Executing Portfolio Planning work in PPM

  • Release version: Xanadu
  • Updated August 1, 2024
  • 2 minutes to read
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    Summary of Executing Portfolio Planning work in PPM

    This content explains how ServiceNow customers can facilitate execution of their Portfolio Planning work using the Project Portfolio Management (PPM) application. It outlines the integration between Portfolio Planning and PPM, enabling import, export, and synchronization of planning items to effectively manage and track projects from planning through execution.

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    Key Features

    • Visibility and Management: View PPM planning items directly within Portfolio Planning.
    • Import and Export: Seamlessly import planning items from PPM into Portfolio Planning and export prioritized items from Portfolio Planning to PPM for execution.
    • Bi-directional Synchronization: Updates to linked planning items sync automatically between Portfolio Planning and PPM, including status, progress, costs, resources, risks, and issues.
    • Execution Methodology Support: Supports traditional waterfall or project management teams using PPM Standard without needing Agile 2.0 or SAFe frameworks.
    • Real-Time Updates: Changes in either system reflect in the other within seconds for consistent and up-to-date project tracking.

    Key Outcomes

    • Integrated Planning and Execution: Customers can plan in Portfolio Planning and execute in PPM to maintain alignment between strategic prioritization and project delivery.
    • Improved Project Tracking: Portfolio managers can track project status, costs, and risks in Portfolio Planning while project managers manage detailed execution in PPM.
    • Flexibility in Adoption: Portfolio Planning can operate standalone for planning and prioritization. PPM Standard is installed only when teams are ready to execute work, allowing gradual adoption based on organizational needs.
    • Common Use Cases: Ideal for infrastructure, traditional PM teams, and conformance-driven projects using waterfall methodology.

    Practical Guidance and Troubleshooting

    • Setup: To start integration, configure Portfolio Planning with PPM as outlined in ServiceNow documentation.
    • Execution System Plugin: Ensure the PPM execution plugin is installed and activated to export planning items.
    • Role Requirements: Users need appropriate roles (e.g., projectmanager) to manage planning items and projects.
    • Data Synchronization: Verify bi-directional sync is enabled and that planning items and PPM projects/epics are properly linked.
    • Common Issues: If planning items do not appear in PPM, check item state (must be Prioritized) and permissions. For sync failures, review integration configuration and transformation mappings.

    Facilitate execution of the work planned in Portfolio Planning in ServiceNow Project Portfolio Management application.

    Import, export, and manage your planning items between Portfolio Planning and PPM.
    Figure 1. Integrating Portfolio Planning and PPM
    Real-time sync of planning items between Portfolio Planning and PPM.

    Key benefits of Portfolio Planning with PPM

    • View available PPM planning items in Portfolio Planning.
    • Import planning items from PPM to Portfolio Planning.
    • Export planning items from Portfolio Planning to PPM.
    • Synchronize updates for linked planning items of Portfolio Planning with PPM.
    • Track the progress of the linked planning items in Portfolio Planning.

    To get started on integrating Portfolio Planning with PPM, see Configuring Portfolio Planning with PPM.

    Frequently asked questions about execution integration

    Can I use PPM Standard for project execution without Agile 2.0 or SAFe?
    Yes. If your teams follow waterfall or traditional Project Management methodology, use PPM Standard (Project Portfolio Management) as your execution system. Planning items created in Portfolio Planning can be exported to PPM as projects. Changes in PPM (project status, costs, resources) sync back to Portfolio Planning automatically.

    Use case: Infrastructure team plans in Portfolio Planning, executes data-center migration project in PPM Standard with Gantt charts, task dependencies, and resource management.

    When do I use PPM for execution?
    Base your decision on team methodology and org scale: PPM Standard: For waterfall projects, traditional PM teams, infrastructure work, conformance-driven initiatives.
    Should I install PPM Standard to use Portfolio Planning?
    No. Install PPM Standard if your teams actually uses it. Portfolio Planning works standalone for planning and prioritization. Add the PPM plug-in when teams are ready to execute work in this system.
    What data syncs between Portfolio Planning and PPM?
    Bi-directional sync includes:
    • From Portfolio Planning → execution: Planning item name, description, owner, goals, budget, priority, timeline.
    • From execution → Portfolio Planning: Status, progress %, actual costs, resource assignments, risks/issues.
    • Real-time updates: Changes in either system appear in both within seconds.

    Common execution scenarios

    Scenario: PPM only organization (waterfall projects)
    1. Portfolio managers create planning items in Portfolio Planning.
    2. After prioritization, export planning items to PPM Standard as projects.
    3. Project managers build WBS, create tasks, assign resources, manage timeline in PPM.
    4. Portfolio Planning shows project status, costs, risks automatically

    Troubleshoot execution integration

    • Issue: Planning item not appearing in PPM
      • Verify the execution system plugin is installed and activated.
      • Check that planning item state is Prioritized (items in the Backlog state don't export).
      • Confirm user has required role in execution system (project_manager, scrum_admin, safe_admin).
    • Issue: Changes in PPM not syncing back to Portfolio Planning
      • Verify bi-directional sync is enabled in integration configuration.
      • Check that the planning item and PPM project/epic are properly linked (primary planning item field is populated).
      • Review transformation maps for any table, field, or choice mapping issues.