Application Portfolio Management Analyst Guide

187 Pages·2017·2.94 MB·English

Project and Portfolio Management
Center
SoftwareVersion:9.42
Application Portfolio Management Analyst’s Guide
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DocumentReleaseDate:October2017|SoftwareReleaseDate:October2017
ApplicationPortfolioManagementAnalyst’sGuide
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Contents
ProjectandPortfolioManagementCenter 1
Chapter1:GettingStarted 8
IntroductiontoApplicationPortfolioManagement 8
APMRoles 8
TheRoleoftheAnalyst 9
GuidelinesforBuildingYourApplicationPortfolio 9
APMFeaturesandComponents 11
GuidelinesforUsingthePPMDocumentation 12
GettingHelpOnline 13
Chapter2:ManagingAPMEntities 14
EntityOverview 14
EntityRelationships 15
ManagingEntities 15
CreatingEntities 16
OpeningEntities 16
SearchingEntities 16
EditingEntities 17
MonitoringEntities 17
Chapter3:UsingthePPMDataMigratorforMicrosoftExcel 19
DataMigratorOverview 19
BeforeYouStart 19
InstallingtheDataMigrator 20
ConfiguringtheConnectiontoaPPM Server 20
CreatinganImportSpreadsheet 22
CreatinganImportSpreadsheetfromaTemplate 22
CreatingtheSpreadsheetTemplate 24
PreparingtheSpreadsheetTemplateforImporting 26
CreatingYourOwnSpreadsheet 27
Connectingto thePPM ServerusingtheDataMigratorWizard(for Entity-RelatedTasks) 27
Creating,Updating,andDownloadingEntityData 29
CreatingNewEntities 30
UpdatingEntityData 35
DownloadingEntityDatatoaSpreadsheet 39
CancellingaDownload,Create,orUpdateProcess 42
CreatingNewEntitieswiththeMigrateOption 43
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ViewingtheDetailLogandFixingLoggedErrors 43
DownloadingandUpdatingValidationValues 45
Connectingto thePPMServerusingtheDataMigratorWizard(for Validation-RelatedTasks) 46
DownloadingValidationValues 47
UpdatingValidationValues 49
Viewing,Exporting,andImportingMappingRelationships 51
ViewingMappingRelationships 51
ExportingandImportingMappingRelationships 53
ReinstallingtheDataMigrator 54
UninstallingtheDataMigrator 54
ReinstallingtheDataMigrator 54
ClearingtheCache 55
Chapter4:SurveysandAdditionalApplicationData Collection 56
OverviewofSurveysandApplicationDataCollection 56
ConductingSurveys 56
GeneratingaSurvey 56
MonitoringIndividualSurveyResponses 59
ViewingtheSurveyResultsReport 59
EnteringSurveyResponseDataintotheApplicationEntity 60
CollectingandEnteringCommentsandNotes 60
CollectingandEnteringRatingsData 61
RequestingAdditionalApplicationInformation 62
IdentifyingtheApplicationsthatRequireAdditionalInformation 62
SendingaRequestforMoreInformation 64
Chapter5:ApplicationAnalysis 66
ApplicationAnalysisOverview 66
ApplicationSets 66
PPMDashboardandPPMDashboardPages 66
TypesofPPMDashboardPages 67
PersonalizingandManagingthePPMDashboardandPPMDashboardPages 67
Portlets 68
PortletDefinitions 68
Reports 69
DynamicGraphing 69
InstallingDynamicGraphing 69
StartingDynamicGraphing 69
ViewingApplicationRelationships 70
OpeninganApplicationSet 70
ViewingtheNumberofProcessesanApplicationSupports 71
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ViewingApplicationDependencies 72
ViewingProcessRelationships 74
OpeningaProcess 74
ViewingtheNumberofApplicationsthatSupportaProcess 75
ViewingtheApplicationsthatSupportaProcess 76
ViewingApplicationandProcessDetails 76
FilteringApplicationsandProcesses 77
ChangingtheDynamicGraphingDisplayofApplications 83
Color-codingNodesbyApplicationScoreValues 85
ChangingtheSizeofNodestoRepresenttheNumberofSupportedProcesses 86
ChangingtheDynamicGraphingLayoutofApplicationsandProcesses 87
SavingDisplayedApplicationsinanApplicationSet 90
SavinganImageofaDynamicGraph 90
RequestBrowser 91
Example:UsingtheRequestBrowsertoDisplayGroupedEntities 92
SavinganEntityGroup 94
AppendixA:Entities 95
EntitiesOverview 95
Application 95
Identity 96
Contacts 99
BusinessEnvironment 100
TechnicalEnvironment 102
Budget&Resources 105
Service&Support 106
Usage&Scale 108
Rating 109
Score 120
ApplicationSet 122
Summary 122
Scope 123
Location 124
Summary 124
Address 125
Process 126
Summary 127
Compliance 128
Roadmap 129
Identity 129
Phases 130
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Milestones 132
Server 134
Summary 134
SurveyRegistration 135
Summary 135
Details 136
TransformationProposal 138
Summary 138
ProposalDetails 139
BusinessCaseDetails 141
Value&RiskAssessment 142
Workstream 147
Summary 147
Schedule 149
Staffing 150
Scope 151
AppendixB:PPMDashboardPagesandPortlets 152
Overview 152
SharedPPMDashboardPagesandPortlets 152
FrontPage 153
PortfolioView 154
Applications 156
ConfigurablePortlets 158
ApplicationHealthBreakdown 159
ApplicationPortfolioSize 161
ApplicationtoProcessCoverage 162
ApplicationValueAssessment 164
ListofApplications(Analyst) 166
MyApplications 169
MySurveyRequests 171
MyTransformationProposals 172
MyWorkstreams 173
RatingofTransformationProposals 174
TCOSummary 176
AppendixC:Reports 180
ReportsOverview 180
EntityCoverageSummaryReport 180
ReportParameters 180
AnalyzingtheEntityCoverageSummaryReport 181
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EntityDetailReport 181
ReportParameters 182
AnalyzingtheEntityDetailReport 184
SurveyResultsReport 185
ReportParameters 185
AnalyzingtheSurveyResultsReport 186
SendUsFeedback 187
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Chapter1:GettingStarted
Chapter 1: Getting Started
Introduction to Application Portfolio
Management
ApplicationPortfolioManagement(APM)enablesyourorganizationto assessandprioritizeits
currentapplicationportfolioanddeterminewhichapplicationsneedtobemodernized.
OrganizationsuseAPMasthe firststeptowardsapplicationtransformationasthey:
Documentthesizeoftheirapplicationportfolioandtheapplicationsthatsupporttheir
l
businessprocesses.
Compareandanalyzeapplicationinformationsuchashealth,effectiveness,ownership,costof
l
ownership,businessvalue,andrisk.
Identifyimprovementopportunitiesandmodernizetheirapplicationportfoliobymaking
l
strategicdecisionsaboutthefutureofeachapplicationintheportfolio,includingwhetherthe
applicationsshouldbekept,changed,orretired.
APMisamoduleofProjectandPortfolioManagementCenter(PPM).Itaddsfunctionalitytothe
standardPPMinterface.
ThisguideisintendedforAPManalysts.Itdescribesthetaskstypicallyperformedbyanalystsand
providesinstructionsforperformingthetasks—orit refersthereadertothedocumentsthat
providethenecessaryinformation.
Note:ThisguidedescribesthedefaultinterfaceforAPM.CustomizationsmadebytheAPM
administratortomeetyourorganization'sbusinessneedsandrequirementsarenot
documentedinthisguide.
APM Roles
TheprimaryAPMroles—user,analyst,andadministrator—aredescribedinthissection.
Note:BesidesbeingoneoftheAPMroles,theterm"user"isalsousedgenericallyinthis book
torefertoAPMusersofanyrole.
l User.ThemostbasicuserofAPM.Usersperformtaskssuchascreatingapplicationentities,
managingtheapplicationstheyown,andrespondingtosurveysandsupplyinginformationfor
applicationswhenrequestedtodosobytheanalystandotherusers(asaproxy).Authorized
userscanviewandeditsomeorallofthefinancialsummaryforanapplicationentityor
transformationproposal.FormoreinformationabouttheAPMuserrole,seetheApplication
PortfolioManagementUser'sGuide.
l Analyst.ThemostactiveuserofAPM.Theanalystperformsmanytasks,includingcollecting
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Chapter1:GettingStarted
andanalyzingdataabouttheorganizationanditsapplicationportfolio.Formoreinformation
abouttheroleoftheanalyst,see"TheRoleoftheAnalyst"below.
l Administrator.ThemostadvanceduserofAPM.Theadministratorhasalltheabilitiesofan
analystanduserbutistypicallyinvolvedwithsupportingtheanalystinachievingtheanalyst's
goals.Theadministratorinstalls,setsup,andmaintainsAPM,definesusers,customizesfields
andvalidationsforentities,andcancreatecustomizedentities,datasources,portletdefinitions,
workflows,validations,reporttypes,andsecuritygroups.FormoreinformationabouttheAPM
administrator,seetheApplicationPortfolioManagementAdministrator'sGuide.
The Role of the Analyst
Asananalyst,yourgoalistocollectandconsolidatedataaboutapplicationsusedbyyour
organizationandtoturnitintoinformationconsumablebyyouandotherusers.Youcanconduct
surveys,createentities,importandexportentitydatausingthePPMDataMigratorforMicrosoft
Excel(DataMigrator),createportletdefinitions,andanalyzeapplicationsusingapplicationsets,
portlets,reports,graphing,andentitygroupings.Youcanalsotypicallyperformallthedutiesofa
user.
Youcanviewandeditallsectionsofentitiesthatyoucreateand entitiesforwhichyouarethe
owner.Youcanalsoviewinformationintheheader,BusinessEnvironment,Technical
Environment,andUsage&Scalesectionsofapplicationentities.Ifyouareassignedadditional
rolesorpermissionswithinAPM,youareabletoperformadditionaltasks.
IfyouaredesignatedasacontactforanAPMentity,youareableto performadditionaltasks
suchasviewingoreditingdatainsectionsofanentitythatarenottypicallyavailabletoanAPM
analyst.Contactroles—suchasbusinessowner,technicalowner,ITOcontact,andSME(subject
matterexpert)—areassignedintheContactssectionofanapplicationentity.Othercontactroles
areassignedintheSummaryordetailssectionsofmanyoftheentities.Therespondentroleis
assignedwhenauserisrequestedtoprovideadditionalinformationforanentity.
Note:Youmightalreadybeabletovieworeditdatainanentityif,forexample,youcreated
theentity.
Forinformationaboutthecontactrolesthatcanbeassignedinanapplicationentityand
descriptionsof theadditionalfunctionstheyprovide,see"Contacts"onpage99.Fordescriptions
ofotherrolesthatcanbeassignedtoananalystinanentity,see"Entities"onpage95andthe
ApplicationPortfolioManagementAdministrator'sGuide.Ifyouareanapplicationownerora
surveyrespondent,seetheApplicationPortfolioManagementUser'sGuideforinformation
aboutrespondingtosurveysandrequestsforadditionalinformation.
Guidelines for Building Your Application
Portfolio
Yourapplicationportfolioconsistsofapplicationsandtheirrelationshipstothe business
objectivesandprocessesusedbyyourorganization.
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Chapter1:GettingStarted
Followtheseguidelinestobuildanapplicationportfolio:
1. Learnabouttherelationshipsin—andcollectbasicinformationabout—yourorganization
anditsbusinessobjectivesandprocesses.Thisinformationassistsyouwithunderstanding
anddeterminingthenecessityandvalueoftheapplicationsinyourapplicationportfolio.
2. AsktheAPMadministratortocreatetheuserswhoaretoserveaspointsofreferenceforthe
entitiesthatyoucreate.Theseuserscouldbebusinessowners,technicalowners,ITcontacts,
budgetorbenefitsmanagers,subjectmatterexperts,reviewers,respondents,resources,and
sponsorsofanentity.
3. Startbuildingtheapplicationportfolioinventory,includingrelatedentitiessuchasthe
locationandprocessentities.
4. Iforganizationunitsandbusinessobjectiveshavenotbeenprovidedforyou,createthemas
necessary.YoucreatebusinessobjectivesandorganizationunitsinPPM.
Note:Beforeyoucancreateandmanageorganizationunitsandbusinessobjectives,the
APMadministratormustcreateasecuritygroupthatallowsyoutodothisandassignit
toyou.Formoreinformation,seetheAPMforPPMReleaseNotes.Forinstructionsfor
creatingandmanagingbusinessobjectives,seethe ProgramManagementUserGuide.
Forinstructionsforcreatingandmanagingorganizationunits,seetheResource
ManagementUserGuide.
5. Createworkstreamstomonitortheprogressofyouranalysis.
6. Collectinformationaboutyourapplications,andthencreateapplicationentitiesandadd
themtoyourapplicationportfolioinventory.
Note:Youcancreateentitiesoneatatimeoryoucanimportmultipleentitiesatonetime
intoAPMfromaMicrosoftExcelspreadsheetusingthePPMDataMigratorfor
MicrosoftExcel.Forinstructions,see"UsingthePPMDataMigratorforMicrosoftExcel"
onpage19.
Informationthatyoucollectaboutapplicationsincludessysteminformation,namesused,
versions,andcontactinformation.Itshouldalsoincludesdetailsaboutthebusinessand
technicalenvironments,budgetandresources,serviceandsupport,usageandscale,and
relationshipswithprocesses,organizations,andotherapplications.
Tofillgapsinyourknowledgeaboutanapplication,youcanusethe"NeedMoreInfo"
workflowsteptoinviteanotherusertoaccessanapplicationentityandupdatethe
informationaboutit.
7. Determinethetypeofdatayouwanttoanalyze(business-related,technical,orgeneral)and
sendoutsurveystoapplicationownersanduserstohavethemratetheapplications.
8. Createapplicationsetsandusesharedorconfigurableportletstorepresentthedataina
meaningfulmanner.
9. Usedynamicgraphingtographicallyviewapplicationsets,applications,andprocess
relationshipsandtodevelopapplicationsetsforanalysis.
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