think we'll go ahead and get started so we can do q a but I'm going to try to get through the initial presentation pretty quickly this deck will be up in SharePoint if you haven't seen it already and available after the call so no need to write anything down there is a link here to be able to go see the schedule and look at Future webinars and meetups that are coming up not just on his PM but on a lot of other topics so I'm here I'm Lauren I'm going to give the presentation primarily Molly's my backup so she can help me answer anything that comes up that I don't know or she can also just help me answer questions because we have quite a few people here today um so we're going to get through introductions some housekeeping I'll give an overview of APW this is the 4.x version so this is what's coming from San Francisco um you know Tokyo and on there are you know some new changes and some 5.0 um I know a lot of people haven't implemented that new functionality and this basic functionality does apply in many ways across the board too so I'll go through an overview we'll do a use case and demo of how we actually align work items to the goals and targets that we set for the business organization um and then we I've got some additional demo items that are open we'll start discussion after the main demo but I can also continue to go through a demo of more of those items if we as we have time so that q a discussion will kind of overlap with the end of the demo and I'll keep demoing more stuff as we go as we have questions um virtual round table please have a conversation feels for free raise your hand once I get through the basic presentation um and uh if you want to ask a question please make sure you put it in the Q a we aren't going to be monitoring the chat for questions um and they come in both streams it's just kind of hard for us to prioritize you know put them in the order they came in and stuff um we will record this we'll be up on the community um so you can refer back to it um and then there will be a survey that comes out on you know what the presentation was like was it helpful what else could we do differently and other topics that you might want to see um after this so we're going to start this off with a poll we want to kind of get an idea of where everybody is on their APW Journey um if they're you know if you're just beginning or haven't implemented if you're in progress if you're expanding it to try to get more adoption usage functionality whatever um or if you feel pretty mature and you're just trying to see what else you might uh find out today or what's APW if you somehow stumbled as a wrong reading yeah I figured some people just kind of come to these and I think it's really great because you kind of just find it totally New Perspective or something in service now that you can use there's a lot in there um so APW basically helps you align your product and portfolio managers um so it looks like we have a lot of people that are just beginning and implementing in progress so that's perfect um yeah that's perfect so a lot of what we're going to cover today is going to be slightly ahead of the curve like it's going to be a little bit more refined how you actually align the work items to your goals and Targets in the in the alignment planner workspace but I'm going to cover a lot of the basic setup stuff too so you'll probably get some really good information on just the implementation if you're planning it or inside yes too um so we want to align our work with that business strategy and a lot of times okay the poll keeps popping up and blocking me there we go um so we want to align our work with our business strategy but we want to allow people to be able to work on their discrete work tasks on a day-to-day basis in a way that they can see what's prioritized for them and they don't really have to go you know to that executive level to try to understand they can just have that visual available while we also want to see this progress on our work and whether it's aligning to those strategies an alignment plan workspace gives us great insight into our whole portfolio or business unit or whatever we're actually going to look at as far as our organizational unit and the specific work that's upcoming that's in progress and how it's proceeding um so this is just kind of a screenshot of it but we're going to have a goals framework so those targets that are set against those goals are going to be specific measures that we can use to check in and see how we're going towards those goals and track that as well and see how the progress we make on our actual work supports the actual goals that we're trying to track and that gives us really clear insight into how to prioritize work across projects demands ethics I'm going to use a hybrid model today that shows how to work with project tasks and epics side by side um so you know if you're just working in a waterfall or agile environment it would be a little bit more a little more simple use case um we're going to also look at how to create dependencies and be able to see how ethics projects demands and stuff like that relate dependency-wise which isn't something that I've seen really common in the industry yet and I think that's really going to be a huge benefit um so there are the roles that link does take you to the specific roles but I gave like a basic General um view here so the Strategic and executive they're going to set up those goals for the organization they might not even create the targets for how those are going to be tracked that might be up to the portfolio and product managers to do for their own areas um that would depend on how the organization is structured but that portfolio and product manager is then going to manage those targets against the actual work within their portfolio and make sure that that work is getting done to accomplish those goals while the portfolio user is basically able to go in and look at that information and that could be um you know anyone across the organization to be able to see how the organization is aligning with its initiatives and then the demand and project manager is going to basically break those initiatives into smaller work items so when they get kind of that mandate to go through and make the organization provide better customer service and they have a specific set of targets and they have these projects with these targets they're going to help work make that work aligned to that and then an APW admin is going to do a lot of the things I do today that's the actual tool so a portfolio I'm just going to go over some basic terms really quick collection of projects right and those kind of projects kind of fit together for some reason or another either they're a departmental fit together or they fit together for a specific strategic or operational objective a hybrid hierarchy like I'm talking about is where you're mixing agile and waterfall projects so you can have demands projects epics stories all kind of connected together a planning hierarchy is how we're going to structure the organizational levels and the items that are going to be planned based on that so at the portfolio level we're going to have the specific projects that are in that portfolio and ethics at the Enterprise level we're going to have the specific initiatives that we're going to be trying to accomplish with those portfolios APW workspace is a graphical interface that we can do roadmap planning and a lot more with to basically attract traditional and agile work against our business initiatives or two slides um your planning organization I'm going to show you this has different levels so we're going to define a planning hierarchy and that's like I was saying there's an Enterprise and then maybe you have the specific portfolios within that Enterprise and then below that you're going to have this the scrum teams or project teams that are going to be carrying out the work in this project so they're organizational units and those are aligned with the type of work that they're being tracked at that level with um the planning type items so items can be demands projects ethics but really like any type of work within the system it's just not out of the box you would need to configure that how your organization is going to use it so you could potentially have um you know changes in there if you're doing operational type projects you could have change requests in there and things like that um for those items goals are going to be specific measurable things that we want to achieve over a specific amount of time for the organizations some goals are all obviously just going to break that down into more granularity and then goal progress is measured against the gold Target so you can have multiple targets within one goal that measure different metrics of how that goal is being achieved and we are just going to check the progress towards those targets to see that alignment planner workspace also lets you manage a backlog um so a strategic backlog is basically going to be a work items that are for that entire strategic overview so it's been grouped together multiple departments group together multiple portfolios things like that and allow us to organize work across different across waterfalls and make that hybrid backlog management possible and then planning states in the specific planning items are going to be in new and review prioritized done and canceled so that's just how those are going to be tracked within alignment planner as they're connected to work items we have another poll here and then we're going to jump to demo um I'm just curious how everybody is with their plan to upgrade to Tokyo um so there's a few options on the screen whether you're in progress or planning and I've kind of put some date ranges next to that to you know yeah those are oh great there's a lot of new functionality and lenses coming out in APW um with Tokyo that's that it's really exciting um it's going to add on to the stuff we see today and I'm not going to present some of the new functionality because we're just going to focus on making sure that those work items are aligned to goals specifically um but it looks like yeah there's some other scenarios but it's like a lot of people are already underway or really close to getting started thank you so what I'm going to do is I'm going to go through and configure the workspace a bit and configure planning hierarchies I've already set up these decent amount of that in my demo instance what I want to do is show kind of the nuts and bolts of how that's linked together and then be able to show how those table structures align so that you can use those to tie the work to those goals and then you can also work to configure your own planning hierarchy if you want so a lot of organizations have a different structure than the out of the box planning hierarchies and you can build that you don't have to use just the specific one from out of the box um the rest of this as far as like creating goals backlog planning Road mapping best practices there's a whole list in each of those slides multiple slides of a lot of things I can demo we'll basically do everything with an asterisk beside it as time allows um so you know as far as goal setting we can go into a lot of detail but that's fairly intuitive and we can go into more if we want something like that so depending upon how many questions we have on the base demo we'll go forward with that um so this is just kind of an overview of what I'm covering today you'll have the recording and you'll have this deck so you can kind of refer to this and it'll be mostly the order I follow if I'm try to keep myself honest for what I plan to do um so the first thing we're going to do is go and configure our workspace so I'm going to go ahead and shut this out and leave this aside while I do that so this is the alignment planner workspace here and I just wanted to get into some detail about how to show work here so we have three different types of work here we have our demands we have our projects and we have our epics and those are all shown in the same window and they're colored by you know type of work so I have the color by planning item type that makes it easy for me visually I can also look into a lot of other things I can use so I can do it by the planning organization you know which portfolio it's from or which you know scrum team is associated with or something like that I can also do it by strategy so that those are all the same strategies so that's not going to help us out too much but if you have different strategies across the portfolio you can see which ones are moving towards those different strategies um so these are grouped by our strategy we have a couple here we have Delight customers and digital transformation so those are two overarching strategies um we can also group it by the planning organization if we like and that's going to be under digital transformation because we have one organization set up there um and then we can also group it by strategy the strategy is going to be what it's trying to accomplish so we're going to keep it there um when we look at these we see that we have road map Milestones on um I'll I'll set a milestone later on in the demo for one of these but we see these box right boxes right here so these are our key milestones for that specific project right um and we can turn those off and on there's also item milestones so the item Milestones are going to be specific to that project not the roadmap so the overarching roadmap Milestones are basically going to say we have multiple projects potentially that are done whereas the item Milestones are going to be the Milestones that are associated to that just that project there um you can turn off all the projects in just the only Milestones as well if you want and they're going to color code by the roadmap versus the item Milestone so the black would be the item medicine we have dependencies and dependency lines set here dependency lines can be a little bit fickle so when you create those one of the things you might want to do is turn that off and on or refresh and then it'll draw those lines kind of so if you're making changes on the fly it won't populate those lines as soon as you create that in the record um and you can also show only items with dependencies if you really want to be able to just kind of see what that critical path is um and that might not be a critical path in your organization but if you needed to figure out what that was that would be how you'd find it let's see um we can add different fields over here on the bars and that's going to basically allow us to plan benefit so we have the plan benefit that would be a dollar amount potentially you can make your alignment planner workspace kind of busy um you know if you add all these fields so keep that in mind but it can be helpful to have some of this up here scoring would be the value to the organization all right so then another thing we can move over to is the tracking mode tracking mode is going to let us see the basic progress for each of these and see the status of that so it's going to give us kind of more of a pmo view but it's going to be an overarching hybrid pmo view of all the work that's included question strategy shouldn't be a custom field no that's not a custom field I've installed um I'm curious what version you're on this is this is on Tokyo so if you haven't upgraded to Tokyo that might be why it's not there and strategy is really just going to be an overarching strategy that's aligned with the portfolio so it's at the portfolio level and it is a record you can look up in the system separate from alignment planner workspace um so we use epic as a planning item instead of enhancement because ethics can be composed of multiple stories um and those stories are going to potentially be enhancements that have enhancements alongside them so when you work at the epic level you can have a much more clear visual display if you wanted to do a story level view though when we get into creating this planning hierarchy you can absolutely make one of these for your scrum team and have you know enhancements and stories and stuff like that broken out you're just going to have to configure some of that yourself yeah yeah okay yeah that's the that's the Tokyo then thank you um but you will have goals you can look up we want to go to portfolio the transformation out of tracking mode all right um here we can create epics projects and demands you can actually add to this list if you want if you wanted to have other records in there as well I stopped sharing I didn't mean to do that I also have dependencies change grouping okay so we got that out of the way I want to talk a little bit about the plan this planning hierarchy example um so out of the box this is a hybrid planning hierarchy that's just set up out of the box we have our Enterprise pmo which is what we're calling the Enterprise so that's our planning organization and it has a corresponding planning items are initiative so those are the records that are going to tie to that level um and then under that we're going to have our portfolios that fit within the Enterprise and those portfolios are going to be based on projects and ethics so those are the planning items for that organizational level so this structure is how you kind of get that background of how your organization is going to be set up and that's really important as far as aligning to the types of work items you want to see and how you want to manage those in alignment planner workspace and there's a lot of flexibility here to do this the way your organization needs it scrum teams in the execution level are going to align to ethics and stories and then project teams are going to align to projects but we also obviously have projects demands ethics um already in our alignment center workspace that I've built us you could easily add stories there as well if you wanted oh we got another poll the last one um so I'm curious if people are planning on using the out of the box hybrid PPM or safe hierarchy or scrum um those are all available out of the box and set up the one I just showed you is the hybrid one and there's other ones that are a little bit more simplistic safe is basically just adding in the safe records um so it's it's a it's a child hierarchy from hybrid um and then some people are going to be configuring their hierarchies So based on this answer I might or might not go into how I'm going to configure my hierarchy um so it looks like we have about a quarter of the people here that are going to be configuring their hierarchy awesome yeah as far I mean I've built a few of these as far as configuring it goes it can be a little bit frustrating to kind of put the table structures and Views and make sure it shows up on the forms um but it's not it's not um hard to actually build out it just takes some time to kind of move around and see what data you're going to get based on how you line everything perfect yes it looks like half of us are hybrid um obviously the PPM waterfall one is going to be a little bit more simple than that so we'll probably be overshooting maybe the complexity that the waterfall folks are going to need to look at and then the configured hierarchies are obviously something I'll definitely cover them all right so this is basically the steps that we're going to go through while we do this I might refer to this to make sure I stay in order um because I don't necessarily do things in the order that I should sometimes so we're going to create a planning hierarchy from a template and modify the filters and settings or create our own so I'm going to kind of look at how you would create your own from one that I've already created so we kind of split the middle um let me get this here we're going to go get our organization type um yeah so if I come over here and look at our planning organizations we'll see a list of organizations and we'll see what planning hierarchy they're aligned with so we do need to go in here and create another planning organization to mirror the organization that we want to represent in alignment planner workspace now this can be um you know like your company it can be one-to-one with a specific business department you can kind of build these organizational units to match to whatever you want but they are a separate record in the system they aren't um you know your company record in the system for example and that basically allows you to build out an organizational structure that isn't the one that's going to live in servicenow with you all the time um okay so when I come over to my planning hierarchy I see my planning hierarchy or planning organizations so I need to add those in there each one's going to be created per that specific alignment um planning hierarchy and then I'm going to create these hierarchy nodes so the organization type is going to align to these tables so out of the box we have Enterprise portfolio um already set up and then I'm going to come over here and show you how you would add additional ones so if you're building out you're in configuring your own system hierarchy you're going to want to go to system definition and tables and I have the little breadcrumbs for how I'm getting to these places so you don't feel like you need to memorize where I'm going um and then all the tables are luckily going to be servicenow or a line and I've got that little code there also in the deck but servicenow underscore core underscore align um servicenow underscore align dyslexic or here we go okay so servicenale align core is going to have all of the different planning units and organization planning organizations that we have for alignment planner workspace as tables so if I want to add an additional like I did add scrum team here this isn't out of the box so I did servicenow aligned and went ahead and built scrum team as a planning organization so that I can have my stories under a scrum team board specifically so that's where you're going to have to go and create those organization planning organizations and then once you have the planning organization type over here then you're going to go back to that planning hierarchy record and create the specific name so scrum team X or you know scrum team Seal Team whatever your organization calls that um and this is where we're also going to create additional planning items so if you want to have stories in there for example you're going to create stories and you're going to align that to stories so that that's available let's go back over to planning hierarchies um so we'll go there um and if you do add additional tables you want to make sure that you are in the application scope APW and using up Facebook um so next thing we're going to do is we're going to review and create our planning item types that's going to be the same deal we're going to go back to those tables and we're going to create any additional planning item types like stories that we need then we're going to then we're going to create a record for our new planning hierarchy and select that methodology so here we have the place where I would create that record we have a few here I created my new one that we're going to show but I am going to walk you through a little bit about what we're doing here so these are the templates that we could use if I want to create my own fairly simple you do want to select scrum or safe you can't have both if you don't need if you want PPM or waterfall you're not going to need to have that in there that's just going to link additional tables to yours and once I have my planning hierarchy this is where I'm going to be building those nodes so I built those out in a different hierarchy and we're going to use that to kind of go through so that we don't have to build these um so the main thing is once we have those organizations so we see we have the Enterprise level and the item type here is the initiative so those initiatives are what are going to align under those strategies right but this is the table with an alignment planner workspace that aligns to those strategies um initiatives are going to be something like improved customer satisfaction or you know Drive business efficiency something like that we're not going to have a parent planning type or organization because this is the top and I am going to set that as root and that's going to help the system organize everything you can have more than one route but I would recommend going into the documentation because it has some specific rules about how you do that to make sure that it's still going to display your data in a nice way that's easy to use and then from there we see we have an order one two three four so Enterprise contains portfolio as the next organizational type that's the parent and then we see demands pop up we have another one here with portfolio and projects so that the portfolios that are linked to this specific alignment planner workspace are going to demonstrate all the projects and demands within the filters we use to show that and then we have portfolio that aligns with epic so that's how we're going to have our products our agile projects our waterfall projects and everything in between show up in from one portfolio in the workspace all right back and make sure I'm on track we've got our record created we've picked our methodology we've created our planning hierarchy nodes just to show you a little bit about what one of these is going to look like if I create it you need to go into the scope [Music] so when we create this new record it's just going to have you know what is the planning item type that we're focused on um I also have you know programs in here so we could potentially Say Hey I want my um I want to have my planning items for programs um within this portfolio also show up and this already exists here so but you can have programs alongside projects potentially too the parent planning item type would um you know not be would be the um what should we call it the initiative so it's going to align with the organizational Enterprise level and we want to have all those programs and ethics um still align to the initiative all the way down to the bottom because that's going to help us organize our work um to the actual goals and targets that we're going to see later you can use different planning to item types if you need like if you want to be able to see a project and then see the specific tasks for that project kind of show up underneath that project online planner workspace and you're not as concerned with aligning work to business strategy you could configure this different ways and I've seen a few use cases where that was relevant but the majority of the time that initiative is going to give you the most bang for your buck I'm not going to submit that because it's already one that exists in there and it's going to not let me all right so those are the nodes and those are basically aligning how our structure for our planning hierarchy is going to be set up um we have our organizations I want to get down to the next one so then we want to create our alignment integration record so this is how I'm going to make sure that my actual work is tied to into alignment planner workspace so I'm going to create an internal integration that's going to say okay between PPM agile or safe um which records do I want to create create those table maps and bring those records into the system and that's how I get into um having all this lovely data that I have over here in my alignment planner workspace so I can show you I haven't done an import so I have a scrum team here and I have a scrum team board no records haven't done an integration yet so when you get to this point you've got your planning hierarchy set up but you don't have any data in it and there is a way to do ad hoc alignment planner workspace I'll show you those later but you can just get a road map I guess and that's one way to go ahead and use some data pretty quickly without setting all this back end up um so I just went to alignment planner workspace with Integrations and what I see here is I have one integration so I have servicenow internal and that integration is set up to basically pull in the records yeah from four different tables so I set up projects demands portfolios and ethics so it's going to pull all of those records these are the import requests that I've run I have some integration errors those errors are because I have some data here from a demo instance that isn't going to work with this when I come back to the front I'm going to show you how to create this integration we will have our planning hierarchy nodes still visible here so we know how those records are going to come in and what they're going to relate to um if I had an additional integration I wanted to create nope this isn't the view I want to see here we go so I would just start out basically the same way I started out with the press cannot be processed oh I have to go to my other that's what I'm doing wrong okay so this is why I have a demo over here all right so I just started creating this new one here in my instance and we can see that I went ahead and set up the RM epic so basically what you do is just select that execution table and then select the alignment table and that's where it's going to come into um our instance specifically and get in the right one it's going to let me create one of these I promise all right why is it not letting oh I need a record so we're not going to be able to create more than one um within the same instance of these table maps and when I say that what I mean is you're not going to want to have more than one integration mapping data into an instance this alignment planner workspace you're just going to want to modify that other one so hi Lauren let me uh yeah I'm Molly here let me help you out um you will be able to have two different uh service now internal Integrations one reason why the one for your demo didn't create anything is because there wasn't any tables uh uh our hierarchy nodes set up you need to have the hierarchy node set up yeah yeah exactly right jumpy and I forgot about that stuff so yeah if you set up planning hierarchy nodes yes well I did it on the other one and then I jumped to this one so that absolutely correct and then once you set up your structure of your hierarchies you can then set up the service now internal Integrations what needs to be different is there needs to be a different filter on the different hierarchy nodes okay in specific records or dates or information that's in four that's how we had to differentiate it yeah and I'm noticing that my example demo actually isn't letting me create any more nodes in it so I'm not sure what's going on with that um but yeah if you see there's not an option to put new ones here um but basically what Molly's saying is because I don't have a planning hierarchy node I'm not allowed to put an additional integration in it but if we look over here at the one I built already um we can see that those hierarchy nodes are here and then we have this integration mm-hmm yeah so see I can't add any additional tables to this integration right here Wally that's what I'm pointing to uh is that because it's like Global and it was created somewhere else I don't know yeah because I'm in global okay I just did this like this morning too yeah so I can't create new integration I can create new table Maps though so I'll just work from there um and I do see that there's a question coming up or raised hand the integration runs automatically no you do run the import um and you can do a scheduled job to do that import though if you want it to run automatically but the way it is out of the box you're going to run that import specifically once you set it up so here we see our execution table and I want stories but it's not filtering for me there we go well there's a safe story that's interesting okay well we're going to use a safe story um unless to pick safe is the active thing here um so once we pick our execution table though so I want this to come in I'm going to just say project here but we would have to put that planning item in there for story and then we have the execution table for story here so I don't have the planning item in this alignment planner um so but yeah right now project would align here more accurately but then the filter condition is the other important thing so if whatever table we've picked has something that we can limit down to we just want active we want blocked we want to you know we can filter down to any any specific attribute in that table um and basically have that set of data there so creating those table Maps um allows us to say what we want to have come in but when we go into the actual integration unless we set up a scheduled job to run that we're going to actually have to click import so that we get those records pulled over there so so what you're running right now is the initial import of the data into that uh hierarchy and polling the planning items though the next time you open up the APW so they have uh alignment planner workspace you may see that you see a little circle kind of swirling what it's doing is it's running a background script that we have that actually pulls the data uh over and from the planning excuse me from the execution tables into the planning item tables so there already is a quote uh job running for you it's not going to bring in any new data once I add a table map though right uh so see that important data yes so the table map happens once if you update fields on a say the project execution table to the alignment table once you do that it will pick them up um in in the next sink yeah so newly updated records every time it sinks it'll click pick up but anything that's historical or hasn't been updated yet wouldn't be visible for for until it was either updated or added via like direct import like this yeah correct do you have to have an initial import yeah or you have what you have to have is the the uh servicenow internal map set up right and in order for it to know what it needs to import um so I've got a couple questions here how do we create new alignment tables um and what I'm going to show you real quick is that SN align core project um so if I just come over here to tables um so system definition we're actually going to create new tables in the system definition to do that [Music] um why am I not seeing it notice and then basically that SN core align is what we want to type here I think it's a line core I keep doing it backwards so these are all of our alignment tables here the service now align core that's same thing as alignment tables and we have items and organizations so if we want to bring in stories we're going to create a table I'm going to call it we're going to name it stories right then we're going to go ahead and pick up and extend this question and answer out of the way submit that and then when I come back over I'm going to link that into my alignment planner workspace I'm waiting for this to load and then we'll go back over and see the other side and yeah I I and my execution table you mean programs I would make an align there is an alignment um table already so I would just use the programs table and add that too so now I'm gonna have to go and add it in as a node oh I have actually so there's a couple of other instructions here that we have to kind of go around so once I create that table go here forward so I'm going to back up a little bit because I covered some of this maybe a little too quickly so when we create that planning organization type or planning item type these new tables that we're creating the servicenow Align Court those are the alignment tables that we use later to do that import and when we create that we do need to go back and create form views and workspace view rules so I just created that table and we don't see it showing up so I'm going to have to go look for APW preview APW default and APW new Under system definition tables and I've got a list out here because I'm not going to show you everything because we're you know it takes a lot of time and I want to try to get you guys like understanding what's in the presentation here but I will um let's pull this out of the way all right so we have workspace experience and this is going to give us some additional um and then we want our view rules configurable workspace forms where are there we go visual view rules are what's going to govern how we actually get in there I want to look for a line don't want agent workspace well we're just going to create a new one I don't see any of you living here currently exciting waiting waiting what are you trying to do Lauren um show us how to create a view rule to make to make it visible within the view so these are the different views that are available we have default new and workspace we need to update all three of these and take table for stories here well you might want to well table this and uh move to the other and we can see this at the end if you'd like also but yeah I mean this is part of the main setup so if we wanted to get our work items in there um we would want to cover this so you want an APW view is what you want to see yeah if you actually go to that planning item table yeah it's not my instance is just hung for a second I want and default they don't want Asian workspace so now we have alignment planner workspace showing up here so I can add filter conditions here if I want to change anything about what's going to be visible but and we'll come back in and I'll modify that so yeah building that out and there's like the instructions are actually in the PowerPoint deck is going to make that visible within the form so that you can select it then so the backend table and then pulling it up into the actual form of the front end um we've got this populated we've created and reviews and import requests there are error logs that can show up with those import requests um and there's troubleshooting available for that in the servicenow documentation um and I can show you where those are visible the links to the documentation and everything are already in the back here that that's provided too when we go through our integration and look at what our Imports are we'll see like there's 84 integration errors here and here we have an operation against servicenow Milestone was aborted by a business rule so some of these are going to be good because they're actually restricting planning items to make sure that you're not getting planning items you don't want within the system and you just want to review and if you're getting stuff filtered out but you don't want to have in there then there is Specific Instructions in the documentation of how to change that okay all right so we've got our planning hierarchy created we've chosen our methodology we've got our Fields inside of the tables Maps we've got our choice map I didn't show the choice map but it's basically a layer down from those field maps with the table and it's going to allow you to pick the specific list of values and stuff like that and make sure that those line up to alignment center workspace as well and that's going to be like status for example um so then we want to go and look at goals I will go back to the workspace here so that we can see how those goals show up in the workspace and then we'll go in the back end and create one all right so here we have goals for Acme Inc which is the overarching Enterprise um and Inspire customers happy employees leader in our industry you can create sub goals underneath that um and what these look like and I see a lot of people use attachments to actually give more detail about these goals if there's like a strategic Charter or anything like that or you know like an overarching initiative that's been published um so we're going to set that goal up and then underneath that we have our Target so I have customer feedback survey survey rating in here as a draft we do have a goals like there's a basic workflow to some extent of creating those targets and sometimes people basically set that up so that the portfolio manager or the project manager is Target you know drafting those targets and then sending those to the person that set that goal so that they feel like those metrics are actually going to apply and be most effective to measure that so we have a zero to five Target value our measure is a number and we can maximize that um so across our projects we're going to want to track that and see what our score is and then beneath that I have a couple of sub goals that say include improve employee satisfaction that's going to basically just break out the surveys that were sent to employees specifically um and this one just got pushed in here because I was searching for the employee when I created and then when we allow align work to this basically what that's going to do is that works specifically is going to be tracked against that Target so whichever tables we've aligned to our alignment planner workspace that's what's going to be available here assuming that we've done our default view and everything like that set up um so I'm going to go ahead and say demand here um and then I'm going to link it to specific demands that are available within my filter so these are demands that have been brought in VIA that integration and are now accessible as planning items to be tied to this goal um so I'm gonna I'm just gonna pick something here go ahead and save that and you can add multiples here you can have as many uh alignments as you want waiting for my instance all right so that I think that's a fairly simple process to set up um when we go ahead and create these goals these goals were already existing um and then I went down here and built out the targets so those specific targets are now going to be based against the aligned work so those overarching goals here are then going to have like a 13 progress and you can see any sub goals later in our industry is kind of winning over here it's got 58 percent when I come back to my roadmap I can see Delight customers these are specific projects that are building that so that's the work that's going to be aligned to that um if I if I want to keep it the same but I can also align work that's going towards other aims if it's going to also have that effect you don't have to limit it to just work that's slowly like projects that are aligned with that initiative you can also have projects that are just projects you're doing for operations or building new functionality and things like that aligned to a goal let's see what's my next objective here we oh and you can migrate goals there is a scheduled job to migrate goals that are existing already into alignment planner workspace um and it's basically I mean it's literally already there um you just follow the instructions and go over to system definition look at scheduled jobs and search for migrating goal strategy and related work item data so if you already have been tracking any goals targets things like that within your systems and organizations whatever the filter is that you've applied with your alignment planner workspace will make sure that all those are brought in Via this scheduled job if you create a new alignment center workspace um and then you know there's some details about how to set how to go ahead and get that going all right so um I'm gonna say like it's open form now if you want if we want to have some discussion and raise hands at this point I'm fine with that we can continue and I can be demoing kind of through this workflow I'm going to kind of go through backlog planning and Road mapping next but if you have specific questions about how to align work with that do let me know hello hello all right I see that people have raised their hands so yeah this is yeah I can hear you Lee okay hey thanks for doing this by the way this is normally helpful we um just kind of did an out of the box uh implementation of it and we set up the system are you able to hear me yes I can hear you yeah let's let we go real quick and then we'll pop to you sweeter if that's okay um so we set up our synchronization and it's bringing across the um demand epics demands and projects and it brought across our portfolios from PPM we had like 13 portfolios or something that we're standard there we want to be able to view our epics projects and demands by organization hierarchy like let's say our security group is the CSO and then within that they have uh let's say a planning department and uh engineering security Engineering Group um but we don't want to mess with the portfolios so how do you I think I've read something about lenses is it possible to set up a way of looking at your projects uh ethics and demands by organization without messing up the portfolios that came across via the synchronization yes and there's a couple of ways to do that so you don't have you don't have um Tokyo installed yet um without lenses what you can do um to that effect do you have is it aligned with your internal departments or business units yes it would be aligned to business we could do departments or business units either one I suppose yeah so business units and departments are already tables that are here in the system it wouldn't require a whole ton of work um to be able to make those available so if I look at nodes I need to be able but when I kind of go in here to the nodes come on let me edit um if I come into planning organization type we already do have departments and business units there so we would just have to make sure that we figured out how to like how would you select those business units right so if if it's like a clear like hey we have these 15 business units and we want to see our organizations aligned by that we would add those in um as a node and have business units um coming in here potentially under Enterprise or something like that and aligning that business unit to like demands or projects or whatever um and then instead of portfolios basically you can have portfolios and business units side by side in here and that's what I'd recommend until you get to Tokyo lenses will do this in a hyper awesome ways but there's a way to get that now so once you have that there then you're planning organization type is just going to be available here on the left side like I built I built a scrum team you know one over here but then you would have your business unit and you would be able to kind of like business units and go buy business unit now the only issue with that is you're looking at it per business unit so if you want to group those together you'll probably have to wait a bit till you get to lenses okay thank you yeah hopefully that's enough to get you going um in the right direction thank you yep yeah and lenses is great it's like another layer of control on this where you can kind of add a diff a whole nother layer so we have do you recommend having oh and Sweeto you were going to talk to how are the goals tied to strategies yeah so we have an Enterprise strategies and so I would like to understand how these goals are tied to the strategy so we can use this for our prioritization gotcha um so you had Enterprise strategies already set up in your system yeah and then we have a business unit strategies too you have business unit strategies also um I can answer this if you'd like Lauren yeah that'd be great because I haven't actually tied it to a business unit strategy I know Enterprise rolls up but the goals here are what we're going to import with that scheduled job and then the strategies would be aligned by the project that they're in on the left side so there's there's already just go ahead Molly yeah no so so because that is the Legacy um framework for Enterprise strategy business strategy and goals what we have is just as Lauren said in the import job that moves those the goals uh moves from the goals into the goals framework goals table and the Enterprise strategy and the business strategies uh Port over into the goals strategy okay so that's the the priorities and that's how they are aligned so moving forward you'll want to use the goals framework after you run the import or not import the migration so even though if we have a business unit strategies an Enterprise strategy in the system to use in a alignment plan or we need to migrate them to the planner you do you do okay yeah so we can't use those fills directly there right correct yeah if you have them set up goals business units under Enterprise strategy like all this oh can I type we just want that system definition scheduled job oh yeah yeah um and the name here migrating I just got to search for migrating and um this is how I got mine all pulled over in this this instance too to my new one yeah so this one um and you know like this is just what you're going to execute now and that's going to pull those and migrate those into the new the new framework okay gotcha thank you um what else do we recommend having goals for each planning item you create um so if it depends on how much you want your work in your organization to be aligned to a strategy so if you want people to be able to prioritize all of their work based on those or Enterprise initiatives um I don't know if you saw but there is a way to prioritize your strategies and you can make one over the other and I've seen people do some pretty excellent I've seen people do some pretty excellent stuff with configuring the capacity to look at the different uh strategies and make those kind of make those PR that prioritization of those uh strategies make the work actually align so as long as you don't have competing priorities across all of these um and then that prioritization is going to help people align their work so that's the only benefit to having every planning item assigned aligned with um you know a specific strategy and goal but you can also set goals that track targets that are not um that are just goals to like make sure that there's no work that's not getting done make sure we're not leaving stuff sitting out there because it's not prioritized like you can have a lot of targets like that and you can actually filter your records um to show you which ones are working like that so what was I going to show um I read that folio this one's got the most data that I put in here in it and I go to my backlog if I want to see sometimes um we can see our planning State and our item type and we can actually change which fields we want to see in this backlog so if I want to see our rank that can help me prioritize my work I can see my priority and kind of move some shade alternative ones move that around so that we can change those columns to make us be able to see our work and organize it so this backlog is across the entire organization it's projects ethics demands so every type of planning item you have in here is now prioritized for you as far as your work goes um so that's so Lauren why we are including projects here um because we're doing a hybrid model so we have um a waterfall agile approach that's using projects um demands and ethics all together okay because from from our environment perspective the only prioritize the demand where projects have not started so can we modify this backlog backlog to show only demands which are not prioritized um yes you can filter you can filter by anything you want here and you can also just so you just set up an alignment planner workspace that's going to have demands only if that's all you want to see you can Group by planning item two if you want and then you're just going to see demands up here and then ethics and projects are kind of broken out as separate there's a few different ways to just look at the demands by themselves hi Lauren this is Jennifer hey um so we just recently also uh so we have Tokyo and we recently just uh implementing the most recent APW patch I think that's five point x um yeah we also have goals and strategies uh set up Legacy right so if we want to use this new APW patch I guess is what I call it um we just run the migration do we need to set something up will the migration scrap just Port over the strategies and goals so that it's usable with the organization lens or do we need to set up and configure stuff before we run the migration script um so the migration script is going to bring all your goals strategies and goals over into alignment planner workspace um for the alignment planner workspace that you have set up so say I have like a agile alignment planner workspace set up I'm not going to see goals and strategies that are for projects unless I'm using a hybrid space but those will still be ported over into the new tables so then later if I build an alignment printer workspace for my agile projects those goals and strategies will show up there if there's link to them does that make sense yeah so we're not using the agile workspace yet we're using more like the PPM right so if we set up the alignment planner to just the I guess portfolio and then uh set up the org uh the organizational lens so we have and then a line of that I guess uh we have we do have strategies and goals set up then yeah that should work right yep I'm just we're only going to see goals here that are aligned to this portfolio so I'm in a digital transformation goals portfolio that's how I built my planning hierarchy so since my planning hierarchy is limited to a certain set of portfolios not my whole organizations I'm only going to see goals here that are related to those that the planning hierarchy like what tables are included in that okay but they're all converted when you run that so you don't have to like run it again if you were to make another alignment planner workspace and have a different you know a different planning hierarchy present in that alignment center works okay okay thank you yeah no worries um let's see what else is good stuff I've got here so black backlog planning I should did we get how to prioritize work like that so in the backlog to be able to go over and see that priority um across our items we can group and filter for any column that's here but specifically with demands I can see these are my three highest priority demands and that really kind of focuses my workload and then I can go it down and drill down and see which goals and strategies those are oriented to and even get a deeper sense of you know what's going to be most valuable for the organization we do have our um you know planned benefit and our plan cost um over here as well so we can kind of see how much we're going to get out of that so right now um you know these are zero and I'm going to get pretty good plan benefit out of them so I think these two would probably be my priority but you know it's going to be based on your organizations uh approach the ranking piece there oh yeah that would help with your uh prioritizing too so this ranking system there's a column here for ranking you could you can just stay on The View you were on okay yeah well the the actual ranking is over here though that's where we get our score I just wanted to show them like what that's coming from yeah so the back end calculation for this is here but this ranking here is probably going to give us the most amount the most value for the most goals for the highest priority strategies for the highest priority work so it's really set up and it's also based on risk you can have risk calculations and you can have the you know a lot more built into it than that too if you get into that but we obviously see this one that's going to make us a hundred and twenty thousand dollars for zero cost just pops right up to the top here um also in your planning though you may you can drag 22 up to 26 just by dragging it if you have that plug-in installed so normally I would just click here and move it up yeah yep and that would help too for the planning yeah so then I can basically set that ranking myself specifically and a lot of people the way they're using this is the kind of sitting down and having meetings to prioritize their portfolios so they can have a meeting share their screen and then they can manually move some of those rankings up and down to kind of get the whole thing organized but yeah so this is this is the real meat of how that specific work and this specific story you know if this story is under an epic that's number one then as an end user as a person that's just doing development on a story I already can kind of go in and just not have to think about which work I need to do next um and I think that's one of the things when I'm in the development role um that you know is is difficult is trying to decide what's the priority when you have a lot of competing demands let's see another question how we change calendar to start in October oh yeah yeah so um we have our planning period here um and if I come over here I can change to be quarter month or year so I changed that to quarter now but then my planning period is still going to be set so I still want to be able to go in and say okay well I want 2019 December 1st until next year um and that's going to you know restructure so we see that just bumped over so now I'm looking at quarters and then the date range that I'm seeing those quarters from within is going to be based on that um did that answer the question okay I'm going to say I answered it live just poke me if there's a quarter one month with the October instead of excited oh how can you change how your quarters are aligned I see it change October the new fiscal year so that's not going to be an alignment planner workspace that's actually going to be in your financials for PPM Molly where would I find that so there's two places you've got your fiscal period if you type physical period in instead of financials uh you have a fiscal period calendar yeah this one right there project or you have a business calendar yeah but the business calendar repeats every year and this one is specific to each year right depends on how they're looking at you bet they need October to be the new fiscal year then this is where they would set it up you're exactly right so they're FYI 18 whatever would be from October to um September yeah so you would just build out fiscal year 22 you know quarter one and then pick October for when you want that to start yeah and and actually you'd probably depending on how far you are within your uh PPM you know implementation or or usage it would be the fiscal the calendar generation that you change yep yep fiscal calendar generation and you find that under Facebook generate yep there you go yeah yeah so this is going to be how those are going to kind of go continually so you can just set up the initial parameters and then you can have it go ahead and build these out for you so that's way easier yeah the business calendar we want to point to I think though just so that you guys see you can change the engine names on these groups yeah yeah some people are still using this though and would have to modify this I think but the the fiscal calendars are how are what we do moving forward and I don't know if fiscal calendars are available um depending on if you have Financial plugins turned on though but this is available in every instance um I would just say that you know use fiscal if you can how to change Okay so we've got that and once you do that we'll automatically reflect an APW correct yes it the APW is just pulling that based on how this back-end structure is set up we don't need to change that the only thing we change in APW is that um planning window right yeah so this or planning period so this planning period is going to be specific to every single APW and you want to make sure to remember to click on the calendar and move to quarters if that's what you're wanting to look at too um so there's a few other things um we can like comment on portfolios and keep notes there are attachments available we do have just in general um you know the capacity to kind of keep a you know collaborative discussion happening over here with everybody that has access to edit this alignment planner workspace so that would be a portfolio manager or that executive level view but the executive level isn't going to actually be able to modify the portfolio and project data without that role additionally but I do recommend you know if you're going to use these um you know making sure that that collaborative stuff you know if you're doing it across the organization it just makes sense to be able to kind of have that discussion tracked over here or you know deep documentation of what the logic is behind re-prioritizing and that kind of thing what else I've got a nice list over here you got backlog planning we prioritize work realign Works goals and targets um so Road mapping um so alignment planner roadmap preferences we can add additional table preferences there and we can update the display limit of those roadmap Milestones as well hopefully just get my cycle foreign that's just a couple of Handy tips that I think um aren't intuitive maybe um as far as where to find things and then I'm going to show you how to configure and share some ad hoc roadmaps as well um we'll kind of jump out of here again and feel free to keep asking questions too I love this I love making being able to tell you stuff that you want to hear so um when I jump down to this button here an alignment planner workspace we see ad hoc roadmaps and basically I'm just going to come and say hey new roadmap and this is going to be like broken down specifically so if we're looking at a specific quarter and we really want to show that in depth for example I'm not going to pick this one because being first it's like let's say I just want this specific period of time and I want to be able to look at one specific area so I'm going to drive into risk in a state projects keep this simple and I only want to see projects but have an actual benefit greater than zero and we'll say I'm getting there priority is I and my goal so you can really get specific with this and create a road map for whatever it is that your focus is so a lot of people across function have a cross-functional like focuses in their work so they're really focused on an initiative or you know making sure that there's you know the actual the high benefit the benefit of the whole portfolio is net positive or something like that so they're gonna not really want to see all this data they're going to want to see stuff that's aligned to that goal for example or is high priority or is um going to bring us a certain amount of dollar and benefit does that work you see that Molly I think it just erased oh no it says okay so then we're going to save it we can add attachments into our roadmap so that when we share it there are there is additional data and that's kind of like reporting on the strategy that you have let me go back and edit mine because I didn't I did something where it didn't like can you show we're going to take these out all right I thought we had more questions we're going to show this other one I made um so this one is based on innovating our technology Baseline so I see some Cloud management stuff in here and these are high priority things that improve customer service and improve our technology budget so I set this up to kind of say hey if my job is to make sure it Services is getting great customer services ratings and to make sure our total cost of it operations is kept you know low or is you know efficient this is my roadmap um and then basically what I'm doing is I'm interacting with like a subset of alignment planner workspace that's really specific to me and you can make these uh in the tracking modes available you know it is interactive data I can go and look at the records themselves I can see the Milestones I can comment on the records and work on the actual work from in here so that's the beauty of this is these type of views would be something that I would use um you know as a manager of you know itsm customer satisfaction or something like that that's kind of a global view and it's going to allow me to go into the project itself um see who the owner is see what the status is see what my plan benefit is assign it goals change strategic priority go here and see what the Milestones would be if they're running in here see any dependencies this is you know based on another organization or it's or this is within this organization I can see dependencies in other organizations um and if I really wanted to just kind of jump in and start working on that project then I'm here you know um and I can go kind of into my work so if you were in an epic you could have a list of stories in here um here I have my um my dependency so I can go ahead and jump over to that see what the other project is so I'm linked to HR over here so I think that those ad hoc roadmaps are really beneficial and they are you can share them you can add users specifically um you can manage your shared users you can change this you can move it around the same way as alignment planner workspace so it has all the same functionality here but this is a great way to be able to share out a specific subset and basically communicate micro strategies across the organization such as customer satisfaction Improvement for itsm and stuff like that that aren't quite so wide-ranging and it's also a collaborative environment so you can have comments and discussion here as well all right so let's see we got through some Road mapping there's uh one question there Lauren in the chat about uh ways to control who makes changes to that view I think you kind of just showed it but maybe breezed over it when you're doing the share when you share with users you manage who can yeah show that again real quick and I'll put a few people in here so this is where so that's a managed shared user now and I can just keep adding additional people here as much as I want now Linda if you wanted to uh say who can change or who can view uh in apw4 that was not available but in APW of five we do have that available once you add the individual you can say what level are they able to be an editor or are they able to be uh just a viewer thanks Lauren yeah no worries yeah I sometimes go Breeze over stuff a little bit um so this is just some additional features that I think are helpful and I'm open to I don't know if there's any questions that have come over here but you know like I'm open to questions right now but plan on planning on scheduled items in a road map so you're not going to see anything showing up in your alignment planner workspace um what happened here did I mess up my date range I can reload yeah no no just go back to your view it's your date range you went to 19 or something and you got to slide over yeah I was changing it to kind of look at just demonstrate something that messed it up yeah the calendar yeah okay yeah well no it's Ramen too and I don't need it to be all that far back but it's in 20 yeah so I bet your data is over there you'll be yeah yeah there we go just need to make a little shorter so I can see some stuff and stuff so what was I gonna say unscheduled items that's it so this view here is going to show everything that shows up for our planning hierarchy as we designed it that doesn't have any dates on it um and basically what that lets you do is come over here and say okay Acme customer sales product now if you don't know how important these are they're in the backlog they'll still show up in the backlog but when you want to schedule them you don't have to kind of go you know open the record up and everything um we're gonna put it's going to pop it over into the group that needs to work on it because I try to put it into Delight customers instead of try to see if I know which one of these should go where to have some space here you can also double click on that unscheduled item to yeah there you be yeah I just like that you can just drag and drop everything I know I do too um so we'll put this starting tomorrow because you know nobody needs notice when a project starts and uh put my dates in here and update that and then it's going to pop you can see it popping them up over on the other side you got about four minutes left Lauren if you wanna okay go to YouTube yeah so we've got some additional stuff here at the end um sorry I didn't get to the rest of these there are some links that show you where to get to these in here um so I want to just make a point that um we do have an SPM Community this recording will be posted within 24 or 48 Hours up there you can ask questions and get answers there this survey will really give us more specific use cases if you have any that we can make sure we include in future meetups and there is a you know link to go here if you go here you can register for those future meetups um there's APW documentation out there obviously you're going to have this deck available as well and it's got a whole lot of additional information that I'm going to show you is here so we don't have time to cover it so these are really great resources there is a alignment planner workspace fundamentals out and now learning if you want to kind of learn those nuts and bolts that we were kind of covering today about those tables and how to structure those and make those fit the alignment planner planning hierarchy structures and align those tables and make the views and everything like that there is an alignment planner workspace landing page that has additional information Nation the community questions and answers out there when I first started in service now I learned massive amounts from community and then now creates also going to have all kinds of great information and then there's these enablement assets I'm not sure my font turns black but these are you know some of them are dated Back to December 2021 but it's just a list of a whole lot of assets related to the entirety of SPM um and you know that you know give you a lot of information give you a lot of additional ways that you can consider there's an APW sponsored that ABW stuff coming out here too there's a success map yeah tons of good stuff in there um and I really appreciate everybody coming thank you so much I hope it was helpful and I hope you guys all have a wonderful rest of the day is there anything else from Molly that we need to touch on no uh well actually in February if not sooner we'll be doing an APW of five Meetup and I'll be going over the lenses and the structure and uh how we can we'll be doing a use case there just as Lauren has done a great job today thanks again yeah well thank you all yeah have a great rest of the day thank you Molly I really appreciate your help you did well awesome