting a service's allocation percentage, you may specify the date on which the change is to take effect.
For example, suppose that on January 1, 2006 you allocate 50 percent of asset 1 to service A. Then on June 1, 2006
you allocate 40 percent of asset 1 to service A. Also suppose that during all of 2006 you allocate 50 percent of
asset 2 to asset 1. In effect, asset 2 is allocated at 25 percent to service A from January to May and 20 percent from
June to December.
To Change the Percentage's of a Service's Allocations
1.
Portfolios section.
2.
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3.
Click Update in either the Work Financially Impacting this Service section or the Assets Financially
Impacting this Service section of the Service Detail screen that appears.
PlanView displays an Update Associations screen similar to the following figure.
PlanView Tip!
You may find it easier to examine the Allocations Entities that financially support this Service sections
4.
In the Allocations Entities that financially supported this Service section, perform one of the following
actions:
If you want to edit the allocation percentages of projects, click Update in the The Work items listed
below financially impact the current Service header.
If you want to edit the allocation percentages of assets that support the current service, click Update in
the The Assets listed below financially impact the current Service header.
indicates when the allocation is to become effective, the project or asset's allocation percentage, and which
user made each allocation.
5.
6.
In the Allocation Percentage field, enter the desired amount of each allocation.
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7.
Refresh the data by clicking
. Then click OK.
Removing a Service's Allocations

You may remove the relationship of a project or asset allocated to the current service. The allocation percentage of
the item that you are breaking the services relationship to must be set to 0.
To Remove a Service's Allocations
1.
If necessary, open a Service portfolio that includes the service from which you want to remove allocations.
2.
3.
Click Update in either the Work Financially Impacting this Service section or the Assets Financially
Impacting this Service section of the Service Detail screen that appears.
PlanView displays the Update Associations screen. The screen includes an entry for each asset or project
allocated to the current service regardless of whether an actual allocation percentage has been defined.
4.
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Remove the relationship between the current service and an asset or project by clicking the relevant Break
Link button . The button is not displayed next to items that do not have an allocation percentage of 0 on
the current service.
Setting Target and Minimum Values for a Service's Metrics

When configuring PlanView, your PVA defines the metrics PlanView is to use for services. These metrics are
determined by the service's PVA-specified classification (Batch, Customer Facing, or Internal). You may set target
and minimum values for such metrics. Targets define the capacity for a given metric. Minimum values define the
lowest acceptable value for a given metric.
Set Target and Minimum Values for a Service's Metrics
1.
If necessary, open a Service portfolio relevant to the project you want to modify. For details, see the Opening
Portfolios section.
2.
3.
In the Metrics header of the Service Detail screen that appears, click Update.
PlanView displays a Metrics screen similar to the following figure.
4.
Edit the Target and Minimum Expectation values as desired.
5.
Click Update.
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Changing Attributes of Service-Related Configured Screens

Your may edit attributes your PVA defined in configured screens mapped to a service's governing structure.
To Change a Service's Attributes
1.
If necessary, open a Service portfolio relevant to the service you want to modify. For details, see the Opening
Portfolios section.
2.
3.
In the Service Detail screen that appears, click Update in the heading of the section containing your
organization's PVA-defined attributes.
PlanView displays a screen that includes your organizations PVA-defined attributes.
4.
Edit the fields as appropriate.
5.
Click OK.
Deleting Services
You may delete a service unless
the service has an active or previous allocation,
the service has financial plan data defined for it, or
there is no active or previous agreement associated with the service.

To Delete a Service
1.
If necessary, open a Service portfolio relevant to the service you want to delete. For details, see the Opening
Portfolios section.
2.
Click Services
Dashboard
Action Links
Review Services.
PlanView displays the Review Services screen.

3.
In the Service Description column, click the link or
4.
Select Delete from the menu that appears.
5.
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button relevant to the service you want to delete.
Adding Service Level Agreements

A Service Level Agreement (SLA) outlines a contract between an IT department and either a business unit or a
vendor. The following table describes the different types of SLAs PlanView supports and whether you access. The
table also indicates whether you access the SLA through a Service portfolio or an Asset portfolio.
SLA Type
Description
Access from a
Business SLA
This type of SLA defines the relationship between IT and

a business unit. Although not required, a Business SLA
Service portfolio
offers a means to record expectations that a business unit and

IT have regarding the services IT will provide to the business
unit.
You can have one business unit and multiple services per
Business SLA.
To establish this type of SLA, see the Adding Business SLA
section.
Outsourced Service
Contract
This type of SLA deals essentially with a service that is

completely or partially outsourced. An Outsourced Service
Contract is associated with a single service.
Service portfolio
You can have one vendor and one service per Outsourced
Service Contract
Asset Contract
This type of SLA defines the delivery of assets from a single

vendor.
Asset portfolio
You can have one vendor and many assets per Asset
Contract.
PlanView Tip!
The following procedures discuss adding agreements by selecting the Add Agreement command from the main
menu. As you become familiar with the PlanView interface, you may sometimes find it useful to add agreements by
clicking the Review Agreements screens Add Agreement option.
Adding Business SLAs

Add a Business SLA to formalize the delivery of services from IT to a business unit. This helps improve
communication between IT and the business unit.
When adding a Business SLA, you can
define the parameters of the services that IT provides,
define the time-phased budget and quality standards used for all services IT delivers to a business unit, and
allow a business unit to set service delivery goals (such as expected service performance and minimum
expected level of customer satisfaction).
Throughout the life of a Business SLA, actual expenses are compared to the budget to evaluate variances and make
adjustments. In addition the satisfaction of the business unit with their services is measured and compared against
the standards defined in the Business SLA. This helps eliminate surprises about the cost of services and the quality
that IT is delivering.
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To Add a Business SLA
1.
Click Services
Dashboard
Action Links
Add Agreement.
An Add Agreement screen similar to the following figure appears.
The following table describes the Add Agreement screens fields.
2.
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Field
Description
Parent
The location of the agreement within the hierarchical structure of all agreements
Agreement Name
The name you specify for the agreement
Agreement Number
A unique numeric value given to the agreement
Start Date
The dates on which the agreement becomes active
Finish Date
The dates on which the agreement becomes inactive
Next Review Date
The date on which the agreement should be reassessed by your organization
Agreement Type
The type of agreement you are adding
Owner
The name of the person who manages the agreement
The name of the user who administers the lifecycle associated with the
agreement
Department
The department with whom IT is making the agreement to provide the services
Status
The state of the agreement, such as pending, active, or closed
Agreement Color
Attribute that you want to use to represent the agreement
Cost Spread
Indicates if costs should be spread evenly across all business units
Services
Associates the agreement to one or more services
Complete any required fields (marked by a red asterisk), and enter any known data in the other fields. Be
sure that Business SLA is selected as the Agreement Type.
3.
Click Add.
4.
If PlanView displays more screens, enter any required fields or additional information. Save your entries by
clicking OK.
5.
When prompted, select the lifecycle you want to associate with the SLA.
6.
7.
As prompted, complete any additional lifecycle steps.
8.
Click Finish.
After adding the agreement, you can define the cost of each service included in the agreement. For details, see the
Defining the Cost per Service in a Business SLA section.
Adding an Outsourced Service Contract

An Outsourced Service Contract defines the delivery of one service from a single vendor. The vendor named in the
contract can be completely responsible or only partially responsible for the delivery of the service associated with
the contract.
To Add an Outsourced Service Contract
1.
Click Services
2.
Display an Add Agreement screen similar to the following figure by clicking Outsourced Service Contract.
Dashboard
Action Links
Add Agreement.

Field
Description
Parent
Agreement Name
The name that you specify for the agreement
Agreement Number
Start Date
Finish Date
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Field
Description
Next Review Date
Agreement Type
The type of agreement you are adding.
Owner
The name of the user who administers the lifecycle associated with the agreement
Vendor
The vendor with whom IT is making the agreement to provide the service
Agreement Color
Status
Services
Associates the agreement to a single service
3.
Complete any required fields (marked by a red asterisk), and enter any known data in the other fields.
4.
Click Add.
5.
clicking OK.
6.
7.
8.
9.
Click Finish.
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Adding an Asset Contract

An Asset Contract defines the delivery of one or more assets from a single vendor.
To Add an Asset Contract
1.
Click Assets
Dashboard
Action Links
Add Agreement.
An Add Agreement screen similar to the following figure appears.
2.
Field
Description
Parent
Agreement Name
The name you specify for the agreement
Agreement Number
Start Date
Finish Date
Next Review Date
Owner
The name of the user who administers the lifecycle associated with the agreement
Vendor
The vendor with whom IT is making the agreement to provide the asset
Status
Agreement Color
Cost Spread
Indicates if costs should be spread evenly across all business units
Assets
Associates the agreement to one or more assets
Complete any required fields (marked by a red asterisk), and enter any known data in the other fields.
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3.
Click Add.
4.
clicking OK.
5.
6.
7.
8.
Click Finish.
Reviewing and Editing Agreements

You may display summary information of the agreements included in a Service or Asset portfolio. While reviewing
such information, you may access and edit a specific agreements data.
To Review or Edit Agreements
1.
If necessary, open the portfolio that includes the agreement you want to review. For details on opening a
portfolio, see the Opening Portfolios section..
2.
If you want to review the agreements of a Service portfolio, click Services
If you want to review the agreements of an Asset portfolio, click Assets
Agreements.
Agreements.
PlanView displays a Review Agreements screen similar to the following figure. The screen lists the
agreements associated with the current portfolio. A red asterisk indicates that an agreement includes services
or assets that are not in the current portfolio. Most columns reflect information that was specified when
agreement was added or modified. The number displayed in the screens #Services or #Assets column
indicates how many services or assets are associated with an agreement. An agreements
button provides
access to the agreements Content Management data.
You may refine the list of agreements so that PlanView displays only a specific category of agreements (such
as active, analyzed, closed, modified, pending, proposed, or retired. To do so, click All Agreements and
select the desired agreement category from the menu that appears. PlanView displays the portfolios
agreements that only match the selected category.
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Clicking a column head in the screen sorts assets by the columns property. As discussed in the Configuring
the Review Screens of Services, Assets, or Agreements section, you may select which columns the screen
includes.
By default, the Review Agreements screen displays agreement data in the Agreements View. You may
display data for a list of the services or assets associated with the current portfolios agreements. To dos so,
click Agreements View and then select the portfolios other view option (Services View or Assets
View).
If PlanView cannot display all of the agreements simultaneously you may click Previous or Next to view a
list of additional agreements.
The Add Agreement option lets you add another agreement to the current portfolio.
3.
If you want to display the names of the services or assets associated with a specific agreement, click that
agreements #Services or #Assets numerical link. You may then display a service or assets Detail screen
by clicking the appropriate link in the screen that appears.
4.
If you want to display an Agreement Detail screen similar to the following figure, click the appropriate
Name link or button and then select Agreement Detail from the menu that appears. The sections included
in such a screen vary by the type of agreement you are reviewing.
The screens toolbar includes options that let you examine the workflow of a lifecycle associated with the
agreement (Lifecycle), edit the lifecycles list of team members (Team), access the agreements Content
Management information (Content), or display the agreements business unit and IT contacts (Contacts).
PlanView Tip!
Because project costs are calculated in the project budget, the Agreement Detail screen does not include data for
the costs of projects associated with any of the agreement's assets or services.
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You may update the screens data by performing the following tasks. Separate discussions of each task
follow.
updating an agreements basic information,
defining the cost per service if you are displaying a Business SLAs data,
defining the cost per asset if you are displaying an Asset Contracts data,
defining the delivery goals of services if you are displaying a Business SLAs data,
specifying other costs that may be associated with an agreement, and
defining a list of other items the business unit wants to track for a particular agreement, such as
performance goals, and
updating agreement data entered in PVA-defined configured screens.
Updating an Agreements Basic Information

PlanView lets you change an agreements basic information, such as its number, dates, status, cost spread, lifecycle
administrator, and owner.
To Update an Agreements Basic Data
1.
If necessary, open a portfolio relevant to the agreement you want to update. For details, see the Opening
Portfolios section.
2.
If you are updating a Business SLA or Outsourced Service Contract, click Services
If you are updating an Asset Contract, click Assets
Agreements.
Agreements.
3.
In the Review Agreements screen that appears, click the Name or relevant button of the agreement you
want to update. Then select Agreement Detail from the menu that appears.
4.
In the Basic section of the Agreement Detail screen that appears, click Update and then edit the fields of the
Update Agreements screen that appears.
The Update Agreements screen includes some of the same fields as those specified when the agreement is
added. For details on these fields, see the section that discusses adding the type of agreement you are
updating.
The Basic section includes a Total Cost field, which is the sum of the Total SLA Cost data displayed in the
agreement's Cost per Service section.
5.
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Click OK.
Defining the Cost per Service in a Business SLA

You may define the cost of each service included in a Business SLA. You do so by editing the data displayed in the
SLA Cost field of the Agreement Detail screen's Cost Per Service section.
To Define the Cost per Service in a Business SLA
1.
Open the portfolio that includes the services associated with the agreement in which you want to define
service costs. For details on opening a portfolio, see the Opening Portfolios section..
2.
Click Services
3.
In the Review Agreement's screen that appears, click the Name or relevant button of the agreement in
which you want to define costs. Then select Agreement Detail from the menu that appears.
Agreements.
PlanView displays an Agreement Detail screen, which includes a Cost Per Service section similar to the
following figure.
The following table describes the fields of the Cost Per Service section.
Field
Description
Description
Lists each service associated with the current Business SLA.

Clicking a service's link displays the service's Detail screen.
Budgeted Effort
Indicates the sum of all effort accounts for the services budget for the business unit specified
in the Business SLA.
PlanView obtains this information from the associated service's financial plan at the time the
agreement is created. PlanView pulls the data from the version that is marked as the
baseline.
Budgeted Cost
Indicates the sum of all cost accounts for the services budget for the business unit specified
in the Business SLA with the exception of an account mapped to an agreement type of
Business SLA.
PlanView obtains this information from the associated service's financial plan at the time the
agreement is created. PlanView pulls the data from the version that is marked as the
baseline.
SLA Cost
Indicates the cost of each of the services associated with the SLA.
When the agreement is created, PlanView gives this field the same value as that of the
Budgeted Cost field. You may edit this value at any time.
Other Cost
Indicates any other costs entered for each of the services associated with the agreement.
This value is based on the value of the Cost Spread option displayed in the Basic section.
You specify this data by editing the Other Cost section of the screen. If you edit that section's
data, PlanView automatically updates the data displayed in this field.
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Field
Description
Total SLA Cost
Indicates the sum of each service's SLA Cost data and its Other Cost data.
If you edit the data in the screen's Other Cost section, PlanView automatically updates the
data displayed in this field.
PlanView will use this data when you load a budget.
A sum of the Total SLA Cost for all of an agreement's services will be included in the Total
Cost field that PlanView displays in the Basic section of a Business SLA's Agreement Detail
screen.
Actual Cost
4.
This value is updated for a service associated with an agreement each time a budget entry is
made on the working version of that service's budget for the business unit defined in the
agreement.
Click Update in the Cost Per Service section.

5.
If necessary, click Add Service to associate additional services with the agreement.
6.
In the SLA Cost field, enter a numeric value representing the cost of each service. This value is the cost to
the service requester.
7.
Click OK.
Defining the Cost per Asset in an Asset Contract

To Define the Cost per Asset in an Asset Contract
1.
If necessary, open the portfolio that includes the agreement in which you want to define costs. For details on
opening a portfolio, see the Opening Portfolios section..
2.
Click Assets
3.
Click the link for the description of the agreement, or the down arrow next to it, and choose Agreement
Detail.
4.
Click the Update link in the Cost Per Service section.
5.
If necessary, click Add Service to associate additional assets with the agreement.
6.
Enter a numeric value representing the cost of each asset, which is the cost to the asset requester.
7.
Click OK.
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Agreements.
Defining an Agreement's Other Costs

A Business SLA, Outsourced Service Contract, or an Asset Contract may have costs associated with it that are not
part of a service or asset's costs.
To Define an Agreement's Other Costs
1.
Portfolios section.
2.
If you are defining other costs for a Business SLA or Outsourced Service Contract, click Services
Agreements.
If you are defining other costs for an Asset Contract, click Assets
Agreements.
3.
In the Review Agreements screen that appears, click the Name or relevant button of the agreement for
which you want to define other costs Then select Agreement Detail from the menu that appears.
4.
PlanView displays an Agreement Detail screen, which includes an Other Costs section similar to the
following figure.
The following table describes the fields of the Other Costs section.
5.
Field
Description
Description
Identifies what the cost is for.
Agreed Cost
Indicates how much the cost is. PlanView will automatically calculate the total of all the
costs included in this section.
General Comments
Provides additional information about the cost.
Click Update in the Other Costs screen. PlanView displays an Update Costs screen similar to the following
figure. You may edit the data displayed in the screen's fields, which correspond to those of the Other Costs
section in the Review Agreements screen.
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6.
If you want to define additional costs for the agreement, click Add Other Cost and then enter the appropriate
data for that cost.
7.
Click OK.
Defining Delivery Goals of a Business SLA's Services

Business units define expectations for each service, which can be compared against the actual results from surveys.
You can define the delivery goals of the services included in a Business SLA. You do so by specifying numbers that
represent your high and low acceptable values for survey results.
To Define Delivery Goals of a Business SLA's Services
1.
If necessary, open the portfolio that includes the agreement in which you want to define delivery goals. For
details on opening a portfolio, see the Opening Portfolios section..
2.
Click Services
3.
In the Review Agreement's screen that appears, click the Name or relevant button of the agreement in
which you want to define delivery goals. Then select Agreement Detail from the menu that appears.
Agreements.
PlanView displays an Agreement Detail screen, which includes a Service Delivery Goals section. The
section includes indicators that reflect survey results for the measurements of the fields described in the
following table. These measurements are based on threshold values you define as discussed in this
procedure. Green indicates that a service's results exceeded the field's thresholds, yellow indicates that the
service's results fell between the specified thresholds, and red indicates the service fell below both
thresholds.
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Field
Description
Satisfaction
Indicates how well a service's delivery goals were met.
Average Usage per

Month
Indicates how much a service is expected to be used per month (such as 300
hours per month).
Availability (%month)
Indicates a business unit's expectations of how much a service should be

available.
Batch (%month)
Indicates how many batch processes ran successfully.
4.
Click Update Service Delivery Goals in the Service Delivery Goals section.
PlanView displays a screen similar to the following figure
5.
In each section of the screen, define thresholds for the fields displayed in the Agreement Detail screen's
Service Delivery Goals section. You do so by entering your high and low acceptable values for survey
results. The values you enter will trigger the red, green, and yellow indicators displayed in the Agreement
Detail screen.
The values entered in the Batch (% month) section are the basis of the percentage displayed for that field in
the Agreement Detail screen.
6.
Click OK.
Defining a List of Other Items

A Business SLA, Outsourced Service Contract, or Asset Contract can include a list of other items that a business
unit wants to track for that agreement.
To Define a List of Other Items
1.
If necessary, open the portfolio that includes the agreement in which you want to define delivery goals. For
details on opening a portfolio, see the Opening Portfolios section..
2.
3.
If you are defining other information for a Business SLA or Outsourced Service Contract, click
Services
Agreements.
If you are defining other information for an Asset Contract, click Assets
Agreements.
In the Review Agreements screen that appears, click the Name or relevant button of the agreement for
which you want to define other information. Then select Agreement Detail from the menu that appears.
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4.
In the Other Info section of the Review Agreements screen that appears, click Update.
PlanView displays an Update Other Info screen similar to the following figure.
5.
If you want to change an existing item's description, edit the relevant text.
6.
If necessary, click Add Other Info to associate additional items with the agreement. Then enter a brief
description for each item you are adding.
7.
Click OK.
Updating Data of Configured Screens Associated with an Agreement

If your PVA associated configured screens with an agreement, you may edit data entered in those screens.
To Update Data of Configured Screens Associated with an Agreement
1.
Portfolios section.
2.
If you are updating a Business SLA or Outsourced Service Contract, click Services
If you are updating an Asset Contract, click Assets
Agreements.
Agreements.
3.
want to update. Then select Agreement Detail from the menu that appears.
4.
In the Attributes section of the Agreement Detail screen that appears, click Update Then edit the fields of
the Agreements Attributes screen that appears.
The Agreements Attributes screen includes fields your PVA defined for configured screens associated with
the agreement. For details on such fields, see your PVA.
5.
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Click OK.
Deleting Agreements
You may delete agreements.
To Delete Agreements
1.
Portfolios section.
2.
If you are deleting a Business SLA or Outsourced Service Contract, click Services
If you are deleting an Asset Contract, click Assets
Agreements.
Agreements.
3.
want to delete. Then select Delete Agreement from the menu that appears.
4.
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Configuring the Review Screens of Services, Assets, or Agreements

Configure the Service Review screen, the Assets Review screen, or the Agreements Review screen if you want to
select which columns PlanView displays in the relevant screen. After making your selections, you may define the
order in which the columns are displayed in the relevant review screen.
To Configure the Services or Assets Review Screens
1.
Display the review screen you want to configure.
To display the Services Review screen, click Services

Service.
To display the Assets Review screen, click Assets
Dashboard
Dashboard
Action Links
Action Links
Review
Review Assets.
To display the Agreements Review screen of Business SLAs or Outsourced Service Contracts, click
Agreement.
Services
2.
To display the Agreements Review screen of Asset Contracts, click Assets
Agreement.
In the toolbar of the review screen that appears, click Choose Columns.
3.
4.
Select the columns you want to include in the review screen you are configuring.
To include a column, select it from the Available Columns list and click
To exclude a column, select it from the Selected Columns list and click
To configure the screen for the columns PlanView displays by default, click Restore Defaults.
To remove all columns from the Selected Columns list and move them back to the Available Columns
list, click Clear. At the verification prompt that appears, click OK.
If desired, define the order in which PlanView displays the columns you selected.
PlanView will display the columns in the order in which they are listed in the Selected Columns list. You
may rearrange this order by selecting a columns name and then moving it up or down in the list by clicking
or
respectively.
5.
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Click OK.
14
Collaborating with Others
As work is executed in PlanView, communication is essential to ensuring that the work is done efficiently and on
time, that everyone involved is aware of the projects schedule, and that all are informed about any risks or issues
that may arise during the life of the project.
A PlanView project enables many ways to share information with everyone involved in the project. Discussion
groups, message boards, and reports facilitate communication. To facilitate communication among project team
members, PlanView supports the following tasks. This chapter discusses each of these tasks.
participating in discussion groups,
using message board,
working in eRoom,
running Scoreboard reports,
creating Scoreboard reports, and
running Crystal reports.
Participating in Discussion Groups

A discussion group is a series of electronic messages and their responses posted by portfolio or project members.
Discussions usually relate to a common subject. The subjects can be very broad (such as exchange of information
related to a project as it progresses) or narrow (one discussion for content and documentation, another for managing
resources, etc.).
PlanView maintains separate discussion group lists for each type of portfolio (Requests, Strategy, Organization,
Work, and Resources). You may participate in a discussion group for any portfolio or project of which you are a
member.
PlanView Tip!
You may participate in PlanView discussion groups from your HomeView or any Community tab unless eRoom is
enabled on your system. In that case, you may participate in PlanView discussion groups only from your HomeView
or the Community tab of the Organization tab or Resources tab. If eRoom is enabled, you may use PlanView to
open eRoom and then participate in eRoom discussion groups.
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While participating in a discussion group, you may perform the following tasks. As discussed in sections that
follow, you perform these tasks through the My Discussions portlet or the Discussions portlet. For details on these
portlets, see the relevant sections.
create discussion groups,
subscribe to discussion groups,
edit a discussion groups description,
post a new message,
respond to messages,
mark messages as Read,
create polls for discussion group members,
respond to a discussion groups polls,
close a discussion group,
reopen a closed discussion group,
delete a discussion group, and
remove a discussion groups subscription.
Separate discussions on each task follow.

PlanView Tip!
As you become familiar with the PlanView interface, you may find it easier to access an open portfolio or projects
discussion group messages from the Discussions portlet rather than the My Discussions portlet. To take advantage
of this shortcut, click the Community tab rather than switching to your HomeView dashboard. You may then access
messages posted to a discussion group by clicking the groups link in the Discussions portlet.
My Discussions Portlet
The My Discussions portlet provides quick access to the discussion groups that either you have a subscription to or
you create. This portlet is accessed from your HomeView dashboard. As shown in the following figure, the portlet
shows how many subjects (threads) and individual messages are in each group, and to which portfolio or project the
group belongs. The portlets Portal column identifies the portfolio or project in which the discussion was initiated.
Figure 44 My Discussions Portlet
PlanView Tip!
The following sections on discussion groups and polls assume that PlanView is configured to display the My
Discussions portlet in your HomeView dashboard. For details on adding this portlet, see the Defining Content of
Tabs and the User Menu section.
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Discussions Portlet
The Discussions portlet is accessed from a Community secondary tab. As shown in the following figure, this portlet
lists each discussion group associated with the current portfolio. It also indicates how many messages are posted to
each discussion group. The portlet also provides a link to discussion groups associated with a project or another
portfolio.
Figure 45 Discussions Portlet
PlanView Tip!
The following sections on discussion groups and polls assume that PlanView is configured to display the
Discussions portlet on the Community tab relevant to the portfolio or project associated with the discussion group.
For details on adding this portlet, see the Defining Content of Tabs and the User Menu section.
Creating a Discussion Group

You may create a discussion group for any portfolio or project that you may access.
To Create a New Discussion Group
1.
Open the portfolio or project in which you want to create a discussion group. For details on opening a
portfolio, see the Opening Portfolios section. For details on opening a project, see the Opening Work
Projects section.
2.
Click the Community tab. PlanView displays the Discussions portlet.
3.
Click All Discussions to open the Review Discussion Groups screen.
4.
Click Create New Discussion Group. PlanView displays a Create New Discussion Group screen.
5.
Enter the discussion groups Title.
6.
Enter a Description of the discussion group.
7.
Click OK. PlanView adds a link to the Review Discussion Groups screen. There will also be a link to the
discussion group when you return to the screen in which the Discussions portlet is displayed.
Subscribing to Discussion Groups

PlanView maintains separate discussion group lists for each portfolio and project. This means that the Discussions
portlet lists only those discussion groups relevant to the item that is currently open. You may, however, add links
(regardless of what is currently open) to the My Discussions portlet that PlanView can display in your HomeView
dashboard. You add such links by subscribing to discussion groups. These subscriptions let you quickly access
group discussions from your HomeView dashboard. You should subscribe to discussion groups that are important to
you.
You may subscribe to discussion groups associated with a portfolio or project to which you have access. You
subscribe to discussion groups by either editing the My Discussions portlet or using an option in the Review
Discussions Group screen.
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Adding Subscriptions through the My Discussions Portlet

You may subscribe to discussion groups by editing the My Discussions portlet.
To Edit the My Discussions Portlet to Add a Subscription
1.
Click HomeView
Dashboard.
2.
On the My Discussions portlet, move the cursor to
. Click Edit on the shortcut menu that appears.
PlanView displays the Edit My Discussion Groups screen, which includes a list of the discussion groups in
which you may participate.
3.
Click add next to each discussion group to which you want to subscribe.
4.
Click Close.
5.
Click Dashboard to refresh the screen. A link for each group you subscribed to is added to the My
Discussions portlet.
Adding Subscriptions through the Review Discussion Groups Screen

You may subscribe to discussion groups by using the Review Discussion Groups screen to add links to the My
To Use the Review Discussions Screen to Add Subscriptions
1.
Open the portfolio or project associated with the discussion group to which you want to subscribe. For
details on opening a portfolio, see the Opening Portfolios section. For details on opening a project, see the
Opening Work Projects section.
2.
3.
Click All Discussions to display the Review Discussion Groups Screen.
4.
Click track in My Discussions next to each discussion group to which you want to subscribe.
PlanView Tip!
The discussion group procedures in the following sections assume that you have a subscription to the discussion
group you want to access.
Editing Discussion Groups

You may modify the title and description of a discussion group you create.
To Edit the Title and Description of an Existing Discussion Group
1.
Click HomeView
2.
In the My Discussions portlet Portal column, click the name of the portfolio or project associated with the
discussion group you want to edit. PlanView switches to the appropriate Community tab.
3.
In the Discussions portlet, click All Discussions to open the Review Discussion Groups screen.
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Dashboard.
4.
In the list of discussion groups, click edit next to the group you want to modify. PlanView displays the Edit
Discussion Group screen.
5.
Edit the Title and Description as necessary.
6.
Click OK.
Posting Messages or Polls to a Discussion Group

You can post messages or polls to any of your discussion groups. Post messages to a discussion group if you want
the message to be available to all of the discussion groups members. You may post messages as text or as a poll.
Posting New Text Messages

Post a new text message to start a discussion.
To Post a New Text Message
1.
Click HomeView
2.
In the My Discussions portlets Discussion Group column, click the name of the discussion group to which
you are posting a message. PlanView displays a Review Messages screen similar to the following figure.
3.
In the screens upper View option, select one of the following to specify how you want PlanView to list the
message and its responses under the Subject column.
4.
5.
Dashboard.
Select Unthreaded to list messages in the order in which they are posted (i.e., sorted by date).
Select Threaded to list messages hierarchically so that responses to a message are linked to the original
message and replies to each message are indented underneath the message.
Select Subjects to sort messages by their subjects. In this method, PlanView will display only the first
message initially. Related responses will be displayed after the messages subject entry is clicked.
In the screens upper Show message option, select one of the following to specify whether PlanView is to
display the message on the current screen or another one.
Select in message list if you want the message viewed from the current screen. When the message is
viewed, PlanView will expand the current screen and display the message directly below the subject
entry.
Select in new page if you want the message viewed from another page.
Click Post New Message to display the Post Message screen.
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6.
Enter the messages Subject.
7.
Enter the text of the Message.
8.
Click OK.
Posting Polls
Polls are a quick way to gather opinions about a topic. PlanView lets you post polls to gather opinions from
members of a discussion group. PlanView also lets you respond to polls while you are participating in a discussion
group.
To Post a Poll
1.
Click HomeView
2.
In the My Discussions portlets Discussion Group column, click the name of the discussion group for
which you want to create a poll. PlanView displays a Review Messages screen similar to the following
figure.
3.
Click Post New Poll. PlanView displays the Post Poll for General Discussion screen.
4.
Enter the Subject of the poll, and enter your question in the Message field.
5.
Enter all the possible options you want to offer as possible poll responses. By default, PlanView offers five
option fields. You may, however, display more fields by clicking Add more options.
6.
Click OK.
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Dashboard.
Responding to Posted Messages or Polls

If you are a member of a portfolio or project, you may respond to messages and polls posted to the portfolio or
projects discussion group.
Responding to Posted Messages

Your response to messages posted to a discussion group may include simply viewing the message or replying to it.
To View or Reply to Posted Messages
1.
Click HomeView
2.
In the My Discussions portlets Discussion Group column, click the name of the discussion group you want
to respond to or view. PlanView displays a Review Messages screen similar to the following figure.
3.
In the screens lower View option, select one of the following to specify how PlanView lists messages under
the Subject column.
4.
5.
Dashboard.
Select Unthreaded to list messages in the order in which they were posted (i.e., sorted by date).
Select Threaded to list messages hierarchically so that responses to a message are linked to the original
message and replies to each message are indented underneath the message.
Select Subjects to sort messages by their subjects. In this method, PlanView will list only the first
message initially. You may display a related response by clicking the messages subject name.
In the screens lower Show message option, select one of the following to specify whether PlanView is to
display the message on the current screen or another one.
Select in message list if you want PlanView to display the message on the current screen.
Select in new page if you want PlanView to display the message on another page.
Under the Subject column, click the message you want to respond to or view.
If you selected in message list, PlanView expands the current screen and displays the message directly
below the messages subject entry.
If you selected in new page, PlanView displays the message on another page. You may return to the Review
Messages screen by clicking Message List.
The First, Previous, Next, and Last options help you navigate through the messages.
6.
To reply to the message, click reply. Then enter a Subject and Message for your reply and click OK.
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7.
Close the message.
If you are reviewing the message on a separate page and want to close the message, click Message list
to return to the Review Messages screen.
If you are reviewing the message within the message list and want to close the message, click close.
Participating in Polls
You may participate in a poll that another PlanView user is conducting in a portfolio or project to which you belong.
To Participate in a Poll
1.
Click HomeView
Dashboard.
2.
In the My Discussions portlets Discussion Group column, click the name of the discussion group
associated with the poll to which you want to respond. PlanView displays a Review Messages screen similar
3.
Under the Subject column, click the name of the poll to which you want to respond.
4.
Select the option that most agrees with your answer. You may select only one option.
5.
Click Cast Vote.
Marking Messages as Read

Mark messages as Read if you do not want to look at a discussion groups messages or you want the entire
discussion group to show as Read. Marking a discussion groups messages as Read affects only your Read
status of those messages. It does not change the messages Read status for other discussion group members.
To Mark All Items in a Discussion Group as Read
1.
Click HomeView
2.
In the My Discussions portlets Portal column, click the name of the portfolio or project associated with the
discussion group you want to mark. PlanView switches to the primary tab relevant to the selected item.
3.
If necessary, click the Community tab.
4.
5.
In the discussion groups list, click mark all read next to the group to which the messages were posted.
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Dashboard.
Deleting a Discussion Groups Messages or Polls

You may delete messages and polls that you posted to a discussion group. You cannot delete messages or polls
posted to a discussion group by another user.
To Delete a Discussion Groups Messages or Polls
1.
Click HomeView
Dashboard.
2.
In the My Discussions portlets Discussion Group column, click the name of the discussion group you want
to delete. PlanView displays a Review Messages screen.
3.
Under the Subject column, click the message or poll you want to delete.
4.
Delete the message or poll by clicking delete. Then click OK to verify you want to delete the message or poll
and all of the replies associated with it.
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Configuring Discussion Group Messages for Your E-Mail Application

You may specify whether PlanView sends discussion group messages to your e-mail application.
To Configure Discussion Group Messages for E-Mail
1.
Click HomeView
Dashboard.
2.
In the My Discussions portlets Discussion Group column, click the name of the discussion group you are
configuring. PlanView displays a Review Messages screen similar to the following figure.
3.
Click E-mail Options next to the discussion group from which you want to receive messages. PlanView
displays the E-mail Messages Options screen.
4.
Specify how you want PlanView to handle posted messages.

To receive messages as e-mail, select Send e-mail for each posted message. Then enter Your E-mail
Address and click OK.
PlanView will not send e-mail messages to you if Do not send e-mails is selected, which is the default.
5.
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Click OK.
Canceling Discussion Group Subscriptions

Cancel a discussion groups subscription if you no longer want to access the group from the HomeView dashboards
My Discussions portlet. You cancel subscriptions by removing links from the My Discussions portlet. You may
cancel discussion group subscriptions through either the My Discussions portlet or the Review Discussion Groups
screen.
Cancel Subscriptions through the My Discussions Portlet

You may cancel discussion group subscriptions by editing the My Discussions portlet.
To Use the My Discussions Portlet to Cancel Subscriptions
1.
Click HomeView
Dashboard.
2.
On the My Discussions portlet, move the cursor to
. Click Edit on the shortcut menu that appears.
PlanView displays the Edit My Discussion Groups screen, which includes a list of the discussion groups in
which you may participate.
3.
Click remove next to each discussion group to which you no longer want to subscribe.
4.
Click Close.
5.
Click Dashboard to refresh the screen. PlanView removes the discussion groups link from the My
Cancel Subscriptions through the Review Discussion Group Screen

You may cancel discussion group subscriptions by using the Review Discussion Groups screen to remove links from
the My Discussions portlet.
To Cancel Subscriptions through the Review Discussion Groups Screen
1.
Click HomeView
Dashboard.
2.
discussion group subscription you want to cancel. PlanView switches to the primary tab relevant to the
selected item.
3.
4.
5.
Next to the discussion group you no longer want to subscribe to, click remove from My Discussions.
6.
Click Dashboard to refresh the screen. PlanView removes the discussion groups link from the My
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Closing a Discussion Group

You may close a discussion group. Close a discussion group rather than delete it if you want to keep a record of the
groups messages or you plan to reopen the group later.
If you close a discussion group you created, PlanView will close it to all of the groups members.
To Close a Discussion Group
1.
Click HomeView
Dashboard.
2.
discussion group you want to close. PlanView switches to the primary tab relevant to the selected item.
3.
4.
5.
In the discussion groups list, click close next to the group you want to close. The close link changes to
reopen, and PlanView also displays a delete link.
Reopening a Discussion Group

You may reopen a closed discussion group.
To Reopen a Closed Discussion Group
1.
Click HomeView
Dashboard.
2.
discussion group you want to reopen. PlanView switches to the primary tab relevant to the selected item.
3.
4.
5.
In the discussion groups list, click reopen next to the group you want to reopen. The reopen link changes to
close, and PlanView no longer displays a delete link.
Deleting Discussion Groups

You may delete closed discussion groups.
To Delete a Discussion Group
1.
Click HomeView
2.
discussion group you want to reopen. PlanView switches to the primary tab relevant to the selected item.
3.
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Dashboard.
4.
5.
Next to the discussion group you want to delete, click delete if the discussion group is currently closed.
Otherwise, click close delete next to the appropriate group.
Using PlanViews Message Board

You may use PlanViews message board to send other users a brief message about a portfolio or project.
PlanView Tip!
You may use the PlanView message board from any Community tab unless eRoom is enabled on your system. In
that case, you may use the message board only from the Community tab of the Organization tab or Resources tab.
You add, edit, and delete messages to this board through the Message Board portlet, which is accessed from a
portfolios Community tab. As shown in the following figure, the portlet includes the messages relevant to the
current portfolio or project, indicates when the message was created, and identifies the user who created the
message.
Figure 46 Message Board Portlet
PlanView Tip!
The following sections on the message board assume that PlanView is configured to display the Message Board
portlet on the Community tab associated with your current portfolio or project. For details on adding this portlet, see
Adding Messages to the Message Board

If you can access a portfolio or project, you may add messages to that portfolio or projects message board.
To Add a Message to the Message Board
1.
Open the portfolio or project in which you want to add a message. For details on opening a portfolio, see the
Opening Portfolios section. For details on opening a project, see the Opening Work Projects section.
2.
3.
In the Message Board portlet, click Add Messages. PlanView opens the Enter a Message screen.
4.
Enter the message as the Description.
5.
Click OK. PlanView adds the message to the portfolio or projects message list.
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Editing Messages Added to the Message Board

You may edit
messages you added to the message board, and
messages added by other users to the message board of a portfolio or project that you created.
To Edit Messages
1.
Open the portfolio or project associated with the message you want to edit. For details on opening a
Projects section.
2.
3.
In the Message Board portlet, click All Messages. PlanView opens the All Messages screen, which includes
a list of all the messages posted to the current portfolio or project.
You may navigate through the message list by clicking Previous or Next. If there are more than 25 messages
in the list, you may click All to display additional messages.
4.
In the Description column, click the message you want to edit. In the menu that appears, click Edit.
5.
Edit the message in the Edit a Message screen.
6.
Click OK.
Deleting Messages from the Message Board

You may delete
messages you added to the message board, and
messages added by other users to the message board of a portfolio or project that you created.
To Delete Messages
1.
Open the portfolio or project associated with the message you want to edit. For details on opening a
Projects section.
2.
3.
In the Message Board portlet, click All Messages. PlanView opens the All Message screen, which includes
a list of all the messages posted to the current portfolio or project.
You may navigate through the message list by clicking Previous or Next. If there are more than 25 messages
in the list, you may click All to display additional messages.
4.
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In the Description column, click the message you want to delete. In the menu that appears, click Delete.
Accessing eRooms from PlanView

PlanViews integration with EMC Corporations eRoom application lets you access eRooms collaboration
functionality from PlanView. The integration helps pair PlanViews structured processes and best practices of
project, request, and strategic management with eRooms unstructured collaboration environment.
You and other users can use eRoom to share ideas and information in a secure workplace on the Internet. You may
use PlanView to access an eRoom community to which you belong if your PVA configured your user role for
eRoom.
PlanViews eRoom functionality lets you perform the following tasks. This document includes separate discussions
on each task.
manage eRooms, and
open eRooms.
PlanView Tip!
If eRoom is enabled on your system, your Requests, Strategy, and Work primary tabs include an eRoom tab instead
of the Community tab. The eRoom tab includes an eRooms portlet instead of the Community tabs Discussions and
Message Board portlets.
The following procedures assume PlanView is configured to display the eRooms portlet on the eRoom tab, as
discussed in the Defining Content of Tabs and the User Menu section.
Managing eRooms
In PlanView, you manage eRooms by performing the following tasks. This document includes separate discussions
on these tasks.
creating eRooms,
associating eRooms with a PlanView Request, Strategy, or Work portfolio, project, or strategic entity, and
removing an eRooms association.
PlanView Tip!
You must associate a portfolio, project, or strategic entitys eRoom before you may open that eRoom from
PlanView.
Creating eRooms
Create an eRoom in PlanView if you want to use the eRoom application to collaborate with other PlanView users
about ideas and information relevant to a Requests, Strategic, or Work portfolio, project, or strategic entity.
To Create an eRoom
1.
Click Requests
Click Strategy
Click Work
2.
eRoom.
eRoom.
OR
OR
eRoom.
If you are prompted for login information because this is the first time you are accessing the eRoom
functionality, enter your eRoom user name and password.
PlanView stores your login information so that you are not prompted again when you create or associate an
eRoom.
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3.
In the eRooms portlet that appears click Manage eRooms. As shown in the following figure, the eRooms
portlet lists any eRooms currently associated with items relevant to the selected primary tab. The portlet also
includes each eRooms URL.
After you click Manage eRooms, PlanView displays an Associated eRooms screen similar to the following
figure.
4.
Click Create eRoom to open the eRoom application.
5.
Use eRoom to create a new eRoom as discussed in your eRoom documentation.
You may also open the Associated eRooms screen while PlanView is displaying a Work Detail screen or strategic
entity Detail screen. To do so, click the Detail screens eRoom button and select Manage eRooms from the menu
that appears (as shown in the following figure). You may click Create eRoom in the Associated eRooms screen that
appears, and then use your eRoom application to define a new eRoom.
Figure 47 A Detail Screens eRoom Menu Opens the Associated eRooms Screen from which You May Create an eRoom
PlanView Tip!
After an eRoom is created, it must be associated with a project, strategic entity, or Request, Strategy, or Work
portfolio.
Associating eRooms
An eRoom you create in PlanView must be associated with an item from the PlanView database. If eRoom is
enabled on your system, you may associate an eRoom with a Requests, Strategic, or Work portfolio, project, or
strategic entity to which you are granted.
Information Access Users have access to the eRoom portlet, which PlanView can display for any portfolio or project
to which the users are invited. Before users can access an eRoom from PlanView, however, they must be a member
of an eRoom community.
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To Associate an eRoom
1.
If necessary, open the portfolio, project, or strategic entity you want to associate with an eRoom.
2.
3.
If you are associating a Request portfolio, click Requests
If you are associating a Strategic portfolio or entity, click Strategy
If you are associating a Work portfolio or project, click Work
eRoom.
eRoom.
eRoom.
If you are prompted for login information because this is the first time you are accessing the eRoom
functionality, enter your eRoom user name and password.
PlanView stores your login information so that you are not prompted again when you associate or create an
eRoom.
4.
In the eRooms portlet that appears, click Manage eRooms. As shown in the following figure, the eRooms
portlet lists any eRooms currently associated with items relevant to the selected primary tab. The portlet also
includes each eRooms URL.
After you click Manage eRooms, PlanView displays an Associated eRooms screen similar to the following
figure.
5.
Click Associate eRooms. Then use the Data Picker that appears to select an eRoom and click OK.
You may also open the Associated eRooms screen while PlanView is displaying a Work Detail screen or strategic
entity Detail screen. To do so, click the Detail screens eRoom button and select Manage eRooms from the menu
that appears (as shown in the following figure). You may click Associate eRooms in the Associated eRooms screen
that appears, and then select an eRoom from the Data Picker that appears and click OK..
Figure 48 Detail Screens eRoom Menu Opens the Associated eRooms Screen from which You May Associate an eRoom
If you enabled the eRoom tab metric as discussed in the Defining Tab Metrics section, projects associated with an
eRoom are identified by the eRoom icon (
) in the Projects in Portfolio portlet and Projects in Portfolio screen.
You may open a projects associated eRoom by clicking the projects eRoom icon.
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Removing an eRooms Association

You may remove an eRooms association with a portfolio, project, or strategic entity. Removing an eRooms
association does not delete the eRoom. You will be able to associate the eRoom again if you need to do so later.
To Remove an eRooms Association
1.
If necessary, open the portfolio, project, or strategic entity associated with the eRoom you want to remove.
2.
3.
4.
If you are removing an eRooms association with a Request portfolio, click Requests
If you are removing an eRooms association with a Strategic portfolio or entity, click
Strategy
eRoom.
If you are removing an eRooms association with a Work portfolio or project, click Work
eRoom.
eRoom.
In the eRooms portlet that PlanView displays, click Manage eRooms.

In the Associated eRooms screen that appears, click the
button next to the appropriate eRoom. Then select
Remove from the menu that appears.
Opening eRooms
PlanView Tip!
Before you can use PlanView to open eRooms, you need to create the eRooms and associate them with a
PlanView Requests, Strategic, or Work portfolio, project, or strategic entity. For details, see the appropriate sections
in this document.
You may use PlanView to open eRooms if you are currently a member of an eRoom community.
To Open an eRoom from the Main Menu or the eRooms Portlet
1.
2.
Select the tab or tabs relevant to the type of database item associated with the eRoom you want to open.
If the desired eRoom is associated with a Request portfolio, click Requests.
If the desired eRoom is associated with a Strategy portfolio or strategic item, click Strategy.
If the desired eRoom is associated with a Work portfolio or project, click Work.
Launch eRoom.
OR
Click eRoom to display the eRooms portlet. Then start eRoom by clicking the link of the eRoom you want to
open.
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PlanView Tip!
You may open an eRoom associated with a PlanView database item by clicking the appropriate
icon that
PlanView displays in the Review/Update Work screen and Review Strategy screen. If you enabled the eRoom tab
metric, as discussed in the Defining Tab Metrics section, you may also open an eRoom by clicking
in the
Projects in Portfolio portlet or Projects in Portfolio screen.
PlanView Tip!
If your system is configured for PlanViews eRoom functionality, you may issue the Launch eRoom command from
any secondary tab located under the Requests tab or Strategy tab. On the Work tab, however, you may issue the
Launch eRoom command from only the following secondary tabs: Dashboard, Lifecycle, Schedule, Staffing,
Progress, and eRoom.
3.
If PlanView displays a list of eRooms, select the eRoom you want to open in your eRoom application.
PlanView will not display a list of eRooms if there is only one eRoom associated with the type of item
relevant to the primary tab you selected. In such cases, PlanView automatically opens the appropriate
eRoom.
4.
Use eRoom to manage the eRoom you opened. For details, see your eRoom applications documentation.
You may also open eRoom while PlanView is displaying a Work Detail screen or strategic entity Detail screen. To
do so, click the Detail screens eRoom buttnon and select Launch eRoom from the menu that appears (as shown in
the following figure).
Figure 49 Opening eRoom from a Detail Screen
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Reports
Reports enable you to communicate information to other members of a team, or to managers and supervisors within
the organization. Reports can contain valuable data about the status of projects, the workload of resources, and how
well financial plans are being met.
PlanView lets you generate:
On-Demand Reports to obtain data about a portfolios resources, support tickets, and work,
Scoreboard-based reports, and
Web-based reports, which are done through extracts. These reports offer more robust features and provide
additional information not currently available in the On-Demand Reports.
On-Demand Reports
On-Demand Reports automatically include data relevant to work or resources associated with your current portfolio.
Your user role and current portfolio determine which reports you may generate. PlanView supports the following
On-Demand Reports:
Resource Timesheets Organized by Paycode,
Resource Timesheets Organized by Period,
Resource Timesheets Organized by Work Type,
Support Tickets in Portfolio Organized by Ticket Status,
Support Tickets in Portfolio Organized by Type,
Support Tickets Time Reported Organized by Ticketable Work,
Work in Portfolio Organized by Customer, and
Work in Portfolio Organized by Work Type.
For details of each report, see the PlanView Reports Guide.
Generating On-Demand Reports

The following procedure discusses generating reports using PlanViews Reports command, but you may also
generate On-Demand Reports with Manage Work as discussed in the PlanView Reports Guide. When generating
reports, you have the option of viewing them in PlanView, exporting them to Microsoft Excel, or printing them from
your browser.
To Generate On-Demand Reports
1.
Open the portfolio for which you want to generate a report. For details, see the Opening Portfolios section.
2.

In the main menu, click Reports
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. Click On-Demand Reports in the Reports screen that appears.

On-Demand Reports.
OR
PlanView displays a Select Report screen similar to the following figure. The screen lists only those reports
that your user role permits you to access that are relevant to your current portfolio.
3.
Click the report you want to view. The PlanView Report Parameters screen appears.
4.
Select or enter parameters to filter information in this report.
5.
Display the report in PlanView, export it so you can view it in Excel, or print it.
To display the report in an On-Demand Report screen similar to the following figure, click View
Report.
To export the report to Excel, click View in Excel.
To print the report, click Print and use your browser to print the file.
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Scoreboard Reports
Scoreboard is PlanViews reporting application built on the market-leading Business Objects Business Intelligence
platform. Scoreboard reports provide a wealth of data in several areas related to your portfolios and their projects.
This data can help ensure that a project is still in alignment with the goals and limits of a defined portfolio.
PlanView supports
running reports based on documents stored in your Scoreboard repository,
viewing Scoreboard reports, and
creating Scoreboard reports. Before you can create Scoreboard reports, your organization must have purchased
a PlanView Pilots license for you.
Running Scoreboard-Based Reports

You may use PlanView to run reports based on existing documents. These documents are stored in the Corporate
Documents or Personal Documents locations of the Scoreboard repository.
Corporate Documents is where your Scoreboard Administrator stores documents that are to be shared throughout
your organization. For example, Corporate Documents can include procedure documents or project-related
documents that the Scoreboard Administrator wants available to users while they are working in PlanView.
PlanView provides a set of Corporate Documents.
Personal Documents is where you store Scoreboard documents that you create for your personal use.
PlanView Tip!
A Scoreboard document is a collection of reports. Think of it as a folder with several screens, in which each report is
a separate tab in the folder.
The following figure is an example of a report based on Scoreboard documents.
Figure 50 Example of a Scoreboard-Based Report
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To Run Scoreboard-Based Reports
1.
. Click Scoreboard in the Reports screen that appears.
If the main menu is displayed, click Reports

2.
OR
Scoreboard.
Use Scoreboard to select the desired document. For details, see the Scoreboard Users Guide.
Viewing Scoreboard Reports

You may use PlanView portlets to view Scoreboard reports in either a Scoreboard window or from within
PlanView.
Viewing Scoreboard Reports in a Scoreboard Window

The My Scoreboard Document List portlet displays links to Scoreboard documents that your Business Objects
Administrator made available to you. The documents are stored in the Corporate Documents, Personal Documents,
or your Scoreboard Inbox location of your organizations Scoreboard repository. When you click a documents link
in this portlet, PlanView displays a report in a separate Scoreboard window. You may place the My Scoreboard
Document List portlet on your HomeView dashboard.
The following procedure assumes you have configured PlanView to display the My Scoreboard Document List
portlet on your HomeView dashboard, as discussed in the Defining Content of Tabs and the User Menu section.
To View Scoreboard Reports in a Scoreboard Window
1.
Click HomeView
Dashboard.
2.
In the My Scoreboard Document List portlet, select the Report Type (Corporate, Personal, or Scoreboard
Inbox) you want to view. PlanView displays a list similar to the one in the following figure. The list includes
all reports of the specified type that your Business Objects Administrator has given you access to.
3.
If desired, make a selection from the Categories (such as Investment, Performance, Project, Resource, and
so on) option to refine the portlets list. The portlets list will then include only those reports that match the
selected type and category.
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4.
Click the link of the report you want to view. PlanView opens a Scoreboard window in which it displays a
report, such as the one in the following figure.
Viewing a Scoreboard Report from within PlanView

You may use the My Scoreboard Documents portlet to view a Scoreboard report associated with a Scoreboard
portlet.
Your PVA configures the My Scoreboard Documents portlet to make a set of Scoreboard documents available to
you and other users. When setting up the portlet, your PVA designates documents by area (such as investments,
performance, project, or resources). These areas determine from which dashboard (Strategy, Organization, Work, or
Resources) you may access the documents.
If you view a report through the My Scoreboard Documents portlet, PlanView displays the report on a PlanView
dashboard. You may add the My Scoreboard Documents portlet to any dashboard, but the portlets name varies on
different dashboards. The following procedure assumes you have configured PlanView to display the portlet on the
dashboard relevant to the report you want to view. For details, see the Defining Content of Tabs and the User Menu
section.
To View Scoreboard Reports from within PlanView
1.
If necessary, configure the My Scoreboard Documents portlet to display the report you want to view. For
details, see the Selecting the Report Displayed by Default in the My Scoreboard Documents Portlet section.
2.
Display the portlet associated with the type of report you want to view.
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If the report is relevant to investment data of a Strategic portfolio, click Strategy

PlanView displays the Investment Scoreboard Documents portlet.
If the report is relevant to investment data of an Organizational portfolio, click

Organization
Dashboard. PlanView displays the Investment Scoreboard Documents portlet.
If the report is relevant to a projects performance data, click Work

the Performance Scoreboard Documents portlet.
If the report is relevant to a Resource portfolios data, click Resources

displays the Resource Scoreboard Documents portlet.
Dashboard.
Dashboard. PlanView displays

Dashboard. PlanView
PlanView displays the specified default report, such as the one shown in the following figure. You may click
Zoom to display an enlargement of the report in a separate browser window. You may also update the report
on demand by clicking Reload.
Selecting the Report Displayed by Default in the My Scoreboard Documents Portlet

When configuring the My Scoreboard Documents portlet, your PVA defines a set of Scoreboard portlets that
includes the Scoreboard reports you may access from the My Scoreboard Documents portlet. To display one of these
reports, you edit the My Scoreboard Documents portlet to define which Scoreboard report is displayed by default.
You do so by selecting the reports relevant Scoreboard portlet. If the Scoreboard portlet is associated with multiple
reports, you select the specific report you want the My Scoreboard Documents portlet to display. When editing the
My Scoreboard Documents portlet, you may also change its name, height, and scroll bar settings.
To Select the Default Report for the My Scoreboard Documents Portlet
1.
Open a dashboard on which the PlanView is configured to display the portlet.
2.
In the portlet, move the cursor to
3.
Click Edit in the shortcut menu that appears. PlanView displays a My Scoreboard Documents Settings
screen similar to the following figure. The Display on Default list includes those Scoreboard portlets
selected from the ones that your PVA made available to you.
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4.
Define which portlet you want PlanView to Display on Default. To do so, move the desired portlet to the top
of the Display on Default list using the buttons described in the following table.
Button
Description
Moves a portlet selected in the Display on Default list to the top of the list.
Moves a portlet selected in the Display on Default list up one level in the list.
Moves a portlet selected in the Display on Default list down one level in the list.
Lets you add a portlet to the Display on Default list. You add a portlet to that list by selecting it in the
Available in Portlet list and then clicking this button.
Removes a portlet selected in the Display on Default list from the list.
5.
To select a specific report associated with the selected default portlet, click Change. Then select the desired
report.
6.
Select the Portal Height in pixels. This is especially useful if you do not use scrollbars in the portlet or if
your screen area is limited.
7.
Select whether to Show Scrollbars: Select Yes to always use scrollbars within the portlet. Select No to
never use scrollbars (though this may make longer lists difficult to navigate). Select Default to use scrollbars
only when necessary.
8.
Click OK.
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Creating Scoreboard Reports through Web Intelligence

You may create Scoreboard reports by using Web Intelligence Report panels to perform ad hoc query and analysis
on data related to your portfolios and projects. Creating Scoreboard reports requires that you have a Scoreboard
Pilots license, which your company may purchase from PlanView.
The following figure shows an example of the type of reports you can create in Web Intelligence.
Figure 51 Example of Scoreboard Reports You May Create
To Create Web Intelligence Reports
1.
. Click Scoreboard in the Reports screen that appears.
If the main menu is displayed, click Reports

2.
OR
Scoreboard.
In Scoreboard, click New Document. Then select the desired Scoreboard Universe and create the report as
discussed in the Scoreboard Users Guide.
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Crystal Reports
PlanView lets you run Crystal Reports. For information on the reports you may run, see the PlanView Reports
Guide. The following figure is an example of such a report.
Figure 52 Example Crystal Report
Crystal Reports are Web-based reports generated using extracts. An extract is a selection of the data that you want to
view, as defined by the filter you use. When you select information to extract, the data is compiled from the central
repository and reformatted internally for ease of reporting. If you need time-sliced effort and cost information, you
can set a date range limitation on the extracted data.
A filter is a pre-requisite for creating an extract and an extract is a pre-requisite for Crystal Web reporting. You must
have an extract before you can run a report, but the same extract can be used multiple times. You may create extracts
if your PVA has given you the permissions to create filters. For details on creating extracts, see the PlanView
Reports Guide.
Running Crystal Reports

You may use PlanView to run Crystal Reports. You select an extract when running a Crystal Report. You should
consider updating the extract before running the report if you think the extract is no longer current.
To Run Crystal Reports
1.

In the main menu, click Reports
. Click Crystal Reports in the Reports screen that appears.
OR
Crystal Reports.
PlanView displays a Select Extract List screen.

2.
If you have permission to create filters and you need to update the extract, click the down arrow next to the
extract and click Update. In the Update Extract screen that appears, edit the variables you want to update as
discussed in the PlanView Reports Guide.
3.
Click Use Extract to Make Report that is displayed to the far right of the extract.
4.
Select the report you want to run and define it. For details, see the PlanView Reports Guide.
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15
Closing Work
Work can be closed at any level in the Work Breakdown Structure, from the project level down. In addition,
PlanView provides the capability to manually status work rather than having project status provided via the
timesheets, which will also be discussed in this chapter.
Work is completed through work status. Once work is completed, you can choose not to display these work items
through your filter. Work is assumed complete when no hours are left on the particular work item (Effort = 0 or
Duration = 100%). Allocations and schedule dates are deleted. You can reopen work by applying more hours to it,
and you can close work at any time during the course of the project.
Though the status of work on your display may say Closed, it is not processed as closed until the Scheduling Engine
runs. Once that happens, the work item will not display a red flag.
When your project is complete, you may evaluate the actual time, resource hours, and costs required and then keep
the information to use when making future estimates and schedules. Typical work items in closing:
complete deliverables,
update standards,
improve ability to scope future work,
measure work benefits, and
record sponsor satisfaction.
Closing work completes the selected work item and all of its children. This is useful when projects are canceled and
you want to collect the actual time and finish the project in one step.
If templates are used to scope and plan work, it may be necessary to update the templates to reflect any lessons
learned.
PlanView Tip!
When closing work, it is important to first mark any milestone tasks as Complete. Otherwise, the milestone will be
removed.
Schedule Maturity Index

The closing of work represents the final phase of a project work lifecycle. It indicates that work has been completed,
and thus represents the highest level of confidence in the schedule as of the time it is closed. This phase of the SMI
is accomplished when the status of work is changed to Complete.
Normally a projects status and % Complete value (what percentage of the project effort has been completed) is set
by the Progressing Engine after time has been reported to the project and has been approved. Integration of the
approved data updates the projects % Complete value to reflect the amount of effort spent.
However, you may need to change the % Complete of a project manually instead of through the Progressing Engine
(for example, you can designate a work item as 20% complete).
Managers have the ability to check the status of work by using the Status work with percent complete option
within Manage Work. This function allows users to enter the amount of progress made on work by indicating the
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actual start date and the percent of work completed to date. After the database has been progressed, the amount of
completed work displays on the Gantt chart as actuals (light blue bar), as if the effort was reported in a timesheet
and integrated by the system.
PlanView Tip!
The values entered will override existing values set by the Progressing Engine.
This option is useful when work is entered into the PlanView database after it has already begun. For instance, if a
project is planned in Microsoft Project rather than in PlanView, there will not be anyway to capture the project time
to date. When the project is imported into PlanView, it will be necessary to capture the amount of progress made
thus far. It may also be useful where non-PlanView users, such as clients or contractors, who will not be reporting
time via a timesheet, perform work. The Manual Percent Complete function allows users to enter the percent of
work completed to date and can be updated manually as often as necessary.
PlanView Tip!
Timesheets should not be used to report time to a task when the manual status feature is used for tracking progress
on that task. If a task has time reported manually and via a timesheet, only the manually reported percent complete
will be displayed on the Manage Work screens. The values you enter manually will override any existing values set
previously by the Progressing Engine.
Entering the Status of Work

Normally a projects status and PlanViews % Complete value (percentage of the project effort completed) is set by
the Progressing Engine after time has been reported to the project and is approved. Integration of the approved data
updates the projects status (from Open/Active to Assumed Complete) and changes the % Complete value to reflect
the effort spent.
PlanView can be configured so that the status and % Complete value of a project can be changed manually by
managers instead of through the Progressing Engine. (For example, you can designate the % Complete value of a
work item as 20% complete.) The values manually entered override existing values set by the Progressing Engine.
The new values will remain fixed even if time is later reported to this task.
PlanView Tip!
Percent complete data (reflected as the % Complete value) is reflected in the Gantt after the Progressing Engine
has been run. For work that is not fully complete, a blue bar is displayed from the Actual Start Date to Time Now.
For fully completed work, the blue bar is displayed from the Actual Start Date to the Actual Finish Date. If the Actual
Start or Finish dates are in the future (later than Time Now), the bar is not displayed.
Enabling Manual Entry of Status Changes and Percent Complete Value

Before the status of a project can be changed manually, you need to configure the project to permit manual entry of
status changes. This permits managers to manually change the status and % Complete value on a work item.
PlanView Tip!
You can enable manual entry of status changes either for selected children or for an entire project. If you enable it
for a project-level item, all of its children inherit the flag.
You enable manual entry of changes to the status and % Complete value by setting the Status Work with Percent
Complete option. Enabling this option flags a project to allow managers to enter the status of work manually. You
may set this option through either the Work Detail screen or Manage Work. Separate discussions on each method
follow.
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Enabling Manual Entry through the Work Detail Screen

You may use a projects Work Detail screen to enable the manual entry of status information.
To Enable Manual Entry through the Work Detail Screen
1.
Click Work
Lifecycle
Click Work
Click Work
Schedule
Click Work
Staffing
Click Work
Progress
Action Links
Action Links
Action Links
Action Links
Review/Update Projects.
Action Links
OR
OR
OR
OR
2.
In the Projects in Portfolio screen that appears, click the name of the project on which you want to enable
manual entry.
3.
Select Work Detail in the menu that appears. Then click Update in the Basic section of the Work Detail
screen that appears.
PlanView displays an Update Work Detail screen similar to the following figure.
4.
Select the Status Work with Percent Complete check box.
5.
Click OK.
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Enabling Manual Entry through Manage Work

You may use Manage Works Schedule Info screen to enable the manual entry of status information.
To Enable Manual Entry of Status Changes and Percent Complete through Manage Work
1.
Open Manage Work by doing one of the following:

Click Work
Lifecycle
Click Work
Click Work
Schedule
Click Work
Staffing
Click Work
Progress
Click Work
Community
Manage Work.
Action Links
Action Links
Manage Work.
Action Links
Action Links
Manage Work.
Manage Work.
Action Links
Manage Work.
Action Links
OR
OR
OR
OR
OR
Manage Work.
2.
In Manage Work, right-click the work item on which you want to enable manual entry and select Schedule
Info from the shortcut menu that appears. In the Schedule Info screen that Manage Work displays, click the
Dates tab.
3.
Select the Status work with percent complete check box.
4.
Click OK.
Entering the Progress of a Work Item

You enter the progress of a work item using either the Enter Percent Complete command or Manage Work. The
Enter Percent Complete command lets you enter the progress of a work item through the % Complete option. You
perform the same task in Manage Work by setting the % Complete Effort option. Both options let you specify a
work items progress by setting an option that indicates when a work item is 20%, 33%, 50%, etc. along its path to
completion.
If you have the proper permissions to do so, you may change a work item to 100% Complete without changing the
work items actual status (e.g., from Open/Active to Complete).
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If you manually enter a value in either % Complete or % Complete Effort and later change the setting to have the
values computed by the Progressing Engine, any values you have entered previously will be overwritten by the
calculated values.
PlanView Tip!
removed.
PlanView Tip!
Percent complete data will be reflected in the Gantt after the Progressing Engine has been run. For work that is not
fully complete, a blue bar will be displayed from the Actual Start Date to Time Now. For fully completed work, the
blue bar displays from the Actual Start Date to the Actual Finish Date. If the Actual Start or Finish dates are in the
future (later than Time Now), the bar will not be displayed.
Using the Enter Percent Complete Command to Enter Progress

To Enter the Progress of a Work Item through the Enter Percent Complete Command
1.
If necessary, open the project for which you want to enter progress information. For details, see the Opening
Work Projects section.
2.
Click Work
3.
On the main menu, click Progress
Progress.
Enter Percent Complete.
If a status update is required at this time, an Enter Status for Project screen similar to the following figure
appears. If there is no data in the screen, you may display such information by clicking View All Work.
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4.
Specify how much of the work is complete by doing one of the following for each child activity you want to
mark. Only leaf-level items can be changed. If you have the proper permissions, you may mark the work as
100% complete without changing the work items status.
Enter the percentage of how much of the work item is completed in the % Complete column. This will
change the % Complete value without changing the status.
If you want to mark the work as completed, select the Set status as complete check box. PlanView
automatically changes the % Complete value to 100.
PlanView Tip!
Set status as complete is available only if you have the appropriate permissions.
5.
If needed, adjust the Actual Start date and the Actual Finish date (default to the same as Schedule Start and
Schedule Finish).
6.
Click Recalculate. Then click OK.
Using Manage Work to Enter Progress

To Enter Progress through Manage Work
1.
Click Work
2.
In Manage Work, right-click the lowest level of the work item on which you want to enter progress. Then
select Schedule Info from the shortcut menu that appears. In the Schedule Info screen that Manage Work
displays, click the Dates tab.
3.
Select the Status work with percent complete check box. Then click Enter Status. Manage Work displays
the Enter Status screen.
Progress
Action Links
Manage Work to open Manage Work.
PlanView Tip!
The Enter Status button is enabled only while the Schedule Info screen is open at a work items lowest level.
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4.
Specify how much of the work is complete by doing one of the following for each child activity you want to
mark. Only leaf-level items can be changed. If you have the proper permissions, you may mark the work as
100% complete without changing the work items status.
Enter the percentage of how much of the work item is completed in the % Complete Effort option. This
will change the % Complete Effort value without changing the status. If needed, adjust the Actual Start
date, which defaults to the same as Scheduled Start. You must enter the Actual Start Date. If you enter
an Actual Start Date, you must enter a % Complete Effort value that is greater than zero.
PlanView Tip!
If you enter a % Complete Effort value of 100, you must enter the Actual Finish Date. If you enter an Actual
Finish Date, the % Complete Effort value must be 100.
If you want to mark the work as completed and change the work items status, select the Set status as
complete check box. A warning displays that setting the project to complete will delete all remaining
allocations and schedule dates. Click Yes to confirm the action, or No to cancel it. Yes will set
% Complete Effort to 100, and set the Actual Start Date and Actual Finish Date to the Scheduled
dates by default.
PlanView Tip!
Set status as complete is available only if you have the appropriate permissions.
5.
Click OK.
Business Rules
Set Status to Complete, Actual Start, Actual Finish, and % Complete will be R/W only for leaf-level tasks.
If Set Status to Complete is selected and % Complete defaults to 100:
If Actual Start is blank then Actual Start defaults to Schedule Start.
If Actual Finish is blank then Actual Finish defaults to Schedule Finish.
If Set Status to Complete is not selected and % Complete is greater than 0 but less than 100, the Actual Start
defaults to Schedule Start.
Status Changes and Work Lifecycles

When the Work Lifecycles functionality is activated, it becomes interconnected with status changes. One of the
major purposes of the Work Lifecycles feature is to impose controls on the setting of project or investment status,
requiring that a status change occur as a work-lifecycle step, rather than as a manual change via the work detail
screen. This control prevents the change from occurring until preconditions are met, or it can be used to require an
approval and notification of the change. Until the status change has been completed via a work-lifecycle step, the
status value is unavailable for manual selection through the work detail screen. Once the step has been completed,
the status is again available in the work detail screen and can be manually selected. If a status is manually selected
after it was previously set via a work-lifecycle step, the work lifecycle is re-activated at that status point in the work
lifecycle. Essentially, any status referenced as a non-anchor step in the work lifecycle is a Controlled Status.
However, there may be times when a manual status change must be allowed. For example, if a project is denied, put
on hold, or cancelled, then the status would be changed manually, as none of these statuses would be triggered as a
step in the work lifecycle of an active project. These status values might not be mentioned in the work lifecycle
model at all, or they may be referenced as anchors of a secondary work lifecycle segment. If they are anchors, the
new segment is initiated when the status is manually changed to the status referenced in the anchor step. This allows
for notifications or prompting for special documents or events consequent to such an action.
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Business Rules Relevant to Status Changes

Business Rules for Controlled Status Values
The following controlled status values are NOT available for manual selection:
Any status step that is a non-anchor step of the work lifecycle
The current status associated with the project (because it is already assigned to the work)
Status values globally marked by the Administrator as Controlled.
Incremental work lifecycles allow a work lifecycle to be developed only to a certain point, at which time the
last step of the cycle uses a menu or scripted dialog to activate an additional lifecycle. In this case, the statuses
on the second work lifecycle would not be controlled (according to the first business rule). Therefore, a
Controlled Status list was created to control statuses even if they are not incorporated into the primary work
lifecycle segment. Any status on this centrally controlled list is not available for manual modification via the
work detail screen, unless the project previously reached that status through controlled work-lifecycle steps,
and then was manually changed (e.g., Cancelled or placed On Hold).
The following uncontrolled status values ARE available for manual selection:
Status values referenced as anchor steps of the work lifecycle and not on the controlled list
Status values not referenced at all in the work lifecycle and not on the controlled list
When the setting of a controlled status (non-anchor status steps) value, via a work-lifecycle step, is completed,
then the status value becomes uncontrolled and can be manually reset.
Business Rules for the Response to Manual Status Change

The following business rules apply if a status is available for manual selection and is changed from the work detail
screen and the new status contradicts the status change specified in the steps of a work lifecycle template associated
with the project.
Changing the status manually will suspend any work lifecycle action notifications that were currently pending.
Setting the status back to Open/Approved (or any other controlled or dependent state that had been
associated to a step in the initial work lifecycle, and then interrupted by a manual change such as putting it On
Hold) will resume the work lifecycle with the immediate successors to the step of Set / Propose Status of
Open/Approved (or the original status). This may result in repeating prompts for some actions that are not
strictly needed again. Users can re-complete each step without actually reediting documents, etc., by clicking
on Submit as Complete.
If the work lifecycle is interrupted by a manual status change before the first controlled (dependent) status
change, the initial status (normally Requested) will already be in the pick list. Setting the project back to that
status will resume the notifications at the point at which they were suspended. Note this is different from
setting the status back to a controlled status after interruption, in which case the immediate successors were
activated even if they had been done before.
Approvals following an anchor step affect the flow of notifications, even though the status change has already
occurred. For example, when a project is manually set On Hold (and that is defined in the work lifecycle as an
anchor step), the status change is effective immediately. If there is an Approval step following the On Hold
anchor, the user completing the step will get an Approval screen, even though the status has already been set.
If they disapprove the action, the user who manually made the change will get an alert that the action was
disapproved. They can respond by documenting further reasons for their action, and submitting it again. If
they (or the manager who got the Approval notification) decide to reverse the status change, they can go to
Manage Work or to the Project Detail screen and change the status.
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Business Rules for Investment Status Change
If an Include in Investment Analysis step is activated within a work lifecycle, the investment status
(WBS27) will automatically change to Analyze. This step does not suspend the work lifecycle process.
When the preceding step is completed, the successor step will be triggered.
If an Accept for Investment step is activated within a work lifecycle, the system will check the investment
status. If it is Accept, then the step is assumed complete and the next one is activated. Accept for
Investment Analysis steps do not suspend the work lifecycle process if it has been marked in the investment
analysis as Accepted. If it has not been accepted, then the work lifecycle will remain suspended at this step.
PlanView Tip!
The Accept for Investment Analysis step does not generate a notification to any user. It is important to manually
set the status to Accepted when appropriate or the remaining work-lifecycle steps will never be activated.
Progressing Cycle
Once the status of the project has been updated using either the timesheets or the Manual Percent Complete option,
the next step is to integrate the information. This integration process is called Progressing. Your PVA will perform
the progression, but it is important to understand the overall process.
The work lifecycle of a project includes many phases. It is scoped and planned; then, based on the planned effort,
resources are assigned. Time is reported to the work and reported time is approved. The next step is to have the
approved timesheets integrated through the Progressing process.
Once work has been scheduled and a resource has been assigned, the work is available to the resource from the
timesheet. Time is usually reported daily and saved to the database. Then, at the end of the workweek, the resource
will post the timesheet using the Sign function. This action places the data in RO mode so no further changes can be
made.
Once a timesheet has been signed, it is available for approval.
If the manual approval process has been selected, a manager will use Time & Billing Approval to approve all
or part of the timesheet.
If the automatic approval process has been chosen, the timesheets will be approved automatically after
signing.
A status flag indicates the stage of the timesheet. For instance, when the timesheet is signed, it is assigned the status
of Posted. Once it is approved, the status changes to Reported. Any timesheet with a status of R will be integrated
when your PVA progresses the database. This moves the status to Integrated. Once the database is progressed, the
status information reported by the resource is available. Managers can then run reports, re-plan remaining work and
adjust priorities in response to the progression.
Closing Project Work

As resources report time and effort for work, the work moves closer to completion. Once resources have completed
the work, it will be necessary to close the work within the database. Closing work indicates any remaining scheduled
time and allocations are unnecessary. Thus, a resources time is then available for other work. Closing work also
allows the system to mark the item as Completed.
Once work has a status of Completed, it will be easy for the Manager to create a filter that does not include
completed work, thereby allowing access to the open work only.
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Some steps to consider when closing work include:
Changing the status of the work,
Updating the templates and standards used to plan the work, and
Evaluating the availability of resources that were assigned to the closed work in order to optimize their
assignments.
Changing Project Status without Using % Complete

As discussed earlier in this chapter, you can set the project status to Complete while using the Status work with
percent complete option. However, if you are reporting time via timesheets rather than manually providing work
status, there is another method for changing the status of a work item to Complete.
Changing project status can be accomplished in two ways. A manager can change the status from Manage Work or
it can be changed by a resource from the timesheet. In each case, the system will respond with specific behavior
used to support the closing of work.
To Change the Project Status from Manage Work
1.
2.
From Manage Work, right-click the project and select Work Detail from the pop-up menu.
3.
From the Detail tab, click the down arrow next to Project Status and select the new status of Completed.
Dashboard
Action Links
Manage Work).
PlanView Tip!
If the Completed Status is controlled by a work lifecycle, the process to change a Projects Status to Complete will
differ.
4.
Click Yes when prompted that this action will delete all allocations and schedule dates. The Detail tab
displays all fields, except the Project Status field, as inactive.
5.
Click OK.
PlanView Tip!
removed.
PlanView Tip!
Only those individuals with R/W access to the work will be able to change the status from Manage Work. Changing
the status to completed causes the following behavior:
All fields except the Status field will become RO.
If the status is changed back to open, the system will allow rescheduling of the work.
The status of completed will be reflected on the Manage Work screen.
Any reports associated with the work will reflect the completed status.
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Changing Status through the Timesheet

Changing the Status in the timesheet allows the resource performing the work to indicate the work is finished (see
the Tracking Time & Billing chapter for detailed instructions).
When resources indicate that work is closed, PlanView responds with the following:
After the database is progressed, the status of any work marked as complete in Time & Billing will be changed
to Assumed Complete.
If a parent is set to Assumed Complete by the system, the children will inherit that status.
PlanView Tip!
Users cannot select this status, but the system will automatically assign it to work that is marked as finished from
within a timesheet.
After a review by the Manager, the status of Assumed Complete will need to be changed to Completed on the Detail
tab from the Schedule Info screen.
PlanView Tip!
If the Manager feels the work is not complete, the status can be changed from Assumed Complete to Open by
making changes to allocations and schedule dates.
Cancel Project Work

There is a difference between closing work and canceling work. Designating work as Closed indicates that it is
complete. Canceling work means the work was not necessarily complete but that no further work will be performed.
It is important to remove any remaining allocations from work that is being cancelled. This updates the resource
assignments to reflect their true availability.
To Cancel Project Work
1.
On the Enter/Edit View, right-click the project to cancel and select Assign Resources from the pop-up
menu.
2.
If resources have not previously reported time (no actual data exists), right-click the resource name and
select Delete. Repeat this procedure for all allocated work.
3.
If resources have reported time, change the Effort to zero. The remaining allocation is removed.
4.
Select Include Finished Allocations to see the actual reported time. Repeat this procedure for all
allocations.
5.
Change the status of the project to Canceled.
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Archiving Work
If you have permission to use the Archive Work feature, you will see the Archive Work link on the System Options
screen. The link opens the Administer Archiving screen, which has the following functional links:
Create Archive Transactions
Review Archive Transactions
Review Archived Work
Users with this permission can also reload an archived transaction. The reload feature allows complete recovery of
archived data (including filters, portfolios, and so forth).
Creating an Archive Transaction

The process of creating an archive transaction allows you to identify the work to be archived by combining the
following criteria to determine that work is inactive and eligible for archiving.
The system looks for inactive work, which is work that is no longer in progress, by checking the following
data elements:
The last Integration Date of the work
The last status change date and the status value (it must be closed, cancelled, or denied in order to be
archived)
The last Cost Reported record for the work
The Scheduled Finish date of the work
The entry date (date the work was created) of the work
The system checks for inactive work that is closed, cancelled, or denied within the WBS area specified.
The system checks for inactive work that is inactive before the specified archive through date.
To Create an Archive Transaction
1.
From your Home View, click System Options under Administrate and select the Archive Work link. Select
Create Archive Transactions.
2.
Enter a Transaction code. You can create a code of up to 10 characters and it must be a unique code.
3.
Enter the Description of the transaction. You can enter up to 50 characters.
4.
Choose OK to save the code, description, name of user who created the transaction, and the date on which it
was created. The Identify Work Archive screen is displayed.
5.
Specify the WBS level within which inactive work should be identified.
6.
Specify which category of work you would like to archive by selecting the status values of closed, cancelled,
and/or denied.
Archive Through (Inactive) Date: Initially calculated by subtracting the inactivity time before work can be
archived (global option) from the current date. The value can be modified to be earlier than this date (not
later) when defining the archive transaction.
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WBS Location: User can choose any level in the structure down to and including the PPL-1 level. Cannot
choose a PPL or smaller level as the WBS location in which to search for inactive work for archiving.
Project Status: User can choose from Canceled, Closed, or Denied. By default, all three are selected, but
each can be de-selected.

7.
Indicate the Archive Through date.
8.
Click Search to view the possible projects to archive
9.
Choose the desired projects by checking the box next to the name (clicking the project name opens the ASP
Work Detail), or click Choose All.
10. Click the Execute Archive button. When prompted to confirm the action, choose OK. The Archive
Transaction Detail screen is displayed. See the next procedure for details about this screen.
Reviewing the Archive Transactions

This screen is displayed when creating or reviewing an archive transaction. It allows you to review the status of an
archival transaction, such as the work being archived, the number of work items selected, the overall status of an
archival process, and the status of the archiving process for an individual item. You can search on multiple fields,
such as the transaction code or description, to locate the transaction you would like to review.
To Review the Archive Transaction
1.
From your Home View, click System Options under Administrate and select the Archive Work link.
2.
Select Review Archive Transactions.
3.
Enter one or more search criteria, such as the Transaction Code, Description, Transaction Type, or the
Transaction Status.
4.
Choose OK to start the search.
5.
Review the data about the transaction.

Transaction Code: A unique identifier for the transaction, up to 10 characters, entered by the user who
created the transaction
Description: A name for the transaction, up to 50 characters, entered by the user who created the transaction
Transaction Type: Indicates if the transaction was to archive work or roll back work
Transaction Status: Indicates the status of the overall transaction process (not each project within the
transaction). For Archive or Roll Back transactions, options include:
Not Started, which is displayed in black text,
Started, which is displayed in green text, and
Error, which indicates that the transaction overall experienced an error, is displayed in red text
For Roll Back transactions an additional option includes Completed, which indicates that the reload was
processed successfully. It is displayed in blue text.
Created by: Name of the user who created the transaction
Created on: Date on which the transaction was created
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Archive Through (Inactive) Date: Initially calculated by subtracting the inactivity time before work can be
archived (global option) from the current date. The value can be modified to be earlier than this date (not
later) when defining the archive transaction.
Criteria: The status used when creating the archive transaction, such as completed
Work Selected: Number of projects being archived
Work Archived: Number of projects successfully archived
Start/Finish: The time the archive process started and finished, finish value will be blank if the transaction is
not yet finished

Archived Work: A list of each project being archived in this process; each project name is a link to the
Archived Work Detail screen

Project Status: Status of the project itself rather than the archiving process overall; taken from the WBS20
structure
Start/Finish: The actual start and finish dates of the project, finish only is displayed if the project was
completed, if no actuals exist (i.e. an archived project has the status of cancelled or denied), then these are
the scheduled start and finish dates of the project
Archive Status: Indicates the status of the archiving process for each individual project in the transaction;
For Archive transactions, options include:
Not Archived, means not started, and is displayed in black text,
Archived, means it is completed, and is displayed in black text,
Started, is displayed in green text, and
Error, which indicates that the project did not get archived because of an error, is displayed in red text
For Reload transactions, options include:
Not Reloaded, which means not started, and is displayed in black text,
Started, which is displayed in green text,
Reloaded, which means completed, and is displayed in blue text, and
Error, which indicates that the project did not get rolled back or loaded back because of an error, this
is displayed in red text
View Errors: Link is displayed if even a single project being archived could not be successfully archived;
click link to view SQL errors if they are the cause of the problem
6.
7.
Click to display the View Transaction Errors screen, can review the errors for a single project or an entire
transaction; there are two error types:
Soft (non-fatal) errors: will not stop the processing of an overall archive transaction
Reload (fatal errors): will cause all changes made up to the point at which the error occurred to be rolled
back so that the work is not archived. In this case, the word Fatal is displayed in red text.
After clicking the View errors link, you can click the archive description link to open the archive detail
screen.
Reload Transaction: Link is displayed if the transaction type is Archive, if there is a finish date, if there
are no errors, and if the code is not reload for any transaction that is still processing or has completed
without error
516
8.
Click the name of the archived work to open the Archived Work Detail screen.
WBS: lists the parents of a project to the top level of the WBS
Work ID: The identification number associated to the project when it was created
Project Status: The status of the project as stored in the WBS20 field (i.e. cancelled, denied)
Scheduled Start/Finish: The dates on which the project was schedule to start and finish
Actual Start/Finish: The dates on which the project actually started and finished, as determined by time
reported records
Transaction code: the code for every archive transaction in which this project has been included; each code
is a link to the Archive Transaction Detail screen

Status: The status of the project in each of the archive transactions in which it has been included; for
instance, it may be error for the first transaction if that archive effort failed and then archived for the
second transaction if that effort succeeded
Reload: If the last transaction in which the project was included resulted in successful archiving of the
project, the Reload link is displayed; clicking it opens the Create Archive Transaction screen and reloads the
project into the production schema, removing it from the archive schema
Reloading a Project
To Reload a Project
1.
To open from your Home View, click System Options under Administrate and select the Archive Work link.
2.
Select Review Archive Transactions.
3.
Click the link for the name of the transaction in which the project was archived. The Archive Transaction
Detail screen is displayed.
4.
Click the description of the archived work to open the Archive Work Detail screen.
5.
To Reload the project, click the Reload Work link. The Create Reload Transaction screen is displayed. Only
projects that have not already been reloaded can be restored.
6.
Enter a Transaction Code and Description for the new transaction.
7.
Choose OK. The Define Reload Options screen is displayed.

Transaction code: A unique identifier for the transaction, the code for every archive transaction in which
this project has been included; each code is a link to the Archive Transaction Detail screen
Description: A name for the transaction, up to 50 characters, entered by the user who created the transaction;
clicking the description opens the Archive Detail screen for the transaction
Default Work Group: Set in global options; location to which this project should be restored to if the original
father code (original parent level of the work) no longer exists; Work Group is the name of the PPL-1 level
in the database and may vary by organization (i.e. could be Default Department)
Created on: Date on which the transaction was created
Created by: Name of user who created the transaction
Work Group Level Exists: List of projects in the transaction where original father code still exists (which is
the level beneath which the project would be placed if restored); Work Group is the name of the PPL-1
level in the database and may vary by organization (i.e. could be Default Department)
517
Work Group Level Exists: List of projects in the transaction where original father code still exists (which is
the level beneath which the project would be placed if restored); Work Group is the name of the PPL-1
level in the database and may vary by organization (i.e. could be Default Department)
Work Group level Does Not Exist: List of projects in the transaction where original father code no longer
exists (these projects will be placed under the default work group (see above) if restored; Work Group is
the name of the PPL-1 level in the database and may vary by organization (i.e. could be Default
Department)
Execute Reload: Choose this to start the reload process, you will be asked to confirm the initiation
8.
If necessary, change the location of where the project will be reloaded by clicking the link for the default
work group (may be division, department, etc. in your organization) below the description and select the
new parent beneath which to place this project when it is reloaded.
9.
Choose Execute Reload.
Updating Templates
If templates are used to scope and plan work, you may need to update the templates to reflect any lessons learned.
For example, if a template was used to plan a project and upon completion it was determined the second phase can
be completed in half the allotted time, you should update the template to reflect this change.
Updating the template allows other planners using the template to benefit from experience. If standards and
procedures by which work is planned are documented, these need to be updated also to reflect the improved
planning techniques applied to the completed work.
To Update Templates
1.
Open or create a filter that includes the template used in planning the project.
2.
Alter the template as necessary, such as changing the schedule dates, durations, required skills, etc. to reflect
lessons learned.
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16
Managing Customers, Contacts,

and Contracts
The more detailed information your organization has, the better it is at successfully navigating its way through the
marketplace. PlanView allows managers to track detailed information about their projects, including contracts,
customer information, billing rates for resources, and associated costs. Resources can report time against projects,
and that time will, in turn, generate data for detailed billing information for management tracking and review. Your
PVA and the Contract Administrator will establish the rules governing the management of data for contracts and
customers.
Contracts are prospects for future business for your organization and potential areas for project work. The stage is
set to enter into a formal business agreement (contract) for new work.
Using contracts, your organization can associate work with the contract and to add a specific price to a work item.
All the information collected from this system can be exported into a billing system to allow you to create invoices.
Managing Customers and Contacts

The Manager, Investment Owner, and PlanView Administrator roles can be given the ability to add a customer or
edit customer information. For each of these roles, the permissions will be turned on by default. However, they can
be turned off by your PVA, and only users whose role profiles have these permissions turned on may add or edit
customer information from HomeView.
The Add/Edit Customer permission allows you to create new customer profiles or to edit existing customer profiles
within the system and to add/edit contact information for that customer. This permission also allows you to remove
customer information from the database. This permission also allows for contacts to be added from within the
contracts module. It also provides R/W access to the customer detail and contact detail screens within the contract
module.
Adding New Customer Profiles and Contact Records

To track customer information within the PlanView database, customer profiles must be defined. The following
procedures explain how to define these profiles.
To Define a Profile for a New Customer from Your HomeView
1.
Click HomeView
Dashboard.
Click HomeView
Assignments.
OR
Manage Customer.
2.
3.
Select Add New Customer to display the Add New Customer screen.
4.
Enter the customer information.
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PlanView Tip!
Fields with an asterisk are required. All fields are free text fields, including the customer number.
5.
Click OK. The Customer Detail screen displays.
6.
Click Add New Contact to display the Contact Detail screen.
7.
Enter the contact information.
8.
Click OK. PlanView refreshes the Customer Detail screen with the new information.
9.
Click PlanViews Back button to return to the View Customer screen.
After a customer profile is created, contact information can be associated with it. As described above, the
information can be entered while a new customer is added to the system. However, it may be necessary to add
contact records for an existing customer profile. The following procedure explains how to add contact information to
a customer profile.
To Define a Contact for an Existing Customer Profile from Your HomeView
1.
2.
Click HomeView
Dashboard.
Click HomeView
Assignments.
OR
Manage Customer.
PlanView displays the View Customer screen.

3.
Select the link for the appropriate customer name. PlanView displays the Customer Detail screen.
4.
Click Add New Contact to display the Contact Detail screen.
5.
Enter the contact information.
6.
Click OK. PlanView refreshes the Customer Detail screen with the new information.
7.
Click PlanViews Back button to return to the View Customer screen.
PlanView Tip!
If the address information for a customer profile is updated, the address for the contacts of that customer will be
automatically updated if the contact and original customer address match exactly.
520
Inactivating Customer and Contact Information from the Customer Management

Module
When customer or contact information is no longer necessary on a regular basis, you may want to inactivate the
records. The following procedures explain how to inactivate customer profiles and contact records from the
Customer Management module. You may, however, also inactivate customer profile information as discussed in the
Inactivating Customer Profiles from the Contract Module section.
To Inactivate a Customer Profile from the Customer Management Module
1.
2.
Click HomeView
Dashboard.
Click HomeView
Assignments.
OR
Manage Customer.

3.
Select the link for the appropriate customer name.
4.
In the Customer Information section of the screen, click Update to display the Edit Customer Detail screen.
5.
Select the Inactive Customer check box.
6.
Click OK. PlanView refreshes the Customer Detail screen. In that screens Active Customer field, PlanView
displays N to indicate that the profile is not active.
To Inactivate a Contact
1.
2.
Click HomeView
Dashboard.
Click HomeView
Assignments.
OR
Manage Customer.

3.
Select the link for the customer name to display the Customer Detail screen.
4.
In the screens Contact section, click edit next to the name of the contact you want to inactivate. PlanView
opens the Contact Detail screen.
5.
Select the Inactive Contact check box.
6.
Click OK. PlanView refreshes the Customer Detail screen. In that screens Active Customer field, PlanView
displays N to indicate that the contact is not active.
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Associating Customer Information with Work

Organizations can select to use the customer structure (WBS24) for associating customer information to a work
item. While it is possible to make this association without using the Contract module, it can also be used in
conjunction with managing customers from within the Contract module. In either case, the following procedure
explains how to create an association between a work item and a customer profile.
PlanView Tip!
Customer profiles can only be associated with work at the lowest level of the customer structure.
To Associate a Customer with Work
1.

Click Work
Dashboard
Click Work
Lifecycle
Action Links
Manage Work.
OR
Click Work
Schedule
Action Links
Manage Work.
OR
Click Work
Staffing
Click Work
Progress
Click Work
Community
Manage Work.
Action Links
Action Links
Manage Work.
Action Links
Action Links
Manage Work.
OR
OR
OR
Manage Work.
2.
Create or open a filter with the appropriate work included.
3.
Right-click the project name and select Work Detail.
4.
Click the navigation button next to the Customer field.
5.
Select the appropriate customer. (To view the detailed information for the customer, click Detail.)
6.
Click OK.
Managing Contracts
Organizations are tracking more detailed information about their projects, including contracts and customer
information, billing rates, and associated costs. Therefore, PlanView allows managers to track contract information,
customer data, and billing rates for resources. Resources can report time against projects, and that time will result in
detailed billing information for management tracking and review. Your PVA will establish the rules governing the
management of data for contracts and customers. Contract management is accessed from the HomeView portfolio if
an organization uses the contract management module and if a user has permission (based on role) to use the feature.
A contract can be viewed as a prospect for future business. Contracts can be entered into the PlanView database
before a contract is officially signed, an act which turns the contract into an active commitment to perform work and
provide deliverables to a client. PlanView supports the need to track a contract from its inception to its final stage,
which is a completed work effort.
A contract can be associated with customer information, which aids with efficient management of a contract. If an
organization is using the customer-tracking feature, then customer screens and links will be available from within
the contract management module.
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PlanView Tip!
To have access to any of the Plan & Manage Contracts functionality, you must be assigned a role with the
appropriate permissions.
PlanView Tip!
It is not necessary to use the contract module in order to track customer information from within the Manage Work
module. Organizations may select only to use the customer structure (WBS24) for associating customer information
to a work item. This chapter focuses on managing contracts and customer information from within the contract
module.
Viewing Existing Contracts

You may view existing contracts from your HomeView or in Manage Work. Separate discussions on each method
follow.
PlanView Tip!
More than one work item can be associated with a contract but only one contract can be associated with a single
work item.
Viewing Existing Contracts from Your HomeView

The following procedure assumes you have the edit contract permission.
To Review an Existing Contract from HomeView
1.
2.
Click HomeView
Dashboard.
Click HomeView
Assignments.
OR
Manage Contracts.
PlanView displays the View Existing Contracts Contract Summary screen. It includes a list of contracts that
have been created by or granted to you.
3.
Click the link for a contract number to open the Contract Review screen.
4.
Click the appropriate Update link to modify information pertaining to an existing contract.
5.
Modify information as necessary.
6.
Click OK.
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Viewing Existing Contracts from Manage Work

The following procedure assumes you have the edit contract permission.
To Review an Existing Contract from Manage Work
1.

Click Work
Dashboard
Click Work
Lifecycle
Action Links
Manage Work.
OR
Click Work
Schedule
Action Links
Manage Work.
OR
Click Work
Staffing
Click Work
Progress
Click Work
Community
Manage Work.
Action Links
Action Links
Manage Work.
Action Links
Manage Work.
Action Links
OR
OR
OR
Manage Work.
2.
Select or define an appropriate filter.
3.
Right-click the project name and select Work Detail. Contract Detail can be viewed in the Contract section
of the Work Detail screen.
This option is available at all levels of the WBS from which contracts can be initiated (which is designated
by your PVA).
If there is no contract associated with the project, the contract section of the Work Detail screen is blank.
4.
Click the link for a contract number to open the Contract Review screen.
If a user has the appropriate permissions and grants, the fields in the Contract Review screen will be editable
via the Update links.
5.
Click the appropriate Update link to modify information pertaining to an existing contract.
6.
Modify information as necessary and click OK.
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Creating New Contracts

If your PVA has given a user permission to add a new contract and has granted the user to a level of the contract
structure at least one level above a contract, then the user can create a new contract.
The following are key concepts in the process of creating new contracts.
The Parent field is RO if there are two or fewer levels in the contract structure. If an organization has more
than two levels of depth in the contract hierarchy, the Parent field will have a drop-down list from which the
user can select the parent work item for the contract.
When creating a contract, it is necessary to specify a billing type, indicating how to bill the client for the work
associated with the contract. There are three billing types available: Role Rates, Resource Rates, and Work
Price.
Role: Work billed according to predefined billing rates for the specific worker roles used to perform the work, such
as a Project Manager or a Database Administrator
Resource: Work billed according to the predefined billing rate of each specific resource performing the work
Work Price: Contract billed at a set price for the work, regardless of the roles or resources assigned to the project
Fields with an asterisk are required. Required fields, by default, include the Name, Number, Type, Contract Amount,
Status, Start, and Billing Type. These can be modified to meet the needs of an organization.
Pricing Breakdown: PlanView provides the ability to create a detailed description of how a contract will be billed.
This includes the ability to itemize billable costs and track the quoted and actual dollar amounts for a contract cost.
The information about pricing breakdown is available in the Contract Detail screen, which can be accessed in R/W
mode in the HTML Add a Contract and Contract Review screens, as well as in RO mode (with update ability) in the
Contract Detail section of the Work Detail screen.
PlanView Tip!
If the contract billing type is Work Price, or if the contract is associated with work that is specified as non-billable or
fixed price, then the billing detail link will not be available from the Time and Billing (and Approve Time and Billing)
screens and resources will not be able to edit this information when reporting time.
To Create a New Contract
1.
2.
Click HomeView
Dashboard.
Click HomeView
Assignments.
OR
Manage Contracts.
PlanView displays the View Existing Contracts Contract Summary screen.

3.
Click Add New Contract to display the Add New Contract screen.
Fields with an asterisk (*) are required fields and must be filled in before you can continue.
4.
Enter a Name and Number for your contract.
5.
Select a contract Type.
6.
Enter the Contract Amount. PlanView uses the default currency when displaying the contract amount.
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7.
If necessary, select or change the Currency type. This option is available only if your PVA has configured
PlanView to use multiple currencies.
8.
If needed, change the Status.
9.
Select a Contract Manager.
10. In the Statement of Work Required field, specify whether you want to require such a statement by selecting
either Yes or No.
11. Make the appropriate selection from the Purpose of Contract menu.
12. Enter Start date (and a Finish date, if appropriate) for the contract. You can type dates into the fields, or
click the calendar symbol at the right of each field to select a date.
13. Select a Billing Type.
14. If resources will be able to report billable overtime on projects associated with this contract, select the
Overtime Billable option.
15. Enter a Description in the text box. This will help others have an idea what the contract is designated to
cover.
16. Click OK when finished. If your organization is not using the pricing breakdown feature of contracts, the
Contract Review screen displays and this procedure is complete. If your organization is using the pricing
breakdown feature, continue with the procedure.
17. Enter the quoted and contracted amounts of each cost element for the contract. The Pricing Breakdown
screen displays each item in the Cost Structure that is defined as available for pricing breakdown.
18. Click OK when finished. The Contract Review screen displays, including all of the details for the contract.
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How Is the Billing Rate Determined by the System?

The contract-billing rate can be manually entered when creating the contract, or the default billing rate will be
supplied by the system when an allocation is made to work that is associated with the contract. The following
business rules apply when the contract rate is determined as a result of an allocation.
Business Rules for Contracts
When an allocation is made, the system will determine if the contract module is in use at an organization, and
if the work being allocated is associated with a contract.
If a contract rate does not already exist on a contract for the role or resource specified in the allocation, the
system will attempt to create a contract rate based on the current default billing rate type for the role or
resource.
If it is a role contract, the default role that is used will be the first role listed in the Resource Detail screen for the
allocated resource. If there is no default billing defined for the role, or if the role rate is not current, then no contract
rate will be created.
If it is a resource contract and a current billing rate is not defined for the allocated resource, than the system will not
create a contract rate.
Rates will not be created in conjunction with an allocation if:
The associated contract has a billing type of Work Price; in this case, contract rates Will Not Be Created
When Allocations Are Made, As The Work Is Billed Per The Fixed Work Price As Opposed To Role
Or Resource Rates.
The allocation is created by promoting a What-If scenario.
The allocation is created as a result of the copy/cut and paste functions.
If the role rate is changed from the Time and Billing or Approve Time and Billing screens, the allocation rate
will only be updated for the specific resource during the specific time period.
How Is the Billing Rate Used by the System?

Rates are used with contracts to calculate the cost of work associated with the contract. There are three types or
rates; role rates, resource rates, and work price rates (fixed rates).
Role rates allow you to bill customers for services based on the individual role that performs the work. For instance,
an organization might bill one rate for a database administrator and a different rate for the project manager.
Alternatively, your organization may select to bill clients based on a specific resource rate, regardless of the role that
resource performs on a project. In this case, resource rates can be defined.
PlanView allows up to four rates per resource and four rates per role. For contracts and revenue reporting, PlanView
uses the rate type defined as the bill rate for roles and resources. For cost reporting, PlanView uses the rate type
defined as the cost rate for roles and resources. Cost calculations are based on individual resource rates if they exist,
and based on role cost rates for resources without individual rates.
527
To Add Billing Criteria Manually
1.
2.
Click HomeView
Dashboard.
Click HomeView
Assignments.
OR
Manage Contracts.

3.
Click the appropriate contract number to display the Contract Review screen.
4.
To add billing criteria for the contract, click Update in the Billing Criteria section from the Contract Review
screen.
5.
Click Add Billing Criteria to open the Data Picker.
If the billing type for the contract is role, the Data Picker displays a list of available roles.
If the billing type for the contract is a resource role, the Data Picker displays a list of available
resources.
6.
Click the role you want to use for the billing criteria. Then click OK.
7.
To override the billing rate, click Back to return to the Contract Review screen. In the screens Billing
Override section, click Update. In the Data Picker that appears, select the desired override and click OK.
8.
Click Back to return to the Contract Review screen.
9.
If necessary, change the Currency type. This option is available only if your PVA has configured PlanView
to use multiple currencies.
10. Click OK.

PlanView Tip!
If it is necessary to remove the billing criteria, click remove. If the contract billing type is set to Resource, it is
necessary to have a R/W grant for the given resource in order to remove it from the billing criteria section.
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Adding Customer and Contact Information to a Contract

Each customer profile allows for the storage of name, address, phone number, nearest airport, free text comments,
and other information. Once the customer profile exists, contacts for that customer can be created, with separate
address, phone, e-mail, and other contact information. A contact can be set as inactive for a specific customer, and
an entire customer profile can be set as inactive.
You may perform the following procedure if your PVA enabled the Customer Tracking feature. Otherwise, the
Customer and Contact fields and columns will not display within the contract module.
To Add Customer and Contact Information
1.
2.
Click HomeView
Dashboard.
Click HomeView
Assignments.
OR
Manage Contracts.

3.
Click the appropriate contract number to display the Contract Review screen.
4.
In the Customer Information section, click Update.
PlanView Tip!
PlanView displays the Update link only if you have a R/W grant to the contract.
5.
In the Update Customer for Contract screen that appears, click Customer.
6.
In the Data Picker that appears, select the customer you want to associate with this contract. Then click OK.
PlanView refreshes the Update Customer for Contract screen with the selected customer.
7.
Click OK to finalize your choice. (Clear removes the selection.).

If contact information already exists for this customer, a drop-down list is available to let you select a
primary contact. The contact names available are dependent on the customer name that you chose.
8.
Select the contact for this customer.
9.
Click OK.
PlanView Tip!
Customer profiles can only be associated with contracts at the lowest level of the customer structure.
10. To add contact information, select detail. Then click Add New Contact, enter the contact information, and
click OK.
PlanView Tip!
Fields with an asterisk are required. All fields are free text fields, including the customer number.
11. Click PlanViews Back button to return to the View Customer screen.
PlanView Tip!
If the address information for a customer profile is updated, the address for the contacts of that customer will be
automatically updated if the contact and original customer address match exactly.
529
The Contract Review screen can be accessed from within Manage Work by right clicking on the project name and
selecting Work Detail.
Once a contract is created, and the billing criterion has been defined, it is necessary to associate the contract to a
work item such as a project. This allows the resources working on the project to specify contract-billing information
when reporting time.
Inactivating Customer Profiles from the Contract Module

When customer or contact information is no longer necessary on a regular basis, you may want to inactivate the
records. The following procedure explains how to inactivate customer profiles from the Contract module. You may,
however, also inactivate customer and contact information as discussed in the Inactivating Customer and Contact
Information from the Customer Management Module section.
To Inactivate a Customer Profile from the Contract Module
1.
Click HomeView
Dashboard.
Click HomeView
Assignments.
OR
2.

Contracts Contract Summary screen.
3.
Click the appropriate contract number.
4.
In the Customer Information section of the Contract Review screen that appears, click detail.
5.
If you want to make the Customer Information inactive, click Update.
6.
If you want to make the Contact Name inactive, click edit.
7.
In the screen that appears, select the Inactive Customer check box.
8.
Click OK.
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Manage Contracts. PlanView displays the View Existing

Associating work with a contract lets you indicate billing detail when reporting time to work, which can be used
when billing customers based on an established contract.
To Associate Work with a Contract
1.
2.
Click HomeView
Dashboard.
Click HomeView
Assignments.
OR
Manage Contracts.

3.

PlanView displays the Contract Review screen. If work has not been associated with a contract, the
PlanView displays None under the Associated Work section of the Contract Review screen. Otherwise, the
section includes associated work description links from which you may display the Work Detail screen.
4.
In the Associated Work section of the Contract Review screen, click Update
5.
In the Update Contract screen that appears, click Add Work.
6.
In the Data Picker that appears, navigate to the appropriate work item or search for a specific work item
using the field at the bottom of the screen.
7.
Click a Work link to associate it to the contract. Then click OK.
PlanView Tip!
If no rates can be established for the role (as specified earlier, in the business rules for determining rates), the work
will not be associated with the contract.
8.
Click Back to return to the Contract Review screen. The Associated Work will be listed. Click the associated
work item and the Work Detail screen displays.
Work with time reported to it cannot be associated with or disassociated from a contract. Also, a user must have a
RO or R/W grant to the work in order to disassociate it from the contract.
Adding or Updating Billing Override Information

Once a billing rate has been defined for the work associated with a project, the Billing Override feature allows a user
to indicate that a specific piece of work should be billed at a fixed price rather than the established billing rate
specified in the contract, or to indicate that the work is non-billable.
When using the Billing Override feature, it is necessary to indicate the specific piece of work for which the contract
rate will be overridden.
Two things can be accomplished on the Billing Override screen:
If the Billing Type for this contract is Work Price, the user can enter a breakout of the overall work price
amount, as set for the contract. If this is the case, the overall contract amount displays at the top of the screen.
If the Billing Type for this contract is set to Role or Resource, the user can select items that need to be billed at
a fixed work price. If this is the case, the overall contract amount will not display at the top of the screen.
531
The Billing Type as chosen on the Contract Detail screen will be based on either role or resource and not work
price.
To Add or Update Billing Override Information
1.
2.
Click HomeView
Dashboard.
Click HomeView
Assignments.
OR
Manage Contracts.

3.
4.
In the Billing Override section of the Contract Review screen that appears, click Update.
5.
If you are adding billing override information, click Add Billing Override. Then use the Data Picker that
appears to select the work for which the override is being defined. Click OK.
If you are updating existing billing override information, click the appropriate contract number to
display the Edit Billing override screen.
Warning!
Once work has been selected, a $0 amount will be displayed as the default work price. When overriding the work
price for a selected piece of work, it is necessary to click each link for that work and specify the work price amount.
However, it is important to note that the system does not calculate the default of $0 as a null value. Rather the
system recognizes it as billable work with a fixed price is $0. If the item is intended as non-billable, click on the work
item and de-select the Billable check box. If the work item was selected in error, do not leave it on this form. Instead,
click the Remove link from the Update Contract Billing Override screen to clear this item and remove the billing
override for this piece of work.
6.
Enter a dollar amount in the Work Price field.
7.
Specify whether the item is billable against the contract. If it is billable select the Billable check box.
Otherwise, clear the check box.
8.
If needed, change the Currency type. This option is available only if your PVA has configured PlanView to
use multiple currencies.
9.
Set the start date, the date on which this new billing rate will be effective.
10. Click OK.

11. Click Back to return to the Contract Review screen.
532
Adding Internal Contact Information

Use the Internal Contact portion of the screen to indicate the name, phone number, and e-mail address of the person
in the organization that is responsible for this contract.
To Add Internal Contact Information
1.
2.
Click HomeView
Dashboard.
Click HomeView
Assignments.
OR
Manage Contracts.

3.
4.
In the Internal Contact Info section of the Contract Review screen that appears, click Update.
5.
Enter or edit information as appropriate.
6.
Click OK.
Adding Other Links

Add a link if you want to make a Web site accessible from the Contract Review screen. PlanView displays the Web
sites URL in the Other Links section of the Contract Review screen. PlanView displays None in that section if
there are currently no such URLs.
To Add URL Links
1.
2.
Click HomeView
Dashboard.
Click HomeView
Assignments.
OR
Manage Contracts.

3.
4.
In the Other Links section of the Contract Review screen that appears, click Update.
5.
Click Add New Link.
6.
Enter a URL address (such as Error! Hyperlink reference not valid.). It is not necessary to prefix your
entry with Error! Hyperlink reference not valid., which will be automatically populated when leaving the
screen.
7.
Click OK.
PlanView adds the specified URL to the Contract Review screen. Clicking the link opens the relevant Web
site in a separate browser window.
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17
Managing Content
PlanView lets you manage folders, documents, and URLs that you or other users added as content files to the
database. In PlanView, you perform content management using either PlanView's Content Management system or
Documentum. This chapter discusses using PlanView's Content Management system to perform the following tasks.
If your PVA has configured PlanView for Documentum, you need to manage content as discussed in the
Documentum Guide for PlanView Enterprise.
adding content files,
reading content files,
moving content files,
copying content files,
deleting content files,
checking out a document,
checking in a document,
reviewing content history,
granting access rights on content files,
deleting access rights on content files, and
searching for content.
Before using PlanView's Content Management system, you should be familiar with PlanViews storage areas and
the relationship between structures and content. Separate discussions on these topics follow.
Global and Template Content Areas

The way content files are managed varies from one organization to another. PlanView lets you associate
documentation with any structure in the database, such as a project, a department, a resource, or even an alternate
structure such as project status. PlanView also provides Global Content and Template Content areas for each
organizations use.
By default, access to the Global Content and Template Content areas are as follows:
All users can add files, and have R/W access to the files that they add.
All users have RO access to files that other users have added.
The default access will be overwritten if the PlanView administrator sets specific access rules for these areas.
The Global Content area is intended for use as a place where standardized files can be stored for access by many
users within an organization. This might include procedures, documentation related to best practices, or other
documents that can be associated with structural elements that other users will not typically modify. They are
generally for information and reference purposes.
534
The Template Content area is intended for the storage of template documents (such as a project charter, an account
assessment document, or a request for information form) that are copied and associated with structural elements and
then modified by users for the specific purpose. A user can copy a project charter from the Template Content area
and associate it with a new project. Then the user can check out that document and modify it, checking it back in for
version control and historical tracking. Note that it is not necessary to use a template to create a new document.
Structures and Content

Content can also be associated with structural elements without first being stored in and copied from the Global or
Template areas. For instance, an organization may not offer a template for project charters; rather, managers will
create their own. In this case, a manager may create a charter and store it on his or her computer's hard drive. Then
that document can be associated with the project that is being managed within PlanView. Similarly, a resource
manager may select to associate a resources resume to a resource record within the PlanView database.
Content can be associated with any structure in the PlanView database, as defined by your PVA. By default, content
can be associated with the primary work, strategy, resource, contract, and CRI structures. When the Share Content
screen is displayed, users will see links to all the structures with which content can be associated. However, if the
user does not have grants to the Work, Resource, or structure, or does not have permission to manage changes or
contracts, then the links for those structures will not be displayed in the Share Content screen. In secondary screens,
those links may display, but users will not be able to add content to structures without the proper grants or user
permissions to do so.
Content Management information is stored in a hierarchical format of directories and sub-directories. Content files
are stored in each of the directory folders linked to the structure.
Managing Content through the Review Content Screen

Use the Review Content screen to manage content outside of a lifecycle workflow. This screen lets you add, review,
or delete folders, documents, or URLs without requiring that you receive a lifecycle notification before performing
such tasks.
PlanView Tip!
You may also manage content as part of a lifecycle workflow. If you receive a lifecycle notification directing you to
create/edit, review, or approve content as discussed in the Responding to a Lifecycle Notification section. Using that
method rather than the Review Content screen ensures that the lifecycle workflow process continues after you take
the action requested in the notification.
You may use the Review Content screen to manage content through the HomeView, Work, Strategy, Organization,
and Resources tabs.
PlanView Tip!
Because your HomeView lets you manage content located at any structure level to which you are granted, the
following procedures discuss managing content through the HomeView tab. You may, however, use the Work tab to
manage content in the current Work portfolio or project. You may also use the Strategy, Organization, and
Resources tabs to manage content in portfolios relevant to those tabs.
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The following figure is an example of the Review Content screen.
Figure 53 Example Review Content Screen
As shown in Figure 53, the Review Content screen consists of two panels. The left panel displays a graphical
representation of the contents location within the PlanView database. The right panel includes links to the folders,
documents, or URLs stored at the structural level open in the left panel. The right panel also includes the options,
fields, and buttons described in the following table.
Item
Description
Folder
Lets you add a folder to PlanView.
Document
Lets you add a document to PlanView.
URL
Lets you add a URL to PlanView.

Includes a check mark (
) next to each item that is currently checked out.
Includes an eyeglass icon ( ) next to each item that you can only view but not edit
because you have been given only RO access rights to that content.
Title
Identifies the name given to the folder (represented by

URL (represented by ).
), document (represented by
), or
Clicking a folder, document, or URLs link in this field displays information about that content.
Last Access
Indicates the date that the item was last accessed.
Last Access By
Identifies which user last accessed the item.
Size
Indicates the items size.
Delete
Lets you delete items. You specify you want to delete an item by selecting that items check
box.
Cut
Lets you cut items that you want to copy or move elsewhere in the database. You specify
you want to cut an item by selecting that items check box.
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Item
Description
Copy
Lets you copy items that you want to copy or move elsewhere in the database. You specify
you want to copy an item by selecting that items check box.
Undo Cut
Undoes your last cut.

PlanView displays this button after you click Cut.
Paste
Pastes content at the location selected in the left panel.

PlanView displays this button after you click Cut or Copy.
The Review Content screen also provides access to PlanViews content-management search functionality that is
available to you if your PVA created a search index. For details on using this feature to perform searches, see the
Searching for Content Files section.
Adding Content Files

You can add content files at any time to any structure to which you are granted.
Any user can add files to the Global Content or Template Content areas (unless your PVA has changed the access
rights). When a document or folder is added, a URL is created in the PlanView system. You can also add a specific
URL as the actual content. However, PlanView stores the URL information only. PlanView does not manage cases
where the URL requires specific access rights, or requires that users must log into the system before accessing the
URL.
Adding a New Folder

Add folders to help you organize the document files you want to add to PlanView.
To Add a New Folder
1.
2.
Click HomeView
Dashboard.
Click HomeView
Assignments.
OR
OR
On the main menu, click Content.

A Share Content screen appears. The screen includes a list of structures to which you are granted.
3.
Click the structure with which you want to associate the content. PlanView opens the Review Content screen
at the structural location you selected.
4.
In the left panel, navigate to the level of the structure in which you want to place the folder and click the link
for that level.
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5.
In the right panel, click Folder. An Add Folder screen similar to the following figure appears.
6.
Enter a Title for the folder. This field can have a maximum of 50 characters.
7.
Enter a Description of the type of content that will be stored in the folder.
8.
Select any Alternate Structure attributes if applicable.
9.
Enter one or more Search Keywords that can be used to locate the folder. Separate keywords with a comma
or semi-colon.
10. Click OK to save the folder information.
Adding a New Document

You may add documents located on a local or network drive. Add documents that you want to have accessible to
you from within PlanView or you want to share with other PlanView users.
To Add a New Document
1.
2.
Click HomeView
Dashboard.
Click HomeView
Assignments.
OR
OR

3.
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at the structure location you selected.
4.
for that level.
5.
In the right panel, click Document. An Add Document screen similar to the following figure appears.
6.
Enter the File name of the document or Browse to its location.
7.
Enter the Title of the document. This field can have a maximum of 50 characters.
8.
Edit the Author field if necessary. By default, this field displays the User ID of the person adding the
document.
9.
Enter a Description of the document.
10. Select or clear the Can be copied check box to specify whether changes to the content are done in the
original version of the content or a separate copy.
Clear the check box if you want to record changes on the original version of the content, which is shared
among all users with R/W access to the content.
Select the check box if you want a user with R/W access to the content to be able to make changes on a
separate copy of the content, not a shared version.
11. If you want the system to track and store previous versions of the document as it is modified, select Track
Versions.
12. If you want the system to track and store information about which users read the document and when (date
and time) the user took this action select Track Reads.
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13. If your administrator enabled the Expiration Date feature for content management, select the date on which
the document is to expire. Also select the user who is to receive the notification that PlanView will send to
prompt that user to review the content.
An expiration date does not affect the document.
14. Select any Alternate Structure attributes if applicable.
15. Enter one or more Search Keywords that can be used to locate the document. Separate keywords with a
comma or semi-colon.
16. Choose OK to save the content file information. PlanView adds the document to the Review Content
screens list of content displayed in the right panel.
Adding a New URL

Add a new URL to provide access to a Web site from within PlanView.
To Add a New URL
1.
2.
Click HomeView
Dashboard.
Click HomeView
Assignments.
OR
OR

3.
at the structure location you selected.
4.
for that level.
5.
In the right panel, click URL. An Add URL screen similar to the following figure appears.
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6.
Enter the Title of the URL (such as PlanView, Inc. Home page).
7.
Enter the URL of the document (such as Error! Hyperlink reference not valid.).
8.
Enter a Description of the document.
9.
Select or clear the Can be copied check box to specify whether changes to the content are done in the
original version of the content or a separate copy.
Clear the check box if you want to record changes on the original version of the content, which is shared
among all users with R/W access to the content.
Select the check box if you want a user with R/W access to the content to make changes on a separate
copy of the content, not a shared version.
10. Select any Alternate Structure attributes if applicable.

11. Select whether the document Can be copied by other users.
12. Enter one or more Search Keywords that can be used to locate the URL. Separate keywords with a comma
or semi-colon.
13. Click OK to save the URL information. PlanView adds the URL to the Review Content screens list of
content displayed in the right panel.
Reading Content Files

If you do not need to edit or modify a document, click Read to view the document rather than checking it out.
Documents accessed via a URL link cannot be checked out.
To follow are separate procedures on viewing a document, a folders content, and a URL content file.
To View a Document
1.
2.
Click HomeView
Dashboard.
Click HomeView
Assignments.
OR
OR

3.
Click the structure with which the content you want to view is associated. PlanView opens the Review
Content screen at the structure location you selected.
4.
In the left panel, navigate to the appropriate folder.
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5.
In the right panel, click the link of the document you want to view. PlanView displays details similar to the
following figure.
6.
Click Read. The File Download screen appears.
7.
If you want to view the document without saving it to your computer system, click Open.
If you want to save the document and view it later, click Save. In the Save As dialog that appears, select
the location in which you want to save the document. Click Save. PlanView saves a copy of the file in
the specified location.
To View Content of a Folder
1.
2.
Click HomeView
Dashboard.
Click HomeView
Assignments.
OR
OR

3.
Click the structure with which the folder you want to view is associated. PlanView opens the Review
4.
Click View all content. The View All Content screen appears with a list of that folders content.
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To View a URL Content File
1.
2.
Click HomeView
Dashboard.
Click HomeView
Assignments.
OR
OR

3.
Click the structure with which the content you want to view is associated. PlanView opens the Review
4.
In the left panel, navigate to the appropriate folder.
5.
In the right panel, click the link of the URL you want to view. PlanView displays details similar to the
following figure.
6.
Click View. The Web site associated with the URL opens in a new browser window.
Moving Content Files

When moving files, the user name, date and time of the action, and the version of the document are saved as
historical data. The action will be stored with a label of Moved. By default, only your PVA and the users who added
the content or have grants to the structure item may cut content as long as the access rights have not been changed.
Once these rights are modified, any users with R/W access can cut files.
PlanView Tip!
When a content file is moved, all information will be moved with it, including whether or not the content is checked
out, the files history, and its access rights.
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To Move a Folder, Document, or URL to a New Location
1.
2.
Click HomeView
Dashboard.
Click HomeView
Assignments.
OR
OR

3.
Click the structure with which the content you want to move is associated. PlanView opens the Review
4.
In the left panel, navigate to the folder containing the content you want to move.
5.
In the right panel, select the check box of each content item you want to move. Then click Cut.
If you accidentally cut the wrong content, you may undo this action by clicking Undo Cut.
6.
In the left panel, select the folder to which you want to move the content.
7.
In the right panel, click Paste. PlanView moves the selected content to the new location.
Copying Content Files

When copying files, the action of Created is stored in the database, along with the user name, date and time of the
action, and the version.
PlanView Tip!
When a content file is copied, the files status (such as whether or not the content is checked out, its history, and its
access rights) will not be copied.
To Copy a Folder, Document, or URL to Another Folder
1.
2.
Click HomeView
Dashboard.
Click HomeView
Assignments.
OR
OR

3.
Click the structure with which the content you want to copy is associated. PlanView opens the Review
4.
In the left panel, navigate to the folder containing the content you want to copy.
5.
In the right panel, select the check box of each content item you want to copy. Then click Copy.
6.
In the left panel, select the new folder in which the item will be placed.
7.
In the right panel, click Paste. PlanView adds a copy of the file to the new location.
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Using PlanViews Version Control

PlanViews version control functionality captures the User ID of the person who creates a file, and the dates on
which it was created, when it was last read or modified, and when it was deleted or moved. Version control also
tracks the work with which the content file is associated.
You may use version control to check out content, undo a check out, check in content, and review content history.
Checking Out a Document

If you need to edit a document and have the edits stored as a version that will be accessible later, you must first
check out the file to modify it, and then check it back in. Only users with R/W access to the content can check out
that content and edit it.
PlanView Tip!
You can edit files that you have saved to your computer system as discussed in the Reading Content Files section.
If you do so, PlanView stores your name and the date and time of the action in the PlanView database. However, a
file that you have edited via Read cannot be copied over the original file because it was not checked out.
To Check Out a Document
1.
2.
Click HomeView
Dashboard.
Click HomeView
Assignments.
OR
OR

3.
Click the structure with which the content you want to move is associated. PlanView opens the Review
4.
In the left panel, navigate to the folder containing the content you want to check out.
5.
Click Check Out. PlanView displays the File Download screen.
6.
Click Save.
PlanView Tip!
If you click Open rather than Save, PlanView opens the file for display and stores it in the directory in which the
Web browser stores temporary files. The file will have a status of Checked Out, and you can either edit the
document and check it in, or undo the check out. PlanView recommends that if you wish to modify a document, you
save it to disk (creating a working directory) and modify it there, rather than modifying the original document.
7.
Navigate to the location where you want to store the document and click Save.
To indicate that the document is checked out, PlanView adds a blue check mark ( )next to the content files
name in the Review Content screen.
When you check out a file, the Check Out link changes to Check In and the Undo Check Out link appears. For other
users, the Check In link is disabled.
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Checking In a Document
You may only check in a file you have checked out. When checking in a file, you can either use PlanViews Undo
Check Out or Check In option. Undo Check Out puts the file back into the content system without modifications.
Check In lets you enter comments about the file and stores the history of the version and any changes.
If a file is checked out and no changes are made to it, PlanView recommends using the Undo Check Out option
rather than the Check In option. Using Check In always creates a new version in the file history. This is because no
file-level comparison is made before the file is checked in to determine if changes exist. When a document is
checked in, the previous read history is removed. Only the most current read history is saved.
To Check In a Document
1.
2.
Click HomeView
Dashboard.
Click HomeView
Assignments.
OR
OR

3.
Click the structure with which the content you want to check in is associated. PlanView opens the Review
4.
In the left panel, navigate to the folder containing the content you want to check in.
5.
6.
If you did not make any changes to the file during the current check out period, click Undo Check Out.
If you made changes to the file during the current check out period, click Check In.
If you clicked Check In, perform the following actions in the Check-In Document screen that appears.
Enter the File to be checked in. You may browse to the desired location if necessary.
Enter a Comment to record the changes made to the file (e.g., Updated resume to reflect new skills learned).
Click OK to check the file back into the Content Management system.
Reviewing Content History

You may access an earlier version of a content document. History information is only available for documents. It is
not available for folders or URL files.
PlanView carefully manages content history. Historical information is stored at the folder level for actions taken on
the folder itself, and for actions on the files and URLs within the folders. When a file is added to the structure or
pasted to a new location, the action of Created is stored in the database, with the users full name and the date and
time of the action.
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To Review Document History
1.
2.
Click HomeView
Dashboard.
Click HomeView
Assignments.
OR
OR

3.
Click the structure associated with the content that you want to review. PlanView opens the Review Content
screen at the structure location you selected.
4.
Click view all on the Access History heading. The Review Content History screen will display, showing all
actions taken for the file, the User ID of the person who accessed the file, and the date on which the action
was taken.
5.
Click a version number to review that version of the document and any comments entered at the time the
document was checked in.
6.
Click the users name to review the contact information of the person.
Deleting Content Files

To optimize database and server space, delete files whenever they are no longer needed.
PlanView Tip!
Content cannot be deleted if it is associated with a completed work-lifecycle step.
To Delete a File
1.
2.
Click HomeView
Dashboard.
Click HomeView
Assignments.
OR
OR

3.
Click the structure associated with the content that you want to delete. PlanView opens the Review Content
screen at the structure location you selected.
4.
In the left panel, navigate to the folder containing the content you want to delete.
5.
In the right panel, select the check box of each content item you want to delete.
6.
Click Delete. PlanView deletes the file from the current folder by moving the file to the Deleted Content
folder.
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Warning!
The system will not prompt you for confirmation of the deletion. After you click Delete the action is carried out and
there is no opportunity to cancel or undo it.
When any content files are deleted, they are deleted from the system immediately. If a structure item is deleted, its
content is placed in the Deleted Content folder. Your PVA has access to this folder and can process this content as
needed.
Security
Content security is handled at the file level. Any access rights defined at the parent (folder) level will be inherited by
the files in that folder. You may grant access as Read Only or Read/Write, or deny access by applying an access
right of Hidden. PVAs can also hide or change access to the Global Content and Template Content areas.
By default, the user who creates a file has R/W access to it. Users with grants to the structure with which the file is
associated will also see all files for that structure, but in RO mode. The user who created the file can then grant
access to other users. Grants can be RO or R/W. They may also be able to share the document or copy it. However,
if the file owner changes the rights for a user with default access, the default RO grants are overwritten because the
file owner is then specifying the access rights.
If your role is not defined to add or view Issues, you will not be able to access content for the Issues structure.
Granting Access Rights on Content Files

You may grant access rights to content files.
Permission to access documents can be to any user, or it can be given to specific users, roles, or resources.
Permission may be given as RO or R/W, or it may be hidden from specific users (the user is given no permission to
access). Other options may also be available, depending on the type of access granted.
PlanView Tip!
You cannot grant or modify access rights to a file that is checked out.
To Grant Access Rights to Content
1.
2.
Click HomeView
Dashboard.
Click HomeView
Assignments.
OR
OR

3.
Click the structure associated with the content to which you want to grant access. PlanView opens the
Review Content screen at the structure location you selected.
4.
In the left panel, navigate to the folder containing the content on which you want to grant or modify access
rights.
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5.
In the right panel, click the link of the content for which you want to grant or modify access rights. PlanView
displays details similar to the following figure.
6.
In the Access Rights section, click update. The Update Access Rights screen appears.
7.
Click Add access right. PlanView displays the Add Access Right screen.
8.
From the Access For menu, select the desired access type. Only one access type may be selected at a time.
The following table describes each access type.
Access Type
Description
Public
Any user with access to the URL file, internal or external to the PlanView system.
All PlanView users
Any user in the PlanView database.
All granted users
All users granted to the structure to which the content is associated will have the same
access to the content as they do to the structure unless modified.
Users of these roles
Selected user roles. If you select this option, click the Add/Delete Roles button that
appears. Then use the Data Picker to select the roles for which you want to define access
rights.
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Access Type
Description
These users
Selected users (chosen by User ID).

If you select this option, make selections in the Users section that appears. Available
to add those
users are listed on the left. Make selections from this list and then click
users to the list on the right. That list specifies to whom you are granting access. You may
remove a user name from the list on the right by selecting it in that list and then clicking
.
You may use the CTRL and Shift keys to make multiple selections.
Team members
Users associated with a resource that is authorized or allocated to the structure item. This
option is only available when content is associated with the primary work or CRI
structures.
These resources
Selected resources. Any resource in the database may be chosen, and resources can be
selected individually or at parent levels.
If you select this option, click the Add/Delete Resources button that appears. Then use
the Data Picker to select the roles for which you want to define access rights.
9.
Select the Usage level (Read Only, Read/Write, Hidden, or Grant Controlled).
Selecting Read Only, Read/Write, or Hidden as the usage level for this access type will override any
existing grants.
Grant Controlled is available only if you selected These users as the access type. Grant Controlled
indicates that the selected users should have access to the content based on their grants to the structure with
which it is associated. Suppose the content is associated with a project. Then any users with R/W grants to
that project would have R/W grants to the content. Similarly, users without grants to the project would not
have access to the content.
10. Choose OK.
After you define access rights, the Review Content screen will list the selected usage level next to the description of
the granted entity (role, resource, etc.).
Deleting Access Rights on Content Files

If you want to remove a user, resource, or roles access to content files, do so by deleting the items access rights.
PlanView Tip!
You cannot delete access rights to a file that is checked out.
To Delete Access Rights to Content
1.
2.
Click HomeView
Dashboard.
Click HomeView
Assignments.
OR
OR

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3.
Click the structure associated with the content to which you want to grant access. PlanView opens the
Review Content screen at the structure location you selected.
4.
In the left panel, navigate to the folder containing the content on which you want to grant or modify access
rights.
5.
In the right panel, click the link of the content for which you want to grant or modify access right.
6.
In the Access Rights section of the content screen that appears, click update. The Update Access Rights
screen appears.
7.
Select the check box of the relevant users, roles, and resources to which you no longer want to grant access
rights.
8.
Click Delete selected access rights.
Searching for Content Files

You may search for content files in the PlanView system by using PlanViews search functionality. PlanViews
search engine supports full text searching of content as well as searching on other attributes of the content including
Author, File Name, Description, and Search Key Words. The key words are those that are defined for the content
file when it is added or modified. Search keywords help narrow down search results and can be entered in the
Update Content Detail screen.
You perform a search by entering the words in the Review Content screens search text box and then clicking
Search. You may refine a search by using PlanViews Advanced Search feature.
To Refine a Search
1.
2.
Click HomeView
Dashboard.
Click HomeView
Assignments.
OR
OR

3.
Click a structure. PlanView opens the Review Content screen at the structure location you selected.
4.
Click Advanced Search. PlanView displays the Advanced Search screen.
5.
Enter the words on what you want to search.
6.
Choose between finding full or partial matches of at least one word or all words, or choose to find the exact
words you entered. The default is a partial match, which is an OR search.
7.
Select the check boxes for the Content Type and Content Elements to search.
8.
In the Attributes section, click the Select one or more attributes for search link to search on an attribute.
Multiple attributes can be selected through the structure picker.
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9.
If desired, narrow the search further by selecting the file size, file date, or both. These options can include
searching for file sizes and dates that are less than, greater than or between certain parameters. If between is
selected, a second text box appears.
The file size can be expressed in bytes (B), kilobytes (KB), megabytes (MB) or gigabytes (GB) by selecting
the appropriate unit from the drop-down box.
The file date can be manually entered or selected from a calendar that you display by clicking
10. Click Search to perform the search.
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18
PlanViews Microsoft Project Connector application lets you quickly and efficiently integrate PlanView with
Microsoft Project. The integration procedure ensures the seamless transfer of data between the PlanView database
and a Microsoft Project file.
Microsoft Project Connector supports the bidirectional transfer of data to and from PlanView and Microsoft Project.
By supporting bi-directional transfers, Microsoft Project Connector allows for flexibility in developing and
managing project schedules in your organization. Such flexibility lets you
use the tool of your choice (PlanView or Microsoft Project) to create or update your project plans,
report time using an application other than PlanView or Microsoft Project and have this data synchronized
between PlanView and Microsoft Project, and
perform high-level planning in PlanView but use Microsoft Project to enter details of such plans.
You may use Microsoft Project Connector to if your PVA enabled the Microsoft Project Connector global option.
This document discusses using Microsoft Project Connector to
check-in project data from Microsoft Project,
check-out project data from PlanView to Microsoft Project, and
check-out resource data from PlanViews resource pool, which ensures that resource data used in PlanView
perfectly matches the resource data available to a Microsoft Project file. This lets you take full advantage of
PlanViews resource-management capabilities.
PlanView Tip!
PlanView and Microsoft Project both support WBS development, resource assignments, time reporting, CPM
scheduling and many other features. Conducting all your planning in PlanView achieves optimum integration results
between PlanView and Microsoft Project. If your organization, however, chooses to use Microsoft Project in some
capacity, you should be aware of differences in the products that need to be considered when determining how your
organization will use Microsoft Project Connector. If you have a premium subscription to PRISMS, you may refer to
PlanViews PRISMS documentation for details about the advantages and disadvantages of the differences between
the products.
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Checking In Project Data from Microsoft Project

You may perform a one-time check in to transfer Microsoft Project files from Microsoft Project to PlanView. Use
Microsoft Project Connector to transfer such data if you want to support any of the following:
Check in project plans that are currently in-process when the PlanView system is implemented. This saves
managers the time of having to manually enter all of the data that already exists in the Microsoft Project plan
and preserves historical data.
Give managers the flexibility of continuing to do their initial planning in Microsoft Project but be able to
check in their project files into the PlanView database.
Check in data of Microsoft Project plans made by individuals who are not licensed PlanView users. This lets
you transfer into PlanView project plan data from individuals who are not given access to PlanView, such as
your organizations third-party consultants.
You check in a Microsoft Project file to add its data to PlanView or to update PlanView with changes made to the
plan or file since the last time it was checked out. Separate discussions on using Microsoft Project Connector to use
the check-in process to add a new project or update an existing one follow.
Adding a New Project by Checking in a Microsoft Project File

Project plans defined in a Microsoft Project file may be added as a project to the PlanView database. The following
table identifies the permissions and perquisites required for this task.
Task
Required Permissions
To add a new Microsoft Project file to the PlanView database
Add Project
Use Check-Ins
Use PPM
Prerequisites
Use Microsoft Project to define the project plan you want to add
You are granted access to the Work portfolio in which you want to add the project
PlanView is configured to display the Project Summary portlet as discussed in the Defining Content of Tabs and
the User Menu section
To Add a New Project by Checking in a Microsoft Project File
1.
If necessary, open the Work portfolio in which you want to check in data. For details, see the Opening
Portfolios section.
2.
Click HomeView
Click Work
Dashboard
Dashboard
Action Links
Action Links
Add Work.
OR
Add Work.
PlanView Tip!
The Add Work command is also available while any of the following Work secondary tabs is selected: Schedule,
Staffing, Progress, or Community.
3.
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In the Add Project screen that appears, enter data for the required fields (marked with an asterisk). For
details, see the Generate Primary Work section.
4.
Select the Import Details From MPP File check box, which is available if your PVA has enabled the Add
Project permission for you.
5.
Click OK.
An Add Document to Work screen similar to the following figure appears. Use the screen to select the
Microsoft Project .mpp file from which you are checking in data to PlanView.
6.
7.
Enter data in the screen as described in the following table. You must enter data for the required fields,
which are marked with an asterisk.
Field
Description
File
Browse to locate and then select the desired file. The selected files name is displayed in this field.
Title
Enter the name that you want to assign to the file being added to Content Management in the
PlanView database. PlanView automatically gives the files title the same name as the Microsoft
Project .mpp file, but you may change it.
Author
If necessary, enter the PlanView user name of the person responsible for the file in the PlanView
database. PlanView automatically assigns your user name to this field, but you may change it if
another user is responsible for the file.
Description
Provide comments that describe the file you are adding.
Click OK.
PlanView checks in the .mpp file to PlanViews Content Management system.
8.
If PlanView displays configured screens that require information from you, enter data in those screens.
PlanView displays configured screens only if additional information is required for the items you selected
when entering data in the required fields of the Add Project screen.
After uploading the .mpp file into Content Management, Microsoft Project Connector displays a prompt
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9.
To keep the prompt window open while processing the data, click Wait. When Microsoft Project
Connector finishes processing the data, you are prompted to download the file. Do so by clicking Save
and then saving the file to the desired location.
To close the prompt window and import the Microsoft Project files data into the current database
location, click Continue. You may continue working in PlanView or exit from it while Microsoft
Project Connector processes data.
If your PVA configured Microsoft Project Connector for e-mail, you will receive an e-mail message regarding the
transfer of data.
Updating an Existing Project Using the Check-In Process

If you want to update a PlanView project with data from a Microsoft Project .mpp file, do so by checking in the
Microsoft Project file. You may check in a file at the project level or below the project level. PlanView permits
checking in files below the project level to support projects in which multiple users manage different parts of the
project.
The following table identifies the permissions and prerequisites required for updating an existing project with data
from a Microsoft Project file.
Task
Required Permissions
To update data of a PlanView project that you or another user modified in Microsoft
Project
Add Project
Use Check-Ins
Use PPM
Prerequisites
You can only update data for files that are currently checked out to you
You are granted access to the project level at which you want to update data
To Update a Project by Using Microsoft Project Connectors Check-In Process
1.
Click Work
2.
If necessary, open the project in which you want to check in data. For details, see the Opening Work Projects
section.
3.
If you are checking in a Microsoft Project plan at the project level, click Action Links
.mpp file in the main menu.
If you are checking in a Microsoft Project plan below PlanViews project level, click Schedule Graph
or Schedule Detail in the Project Summary screen. In the screen that appears, click the name of the
work item for which you want to check in data. Then click Check-In .mpp file in the shortcut menu that
appears.
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Schedule.
Check-In
An Add Document to Work screen similar to the following figure appears. Use the screen to select the
Microsoft Project .mpp file from which you are checking in data to PlanView.
PlanView Tip!
If the file is currently checked out to a user other than the user performing the check-in, the screen includes a
message informing you that the file needs to be checked in by the user who checked out the data last before you
can check in a new version of the file.
4.
5.
Field
Description
File
Title
Enter the name that you want to assign to the project file that will be added to Content
Management in the PlanView database. PlanView automatically gives the PlanView database files
title the same name as the Microsoft Project .mpp file, but you may change it.
Author
Description
Click OK.
PlanView checks in the .mpp file to PlanViews Content Management system.
6.
If PlanView displays configured screens that require information from you, enter data in those screens.
PlanView displays configured screens only if additional information is required for the items you selected
when entering data in the required fields of the Add Project screen.
After uploading the .mpp file into Content Management, Microsoft Project Connector displays a prompt
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7.
To close the prompt window and import the Microsoft Project files data into the current database
location, click Continue. You may continue working in PlanView or exit from it while Microsoft
Project Connector processes data.
If your PVA configured Microsoft Project Connector for e-mail, you will receive an e-mail message regarding the
transfer of data.
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Checking Out Project Data through Microsoft Project Connector

Use Microsoft Project Connector to check out a PlanView projects data if you want to
transfer the project data to Microsoft Project so that you can easily share the data with individuals
who do not have access to the data in PlanView, or
allow your organization to use certain reporting capabilities and functionality available in Microsoft
Project, such as PERT charts.
You may check out data located at the project level or below the project level. The data you transfer may be added
as a new Microsoft Project .mpp file or update an existing one. The following table identifies the permissions and
perquisites required for using Microsoft Project Connector to check out project data.
Task
Required Permission
To transfer a PlanView projects data to Microsoft Project
Use Check-Outs
Use PPM
Prerequisites
The file is checked out to you rather than another user
You are granted access to the data you want to check out
To Check Out Project Data through Microsoft Project Connector
1.
Click Work
Schedule.
2.
If necessary, open the project containing the data you want to check out. For details, see the Opening Work
Projects section.
3.
If you are checking out data at the project level, click Action Links
menu.
If you are checking out data below PlanViews project level, click Schedule Graph or Schedule Detail
in the Project Summary portlet. In the screen that appears, click the name of the work item you want to
check out. Then click Check-Out .mpp file in the shortcut menu that appears.
Check-Out .mpp file in the main
PlanView displays a prompt similar to the following figure.
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4.
Select Continue to close the prompt window, create the Microsoft Project file, and check it in to
Content Management. Use Content Management to complete the check out. For details, see the
Checking Out a Document section.
Checking Out a PlanView Resource Pool

If a projects resource assignments are not made directly in PlanView, be sure to export resources from a PlanView
resource pool to the Microsoft Project file for the project. This ensures that the resources in Microsoft Project will
match the resources in PlanView. It also guarantees a match of resources when assignments are made in Microsoft
Project instead of PlanView.
You may check out PlanView resources to a new Microsoft Project file or an existing one. Separate discussions on
each task follow.
Exporting Data to a New Microsoft Project File

Microsoft Project Connector can create a new Microsoft Project .mpp file while exporting PlanView resource data
to Microsoft Project. This lets you use PlanView resource data for new projects in Microsoft Project.
The following table identifies the permissions and prerequisites required to export resource data to a new Microsoft
Project file.
Task
Required Permission
To transfer PlanView resource data to a new Microsoft Project file
Use Resource Pool Check-Outs

Use PPM
Prerequisites
You must have R/W access to the resources you want to export to Microsoft Project
To Create a New Microsoft Project .mpp File while Exporting Resource Data
1.
Click Resources
2.
If necessary, open a Resource portfolio associated with the resources you want to available for the project
that you will manage in Microsoft Project. For details on opening a Resource portfolio, see the Opening
Portfolios section.
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Action Links
Resource Pool Check-Out.
PlanView displays a Choose Resources to Check-Out screen similar to the following figure.
3.
Select the check boxes of the resources that you want to export data. The resources you select are the ones
that you plan to use when using Microsoft Project to make resource assignments for the new project.
You may select or unselect all the listed resources by selecting or clearing the appropriate check box (Select
All Resources or Clear All Resources).
4.
Clear the Update Existing MPP File check box if it is selected.
5.
Click OK.
PlanView displays a prompt similar to the following figure.
6.
To keep the prompt window open while exporting the resource data, click Wait. When Microsoft
Project Connector finishes processing the data, you are prompted to download the new Microsoft
Project file. Click Download File Save and save the file to the desired location.
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Exporting Resource Data to an Existing Microsoft Project File

You check out resources to an existing Microsoft Project .mpp file to update the file with a list of resources from
PlanView. By checking out resources, you export resources from a PlanView resource pool so that Microsoft
Projects resource listing matches PlanViews resources. This ensures any resource assignments made in Microsoft
Project will be properly processed if the file is checked in to PlanView.
The following table identifies the permissions and prerequisites required to update an existing Microsoft Project file
with resource data from PlanView.
Task
Required Permission
To update an existing Microsoft Project file with resource data from

PlanView
Use Resource Pool Check-Outs

Use PPM
Prerequisites
You must have R/W access to the resources for which you want to export data to Microsoft Project
To Export Resource Data to an Existing Microsoft Project File
1.
Click Resources
2.
If necessary, open a Resource portfolio associated with the resources you want to be able to assign work to in
Microsoft Project. For details on opening a Resource portfolio, see the Opening Portfolios section.
Action Links
Resource Pool Check-Out.
PlanView displays a Choose Resources to Check-Out screen similar to the following figure.
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3.
Select the check boxes of the resources that you want to export data. The resources you select are the ones
that you plan to assign work to when using Microsoft Project to manage the .mpp file you are updating.
You may select or unselect all the listed resources by selecting or clearing the appropriate check box (Select
All Resources or Clear All Resources).
4.
Select the Update Existing MPP File check box.

An Add Document screen similar to the following figure appears. The screen lets you select the Microsoft
Project .mpp file to which you want to export resource data. You will then be able to assign those resources
work when using Microsoft Project to mange the selected file.
5.
Field
Description
File
Title
Enter the name that you want to assign to the Microsoft Project file that is to be uploaded to
Content Management in the PlanView database. PlanView automatically gives the PlanView
database files title the same name as the Microsoft Project .mpp file, but you may change it.
Author
Description
6.
Click OK.
7.
To keep the prompt window open while exporting the resource data, click Wait. When Microsoft
Project Connector finishes processing the data, you are prompted to download the Microsoft Project
file. Click Download File Save and save the file to the desired location.
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Viewing Your Microsoft Project Connector Report

You may view a report that provides information about the project data and resource data you successfully or
unsuccessfully transferred by using Microsoft Project Connector. The following table identifies the permissions and
prerequisites required for this task.
Task
Required Permission
To display your Microsoft Project Connector report
Use PPM
Prerequisites
You must have used or tried to use Microsoft Project Connector to transfer data between PlanView and Microsoft
Project
To Display Your Microsoft Project Connector Report
1.
On the main menu, click Reports
My MPC Transactions.
PlanView displays a Microsoft Project Connector Transaction View report. As summarized in the following
figure, the report provides information about each transfer operation you perform with Microsoft Project
Connector. The figure identifies the type of information displayed in each of the reports columns.
2.
If you want to view a specific item using PlanViews Content Management, click the appropriate link in the
Transaction ID column.
3.
If you want to examine information about why a specific transaction failed, click the relevant FAILED link
in the Transfer Status column. For information on a failures error code, see your PVA.
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19
Managing Changes, Risks,

and Issues
The Changes, Risks, and Issues (CRI) functionality in PlanView allows collaboration between the people doing the
work and the people managing the work. It includes an initial identification of any risks to the project and an
analysis of each risk so that an appropriate risk plan can be formulated.
Change management is the practice of evaluating, controlling, and approving important changes made during the
project, and ensuring that all project resources are aware of the changes that affect them. This could be a change to
the cost, schedule, or scope of a project.
This chapter
provides an overview of how PlanView processes changes, risks, and issues,
describes issue management, risk management, and change management, and
discusses creating, reviewing, and deleting issues, risks, and changes.
PlanView Tip!
If your organization customized field labels and structures during PlanView setup, the information PlanView displays
for you may differ from the information shown in this manual. Your organization may also have created new
structures and fields for one or more CRI-related screens. This chapter does not include information about your
organizations customized fields. See your PVA for details if your organization has implemented this functionality.
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Changes, Risks, and Issues Process Flow

The following figure illustrates how PlanView processes CRIs.
Figure 54 PlanViews Processing of Changes, Risks, and Issues (CRIs)
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Issue Management
An issue is a question, comment or fact that should be documented and communicated. Some issues will need to be
addressed by management or other team members. PlanViews handling of issues in Work portfolios allows for
collaboration between the resources doing the work and the resources managing the work. Issues help everyone keep
track of what is affecting the project. PlanView can track issues that may have a negative impact on a project.
If an issues effect on a project becomes more critical (such as items that may affect a projects deliverables or
schedule), PlanView can transfer the issue to a risk or change.
You conduct issue management in PlanView in a Work portfolios Issues view. While performing issue
management, you may add new issues to work items whenever necessary. If you have the Use Issues permission,
you may add an issue to
work in your portfolios,
work that is related to you, or
your timesheet.
Risk Management
A risk is anything that may have a negative impact on a projects budget, schedule or quality. There are no secrets
during a successful project. Both good and bad news must be communicated to all project stakeholders. A projects
scope, cost, schedule or quality can be at risk. You and your team members need a tracking system that notifies
people as quickly as possible about negative impacts to a project. PlanViews Risk Management system includes an
initial identification of the risk and an analysis of the risk so that an appropriate risk plan can be formulated.
In PlanView, you conduct risk management in a Work portfolios Risks view. While performing risk management,
you may add new risks to work items whenever necessary. PlanView lets you transfer issues to risks, or escalate
them to a person who you want to keep informed about a projects details.
Change Management
Change Management is the practice of evaluating, controlling and approving important changes made during a project and ensuring that all project resources are aware of the changes that affect them. This could be a change to the
projects cost, schedule, or scope.
In PlanView, you conduct change management in a Work portfolios Changes view. While performing change
management, you may escalate changes to a person who you want to keep informed about a projects details.
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Creating a New Change, Risk, or Issue

You may add new changes, risks, or issues to projects whenever necessary. You add CRIs to a project by attaching
them to a relevant work item.
To Add New CRIs
1.
Open the summary screen for the CRI type (change, risk, or issue) you want to add.
To open a Change Summary screen, click Work
To open a Risk Summary screen, click Work
To open an Issue Summary screen, click Work
Changes.
Risks.
Issues.
The CRI summary screen PlanView displays includes a list of all the specified type (change, risk, or issue)
for your granted projects. You may sort projects by Count (how many exist for that project) or CRI Status by
clicking the appropriate column head.
2.
Click the name of the project to which you want to add the change, risk, or issue. PlanView displays a
Project (Change, Risk, or Issue) Summary screen.
3.
Click the appropriate Add New (Change, Risk, or Issue) option.
4.
In the Data Picker that PlanView displays, select the work item to which you want to attach the issue. (You
may need to expand structure levels to find the correct work item.)
5.
Click OK. PlanView displays the relevant Enter (Change, Risk, or Issue) Detail screen, which looks similar
to the following figure. Which fields appear on this screen depend on whether you are adding a change, risk,
or issue.
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6.
Enter all the information you can. An asterisk (*) identifies required fields. For details on the different fields,
refer to the tables at the end of this chapter.
7.
In the screens Resolution Information section, specify the CRIs owner. To do so, click Select Owner and
then the desired Owner name in the Select Owner screen that PlanView displays.
You may need to scroll to bring the Resolution Information section into view.
PlanView adds the selected owners contact information.
8.
Click OK to save the information to the database.
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Reviewing CRI Information

PlanView lets you review the changes, risks, and issues of your projects. You may review CRIs
by portfolio or project,
through notifications accessed from the HomeView dashboard, Work dashboard, or HomeView Assignments
tab.
Reviewing Changes, Risks, or Issues by Portfolio or Project

PlanView lets you review CRI data that
summarizes CRIs of a specific type for all projects in a portfolio,
summarizes CRIs of a specific type for a specific project, or
provides details of a specific CRI, which you may edit.

To Review a Portfolio or Projects Data for a Specific Type of CRI
1.
2.
If necessary, open the portfolio or project associated with the CRIs you want to review.
To open a portfolio, click

that appears.
Work - Projects, and click the desired project in the Go To screen that
To open a project, click
appears. You may need to browse to the project by clicking Choose Project and then using the Data
Picker to locate the desired project.
Work - Portfolios, and click the desired portfolio in the Go To screen
Specify the CRI type (change, risk, or issue) you want to review.
If you want to review changes, click Work
If you want to review risks, click Work
If you want to review issues, click Work
Changes.
Risks.
Issues.
PlanView displays the portfolio or projects summary screen for the specified type of CRI. If PlanView is
displaying CRI data for a portfolio, the screen summarizes change, risk or issue data for all the projects in
the portfolio. If PlanView is displaying data for a single project, the screen includes change, risk, or issue
data for only that project.
The following figure is an example Change Summary screen for a portfolio. The example screen provides
information about changes associated with four of the portfolios projects to which a user is granted. The
screen indicates how many changes of a particular status are associated with each project. Notice that in this
example, the Tax Accounting IMS Update project has three changes associated with it. Two changes have a
status of Escalated, and one change has a status of Open. Also notice that the screen identifies those projects
that do not have any changes associated with them.
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In the example screen, projects are sorted by their amount (Count) but you may also sort projects in such a
screen by CRI Status. To sort items in the Change Summary screen, click the appropriate column head.
3.
To examine more information about a projects changes, risks, or issues, click its project description.
PlanView displays a Project (Change, Risk, Issue) Summary screen. As the following figure shows, such a
screen includes information about all of the projects CRIs that are of the same type. You may sort items in
the screen by clicking a column head. If a CRI is no longer relevant or needed, click remove to delete it.
4.
If you want to review or edit a specific change, risk, or issues data, click its number. PlanView displays the
Edit (Change, Risk, or Issue) Detail screen, which looks similar to the following figure. You may use the
screen to edit the CRI by entering information in the screens fields, which are described in the tables at the
end of this chapter. You may need to scroll to view some fields.
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5.
If you edit a CRI, click OK when you are ready to enter your changes into the database.
The Project (Change, Risk, or Issue) Summary and Changes, Risks, and Issues Summary screens include a Work
Description field. If you click a work item in that field, PlanView displays that items Work Detail screen, which is
discussed in the Reviewing or Editing a Projects Attributes section.
Reviewing All CRIs Associated with a Project

PlanView lets you review a summary of all the changes, risks, and issues associated with a project.
To Review All CRIs Associated with a Project
1.
If necessary, open the appropriate project. To do so, click

Work Projects, and click the desired
project in the Go To screen that appears. You may need to browse to the project by clicking Choose Project
and then using the Data Picker to locate the desired project.
2.
Click Work. Then click Changes, Risks, or Issues.
3.
In the summary screen that appears, click the name of the project associated with the CRIs you want to
review.
PlanView displays a Project (Change, Risk, Issue) Summary screen, similar to the one discussed in
Reviewing Changes, Risks, or Issues by Portfolio or Project. That screen includes information about CRIs
that are of the same type.
4.
To view data about all of the projects CRIs (regardless of type), click view all. PlanView displays a
Changes, Risks, and Issues Summary screen similar to the following figure. This screen includes information
about all of the CRIs associated with the project. For details on this screens fields, refer to the tables at the
end of this chapter.
A red exclamation mark (!) indicates a CRI is past due. An escalated CRIs number and status information
are displayed in red.
You may sort items in the screen by clicking a column head.
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Clicking an entry in the CRI# field displays an Edit (Change, Risk, or Issue) Detail screen similar to the one
shown in Reviewing Changes, Risks, or Issues by Portfolio or Project. If you edit a CRI, click OK when you
are ready to enter your changes in the database.
If a CRI is no longer relevant or needed, click remove to delete it.
Reviewing CRIs from Dashboards or the Assignments Tab

You may access CRIs from notifications displayed in your Work dashboard or HomeView dashboard. You may also
access CRIs through the Assignments tab.
You may use the HomeView Assignments tab to access CRIs created by you, escalated to you, or assigned to you.
You may also access a CRI through its notification, which will be either an informational, escalated or past due
notification. PlanView can display notifications for CRIs
related to your work items (these notifications are accessible from the Work dashboard), or
relevant to you (these notifications are accessible from your HomeView dashboard).
You may access a CRI through notifications by clicking a link displayed in the Notifications portlet on your
HomeView dashboard or Work dashboard.
Reviewing Changes, Risks, and Issues through a Dashboards Notification Links

You may customize dashboards to include the Notifications portlet, which contains links to notifications. If the
portlet is displaying an Escalated, Past Due, or Informational links for notifications associated with CRIs, you may
use those notifications to access CRIs.
On your HomeView dashboard, the Notifications portlet may contain links to notifications for CRIs relevant to you.
On your Work dashboard, the Notifications portlet may contain links to notifications for CRIs associated with your
work items. When accessing CRIs through notifications, you have the option of reviewing all notification categories
(CRI related and non-CRI related) or reviewing CRIs related to only one of the following notification categories:
Escalated, Past Due, or Informational.
To Review CRIs through Notification Links Displayed on a Dashboard
1.
2.
Specify whether you want to review CRIs related to your work items or relevant to you.
To review CRIs related to your work items, click Work
To review CRIs relevant to you, click HomeView
Dashboard.
Dashboard.
In the Notifications portlet, specify whether you want to review an Escalated, Past Due, or Informational
CRI by clicking the appropriate link.
PlanView displays a Notifications Summary screen. In the following figure, there are two risks and two
issues associated with informational notifications. Note that this example does not include any informational
notifications for changes, but if there were they would be displayed as well.
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3.
Under Action, click the desired CRI.

PlanView displays the Edit (Change, Risk, or Issue) Detail screen for the selected CRI. You may use the
screen to edit the CRI by entering information in the screens fields, which are described in the tables at the
end of this chapter. You may need to scroll to view some fields.
4.
If you edit the CRI, click OK when you want to enter your changes in the database.
Reviewing All of Your Changes, Risks, and Issues through the Assignments Tab
Your HomeView Assignments tabs links provide access to the changes, risks, or issues created by you, escalated to
you, or assigned to you.
To Review All CRIs through Links Displayed on the Assignments Tab
1.
Click HomeView
Assignments. PlanView displays all CRIs associated with you in the Your Changes,
Your Risks, and Your Issues portlets similar to those shown in the following figure.
The following table describes the icons and fields PlanView includes in the Your Changes, Your Risks, and
Your Issues portlets.
Item
Description
Identifies which changes, risks, or issues you created.
Identifies which changes, risks, or issues are assigned to you.
Identifies which changes, risks, or issues are escalated to you.
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CRI Number
System-generated identification code.
CRI Description
Brief statement of the change, risk, or issue.
CRI Priority
Indicates whether the CRI is Urgent, Important, High Medium, Low, or Unassigned.
CRI Status
Indicates the CRIs current state such as, Open, Awaiting Approval, On Hold, Closed,
Reopened, and so on. The status options vary for the different types of CRIs.
Target Date
Date that determines when CRI will be escalated.
2.
If you want to review or edit details about a specific CRI, click its number. PlanView displays the Edit
(Change, Risk, or Issue) Detail screen. For details on this screens fields, refer to the tables at the end of this
chapter.
3.
If you edit the CRI, click OK when you are ready to enter your changes in the database.
Transferring Issues to Changes or Risks

During the life of a project, the need may arise to transfer Issues to either a Change or a Risk for greater
management visibility. For example, an issue about resource availability could have a negative impact (delay) on the
project schedule (Risk). It would be transferred to a Change if the schedule dates of the project needed to be moved.
PlanView Tip!
When entering the information for a change and selecting an escalation type of Automatic or Manual, a target date
is required. If one is not entered, the user will receive a message prompting for the information.
An asterisk (*) indicates a required field.
To Transfer an Issue to a Change or Risk
1.
On the Edit Issue Detail screen, scroll to the bottom to find Transfer to a Change or Risk.
2.
Click the applicable link. PlanView displays the Enter (Change or Risk) Detail screen. For details on this
screens fields, refer to the tables at the end of this chapter.
3.
Update information and add any new information as necessary. At the screens bottom, PlanView displays
Transferred from Issue # 0000. The number links to a R/O version of the Issue Detail screen.
4.
Click OK. PlanView changes the letter of the issue number (e.g., I-3945) as appropriate (e.g., R-3945) to
reflect its new type.
PlanView Tip!
You may also transfer risks to issues in a similar manner.
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Escalating Changes, Risks, or Issues

During a projects work lifecycle, the need may arise to escalate changes, risks, or issues for greater management
visibility. PlanView lets users with the appropriate permission based on their role in the organization to escalate
changes, risks, and issues.
PlanView displays notifications of escalated changes, risks, and issues on your HomeView dashboard and your
HomeView Assignments tab. You may escalate changes, risks, and issues through these notifications.
PlanView Tip!
To analyze a projects changes, risks, or issues, you must view the correct portfolio and project. Be sure you do so
before escalating an item through a notification displayed in the HomeView Assignments tab. If you need to change
the project in view, click either
in the Navigation toolbar or Go To in the main menu. In the Go To screen that
PlanView displays, select the appropriate portfolio.
To Escalate a Risk or Change
1.
2.
3.
4.
Click HomeView
Dashboard.
Click HomeView
Assignments.
OR
Open the Edit (Change, Risk, or Issue) Detail screen by performing one of the following operations.
If you are accessing a change, risk, or issue from notifications displayed in the HomeView dashboard,
click Escalated and then click the appropriate action link (Change, Risk, or Issue).
If you are accessing a change, risk, or issue from notifications displayed in the HomeView Assignments
tab, click the desired CRI number within the appropriate portlet.
In the Edit (Change, Risk, or Issue) Detail screens Escalation section, select the Type (manual or automatic)
of escalation you want PlanView to perform and enter the appropriate information for that type. The
following table explains what you need to enter for each type of escalation.
Escalation Type
Description
Manual
Enter target date and name of person to escalate to.
Automatic
Enter name of person to escalate to. PlanView escalates the item to that person after a
certain number of days following the target date, which is set by your PVA.
Click OK.
You may view escalated changes, risks, or issues through the notifications displayed on your HomeView dashboard
or your HomeView Assignments tab. For details, refer to the relevant sections earlier in this chapter.
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Deleting Changes, Risks, or Issues

Delete CRIs whenever they are no longer needed. This helps keep documentation associated with a work item
current and relevant.
PlanView Tip!
Removing a change, risk, or issue cannot be undone.
To Delete CRIs
1.
2.
Perform one of the following operations:
Open a Project (Change, Risk, or Issue) Summary screen as discussed in either Reviewing Changes,
Risks, or Issues by Portfolio or Project or Reviewing CRIs from Dashboards or the Assignments Tab.
Open the Changes, Risks, and Issues Summary screen as discussed in Reviewing All CRIs Associated
with a Project.
Click remove to the right of the item to be deleted.
Change, Risk, and Issue Details

PlanView displays all information about a change, risk, or issue in the appropriate detail screen. The following
sections are common to all three Enter Detail screens and Edit Detail screens. Fields specific to each type are listed
below with the appropriate screen.
Some selections in drop-down lists are specific to your organization. The choices presented below are the default
values recommended by PlanView. They may differ from the ones set up by your PVA.
If you are invited to a portfolio but do not have grants to the related project, the detail screens will be RO. If you
have a R/W grant to the work, you can make edits to the change, risk, or issue.
Basic Information
Field
Description
Description
A brief statement of the issue, risk, or change.
CRI#
A system-generated identification code (such as R-634).

The letter prefix (C, R, or I) indicates whether the item is a change, risk, or issue.
Detail
A more detailed explanation of the issue, risk, or change, or the reason behind it.
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Resolution Information
Field
Description
Resolution Date
The date by which the item should be resolved. If the date passes and the status of the item
is still open (i.e., not Closed, Transferred, Escalated, Approved, Disapproved, or On Hold), a
past-due notification will be sent to the owner.
Owner
The person who is responsible for the item. Click Select Owner to assign an owner to the
item.
E-Mail
The e-mail address of the owner.
Phone
The phone number of the owner.
Approval
This section identifies how the change or risk will be managed if it occurs. How this section is handled may depend
on your organizations change management procedures and policies. (The Issue Detail screen does not contain an
Approval section.)
Field
Description
Approve
Select this option to approve the item.
Disapprove
Select this option to disapprove the item.
Neither
Select this option to keep the item pending.
Comments
Explanatory comments about the approval or disapproval.
Decision made by
The person who approved or disapproved the item.
Escalation
Field
Description
Type
Specify whether the item will be escalated automatically, manually, or not escalated (None). If
the item will be escalated, enter a target date for the escalation, and the person to whom it
will be escalated.
Target Date
Date that determines when CRI will be escalated.
Escalate to
If the item has already been escalated, the persons name and the date on which it was
escalated will be displayed.
Transfer to
An Issue can be transferred to a Change or a Risk. A Risk can be transferred to an Issue.

Changes cannot be transferred.
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Issue Detail
Attributes
Field
Description
Priority
CRI Status
Indicates whether the CRI is Open, Closed, or Reopened.

Note that if an issue has been closed, the only status it can be changed to is Reopened.
Issue Type
Schedule, Budget, Quality, or Scope.
Action Plan
A description of the steps or actions that will be taken to handle this issue.
Issue Resolution
The actions that were taken to handle the issue.
Content
Click this link to access or add a content document associated with this item.
Risk Detail
Attributes
Field
Description
CRI Priority
Indicates whether the CRI is Urgent, Important, High, Medium, or Low.
CRI Status
Indicates whether the CRI is Open, In Analysis, Awaiting Plan Approval, Escalated, Follow
Through, Resolved, Closed, or Reopened.
Note that if a risk has been closed, the only status it can be changed to is Reopened.
Risk Identification
Field
Description
CRI Type
Schedule, Budget, Scope, or Quality.
Risk Triggers
Description of the conditions that will apply to the risk.
Impact Analysis
This section helps others to understand how the risk may impact the work.
Field
Description
Risk Severity
Minor, Medium, Major, or Catastrophic. Each severity level will have a financial impact
associated with it.
Probability
The likelihood that the risk will occur, expressed as a percentage.
Risk Value
The potential cost of the risk to the project.
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Risk Response
This section identifies how the risk will be managed if it occurs.
Field
Description
Risk Response Plan
A description of the actions to be taken to mitigate the risk.
Resolution Criteria
The criteria that must be met by the response plan to resolve the risk.
Risk Residual
Any remaining or outstanding effects of the risk response plan.
Change Detail
Attributes
Field
Description
CRI Priority
CRI Status
Indicates whether the CRI is Open, Awaiting Approval, Escalated, On Hold, Closed, or
Reopened.
Note that if a change has been closed, the only status it can be changed to is Reopened.
Evaluation
This section helps others to understand how the change may impact the work.
Field
Description
Schedule Impact
How the change will affect the projects schedule.
Financial Impact
Effort for Change: Change to the projects effort in hours
New close Date: New project budget: the new projected value of the project budget
How the change will financially affect the project.
Added cost: any additional cost that the change will incur
New project budget: the new projected value of the project budget
Benefit
How the change will have a beneficial or positive impact on the project.
Concerns
How the change will have a negative effect on the project.
Content
Click this link to access or add a content document associated with this item.
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20
Notifications
Notifications alert you or other users of items requiring attention or inform you of some actions taken by others in
either PlanView or Manage Work. When a resource signs a timesheet, for example, PlanView sends a notification to
the managers who approve time for that resource.
PlanView supports accessing notifications through a portlet, your e-mail application, or both a portlet and e-mail.
Your PVA defines whether you can access notifications, which notifications you may access, and how you access
them. If you are given access to some notifications through e-mail, your PVA may define the language in which
notifications are displayed in your e-mail program. When configuring your access to notifications, your PVA also
specifies whether you can make changes to your notification settings.
This chapter
includes a table that lists each notification by category and indicates under which primary tab PlanView can
display each notification,
discusses accessing notifications, which you may do from PlanView or your e-mail application, and
discusses changing PVA-defined notification settings.
When configuring PlanView to define your access to notifications, your PVA may specify whether you can change
the settings that define your access to notifications. but may configure and specifies whether you can change. You
work with notifications if your PVA configures PlanView to permit you to do so, you may perform the following
tasks. Which tasks you may perform depend on how your PVA configures PlanView for you.
specify which notifications you may access,
how you may access the portlets (through a portlet, e-mail application, or both),
the language used for notifications sent to your e-mail application (if applicable), and
whether you can make changes to your PVA-defined notifications settings.
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A Look at the Notification Action Categories

Notifications are classified into the following action categories: escalated, disapproved, requires attention, needs
approval, past due, and informational. Each notification type is generated by a specific action and sent to a specific
user. The following table lists notifications by action category and indicates under which primary tab PlanView can
display each notification.
Escalated
Notification
HomeView
Requests
Strategy
Work
Escalated changes
Escalated issues
Escalated risks
Strategic lifecycle item has been escalated

to you
Support ticket lifecycle item has been

escalated to you
Work lifecycle item has been escalated to

you
Work request lifecycle item has been

escalated to you
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Resources
Disapproved
Notification
HomeView
Requests
Strategy
Work
Disapproved timesheet for resources
Disapproved timesheets
Request to skip a strategic lifecycle step

was disapproved and will require execution
Request to skip a support ticket lifecycle

step was disapproved and will require
execution
Request to skip a work lifecycle step was

disapproved and will require execution
Request to skip a work request lifecycle

step was disapproved and will require
execution
Strategic lifecycle item has been

disapproved
Support ticket lifecycle item has been

disapproved
Work lifecycle item has been disapproved
Work request lifecycle item has been

disapproved
Resources
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Requires Attention
Notification
HomeView
Requests
Strategy
Work
Resources
Allocation moved beyond tolerance
Allocations that have moved beyond

tolerance of the reserve
Assigned change
Assigned issue
Assigned risk
Strategic lifecycle items require your

input/attention
Support ticket lifecycle items require your

input/attention
Support ticket requires attention
Work lifecycle items require your

input/attention
Work request lifecycle items require your

input/attention
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Needs Approval
Notification
HomeView
Requests
Strategy
Work
Resources
New allocation request for a resource
New reserve request for a resource
Strategic lifecycle item needs your approval
Support ticket lifecycle item needs your

approval
Support ticket lifecycle requests to skip a

lifecycle step need your approval
Timesheets need approval for resources
Work lifecycle item needs your approval
Strategic lifecycle requests to skip a

lifecycle step needs your approval
Work lifecycle requests to skip a lifecycle

step needs your approval
Work request lifecycle item needs your

approval
Work request lifecycle requests to skip a

lifecycle step needs your approval
3
3
3
3
Past Due
Notification
HomeView
Requests
Strategy
Work
Overdue timesheets
Overdue timesheet for resources
Past due changes
Past due issues
Past due risks
Resources
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Informational
Notification
HomeView
Requests
Strategy
Work
Approved allocation request
Approved reserve request
Custom strategic lifecycle step
Custom support ticket lifecycle step
Custom work lifecycle step
Custom work request lifecycle step
Denied allocation request
Denied reserve request
Expired documents
Expired guest accounts you created
New allocation for a resource
New allocations
New changes
New issues
New risks
New support ticket for a resource
New support tickets
PlanView guest account expiration
Portfolio invitations
Projects running late
Request to skip a strategic lifecycle step

has been approved
Request to skip a support ticket lifecycle

step has been approved
Request to skip a work lifecycle step has

been approved
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Resources
3
3
Informational
Notification
HomeView
Requests
Strategy
Work
Request to skip a work request lifecycle

step has been approved
Reserve moved beyond tolerance
Resource requirement has been filled
Resource substituted
Stale projects
Strategic lifecycle item is available for

review
Support ticket lifecycle item is available for

review
Work lifecycle item is available for review
Work request lifecycle item is available for

review
Resources
3
3
PlanView Tip!
Custom lifecycle step notifications are triggered by a scripted dialog that an administrator creates to define and
insert a lifecycle step. An administrator can create scripted dialogs for strategic, support ticket, request, and work
request lifecycles.
Notifications Portlet
Your PVA may configure PlanView to let you access notifications through the Notifications portlet. If you are
enabled to access notifications in this manner, you may configure PlanView to display that portlet on the
HomeView, Requests, Strategy, Work, and Resources tabs, as discussed in the Defining Content of Tabs and the
User Menu section.
The Notifications portlet provides an overview of notifications broken down by action category. The portlet includes
a link and a tally of each category for which there are notifications. Clicking a Notifications portlet link displays
notifications relevant to that link. If there are not any notifications for an action category, the Notifications portlet
does not include a link or tally for that category. In the following example Notifications portlet, there are two
escalated notifications, two informational notifications, and six requires-attention notifications. There are not any
notifications for the other action categories.
Figure 55 Notifications Portlet
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From your HomeView, the Notifications portlet provides access to notifications relevant to you. From tabs other
than your HomeView Dashboard and Assignments tabs, the Notifications portlet provides access to notifications
related to the tab and restricted to the contents of the current portfolio (for that tab). Thus on the Work tab, PlanView
does not display information about request-related notifications, or even work-related notifications for projects
outside the current portfolio. The following table summarizes the type of notifications the Notifications portlet
provides access to from different primary tabs.
Primary Tab
Notifications Portlet Content
HomeView
Notifications relevant to you
Requests
Request-related notifications relevant to your current Request portfolio
Work
Notifications relevant to work items (projects, support tickets, and so on) related to your current
Work portfolio
Resources
Notifications relevant to the resources of projects in your current Resource portfolio
Notifications Summary Screen

When you click a link in the Notifications portlet or
in the Navigation toolbar, PlanView displays a Notifications
Summary screen that includes the fields described in the following table. The Notifications Summary screen does
not include field names when you click View All or , but the fields are the same as those described in the table.
Field
Description
Action
Identifies either the event that generated the notification or task notification is prompting you to
perform.
Entity
Identifies the work item, request, strategy, or resource for which the notification was issued.
Description
Summarizes the purpose of the notification
Date
Indicates the day notification was activated, or provides other relevant date as noted.
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Quick Guide to Displaying Notifications

If PlanView is configured to let you receive notifications through, you do so through the Notifications portlet or the
My Notifications button ( ) on the Navigation toolbar.
PlanView lets you display notifications of a specific action category or the same topic (such as overdue timesheets
or stale projects). It also lets you display all notifications relevant to you or a portfolio. This document includes
separate discussions on the different ways you may display notification information, but the following figures
provide a quick reference of these methods. The figures include examples of the Notifications Summary screen,
which is discussed later in this chapter.
The action category links in the Notifications portlet lets you display notifications by action category. The following
figure illustrates displaying notification data by clicking the Notifications portlets Escalated link.
Figure 56 Displaying Notifications by Category
The Notifications portlets buttons next to action-category links let you display notifications by topic. If you click
a categorys button, PlanView displays a shortcut menu that breaks down the action categorys notifications by
topic. The shortcut menu also indicates how many notifications of each topic there are. The following figure
includes an example of the information PlanView displays if you select Support Tickets Require Attention from
the Requires Attention shortcut menu.
Figure 57 Displaying Notifications by Topic
589
Clicking
on the Navigation toolbar (regardless of which tabs are selected) or View All (while the HomeView tab
is selected), displays all notifications relevant to you. Clicking View All (while any tab other than HomeView is
selected), displays all the notifications for your current portfolio.
Figure 58 Displaying All Notifications
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Displaying Notifications by Action Category

PlanView lets you display notifications by action category (escalated, disapproved, requires attention, needs
approval, past due, or informational).
To Display Notifications by Action Category
1.
2.
Specify whether you want to review notifications relevant to you or to a Request, Work, or Resource
portfolio. To do so, take one of the following actions.
To review notifications relevant to you, click HomeView
To review notifications related to a Request, Work, or Resource portfolio, click the appropriate primary
tab. If necessary, open the portfolio. Then click a secondary tab on which PlanView is configured to
display notifications. For a list of the tabs that are configurable to display notifications, refer to the
Specifying on which Tabs PlanView Displays the Notifications Portlet section.
Dashboard.
In the Notifications portlet that PlanView displays, specify whether you want to review Escalated,
Disapproved, Requires Attention, Needs Approval, Past Due, or Informational notifications by clicking
the appropriate link. (The Notifications portlet includes links for only those categories for which notifications
exist in your current context.)
PlanView displays a Notifications Summary screen that includes notification data for the specified
notification category. If you are reviewing notifications in your HomeView, the screen contains notifications
of the selected category and relevant to you. If you are reviewing notifications from tabs other than
HomeView, the screen includes notifications of the selected category and relevant to the current portfolio.
The following figure is an example of the information PlanView displays from your HomeView if you select
Requires Attention. Note that PlanView breaks down the notifications by subcategories such as Work
Lifecycle, Support Tickets, and Request Lifecycle. For details on the screens fields, refer to the table in the
Notifications Summary Screen section.
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Displaying Notifications by Topic

PlanView lets you display notifications that are all the same topic, such as overdue timesheets or stale projects.
To Display Notifications by Topic
1.
Specify whether you want to display notifications relevant to you or to a Request, Work, or Resource
portfolio. To do so, take one of the following actions.
To display notifications relevant to you, click HomeView
To display notifications related to a Request, Work, or Resource portfolio, click the appropriate primary
tab. If necessary, open the portfolio. Then click a secondary tab on which PlanView displays
notifications. For a list of the tabs on which PlanView can display notifications, refer to the Specifying
on which Tabs PlanView Displays the Notifications Portlet section.
Dashboard.
next to the category (Escalated, Disapproved, Requires Attention, Needs Approval, Past Due, or
Informational) associated with the notification topic you want to display.
2.
Click
3.
From the shortcut menu that appears, click the topic of the notification you want to display.
PlanView displays a Notifications Summary screen. If you are reviewing notifications in your HomeView,
the screen contains notifications that are relevant to you and have the selected topic. If you are reviewing
notifications from tabs other than HomeView, the screen includes notifications that are relevant to the current
portfolio and have the selected topic.
The following figure is an example of the Notifications Summary screen that appears if you selected
Support Tickets Require Attention topic from the shortcut menu. For details on the screens fields, see the
Notifications Summary Screen section.
4.
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If you want to display either all notifications or additional requires-attention notifications you may do so by
clicking the appropriate link (View All Categories or View All Notifications Requiring Your Attention).
The additional notifications PlanView displays are ones relevant to you if you are in your HomeView.
Otherwise, the additional notifications are relevant to your current portfolio.
Displaying All Notifications

PlanView lets you display data for either all the notifications relevant to you or all the notifications relevant to a
portfolio. Separate discussions on each method follow.
Displaying All Notifications Relevant to You

You may display all notifications relevant to you by using either the Navigation toolbars My Notifications button
( ) or View All in the Notifications portlet. Clicking
displays all notifications relevant to you no matter which
tabs are selected. Clicking View All displays notifications relevant to you only if the HomeView tab is selected.
To Display All Notifications Relevant to You
1.
Click
in the Navigation toolbar.
Click HomeView
OR
Dashboard. In the Notifications portlet that appears, click View All.
PlanView displays a Notifications Summary screen similar to the following figure. The screen includes all
notifications relevant to you. Notifications are classified by action category and sorted by subcategory within
each category (Work Lifecycle, Support Tickets, Request Lifecycle, and so on). For details on the screens
fields, see the table in the Notifications Summary Screen section.
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Displaying All Notifications Relevant to Your Current Portfolio

If you click View All in the Notifications portlet while any tab other than HomeView is selected, PlanView displays
all notifications relevant to your current portfolio.
To Display All Notifications Relevant to Your Current Portfolio
1.
Specify whether you want to review all the notifications relevant to a Request, Work, or Resource portfolio
by clicking the appropriate primary tab.
2.
If necessary, open the portfolio. Then click a secondary tab on which PlanView can display notifications. For
a list of the tabs for which you may configure PlanView to display notifications, refer to the Specifying on
which Tabs PlanView Displays the Notifications Portlet section.
3.
In the Notifications portlet that PlanView displays, click View All.

PlanView displays a Notifications Summary screen similar to the following figure. The screen includes all
notifications related to your current portfolio. Notifications are classified by action category and sorted by
subcategory within each category (Work Lifecycle, Support Tickets, Request Lifecycle, and so on). For
details on the screens fields, see the table in the Notifications Summary Screen section.
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Responding to Notifications
While displaying notification data you may want to respond to a notification by reviewing details about it or taking
action, such as signing a timesheet.
To Respond to a Notification
1.
If necessary, display the desired notification as discussed earlier in this chapter.
2.
Under Action, click the notification you want to respond to.

For example, clicking New allocation displays details of the work to which you have been allocated and
clicking Overdue timesheet displays a list of timesheets that must be signed.
Configuring PlanView for Notifications

If your PVA sets up the system to let you access notifications, you may configure PlanView for notifications by
doing the following:
specifying on which tabs PlanView displays the Notifications portlet, and
defining which notifications PlanView displays.
Separate discussions on each topic follow.
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Specifying on which Tabs PlanView Displays the Notifications Portlet

If your PVA configures PlanView to let you define tab content, you may control on which tabs the Notifications
portlet is displayed. The following table indicates the tabs for which you may configure PlanView to display the
Notifications portlet. For details on doing so, refer to the Defining Content section.
Primary Tab
HomeView
Secondary Tab
Dashboard
Assignments
Dashboard
Requests
Status
Lifecycle
Community
Dashboard
Lifecycle
Strategy
Schedule
Analysis
Scenarios
Community
Dashboard
Organization
Analysis
Scenarios
Community
Dashboard
Lifecycle
Work
Schedule
Staffing
Progress
Community
Dashboard
Utilization
Resources
Planning
Time and Billing
Community
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Defining which Notifications PlanView Displays

You may define which notifications are displayed if your PVA configures PlanView to let you set options that
control the displaying of some notifications. While setting these options, you may specify some tolerance values
(such as how many days PlanView displays a notification informing you of a portfolios invitation after you receive
the invitation).
To Configure PlanView for Notifications
1.
Click one of the tabs on which PlanView is configured to display the Notifications portlet.
2.
Click
3.
Click Edit on the shortcut menu that appears.
on the Notifications portlet.
PlanView displays a Notifications Settings screen similar to the following figure.
4.
Click the link that provides access to the options that let you control the displaying of notifications. The
following table lists the options associated with a notification and indicates which link to click to access each
of those options. Unless the table notes otherwise, an options associated notification has the same or very
similar text. As the table indicates, some options are accessible through more than one link.
Option
Access by Clicking
Allocations that have moved beyond tolerance
Resource Schedule
Allocations that have moved beyond tolerance of the

reserve
Resource Schedule
Approved allocation requests
My Reserve and Allocation Request, or

Resource and Allocation Request
Approved reserve requests

597
Option
Access by Clicking
Assigned Changes
Changes,
Risks, or
Issues
Assigned Issues
Issues,
Changes, or
Risks
Assigned Risks
Risks,
Changes, or
Issues
Beyond Tolerance Allocations
Associated with the Allocation moved beyond

tolerance notification
Beyond Tolerance Reserves
Associated with the Reserve moved beyond

tolerance notification
Denied allocation requests

Denied reserve requests

Disapproved Timesheets
Disapproved Timesheets for resources you approve
Disapproved Timesheets,
Associated with the Disapproved timesheets for

resources notification
Overdue Timesheets for Your Resources, or
Escalated Changes
Changes,
Timesheets Need Approval for Your Resources
Risks, or
Issues
Escalated Issues
Issues,
Changes, or
Risks
Escalated Risks
Risks,
Changes, or
Issues
Expired Documents Assigned to You
Guest Account Expiration, or
Associated with the Expired documents notification
Portfolio Invitations
Expired Guest Accounts You Created

598
Option
Access by Clicking
Filled Requirements
Resource and Allocation Request, or
Associated with the Resource requirement has

been filled notification
My Reserve and Allocation Request
New allocation requests for your resources
Resource Requests
New Changes
Changes,
Risks, or
Issues
New Issues
Issues,
Changes, or
Risks
New reserve requests for your resources

New Risks
Resource Requests
Risks,
Changes, or
Issues
Overdue Timesheets
Overdue Timesheet
Overdue Timesheets for resource you approve
Overdue Timesheets for Your Resources,
Associated with the Overdue timesheets for

Disapproved Timesheets, or
Past Due Changes
Timesheets Need Approval for Your Resources

Changes,
Risks, or
Issues
Past Due Issues
Issues,
Changes, or
Risks
Past Due Risks
Risks,
Changes, or
Issues
Portal Invitations
Portfolio Invitations, or
Associated with the Portfolio invitations notification
Guest Account Expiration
Projects are running late
My Work, or
Work
Projects with stale uploaded data from MS Project
My Work, or
Associated with the Stale projects notification
Work
Resource Substitution
Resource and Allocation Request, or

My Reserve and Allocation Request
599
Option
Access by Clicking
Support Tickets Requiring Your Attention
Support Tickets
Timesheets that need approval
Timesheets Need Approval for Your Resources,
Associated with the Timesheets need approval for

Overdue Timesheets for Your Resources, or
Your PlanView Account Expiration
Associated with the PlanView guest account

expiration notification
Your resources new allocations
Resource Allocations
Associated with the New allocation for a resource

notification
Resource Support Tickets
Your resources new Support Tickets

Associated with the New support ticket for a
resource notification
PlanView Tip!
To view the Overdue Timesheets for Your Resources notification, your PVA must give you the Report Time grant
on those resources.
5.
Enable or disable the displaying of a notification by selecting or clearing the appropriate option check boxes
respectively.
6.
If an option has a configurable tolerance value, set that value. The following table lists the options for which
you can set a tolerance value and describes each of those values.
600
Option
Description of Options Tolerance Value
Approved allocation requests
Number of days after an allocation is approved that PlanView continues to

display the Approved allocation notification
Approved reserve requests
Number of days after a reserve request is approved that PlanView

continues to display the Approved reserve request notification
Denied allocation requests
Number of days after an allocation is denied that PlanView continues to

display the Denied allocation notification
Denied reserve requests
Number of days after a reserve request is denied that PlanView continues

to display the Denied reserve request notification
Filled Requirements
Number of days after a resource requirement is filled that PlanView

continues to display the Resource requirement has been filled
notification
New Changes
Number of days after a change is added that PlanView is to continue

displaying the New Changes notification
New Issues
Number of days after an issue is added that PlanView is to continue

displaying the New Issues notification
New Risks
Number of days after a risk is added that PlanView is to continue displaying

the New Risks notification
Option
Description of Options Tolerance Value
Portal Invitations
Number of days after a portfolios invitation is sent that PlanView is to

continue displaying the Portfolio invitations notification waiting for your
response
Projects are running late
Number of days that are to elapse before PlanView displays the Projects
running late notification when a project is running late
Projects with stale uploaded data

from MS Project
Number of days that are to elapse before PlanView displays the Stale
projects notification because a projects data has not been uploaded from
MS Project
Resource Substitution
Number of days after a resource is substituted that PlanView continues to

display the Resource substituted notification
Your resources new allocations
Number of days after a resource you manage is allocated new work that
PlanView is to continue displaying the New allocation for a resource
notification
Your resources new Support

Tickets
Number of days after a resource you manage is issued a support ticket that
PlanView is to continue displaying the New support ticket for a resource
notification
7.
Click OK.
8.
Repeat steps 4 through 7 for each notification you want to configure.
601
Glossary
The Glossary terms are defined based on the PlanView standard product. Your organization may not use all of the
options listed. In addition, some of the options may be named differently based on how your organization has
defined them. See your PVA for any organization-specific naming conventions.
access rights: the ability to control which users may access a file and which actions may be performed (for instance,
view or copy). Access rights can be set for each specific file or folder.
accounts: the cost elements of a financial plan. Some accounts may be currency-denominated expenditures (such as
hardware or software costs) some may be effort categories (such as estimated resource hours), and some may be
statistical. The elements available for inclusion in a financial plan are defined in the Cost Breakdown Structure
(CBS), which is configured as part of the financial model set up.
actual finish: the date on which the work item was marked as finished
actual start: the date on which time was first reported for the work
actual time: the time spent on work once it has been reported, approved, and integrated into the database
actual: the date integrated into the database showing the date work actually began or time that was actually worked
actuals: the amount of time a resource actually expended on a scheduled work item
ad hoc project financial plan: a financial plan prepared for each individual project as it is identified throughout the
year rather than as part of an organization-wide planning cycle (synchronized project budgets). Each project
may still go through a cycle of revisions, creating and preserving multiple versions, but this is handled
independently rather than in a common timeframe
administrator: the person who maintains:
the PlanView application (your PVA),
the database (the database administrator), or
the network and hardware at the organization (network administrator)
algorithm: a series of steps used to solve a problem

allocation: the assignment of work to a specific resource for a specific duration of time and amount of effort
allocation sequence: the date order in which resources are allocated to work items
anchor step: a workflow event that has no predecessor. This type of event is initiated through an independent action
by a user rather than as a response to some other workflow action step. Anchors will be highlighted in gray on
the workflow template screens.
application: a software program
602
approve: to allow an item to continue through its process:
reservation or allocation: to change the state of a reservation or allocation from Requested to Approved to
allow the resource to work on the designated project,
time and expenses: to change the status of time and expense reported information from Signed to Approved
to allow it to be integrated, or
work: to change the status of a new project or support ticket from Requested to Open to allow it to continue
through the system
assign resources: to allocate or authorize specific resources to a work item

assign work: to indicate the specific resources that will perform the work
assignment: in MS Project, naming a resource to work on a project; in PlanView, includes both allocating and
authorizing resources to work
associate: to link a file to a structure element; for instance, one can associate a project with a contract, or a content
file with a structure item
associated work: projects assigned (associated with) a contract to define how they will be billed
assumed complete: the work items allocated hours have reached zero and the system assumes no further work
needs to be done. Work with authorizations instead of allocations will not change to assumed complete
attachment: a file associated with a work item or resource
attributes: information used to further define work or resources, created by defining alternate structures in the
PlanView database
authorization: permission given to a resource to charge time to a work item without defining specific duration or
effort
autoadd: the process by which the system will automatically include specific work items to current or future
timesheets if the resource is allocated or authorized to them
automated: a task performed by the computer system rather than by a user
availability: the amount of unscheduled time for a given resource
bar chart: a chart using horizontal lines to display information (see Gantt chart)
baseline: a snapshot of a projects start and finish schedule dates as they exist at a given point in time; used for
future measurement or comparison
billing rates: numbers associated with resources that are used to determine how the resources time and costs will
be billed for each project
browser: an application that provides access to the organizations intranet or the Internet
business model: a definition of how an organization is set up, or how a project moves through an organization
business objectives: business goals to be met by a project
calendar: in PlanView, a specific calendar defined for a resource or group of resources on which resource
assignments and effort calculations are based. PlanView provides two standard calendars, and others may be
defined:
absolute: tracks all possible time (e.g., sixty seconds a minute, twenty-four hours a day, etc.) all other
calendars are based upon the absolute calendar
standard: defines the normal work day (eight hours), work week (five days), and work year (company
holidays) of an organization
603
change control: a process by which an organization controls what changes can be made, when, and by whom
change management: the practice of evaluating, controlling, and approving important changes made during the
project and ensuring that all project stakeholders are aware of the changes that affect them. At the most basic
level, change management refers to any event that will cause a change to a projects scope. This could be a
change to the cost of the project or the schedule of the project, or a change in scope such as a new module
added. Important information to understand about this change would be the financial and schedule impact of the
change, the benefit the change will bring, approvals, and any concerns with the change.
check in: to update a checked out document in a document control system with the new version of the document.
Once a document is checked in, another user can check it out
check out: to copy a document from a document control system into a directory for purposes of modification, and
locking the original to prevent other users from modifying it until it is checked back in
child entity: an entity in the structure that is dependent on and subordinate to another
client/server architecture: using one computer (the server) to feed information to several others (the clients)
client: a computer that is connected to the server and provides access to server applications
closed: a work item is moved from active status to completed status
collapse: to display only parent-level work items; the children are still present, but are not displayed on the screen
column heading: the title of a display column
comments: messages generated to provide other users with information
commit: to accept assigned work
constraint date: a date that limits a work item:
start no earlier than (SNET): the earliest date on which the item may begin
start no later than (SNLT): the latest date on which the item may begin
finish no earlier than (FNET): the earliest date on which the item may end
finish no later than (FNLT): the latest date on which the item may end
must start on (MSON): an absolute start date
must finish on (MFON): an absolute finish date
consulting services: assistance from a PlanView representative, such as with installation or training
contact: a customer representative who serves as the primary interface between the organization and the customer
Content Management: the ability to store, add, delete, modify, and view documentation associated with a project;
provides version control for all documents
content: information that is stored in and accessed from the PlanView system including document files (text and
images) and URL links to documents or Web sites
contract: an active commitment to perform work and to provide product or service deliverables to a customer
contributor: a person who works on projects and services requests, and reports the time to be integrated into the
progress of the work
cost rate: the value of a resources effort during a certain period of time
cost unit: the unit of time to which the variable cost type and value apply
604
CPM: see critical path method

criteria: specific attributes used to define a need, such as search criteria, resource criteria, filter criteria, etc.
critical path: a sequence of activities that forms the longest chain of durations in the project (see also critical path
method)
critical path method (CPM): a technique for determining earliest and latest dates for scheduling work and for
determining the float, positive or negative, for each work item
criticality: the urgency or priority of work
cursor: a pointer or a graphic indicating the location of focus on a screen or window; the shape of the cursor may
also indicate what type of action may be taken (such as enter text, move column, etc.)
customer: an individual or organization for whom work will be performed. From the Contract module, this is the
entity with which an organization enters into a contractual agreement. From Manage Work, this is the person or
organization for which the work will be performed. This may or may not be the same as the customer associated
with a contract.
data: information entered into a computer; usually stored in a database
database: the repository of information arranged in structured tables used by PlanView to keep all information in
one place for easy access by all users
default: a pre-set value; some screen fields will already contain information that is supplied by the system as
defaults
define requirements: the process of indicating specific resource needs for a work item deliverable: a definable
objective to be produced as the outcome of work
detail resources: to define specific information about a resource, such as skills possessed, or the date on which the
employee began work
dialog box: a small screen within an application
disassociate: to remove the link between two associated items. Note that this does not remove the items, it just
breaks the link between them.
discussion group: a set of messages and responses to the messages about related topics; a vehicle for improving the
collaborative effort of users
Unthreaded: messages are displayed in the order in which they were posted
Threaded: messages are grouped by their association with a related subject; i.e., related to a common topic
thread
Subjects: messages are sorted and grouped by subject line
display: in PlanView, a collection of information presented in a graphical format

documentation: files associated with projects, resources, etc. that provide additional information about the item
with which it is associated, such as a projects charter, a resources resume, etc.
double-click: to press the left mouse button twice quickly
duration: the total number of working hours between a start and finish date
dynamically: in PlanView, an action occurring immediately when entering or changing information without waiting
for another action to be taken
earned value: a calculated measurement that tracks progress on a project
edit work: to break a project into manageable components (phases, tasks, etc.) and assign dates and resource
requirements (see scope)
605
efficiency: the competency level of a resource attribute

effort: the number of hours that a resource is expected to spend on a work item (duration x %)
e-mail (electronic mail): messages sent electronically
engine: a part of the software that processes information according to specified business rules
enterprise: an entire organization
environment: the type of operating system, database, and hardware used by an organization
error code: an alphanumeric code in a log file that indicates the exact nature of a problem
error message: a dialog box that displays to warn of a potential problem
escalate: to notify a person about an impending risk or change that may affect or impact the project
estimates: an approximation of various project components such as time, effort, or cost
expand: to change the display to show child-level items (see also collapse)
export: to transfer information out of PlanView into a form that can be used by other systems and programs
field name: the title or description of a field
field: an area on a screen or window that contains information
filter: a means of organizing the work and resources to which a user is granted access through selection of specific
data from the database repository and limiting what will display within the Manage Work screens and the Gantt
and Profile views (for example, all open or active projects).
financial management: an activity-based costing approach to budgeting and financial information. It integrates
fiscal information about the strategic and organizational levels, project and resource management and
application and service delivery.
financial model: parameters that define how a financial plan will be managed in PlanView, including the
configuration rules governing its use (such as time periods) and various financial management dimensions
financial model dimensions: various elements upon which a financial plan is defined, such as the time period and
hierarchical structure with which the financial plan is associated, and the accounts managed within the budget
financial plan: the original estimated amount of time and costs needed to complete a work item
financial version: one of several possible sets of data that are stored within a financial model. These data sets
represent either successive revisions to a budget, or comparison data of some other type such as actuals, revised
forecasts, or last years budgets
finished: the work items allocated hours have been reported by resources as done
flag: 1) a graphic notice that information has been changed and action needs to be taken, or 2) a status marker for
time-reported records: initialized (T), entered (E), posted (P), on hold (H), approved , or integrated (I)
font: a typeface name (such as Arial or Times Roman) that refers to a specific shape of letters
free float: indicates how much a work item can slip without affecting the start of any other work items; associated
with an individual item, not a path of work items
Gantt chart: a display of information in a graphical format, showing work dates as horizontal lines
gateway: a software door linking two applications or parts of an application
goals: definable and measurable objectives that a project must accomplish
grant: a permission to review or edit work items and/or resources
graphics: computer-produced pictures
606
guest: An individual who is not a PlanView user but who has been invited to join a Work portfolio for purposes of
collaboration.
Information Access User role: a type of role created and typically assigned to a guest, defining the users
permissions; the role has a specific time limit before expiration
Information Access User ID: the specific User ID and password assigned to the guest associated with the
Information Access User role
hardware: computers and other equipment used by an organization

help topics: specific files within the help system that address a single issue
hierarchy: a means of organizing information in a way that related data (children) are grouped under a single item
(parent); PlanView structures are created in a hierarchy
HomeView: the main screen in PlanView that provides a home base for all Process Areas available to a user
icon: a software picture or button used as a shortcut to perform a task
impact: how a change in one work item or resource will affect others
import: to transfer information from other systems and programs in a format that can be used by PlanView
incident: a means of submitting problems or enhancement information to PlanView, such as to report an error or to
suggest a product enhancement
input: to enter information into a computer system
integrate progress: to convert time-reported records from resources into actual effort and dates to show how much
progress has been made on projects
interactive bar chart: a bar chart that reacts immediately to changes made graphically; allows the user to assess
immediately how changes affect data
interactive: the user and the software communicate back and forth with each other, using data that both provide
Internet: an international linkage of computers that allows sharing of information and data
invitation: extended to users who another user wants to give access rights to a portfolio or project, allocated and
authorized resources are automatically invited; additional resources can be manually invited
issue: a situation that requires a response or resolution to avoid detrimental impact to project; requires detailed
information about the situation
iterative cycle: a series of back-and-forth steps performed until a specific goal is reached
jump: in the help system, a word or phrase in green underlined text that links to another topic
keyword: a word or phrase used when searching for a topic
knowledge base: a body of information
lag: the amount of time between relationship parameters
left-click: to press the left mouse button once
lifecycle role: a description of the type of user who will be responsible for completing certain activities included in a
Projects Lifecycle Workflow (see also workflow). Examples include project manager, Executive Sponsor, and
Business Analyst. These roles are defined as a structure in the database and will vary in each organization.
lifecycle workflow: (also called Project Lifecycle Workflow) a process in which the key players of a project are
notified of the need to complete certain actions related to the initiation of a project and the updating of a
projects status throughout its work lifecycle. This includes actions such as creating a project charter, changing
the status of a project, creating a budget, and approving any of the previous actions.
local area network (LAN): a network within a relatively small space (such as one or two buildings)
607
log file: 1) a computer file that stores access information, commands,, and error reports about the system, or 2) a file
that records all steps taken in an import or export process
logic: in PlanView, how work items are related to each other
hard logic: a specific relationship defined by dates and lag time
implied logic: a relationship between a parent and child work item defined by their relationship to each
other (a change to a child logically implies a change to a parent and vice-versa)
login: to enter a User ID and password to access the PlanView system

main display: the home display for each main process (such as Manage Work or Track Time & Billing)
menu: a listing of available functions
milestone: a significant point in development of a project; a task with zero duration (its start and finish dates are the
same) that cannot have resource allocations
mouse: a device used to perform tasks within a graphic interface
multiple-entry structure: a structure in which a work item can be listed in multiple positions; i.e., an alternate
structure attribute can be associated with several projects
network: a set of computers and other equipment linked together
node: any level of the planning, resource, and alternate structures
notifications: informational messages about actions that need to be taken
off-line: while the program is not running
on hold: a status indicating that a work item must wait for further information or approval
online: while the program is running
optimize: to ensure that resources are scheduled to work with maximum efficiency
option: one of several choices
organizational financial plan: planned cost and effort information for organizational elements at different levels of
the selected hierarchy (structure) that can be entered in a top-down or bottom-up order (see also project
financial plan)
organizational management: modeling an organization in order to manage all of the work and resources that an
organization has
outline: the text description of work items and resources in a view or on the structure definition screen
overhead: the percentage of the resources time that is spent on overhead tasks that cannot be charged to a specific
work item. Time spent in status meetings, filing, etc., are all examples of overhead work
overhead rate: a percentage of the base rate that is applied for various (customer specific) reasons, such as ensuring
a profit margin
overload: any scheduled time over the amount of time the resource is available for work (set by the calendar
associated with that resource and any determined not-available time). An overload percentage can be set for
each allocation. The scheduling engine can be instructed to either use or not use the established overload
percentages.
override rate: a billing or resource rate that is used instead of the standard (default) rate usually used by the
resource for a project
parallel: when referring to work-lifecycle steps/events, indicates that two or more events can be completed at the
same time, and that when all of the items in the group are complete, the next sequential step is triggered.
parameters: the definition or boundaries for a process or task
608
parent/child relationship: the relationship between work or resource items in which like items (children) are
grouped under a single heading (parent). There is implied logic between parent and child items
parent entity: an entity in the structure that can support at least one child entity underneath it
password: an encrypted code that, with a User ID, allows access to the PlanView system
percent complete: how much of the time between the scheduled start and finish dates has elapsed
phase: 1) a level of work in the Work Breakdown Structure, 2) a segment of work to be performed in a project, or 3)
a part of a larger cycle of events or activities
planned work: work that has schedule dates and resources assigned to it
planning: building out projects, scheduling project dates and scheduling resources to work; allows management of
realistic project goals
planning conflict: a situation created when work items are scheduled such that the work cannot be done in a
reasonable amount of time by the resources available; can be resolved by changing schedules, allowing
overloads, or allocating more resources
planning goals: the high-level goals upon which a plan is based, and which may include project definition,
milestones, and resource assignments
PlanView process flow: Refers to the series of processes supported by the PlanView software as a concept is
captured and is managed from initiation to implementation and assessment.
PlanView Tip: helpful hints in using the system efficiently, as well as actions to avoid
pop-up menu: a menu that displays when the user right-clicks on a work or resource item
portfolio: management method that links strategies, work, and resources. They are built for the appropriate decision
maker and their authority and responsibilities.
portlet: small sections of related information and functionality displayed in a portion of a portfolio; some portlets
are only available on specific portfolios
PPL: the level in the PlanView structure that contains all project work items (see primary planning level)
predecessor: a work item that must occur before the related item (see relationship)
preferences: options set by each user that control the display of various data
primary planning level: the level in the PlanView structure beneath which project planning occurs; usually the
project level; abbreviated as PPL
prioritize: to assign levels of urgency to work
process: a series of actions taken to complete a piece of work or an action
Process Area: a collection of system functions that can be used to perform work; each user has a defined set of
Process Areas suited to the users role
productivity: a measurement of how well resources are performing
profile, resource: the graphical representation of a resource schedule, with allocations, requirements, and
unavailable time
progress: 1) (n.) how far along its path a work item has moved toward completion; 2) (v.) to update time-reported
records in the database to reflect actual work done
project: a large amount of work, usually subdivided into several phases and tasks, which is defined by a business
need, goals, and deliverables
project financial plan: planned cost and effort information for selected projects, entered either at that Project (PPL)
or Phase (PPL+1) level. Even if an organization initially enters project financial plans, that information can still
be consolidated up to the higher WBS levels. Project financial plans may be either synchronized or ad hoc. See
also organizational financial plans, where data is actually entered at higher levels
609
project manager: a person in an organization responsible for assigning schedules and requirements to projects
protection key: parameters defined for PlanViews security system that detects unauthorized usage
read/write: fields in which a user can change the information
read-only: fields in which a user cannot change information; for review only
relationship: in PlanView, a link between two or more work items:
Finish to Start (FS) (default): the first task must complete before the second task can start
Start to Start (SS): the first task must start before the second task can start
Finish to Finish (FF): the first task must finish before the second task can finish
Start to Finish (SF): the first task must start before the second task can finish
reload: to update the information on a display with more current information from the database
remain: how many hours more are needed to complete a work item
report time: to enter time worked on a work item or standard activity into the system
report: information presented in a structured format
request work: enter a new project or support ticket into the PlanView system
requested finish date: a date entered at the time new work is requested, indicating when the requester would like
the work to finish
requested start date: a date entered at the time new work is requested, indicating when the requester would like the
work to begin
requirement: the need for a certain amount of resource effort during a particular period of time
reservation/soft booking: the process of requesting a specific amount of resource effort during a particular period
of time
resolution: the solution to a support ticket
resource availability: an assessment of the amount of unscheduled time for a given resource
resource detail: a way to track information about a resource, such as allocations, cost rates, etc.
resource manager: a person in an organization responsible for assigning resources to work
resource overload: assigning a resource more work than the resource has time available
resource profile: the graphical representation of a resource schedule; with allocations; requirements; and
unavailable time displayed
resource, shared: a resource whose time is divided among multiple projects or managers
resources: the people and other unique limited assets (such as computers or machinery) used to accomplish the
goals of an organization
right-click: to press the right mouse button
risk: an item that may have a negative impact on the projects financial data, schedule, or quality
roles: a definition of the type of work a person performs
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user role: the role a person performs within an organization (such as Project Manager)
PlanView Role: a setting that controls which Process Areas are available to each user (such as Work
Manager)
schedule bar: in a Gantt chart, a line representing the schedule dates of a work item
schedule dates: planned start and finish dates for a work item
schedule maturity index (SMI): a system-calculated number that shows the maturity of (confidence in) a schedule
schedules: dates assigned to work
scheduling engine: an innovative, intelligent software module capable not only of tracking and maintaining
complex relationships between projects and resources, but of making decisions based on milestones, resource
availability, constraints, relationships, and defined scheduling rules
scope: to analyze the amount of effort, cost, and duration involved in completing project work
scoreboard: reports based on the Business Objects reporting tool
screen: in PlanView, a selected amount of information presented in a graphical format
scroll bar: the bar found below or to the right of some screens or windows, allowing the user to scroll through
information that does not fit on the screen
search criteria: parameters defined for a search process
search: to look for a specific work item, resource, or resolution
server: the computer that holds the central, shared database used by all planning users; holds the application files
that the client computers access via a network
sign: to post time-reported records to the database for approval and integration
sign on: to enter a user ID and password that allows access to the software
single-entry structure: a structure is in which one item can be listed in a single position. For example, a resource
usually exists in only one place in the structure
skill: an attribute of a resource
software: the programs and applications run on a computer
sort: to arrange information in a specified order
sponsors: usually, the people who have a concept or idea for new work and initiate the effort to start the project
spreadsheet: a chart containing data in a tabular format
SQL database: a central data repository accessed by standard query language
stakeholder: a person connected with an organization that initiates and reviews projects and project status
standard activities, standard tasks, standard work: work items upon which resources spend time, but which are
not scheduled as project work (e.g., sick leave, vacation, training, maintenance work, etc.)
standard rate: the dollar value per unit of time for the resource
standards: rules or definitions used by an organization to define normal
started work: a work item for which work has begun, and actual hours have accumulated
state: the stage of a resource allocation or reservation (such as Requested, Approved, or Denied) as it flows through
a work lifecycle
status: the current stage of a project or support ticket (such as Requested, Open/Approved, On Hold, Assumed
Complete, Finished, or Closed)
structure sequence: the hierarchical outline of a plan
structures: the method by which information is organized into hierarchies or groups
subject: in a discussion group, a common topic for discussion (such as Possible Contractor Options)
submit status: to report time using the Status process area
611
successor: a work item that must occur after the related item (see relationship)
summary: a column or display that summarizes information from various locations
summary columns: columns that show a summarization of other information in the display
support: technical assistance with the application; can be accessed via phone, fax, e-mail, or a Web page
support ticket: repeatable, one-task work items (such as maintenance, work orders, etc.) that may have a resolution
support ticket detail: information about a support ticket, such as resolution, resource assignments, and so on
symbols: graphics used in a screen or window to represent the status of a particular area (such as a plus sign
showing collapsed items)
synchronized project financial plans: all project financial plans within an organization prepared in a unified
manner and within a shared deadline. This type of annual project plan allows an organization to review the
total portfolio of requested projects and evaluate the combined resource (and cost) requirements. It also thereby
supports integrated project and organizational financial management.
system log files: computer files that track and store information about how PlanView is operating in the
organizations environment
system generated: data input by the system based on available data
tab: a part of a screen that links to a window of related data (for example, the Dates tab on the Work Detail screen)
tailored: changed slightly to fit personal or organizational preferences
task: a subcomponent of an Activity; used to break out parts of an Activity for planning and/or time reporting
template: a starting point for a Work Breakdown Structure (WBS), a work lifecycle workflow, a document, or a
financial plan:
WBS Template: a skeleton of a work item (usually a project or phase) that can be used to frame new
projects; can include children, resources, To Do Lists, or other information.
Lifecycle Workflow Template: a set of steps that create a workflow process by which appropriate people
involved in a project are notified of the need to complete certain actions related to the project throughout its
work lifecycle.
Document Template: a basic outline document that can be copied and used as the basis for a new
document; usually does not include much detail.
Financial Template: a selected subset of accounts chosen as a starting point for financial plan data entry.
thread: a series of discussion messages linked to a single initial posted message

time log: a screen used to track the start and end times of each resources work day, and the In/Out times for lunch
periods
time period: 1) a slice of time (usually a week) for time reporting purposes; 2) the interval of time used for financial
management purposes, such as monthly, quarterly, or annual
time remaining: how many hours effort remain to be performed on a work item after actuals and current time
reported have been considered
time reporting: the process of entering the amount of time spent on a work item or on overhead or standard
activities
timesheet: a spreadsheet or graphical display for reporting time and expenses to work
to do lists: used to keep track of tasks related to work items that do not need to be scheduled
612
tolerance: the amount (in hours or percentage of effort) that an allocation may move beyond its approved
reservation amount
total float: the amount of time a group of work items on the same path can slip before they affect a constrained
work items date or the finish date of the project
troubleshooting: finding solutions to problems the user is having with PlanView
unavailable time: time that a resource is scheduled for standard activities (e.g., scheduled holidays, vacations,
maintenance, etc.) or other planned work and is not available for allocation
undo: to reverse one or more actions taken by the system
unit hierarchy: the hierarchical structure with which financial plans may be associated, and the level within the
structure at which a financial plan can be created
update: to revise data to reflect more current information
URL: universal resource location; a unique address for every file on the World Wide Web (such as Error!
Hyperlink reference not valid.)
user-defined: data entered by a user of the system

user ID: an identification code assigned to a person that, with a password, allows access to the PlanView system
variance: the difference between an originally estimated value, such as cost, and the current total value
version: a code assigned to software that identifies which features and fixes are included
version control, document control: the ability to retain historical documents while keeping a current version
available for use; includes such functions as check in/check out, and archiving of previous versions
view: a screen display that allows the user to look at and update selected data contained in the filter for instance,
with a bar chart and resource profile
WBS: Work Breakdown Structure (see structures)
Web page: information displayed in a browser that is linked through the World Wide Web to other pages
wide area network (WAN): a network that spans a large distance, such as between cities
window: a display that shows a particular type of information
wizard: a series of steps that guides a user through a process
work: in PlanView, tasks performed to achieve a specific goal or deliverable, divided into Projects, Support Tickets,
and Standard Activities
work detail: detailed information about a project, including schedule dates, allocations, and relationships
workflow: See work lifecycle workflow
work ID: an identification code assigned by the system
work item: work to be performed; in PlanView, a work item has a start and finish point on the schedule and uses
resources to complete a deliverable
work management solutions: processes provided by PlanView to assist with effective management of work and
resources
work price: The cost of a work item, or fixed price; not related to billing rates. Some clients may use a work price
to bill one total amount for a group of work items instead of billing by resource or role.
work progress: how far along its scheduled path work has moved
request: the initial stage of a project, when it is first entered into the system
work status: whether a project or support ticket is requested, open/approved, on hold, assumed complete, finished,
or closed (see status)
613
workstation: a computer used by a person to perform work; usually linked to a server

World Wide Web: data linked through the Internet, accessed through a browser
wrap: text will automatically return to the left margin when the right margin of the screen has been reached
614
Index
absolute calendar vs. standard, 49

add
services, 424
Agreements tab
under Assets tab, 43
under Services tab, 40
allocating work
to assets, 423
to services, 425
alternate calendars, 49
Analysis tab
under Organization tab, 31
under Strategy tab, 28
archiving work, 514
assets
add, 421
allocating work to, 423
deleting, 458
editing, 435
reviewing, 435
Assets tab
Agreements tab, 43
Community tab, 43
Dashboard tab, 43
Lifecycle tab, 43
Status tab, 43
Tickets tab, 43
Topology tab, 43
Assignments tab
under HomeView tab, 24
associating work
with strategic entities, 357
baselines
active, 173
copying, 177
creating, 171
deleting, 178
history, 174
inactive, 173
include for a project, 171
locking, 174
unlocking, 174
updating, 176
basics
exit from PlanView, 48
features, 11
navigate PlanView, 45
PlanView calendars, 48
PlanView interface, 17
search for information, 46
start PlanView, 16
before you begin using PlanView, 11
build WBS, 283
business rules for
assigning resources, 321, 322, 329
assigning users to lifecycle steps, 193
authorizations, 324
changing project status, 293
contracts, 527
copying, 188
critical path processing, 153

entering work progress, 509
Information Access User e-mails, 108, 141
inheritance, 147
investment status, 366
lifecycles, 193
managing dates, 163
managing duration, 163
removing lifecycle steps, 193
resource assignments, 167
shared approval, 367
standard activities, 167
status changes, 510
calculate, 361, 404
canceling project work, 513
capacity, 361, 404
Changes tab
under Work tab, 34
charts and graphs
overview, 214
close
PlanView, 48
work, 503
closing
work, 503
closing work, 503
archive work, 514
cancel project work, 513
close project work, 511
enter the status of work, 504
progressing cycle, 511
update templates, 518
collaborating with others, 475
discussion groups, 475
eRooms, 489
message board, 487
reports, 494
Community tab
under Requests tab, 26
under Resources tab, 38
under Work tab, 34
copyright, 2
creating work, 119
about custom fields, 185
add information to configured screens, 186
check project status, 148
critical path processing, 153
document your work, 209
Gantt view, 160
include baselines for a project, 171
lifecycle models, 190
new project templates, 187
open work projects, 128
provide access to projects, 129
request work, 120
respond to a lifecycle notification, 194
615
review or edit a projects attributes, 144

scripted dialogs, 208
support tickets, 206
what-ifs, 179
customizing PlanView
change password, 61
collapse or expand portlets or menu items, 73
color scheme, 51
configure for Active X, 73
global links, 71
login defaults, 52
portlet appearance, 72
preferences, 55
quick links, 67
tab content and user menu, 54
tab layout, 53
tab metrics, 62
user menu, 69
Dashboard tab
under HomeView tab, 24, 217
under Organization tab, 31, 234
under Requests tab, 26, 222
under Resources tab, 38, 255
under Strategy tab, 28, 229
under Work tab, 34, 239
dashboards, 210
deleting
assets, 458
differences of strategic and organizational planning, 362
direct access to portfolios, 105
documenting your work, 209
edit work information, 285
e-mail notifications, 59
eRoom tab
under Work tab, 34
exit PlanView and browser, 48
financial management, 364
ad hoc financial plans for projects, 278
create a financial plan, 275
edit a financial plan, 277
financial templates, 274
manage different versions of a financial plan, 280
select a financial model, 273
Financial Management tab
under Work tab, 34
financial models
default orientation, 272
dimensions, 272
finish work, 503
help system, 10
HomeView tab
Assignments tab, 24
Dashboard tab, 24, 217
Time and Billing tab, 24
indirect access to portfolios, 105
Investment Priority Matrix, 403
investment status, 365, 367
investments, 361, 404, 408
invitations, 106
Issues tab
under Work tab, 34
616
Lifecycle tab
under Planning tab, 38
under Work tab, 34
lifecycles
associate with a project, 146, 191
details for creating, 190
respond to notification, 194
managing changes, risks, and issues
change details for changes, risks, or issues, 577
create a new change, risk, or issue, 568
CRI process flow, 566
delete changes, risks, or issues, 577
escalate changes, risks, or issues, 576
manage changes, 567
manage issues, 567
manage risks, 567
review CRI information, 570
transfer issues to changes or risks, 575
managing content
delete content files, 547
global and template content areas, 534
PlanViews version control, 545
Review Content screen, 535
search for content files, 551
security, 548
structures and content, 535
managing customers, contacts, and contracts
add internal contact information, 533
add other links, 533
associate work with a contract, 531
billing override, 531
create new contracts, 525
inactivate customer and contact information, 521, 522
inactive customers and contracts, 530
manage contracts, 522
view existing contracts, 523, 529
measurement, 361, 404
notifications
configure PlanView for notifications, 595
display all notifications, 593
display notifications by action category, 591
display notifications by topic, 592
notification action categories, 582
notifications portlet, 587
notifications Summary screen, 588
quick guide to displaying notifications, 589
respond to notifications, 595
Organization tab
Analysis tab, 31
Community tab, 31
Scenarios tab, 31
Schedule tab, 31
organizational planning
refresh organizational capacity, 361
review organizational capacity, 360
Organizational portfolio, 404
overview
conventions, 9
Help and technical support, 10
Help system, 10
percent complete, 504
planning the Work Breadkdown Structure, 285
planning work, 285
PlanView calendars
absolute, 49
alternate, 49
schedule resources, 48
standard, 49
track time, 48
PlanView interface
Assets tab detail, 43
color scheme, 51
configure user menu, 69
customize global links, 71
customizing, 51
define preferences, 55
define tab content in user menu, 54
defining tab portlet layout, 53
HomeView tab detail, 24
main menu, 18
navigate PlanView, 45
navigation toolbar, 18
Organization tab detail, 31
portlets, 21
quick links, 67
Requests tab detail, 26
Resources tab detail, 38
Services tab detail, 40
shortcut menus, 20
Strategy tab detail, 28
tab metrics, 62
tabs, 21
toolbar, 17
user menu, 20
Work tab detail, 34
PlanView login defaults, 52
portfolios
access to, 105
create Asset portfolio, 101
create Asset portfolios, 101
create Organizational, 93
create Organizational portfolios, 93
create Request, 88
create Resource portfolio, 98
create Resource portfolios, 98
create Service portfolio, 100
create Service portfolios, 100
create Strategic, 91
create Strategic portfolios, 91
create Work portfolio, 96
create Work portfolios, 96
opening portfolios, 102
preferences
strategic and organizational, 56
work and resource, 55
work financial management, 58, 59
prioritize investments, 400
Progress tab
under Work tab, 34
project
closing, 503
project access
direct, 129
indirect, 129
project documents, 209
project status, 293, 503, 504, 513
close work using status, 503
integrating, 504
percent complete, 504
rank investments, 400
rank projects
accepted projects, 400
refused projects, 400
score, 400
Requests tab
Community tab, 26
eRoom tab, 26
Lifecycle tab, 26
Status tab, 26
resource assignments
allocate resources directly to work, 311
allocating and requirements, 320
authorize resources, 324
delete an allocation, 322
include finished allocations, 322
include outside filter allocations, 323
manage information about resources, 302
manage workload for resources, 307
requirements and reservations (soft-booking), 334
review resources, 316
schedule resources, 297
search for resources, 337
show resources, 323
substitute resources, 332
Resources tab
Community tab, 38
Financial Management tab, 38
Planning tab, 38
Staffing tab, 38
Time and Billing tab, 38
Utilization tab, 38
Risks tab
under Work tab, 34
Scenarios tab
schedule, 361, 404, 408
Schedule Graph
and Microsoft Project Connector, 559
overview, 293
reviewing a resources workload, 332
tab metrics, 62
Schedule tab
under Work tab, 34
scoping work
add work items to a project, 286
associate work with a contract, 284
build the work breakdown structue, 285
milestones, 283
scripted dialogs, 208
services
add, 424
allocating work to, 425
Services tab
Agreements tab, 40
Community tab, 40
Dashboard tab, 40
Lifecycle tab, 40
Status tab, 40
Tickets tab, 40
Topology tab, 40
shared approval, 367
617
Show Me
add a request, 120
add grants with Create/Update Grants screen, 132
add strategic entities, 341
allocate resources, 311
create a What-If, 179
create Request portfolios, 88
create support ticket from HomeView, 124
deactivate a What-If, 183
dispatch a request, 121
generate support tickets from a request, 125
review details of allocations, 317
run Crystal Reports, 502
set strategic and organizational preferences, 56
updating a scenario, 382
Staffing tab
under Work tab, 34
standard calendar vs. absolute, 49
Status Changes and Lifecycles, 509
Status tab
strategic details, 364
strategic planning, 339
about the investment status structures, 365
about the strategic planning structure, 340
review or update strategic lifecycles, 347
scheduling and milestones, 351
update strategic entities, 345
Strategic portfolio, 354, 400, 403
strategic schedule, 364
Strategic Schedules, 354
Strategy tab
Analysis tab, 28
Community tab, 28
eRoom tab, 28
Lifecycle tab, 28
Scenarios tab, 28
Schedule tab, 28
Structures and Content, 535
Substituting Resources from HomeView or a Resource Portfolio,
332
support tickets
general support work item, 206
tab
defining metrics of, 62
tabs
Assets, 43
HomeView, 24
Organization, 31
overview, 21
PlanView interface, 21
Requests, 26
Resources, 38
Services, 40
Strategy, 28
Work, 34
technical support, 10
618
Tickets tab
under Work tab, 34
Time and Billing tab
under HomeView tab, 24
topology diagrams
navigating in, 431
overview, 427
Topology tab
diagrams of, 427
updating templates, 518
Users and Tasks, 74
Utilization tab
watchlists
editing, 265
on HomeView Dashboard, 217
overview, 212
work
add work items to a project, 286
creating, 119
grants, 129
provide access to projects, 129
requesting, 120
Work Breakdown Structure, 283
work detail, 285, 503
work management process, 285, 503
Work tab
Changes tab, 34
Community tab, 34
eRoom tab, 34
Issues tab, 34
Lifecycle tab, 34
Progress tab, 34
Risks tab, 34
Schedule tab, 34
Staffing tab, 34
Tickets tab, 34
working with dashboards
add an image to a dashboard, 270
edit dashboard watchlists, 265
HomeView dashboard, 217
Organization dashboard, 234
Requests dashboard, 222
Resources dashboard, 255
Strategy dashboard, 229
use PlanView dashboards, 211
Work dashboard, 239
working with portfolios, 83
delete portfolios, 113
provide access to portfolios, 105
relationship of portfolios and portlets, 84
update portfolios, 112
work with portfolios in Manage Work, 114

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Users Guide

for PlanView Enterprise

User's Guide for PlanView Enterprise 2005

Users and Tasks

Working with Portfolios

Working with Dashboards

Managing Services and Assets

Collaborating with Others

Managing Customers, Contacts, and Contracts

Microsoft Project Connector

Managing Changes, Risks, and Issues

Displaying All Notifications

PlanView Enterprise is a comprehensive IT management solution that:

PlanView Enterprise includes the following products:

How to Get Help

Browse the features of the Help system.

The Help System

Searching for Help Topics

If necessary, open the Help system by clicking Help.

provides an overview of PlanViews features,

discusses PlanViews features,

discusses starting PlanView,

provides an overview of the PlanView interface,

includes tips you may find helpful in navigating PlanView,

provides information about searching for data in the PlanView database,

discusses printing or exporting data from PlanView,

discusses exiting from PlanView, and

describes PlanViews calendars.

Features that Let You View Information in PlanView

Features that Support Entering Work in PlanView

Work Breakdown Structure

Microsoft Project Connector

Features that Support Planning Work in PlanView

Start your Web browser.

Enter your Username and Password.

Figure 1 PlanView Interface Components

Figure 2 PlanView Toolbar

Figure 3 Navigation Toolbar

Figure 4 Main Menu

Offers commands that let you create and access portfolios.

Print & Export

Figure 5 User Menu

Figure 6 Two Views of the Same Portfolio

Time and Billing

Displays information that lets you track your assignments.

Time and Billing

HomeView Primary Tab

Time and Billing

Enter Time and Billing Screen

Requests Primary Tab

Displays schedule information on the investments in a specific scenario within a strategic

Displays scenario and investment-level information to assist in performing scenario planning

Compares scenarios within a strategic portfolio.

Strategy Primary Tab

Strategy Primary Tab

Displays schedule information on the investments in a specific scenario within an

Displays scenario and investment-level information to assist in performing scenario planning

Compares scenarios within an Organizational portfolio.

Organization Primary Tab

Provides financial-management options for projects.

Displays a projects staffing information.

Provides options for adding and managing changes to work.

Displays risk information for projects to which you are granted.