over the top of the hour i say you know what let's go ahead and take it away thanks debra thanks lisa hello and thank you for all for joining us my name is deborah mcgrath i'm a senior technical product marketing manager with servicenow and i'll be hosting the webinar today we'll see how the servicenow strategic spend tracking feature helps customers define corporate strategy determine project financial allocations based on strategy and provide real-time insights on project alignment to strategy joining me today will be michael hopjen who's a servicenow advisory solution consultant with our it business management practice and jeremy khan a solution consultant with our itbm and itx business units michael and jeremy will be your co-presenters and they will also both show live demos of different aspects of strategic spend tracking also with us is blair lacour an advisory solution consultant with itbm who may offer up his own expert commentary during the webinar as well at the end of the webinar we'll provide you with a list of resources and we'll wrap up with a few minutes for q a now i'd like to welcome both michael and jeremy and michael i'll turn it over to you everyone thank you for coming so kind of what we're going to go through today is the agenda so why would we align working strategies let's kind of start off with why do you want to do this and then we're going to do what i like to have is start with the end in mind which is like show you what the output can be essentially a dashboard and then once we get an idea what sort of information you can get up on the screen for yourself and your executives we kind of backtrack and say okay how do you build that and that's going to start with the business planning portal where you're going to build out those strategies and goals that you're going to map to and then of course if you're going to map those strategies and goals we want to be able to divide those up by the costs and the benefits that you have on those projects so we'll show you where that gets done and then we'll actually show you on the project where you actually set those individual strategies and goals to be aligned to the project and then it's like okay that's those are all the steps it's pretty straightforward but then we'll show you where you can get this from from the servicenow store and some high-level documentation so if you do decide to work on it you know where to find the information to help you out so that's our agenda for today and i believe jeber you've got some questions for our polling questions for the audience right i do i'm going to launch the very first poll so you should be seeing it so the first question do you currently associate projects to strategies and goals yes or no so if you could please respond looks like we're getting some great responses there i don't know michael what do you think it's going to end up being well look at that right now it's a 50 50 i would think 50 50. well it's a good starting place have you published that so everyone can see oh absolutely i think um i'm pretty sure everybody can see it doesn't give me the option to publish it okay in progress but oh actually share the results here we go all right here we go right right down the middle how about that very interesting very cool all right um we have another another poll to do so let's do our second one so this one i'm going to launch it now and this one is do your executives want to know the plan strat spend excuse me by strategy yes or no so we'll see how this one i would hope the executives want to do that wouldn't you debra you would think i i was almost going to say 50 50 on this one too but i would think most people would be a yes on this one so we'll give it another few more seconds so people can respond and then we'll end the poll i think you're going to be right on that one jeremy all right let's take a look at the results here show the results so yeah 83 percent the executives do want to know which is probably a good a good um thing here all right and then we have one more poll to get started poll number three launch this one do your executives want to know the plan benefits by strategy yes or no so this is the other side of that coin instead of looking at the planned spin they want to know how much you know additional revenue cost savings additional benefits they might get so i think once again i think we would be leaning on yes they'd want to know this you would think so regardless of the details of the spend or anything so um looks like we're trending toward exactly that all right let's let's public let's end our poll i'm going to publish the results 100 100 interesting how the uh the costs weren't 100 but the benefits are yeah interesting yep thank you for participating in that all right michael back to you okay with that uh let's move off the agenda and then i will hand it over to uh jeremy you're going to be doing the uh first part of this demonstration discussion okay perfect uh thanks michael thanks deborah okay so i'm going to go ahead and kick things off so what's the point of aligning work to strategies and goals what's really the benefit of using strategies and goals to manage the work within your organization well there's really three reasons as to why many organizations like to leverage strategies and goals to really manage and maximize the focus for the work that they're doing on key business objectives this means that you're working on things that matter to your organization because typically many organizations have a limited amount of people um and a set budget so strategies and goals help to maximize the value of a limited people and financial resources and leveraging strategies and goals also helps to prioritize work streams products and projects much better now taking a look at the end in mind with the strategic spend tracking dashboard now these are a couple of questions of two that you can present to your organization to really start thinking in the context of strategies and goals how many projects are not aligned to a strategy or goal how much of the actual costs are not aligned to a strategy or goal what are the planned benefits of the aligned projects what is the plan cost for a specific strategy or goal how many how much do we plan to spend by strategy or goal and lastly how much have we actually spent by strategy or goal now these are just a couple of questions that you can present to your organization or just start thinking of when it comes to thinking from a strategic or goal perspective and we'll be able to see a dashboard that represents and presents all this information from a centralized view in just a moment here now switching gears into the dashboard now we're in a live service now instance i'm currently logged in um into my own demo environment and i can take a look at my strategic spend tracking dashboard for project portfolio management now we can use this dashboard to evaluate the strategic value of an organization's projects and demands you can also identify the purpose and benefits of executing demands and projects and how they contribute to achieving a company's strategies and goals now this dashboard strategic spend tracking for project portfolio management also enables demand and project managers to determine where the funding is being spent during the execution of a demand or project you can see within the strategy overview tab that we can visualize all of the projects that are currently aligned or unaligned and we can also drill into these dynamic reports to be able to understand what sort of context is made up behind this report can perform analytical actions against this specific report itself and garner more metrics around that specific detail some other tabs within the dashboard just wanted to highlight them within the strategy details tab we can understand project cost and project benefit now this is valuable to an organization because understanding project costs and project benefit like we we talked about earlier in the polling questions are extremely valuable to any sort of executive in an organization organizations generally determine and approve investment budgets that represent the funds allocated to achieve their goals the strategic spend tracking dashboard for ppm focuses on allocating your investment budget through demands and projects and tracking the expenditure to achieve your organizational goals so again talking about the overall goal understanding where your total benefit is from an alignment perspective and where maybe some aspects of your organization need some work in terms of online projects within the goal details tab once again we can also see more information around the specific goals themselves around project distribution as well as things like planned cost distribution as well as planned benefit distribution each demand and project contributes to really achieving one or multiple organizational goals so you can use the strategic spend tracking dashboard to perform a multitude of tasks that include associating multiple strategies and goals with a demand or project allocating a percentage of the demand or project's total cost and benefits towards achieving one or more strategies and goals you can also generate strategies and goal allocation breakdowns for demand or project for the fiscal year you can also roll up a strategy and goal breakdown for different demands and projects in the strategy and gold record and overall you can use this dashboard to view all how the plan costs actual costs and benefits for the projects are aligned to the organizationals the organization's goals and strategies and how they trend over time accurately to understand the financial performance of your organization so with that in mind we can go ahead and go back into our slides here okay now we're going to get into the business planning portal to set up various entities such as goals business units business capabilities okay so a business planner can manage all of these entities from the business planning portal things like corporate strategies business unit strategies and related goals as well as business capabilities now as a business planner these are these are important to me because being able to visualize the number of capabilities that have been created or understanding which strategies and goals are aligned to which bodies of work are really important in every day in my daily role as a business planner now we can go ahead and take a look at the demonstration of the business planning portal now coming into my servicenow environment i see the business planning portal here now the first thing that you'll see here in the center of the screen we have our strategies goals capabilities and business units now you can view the number of goals created to achieve a business plan you can relate these goals these goals right here to many enterprise and business unit strategies so similarly more than one enterprise and business unit strategies can be related to more than one goal so we can go ahead and view some of the goals that have that are available to me and i can see for instance one of our goals for this fiscal year or a previous fiscal year is to achieve 10 percent growth now the projects that are comprised within this specific goal i can drill into that specific record to gain more context if i go back i can show the various strategies out there in my business to display the number of objectives that have been created so i can also understand where i'm creating a business unit strategy or an enterprise strategy to really fulfill a new business plan enterprise strategy is at a higher level and business unit strategies can be assigned at its child level business unit strategy is typically at a lower level and enterprise strategy or a business unit strategy can be assigned as a parent strategy in that context now moving up forward to the number of capabilities here this pretty much displays the number of capabilities that have been created you can view the list you can create new capabilities and view a hierarchical map of all of the capabilities from a business enterprise standpoint this would that way you can conform to a business plan and understand which area which capabilities are mapped to where and lastly last but not least what we have here is a business unit a business unit is a segment of an enterprise that represents a specific business function you can view and create different business units for your organization to be able to divvy up the work amongst your global or regional organization here and last but not least finally we have our recent activity being able to see all of the information behind the recent goals strategic objectives and business units that you've created over a period of time um trending towards that historical view here okay so with that in mind we can go ahead and go back into these slides and this is i believe where i'll go ahead and now hand it off to mike um to take on the latter half of the demonstration and presentation thank you appreciate that let me switch over to my screen and my slide so uh jeremy just showed you part of that planning is take a look at creating those strategies and goals and that's where you would do that and those strategies and goals that are created from that business planning portal can be connected to those projects and part of that dashboard that jeremy showed divided those uh information about the strategies and goals up by the cost of the benefits so let's take a look at another step in creating this and making it work for you is how do you set up those cost and benefit plans on those particular projects so i'm going to go in and show you in my demonstration i'm going to show you a couple different things you can do you can do what i call the back of the napkin a real simple a real fast way to get some high level financial cost of benefit data in the system then i'm going to show you a little bit more detailed mechanism where you could use even a resource plan with our rate model and automatically build part of a detailed cost plan and also show you where the benefit plan can be resided if you want a more detailed one so let's jump in and show you that so right now i'm looking at a project the new hire surveys project and on the financials tab you can see some high level information here now mine's all grayed out because i have a detailed plan but if i didn't have a detailed plan i would be able to enter data such as like oh planned capital i think it's going to cost x amount or planned operating you just fill in a couple numbers there for plan capital and operating and it will automatically calculate the total plan cost again these are just back of the napkin sort of things as i call them high level and you can say okay here's what i think the plan benefit is going to be so you could just put in those three numbers and you could get started with that you don't have to do a detailed plan if you don't like this is a very simple way to get started now this one does have details and that's why it's grayed out so let's show you where you can do that part of building out a cost plan includes labor on the project so a real quick way to get started is go to the resources tab on the project and you put in your labor oh i'm going to need an analyst i'm going to need a program manager you decide what sort of groups or roles that you need for your project for how many hours or ftes and we're going to use this information with the start dates the finished dates the hours and the back end of servicenow we have a rate model and it'll actually take that information times the rate and figure out what that will be in the way of costs so on the financial tab for a project you'll see this so here it's summarizing on the cost plan of total plan cost broken up by capex and opex but see here's that business analyst line we just looked at i didn't enter this this was automatically entered by doing that resource plan so here's your detailed cost plan we need that business analyst we need that program manager for the duration of that particular project and i've got some other expenses if i had non-labor i could hit new and put those additional labor line items in here such as i have and you can look at this by month by quarter by year depending on the granularity that you would need for your particular project as a project manager so these are the costs we're going to be slicing and dicing so it shows up on that strategic spin dashboard that jeremy showed earlier now in addition to doing the ben the cost you can also do the benefits so and this is my benefit plan i've got some cost savings i've got some reduction of of work some other customer satisfaction things are going to go on here and i've got some additional revenue once again you just hit the new button you fill in the form you know what kind of benefits you plan to get for how long do you want to you think you'll get them and then you can again look at this by month by quarter by year and these represent the detailed cost plans and that's why my back of the napkin view so to speak was grayed out because i have these details that were rolling up to it so that is where you would set up your cost and benefit plan and that can be done on a demand or project either one and that's the information we're going to use to surface up to that strategic spend tracking dashboard now we haven't yet shown you how to align that strategy or a goal so let's go take a look at what that would look like so pretty straightforward on the project we're going to go align the strategy and goals we're going to go back to my demo and now i'm going to look at that same project new hire surveys one of the new tabs actually two new tabs get added when you add this capability from the servicenow stores you'll have a strategy allocation tab and a goal allocation tab so you can see here i've got a couple goals and remember these goals work or these strategies were created from that strategy from the business planning portal that jeremy showed earlier i said okay for this particular one i'm going to say this is part of my employee experience strategy 75 of this particular project's costs and benefits and actual costs are going to be allocated to that strategy the remaining 25 are going to be allocated to this next strategy you can have as many in here as you like again but the strategies are created from that business planning portal and managed there but here you decide what those percentages are all these other numbers are automatically calculated for you so you do have that cost plan and based on these percent allocations it will automatically divide up the plan cost actual cost the actual benefits uh will all be calculated for you based on that now one point i do want to make here if you do adjust these so let's say you know what this really isn't going to be 80 75 it's going to be 80 percent so you can make changes here and by the way if you go over 100 which i just did it'll tell you that i'm going to make the adjustment here let's actually go 20 and then i'll go 80 up here so you can make those adjustments but if you do that you change these percentages we have a place to help you out to recalculate so there's a new link that you have once you load this from the store says recalculate the strategies and goals so based on those new allocation percentages it's going to re recalculate these actual costs and plan costs and benefits will be recalculated and that's the information that's going to roll up to these particular strategies in that dashboard that jeremy showed so there's how we align the work to those strategies and goals now that's all you have to do we showed you the dashboard we showed you how to create the strategies and goals how to align the strategies and goals how to create those cost plans now how do you get this you get this from the servicenow store so in the service now store will show you and i'll go to that page briefly but it is compatible with the versions of servicenow for new york and also orlando there are some dependent plugins that you have to have this does work with itbm standard and pro licenses unfortunately uh it's not licensed to itsa unlimited worker plan or some of the older legacy skus for it business management so let's actually go take a look at the store so you can see what that looks like and i have that set up here so here's that strategic spend tracking i just went to the servicenow store i searched for the word strategic and i found it so here is a summary of that particular new capability and this came out not that long ago i think maybe last month but here's some of the key features that you saw jeremy showed you the dashboard itself some of those system requirements and interdependencies to other things and you could drill into and look at the different dependencies that we have available on that okay and then there's also additional documentation if you need some more help again as always with servicenow all of our documentation is available from the docs.servicenow.com and there'll be strategic spend tracking and it actually goes through and shows you how to it tells you how to install allocate things and there's also some scheduled jobs that you can run to get that dashboard lit up so let's go take a look at that so this is the product documentation just search for strategic spend tracking again information here here's your link for installing it how to allocate the strategies and goals for percentages and there's also the dashboard is available as another link so here's a screenshot exactly what jeremy had showed earlier in his demonstration and then there's a lot of detail in here is like where those numbers come from how they're calculated all those things are discussed here in the documentation so there's plenty of resources available for you uh from servicenow on this so if i go back to the slides okay so with that kind of in summary jeremy showed you the dashboard itself which is what i call start with the end in mind it actually details out the strategies and goals to make sure you're aligned to those you can dive into the details how much money do we plan to spend by pick any strategy pick any goal it'll tell you that information and it's going to use the information that's set up from the business planning portal what are the strategies and goals that set up on the business planning portal the corporate strategies those can be broken down into business unit strategies and of course the related goals all those are defined there and then when you get to the projects and demands you're just picking those uh part of that allocation i showed you a little bit how to do the cost benefit plans a resource plan can be used to build part of that cost plan to make that a little easier and faster for you and then we also show you how to align that work in that related list for allocation of strategies and allocations of goals those are available you just put in the percentages the system will recalculate those out for you based on the totals and divide them up which gets rolled into that dashboard and we discussed briefly you can get it from the servicenow store some compatibilities and dependencies are listed there and then we touched on the documentation with that there's also these are links to things i already showed you i showed the documentation for street strategic spend tracking how to install it is out there and also the servicenow store link is available here and with that i'll turn it back over to debra thanks michael and jeremy for that great presentation and demo on how servicenow helps organizations align their spend with their business strategies in closing here i'd like to remind everyone that you'll be able to access this webinar and all community webinars on demand at community.servicenow.com while you're there please subscribe to our it business management forum on the now community where you'll see our featured itbm content as well as links link excuse me to the upcoming webinars on our last thursdays with itbm webinar series on the last thursday of every month we're presenting a live itbm webinar and demo you can also get links to upcoming and past webinars by accessing the blog post shown here on the right hand side of the screen which is also posted on the itbm community page or you can click on the tiny url shown here and you can also easily access that blog post so we encourage you to register for our next webinar which is scheduled for thursday august 27th when we'll present and demo servicenow back to work which is a discussion of how servicenow is helping customers achieve enterprise agility so they can embrace the new normal at work and be able to manage future workplace uncertainties um we'll turn now michael to our q a we've had a few questions coming in throughout the demo um and web throughout the webinar and michael and jeremy i'll read the questions and i'll let you both determine who will respond on the first question i had where do i enter the company's strategies and goals jeremy you showed that you want to talk about that yeah so in terms of the strategies and goals they're part of a demand field you can make them as part of any um record field in service now so it would just be a tab within the form so let's just take a demand for example um there would be a tab um that would have the field strategy and goal um and that way you can align um your strategies and goals to the demand um you can also do that for the project but that's how you would um set that up yeah and that as jeremy said that's where you actually make the connection between the demand or project uh to the strategies and goals the other side of that equation is the strategies and goals themselves and jeremy started off part of our presentation with the business planning portal and that's where you actually create the the corporate strategies and underlying that the business unit strategies and the goals that support them would all be created there so you're just real you know and that point uh connect those to the different projects as jeremy had said so michael there's another question that came in that kind of extends or adds on to that and it is what if you already have strategies and goals right that um that have been entered in these systems and it looks like blair who's also stealth on the system so blair do you want to join me on that yeah i mean i think the same questions come up a couple times so what we had before was the strategies field and the goals field on the demand or project and essentially with the strategic spend tracking we've introduced these two related lists so if you update fields on the form level you will see goals and strategies be populated in the related lists at the bottom and then all that number crunching that was happening in the dashboards what we have the ability to do is break down the weighting or the percentage of how we allocate to those strategies or goals so there won't be any changes to the fields on the form or the data that's there what we've done is introduce a way to get more granular in terms of the distribution of the cost to those goals or strategies or the benefits to those closer strategies thanks blair another question after installing this feature from the store i see a new related link on the project form what is that oh yeah thanks for bringing that up i forgot to show that so on on the projects there is a new related link so if you do change the percentages as i did you actually would go up to a section that says recalculate strategies and goals and if you change the percentages or you change the cost or benefit plans you hit that link it will go through and recalculate using those figures your allocation percentages and take the appropriate percentage and put them into the buckets of the strategies and goals so that's what that link does it recalculates things for you thanks michael um another question on what are the licensing requirements or how does a customer gain entitlement to the strategic spending functionality yeah the this particular uh feature is available in it business management standard and it business management professional licenses now if you have some of the older legacy which typically would be recognized as itsa unlimited and another uh set is typical another set called like analyst plan or worker type licenses you'd have to migrate either one of those licenses to the newer standard or pro but there are definitely migration paths to help you so please reach out to your uh your servicenow account team and ask for assistance and ask them some questions what it would take to get you and migrated to these new uh it business management license skus thanks michael um there was another question that i just thought would be beneficial for others to hear jeremy answered it but the question came in are the new strategy and goals tabs also added to demand um and jeremy just you know answered that yes they're they're also added or part of the demand record so i don't see any additional questions that we've that we have at this point um give one last couple seconds but in the meantime i just wanted to thank um both michael and jeremy for that great presentation and demo blair i'd like to thank you for also contributing your thoughts on this too and finally i'd like to thank you all for joining us we look forward to seeing you at our next webinar again that's the last thursday of every month the next one is august 27th um called back to work please go to our community site and click on the link and register thanks for joining thanks everyone