How do I create a new portfolio?

Creating a portfolio is an easy process that allows you to select criteria across PowerSteering to filter what you want to view in a Dashboard, Executive Review and Financial Review. It can also be used to run a report. You will see below that only two of the steps are required. You must provide a name for your portfolio and select a work type. Beyond that you can pick and choose as needed, or use the Advanced option to build a formula to further refine your results. This article describes how to create a portfolio.

Click here to view a brief video tutorial about how to create a new portfolio.

1. Click Portfolios

Click Portfolios
  • On the Icon Bar click the Review button, then click Portfolios.

2. Click Add Portfolio

  • Click Add Portfolio.

3. Enter Name and Description

Enter Name and Description
  1. Click Portfolio Name, type a name for your portfolio. In addition to the Work Type, it is required that you provide a name for your portfolio. All other fields and selections are optional.
  2. Click Description, type a brief description that describes the purpose for this portfolio.

Note: Portfolio names are displayed in numerical then alphabetical order. For example if you created two portfolios, one called "10 - All My Projects" and another called "All My Projects", when you click the Portfolio drop down menu, the one entitled "10 - All My Projects" will be displayed before "All My Projects" because it begins with the number 10.  

4. Select Sharing Information (Optional)

  1. Click Share with.
  2. Type the name of the user or group you want to locate, click Go.
  3. Click the link of the user or group you want to share with, click Save.

Editable by sharees: Selecting this option allows anyone with whom you've shared this portfolio to edit the criteria of the portfolio. We do not recommend selecting this option. Users that wish to modify the portfolio should instead copy your portfolio and use that as the base to make their own portfolio and criteria.

Note: You will only see the "Share with" option if you have the permission to be able to share portfolios with others. You can search for an use the "Everybody" option if you want your portfolio to be seen by every PowerSteering user.

5. Click Descended From (Optional)

  1. Click Descended from.
  2. Select items from the Work Tree to include in your portfolio criteria. If you select a higher location in the Work Tree the portfolio will include all descendants within that Work Tree location that match your portfolio criteria.
  3. Click Save.

6. Click Work Types

Click Work Types
  1. Click Work Types.
  2. Click to expand the Non-Gated Projects and / or Gated Projects lists.
  3. Click to select the work types you want to include in your portfolio criteria.
  4. Click Done.

Note: Besides giving your portfolio a name, selecting a Work Type is the only requirement for creating a portfolio. All other selections and fields are optional.

7. Select Gated Project Process (Optional)

Select Gated Project Process (Optional)
  1. Click Gated Project Process.
  2. Click to select the process names you want to include in your portfolio criteria.
  3. Click Done.

Note: You will only see the Gated Project Process option displayed when a Gated Project work type is selected. If you select only a Non-Gated Project work type OR a combination of Non-Gated and Gated Project work types, you will not see this option.

8. Select Tags (Optional)

Select Tags (Optional)
  • Select the tags you want to include as part of your portfolio criteria. The tags that are displayed are based on the Work Types you selected for this portfolio.

Omit this tag: This option indicates that you do not want the tag to impact what is included in your portfolio.

Any value for this tag: This option indicates that you only want items in your portfolio that have a value selected for this tag. You don't care what the value is, just that it is populated (or not null).

No value for this tag: This option indicates that you only want items in your portfolio that do not have a value selected for this tag (null).

Select values: This option allows you to select specific values for this tag to be included in your portfolio. When you select tag values to be included in your criteria you are indicating an "and" condition so work types that are returned will need to have at least one value from each tag to be considered part of the portfolio.

9. Check Results (Optional)

  1. Click Save Changes at the top of the portfolio creation page.
  2. View portfolio results on portfolio summary page.
  3. Click Edit to continue working on portfolio criteria.

10. Select Layouts (optional)

Select Layouts (optional)
  • If desired, select the layouts that you want to match with this portfolio. While a portfolio controls what data is displayed in a Dashboard, Executive Review and Financial Review, a layout controls how the information is displayed. In some cases not all portfolios are appropriate for all layouts so you may want to limit what the user can select with your portfolio.

All: This option indicates that you want users to be able to view all available layouts with your portfolio.

None: This option indicates that you do not want users to be able to view this portfolio with this feature of PowerSteering.

Selected: This option indicates that you want to specify what layouts can be used with this portfolio.

11. Click Statuses (Optional)

Click Statuses (Optional)
  • Click Statuses, click to select the status(es) you want to include in your portfolio. Left blank, all statuses will be included in your portfolio.

12. Click Status Changed To (Optional)

Click Status Changed To (Optional)
  1. Click Status changed to, select a status from the list. Another field will appear below the Status changed to field.
  2. Click the additional field, select a date option to create a dynamic portfolio that will always display up to date information per the selected criteria.

13. Select Start Date / End Date (Optional)

Select Start Date / End Date (Optional)
  1. Click Start date, select a date range for this field.
  2. Click End date, select a date range for this field.

Note: Depending on what dates exist for your projects, the filters will evaluate date values in the following sequence:

  1. Actual dates
  2. Planned dates - Planned is a replaceable term and can be represented by the word Constraint on some PowerSteering sites.
  3. Scheduled dates - Scheduled is a replaceable term and can be represented by the word System on some PowerSteering sites.

14. Select Resources (Optional)

  1. Click a Resource field. The terms Owner, Team Member, Executive Sponsor and Financial Rep are replaceable terms. These may appear differently in your PowerSteering environment.
  2. Type the name of the user or group you want to locate, click Go.
  3. Click the link of the user or group you want to use for your portfolio criteria, click Save. When you select resources to be included in your criteria you are indicating an "and" condition so work types that are returned will need to have at least one value from each resource field to be considered part of the portfolio.

15. Select Default Location (Optional)

  • Click to select Default location. This option means that any user who selects this portfolio will see items matching the portfolio criteria that are descended from their Work Tree location set in their Preferences page. If there are additional Work Tree selections in the Descended from field, items from those locations will appear in addition to whatever was descended from their own Work Tree location.

16. Click Include Archived Projects (Optional)

Click Include Archived Projects (Optional)
  • Click to select the Include archived projects check box if you want to have archived projects appear in your portfolio.

17. Click Best Practices Only (Optional)

Click Best Practices Only (Optional)
  • Click to select the Best Practices only check box if you want to restrict your portfolio to only include projects with the Best Practices designation.

18. Click Replace Programs By Their Members (Optional)

Click Replace Programs By Their Members (Optional)
  • Click to select the Replace programs by their members check box if your portfolio contains programs, and you want the program members to appear in your portfolio rather than the programs themselves.

19. Advanced (Optional)

  • Click Advanced to display the Formula Builder page. This option allows you to create a true / false condition as an additional criteria for your portfolio. For example you may only want to view gated projects that have a potential benefit that is equal to or greater than $1M for a particular metric. PowerSteering will first evaluate all gated projects based on the portfolio criteria, then it will use the formula you've entered to further refine the results to only show those that meet the criteria of being equal to or great than $1M.  

20. Include (Optional)

 Include (Optional)
  • Click Include, locate an item or section of the Work Tree that you wish to include in the portfolio. This option can be used to force an item into your portfolio that does not meet your criteria.

21. Exclude (Optional)

Exclude (Optional)
  • Click Exclude, locate an item or section of the Work Tree that you wish to include in the portfolio. This option can be used to force an item out of your portfolio even though it meets your criteria. This is a good option when you have an anomaly in your organization's history that skews year over year statistics.

22. Save Changes

  • Click Save Changes.

23. View Portfolio Summary

  • View summary data for portfolio as well as the list of items that match the portfolio criteria.

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