[Music] hi everyone welcome to glidefast on air i'm lauren jankowski the marketing manager here at glidefest and i'll be moderating today's webinar ppm adoption how to build a phased approach for engagement management i'd like to introduce you to today's presenters colleen cody the director of customer success at glidecast consulting and doug page the senior principal product manager at servicenow before we get started i'd like to give you some background information on glidecast consulting glidefest is a consulting firm that is dedicated exclusively to servicenow as an elite servicenow partner our expert team of developers and architects have worked on both sides of the table the customer side and the consulting side our company was founded by servicenow architects and were proud to have a team of over 150 experienced consultants an average csat score of a 4.8 out of 5 and many more accolades as you can see here as a perk of attending today's webinar we'll be giving away a 50 visa gift card so be sure to stay until the end and we'll announce the winner then now i'd like to hand things over to colleen cody from glidefast all right well thank you everybody for joining us today we're very excited to have you i'm going to start the session today by highlighting some of the features of ppm and how it interacts with the itbm servicenow suite we're then going to move on to the investment portal and then go into the project workspace where many of the fields that can be uh configured for the widgets in the investment portal are pulled from we'll also then take some time to talk about a few of the kpis that you can track in each project that are absolutely critical to giving you that view of the overall health of your project and also the um the redec items the risks issues decisions actions changes that can be tracked within the project portfolio management and i'll also touch on a few of the highlights for what's new in ppm with the paris release and then i'll be turning things over to doug to give us a walkthrough of some of the areas that we've reviewed so um with that let me just go ahead we're going to jump right in here so project portfolio management we all know that demands can come from multiple sources um from the from our organization and come from multiple or delivered to us via multiple channels portfolio management as far as the part of the itbm suite really provides a way to organize work into different portfolios providing clear visibility into the strategic alignment you can priority rank each and next each initiative um we're going to focus a little bit more on the project portfolio management side the ppm side of the house today and how you can drill down into critical information on your projects uh through the project workspace but also we're going to take some time to look at the investment portal and see how projects are allocated for funding um via via that uh that avenue all right so with that at the top level we're going to talk a little bit about the investment portal the investment portal really does a great job at providing a centralized view to create view and share investment status reports with stakeholders and other project team members in your organization it's a really great interface you can use the configurable widgets based off of the project fields and demand fields to set up different views that can be shared with those stakeholders and teams so there's a lot of flexibility in this portal um when i turn things over to doug i believe he's going to start there and then from there we can kind of drill down into the next areas of um the uh for project portfolio management okay so um project portfolio management um really does a tremendous job of it manages your entire project life cycle right from idea to execution across your technology and business portfolios it's it's a comprehensive solution it includes you know your project portfolio resource management demand management innovation management and it incorporates those critical agile development proc development practices um across the application so here you can see a quick view of the project dashboard and uh doug's going to give you a view of that too during our demo here one of the main benefits that i love about project workspace is it increases the visibility and and transparency into your project statuses i can tell you firsthand that i live in this workspace every day and it's really given my team a great way you know a quick view into all of our projects if they're having issues it allows us to really collaborate quickly and proactively to address any risks and issues to the health of the project and that is so important you know we were all i'm sure we're all managing a lot of projects so it's so um important for us to really have that quick view into the health so that we can quickly get together and address any concerns within the project so one of the things you might be asking is you know how can i um how can i get quickly up and running with um with you know with the project workspace what are some of the fields that i'm really going to want to focus on um to make sure that i can get this kind of view that you see here to get to to get the overall health of my projects i know sometimes it can seem a little bit overwhelming you know ppm has so many different areas that you can track but in our experience these are the fields that you'll want to focus on that will provide you the most visibility to your project and doug's going to go over some of these when we get to that area of the demo so project status you know this is a quick way for you to ascertain the health of your project pretty simple green yellow red um it's a manually changed field because we know as engagement managers as project management professionals just because you may have an issue on a project or a decision that has to be made or a risk it doesn't necessarily mean that your project should be in a yellow state or that it's going off the rails in any in any way it just might be something that you want to track that you can have conversations on internally before you engage with um with the client percent complete this is a field that um i pay actually very close attention to as well as how it aligns with the with the project budget um you know you can quickly see that if your project is you know let's just say only 10 percent complete via the dashboard but you're looking at the budget and you know you're already burned through half of it that's a bit of a problem so i would expect to see that that that project would be in a yellow state uh project phase along with assessing the percent complete of the project with the budget burn this is also a great indicator to see which phase you're in and if you're over or under under burning against your budget along with milestone progress another important field to track the health of the project and make sure that you're tracking two key deliverables within the project the riddick items i love that project workspace displays if there are risks and issues right on the projectiles within the project workspace especially if a project is yellow or red it's a signal to me that i need to go into that project and really drill down on those items and see where um you know the the issues are and and if we need to um you know pull a tiger team together to put some action plans in place okay um in a few minutes as i said doug's going to show us where we can find some of these fields within the projects but this is kind of a quick start checklist um in our experience of the different areas of ppm the different different different fields and ppm that um you would need to kind of pay attention to to to hit the ground running with your projects and really have a a healthy project workspace to refer to okay and just talking a little bit more about um the red act items you know as i mentioned sometimes you um you know you may open a risk or an issue or a decision it doesn't necessarily mean that your project should be in a in a yellow or or a red state but certainly we want to make sure that these issues are are tracked we're not going to show you all of these today they're all actually aligned together within the project so um you can you can take a look at them but we'll show you how to do a couple of these okay and just a few few items about the the highlights of i just put a few things out here um for some of the paris some of the highlights in the paris release um one of the things that i love that um that they did was you can now choose which ridak items show up in the project status report i know that sometimes i i want to have some internal conversations kind of flush out some more details and action plans before i'm putting that into a status to a client um you know to to raise the level of concern with them that they think there's any action needed on their part so that was a really great thing that came out with a highlight in paris also prej predating project tasks that's something that we couldn't do before and a few of these other areas multiple templates that you can bring in you can import different um project tests for multiple projects and different file types so all of these things have been really great um as well as some things some changes around resource change management you can move resource plans when needed without having to reallocate the resources right now directly within the project you can shift a specific allocation on a plan as needed you can replace a user with another it's very easy to do this and this has really helped in the paris release to reduce the complexity of resource planning i know that's always kind of a cumbersome thing for for some project managers to to get through also there's you know changes to approve start dates um the ability like i said the ability to predate project tasks um and this has really allowed a lot of the project managers to spend less time um you know on the planning side and having to manage these things um in different areas so um a lot of really great highlights here i'm going to go ahead and turn it over to doug here so that he can share some of the areas that we've reviewed here so as you had suggested we're going to start here with the investment portal and this is a great place for organizations to start to really look at what are the projects that are in flight also to be able to see what are what are the demands you can think of demands as business cases that are also uh part of these portfolios so that i not only see what's in flight that i'm working on but what things i can work on and in this case this is a great view because at the bottom i can see one line for every project and i can scroll back and forth to see relevant information i can even drill in to see information directly from a status report and as end users you can actually configure the fields that you want to see here you can export to csv and if your organization has configured a field to add let's say a field to the project for categorization you can even add that column to the selection list here so besides having this kind of line by line view of each project and demand below at the top you also have widgets that give you summary information so i can see for this grouping that i've made for the application modernization portfolio i can see i have 46 investments 23 of those demands i also have 23 projects of those projects 18 are green three are yellow two are red and then i see rolled up information for the budget for those projects as well as the actual cost and i can save these all out what's also nice if you come back to the bottom is i can create groupings here very easily so you can see one of the fields that i have here is strategies so i can actually take that strategy field and just drag it up to say what work am i doing to support different strategies within the organization and if i want to i can even then drag the portfolio field up here so i can see what portfolios are supporting different business strategies and what work are those are those portfolios doing that becomes really useful because this is not just used to say how are the projects and how are they performing but also as a delivery organization if someone says hey we're having a problem with this specific strategy you can say here are the business cases those are the yellow sorry the orange circles that we have that have already been defined so you can actually identify work that could be undertaken that could help support the organization there's another couple tabs here the next one is the timeline tab and this is a great view showing this kind of classic gantt chart view and it's going to sort these automatically to show the earliest start to the latest start so you can see what work is happening uh throughout time that we're working on for this grouping of projects so that gives us between those two tabs a really good understanding of what work we're doing and to understand the work that goes on within those projects because you can actually expand these to see what colleen had mentioned around the milestones that you want to be able to track so it's important to set those up on your project now speaking of setting up on your project we've got a lot of great information here let's jump into the projects to see how we manage this in a simple way and the place that you go to do that is the project workspace and here you can set up filters to see uh different groupings of projects so if you're a project manager you might just want to see your projects your portfolio manager you can see all the the projects in your portfolio and as colleen had said you could actually use this as a dashboard to see as each project is a tile here you easily see the color coding to show you the status of that project i can see the execution type so i can see waterfall hybrid projects even projects that are 100 agile but in this case we're still using the project object as an envelope for those because a lot of organizations are still funding initiatives even if they're using agile methodologies to execute that work and then if you drill into one of these projects there's some different information that we're going to want to manage colleen mentioned some of the most important ones so for instance your percent complete the phase where we are in the execution you can also see this phase up above here in these chevrons there's other pieces of information that are also important and this is not information that's going to change very often on your project but things that are going to be very useful from a categorization perspective that we saw on the investment portal and we're going to see in some reports in a minute so things like what portfolio does this belong to does it belong to a program what's the investment class and the investment type so if you're using kind of a gartner run grow change you can categorize your project work by that who's the business unit that we're doing this work for also under the business case tab here we can identify the strategies and the goals that this project is that belongs to so these are all things that are relatively simple to understand to categorize and that's really going to help us with our reporting the next piece that we'll want to do is to come under planning and be able to at least put together a simple project plan that will identify the you know the high level tasks the deliverables the milestones for this project and it's also a good idea to be able to baseline when we create that and we agree hey this is the plan we're going to try and work to do a simple baseline of that so as those plans change when you go into the future at least you'll have a variance field to say is this project late and you'll be able to report on that out of the box the other things that you can do from here as a pm is to create and view your status reports so it's very easy to create these reports some of this information is going to be populated directly from servicenow that's going to know for instance the start and end date percent complete that's already been entered and then you're going to enter with the current statuses and then it will also display for you uh the historical status as this project has changed over time how how has those status reports changed and then you're going to see here those key milestones risk issues decisions actions and changes all those things that colleen had mentioned to you one of the things that i'll just show you here quickly is that you can manage these status reports as well as all those rid act items directly from a mobile device so you can come into the servicenow agent app and you'll be able to see the status report app so from here i can see things like critical projects so if you're using that categorization you'll be able to come through these projects and i'm going to find this project that i was looking at i think it was here anyways we'll just grab one of these and you can come in here and you can see all those status reports that we just saw through the servicenow ui you can take any of those and look at the detail you can also look at all your rid act items and directly from here you can create new ones so if i want to create a new issue very easy to do from here i can give this a short description i can identify what the impact is for instance i'm going to say this one's medium and i can look at the probability i can say this is absolute for instance and i could do all of that directly from the mobile app so maintaining these as colleen had mentioned is very straightforward and is going to allow for some of that great reporting now a couple other things that i wanted to touch on besides seeing that information in the investment portal there's also something that we deliver out of the box called the pmo dashboard which is going to give you some really good high level aggregate information with the ability to drill down to see details so the summary here and this is a summary by the way for everything that you have access to within the platform or you can filter this by business unit portfolio or portfolio manager or program or program manager so for instance if you wanted to see a portfolio you would be able to select one or more of these portfolios to be able to look at just the information that's relevant to the person who's looking at this but it's going to allow you to see things like the projects by business unit the projects by priority that that investment class the run go change so a really good breakdown of what work we're doing there's also a project health tab that's going to allow you to see things like project overdue that's going to be based on the initial plan that we put together with a simple baseline doing that status reporting is going to allow us to see what are the projects with red status you can also see projects with high risk with critical change requests or critical issues all this is going to be driven from that very straightforward data that we have put in another dashboard that i'll just show quickly is something that was also launched within the paris time frame which is strategic spend tracking so if you happen to get to the maturity level where you're actually tracking or planning spend you can then see that by strategy so the first uh kind of donut has semi-circle that we see here is how many projects do i have associated with strategies we saw how you can simply tag your project to the strategies and then if i'm tracking cost i'll be able to see what is that rolled up cost to those strategies and if i'm actually doing financial benefit for these projects you'll be able to see those as well and maybe one last thing that i'll just point at uh is the scenario planning functionality so now that you have all these projects in here with the information that you have you can start actually building scenarios to say what inform what project should we be running and you can select and deselect projects here and automatically on the right hand side you're going to be given very clear visibility into your ability to execute those whether it's based on financial or resource constraints and you'll be given visibility into things like unaligned items those are projects that aren't aligned to strategies and where you're going to have over allocated groups meaning their utilization is more than uh 100 so some really good tools not just for executing the projects and tracking them but if you do want to get a little bit more sophisticated there is very good uh functionality for actually helping you plan and uh and design your portfolios as well all right well it looks like um it's that time for some questions and answers so please feel free to send in any questions that you have um awesome looks like we have a couple so the first one where is the best area to view resources planned versus allocations and demand versus capacity um there are out of the box resource management reports we didn't go there today because that was today was really meant to be uh the kind of high level entry point into itbm but to the point that you are uh tracking for each project and demand what those um resource requirements would be a good place to see them is certainly in that portfolio management view and i didn't even get into it but there's another tab there that will show you a heat map of the supply and demand by group and that's a great place to see it because you can [Music] you can actually do your simulations in there and see not just your reality of how that looks like but what it would look like under different scenarios awesome um someone also just wrote in best practices for build of projects to tie programs and then portfolios so we uh i think within good kind of pmi practices we separate out or allow you to separate out the program from the portfolio but if you need to tie those together through one hierarchy you can do that as well just by assigning the the program to a portfolio as well but you could have uh a project aligned with a specific portfolio and a program assigned with another one and and that's really just a tagging of those projects it's very straightforward to do that on the platform yep and even going up another level you could you could tie those portfolios to the strategic initiatives so which doug showed you in the investment portal as well which is a great great thing to have awesome here's another question for you guys what is the easiest way to change resources on a project do you want me to take that one colleen yep sure i was going to say resource workbench but go ahead yeah so well there's been some really good improvements for this and paris and colleen you actually referred to that that enhancement that we put into place uh this is an area that we found there was too many key clicks for people to make those changes so there was three uh very similar uh but distinct functionality changes in paris so one is at the resource plan level where you could move that allocation so if you said this entire team let's say a group needs to be moved later you could do that and then at the individual resource level you could shift that allocation just for that individual person and there's also new functionality to kind of one click replace somebody which is is something that we all know happens quite a bit so rather than having just delete that user and add another user you can just say hey i need to replace this person you select it and you're done awesome well that looks like all the questions that were submitted and if anyone else has any other questions feel free to send them to info glidefast.com but since that's all the time i would like to now wins the winner of our 50 visa gift card and it looks like the winner is linda jones congratulations linda we'll email the prize to you directly i'd like to thank everyone for joining today's webinar um if you enjoyed it we have two more webinars coming up for the rest of this year so be sure to join those and to visit see any of our previous webinars they're all on glidefast.com thank you to doug page from servicenow for joining us and calling cody from the blindpress team thanks and enjoy the rest of your day [Music] [Applause]