I want to thank everybody for downloading today and joining we're glad to have you here look forward to sharing with you spw over the next hour and a half all right I think uh we're we're a time let me let me go ahead and get started here um first just welcome to everybody who's joined um this I'm Scott Wallace and I'll do some introductions here in a minute but welcome to the strategic planning workspace to learn how to implement strategic planning workspace to align your work to strategic roadmaps so a little bit of housekeeping um there'll be time for Q a in the presentation during during presentations um please don't use chat use q a if you have questions we have people online with us that can answer those questions during the session and if we don't answer them during the session we have a at the end we have a q a and we'll we'll try to answer those live uh this session is recorded and it will be shared on the servicenow community after the session and also if you would please after the session ends we hope you had a very good learning experience and there's a short survey we'd like for you to take and so as always in these presentations we'll be talking about product and we'll be discussing items that may be forward-looking uh we may be making forward-looking statements that are based on our belief and assumptions and information that's currently available to us the time of this presentation so just as a note that we'll be talking about a few things and so the Safe Harbor statement okay so I'll do a quick introduction I'm Scott Wallace uh product success manager and strategic portfolio management organization uh benefit now for seven years started actually implementing back in 2015 on uh itbm at the time it was called when first uh first was introduced so I've been working with the product for a long time been in product success since I joined service now doing the same same capabilities and sharing with customers and Molly is on the call also I'm always also a product success manager same organization strategy portfolio management been aware service a lot longer been servicenow for 12 years um and based in South Dakota I'm based in Atlanta so the two of us will be hosting today and answering questions and so forth right so let's first talk about what we're going to cover today right so I'll go over the agenda and we'll talk about a challenge I have for you um we'll talk about the journey right so a journey your journey being that we'll have some polls for you some interesting polls to ask to kind of gauge your perspective on what you see and then we'll talk about what's driving our strategy what's driving our business strategy we'll talk about some key Concepts around SPM and spw specifically uh then we have some demonstrations we'll go through a lot of demonstrations of the product I want to talk about leading practices and of course at the end we'll have q a so the challenge I have um and I kind of like to phrase it up the beginning is hopefully during these sessions you'll have some learnings and the learnings will be when you're finished you're going to be able to kind of start your own path on deployment of spw right so fundamentally the goal is understand capabilities what's required to deploy and then how can you share with your own community and your stakeholders uh you know the benefits of spw so we'll we'll gauge ourselves at the end here if we meet this challenge so this is now when we're going to step into um some polls and Molly if you're on there um I guess we're ready to kick off the First full so the first poll is really about your digital transformation you know where do you see yourself in your digital transformation not started at all we're doing but it's going slow uh three would be progressing kind of as planned and a few sometimes you see um you know progressing very well and actually it's quantifiable and qualifiable right this is kind of a top level view of how how you're moving the organization and the digital transformation way so we're seeing good results here thank you everybody and thank you for participating these polls too because I always find them interesting and to see um where the general consensus is and I I see the consensus starting to build here already yeah all right Molly I think that's good on this one and so kind of as expected um a lot of people have just getting started um and it's going slower than expected um and I want to comment on that one we have some that are um you know progressing well um only a few that are really kind of in the advanced stage but the starting going slow maybe sbw is going to help you understand how you can push that a little faster right that's one of the goals here is to show you how you can use spw to drive your digital transformation all right so we can move on to the next poll so poll number two we move the next slide here hole number two is about your playing process right how automated is it is it automated is it somewhat automated um what is your general planning process look like right um because the goal here of course with spw is to unify the execution layer and the planning layer and start the automate your planning process and improve it for efficiency I'd love to see a bunch of fours but that's not common but it's probably more common to say you have probably twos and threes in there or possibly as I'm seeing here some of the results say it it's still pretty manual which is for for those who answered that would be a big opportunity to look at spw for your plenty because if it's today it's all manual and you're using projects and demands and epics or any combination of that you have an opportunity to take on spw to help you uh step out of manual all right that looks like in a good end there Molly you can show the results on that one can you see the results no it says uh yeah oh there it is there it is it's up now yep okay so um poll number two yes so thank you so there's the result so a lot of um a majority of people really are looking at manual process only um a few are moving it's moving solely but there's some manual processes kind of expected no one is streamlined and automated yet because that's uh that's a real mature organization to be able to accomplish that and some have combined so that's a good indication that we have an opportunity here today which is probably why you're attending anyway I would hope that you're going to learn how to deploy spw and what it takes to manage it okay final final poll key one for us is for poll number three is how is uh your work um a line right to your planning strategy in other words it really ensure I guess the best way to say it is are you aligning your work to business strategy right because in the using spw you can align it to goals you can also use strategic planning too top down planning but how is it aligned because that's a key driver for this is not just being able to do Road mapping but do Road mapping that's aligned to a business strategy that's key so how well is it aligned is it a line is it visible can you share it so that's that's kind of what this this driver is here okay okay you want to bring up results there on this last poll so this is interesting too and the final results here um so it's kind of expected some alignment however there's a lot of manual activity going on right as an example quite often there's some planning going on but you send everything out to another system or you push at the PowerPoint or something like that so big opportunity here to show you how to do alignment because there's a couple demonstrations we'll show you how to line to goals and strategy playing so thank you Molly for the polls all right let's move on to what's driving our business strategy and SPM in general and in driving into spw so what is what is this driving this so the key trends that are driving our strategy one is alignment as I mentioned your alignment to business strategy so it's really an effort to look at all work and align that work to a strategy so the execution layer at the bottom all the way to the very top on what is the business strategy what are the business drivers to find that strategy and Link the work that way you can tell what percent of alignment and where you're audible aligned and then the question becomes what what work are you doing that's not aligned and why is it you know why are you working on it right the second one is agility is uh replaning a lot of replanting has to happen right so you need a very Dynamic capability right that enables flexible planning architecture for business agility and it's really what it is is a flexible architecture and that's really what spw can offer to you in the bottom right simplify the user experience to drive adoption and intelligent insights and there's some capabilities are coming in future in the product that will give a lot of insights into activity in spw we'll drive some activity to point things out and there's some AI coming too of course we've talked a lot about that recently right so this is what's driving our strategy at the macro level I asked earlier about your digital transformation journey and what that's about and I ask because where are you along the journey um you know if you look at phase one two and three a lot of customers are excited about it and then you get into the say you know four five and six and it's that's the struggle it's a lot of Cycles a lot of activity a lot of business change a lot of organizational change or ocm type activity right so when you see this it's like well how do we how do we move and innovate and if you look at the plan Bill operate service kind of cycle spw really is in the plan phase so we want to be able to take and innovate we want to be able to build roadmaps we want to understand how to look at execution of activity of course re-planning activity right being agile and we also have to know I have to be able to do and evaluate how are we doing how are we tracking right so that's the driver on the digital transformation is connecting to this cyclical activity and we're in the plan phase there right so you look at the plan right overall right this cycle of innovate roadmaps execute you know re-prioritize re-plan and is workspace all right so strategic planning workspace this workspace gives you the ability to bring the all this activity together in a roadmap all right you'll see prioritization you'll see goals right you'll see all this in the svw application so that's us answering the question of doing planning and understanding how to do planning so then the big question becomes how do I connect your business strategy to the critical work you know to drive to drive the business value out right how do you do that well the first is you know when you look at the overall alignment of strategy alignment and delivery and the first is around the strategy and that strategy is utilizing goals strategic priorities and roadmap planning to link up your work so that's what the main first driver is the second driver is a lining Network this helps Executives deliver outcomes by aligning and tracking Investments across their portfolios and a third layer is delivery so no matter what tool you're using uh to deliver work whether you're hybrid or waterfall or both um you know it can deliver work at the execution level agile safe waterfall and we have you covered we have you covered at that execution layer so strategic planning workspace provides the visibility across strategic planning execution of work business priorities portfolio road maps Enterprise and business unit goals so this is how this gets connected let's talk about the drivers you know the value drivers right the planning workspace helps Drive visibility of all the work and that's the bottoms up looking at all the execution work provides a method for prioritization of that work which is we'll talk about in spw you see the prioritization area which allows you to alignment of all work to the business strategy right so strategic planning workspace is a value driver in my opinion it's a value driver for your business planning um that your organization you know is really seeking to have that's what spw's built to do to align all this to your strategy you know what are the objectives you know right so to me it's real clear the objectives are be prepared to delivery outcomes provide planning teams with clear expectation and execution plans ensure that their work is aligned to strategy and provide uh you know real-time insights to those delivery teams I mean that's the objective of the planning so this visual here I want to make mention of it it's what we call our capability map this is our community a couple other places but I want to mention how spw connects to this capability map the first thing is strategic planning you know we address goals portfolio Road mapping Etc right but we use the capabilities either in scaled agile or agile for epics and we connect to projects and demands so we're using those execution records to bring that information into strategic planning right um and as a future kind of a future statement you know in the future we'll be having capabilities brought into the application for scenario planning capability planning innovation feedback and financials right so we're continuing to expand and grow the spw application let's take a look look next that may release and then they just released um I'm sorry just released May release this February May so the example of some improvements and enhancements right so we deliver kanban right so you have kanban based roadmaps you have hierarchy views so you can see different structures and you have multi-level planning right which I'll show you next is an example you have a way to do multi-level planning so you have plenty at the top planning at the bottom so um at this top level planning right because right now you think about everything comes in from an execution record I mean you got the planning layer how do we do a top down planning and that's what strategic Investments and you can create Road Maps using initiatives or strategic programs or even you can show a demand and project right but you can create a planning structure above the work and align that planning structure to goals so depending on how you want to do it you can look portfolio to goals you can link anything to goals but this is an example of strategic Investments where you do a top down planning besides a bottom up this is where you connect the two right so now I'll move on to some a little bit more detail on what I consider kind of key Concepts to understand and know about spw the first one is the roadmap like the svw application roadmap not the product but so we started a while back right February 22 so you know a year and a half old here right so we've had some initial versions which used to be called alignment planner it's now called strategic planner and portfolio planner right so the major improvements were coming in Tokyo and there's a lot of lenses showed up in Tokyo new planning architecture the gold framework showed up February we moved to strategic planning as a new name for the application and I'll explain in a minute why we did that and then there's portfolio planning very similar but just slightly different for for licensing and at that time in fact we introduced some new lenses and we had some coffee enhancements and now we're at the May release which is connected to Utah are many of the features by the way are backwards compatible they work in Tokyo forward but we're at the Utah release and you'll see where it's strategic planning which is what we'll do demonstrations today so 2.1 portfolio planning 6.1 we added hierarchy views the kanban and we have export the PowerPoint for the roadmap right as I look a little forward strategic planning some of the capabilities as I mentioned will have capacity I think capacity might show up in August some capacity capabilities and no for November store release we should see support for financials and an expansion of capacity because it'll be new pretty new to the product and then financial management so there's a lot of enhancements and new capabilities for August and November so that's the general high level view of our roadmap I mentioned the fact that in recently we changed a lighting planner to strategic planner and portfolio planning so strategic planning portfolio planning the reason it's distinction between what the capabilities are so core capabilities for planning that's for the customer who's just doing basic waterfall planning and doesn't need a lot of the enhanced capabilities that are found in Pro so for instance you might not need the ability to have a bunch of custom tables you don't need the ability to do kanban you know you don't need to link to goals things like that but if you need that and you do planning at a layer where you're you're integrating hybrid work you need some custom tables possibly because you want your own tables to be brought into planning you might need kanban you might be on a product project to product Journey so you want product views and you want go views Etc that's all in Pro so this is a distinction really between the two why they were separated right there's a view coming up here next it really kind of describes that if your portfolio manager think about yourself as a role if you're just a portfolio manager a head of a department from an organization it might be that project portfolio is good enough right traditional waterfall planning basic project lens use out of the box portfolio lensing you're off and you're good and go however if your strategic planning you're an SRO you want value stream uh you're managing safe Arts you're a strategic office program office right you're into product so you're a product line manager or VP of product company that you're going to want to use professional because it brings in all those capabilities the lenses support for the Hybrid models okay so this is um quickly where you find the product so key concept it's in the store and I want to just call out distinction that because there are times when people don't realize that it's not always the family release it's actually the store release I believe in the store release now this is pretty current we have about 30 31 I think it's maybe even up to 36 now applications under SPM that are in the store I'm highlighting three here the strategic planning portfolio planning and there's the original planning so say for instance you're on San Diego you still could take alignment plan a workspace however if you do be sure you will follow docs to do your upgrades so when you're in the store you'll notice like portfolio planning it will say what version it is and also say what the um capability um compatibility sorry so Utah and Tokyo uh patch eight all right so same thing if you go to strategic it'll say what version it is the capability capacity give you all this information where to download it right so now let's move on now to pre-designed lenses so over the last year we've now introduced now actually nine months or so we've introduced a bunch of new lenses which are really really have enhanced the capability of the product in terms of visualizing and seeing um your portfolio plans so originally in February we had portfolio the value stream and goals the original one back in November so it is coming up on a year we had organizational land strategic lens and a product lens right and these link down to who would use it to Port personas this is a Persona based type of environment right so you look at the personas a portfolio manager you know sros product line value stream right these are the lenses you probably would start with when you want to build out your visuals for planning so the next uh is under key concept is the integration and that's important to note um excuse me that this application is using data from the core it's using projects it's using epics and features right so the planning application is using an internal integration to look at the demands projects epics things like that so there's an internal integration that syncs all this stuff up real time for it but you'll need to know about that integration right and it may be a better visual to look at the integration is this visual here these lenses are at the top and this is how the lenses are structured to look at the planning items in the planning table this is the alignment so activity is being brought up from the execution tables into the alignment tables and the data sets there and we use lenses on top of that to look at the structure right so this is the architecture of it and how the lenses work and how the you create the portfolio plans using the lens and then you can navigate down to the planning items via the planning table another key concept too in terms of the personas right so as we mentioned there's different personas that would want to use spw which is key for your organization in terms of your stakeholders and who you can introduce the capabilities to sbw in terms of your internal adoption so strategy portfolio users portfolio users demanding project owners right these are all the different types of roles we would have and these are also internally in terms of how the rules are set up and how people can use the application another um geek concept is to understand um the planning States right so all the execution data is brought into the planning tables right based on some filter criteria that you set up so when you create the information it brings it in right so that's on the integration is it brings it all in think about this like you do in the agile world you're kind of grooming the backlog you're understanding what's in it you know managing that backlog things are coming in things are being prioritized things are being executed and get completed same kind of concept nspw right new items show up they're new they're just they've just been introduced right it's the prioritized State that's key is when you move an item to prioritize that's when it actually shows up on the roadmap View and we'll look at what's the demonstration of this layer right so things could be in review which is hey I'm I'm reviewing them but then I want to put them on a roadmap officially yet um canceled and done right so there's individual states within the planning items that determine where things show up okay so with that I want to move on to um some demonstrations right so we're going to go through um let's go to the next slide here so you can kind of see the demonstration so we're going to look at setup right and we're going to look at the lenses and kind of how the lenses work we're going to look at a couple lenses portfolio and strategic Investments then we'll look at the prioritization and the prioritization is that backlog area we're going to look at the list the kanban and we'll look at the hierarchy views then we're going to look at some navigation in the workspace how to personalize look at dependencies look at milestones and then we'll look at goals and targets so the first piece is first couple of videos are really about um how to do setup right and then we'll get into the experience so the first video I'm going to run here is on finding a plugin there are three steps to installing the strategic planning plugin in your sub production instance request the strategic planning application from the servicenow store receive the email approval for your request then install the strategic planning plugin in your sub production instance open a browser and point it to the servicenow store search for the strategic planning application then click on the strategic planning tile a web page will display the information about the strategic planning application you will want to review the version details and the date of this store release select get you will be prompted for your servicenow ID and credentials once back on the strategic planning application information page select view requests enter your instance name only then enter a reason for the request now validate your instance you will now see the request button will become active if you've entered a valid instance click the request button a message telling you your request is auto approved close this form and wait for an email confirmation you will receive an email letting you know your request was approved and you can now install the strategic planning application in your sub production instance as a system administrator user in your sub production instance go to all type plugins and select plugins when the plugin list displays search for the strategic planning plugin review the strategic planning plugin for the version requested then click the install button review the application dependencies and what will be installed only select the demo data if this is a sub production instance then click install wait for the plugin to successfully install once the plugin has successfully installed close the plugin pop-up then refresh the instance select all type in strategic planning and you will see the application modules in the navigation you can also verify under workspaces for the strategic planning workspace all right that was our first demonstration of where to go find the plugins right let's now move on to guided setup this is where we'll understand how once the application is installed there's a set of instructions of how to actually install and configure the application as a system administrator in your instance select all type strategic planning select guided setup the guided setup page contains information about getting started with configuring strategic planning click the get started button this page contains detailed information about each step to be performed in order to set up and configure strategic planning let's take a closer look at the tasks that need to be completed to utilize the predefined lenses select get started you will notice there are three tasks that need to be completed all right so the getting the guided setup this you wouldn't take too much time to go through all that but you can see there's step-by-step instructions of how to do uh how to do your setup right so let's move next onto rolls what are the roles required and what's needed to uh set up so your administrator can use it your your portfolio users your your um demand project Etc anyone who wants to use spw when we think about these strategic strategic portfolio Management's primary personas we think about those personas who are responsible for setting these strategic priorities and goals the personas that will align the product and the portfolio work to the Strategic priorities and goals the personas that will operationalize the work and those that will view or work with the execution items and finally the Persona that will be responsible for configuring this solution we have three strategic planning access roles that match the primary persona the svw admin the spw user and the spw stakeholder there are three goal framework for SPM access roles that we have matched to the primary personas the goal administrator user and read-only roles there are three best practice steps to granting access to the strategic planning application first create an access group second Grant roles to the group and third add members to the group that represent the persona you will want to be logged in as a system administrator user select all type groups select groups under user Administration on the new group list select new on the new group form ulate the name of the group spw user and then add a description and any other information as needed save the group record select the roles tab and click edit find the role you want to Grant to this group select the spw user role and then click save you will see a message that a job will run to add the selected roles to the group now let's add users to the group select the group member and click edit find the group members you would like to add to the spw user group move the users from the left container to the right once you have added all the members click save you will again see a message save the group record then review the group members and the roles and click update now let's test and make sure we have the correct roles granted to a group member select impersonate user type in Megan Burke and click impersonate user verify Megan can access strategic planning workspace select workspaces strategic planning workspace Megan will see the portfolio plans that have been shared with her or that she has created okay so that was looking at roles I mentioned that the next one is about Integrations and I mentioned earlier about the fact that we have execution items projects demands and epics at core and you have svw as an application there's an integration that connects the two so let's go look at the integration portfolio and strategic planning workspaces integration application facilitates the ability to import export and manage planning items between the servicenow applications of PPM Agile development 2.0 and scaled agile framework steps to manage the portfolio and strategic workspace integration are creating a default mapping between the planning item tables and the execution item tables verify the table mappings if you have custom fields on the execution tables you will want to add them to the integration mapping there is also a system property that will allow you to update and insert the execution items on the planning items after the initial mapping and import you can also use guided setup to assist you with the portfolio and strategic planning workspace integration application set you will need to be logged in as an sbw user or an admin user select all type in strategic planning and select integration on the alignment integration list select servicenow internal on the alignment integration form you will see that the table Maps tab will be empty select the related link generate default mapping configuration this will generate the integration mappings of the execution table to the alignment table depending on the other SPM applications installed you may see less than five table Maps review the table maps by clicking on each table list in the table map tab on the table map form in the field map list you will see all the fields that have been mapped between the alignment table and the execution table you will also see the flow type the flow type represents the flow of data between the two tables if the flow type is both then that field if changed either in the alignment table or the execution table the flow will be synced bi-directional if the flow type is execution to alignment then the data will change from the execution table only to the alignment table if you have custom fields on the execution table that you would like to integrate with the alignment table then you will need to create a new mapping for the initial import of data from the execution tables to the alignment tables you will need to run the import function after the initial import the data will be synced per the flow type and in real time to run the initial import select the import button you will be prompted to populate the import request these dates represent the created date of the execution records the from date would be the earliest created date to date will default to today's created date after you have populated the dates select OK a message will be displayed letting you know your import requests have been queued let's take a look at how the import requests are coming along I like to personalize my view so I can see the status of the records process I like to add the following columns fail count insert count update count and table count when the request for each execution table have been processed the state changes to completed in order to update the import requested relay list click on the breadcrumb to reload the list we can now verify the data by viewing the planning items select all strategic planning planning items in the planning item table you will see that the data has been populated with the imported data request all right so there's a quick snapshot of the integration and there's a lot happening in that integration too right so that's a key thing to note is when you're doing your setup that there's someone on your team who understands technically how to manage Integrations and the data that comes in right so now let's go look at a lens first lens uh kind of the general like a what is a lens right so we'll talk about that first the lens structure defines the hierarchy of the lens representing how an organization prioritizes funds and plans work the lens structure consists of lens entities lens entities represent different levels of planning the portfolio plan is a personalized focus of planned work goals and roadmap aligned with the Strategic Enterprise vision lenses were created to allow the visualization of work items to be aligned to multiple portfolio plans lenses help customers make the product shift without having to give up hierarchical views of planned work by utilizing the servicenow platform capabilities configurations are reduced and provides the ability to support planning and prioritization with the servicenow solutions this is a conceptual diagram that shows you an overview of the tables that are used for the Strategic and portfolio planning applications you will see that the servicenow platform tables as well as the SPM tables are used as entities for the land structure and the SPM execution tables are synced with the planning tables in order to render planning items on the portfolio plan you will need to be logged in as a spw user select all then type strategic planning then select lens on the lens list you will see the six predefined lenses we will select the organization lens the organization lens form has detailed information about the org lens the description the available planning items and the lens structure the bottom entity on the planning item attribute represents the last Leaf node of the lens structure this attribute ties the planning items to the lens okay so now you've kind of seeing the structure of how a lens looks at the information is in the planning tables right so let's go look at an example of the first lens which would be the portfolio lens there's many lenses but as an example that's the lens I used when I created the information for the HR portfolio which we'll see in prioritization and workspace section let's take a closer look at the project portfolio lens which is included with the SPM standard license project portfolio lens was designed to enable customers who are already using portfolio tables to take advantage of the lens functionality by default this lens group's planning items like demands and projects into portfolios if the scaled agile framework professional application is installed safe epics can also utilize this project portfolio lens you will need to be logged in as a spw admin user select all then strategic planning then lenses on the lens list select project portfolio the project portfolio lens form will display the detailed information about the lens the description the available planning items and the lens structure the available planning item represents the type of work that can be planned using this lens move the desired planning item from the available to the selected the Epic is showing as an available because I have the safe portfolio plug-in installed the bottom entity on the planning item attribute represents the last Leaf node of the lens structure this attribute ties the planning item to the lens let's save this lens and take a look at the workspaces strategic planning workspace and see the lens that's available for us to create a portfolio plan you can see the project portfolio lens is available with the planning items of demand project and epic in another video we will walk through creating a project portfolio plan okay so the next one is the Strategic investment so this is an example of using high level planning right so we're gonna we're gonna see how that structure versus say an organizational structure let's take a closer look at the project portfolio lens which is included with the SPM standard license project portfolio lens was designed to enable customers who are so I hit the wrong one I apologize there let's try that again and let's say I missed the video here now let's take a look at the yeah it looks like I I apologize for that I have the wrong video in there so my mistake here I I missed that one so apologize for that but anyway the Strategic investment lens and I'll show you this a little bit later here and prioritization you'll get to see all these lenses the Strategic has allowing you to set up the program's initiatives and strategic programs to do top level planning so let's go on to now the actual besides this setup let's go on to the user experience right so what is the user experience look like so as a user once the setup's done the Integrations are tested and you've gone through a whole testing cycle and all that what does it look like as a user so the first one we'll take a look at is the list in prioritization before I get into that but I want to mention is I built out the demonstration here using the portfolio lens for the organization HR so it is an HR portfolio that I'm using so when I talk about the portfolio it's like the setup is using that lens so I'm picking the HR portfolio however inside that you'll also be able to see a view of company a view of an example organization a view of strategic Investments a view of products a view of goals and a view of a value stream right and that's what we set up so I want I kind of want to explain the structure before I kind of go into a demonstration of it right so what did I frame up and say Hey I want to create an HR portfolio roadmap right the goal of it is to optimize HR portfolio by delivering and lighting all work business strategy and portfolio goals right pretty basic the roadmap itself is hybrid so I'm using demands projects and epics the date range as you can see is January 23 to December 24. the lens is portfolio by default since that's what I selected when it created My Lens so I picked the portfolio lens and said I'm going to create an HR roadmap using a portfolio lens when I look at prioritization how do we see that right so we'll use rank um we use rank to show what is this in the roadmap view of the HR portfolio right things that are in review are being considered for the roadmap and things that are new there's one at the bottom down there in the blue that's not planned yet right so it's it's in the backlog effectively but it's not even under review yet right so this kind of a general structure of information in a video will kind of show you what we did for that here's this first video okay we'll start by showing how we create the portfolio it's picked HR pick the lens basically right projects demands epics have a little bit of filtering this is what it looks like we set this basically I'm just setting what it looks like so now we're at the prioritization list here and this will spend our time right so here's the date ranges I picked and it's a portfolio HR and it's using the portfolio project lens right and if for instance I wanted to share this out here's how we share it out I picked the person I had a note depending on the role if they have viewer or editor rights depending on which one they have I can grab those different rights right so I've shared this out to somebody as I'm working on it so you can share the personalization here these items are in the planning state of prioritization review and in review and new I wanted to see the state next to planning because I want to compare I want to see the planning State and planning but I also want to know the state of the execution item and you can reset these views too of course at any time so now I have the actual execution item state which is nice to see you can autofit columns and drag and drop of course this is all drag and drop but now I can see the different items what they are and their work you know work in process and they're being qualified so I can look at demands that are on the they're on the roadmap that are qualified or submitted or actually work in process right and new items what the item is and what the state is this helps kind of understand the execution item the planning item and how they're related let's pick one here that's red payroll automation it's a project work in process looks like we're getting close to the end of it but it's red it's high priority but only 55 complete so you're probably asking what's going on there right from here I can tell you can click on the item I can click on the Dots here and I can go in and look at the project itself or I can even go down and look at the most recent status report which is what I'm doing here brings up the status report if I had more history on it would bring the history of this over time and the details so this is right out of the project so I'm back to the item is I start looking through these different items I can decide what I want to do I can actually click in the item itself look at dependencies look at relationships can manage this all this information right from here all right it looks as it's dependent on another item so if this one's delayed or off schedule it'll have impact to the other item you can have conversations with people who own the items too here's another one there's a demand here looks like it should have already started it should have started in early June but it's not so something converted so what's going on it says it looks like this demand is late it should have started it's been being pushed out and we'll see that on the roadmap it's an item that should have been converted as behind schedule so that's why I have it listed as yellow this is the way you'd have a discussion with the demand manager finding out when this can be converted if there's an issue and you'll see it's right there it's already behind schedule so that's why I marked it as yellow and you can see the financial numbers in there also because I have it on the uh roadmap is display information so there's a new item that came in items in review new items so here's an item you know I can look at what state it's in I can look at dependencies and relationships dependent items dependent and dependent on and also related items right so you may have some things that are related that aren't dependent this was in review scheduled to be executed this is 2024 so this is an item says yes we've all agreed to put on the roadmap I want to see it on the road map so I'm going to go from in review and move it off to a planning state right so in review I'm going to prioritize it now it will actually show up in the roadmap as a future item 2024 item and I'm also going to move it up since we made this change to say hey I want to include it in the roadmap I'm going to move it up and I'm going to change the rank right so it says 2024 item right it's a demand that says yes we're going to do this in 2024. there it is there's the two dependencies we saw right you can also have a new item down at the bottom if you look at the different items again you can drag and drop any of these you can decide that look how you want to do planning so you can decide I want to look at the individual item types the execution types you can say nah you know I want to look at depending on the planning state of the item right so I'm going to look at the planning State you can also have these nested too you can have them hierarchical so I'm going to look at the planning state because I want to look at things that are new and how to respond or maybe prioritization and you can see the rank again like we discussed before I can see the rank of these items and they're descending based on execution you can change this so there's a lot of capabilities a lot of features I can actually go into the actual portfolio if I'm an owner of it and I can attach items maybe there's a strategy around the portfolio you can attach it and it's part of what's being shared out to the groups comments you can share comments back and forth as part of workflows you can also from here determine if you want to do new depending on your business process you may decide at this point that you know that comes through an adult Innovation cycle or you can do this cycle so that brings me to the conclusion of the uh this video and thank you all right so that was the list view so prioritization right so now let's move next to same Concepts kind of looking at the backlog but we're going to look at it from a kanban view now let's go look at kanban so we're back at the prioritization we looked at lists previously now let's go look The kanban View you can see you can personalize the vertical lenses when Lanes depending on what specifics that you need like what specific activity or how you're tracking right so vertical and the swim Lanes can all be adjusted here I have it defined by the state and priority so I can find individual items that have been prioritized or in review or new and what the prioritization is here I'm collapsing the individual items and I'm looking at this one specifically this is something that's in the in the new state I want to understand what it is I want to know about the item is it ready for review is it something we could look to put into the swim Lane so this has activity you can see all the activity on it you can look at the comments notes it's been approved to included in the HR portfolio so it's an item that's ready to be approved and looked in looked at Andy to the portfolio I can also go into the details here right and I can look at the individual details like so the categorization the portfolio the Departments the product the dates I can look at change I can look at you know the individual goals I can look at the prioritization of it it's in the planning State now right and again as we see it's been approved for the HR there's financials in there and there's also assessment data so I can look at the details I can obviously discuss and comment so I'm kind of reviewing the data here to make sure this is something that's filled out enough that it makes sense to include it has a goal relationship which is critical if you want to align to the strategy of the business and it also has some Milestones already added so there's some items these are individual Milestones planning milestones right it's a plain item Milestone not specifically off the work schedule and it's also have some related items there's a dependency to the workflow right so there's an HR workflow I can look at the dependency I can understand what it looks like this will eventually of course show up on the roadmap when you hit the roadmap view you'll see these dependencies show up right so this is Project depends on right so you can see the comments right so at this point I agree that it looks like it's ready to be under review I can move it to the review state so I can I can do all this activity right in the kanban views also you can also determine if you want it project and epics thank you all right so that's the combine deal now let's move on to the hierarchy View and I first want to um make mention of what the hierarchy view is so in the prioritization you have list kanban in a hierarchy you know going to hierarchy now a key thing to know about hierarchy is you get the opportunity to see all of these additional hierarchy structures all right so click through here so remember we talked about because remember I set this portfolio up using the portfolio lens so I picked HR as the portfolio and I use portfolio lens however I'm able to see using the hierarchy view all of the other related so I can see goals so if I'm a an example I'm a product owner I can see the product right I can see value stream Etc which is pretty powerful you get a you get a way to see a whole other dimension again my structure is portfolio because that's how I want to operate but I can now see how other users or other stakeholders or other colleagues might look at this information if they created their own lens right and it supports these portfolio owners or I'm sorry these personas below so now let's go look at that the hierarchy and we've looked at list kanban and now let's look at prioritization and the hierarchy view so this is related items to the portfolio HR so when you get to hierarchy you're now combining the list forms and again forms and you can actually adjust those so here we can adjust of course the calendar events you know the calendar here's personalization so in the timeline personalization on the bars I can see maybe I just want just list no dependencies dependencies you can do it grid grid only timeline only or combined here it's combined on the main View so I'm showing the items with the grid here's an example of personalization where I want to add as I've done before next to the planning column I want to add state right so it tells me I can combine looking at those two items and see where things are right again you can autofit and fill and move and adjust on this this one again I'm looking at the main portfolio view here right in a minute we'll see all the other views that are possible here underneath the HR portfolio here you can see the colors you can adjust the size you can expand and contract 100 200 look at the colors the legends again this is look at the portfolio view now let's go look at the ones that are available first one I'm going to look at is goals so what are the goals related to this portfolio it looks like we have three main primary goals related to this portfolio that I'm established right so automation employee experience and hybrid Work Management and all these items have been assigned underneath one of those goals it's possible that you have an unassigned item and you would look at that right so one of the goals and I can now if I if I expand and go up to the goals framework I can actually see these goals and I can look at the hierarchy of these goals and understand there is automation employee experience and hybrid Work Management and what's what the sub goal underneath it is and these are actually setting out to be a targets all right and there's a whole section on goals and goals framework and targets and all that so this is the first few we looked at which was goals now let's go look at the organization so this is uh looking at the portfolio from an organization perspective so we have Finance we have HR all right we have uh business unit marketing and underneath there we have departments so things can belong into organization business unit and department is this just an organizational Dyson slice same thing you're just looking at this with a different lens now let's look at the product view if you're on a product project to product transformation this is terrific if you have products set up in your instance you can now see your full roadmap by product so this is an example of looking at Acme Corporation a particular product it's in the application model it's who's manufacturer what type it is ETC all this has been set up so now we have a complete view of product so as a portfolio owner I can look at how my portfolio is performing and any possibly emulated items if there are any items that have been classified but look at it by product now let's move to strategic Investments if you've set up strategy so you set up strategic objectives and so forth now you can link all of your items to these strategic priorities and it's an example of employee experience right so now you're now linking this up to a business strategy besides goals you are linking it to a business strategy two primary ones that have identified wellness and satisfaction right so this is how you look at items under strategic Investments and where they fall so again you're just using another lens this one's strategic lens we look at that particular initiative itself because this is strategy and initiative definitions this is a hierarchy of the strategy site right if you set this up in advance you can link all these together and you can understand where every item every work item belongs within the full portfolio right this is the HR portfolio but you're looking at from different lenses again this is the strategy lens right now let's look at the value stream lens if you're interested in understanding the value stream and here we have two hired to retire that's the main value stream and we can look at the processes and we can look at the application models and this is how you connect this this is part of the csdmr Cs DM architecture right so now we're looking at the value streams and how things will line up for full value and now we're back to the main one which is the product portfolio which is the actual HR which is only one that's how we set the lens up to start that's the lens we picked and when you look at this you'll see all the related items under the portfolio you have demands projects programs risks and issues individual items you can click into you can look at the state probability the risk issues you can look at the cost plans the benefits non-monetary benefits if you set portfolio targets the financial targets you can see those and if you did any planning and budgeting original piling and budgeting you'd show up there too so this is the the full view of portfolio because that's the lens we started with at the very beginning when we created this portfolio and as always you can uh create demands and epics right from here if you choose projects too thank you all right so that's the hierarchy so we were in the prioritization section now let's move on to the workspace which is kind of the conclusion of okay I've done setup I've done prioritization and put stuff on a roadmap we got all that together now what does it look like when I'm actually in my roadmap so we'll look at the personalization we'll look at dependencies and we'll look at the milestones so let's first look at personalization all right so so far we've talked about prioritization now let's look at some personalization of the application right so they'll use silicon to prioritization screen now let's go to the roadmap and this is a very basic setup of the roadmap with most uh activity turned off you can see you can expand and contract you can go to the kanban right so the roadmap has the timeline and kanban both again in the combine you can configure the lanes swim Lanes so go back to the roadmap so this is where you personalize you can do things you can Group by In Color by an example I look at execution items and I want to see what prioritization I can look at what the items are depending on how you color right so I can see more information in the bars just by selecting and you can put other information in the bars I can see Milestones the actual roadmap Milestones the top right and we'll see in a minute here how to actually add milestones and if you want to look at item Milestones these would be the planning item Milestones not the execution item on Milestones right and if you want to look at Milestone only you can get a milestone only if you and you also can get Milestone labels and then we get down to dependencies if you want to view dependencies right now there's no link to dependencies you can click on dependencies and you'll see the notes the little icons show up which you can hover over and then if you want to you can add High uh lines right so you can click on the lines and say okay I want to see the lines and relationships between these items or only look at just items that have dependencies right and you can Celsius at a time where we are currently with the red bar all right so that's just a little bit of a little area of personalization it can go into unscheduled demands so the sound scheduled items and it's not unscheduled demand so something's been put in that's fallen into the HR portfolio but it doesn't every day you can see there's no date to it so it's unscheduled so you can go look at an unscheduled item and schedule it you can put some dates in it right here's an example of looking at a demands some dependencies right you can look at information I clicked on track mode once you click on track mode I get a lot more information within the actual bar and here's an example of me looking at dependencies within that actual item right can create dependencies you can adjust dependencies Etc you can also move drag and drop you know drag and drop capability move this stuff around just like in a combine also and now you're even instead moving the planning item in total the bar versus a tile down here at the bottom is some information on using it'll highlight items right Legends Etc at the bottom down here you can increase size two you can zoom in zoom out remember this is the HR portfolio I created that's the lens I started from so and look at the roadmap I see the HR roadmap remember earlier we talked about in prioritization the hierarchy view where I can see all these related lenses so I can see goals product Etc but remember this lens this road map view specifically is only going to show me portfolio because that's the lens I started with so in other words that's the lens it was showing me the actual portfolio View you can also do some sharing I wanted to share I can if we've seen before I can share out and share this particular view with anybody all right attachments and usual the usual stuff export to PowerPoints available too if you have that set up you can export to PowerPoint thank you all right so there's some kind of a quick overview of personalization right so now let's step into dependencies and different types of dependencies there's there's a road map uh dependency right so we'll kind of go through all those different types all right let's start this video here now let's look at dependencies so here I can highlight and activate View dependencies view dependency lines and I also have a way of looking at only dependencies dependency items so from dependencies you can identify issues as you see here there's red there's a conflict between the two there's an overlap we can see which items you can drill into the items you can look at the details videos and turn on track mode then I also tell same thing I can see percent complete I can see more information relating to the dependency so it looks like HR workflows on time but it looks like it needs to end a little sooner or we need to move out automation here's an example of an item where it's got two dependencies and I'm going to add a dependency that is outside the HR roadmap so you don't you can add dependencies to other business units or portfolios Etc right this is here I'm looking at a dependency to an executive portal that belongs in another portfolio so on this map you'll see two dependency lines and if I go back and I look at the dependencies you'll see that I have a dependency now to an external item and this is the executive portal if I click on that I can actually go in and look at the executive portal it's an epic it's not assigned to a portfolio right now and it belongs under on our app customization right so I linked out to that so if that person who owns that particular item that execution item is possible that when they create a roadmap they'll see my dependency and it also shows a conflict there right you know it also has besides dependency has related items you can have things that are related that are not dependent so you can establish your relationships outside of being dependent which are fixed conflicts and now we'll go look at um with the individual items we'll look at how to turn off and look at only so if I click this link here I will now see dependent items only so if you want to work with just dependent this is it thank you all right so that's dependencies the next one here we'll kick into is milestones and how you set up milestones and the different types of milestones right okay let's look at Milestones as a part of the personalization of the system right so we're looking at roadmap Milestones here so these are the top level created to represent uh depend independent of the planning item milestones for the roadmap itself so here is an example looking at the detail of HR funding when it kicked off it was obviously achieved because it's green so I also have one here red this is a milestone that was not achieved so you can Mark these These are future Milestones they're in Black by default they're set as future let's go add a milestone let's have say uh phase two launch uh it's a key Milestone event so go to key milestones and we'll put in a date so it's next year right so we're going to mark off in a way in the future what we have planned in terms of a major event right so these are the roadmap milestones and then we can move on to individual Milestones so we look at Milestones within the planing items so here's an example of an epic and I've created two Milestones you can look on the milestones you can see the individual testing and integration let's add a new milestone actually and then let's make it a missed Milestone like testing complete and we can actually note it as a missed Milestone if we want again I would assume this would have been put in in the future but let's just say it was a little behind Romana makes your ketchup so this is an upcoming event right and I can say Hey listen we missed this Milestone event right test and complete so maybe it looks like we're gonna quickly fall a little bit behind schedule on this Epic right so these are individual even if I go to go down a little further I'm now down in project and you'll see when I bring up project Milestones I can't change them I can't add and I can't change that's because the Milestones are being brought in via the integration directly from their project tasks so if you identify Milestone key Milestones on your project tasks those will be brought in I also can't create new Milestones because we're using the execution record as the official milestone where say for epic or something like that we can actually create our own Milestones demand you can also go here and see where I can turn it on and off I can see a road map on or off I can have individual item Milestones on or off I can add labels on or off right so you can personalize this a lot Milestone only view two you can also set it where the roadmap shows only the Milestone items so I can plan anything as a milestone in it right thank you all right this brings us now off to the goal right we we talked a lot about the goal framework really so we talked a lot about alignment of work up to strategy right business strategy and a way to connect this and see if you're tracking to those objectives is with the goal framework you can establish goals in almost any one of these layers strategy layer portfolio layer many layers you can establish goals and you can also establish related targets you could have nested goals too and targets so you can actually begin to track you can set the goals and you can start to track it so you can start to see your progress against a strategic objective right so let's go look at uh the final video here on goals gold framework for strategic portfolio management let's revisit what goal and Target mean goals are specific measurable objectives that an organization aims to achieve over a specific time period goals should be quantitative ambitious and motivational targets track and measure the progress of a goal goals and okrs are primary ways for leaders to set strategy if our strategy remains in Excel PowerPoint word or SharePoint we cannot get a real-time view of how our work is contributing to these goals by leveraging goal framework for strategic portfolio management we are able to ensure work is associated to goals and progress is tracked in real time and any strategy shifts everyone can stay informed this is the current architecture for the goal framework for spw it all starts with the Strategic plan which encompasses the vision mission and core values of the organization the Strategic plan relies on the Strategic priorities to Define what the organization will focus on to operationalize the Strategic plan and align with the goals the goals to find the measurable objectives that an organization aims to achieve over a specific period the targets quantify the progress and assess whether or not the goals have been met the work items are the demands projects and epics and organization executes to reach that vision and Mission we also have sub goals with targets there are three simple steps to align goals with planned work first you create the defined goal with specific dates owners and aligned to a strategic priority next you set the Target for the goal to find the metrics to be tracked and assign an owner last you align the goal to planned work the project the Epic the demand you will want to be logged in as the grow framework user or an spw user we're logged in as Megan Burr let's open the strategic planning workspace click workspace strategic planning workspace we're going to review the goals for the sales portfolio the goals overview tab there are a few widgets here that show us the current goal the status of those goals the work that are aligned if there are Target due dates and if there are insights we'd also look at the goals in the hierarchical view this view shows us that there are sub goals or targets aligned to a goal by clicking the ellipse you can create a sub goal a Target aligned to work or delete the goal let's now create a new goal to create a new goal you will want to enter the name the owner the start and the end date this is already tied to the entity of portfolio and the portfolio sales we'll also want to add a strategic priority click save now you will see the new goal in the hierarchical view as well as in the overview let's create a target for this goal for the Target you'll need to add a name you'll see it's already related to the goal the owner Jake Elliott the start date and the end date come from the goal the unit of measure will be number it will be maximum this will be for 85 is the value and 100 is what we want for Logos click save you will now see that we have a Target under our goal let's now align work in the goals detail view you will see the Target and click aligned item click add we are going to have a project the project name it will be brand awareness click save in the overview tab you will now see we have aligned work to our goal in our goals detail we have the detail of the goal the target of the goal and the Planned work all right so that brings us to the end of the demonstration speedw for 2.1 so let's now step into a quick conversation here before we wrap it up with q a on some kind of leading practices for sbw right so one and first and foremost is because you're uh structuring API sbw it's very important to understand from a system administrator perspective that there's multiple update sets that will be needed to use because you have multiple application Scopes so that's the first thing from a sysadmin perspective so your administrator needs to know several update sets to manage this all these different the Integrations the core tables planning tables so the lens structure right recommended of course is just best practice to use the out-of-box lenses or get very familiar with the lenses the lens structure and Integrations before you just decide to establish and create your own new lens when I mean new lens it's it's not creating a new roadmap it's creating a new lens so you know the bottom structures and hierarchies and Integrations things like that for the users too right of course be sure to understand what the role they're going to play um what you share if they can view a roadmap you share or they can edit the roadmap that you share depending on how you give them access so understand if you give them a share and they can edit they can make changes and de-prioritize and make changes so just understand how that works and also another key one too is every customer is of course going to have their own particular fields we ran with an out of the box demonstration of fields but you're always going to have some unique fields and you're going to want to bring those onto the planning records so understand how that works too how you configure your own custom Fields bring them to the integration and get them available and you have to do view setups right you need to make sure those are available in the views too so there's kind of a custom fields and a setup how to properly map and how to set up the views and a filtering too most important too is sometimes you'll hear customers say I I set everything up but I don't have any data probably more than likely it has to do with the filtering so when you set it up in your integration filtering and then your portfolio filtering depending on which one is causing a problem right and finally too make sure when you do testing don't bring in everything into your environment you know you have thousands of Demands and then thousands of projects you use it a limited data set for testing just to make sure that you know what you're looking at um again if I mentioned the views here make sure you're configuring the views properly if you're adding new elements so there's original apw's there's new and preview because preview is like you click on the click on the box the um the bar and it shows up the preview if you go into the detail looks like the default so make sure you understand how to manage the views properly right and if you upgrade right make sure you follow your um recommendations if you are on San Diego and need to upgrade to Tokyo and Beyond there's a migration set here number D it tells you how to do that migration for the gold framework yeah make sure you just look at the documentation because there's a lot of enhancements and features being added so that quickly brings me to the end because I want to make sure we open this up for Q a and I guess Molly if we have any questions we want to that that haven't been answered or we want to bring up yeah there's only one question and it's from Paula uh well actually it's a comment from her and thank you um she talks about there are some quick a quick tip that um checking out the dependencies on the plugin and um she had some issues with prod when she installed in Pride versus a sub prod so um there may be and I just wanted to answer this there may be issues between installing in a sub prod versus a prod the reason maybe the reason is um in sub prod you are able to install any plug-in you want in order to test it out and we don't check licenses there but once you request the plugin uh from the store we validate in our internal instance that you have an entitlement record for that particular plugin and um yes there has been some issues with that but I don't know what you know and and if you have that then uh the best thing to do is to do what uh Paula did was to open up a support case and they can help you out so that's an example of where you're licensed as portfolio like standard right spw standard and you've loaded it into subdiv and you're testing it all out and then you go to production and you're only entitled to a smaller subset of the functionality right that's probably the use case that that could happen yeah yeah so it's probably a licensing thing as you mentioned all right any other questions that that um that came up that we could might be able to answer online none so far one I would like to just talk about is um we have some cons well we have roles right for spw and for goals and there is a APW read-only role that role is not to be given out to anybody the reason for that is is that's our internal role that we use in order to um conduct our licensing okay along with other roles so we ask that you you know there's the business stakeholder role or there's the goal framework read-only role those are the ones that you want to add to your groups oh thank you Molly I just want to mention here before we wrap it up to that there's an SPM evangelists if you're interested in this program this QR code up here I'll leave it up for a minute if you have your phone open you can select that QR code if you're interested in becoming a member uh of the advisory program the customer advisor program at the evangelists and there's lots of different types of contribution you know from simple contributions and helping his design product review product to you know being at knowledge or being a reference customer right there's lots of different types of activities so we recommend if you if you're interested um that to sign up for the program and um finally too um I hope that we we are able to answer all your questions right so that was kind of back to the challenge at the beginning you know are you comfortable with you know how to drive it with the strategies about the key Concepts like the lenses Integrations prioritizations like the goals right and the leading practices right and then here it's really Ricky said it's hopefully we've accomplished what our objective which is you understand the capabilities you understand what's required to deploy and it also isn't really important is how to communicate to your own stakeholders in traveling your organizations of how this might benefit you what the value is and then where to get started right and then finally um at the end of this there'll be a section link um it's in community it's called spw it's called guiding getting started right so getting started kit there's a whole section on process guides implementation guides terminology there's videos learning courses capability Maps out there they interact that's an interactive capability map by the way you can drill down and books and briefs and things like that so there's a whole section of resources to help you get started on saying hey let's let's put the plugin in Let's test it and let's get started so that brings me uh to the end um and if no more questions I want to thank everybody for attending today and I look forward to future events that there seems to be a few of them um questions yeah okay so the one is is will we will we be sharing this PowerPoint and the answer is yes we will um and please can you have the QR code back on the screen before you sign off there you go yep answer one more question from Paula before we go and put this in okay all right well thank you everybody for attending and uh this brings us to the conclusion thank you take care um heightens there