good afternoon everybody my name is Brian listen I joined Tara code live fast team last August I basically been working in the IT business nanogenes base for five to six years so I come in to this via a finance view not the typical ITSM use a lot of people that were exposed to service now and kind of grew on so I look at this you know through a lens of more of a financial kind of data aggregation of you than most people do that being said you know PPS is quite a big big application there's lots of modules nested inside of it and it it isn't necessarily one of your your core kind of IT applications anymore it originally was set up to do that basically to manage IT projects with you know with with the IT core platform in the background of service now serving it's kind of its bread and butter but over the years and over the upgrades they've realized that a lot more companies are trying to use PPS in a non IT manner so they are every upgrade every release there's there's more and more things that are coming out so what I wanted to do today was just kind of take you guys through kind of a high-level overview of some of the important modules inside of PPS you know I'll give you a few screenshots and kind of walk you through going from idea to to a project and populating some of the cost modules and also give you kind of some view points that I have from the development standpoint of where a lot of customers seem to do a lot of configuration and customization of the process and potential roadblocks that you may have an implementation so here on the second slide I just want to give you a quick you know ServiceNow definition of what they say PPS is you know I'm not gonna read the whole thing to you but they basically give it very ite speak you can see that that they they certainly call out project portfolio and IT development by combining several individual applications so again this goes down to my division my definition you know it is a system developed from my teeth before I teach for IT people it is it is really hard for for non IT people to grasp how is set up and they want to they want to customize it very you know to their to their specifications but you realize that a lot of the stuff go in the background is you know a lot of business scripts and and business rules and client scripts and things like that are really you know managed at a task level and a lot of a lot of people don't don't really manage it that way so I'll just read mine real quick you know collection of like applications that have been developed by IT people for IT people if using a non IT centric manner a lot of configuration customization will be required to accomplish the goals to organization specifically in the government space and especially as I'll show you a little later on the presentation it takes a lot of effort to build out the Related lists and tables that basically are applications in their in their own right so it does take a lot longer to build out the the the PPA no space for for non IT projects so here I just want to kind of give you here's all basically the the sub applications that are included in PPS and the ones I have highlighted in orange are ones that we'll go into a little deeper today the main management I'm not gonna read all these to you but you can see demand project resource and cost of what we're gonna be warning to today program and portfolio really can be you know that that is just a financial way of viewing your projects and demands it's a it does take a level of effort though to build the linkages between portfolio program of projects not every organization the structures their their portfolios that way or the way that their lines of business that way so there may be some customization involved in there agile development I know we already had a presentation on a few weeks ago which is really really good I think basically any of these can have their own 30-minute on a conversation with a deep dive of actually how it works we won't be getting into you know the specifics of how they work but I'm gonna take you through kind of you know overall strategy of how that work so here's just a kind of a chart of how service down defines in their process and one thing I will say is you know here we'll you know create an idea that idea will be accepted and turn demand one step here and I and I have I have talked about a little bit later in the slides is not all demands become projects so I want to make sure that you know that you can use demand the demand application and not have to use project specifically if they're an enhancement perhaps if you're using the whole SDLC and there's an enhancement that comes in the agile you can be a demand that maybe not be linked directly to a project if it's a if it's a slow if it's a little enhancement you can see them once the demand gets approved it's gonna go into a project typically you would have templates if you have a bunch of like projects that are going to use the same WBS structure or have similar tasks involved you would create a template to use that here is also where you can request resources and we'll get into a little bit later but up here with the incident enhancements I don't necessarily agree with it being there I don't think I'm really struggling to figure out why a project would turn into an instant or enhancement and not a demand so I don't necessarily agree with that being there but I just wanted to highlight that that service now believes that's kind of the way it goes and from what I've seen that is not how it goes and then you can tell over here on the side you know these are just basically styles of project management right the water flows the water flow jobs you can have a hybrid or just a test environment and you can apply any one of these styles to to a project at any point so here what I'm going to do is basically going to do is take you through kind of ideation demand project and some of the related lists that relate projects so I want to go through our ad Asian here kind of give you some screenshots and then I'll actually go into the tool and show you how how easy it is to submit an idea ideation again it's part of the demand a part of the main application so when you activate it it will be it will be there it's basically the most you know the most it is the easiest thing to get access to I mean you can get through the service catalog or self-service so a user you know basically no rules whatsoever it can still submit an idea and that and that's basically what it is it is you know thought to be used for by the ServiceNow people right they're thinking hey you know we got an organization here by T people you know anyone's gonna have a good idea idea we'll be able to manage those ideas that some of them will turn into demands and projects that being said I've noticed a lot of of clients specifically in the government area that this is a silo for them they want this lockdown they only certain out certain people can submit ideas they don't trust any other people to see the ideas they don't want other people to see them so you know one of these most basic functions and ServiceNow is now starting to be locked down and you know with that you have to go into the self-service application and you have to strip it out of there you've got that a COS or the idea table and I mean I'll show you in a minute you know how how simple submitting an idea and ServiceNow is and what what their out-of-the-box expectations are and you know more and more I'm seeing that a lot of the a lot of our clients are adding a ton new data fields to it are adding process workloads approval steps in this ideation process when the reality is this is literally just two lines click a button and you're good to go here I'll show you kind of this is I'll show you this in a second in my PD AB you can see I mean it's two eyes you know the only requirement is that I have a title for it anybody can do it and it goes into the idea table which is which is managed separately like I've said that some customers want to start collecting some enterprise level data at this level right so they're looking for a demand manager maybe or a location or a business unit or a strategy or something that applies to their kind of process right so even though this is the out-of-the-box Service Catalog item if you're doing ideation you're probably going to end up having to adjust this catalog that one of our clients that I'm working with now literally has 30 different data fields on just the idea form and 22 of them are required so you can see you know how this really simple thing that ServiceNow has four out of the box can turn into a big problem and so you know my recommendation is that you know we try and keep this as simple as possible and have them collect that at a later point but sometimes you're just not going to be able to do that so you can see here like if I were to go and click Submit which I will do it in a minute it's gonna take my idea and you can see hey the ideas being created here is what the idea table looks like in different ideas or at different stages right so my idea was just submitted I just had it it's in the submitter stage right you can see that it's not linked into demand yet because the man has not been created but you can see all these other stages too and what I like about this table is that it gives you the entire lifecycle of the idea from the submit staged to the actual project closed complete state so you can see from this table that ideas are linked the whole way to two projects right so if you're looking to run reports okay how many i my ideas have turned into a closed project you can you can see that it's built in here so you'll be able to actually use that you know the way that again like I look at it more of an analytical standpoint when I go into a ServiceNow engagement I'm looking at two things right I'm looking for okay what process what we're clearly trying to try the change and secondly what that are they trying to have your gate what are they looking for right what are these big dashboards or these big reports that they may know do every Monday at nine o'clock what are they trying to capture via the the project module right and so then I can start to think about okay here's the the tables that I need to do need to use to start generate that data and it allows me to to kind of implement and design a little better but you know if one of the metrics again is I want to see how many ideas become actual projects you can see from this table right here you have the data to be able to do that so next here is the actual so from the table I've I've created an idea and you can see here is the form right here here's the actual idea form it's not very big there are some very many data points here you can't see though that I have to oh these are not required fields I would recommend that you make maybe make them required because this starts to be able to map data at an enterprise level right this these are you know hierarchical defined units at the enterprise level again you got to think of it as these are IT people they design up for IT things so ideas typically link to configuration items at some ideas typically learn a link to an ITSM to an incident somewhere if you can start to gather this data early on you can start to generate better reports but you can see again any idea can be submitted by any user they would have that user would have the ability to update or delete their idea but they can't accept it they will not have this button here only the project demand manager will be able to to accept an idea and you know this starts to you know get into the weeds of hey how many you know the way that this is set up the way the a sales are set up is that any demand manager any demand user any demand manager or a project manager will have the ability to come here accept ideas you know the clients that I worked with that really doesn't sit well right they don't want any but just any basic user to me it'll come in here and do that right so these forms tend to get more and more weighted down by ACLs or you know screwing with up here with the UI actions adding different steps to these ideas only allowing it visible about certain people so these forms become highly configurable you can see just out of the box this is how this is how small it really is right now I'm gonna just take you through kind of I'm gonna go to a catalog item and submit an idea so you guys can can see kind of how how it works right so again any user come over here to self-service service catalog self-service right come over here typically it's in the can we help you area and anybody come in here and just submit an idea right this is just a you know service catalog item record producer that's gonna take me right to the idea table right you can see my new idea here see that it's submitted you can actually see my other project from before I went through the steps of the demand and it's up to project pending but we can just click in here it's the new idea and you can see again these are already automatically filled out departments in business units sometimes they're going to know that information sometimes they're not so it's up to you as to whether when you're doing this design whether you want to force them to to create that and some organizations may not be mature enough to understand his enterprise level data typically a lot of you know people who come in with projects they want to stand out PBS they aren't that that defined yet at that level so you may not be able to do this it's recommended that you try to at the beginning or at least get the conversation going so you don't have to go back in and adjust records later on but I am the demand manager here you know I love this this is gonna make me some money so I'm gonna go ahead and I'm going to accept my idea you can see now you can see how quickly an idea can become a demand if they're saying out-of-the-box right if they're not again you might have an approval workflow back there or something or some other stages or states back there that have to be vetted before it gets to this point you can see it left me on the idea film the idea form now some idea has been done and we can go back to the table and you can see now it's in a demand drive state so that was just quickly that's how you do an idea you know again it's fairly easy fairly straightforward for you developers out there it tends not to be with clients but if you're just doing out of the box and they're sticking to it it can be done that simply again here's kind of my take from from what idea is again keep it you know keep it that simple really if you can keep it that simple and and and be able to have ideas submitted by anybody and be able to have a group of users that are back there getting those ideas and they can approve them that quickly it's it's very easy and again you you you'll be able to track an idea from its from inception to the project closed state which i think is a pretty cool function and gives you good good reporting metrics to utilize again though there people might want to you know really juice up their their idea process right and yeah commit might have to build some workflows in there especially for approval steps this one here understand the business rules scripts and script includes so when you you know hit that submit born that's submit form and it comes in demand there is a script included that runs in the background that says okay take all the data and I entered here and move it to my demand that's that's useful because you know the more and more data that is being collected the more custom data that you're collecting out on I don't know that gear form probably is going to be passed over to the demand as well so understanding you know what what rules are passing that information back and forth is vital especially when you starts to to kind of customize that idea form because you don't want to have to have them enter data twice again this one here that we talked about that earlier but you know if you can make some type of enterprise level tracking mandatory maybe Department or business unit but something else if the you can have an enterprise level field that's going to talk specifically to ITSM and some of the other main core tables I would get that to be mandatory right away that way you can start to link that data right you can start to to be able to create linkages and create reporting metrics around that data and again all users can can can see submit idea from the Service Catalog right now that's out of box functionality but a lot of clients that I dealt with don't want that to happen so you have to start to you know and this one always I always forget about this one especially when they say I don't want ideas to go to the specific group in the self-service area and you know you have to start to manipulate what they can do in self-service as well so that's one place to be wary if you are implementing idea so next and we saw in the and in the in the PDI the next is demand management so idea gets accepted it becomes a demand and demand actually I mean has a lot more functionality behind it obviously that idea that there's a there's a bit more of a process there's def small more related lists that allow you to capture information for projects and and I said it as I said it earlier not all the bands become projects the man could be considered an enhancement and would not become a project after that so here you can see this is my old idea that had become a that it became a demand that's that's the table that's that that's where it is and anybody can access this table with IT demand user so all demand users and above so that you know the IT projects users inherit all demands demand capabilities as well can see this table again asbestos if looking the government side they don't like that demand managers are separate from project users service now believes that hey if I'm a project person I should be able to see all the man's government doesn't tend to do that so this this area becomes again tricky especially with inherited rules so that's something to always think about if they're trying to kind of silo what what demand is and who can see demand there's a lot of inherited demand user rules throughout the system so you have to be wary of that for people to be able to see the demand table here you can actually see the demand form and you can see you know the amount of different data fields that are here these ones are considered mandatory by ServiceNow what kind of category is is it a strategic or operational or what is it is it a project or enhancement now changing this type here that will actually kind of change the flow let's create project Ray Lewis related lists link will disappear and will start to ask you to start to map some stories over here but you can see you can actually capture a lot of information at demand level portfolio program which are you know as much as you can get out of here the better you are when it comes to manage though when it comes to managing the project and and they're really the analytics on there you can see down here all these related lists to if you capture anything here these will roll over to the project once you've completed it so if you create any cost plans or you requested any resources however resources there is demand resources versus project resources so the resource plan would be would be completed for the demand as opposed to the project but there is a way to roll over those resources to be to a project depending on how your date fields you're going to work so one thing to about today and I'm going to show you here too you can see there is demand workbench and this is where a lot of demand managers are gonna are gonna live right I ran a filter on this list just to show me the one that I that I have if I were to take this further off you would see probably 60 to 70 demands sir every demand would be here in this demand workbench basically is computed by risk score you can see you know the the y-axis is here our risk I have the capability to take this this dot and move it anywhere on the board that I see fit depending upon how I have the terminal what my risk is gonna be this will change the risk calculation in the demand if I if I can drag and drop it anywhere I want to if I'm saying that you know the value is going to be high and their risk is gonna be low and I put it over here that will go into the background and go in here to the assessment data and it will change my risk score which is pretty cool that's that's kind of the only thing you can do in the demand workbench though is drag and drop it's not like that PPS console where you can actually drag tasks around or anything like that so when you see the demand workbench that is what this is actually useful so this is the idea that I've promoted and has now become a demand and as you can see again here's the category here and they give you two out of the box for keechak or operational this typically changes a lot of people don't necessarily agree with with that category of demand so they'll add some new things but again you know what I want to caution you on is that it typically anytime you see a mandatory field somewhere it is going to be included in some type of activity whether it's a script business role UI action so when you add choices to this list or outright change it just be aware that something somewhere else probably is not going to work as expected so when you make these mandatory again make sure that if you're going to change them that you you're cognizant of of other places that it may be used because it's gonna be a project in her hands from length and like I said and all the management become projects but here you know you would again I would recommend trying to get this data as you know close to the beginning as possible because again the the more that you leave these blank the less and less impact reports and dashboards will have on the clients typically in and if they're and if they're managing at a portfolio or program level it would be good data to have to see how many demands are associated with portfolios specifically for planning purposes but you can also see here again you can have a business case you know all these fields are available in the project form but you can fill them out here and they will certainly transfer over and again if and this is what I said with the idea as well there's going to be some type of script include that's going to take all this data and move it over to the project table once I once I say create project so if you add any new fields here or you're changing or changing some things make sure you just go in and double-check that script include make sure you're capturing all data that you want to over in the project form but you can also see that now you know this isn't a draft state so a demand user demand manager or Aiki project user or manager coming here and evaluate these these demands typically for the evaluation you're gonna have either required fields typically you know business case I've seen this a lot where you know you had to make the business case for why this demand is going to be to be good so again those are probably mandatory for those that you're going to have and then it will go through the process of you know I'm gonna submit it and then typically here's where you start to have your demand you know approval groups I don't necessarily see everybody going through every one of these steps you know screening qualify and approved typically I see them get rid of this qualified State the person that's screening and if they will approve it but again you know you you have to check with their process see how they want to do it right and you may end up building a workflow in the background that says hey I need I need to have a group of people approve this or you can manipulate it by you know UI actions up here that says you know when this group logs on they only see this one at this particular stage what I do see though is that and you can see that state and phase are not here anywhere and that's because ServiceNow does not want you to touch those during this because again there's a specific process that this is this is following but I see a lot of clients that go up and and don't either don't like this or want to change it so there are a lot again a lot of UI actions and a lot of background things that happen with phase the state being identified so if you're going to change them again just make sure that you're changing it everywhere so I'm gonna say that hey I'm on the on the you know approval team so I'm going to screen it again if I can tick qualify here right and it will qualify and it will sit it will show you that I skipped this step you know it depends on their process again I've seen it anywhere from they do do the little thing to they don't and they only go from submitted to approved but you know it again it depends on on what they want to do but yeah we're gonna go ahead and approve it now if you notice even though the Manas approves it hasn't said that I've created a project yet and ServiceNow specifically did that again because I still have the capability to changes that it's can be an enhancement and not a project maybe it got to the certain point where it was qualified and somebody said hey I don't want this to be a project I want it to be an enhancement so they specifically leave that out I've seen a lot of customers want once you click approve to kick off this create project you can see it is a related list down here we can either use that as a UI button up there or during the acceptance criteria or the accept button we can have it reference this but I'm going to go ahead and create this project from my demand and you can see now there has been a project created for this okay so the man real quick I'll try to speed this up a little bit again it is typically the most customized piece of the process that I that I have seen again specifically with with the process flow and it being siloed that there's usually more than one demand approval group when it goes to the different stages so just be be ready for that with a demand function again there's you know they have two rules for it a domain user and the main manager but anything in the IT project manager and above inherits those rules so specifically when when people are trying to kind of siphon that demand off there are a lot of there are a lot of other rules that inherit those rules so just be wary of that again UI action buttons would probably be the highest customized thing in there they want to be able to press the button and it do the following actions whether it's approve and create a project or only be visible at a certain stage of the demand so just just be wary of that too I went when you're trying to design your your your demand form and also down here a lot of project and platform data can be captured here and demand any one of those related lists will move over to the project so you already have a baseline again and as you can you can identify the program of portfolio or early on as to what the demand is that that would be for the best so the next step from the man you go straight in the project management again you know the quick the quick and dirty it's a suite of tools that manages projects tasks and resources one thing I when I like though is the workbench that's you know if if I'm designing this for for an end user that's where I want them to live you know I don't know how often it happens you guys close but specifically in the government area we're kind of designing as we go as the client gets more comfortable in the tool they start to see more things specifically for project I like to just have them saying just go just go to the planning cogs go to the console go to the workbench manage it from there that way they're not kind of in the background on the forms doing a lot you know doing a lot of data manipulation or field manipulation and it gives them more of a Vizio feel they can drag and drop in and create tendencies via the workbench and it gives them more of a user interactive type of feel than just being living in forms all day another recommendation is is project templates if you can get the client early on to agree to some templates you know it's kind of like like tasks for like functionality it makes it a lot easier than them trying to import big microsoft project files ServiceNow is notoriously poor at integrating Microsoft Project with with their project tool it's very limited and the imports you can only import and I believe it's like up to twelve fields from Microsoft Project and I know I think Orlando's maybe twenty now but you look at some of these big you these big clients and their Microsoft project is built out so you know include like 50 or 60 rows and their track and everything you know from you know time of day to Sun angle to you know oh it's all this crazy stuff about projects that don't make their way into ServiceNow and a lot of clients are very surprised by that especially early on and then they you know they're they're kind of told that hey well you can do an import and export into Microsoft Project and we can do an integration when Brad is that ServiceNow is very you know there are project schedules the export they only export one type of schedule and it has to be imported that exact same way so it does be kind kind of a mess that's why I prefer the actual process of going from idea to the demand the project but when it's sold people are thinking that they're going to be importing their product their amis project schedules in here and that becomes very time-consuming so just just be wary of that if you hear that they want to integrate with Microsoft Project that's that's gonna be hurtling in itself so here again you know this is just quick this is the project table you can see kind of you know just the data they're collecting overall you know again this is what ServiceNow thinks is a good kind of overview of what what you should be tracking you're prying the customizing this for your client at some points but you know real real quick that this is the actual project form and you know what I wanted to highlight here is a few things first the the state field right so a field is a field that's generated from the task table I have ran into a time time again where people come in and add different states or or want to include different states and it ends up being matched very very weirdly in it and it's affecting other tables so you know I want to highlight this specifically in the project form when you start going in and changing states from there out-of-the-box states you know make sure that I mean even if you say hey I'm gonna do for the project form it that bleeds down to other forms too so because what you think you know with extended tables and and related lists and things like that so this part becomes very it does become tricky especially when you're when you know you're using States and other parts of platform which it's used every single place so when a client comes and said they want to start changing these states I hesitate with that and and try to push them towards just using the ServiceNow out-of-the-box states or possibly creating a new field to capture what states they were again this this state field affects more than than just the you know where your project is in a current stay right there's the dua actions and and and enrolls that that key off state and make it a very very important field in the project form so I just wanted to highlight that part and also you can see the amount of related lists that have come down here now these are things that I like to it does become a you know a little cumbersome to see all these down here because you know these related lists are and we'll go into resource plans here in a second but these related lists are kind of you know applications on their own right they they need to be developed out as well as on the project form so you know I run into a time and time again where you give somebody that you know the IT project manager oh and they come in here and then they start you know monkeying around with all these things down here without a true understanding of Wick tables this is this where does it go what's it referencing how is it interact across the platform and enterprise level outside of ppm and what can I best use it for you just say you know these these are just as important it's not more important than this actual form up here so I like to when I when I do it I like to go through all these beginning and say hey what are you capable of implementing right now right obviously project tasks what would be there may be some requirements you know maybe some risks or decisions or error issues but if if they're not 100% ready to to delve into those and define define what the outcomes are I just go in and I and I hide those lists and I just take them out from from the picker until they're ready because again you you you see the all these and you feel like you need to be using them and the problem is that you it comes like the law of rest and you really don't get a lot of consistency here without identifying them and actually implementing them across across the platforms so every every project manager every person that has the ability to access the risk table or the requirements table is capturing the same information so you know this part down here is to me is just as important as as developing this part out up here next I just want to take it now this is what I was talking about the planning console and this is where I would recommend that you you push all of your end users to use and we'll go into it here in a minute and the PDI but you can see you know you have the ability to run some analytics in here details just kind of gives you the the project form as a whole this is the planning part this is the scheduling part where you have the ability to drag and drop and create dependencies add new tasks in here if you'd like to it really gives the project manager the interactiveness that they want that they want to see in real time with Gantt charts so this is kind of like were this is where I point them to to use this a lot and if you're developing or you're you're you know talking with with any of your customers about that you know I'm definitely directed to be here again you have the ability to see requested resources or approved resources any type of financial data about you that you're looking to see here and creation you can create a status report they have it right here on your board again my my idea has now become a project and you can see again here's the state right and you know be hesitant about changing any of these maybe make some of these inactive if they don't want to do closed and complete or skips but again when you start adding things in here I've noticed actually there's a I don't know how many people have seen this with when you start doing custom states there was a bug and service now which I don't know if it's fixed in Orlando or not but the bug said it could not Matt custom state we just ran into this in one of our other projects because it was a it was a field that was not mapped to an existing state so again it's not it's just not a recommended field to really screw with on the project form also right what I tend to find too is there are too many date fields down here you can see there are like six separate areas for them to collect dates and typically I end up and you can see these are read-only they're created basically at the project so you know the project was created for a day when you create a project it just scheduled for one day right so you'd have to come in and adjust the time frame on it or if you had a template and it had project tasks down here those dates would roll up up to here you can see the original start an original end date typically projects don't start in a minute that you created from Adam and the project manager you know wants to be able to adjust the days on that so typically these fields are hidden I don't see a lot I often recommend that you that you don't you don't have them unless you need it for some kind of audit reporting again I recommend that that people only keep data fields on here that they're going to use to drive reporting especially for the end users you don't see a lot of blank fields that you're that you may use at some point but don't use now again it's really easy just to hide them in the slush bucket and bring them back at a later date you can see all this data and the plant start and end a business case everything got mapped over from the from the demand so the more work you do in front of the man section again the the better off you'll be for the project this here are the financials again ServiceNow is expecting the IT typically sue to manage all this stuff when the reality is especially in the government space there's a separate set of people who do this so typically this this related are this this this form piece gets hidden and is only available for specific people again these these fields here you can see they're read-only they are gonna roll up from your cost plans from your benefit plans resource plans any expenses you can see that they're you know they're gonna roll up from from this there's a script include that's going to run that's gonna say hey I need you to sum all these and bring it over here so you know when when people ask kind of where these come from they come from the related list out here you know obviously you can project manager has the ability to do some things here but it takes it you know it takes out kind of the the ability for the project manager to manipulate everything without having records of it down here so again my take on this again the there is a limitation with the import/export functionality with ServiceNow in Microsoft Project so when you hear those words I know that out on the community there is there's definitely a list of what fields ServiceNow will integrate with so make sure you bring that up and understand you know what field you want to bring over again enterprise level information at the beginning the quicker they start thinking about that the more valuable information in their project form will be again adjusting the date fields especially for plants start and planned end that typically cascades into into other tasks you know we have clients that want to change the names of them and change the schedule and that really hey you know changing that in the plan start and end dates really has repercussions in all of your tasks right so if you do do that make sure that you go into each task or each record that's related to it and ensure that that plant start dates not keying anything in those areas again to find the project schedule early you know there's different types of schedules that you can create and ServiceNow has some out-of-the-box ones typically use you know weekdays from 8:00 to 5:00 excluding holidays that's typically the project schedule that they use but ServiceNow won't export that schedule they'll only export I believe it's the MS project schedule so if if you have a project you're trying to export it's gonna adhere to that that's scheduled and that may not be the schedule that they're using an MS project so then you run into a problem and then when you try to reinforce that schedule in it has a new schedule than the one that you earlier used so there's there's just some complications with the import and export and I would highly suggest against it if you if you can again I said does understand the dashboard require understand what they're trying to actually get out of it right are they are they trying to to understand you know how many tasks it could completed in one day how many portfolios have have demands that have become projects things like that because if you can start identify that then you know where you need to actually start collecting that data from and give them better reporting capabilities against tear customers to live and work in the planning console I like the back end form it's a little more user friendly and you won't get sucked into the black hole of I want this field to say this and not this and again project is kind of the the jumping-off point for for linking you know the entire impacted being sweet everything kind of Maps back the projects it's kind of a fulcrum that allows you to to go out to the other parts of the play of the console okay it's a resource management you know this this is a this is a big big piece of it a lot of people want to do resources but you know understand that resource management is is a separate standalone piece to the PBS suite right it's it's integrated with with project and portfolio management but it's its own piece and therefore requires its own management you know resource manager super separate than the project managers project managers to request resources and the resource manager should be able to allocate those resources you know the it a lot of people a lot of project managers want to be able to do that themselves and that's what and you know that's not kind of what ServiceNow is envisioned by by creating this you can see here that this would be a resource request right so I'm a project manager I need to here's my project and here's my name of my resource when I'm requesting it for this project you know if I identify the group's early determine whether you want ever you want to put the request out to any member of the team or a specific member you can you can choose in the drop-down if they have identified any skills as the resource and you know whether you're requesting actual an FTE or an hour but you know the resource requests again you can be very specific as to what what you want or you can allow the resource manager to say here's who I have available and I'm gonna allocate them to you based upon this now here you can see so I've take my resource plan the requested allocations came over here there were two group members in that group of the technical supports that met the criteria so I requested those resources and then as the resource manager I've gone through and I have allocated those resources so it's come through and it's you can see who is scheduled for and how many hours that they are scheduled for and once I because I have linked that project to this particular resource you can see now this is the project form I have a resource plan that's been created for me how much it's going to cost me and there's also a cost plan that's being created so you see now some of the financials are being are being created here via the resource plan what I would say is that you know resource plan again these are you can see that these are not you know project type data fields these are more financial right so you're gonna have a different skill set of people who are gonna be managing this versus project form right so you know is that that's why it's a really good idea to have a resource manager have somebody identified as a resource manager to be able to do this again it's just it's just different data fields there's different again there's different data that hides behind here and how it's calculated you can start to see there I'm starting to get into the financial section which may not play into the hands of an IT project manager especially because of the way the project manager feel is being defined by different clients so here I'll quickly take you through a resource plan so here I can say real quick and just you know you can see what is what is required obviously a groups are gonna be able to to assign us to somebody right I can do all members specific member or any member I'll just choose any how many hours you want to do or if it's FTE you can see it will change the FTE there's two hours say I need 200 hours now here you can see you can either assign it to an individual task or an actual project here's the project that I had that I have resources for and you had to find a time period obviously that's for today until two weeks you can determine whether you want to do this you want to allocate it on a weekly basis or a monthly basis or for the entire plan so if I know you know if it's a firm fixed price contract and I know it's going to be 40 hours a week I can just do the plan duration we're gonna go with monthly right now and allocation spread you can front-load it or you can be and even so we're just going to be even across so here is the ability to request it again if I'm a project manager I won't be able to submit I'll only be able to request it but as the sysadmin they'll be able to do that and you can see here see here as a resource manager I could say okay they've requested you know this amount of work from this group this group has obviously a bill rate so it's figuring it out for me so what I can do is actually go in and take a look at it again make sure it's all right I'm gonna confirm and allocate that that's okay and now you can see all three people my group got allocated to this in there and they are now booked now if you are using a timecard system you be able to interface with a timecard system here but we know that that's another that's another lesson for another time if you're going to do like no kidding time for allocation in here so we can go back to the project you can see now my total plant cost as it has increased you can see that I actually have now investments down here and cost plans that have been created before this particular resource so I'm already starting to populate these pieces over here so real quick again resource plan is it's not part of the PPM area again so you need to have a specific role to get into the resource plans resource user or a resource manager so not all project managers or resource managers obviously so just understand that when you submit a resource plan you need to have the resource that's somebody with resource user role or anything to manage that again it's best when the resource manager is the one priority is prioritizing allocating resources so you don't have people getting overbooked time partying again that's two dude one that separate the third phase the implementation that I have yet to meet a client that uses time cards they're very very well inside of ServiceNow so if that's a requirement as part of the resources that really has to be vetted and thought-out pretty pretty well and again this resource data is best viewed on a dashboard I would recommend just sending somebody to a dashboard to see you know almost like we do know with our time cards right you can see how many hours you've been allocated for how many you build so far going that week it's better to see it there than in the actual project and then real quick on the cost management section I wanted to highlight this part here in black because you can see that cost management tracks configuration item cost that's what it's built for in ppm they're not really using it for that they are using it again more to manage and track costs across projects but here you still have the ability to try to map it the cost centers of business services or applications which once a CMDB is set up if one is not set up it will allow you more easily to link those projects to sea ice again we've talked about this quite a bit but this is the financial section of the actual project form again these fields are generated mostly from related lists below they've got the cost plan related lists again if you're if they're trying to again there's there's scripts and things that run background that calculate these so if people are trying to change what this is there is going to be repercussions on how it actually does calculations so just be wary of that if a client wants to do that again I kind of start here these are gonna be your cost related type of related lists again they are they are they are cost types of Lists they are not project types of Lists so there's gonna be different data and different expectations that need to come from designing these and what I wanted to highlight was actually the project budget out of the box this new this new button doesn't exist there there's it submitted because they want your budget to come from actual planning you know somebody else planning budgets and saying hey I'm gonna plan this amount of money for this particular project and it will it will it will sit down here they don't want project managers to really start to create budgets after their project is stood up they think of it that you should be creating a budget for the project stats up I just want to bring that up because most most customers don't operate that way so you will have to just go in and and add this button to this particular related list again this is the project budget here you can see it's pretty sparse yeah where we are you can create a project or a budget for a demand or project but again all this all this data here rules up to the financial section and one thing that I do want to discuss is once you that you do start to use the financial and costing information you're gonna have to find a fiscal calendar so the the system knows how to start doing calculations it's pretty easy to do there's a fiscal period you just go in and generate the calendar but you can see it's mandatory so if you haven't generated your calendar yet you won't be able to use the the budgeting application and here this is also - if your project manager wants to expense lines you know expense came in for my project I gotta track it you can see here that again this is a this does not look anything like the project form so again this is new functionality that you need to teach your p.m. that to manage their actual project if that's if that's what they want to do you can see it's a different different form it goes out to different places in the system it just doesn't stay with that particular project there's the expense line table that's gonna have everyone at your expense lines there's cost models they use expense lines so you know understanding that it branches out further from this it's key one thing I want to do wanna point out though if you are doing expense lines the source ID even though it's not mandatory out of the box unless you have mapped this to a particular source it's not going to know where where were to put that expense line you can see that it has it at the task but it doesn't have that the source ID needs to be filled out or a wall map I don't know why that is but I've run into that a few times were at a client trying to to map expenses and they had they had their their tasks there and their cost center however they didn't have their source ID and it wasn't showing up in a related list so I won't walk you through this because I know we're at the top of the hour here but again for cost management the the cost core data is definitely different than project core data you have to have a you know basic knowledge of your finances which typically causes you to interact with the financial department finance people were notoriously hard to deal with especially in enterprise level data so be prepared be prepared spend some time doing that again yeah the financial stakeholders use external so you have to you're gonna have to get at the cadence with with Niall your your stakeholder but what an external stakeholder in the finance areas that see how they they identifying and quantify costs especially cost type that's typically a pretty big pretty big deal and many organizations now especially the cost data are trying to track it and an IT BM TBM manner with predefined categories cost centers in language so that's probably a good way if they if they don't know which way they want to go that would be a good way to to recommend they go forward and I will be getting into ITB m and T V and specifically in the next share of the wealth so that's kind of it [Music]