Roles installed with PPM Standard (Project Portfolio Management)

  • Release version: Xanadu
  • Updated August 1, 2024
  • 3 minutes to read
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    Summary of Roles installed with PPM Standard (Project Portfolio Management)

    Activating the PPM Standard plugin in ServiceNow installs a comprehensive set of roles tailored to support Project Portfolio Management across various functional areas including project, demand, program, resource, innovation, time card, and rate model management. Each role provides specific access and capabilities aligned with typical responsibilities within PPM processes.

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    Key Roles and Their Functions

    • Project Portfolio Suite Roles:
      • Portfolio Manager [itportfoliomanager]: Full access to all portfolios, combining project, demand, and budget owner permissions.
      • PPS Admin [itppsadmin]: Manages configurations and settings across projects, demands, programs, portfolios, resources, time cards, agile development, and timeline visualization.
    • Demand Management Roles:
      • Demand Manager [itdemandmanager]: Full access to Demand Management modules including resource and timeline functions.
      • Demand User [itdemanduser]: Access to Demand and Stakeholders modules.
    • Project Management Roles:
      • Portfolio User [itprojectportfoliouser]: View access to IT Portfolio Project records.
      • Project User [itprojectuser]: View project fields and modify select Project Task form fields.
      • Project Manager [itprojectmanager]: Full access to project management features including project creation and resource planning; also includes timecard approval.
    • Program Management Roles:
      • Program Manager [itprogrammanager]: Access to all program records and related activities.
    • Resource Management Roles:
      • Resource Manager [resourcemanager]: Reviews and allocates resources, manages skills and groups, and updates group details.
      • Resource User [resourceuser]: Creates resource plans and requests but cannot modify confirmed or allocated plans.
      • PPS Resource [ppsresource]: Identifies users/groups eligible for resource planning and visibility in resource plans.
    • Innovation Management Roles:
      • Idea Admin [ideaadmin]: Manages idea modules, categories, and mapping; creates tasks from ideas.
      • Idea Manager [ideamanager] and Idea Manager Professional [ideamanagerprofessional]: Manage ideas and create associated tasks such as projects or demands.
    • Time Card Management Roles:
      • Time Card Admin [timecardadmin]: Full write access to all time cards.
      • Time Card Approver [timecardapprover]: Approves or rejects submitted time cards.
      • Time Card User [timecarduser]: Creates time cards for themselves.
    • Rate Model Roles:
      • Rate Model Admin [itratemodeladmin]: Manages all aspects of rate models including configuration, import/export, and administration.
      • Rate Model User [ratemodeluser]: View-only access to rate models and lines.

    Why It Matters to ServiceNow Customers

    These predefined roles streamline the assignment of responsibilities, ensuring users have the appropriate access needed to manage projects, demands, resources, innovation, and financial aspects efficiently. Understanding these roles helps administrators assign permissions accurately, maintain security, and enable effective collaboration across PPM functions.

    What to Expect

    Upon activating the PPM Standard plugin, customers gain a structured role framework that supports end-to-end portfolio and project management processes. This enables role-based access control, tailored user experiences, and facilitates governance over project and resource activities within ServiceNow.

    Roles are added with activation of PPM Standard plugin.

    Project Portfolio Suite roles

    Project Portfolio Suite adds the following roles.
    Role title [name] Description Contains roles
    Portfolio manager

    [it_portfolio_manager]

    		 Has access to all portfolios. Has the same access permissions as a project user and a demand user. Also has budget owner role is added as part of Financial Management.
    • it_demand_user
    • it_project_manager
    • it_project_user
    • portfolio_manager
    • it_demand_manager
    • it_project_portfolio_user
    PPS admin

    [it_pps_admin]

    		 Can view and modify the preferences, configurations, and settings for projects, demands, programs, portfolios, resources, time cards, agile development, and timeline visualization.
    • it_program_manager
    • it_portfolio_manager
    • it_project_manager
    • it_demand_manager
    • pps_admin
    • timeline_admin
    • rate_model_admin

    Demand management roles

    Demand management adds the following roles.
    Role title [name] Description Contains roles
    Demand manager

    [it_demand_manager]

    		 Can access all the modules of the Demand Management application.
    • it_project_user
    • resource_user
    • timeline_user
    • demand_manager
    • it_demand_user
    • rate_model_user
    Demand user

    [it_demand_user]

    		 Can access the Demand and Stakeholders modules of the Demand Management application.
    • demand_user
    • pps_resource

    Project management roles

    Project management adds the following roles.
    Role title [name] Description Contains roles
    Portfolio user

    [it_project_portfolio_user]

    		 User who can view IT Portfolio Project records. project_portfolio_user
    Project user

    [it_project_user]

    		 Can only view Project form fields. Can modify additional fields on the Project Task form, such as Time constraint and State.
    • it_project_portfolio_user
    • project_user
    Project manager

    [it_project_manager]

    		 Has access to all Project Management application features and functionality. This role enables project managers to create and manage projects, tasks, and resource plans. For configuration access to modify application settings and preferences, use the PPS admin [it_pps_admin] role instead.
    • resource_user
    • it_demand_manager
    • it_project_user
    • project_manager

      The project_manager role also contains the timecard_approver role.

    • timeline_user
    • rate_model_user

    Program management roles

    Program management adds the following roles.
    Role title [name] Description Contains roles
    Program manager

    [it_program_manager]

    		 Program managers have access to all programs.
    • resource_user
    • it_project user
    • program_manager
    • it_demand_user

    Resource management roles

    Resource management adds the following roles.
    Role title [name] Description Contains roles
    Resource manager

    [resource_manager]

    		 Users with this role can:
    • Review resource plans, confirm, and allocate resources to tasks.
    • Create skills and view them in the User Skills list.
    • Read schedules.
    • Create a group of type pps_resource.
    • Add users to or remove them from any groups.
    • Update group name, group email, parent, description, manager, average daily FTE hours/hours per person day, and hourly rate.
    • resource_user
    • timecard_approver
    • skill_admin
    • rate_model_user
    Resource user

    [resource_user]

    		 Users with this role can create resource plans and request resources. Project managers are typically given this role. Resource users cannot make changes to plans in the Confirmed or Allocated state.

    None
    PPS resource

    [pps_resource]

    		 Only users with the PPS Resource role are considered for resource planning, and only users or groups with the PPS resource role appear in resource plans.

    None

    Innovation management roles

    Innovation Management adds the following roles:
    Role title [name] Description Contains roles
    Idea admin

    [idea_admin]
    • Creates idea module.
    • Defines idea categories.
    • Configures mapping of idea categories with idea module.
    • Manages ideas and creates tasks such as story, epic, feature, project, or demand from an idea.
    		 idea_manager
    Idea manager

    [idea_manager]

    		 Manages ideas and creates tasks such as project or demand from an idea. None
    Idea manager professional

    [idea_manager_professional]

    		 Manages ideas and creates tasks such as story, epic, feature, project, or demand from an idea. None

    Time card management roles

    Time card management adds the following roles.
    Role title [name] Description Contains roles
    Time card admin

    [timecard_admin]

    		 Has write access to all time cards.
    • timecard_user
    • timecard_approver
    Time card approver

    [timecard_approver]

    		 Approves or rejects time cards for time card users. timecard_user
    Time card user

    [timecard_user]

    		 Creates time cards for self. None

    Rate model roles

    Role title [name] Description Contains roles
    Rate model admin

    [it_rate_model_admin]

    		 Manages rate models and rate lines. Has all privileges within rate model, including configuring attributes, export and import of rate lines, and administration.
    • rate_model_user
    • import_set_loader
    • import_transformer
    • import_admin
    Rate model user

    [rate_model_user]

    		 View rate model and rate lines. None