Using Project Portfolio Tool ‘PMFolio’

by

AlNik Solutions, LLC

Copyright 2011 ©

Agenda ‘Using PMFolio’

• Introduction• Selecting Projects for Reports• Reports• Selecting Projects for PMFolio• Custom Fields• Preview/Printing/Exporting

Introduction

Sr. Management Revenue Analysis and Portfolio tool for analyzing all projects within the organizations common server database and provides summary reports showing the status and health of all of the projects, or projects of interest. PMFolio is a complementary module to PMPlan.

Custom Reports

Standard Reports

anDbManager(Database Administration)

PMPlan Enterprise Tool Suite

PMPlanDB(Project Management) Basis-Of-Estimate

Labor LoadingOther Direct CostsBudgets

Company Accounting Data

Company Rate Data

Company Roster Data

Work Breakdown Structure

ObjectivesDeliverablesScheduling

Importing ActualEstimate-To-CompleteEarned Value Methodology

Jobs Categories Jobs Rates Burden Rates RosterActual

Standard Reports

Custom Reports

LMPlanDB (Line Management)

Planned Monthly Loading Data

Assigned Monthly Loading Data

Standard Reports

Custom Reports

PMFolio (Portfolio Reports)

Balance RemainingWorkforce RequirementsDeliverablesMilestonesRevenuesCash Flow

PMFolio opens with Project Listing

These checks controls which projects will be used in reports.

This is the latest accounting closing date.

This indicates that the project has been updated in PMPlan since last import.

This indicates that status of that project is not current.

Project Listing (continued)

Clicking on a header will sort on that column. Clicking a second time will reverse the order.

Project Listing (Continued)

Clicking on the funnel icon will allow the data to be filtered.

PMFolio Reports

Except for the Summary Balance Remaining report, the projects selected in the project listing will be used in each of these reports.

Report - Summary Balance Remaining

The Row Background is Green when the BAC/EAC > 1.1

OrVariance > +$50,000

The Row Background is Red when the BAC/EAC < 0.95

Or Variance < -$20,000

Clicking here will display details of selected project at the control account level (see next slide.

Balance Remaining Details of a Project

End of the Incurred To Date (ITC)

Report – Summary Workforce Requirements

Red when < 40% Goal Orange when

40% to 59 % Goal

Yellow when 60% to 79 % Goal

Light-Green when 80% to 99 % Goal

Dark-Green when Over Goal

Blue when Over Head Count

Clicking here will display bar chart for that category (see next slide)

Forecast for Specific Category

Backlog (Active Projects)

Proposals

Report - Detail Workforce RequirementsDefault is to group by Account/Title, then Category

Detail Workforce Requirements (Continued)Dragging the Column Header will change the grouping.

Result

Detail Workforce Requirements (Continued)

Clicking these buttons control monthly or yearly views

Report - Deliverables

Red background indicates overdue

Green background indicates due in more than 3 months

Yellow background indicates due in the next three months

Report - ActivitiesDefault order is expected finish date

Can filter activities based specific Resource Category.

Report - Milestones

Red background indicates overdue

Green background indicates due in more than 3 months

Yellow background indicates due in the next three months

Report – Total Revenue

Report – Revenues by ProjectOrder of these columns determines the grouping

Revenues of Projects (Continued)

Dragging Manager Column to far left changed the groupings

Report – Total Cash Flow

Report – Cash Flow Status by Project

Clicking this will show details of that project (see next slide)

Report – Cash Flow for Specific Project

Current Status

Tools for Administrators

Refreshes the Project Listing

Controls which projects from PMPlan are imported into PMFolio

Allows editing of custom fields used for filtering project list

Allows editing of Project Kinds Listing

If a check mark is displayed the application will import all the selected projects nightly at 1 AM.

Custom Fields for Filtering and Sorting

This indicates that this field will not be used.

Click this to clear field

A lookup list should be used to control what is entered in field cell.

Can have up to ten fields

If a value is removed, it will be necessary to edit values in the ‘Import Projects Table’

Project Kinds Listing

The ID determines the order, but you must not change an ID value. If you want to insert a title, replace the titles of all items greater than the ‘insertion’ point.

To delete an item, click in the row header left of the 5, then press Delete. After that re-titled as desired.

To insert an item, click in the ID cell next to the *, enter 6. After that re-titled as desired.

Projects to ImportThis indicates that this PMPlan project should be imported

The green cells for sorting and filtering

Grey background is not selected.

Projects to Import (Continued)

When you select a white cell a drop down list usually will be displayed.

If a project is checked, make sure each of the white cells are set as desired.

This should be 100 for active project, and less for Proposal based on expected chance of getting the work.

Manually Importing Projects

This will import all of the select projects

This will import all projects that have been updated in PMPlan, since last import.

Previewing/Printing/Exporting

Can export to all these formats

Add Water Mark to foreground or background

Can control Page Setup

Can edit Header and Footer

Can attach report to E-Mail

Using PMFolio

Thank you, any questions?