okay create uh Scotland I think we should get started we have a qualified participants right now let me kick off the session hello everyone good morning good afternoon thank you for joining us today hope you are having a great day before I continue if you can give me a thumbs up I hope uh my screen is visible and I'm loud and clear perfect Craig thank you so today in this Meetup we are going to demonstrate you a use case of how you can make use of export to PowerPoint functionality which is one of the SPM features which has come along part of our 2q release which happened somewhere last year but because it's a good feature we thought of to continue have a one meet up to make sure uh how our users can be benefited out of it before we go ahead in the detail uh a couple of housekeeping items there will be plenty of time for a q a after the presentation till if you have any questions during the presentation you can make use of a q a feature of Zoom to ask your questions feel free to put your questions over there and I have Lewis and Scott who are also the experts in the SPM and ready to help answer your questions uh this session will be recorded and uh we will have an open discussion after the presentation because the whole idea of our meetups to have open discussion to understand how you are making use of these features so others can be benefited out of it or if you have any kind of questions we are there to support finally at the end of the presentation uh we hope you are able to take a shots survey at uh post or presentation your feedback is very much appreciated we will be utilizing uh the export to PowerPoint feature on Utah today Utah would be the version where you will be or we will be demonstrating it uh as well as we may make statements about our future releases that may be forward-looking statements with that let's quickly jump into the agenda we will start with a quick intro uh we have couple of questions in terms of poll uh and we request you to take uh those polls so we can see where you are with our SPM Journey then we will get into the devil's detail uh where we will be covering the overview of export to PowerPoint functionality uh of SPM later we will be doing a deeper dive considering what out of the box functionality looks like how you can be benefited out of it but more importantly the option where you can build your own templates uh to generate uh the PowerPoint presentations and uh share it further post that we can have a open discussion just to make sure if there are any open questions or any as part of your experience you have some kind of sharing which others can be benefited out of it with that uh again thanks for joining I'm a product success manager for the strategy portfolio management product success team uh I will be your host today and I have been working on service now platform since 2018 uh in various roles like process business analyst implementation League product owner Etc I would like to introduce Lewis he's one of my colleagues and he's also a product success architect for the SPM or 15 located in India Lewis has spent 11 plus years implementing SPM Solutions and four of those with service now helping customers with best practices design implementation and adoption Luis thank you for joining same goes to Scott as well with that uh we have we have all for you and I request you to participate in that because uh these kind of polls are really help us out understanding your transformation journey within SPM so if you can participate you see your responses we see where are you and accordingly we can make the session better okay so far we have 50 participation okay growing up let's target if possible at least 75 messy number is going up quickly which is a good thing okay still waiting we are almost 80 purposing K I think then we can end the poll and see how results look like okay good most of the numbers what we have perfect so here what we are seeing most of our customers are still on the manual Journey where they are manually collecting the information a few of them are making use of the feature and probably almost 25 percent are doing live which is also a great use case so thanks for that uh let's quickly jump to the second one how do you report your project status report to okay that was the first one yeah so I have seen most of you who are doing uh or reporting the manual uh reports or collating the data manually when it comes to create the PowerPoint presentation so maybe uh if you are not aware so were you actually aware about this feature either yes or no or you don't even know what it is okay so I'm seeing most of them are not making use of it okay you're pulling up yours number one you can go to poll number two just a slide oh sure there we go thanks okay we got 85 participation okay let's get into the results how that looks like so okay 70 of our current users who have joined this Meetup are not really making use of the templates okay please remember this and I would request once you are done with the presentation uh we would like to hear why you are not using it just to understand if there are any specific constraints or you were not really aware how best you can make use of it with that uh let's move ahead I think we can stop sharing the perfect let's move on so today as I said we will be doing a deeper dive uh in export to PowerPoint or feature of the SPM what it's all about with that uh I'll talk a very high level and then uh we will get into the details so this is a feature which allows our customers to directly export the data uh into the PowerPoint what this data we are referring here in SPM we have this feature available for project status report project details you have portfolio plans goals APM multiple areas this functionality is available however in today's session considering uh the time limit we will be more focusing on the project status report and as I said this is not just limited to the status report it is also available on the SP or W your strategy planning workspace from where you can export your portfolio plans and goal it is also available available on the project workspace for project status as well as for the project details the best part is as part of this feature you get if you out of the box templates but the more focused what we will be having today how best you can create or you can build your own templates depending on your business need uh and to do that the export option or whatever you use to download or to export these reports these are going to be available at multiple places as you can see on my screen you will get on the project workspace to uh export your status report for the project status report it is available people who are using the old workspace as well as the new workspace export status report option is available on both the places when it comes to the project detail which is right above the project uh status this is only available in the new workspace similarly if you are making use of the spw strategy planning workspace there also you have an option export to PowerPoint where you can either export your goals or as I mentioned earlier your portfolio plans and as I said uh earlier in today's session uh we will be more focusing on the project status support considering the use case what we have built with that I'm quickly going to play a quick video which will give you a very high level overview and post that we will get into the detail so I'm going to play a video and let me know if it's auditable export to PowerPoint enables project managers like Paul Martin to quickly and easily generate project status reports from both the classic and new project workspace Paul has a status report due every Monday for the Acme new hire surveys project that used to mean he had to spend a lot of time copying and pasting data from Project workspace into his company's PowerPoint template in their required format but now with just a couple of quick clicks Paul can instantly export his project status report to his company branded PowerPoint he can create a new report or select an existing status report and Export it into any number of personalized user-branded templates or he can use the out of the box project status template provided the completed PowerPoint is automatically downloaded to Paul's system the template determines what Fields will be populated and the format that will be used data related to those fields and only those fields is sent to a processing server where the PowerPoint is generated export to PowerPoint uses a stateless protocol and any data sent to the processing server will be immediately discarded and not stored in the server the out of the box template provides Paul with a project overview and summary charts showing planned and actual costs and resources upcoming and completed Milestones as well as any risks issues decisions actions and changes and with self-serviceability to tailor these PowerPoint templates as desired including colors data fields branding and more it's now easy for Paul to create review and share great looking status reports with project stakeholders export to PowerPoint is a huge Time Saver for Paul now instead of time consuming copying and pasting data to his presentation he can easily export to PowerPoint to create project status presentations instantly that are formatted exactly the way he wants them to look my screen again so uh before we uh talk about how to customize your or create your own templates there are a couple of things or I would say a setup what I'm calling here as a configuration workflow let's so the first step which includes installing the plugin itself so here I have given you the URL which talks about all the details but the key option over here is to find the plugin download it install it which is going to make the export to PPT option available in your workspaces The Next Step primarily this is for the admin users and I will specifically call out a use case over here considering we are supporting or making use of service now we all have a central team which we can call as admin so this step is more for them to make sure to allow users to create the custom templates there is an add-in which needs to be enabled on the PowerPoint so this specific step primarily talks about that once it is going to be enabled end users will be able to add the add-in obviously we will be showing more in details how and what adding we are talking about end users will be able to see or add that add-in as part of their PowerPoint from where they will be able to create their own PowerPoint templates and they can upload them to make use of it please make sure if end users are expected to do this activity in terms of creating their own template there is a specific role what we call SN underscore PPT underscore export dot PPT underscore user so that role must be associated with the user who are to make use of it and as I said once all these things are available uh end users will be making use of the add-in to create their own templates which can be further utilized you have heard me talking about the templates what are these templates if you can see the screenshot otherwise I will also show you or in the screen when you go to uh the Navigator and if you search for the PowerPoint templates you will get an option of PowerPoint template when you click on it it is going to show you all the available template these are the default ones plus if you have created any custom template or you have configured your own here you can see as part of a report you have different things like the project status report project report your APM report what we have already spoken earlier but as I said today we will be primarily focusing only on the project status report so with that let's get into the detail uh you have already seen the video but I would still prefer to get into the system and the sequence would be first we will be covering what out of the box export to people looks like then I will show you one template which I have configured third we will take one of the templates as an example and we will customize or configure it further with that let me pop up the screen and here if you see let's go step by step what I was talking about if you type PowerPoint you will have an option of PowerPoint templates when you click on it when you click on it it is going to show you all the templates if you notice over here for the status report you have two templates this one is a default one which comes out of the box this is the one which I have created just for the demonstration purpose okay so but yeah this would be the place where you can create your own templates we will talk about the steps when we will be talking about or configuring your own templates but first let's try to understand how out of the box template works I have one of my projects open I'm using a new project workspace here you see these three dots here you will be having the option export to status report this option will only be available when the plugin is going to be installed which I have covered as part of my configuration workflow when you click on this it asks you in case you have multiple reports available which report you would like to choose I created uh this one today so I'm going to select the latest one and then it asks you which template you would like to use so as part of our first use case I'm only going to generate a default one and I click on export up you can only make use of this feature when you are making use of creating the status report in with the help of the service now and that is where the benefit comes into picture you are already doing the activity in the system so without spending much time or manually collating the similar data sets you can just load the report and this is how it is going to come up so this is my default status report which covers a project overview status summary talks about the cost how are you doing uh with respect to your plan and the actual cost resourcing allocations versus the actuals talks about the key Milestones risks issues decisions actions and so on basic functionality again but this is how your out of the box or template looks like as part of a second step what I'm going to do I use the same template as out of the box to configure the one but I try to put it as a one page summary and that is what my sample report looks like so if I click on this I click on export this is my sample report and if you see I'm using the same data set which is available on the project status report but it is in the specific format the way I want it okay so I just collated the overview in the tabular format I put the summary in one table and then I wanted to report on all the different dimensions you might be noticing over here for the scope I have something in text but for the other dimensions I'm making use of the indicators this is intentionally because I will also be covering how you can make use of the similar indicators and hence I kept it in text only now let's think uh think of an uh example where we want to customize this report further and as part of that we are going to put some kind of branding uh as part of this status report uh then I would like to add couple of additional Fields uh from let's say from my project I would like to change the background of this template I would like to have one option as a default one which is nothing more going to be the open text where if there are any kind of nodes as part of my presentation uh I want to capture but every time I really do not want to create that text box manually okay so all these things how best we can configure is what I'm going to show you now and that is where we will start from the scratch you remember this window where I have the list of all my uh templates what I'm going to do I use this template uh to generate my custom report I have this available here I open that I download the one which is already available let me click on the download let's open it now let's start I'm just skipping this one for now I'm going to the second slide uh for the demonstration purpose here if you see you remember I was talking about the add-in which was more of the admin activity to make sure that add-in is available so for that you really want your admin team to configure that as part of your PowerPoint and once you do that you will be able to add it like this here you have an option of service now when you click on it you will get more details before I go and configure some additional Fields let's do little bit of formatting over here so what I want to do I want to put uh the logo so let me go here I have one available on my desktop I'm going to make use of this logo I just simply paste it here I want to change the background let me select the format background I go to the solid cell I select a very simple one I want to change the format of these tables as well let me select this you know this you know this one okay now I also want to add one text box so let me move it little bit up I go here I enter a text box instead of what text box let's make use of a shape okay this is my very uh generic one where I'm going to put any of the commentary or I want to capture the notes during my meeting itself so I'm putting it like this fine now let's think of other examples I want to add a couple of additional fields for example I want to know what is the investment type uh for this project I also want to know or configure the sponsor over here and that is a place where we are going to make click on this add-in it is going to give you this menu here you will be having type because we are working on the status report we are going to select the project status here you will be having different data so let's make use of a text because this is going to be the one where I will be adding couple of fields from my project we can do a DOT walking from here because status report is part of a project and I want to pick up something which is available on the project form I'll select a project I click on that it asks me to select a related column from the project table this is nothing more of a DOT walking I identify a sponsor let me copy it so here it automatically generates the variable which is going to pick up the sponsor from the project I copy I paste it here and I can adjust it the place wherever I want so let me quickly change the format of it okay looks good similar and paste it here here I'm going to type sponsor if you want I can add additional uh Fields over here let's pick up another one investment type I pick up the investment type I copy I do not want spend to date or maybe a reporting period I want to replace it with the investment type I delete I paste it here let me uh have the same formatting how others are having and I change this report period to investment type thank you okay perfect uh this looks good I'm going to move it little up let me decrease the size of it and I want to add something as notes in general which I'm going to do it here notes let me put it you know I'll adjust the size of it this looks good so we have done couple of changes right I kept the sponsor I replaced the reporting period with the investment type I kept the logo change the background and wanted to have some uh text field by default available along with that I want to have another one uh and let's say I only want my resource status right so I copy paste the same slide let's use the source but I'm just going to delete rest of the things here okay my idea is so here I'll go back let's make use of other feature now so far what uh is there a question and if you are okay can you take that later or maybe you can type your questions part of q a okay so here I now want to add a let's say a line chart or a bar chart if I select a line chart the default option what I have over here to add my course plan versus actual I go ahead I click on next I copy and I paste it here I'm not doing much of the formatting so let me keep it as is but this is my another slide okay so I'm done with this now what I'm going to do I'm going to uh save it I think this is the name so I'll just hit Ctrl s close now let's go back to our available templates here what I have to do I have downloaded the template which was already available I modified that I have added the things so the items the way I wanted to have it I come here I create a new one I'm just giving it a name as Meetup demo this is going to be a status report here I'm going to now click on the attachment I'm going to choose the file and I'm going to choose the one which I have created okay say open and then I hit the submit button now you see I uh have a Meetup demo as a new entry let me go back to the project I'll quickly refresh the pages to make sure it shows me all the latest changes okay here if I go I'll click on export status report I select this one and now you can see you are having a new entry here as Meetup demo I select that click on export let's open it and here we are because we never modified the first one let's continue with the others so here if you see everything is coming I have the sponsor looks like my project does not have any sponsor name but if you see the investment type it is showing me the Strategic enabler it is picking up a value I also have the note this anyone can be used to provide their comments next because I have added I wanted to check how I'm doing in terms of my course plan versus actual that's also coming up backup ground is intact I have my uh Lobo over here another thing if you remember I mentioned here for all the other parameters you are getting the indicators but for one of them you are getting it as a text what it is and how does it work and let me configure that as well and we will re-download the same report for now I don't want to save it let's move on foreign if you again type the PowerPoint in the Navigator you will be having an option as PowerPoint formatter mapping when you click on this this is a place where you can uh create one so I'll take an example if you see for other than the scope let's say for the resource I'll quickly open it here you have an entry where it is talking about the table uh which you want to pick which column in that table and what kind of formatter you would like to use for this one this formatter has its own details let me open it this formatter talks about different conditions if the value is yellow red or green accordingly what kind of shape it should pick up which color it should pick up we have all the color codes over here for the demonstration purpose what I have done I have already created uh one for the uh or scope so let me hit a new here I'm going to select my project status table column because I want to do it for the scope let's show the scope I pick this one up for matter because as I mentioned the way we have seen for the resource I have already created one for the scope I select this I hit the submission okay so now I have set up a the formatter for the status let's see how my it is going to show me as part of my new export go back to the project hit the export select the report Meetup demo insect spoon let's have a look now if you notice for the scope earlier where you will have ring the text it is also giving you the same indicator let me go back to my presentation so we have covered how out of the box export to PPT looks like how the template looks like where you can find the template we also covered how you can build your own PowerPoint templates with the feature you just have to pick up an existing one or if you want to create a new one from scratch uh doesn't matter you can do that uh but yeah you should be doing the place where you will have to upload you will have to create a template and attach the file we have also covered how you can change the formatting from text to some kind of indicators that we have also covered with that I'll come to the end of the slide uh so this is what we had for today