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Primavera Global Business Unit

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Oracle | Primavera

P6 Portfolio Analysis Demo Script

Script Team Information Role Name Email Primary Author L. Camille Frost [email protected] Contributor Reviewer Richard Ring [email protected] Manager Jeff Wiley [email protected] Revision Status

REVISION STATUS APPROVAL Rev Date Description Originator Reviewed Approved V1.0 9 Sep 2009 Initial Version L. Camille Frost Richard Ring L. Camille Frost

PRODUCT(S) Version: Primavera P6 v2 Related Documentation / Scripts

Document Name Version Location DemoScript-EPS OBS Users v 1.0.doc 1.0

Prerequisite Material / Training

Prerequisite Location Project Management in Primavera P6 Rel. 6.2

http://education.oracle.com/pls/web_prod-plq-

dad/db_pages.getCourseDesc?dc=D57387GC10&p_org_id=1001&lang=US


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Contents

1. INTRODUCTION / OUTLINE / VALUE PROPOSITION ................................................... 3

2. SET UP / DATA REQUIREMENTS .................................................................................. 3 2.1. Demo Data ................................................................................................................................ 3

Create User Defined Fields ................................................................................................................ 3 Create Projects ................................................................................................................................... 5 Create Portfolio ................................................................................................................................... 6 Create Budget View ............................................................................................................................ 8

3. DEMONSTRATION SCRIPT ............................................................................................ 9 3.1. Scenario Comparison Analysis ................................................................................................. 9 3.2. Waterline Analysis .................................................................................................................. 10 3.3. Bubble Chart Analysis ............................................................................................................ 11

4. APPENDIX A: FREQUENTLY ASKED QUESTIONS .................................................... 14

5. APPENDIX B: SUPPORTING SCREEN SHOTS / ADDITIONAL INFORMATION ........ 15


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1. INTRODUCTION / OUTLINE / VALUE PROPOSITION This demonstration script is focused on analyzing portfolios meaning optimizing the mix of projects within a portfolio based upon corporate or perhaps business unit goals. The script will include the following in order:

• Create portfolio of proposed projects • Scenario based comparison • Using a waterline for analysis • Bubble Chart analysis

The features associated with Portfolio Analysis allow customers to not only view the current status of a portfolio but also conduct ‘what if’ analysis. In other words, they can change the values of various project KPIs (Key Performance Indicators) as well as add and remove projects to and from the portfolio to ultimately arrive at the optimal mix of projects.

2. SET UP / DATA REQUIREMENTS This demo is completely P6 Web based. Much of the script is dedicated to data setup as ideally, you will have a portfolio of seven to ten projects being proposed where you can analyze KPIs etc. using investor maps, scorecards etc. to determine the optimal portfolio going forward.

2.1. Demo Data There are several ways in which you could quickly get 7 – 10 projects in a portfolio for this demo. The goal is to get the projects in quickly with the same KPIs (Key Performance Indicators) such that you are looking at common measurements in order to optimize the portfolio. As straight forward as that sounds, often companies make decisions with respect to which projects go forward and which projects are discontinued based upon measurements that are at a minimum using different calculations / derivations or worst case, completely different attributes (apples to oranges). For this demo script data (assuming you do not have a portfolio of projects to use already), we will set up and use the following KPIs and weights:

• Product ROI (Return on Investment) – 30% • Product Innovation – 25% • Market Risk – 20% • Production Impact – 15% • Resource Capacity – 10%

We will have one more KPI, Total Weighted Score, that will be calculated from the other KPIs. These will all be user defined fields and make for nice score cards and graphs from which we can make decisions about the best projects with which to go forward.

Create User Defined Fields In the P6 web client, click on Administration. Click Project User Defined Fields.


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Click Create User Defined Field. Title: Product ROI (30%) Data Type: Number Calculation Type: Manual Configure the Graphical Indicators as shown or similarly. We are using a scale of 1 – 5 for this UDF. Check both display options.

Click on the Summary tab and select Average for Calculation for summary rows. This way, for this KPI, it will not sum each of the values per project but present an average in the rollup total column.

Configure the remaining four User Defined Fields exactly the same (less the title). Lastly, configure the Total Weighted Score which will be calculated from the other KPIs factoring in the weight of each.

Title: Total Weighted Score Data Type: Number Calculation Type: Formula We will add each of the other KPIs multiplied by their individual weights. Click the Fields pulldown and go to the User Defined portion to use those UDFs you previously entered.


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See the entire formula for the Total Weighted Score as well as the Graphical Indicators. Click on the Summary tab and select Average.

NOTE: If you wanted, you could use the P6 Workflow features to input the proposed projects and have them placed in the appropriate portfolio. If you wish to go that route, refer to DemoScript-Workflow v 1.0.doc.

Create Projects For the purposes of this script, we will create one project and copy it to make the others and put them all in a portfolio called Proposed Projects. You can create and copy these projects using the thick client or the web. Before creating the project, create an EPS (Enterprise Project Structure) node called Proposed Projects where the new projects will reside. If you need help in creating this node, refer to DemoScript-EPS OBS Users v 1.0.doc.

In the P6 web client, click the down arrow next to Projects and select Create Project. Here, we are creating Demo Project 7. Click Create.

Click Go to Project Workspace and click the Details button to enter an Original Budget.


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The Original Budget for Project 7 is $335,000.

Create the other project (such that you have seven or so) and use the following budgets for each:

• Project 1 - $1,200,000 • Project 2 - $100,000 • Project 3 - $225,000 • Project 4 - $875,000 • Project 5 - $550,000 • Project 6 - $250,000 • Project 7 - $335,000

Create Portfolio Once you have all seven projects created, you will need to put them into a Portfolio.

Click the down arrow next to Portfolios and select Manage Portfolios. Click Create Project Portfolio.

Create a Portfolio and move the newly created projects to the Selected Projects column. Click Save.

Create Portfolio View Next, you will create a Portfolio View which we will also use to put data against the Projects’ KPIs.

Click the down arrow next to Portfolios and select Manage Portfolio View.


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Click Create View. Expand New Portfolio View, select New Scorecard and click OK.

Name the view (Demo Proposed Projects View in this case) and move all of your recently created User Defined fields to the Selected Columns column as show. NOTE: It is important to show your customers the large number of possible columns they could include in this scorecard for analysis / comparison. Then of course with the User Defined Fields, the sky is the limit. Click Save.

Click the down arrow next to Portfolios and click Open Portfolio. Locate your portfolio and open it. Click on View and select the view you just created.

Enter the following values for each project by clicking on each cell and manually entering. Keep in mind that these values would most likely be submitted via the workflow process or an external application like ProSight, or even an Excel spreadsheet. Save the View as Demo View 1.


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At this point, you have adequate data to address the Scenario Comparison portion of the actual customer facing demo. The next portion will add additional data that can be used for other portions of the demo script.

Create Budget View The next view and associated data will be used to demo the Waterline feature. Click the down arrow next to Portfolios and select Manage Portfolio View to create a new View.

This time, you’ll start from an existing view and add additional columns. Select the first view you created (Demo Proposed Projects View in this case) and click OK.

Name this view Proposed Budget and Risk and configure the Selected Columns as shown. This is the data / view you will use to demo the Water Line feature.

View the Portfolio and change the View to Proposed Budget and Risk. You should see something similar to this.


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3. DEMONSTRATION SCRIPT

3.1. Scenario Comparison Analysis Open the Demo Proposed Projects portfolio and View Demo View 1 that you created in set up.

Click on the Total Weighted Score column such that you are sorting ascending (putting the lowest overall scores at the top). At a glance, it appears Project 3 is a low scorer in each of the categories. Project 5

has some highs and low. What would happen if we removed those from the portfolio? How would the new portfolio compare to the current? One way to address this is to create and save a Scenario and compare that Scenario to the current view.

Uncheck Projects 3 and 5. Click on the Save As icon and save the view as a New Scenario. For simplicity, the Title Remove 3 and 5 was used. You may choose something more appropriate including a date for your customer. Save.

Use the ‘split screen’ as shown to compare the recently created scenario to the current portfolio. You can see the value of the total averages. The Total Weighted Score is much higher without Projects 3 and 5 in the portfolio. The Product ROI increases as well.


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3.2. Waterline Analysis Open the Demo Proposed Projects portfolio and change the View to Proposed Budget and Risk.

You should see something similar to this. Note the Current Budget total for the portfolio. In this case it is $3,535,000. Let us say for example that your budget is $3,000,000.

You can use the Waterline feature to enter a budget (in this case $3M as well as sorting (indicating priority) such that P6 selects the mix of projects that fit within the constraints.

You can see for the Waterline (those projects in blue are below the waterline) and thus temporarily not considered part of the portfolio. Based upon the limit of $3,000,000 and the other sorting parameters, Project 5 and Project 3 are excluded to meet the waterline goal. Also note that the TOTAL Total

Weighted Score has increased by excluding Projects 3 and 5. This may seem rather intuitive with only seven projects, but imagine the power if there were one hundred! NOTE: You can override the waterline by checking a project you want to be included. TIP: Click on the Waterline icon again to either turn off the waterline filtering or change the limits / sorting.


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3.3. Bubble Chart Analysis Bubble charts allow you to view four attributes or KPIs simultaneously and can add great insight into portfolio optimization. First, you will add a new User Defined Field to demonstrate to your customer how this is done. Consider doing this prior to live demo if it is not appropriate for your customer.

Click Administration > User Defined Fields and create Probability of Success that is a Number. Configure as shown.

Create a new Scorecard type view named Demo View 2 and configure as shown. Click on the Summary tab and select Average.

Next, we need to get some data into the new User Defined Field knowing that this information would most likely be collected through another mechanism from the various project owners.


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Open the Proposed Projects portfolio and select your newly created view, Demo View 2. Input the following values for Probability of Success:

• Project 1 – 2 • Project 2 – 8 • Project 3 – 4 • Project 4 – 5 • Project 5 – 7 • Project 6 – 6 • Project 7 – 9

Click on Portfolios > Manage Portfolio Views and Create a new Bubble Chart view.

Click Save.

Your Bubble Chart should look similar to:

The Bubble Chart (sometimes also referred to as an Investor Map) is a very powerful tool in that it allows one to look at four variables (KPIs) simultaneously. In this case, we are looking at Probability of Success, ROI, Budget and Project. Hover over each of the bubbles and you can see

the exact values for each KPI as shown for Project 3. Next, you can determine which quadrants are least and most desirable. In this case, the lower left quadrant would indicate low ROI and low probability of success. Combine that with a large bubble (meaning large budget) and that is least desirable. Project 1 shown in blue is close to that. It has a low probability of success, a large budget


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yet, it does have a high ROI. Most desirable is Project 7 with a small budget, high probability of success and high ROI. NOTE: We are only showing a few projects in this portfolio for simplicity. Make certain you explain and extrapolate the power of the application with respect to large and more complex portfolios. There are endless possibilities given the number of graphs available and the combination of KPIs available for your customers to analyze and optimize their portfolios. .


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4. APPENDIX A: FREQUENTLY ASKED QUESTIONS

Question Response


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5. APPENDIX B: SUPPORTING SCREEN SHOTS / ADDITIONAL INFORMATION

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