Portfolio Managers can set up budgets for his/her portfolio as well as the plans inside. These can then be compared to budgets, forecasts and actuals which are set in those plans by individual plan Project Managers.
Plans may comprise of multiple portfolios may appear in multiple areas in the portfolio tree.
A plan can be controlled by one portfolio within the financial management section. These controlled portfolios are Master Portfolios and marked on the details tab of the portfolio (as shown below).
Enable the Master Portfolio checkbox to ensure that each plan is in no more than one Master Portfolio.
The following checks will then be performed: o Checks if the portfolio is not already in another master portfolio. o Checks to see if another master portfolio is not already in this one.
o Checks if a plan in this portfolio is not already a member of another master portfolio.
A list of plans is displayed in the portfolio when you click on the Financial Management tab of a Master Portfolio. This list includes plans in portfolios which are listed under the Master Portfolio.
Additionally, you can select a time window and specify what financial year/s you would like to view. Note, you are encouraged to select the month range for your financial year.
- From the details pane above you can see each financial year that has been selected
- The first 3 columns in each financial year, starting with the title Portfolio, are settings controlled by the Portfolio Manager. The Capex, Revex and Total fields for the year can bet set. This then rolls up to programme and bcp (grey rows) but not to portfolio Total.
- Note, the Portfolio Total is set manually by the Portfolio Manager. It can differ from the sum of the plans underneath. This allows the manager to set a total for the year (in the Totals) and gradually over time, allocate to budgets as desired.
- Totals are colour coded
- Blue: Portfolio allocated projects sum to less than Portfolio Total
- Green: Portfolio allocated projects sum to Portfolio Total
- Red: Portfolio allocated projects sum to more than Portfolio Total
- Columns after the Portfolio columns, starting with the word Plan, show read-only information obtained from the plans themselves. This is information that has been added by the individual
Project Managers of those plans. It is shown for purposes of comparison.
- Totals are colour coded
- Blue: Project allocated sum to less than corresponding Portfolio Total
- Green: Project allocated projects sum to corresponding Portfolio Total
- Red: Project allocated projects sum to more than corresponding Portfolio Total
- There is a column selector to show / hide peferred columns.
- A Project Manager can view his plan in the portfolio budget in Plan > Finances page.
- Note Plan 15072 (IT Support) from the screenshot above. oThe Portfolio Budget figures for FY 2020-21 match those shown above.
- To compare values between Plan and Portfolio
- Ensure the Time Window matches and,
- The Config (cog) option – Plan To End – is unchecked
This way the Plan shows data to end of Financial Year. Otherwise the Portfolio Target columns will show the total beyond that to the end of the plan.
