Roles for Digital Portfolio Management

  • Release version: Xanadu
  • Updated August 1, 2024
  • 2 minutes to read
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    Summary of Roles for Digital Portfolio Management

    Digital Portfolio Management (DPM) in ServiceNow offers two primary roles—DPM admin and DPM manager—to manage and interact with personal portfolios within the DPM Workspace. These roles are installed automatically when you activate the DPM application from the ServiceNow Store.

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    Roles and Permissions

    • DPM admin [sndpm.dpmadmin]: Responsible for configuring the DPM Workspace for users. This role can create, retrieve, update, and delete all personal portfolios created by anyone. It also allows assignment of the DPM manager role to groups for portfolio access management. The DPM admin can view and update all DPM system properties and has KPI management capabilities such as creating and mapping KPI groups. However, they cannot manage service portfolios unless they also have appropriate Service Portfolio Management roles.
    • DPM manager [sndpm.dpmmanager]: Acts as the end user within the DPM Workspace. This role allows CRUD operations on personal portfolios they own or edit, viewing portfolios they have access to, creating demands and Continual Improvement Management (CIM) items, updating roadmaps, and viewing KPIs. DPM managers cannot edit services, offerings, or business applications or access Service Builder editing features unless additional roles are assigned.

    Both roles inherit additional roles if the enterprise portfolio plugin is installed: the DPM admin inherits the enterprise portfolio admin role, and the DPM manager inherits the enterprise portfolio viewer role.

    Assigning Roles to Groups

    To allow groups to edit or view personal portfolios, the DPM admin assigns the DPM manager role to user groups via the personal portfolio record. This involves accessing the dpmpersonalportfolio.list, selecting the desired portfolio, editing user groups, and updating the group assignments accordingly.

    Key Tables Installed with DPM

    DPM installs several tables to support portfolio functionality, including:

    • dpmpersonalportfolio: Stores all created personal portfolios.
    • dpmpersonalportfolioitem: Records all types within personal portfolios.
    • dpmavailableitemtype, dpmnavigationhistory, and dpmunifiedbacklog: Manage item types, navigation history, and backlog data respectively.
    • Tables supporting KPIs and their groupings, integrating with Service Portfolio Management and team performance KPIs.

    Practical Considerations for ServiceNow Customers

    Understanding these roles and their permissions allows your organization to effectively manage personal portfolio access and administration within Digital Portfolio Management. Assign the DPM admin role to those responsible for workspace setup and KPI management, and assign the DPM manager role to portfolio owners and contributors. Proper role assignment ensures secure, controlled access to portfolio data and related functionalities, improving portfolio oversight and collaboration.

    Several types of components are installed with Digital Portfolio Management (DPM) when you activate the application from the ServiceNow® ServiceNow Store. DPM has two roles - admin and user.

    Roles installed with DPM

    There are two roles for DPM.
    • The DPM admin [sn_dpm.dpm_admin] role configures the DPM Workspace for users. The DPM admin role can create, retrieve, update, and delete (CRUD) all personal portfolios created by anyone. The DPM admin role can also assign the DPM manager role to groups so a personal portfolio owner can select groups to view or edit personal portfolios.
    • The DPM manager [sn_dpm.dpm_manager] role is the end user of the DPM Workspace. The DPM manager role can only CRUD personal portfolios that they create.

    See the following table for information about each role.

    Table 1. DPM roles
    Role title [name] Description Contains roles
    DPM admin [sn_dpm.dpm_admin]
    • View all DPM system properties and admin pages.
    • Update all DPM system properties.
      Note:
      The DPM Admin role can't CRUD service portfolios unless they have the appropriate service portfolio admin or manager roles from Service Portfolio Management.
    • Use Key performance indicator (KPI) functions:
      • View KPI group tables for KPI groups and KPI group mappings.
      • Create KPI groups.
      • Update and delete all KPI groups.
      • Map KPI groups.
    • sn_dpm.dpm_manager
    • sn_ep.enterprise_portfolio_admin (can CRUD enterprise portfolios that are created using the enterprise portfolio tables).
      Important:
      The DPM admin only gets this role if you install the enterprise portfolio plugin. After you install the plugin:
      • The DPM admin role inherits the enterprise portfolio admin role.
      • The DPM manager role inherits the enterprise portfolio viewer role.
    DPM Manager [sn_dpm.dpm_manager]
    • Retrieve and update personal portfolios that they’re editors of.
    • Retrieve personal portfolios that they’re viewers of.
    • Read all available data in the DPM Workspace.
    • Create demands.
    • Create Continual Improvement Management (CIM) items.
    • Update roadmaps.
    • View KPIs in the DPM Workspace.
      Note:
      The DPM manager can't view or map KPI groups in the ServiceNow AI Platform but users with the service_editor, service_admin, or service_author roles can map KPI groups to their services.
    • Functions that the DPM manager can't do:
      • Edit services, offerings, business applications, or application services.
      • Edit and update relationships to services, offerings, business applications, or application services.
      • Create or edit a service in Service Builder.
        Note:
        Service Builder buttons are hidden for the DPM manager role unless the user has the correct role that provides edit access to a particular solution.
    • sn_devops.viewer
    • cmdb_read
    • sn_team_perf.team_performance_user
    • service_viewer
    • sn_ep.enterprise_portfolio_viewer

    Assign the DPM manager role to groups

    To edit a personal portfolio, a group must have the DPM manager role.

    To assign the DPM manager role to a group, the admin does the following:
    1. Enter dpm_personal_portfolio.list in the Filter navigator.
    2. Open the personal portfolio record that you want to assign the DPM manager role.
    3. Select Edit user groups, and then search for the user groups to add to the DPM manager role.
    4. Repeat the previous step for View user groups if you want to add the DPM manager role to the groups that view personal portfolios.
    5. Select Update.

    Tables installed with DPM

    Table 2. Tables installed with Digital Portfolio Management
    Table Description
    dpm_available_item_type Stores records for each type in a personal portfolio.
    dpm_navigation_history Stores records for navigating each type in a personal portfolio.
    dpm_personal_portfolio Stores records for each created personal portfolio.
    dpm_personal_portfolio_item Stores records for all types that are in a personal portfolio.
    dpm_unified_backlog Stores records for backlog information in a personal portfolio.
    sn_dpm_kpi_group_m2m_spm_nodes Stores records for key performance indicator (KPI) group nodes from Service Portfolio Management.
    sn_dpm_kpi_group_m2m_viz_config Stores records for KPIs grouped by data visualization.
    sn_team_perf_kpi_group Stores records for KPIs grouped by team performance.