Managing Portfolio Planning with PPM

  • Release version: Xanadu
  • Updated August 1, 2024
  • 2 minutes to read
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    Summary of Managing Portfolio Planning with PPM

    This guide provides best practices for integrating Portfolio Planning with Project Portfolio Management (PPM) in ServiceNow, ensuring data consistency and seamless synchronization between planning and execution tables.

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    Key Guidelines

    • Table Map Configuration: Avoid changing the filter conditions of a table map after records have been interfaced to prevent data inconsistencies. If changes are necessary, manually update relevant attributes on interfaced records.
    • Field and Choice Maps: Always configure appropriate field maps and choice maps alongside any new table map.
    • Import Job Restrictions: Do not modify table maps or their field maps while an import job is processing.
    • Tracking Record Origins: Use the Converted to field on planning item forms to identify the source record of converted items.
    • Reference Fields: When execution and alignment tables reference different tables, include Lookup field and Lookup column values in the field map for reference or glide list types.

    Troubleshooting and Maintenance

    • Check integration error logs within alignment integration records if data synchronization fails.
    • Verify that alignment and execution table filters are correctly configured and conditions met.
    • Ensure the Active flag is enabled on both alignment integration and table map configurations.
    • Confirm that fields and choices are properly set for each table map.
    • Configure planning item records to view the Execution URL field; if blank, use the Fix execution URL(s) for planning items action under Portfolio Planning > Integrations.

    Additional Features and Requirements

    • A Primary goal field is added to projects, demands, and epics table maps to synchronize goals between alignment and execution tables.
    • When importing or exporting projects, ensure associated demands are also synchronized.
    • You can create table maps for any execution table. For custom tables not derived from delivered demand or project tables, create a business rule to support interfacing records properly.

    Ensure that Portfolio Planning is integrated properly with Project Portfolio Management (PPM) following these guidelines.

    • Do not change the filter condition of a table map after the records are interfaced. The already interfaced records might not match with the new filter condition and any change in the filter condition can result in data inconsistency. If you need to change the filter condition, ensure that the relevant attributes on the interfaced records are updated manually to avoid data inconsistency issues.
    • Whenever a table map is created, ensure that the relevant field maps and choice maps are also configured.
    • When an import job for a table map is running (processing), do not modify the table map or its field maps.
    • Using the Converted to field on the planning item form, you can identify the original record from which it was converted.
    • Ensure that the Lookup field and Lookup column values are added whenever the execution and alignment tables are referencing two different tables, while creating a field map for field type of reference or glide list.
    • If there is a data synchronization failure, check if:
      • The Integration error logs related list within that Alignment integration record.
      • The Alignment table filter (for import) and Execution table filter (for export) conditions are met.
      • The Active flag in both the alignment integration and the table map is checked.
      • The appropriate fields and choices are configured for each table map.
    • If you want to view the Execution URL field, configure the planning item record to view it.
    • If the Execution URL field in your synced planning item(s) is blank, navigate to Portfolio Planning > Integrations and click Fix execution URL(s) for planning items. This action creates and updates the execution URL field.
    • A Primary goal field is introduced to the projects, demands, and epics table maps to support the integration of the Goal field between alignment and execution tables.
    • When you are trying to import or export a project, ensure that the demands (that are a part of that project) are synced.
    • You can create a table map for any execution table. If a table map is not created from one of the delivered tables (dmn_demand, pm_project) or does not extend from them, you are required to create a business rule to support the interfacing of the table map records. For more information on creating a business rule, see Create a business rule to apply a custom table map configuration.