Configuring a portfolio means configuring the scenarios that will be analyzed in a portfolio. By configuring a scenario, you create a "template" for the sheets that planners can use to create the scenarios for analyzing and forecasting capital budgets.

The template will contain:

The planning options for the scenario sheet, such as the period structure and data linking options
Project phases that identify a project as planned or in execution
The data sources to be used for the analysis, such as project dates and cash flow sources.
The query that will extract the project data that should be included in the portfolio
The column layout that will appear on the scenario sheet

To configure:

Go to the Company Workspace tab and switch to Admin mode.
Click Configuration > Portfolio Manager in the left Navigator. Each portfolio will be listed here.
Select a portfolio and click Open (or double-click). The portfolio Configuration window opens.
Enter values in the fields of the following tabs as explained below.

General tab

1. Use the following table to enter values in the fields:

In this field:	To this:
Status	Specify whether this portfolio is active (available for use) or inactive. When you activate a portfolio, Unifier loads it into all shells, but it will not be available to users until you grant user permissions to it. (See Grant User Permissions.)
Include Projects of Type	Specify the shell type that contains the project data that should be analyzed. The list will show all multiple-instance CBS shell types from any hierarchy, and data from all shells of this type will be used in the analysis.
Additional attributes from	The portfolio will automatically include data from the portfolio attribute (detail) form; however, you can also include information from single-record business processes, if they are appropriate. If there is a single-record business process that contains information that you want to include in this portfolio, select the name of the record you want to include.
Yearly Planning	Fields that specify the following requirements.
Period Structure	Specify the time period this portfolio should use. These period structures were created under the Standards & Libraries node after the portfolio was imported. The option shows what the period is (yearly, quarterly, or monthly) and the format in which the period will appear on the Period Structure Picker at runtime.
Planning Phases	If you are including planned projects, you need to specify what phases of these projects you want to include in the analysis for this portfolio. Select the planning phases whose data should be used in the portfolio analysis. You can select multiple phases.
Projects added to a scenario are initially	As the administrator, you can specify that projects in a portfolio are linked or unlinked to project data when the user first opens the scenario sheet. Once the scenario sheet is open, the user can choose to link or unlink the projects as appropriate. Linked: This option links the project data to the project database and updates the data in the portfolio every time the user opens a scenario sheet. Unlinked: This option unlinks the project data from the database. Select this option if you do not want the project data dynamically updated.
Project Data Sources	Specify where the data should come from for the portfolio. In this option, you will be choosing the data elements that will provide the values for the scenario analyses.
Start Date	Select the name of the field (data element) that contains the project start date. The elements you see on this list come from the project attribute form and any single-record business process you included. Update project start date upon approval Select this check box if you want to update a planned project’s start date on the attribute form when a scenario is approved for the current budget. The approved scenario may contain an adjusted start date. If the start date is adjusted on the scenario, Unifier will change the date on the project’s/shell’s attribute form to reflect the new date. If the Schedule sheet properties are configured to drive the schedule start date from the project/shell attribute form, the form will then update the start date on the Schedule sheet.
End Date	Select the name of the field (data element) that contains the project end date. The elements you see on this list come from the project attribute form and any single-record business process you included.
Budget Source	Select the budget source that should be used in the analysis. This budget source was defined under Standards & Libraries > Cash Flow.
Forecast Source	Select the forecast source that should be used in the analysis. This forecast source was defined under Standards & Libraries > Cash Flow. If the value of the Forecast Source is Forecast, then the Display monthly breakdown of Actuals option is available for you to select. You have the ability to show monthly breakdown of Actuals by selecting the checkbox. If the checkbox remains unchecked, then for the current year the existing functionality for the Portfolio Manager will be maintained. If the checkbox is checked, then the user will be able to the see the monthly breakdown for Actuals, and the values displayed would be read-only for months prior to the current month for the current year. By default, the checkbox will be unchecked. Select the data source according to your business case. The curves of the selected data sources must have the same currency. Portfolio Manager Configuration for Derived Curve When the user selects the forecast source as a Derived Curve, in Portfolio Manager: Once the configuration takes place, in User mode, the Portfolio Manager scenario sheet synchronizes with CashFlow and displays the data through a Derived Curve. The user has the ability to show monthly breakdown of actuals by selecting the checkbox to display the monthly actuals. By default, the checkbox is unchecked. If the checkbox is unchecked in the Portfolio Manager configuration, then for the current year the existing functionality is maintained, for Portfolio Manager. Portfolio Manager Configuration for Label on Monthly Actuals Use the checkbox "Display financial period breakdown of Actuals" for breakdown based on financial period.
Additional Information	Specify the list of users, and groups, who receive notification emails when a particular scenario is shared, or approved.
Notify users or groups when a scenario is shared or approved	Click Select to see a list of company-level users, or groups, and select one. Unifier sends the email notification to existing users, or groups, at the project-level, only. If selected recipients do not exist at the project-level, Unifier will not send any notifications.

2. Click Apply, then click the Query tab.

If the financial period type of period structure is selected in the configuration General tab, then Unifier hides the following drop-down list items (under Planning horizon in columns tab) because: ]

The number of years will be determined by the number of unique years in the sub periods for the financial periods.
The number of years planned in months will be same as the number of years planning with month as a sub period (the "Apply actuals to each sub period/month" checkbox).

Query tab

On the Query tab, you create a query that will search the database and extract the shell records to display on the scenario sheets in the portfolio. The query will filter the records returned from the database according to a condition or conditions you specify. The condition(s) will "test" a field or fields on the form to see if they pass or fail the criteria. If the fields pass the criteria, Unifier will make it available for the scenario sheets.

The query that extracts the projects from the database is a dynamic process that occurs whenever users open a scenario sheet. The projects that appear on the sheet will fluctuate, depending on whether they still meet the criteria for inclusion. For example, a project that was previously on the sheet may be dropped from the sheet if it no longer meets the query criteria. Another project may be added to the sheet because it now meets the query criteria.

The query will search the database and extract the shell records to display on the scenario sheet. The query will filter the records returned from the database according to a condition or conditions you specify. The condition(s) will "test" a field on the form to see if it passes or fails the criteria. If the field passes the criteria, Unifier will include it on the scenario sheet.

Under Projects, select the Auto-add/auto-remove projects to and from the portfolio based on the query field if you want Unifier to automatically add and remove projects to and from scenario sheets.
Create the query:
The query will search the database and extract the shell records to display on the scenario sheet. The query will filter the records returned from the database according to a condition or conditions you specify. The condition(s) will "test" a field on the form to see if it passes or fails the criteria. If the field passes the criteria, Unifier will include it on the scenario sheet.
1. Click the Add button. Unifier displays the Add Query Condition window.
  In the Data Element field, select the field on the attribute form, or single-record business process, that you want to test with the condition. For example, the condition might be that the status field on the shell attribute form must be "Active."
  
  The window expands to show an active Condition field and additional fields where you can specify the query criteria.
2. In the Condition field, select the condition the value in the field must meet.
3. Click OK.
  The remaining fields on this window vary, depending on the data element and the condition you specified. For help in completing these fields, use the information in the Queries section.
  
  Note: If any field in the query or queries is subsequently removed from the shell or single-record BP design, the entire query operation will be ignored. That is, if one query fails because a field was removed from the design, Unifier will ignore all the queries. If a field has been removed from a design, you must amend the query.
Repeat steps a through d to include additional query conditions.
Click Apply, then click the Columns tab.

Columns tab

Use the following table to enter values in the fields:

In this field:	To this:
Scenario Columns	Specify what additional columns you want to appear on the scenario sheet. You can add the Project Phase Data Element (DE) to the Portfolio in order to see the latest value of Project Phase (Planning, Conceptual Design, Schematic Design, etc.) in the Portfolio as it changes (manually or via Gates) without having to take a manual step of saving a single record BP within a Shell. To add the Project Phase DE, go to the Configuration window, click Add, and from the Data Element drop-down list select Project Phase.
Initial Sort Column	Use this to specify the column by which the scenario sheet is initially sorted when the user opens the sheet. The user can change the column sorting.
Sort Order	Specify whether the projects on the sheet should appear in ascending or descending alphanumeric order.
Freeze column up to	This option affects the scrolling behavior of the scenario sheet. Scenario sheets contain certain columns that must always appear on the sheet. As administrator, you can add more columns to the sheet. Of these columns you add, you must specify that 1 of those columns must remain fixed when the user scrolls the sheet horizontally.
Number of years planning	Select the number of years to be included in this scenario. The default horizon is 10 years. This option designates the year columns that will appear on the scenario sheet.
Number of years planned in months	Specify how many years the planner wants to plan by months. For example, the planner may want to plan by month for the first two years; thereafter, by year.

Users can define the column width for the Project Portfolio Manager (PPM) columns.

Defining the column width can be done in the Column Properties window, when adding a new column in the Columns tab. The default value is set to 120 characters, and the user can change the value to a custom value. For the existing columns in Portfolio Manager (in the Configuration), the system sets the width to the default column width. The changes made in Configuration (Column width , Freeze column up to, etc.) remain in the new PPM.

You can edit the width for the following columns in the PPM configuration:

Project Name
Start Date
End Date

Configuring the Portfolio Manager

See Also

Related Topics