thank you for joining today share the wealth on servicenow's application portfolio management my name is ashley snyder and today i'm presenting with chris yang i'll begin the session with discussing what application portfolio management is typical use cases and some overall concepts of apm chris will be discussing the technical features of the application followed by a short demo at the end of the session there will be time for q a what is application portfolio management apm is an application found within servicenow's it business management suite it is also a framework that attempts to justify and measure the financial benefits of each application in comparison to maintenance and operational costs apm is interconnected to many other areas of the platform such as the cmdb discovery service mapping software asset management i.t service management and financial management acm provides an application inventory and uses metrics to illustrate the benefits of each application to summarize at a high level application portfolio management helps to gain a comprehensive understanding of the applications used in the organization so that stakeholders can identify redundancies and decrease budgetary costs so why use apm a significant portion of it budget is spent on supporting enhancing and implementing new applications and supporting technologies apn provides key capabilities to prioritize investments in the application portfolio based on data such as risk value and cost by tracking and visualizing an application's alignment to a business capability organizations can decide which applications should be the standard for a particular business process therefore creating a more optimized portfolio and reducing gaps within its needed business capabilities many times tracking of applications can be spread across different repositories such as sharepoint servicenow and even excel spreadsheets a comprehensive application inventory provides insight into the significance usage and capabilities and application supports all in one place apm uses a number of features within the servicenow platform at the core of building an application inventory is servicenow discovery discovery finds applications and devices on an organization's network and then updates the cmdb with the information that it finds service mapping discovers all the application services in the organization and builds a comprehensive map of all devices applications and configuration profiles used in these application services software asset management uses the discovered cis and creates an inventory of software models across the organization and technology portfolio management uses the software asset management software inventory to gain insight into vendor life cycles for each technology and identify risks related to those models apm and its application stack allow for the management of enterprise applications business services and the business capabilities they are used for so who benefits from application portfolio management in any organization there are four main stakeholders that benefit from application portfolio management it leadership needs a comprehensive overview of application investments to justify technical debt and for application rationalization purposes enterprise architects take an organization's business strategy and define it systems architecture to support the strategy apm is designed to provide easy-to-use tools and processes for the enterprise architects to ensure their organization's technology objectives are aligned to its business goals apm helps it operations understand the number of high incident counts or adages impacting an application and utilizes infrastructure mapping to pinpoint the underlying technologies affected to restore service quickly application owners communicate business value and health of their applications and are responsible for prioritizing application maintenance upgrade costs and potential application based costing so there are some primary use cases of application portfolio management the first one is the most common use case that we're going to see is the creation of an application inventory applications are loaded into the cmdb via discovery or it could be third-party tools as well service mapping creates an infrastructure map of applications and their underlying technologies applications are then categorized based on purpose and function to assist with decisions related to rationalization or consolidation data certification feature allows certification tasks to be assigned to application owners for them to certify and maintain an application's data after an organization has an application inventory it may move on to the next common use case which is capability-based planning application indicators are used to measure the usability cost quality performance and risk of applications assessment helps stakeholders make strategic decisions on whether to replace or upgrade applications business capabilities are designed and mapped to establish a ci relationship between the capability and the application enterprise architects assess business capabilities in order to make decisions on how to strengthen business processes the third common use case as an organization matures through its rationalization of applications and embraces software asset management it can then use technology portfolio management tpm provides insight into the number of software models linked to a business application and their associated risk life cycles and support contracts now that i've discussed what application portfolio management is the technologies that it uses and some primary use cases i'd like to discuss an important concept in apm the rationalization process is the core of application portfolio management by utilizing the rationalization process an organization can take control of their application landscape there are five stages an organization will complete within the rationalization process the first stage is identify this is the stage where tools such as discovery service mapping or integrations are used to create an inventory of applications and underlying technologies the second stage is measure once an inventory has been created metrics such as cost quality risk and user satisfaction are used to understand the current state of each application the third stage is evaluate now that the current state of the portfolio has been established it's now time to craft what a future state of the portfolio should look like considerations such as strategic value functional fit and risk are used to define the feature state of the portfolio the fourth stage is the side this stage begins transforming the current state of the portfolio into the future state upon completion of this stage leadership will be able to recommend actions to take for each application such as replacement consolidation upgrade modernization or retirement the fifth stage is take action utilizing the recommendations from the decide stage an organization can use project portfolio management to make final decisions regarding which projects to fund and produce a roadmap of projects taking into consideration demand and supply of resources i hope i've helped to outline the main benefits to use cases and key concepts of application portfolio management now i'll pass the presentation on to chris who will be discussing the technical aspects of apm and providing a brief demo thank you ashley for handing over everyone should see the activating apm slide so like any other application in servicenow or many of the applications in servicenow it doesn't come with the base install system you need to activate it with a plugin so we have the application portfolio management base plugin along with it it comes with a bunch of dependencies business planner demand core physical calendar bubble chart widget for sp premap and performance analytics for apm so these dependencies will automatically be installed when the base plug-in is installed and there's some additional feature plug-ins that you can choose to enable they're they're optional to enable the one that i highlighted in bold performance analytics premium for apm is recommended since that will give you the ability to retrieve apm historical data that are greater than six months the performance analytics that comes as a dependency only gives you six months of data ppm standard if you want to integrate apm with ppm and financial management for apm if you want to integrate with the financial management application so with the apm it comes with four roles that are installed and i want to kind of map this to what actually mentioned with the different stakeholders within the organization that may need to use these roles the first one is apm user he's able to create and update application records and this is typically assigned to application managers they're the owners of their applications and they typically need to update application information within apm next we have the apm admins they can do everything that apm user can do and administrative activities and this is typically assigned to the enterprise architect administrative activities would include for example application categories application families indicator scores these are all attributes that you can assign to an application a pm analyst so it has everything that the apm admin and apm user can do with additional access to strategic dashboards and business goals and this is typically assigned to a business analyst or the business executive and lastly the apm read only role and this is just to be assigned to anybody who may need to view only apm data so next i want to talk a little bit more about the apm terminology and the hierarchy within the application apm application here so we start at the top with the business capability so this is a high level function of a business line for example we want to manage human resources so that's a business capability and we can have a parent-child relationship to create a hierarchy of business capabilities in which i will demo later next we have business applications and this is on the cmdbci business app table and this is different from the cmdbci output table which is mainly used for discovery so this new table that comes with apm has many different attributes such as application category application family business process that you can define for each application so we can have a granular categorizations for for the overview of applications here next we have a new concept of application service so this is an instance of the business application for example a business application could be called online sales an application service would be online sales dev instance or online sale qa instance or online sales in north america south america et cetera so they're different instances of the business application and we need this differentiation to for the underlying supporting technologies for each one because they may be different next we have the information objects these log data that are being captured within each application they can be related to either the application or the database catalog for example credit card information customer date of birth copyright protected music and this is useful when that application is compromised there seems to be a security breach in certain application and you can see exactly what type of information is stored within that application and lastly we have the underlying configuration items cmdb and the technology hardware and software models so this ties into the technology portfolio management which i will demo in a bit as well we support the application services and stores information objects the life cycle will be displayed in the technology portfolio so there are four main entry points into apm the apm portal is the most important one in which you can access the other three from application landscape dashboard capability mapping and the technology portfolio management so start with the apm portal so application portfolio management portal gives you an enterprise-wide application landscape view of the number of application and other key metrics the apm analyst role is required to view the portal so we have business portfolio information portfolio application portfolio and the technology portfolio on the bottom there are opportunities and solutions notifications and recent activities so we'll be mainly focusing on the four portfolios mentioned so the application landscape dashboard is an overview of all the applications used here enterprise the dashboard provides pre-configured reports on applications grouped by categories install type application type business process and business unit the apm user role is required to view this dashboard so those are your typically your application owners so there are four reports are showing here the top 10 application used applications grouped by various attributes category versus manufacturer and the category versus the age next we have the capability mapping and this can be accessed from the apm portal as well so the security ability mapping is a page that shows an overview of all the business capabilities and the hierarchy in a graphical format each capability has a score showing the current state of the capability and also the supporting business applications for that capability so we can easily manage all the capabilities from this page by either adding new ones or remove existing ones or reordering them in a way that makes sense for the organization and then we have the technology portfolio management so technology is a specific piece of a hardware or software model that's deployed to create a business application this portfolio tracks all these hardware and software models it shows the life cycle of the hardware models just in all the near end of life applications all the near end of contract applications and all the already out of the applications and this is useful to see which hardware or software model needs to be either replaced retired should be updated or invested in so this this will tie back to the business capability page when we see the risks for each business capability so next i will go into a demo here let's start with the apm portal as we can see it here the first thing we see is the business portfolio and we click into the hierarchy map can see all the business capabilities that came with out of the box data for example we can see develop manage human capital there are 22 sub business capabilities that are supporting this main business capability if you click on this business capability you can see the capability score of 4.8 in the business application tab you can see the underlying application that are supporting this big business capability and these are color-coded 4.8 is i think okay score but once it gets too low it will become red so if we click into the application itself so this is the business application page within the platform view as you can see there are a lot more attributes for the business application record than the cmdbci apple table towards the bottom here you can see all the ci scores associated with the application per fiscal period which i will get into more details so next to click on the business planning link it will show you all the strategies the goals capabilities and business units that are currently in the instance next we have the information portfolio so these hold all the information objects in the system here you can sort by any of these columns and like the platform view you can right click and do show matching or filter out on any of the column values for example we have the card number which is highly sensitive owned by garfield and the sales business unit and the data domain is payment card information so when you click into it it will show you basically the record view in the portal next we have the application portfolio i want to show you the landscape dashboard first so this is the application landscape dashboard here is an overview of all the applications in apm and these reports are useful because you can group by one attribute and stack by another for example the applications we can group by install type and stack by platform and if you're only interested in a certain category on the right hand side there's a list of filters that you can filter by for example we want to see all the finance applications the dashboard will update to only show the finance applications so the application link will take you to basically a table view of all the applications in apm and when you click into when you click into one this is the record view in the portal and then you can see the ci scores at the bottom here so these are application scores that are being calculated per fiscal period and these are being generated from the indicators here so if i go into the platform view we can go into the application indicators you can define your own and these are just the ones that came out of the box for example we have the csat that are being calculated on a quarterly basis from the assessment that goes out to other users and a combination of all these indicators will make up the application score and that's done in the scoring profile so the default application profile you can see csat is being used with a weight of 10. so if you have a new indicator that you want to give them more weight perhaps that's more useful in your organization you can add it here and then give it a higher higher weight and same with the capability score which i demoed earlier that's done in the capability indicators so we have three here but in the scoring profile we have the business capability scoring profile each one is weighted equally so a third for each so that's how the business capability score is calculated if you're going to the analyze link here this is a pretty cool feature within ipm here you can filter by all these attributes application score and students account application incident account business value score csat score etc and you can select the fiscal period for that application so this is where the real value of apm comes in where you can see in a graphical format of which application to invest and which application to retire for example if we go into hcm and this is one of the dependent plugins that we saw the bubble chart one here you can see we're plotting all the hcm applications with functional score on the on the x and then the business value or on the y here so you can see workday it has high functional score and high business value score per sman and attempt tracker as well so they're all in the green but but we have one application the attendance and payroll management system is low functional and low business value and the recommended action by servicenow is to replace our application here so this gives you an executive a quick way to assess which application should be retired which application should be invested in and then the technology portfolio so this shows you all the underlying technologies that are supporting business capabilities here so we have we're currently only filtering by high risk we can show all risks and then we have 84 applications here but we'll keep it as high risk we can add additional filters we can choose either to show it quarterly or monthly this button here you can toggle between all instances of the application service or only the production instance so we'll leave it as production only and then this will show you what all the life cycle data sources or hide them so here high risk we have avid employee engagement system bob j bomb tracker and buy it and you can see on the wrist column here they're all red and when you expand them you can see exactly why and it's because the oracle db server 11gr2 standard is high risk and that is because the life cycle that we defined from the publisher and in 2017 february 5th that's when the vendors stop supporting this application so this is a flag that's high risk the life cycle can either be defined from the publisher or your internal organization's own life cycle for example it may be a policy for the organization to always stay one release behind just for the vendor to flush out all the kinks in a new release let me go back to the business capability the business portfolio just for a bit here so the business capability can also see the technology risk here by flipping this drop down to technology risk and for this example i'll show manage information systems here we have three high risk and the business application is we have servicenow discovery and sec ops so it looks like these are all okay let's see let's go into the manage human capital one here so when you click on the risk profile it will take you to the technology portfolio management page so this one's not assessed i'm trying to find out where the the risk is coming from here okay so for the develop and manage it customer relationship under the business application we can see the bob j has a high risk nervous profile if you click on here it will take you to the technology portfolio management page and then you can see why exactly bob j is a high risk application here so yeah that's an overview of apm i will leave a little bit of time for questions and ashley and i will try to answer them the best of our capabilities yeah thank you chris i just want to let everyone know too a lot of good content is on now learning if you want to learn more about application portfolio management there's two courses and also we're going to be doing an on-air application portfolio management mainly focused on like trimming access applications and such and that will be happening in november so if you're interested in more keep an eye out for that so now i'll go ahead and open the floor for any q a i have a question so just to be clear in order to use or to leverage application portfolio management you do need to have discovery and service mapping today you don't just like anything seem to be related in service now even you can use third-party plugins and tools like sscm or other integrations but discovery and service mapping is going to make it so much easier i've come from an organization that actually tried to write scripts and do manual stuff for service mapping um it's just very resource and since this looks like anything you don't have to have it but it is highly suggested and would make the process a lot easier yeah and just add on to that there are a bunch of servicenow products that will enhance application profile management for example sam pro will give you all the software models that are going to be supporting all the applications as mentioned service mapping tie them to the the application and then eventually the business capability does anyone else have any other questions yeah i'll throw one out there for you could you briefly address how apm falls into the common service data model yeah it's kind of like what chris went over so we have a new application table and chris you might know more about this than me but i know we have the business application table like you demoed that's one table that you're going to start seeing with the new common services data model another one was the information objects that's also new the common services data model chris can you kind of speak to how that like works with the application services yeah definitely so apm is built with a common services data model in mind and all the hierarchy and relationships are following the csdm standards so as i actually mentioned you know we have the application business application at the top there and that's a new table introduced within apm i believe that's also in the csdm as well and then we have application services underneath it and then information objects which can be tied to the application and also the underlying supporting configuration items that are going to be tied to the application as well if there are no other questions i think we're ready to wrap this up thank everyone for joining thank you guys all right thank you everyone [Music] you