New User Experience: Capture, Develop, and Approve New Ideas

Before using the Ideas grid, verify that your administrator has granted you the appropriate access rights:
ccppmod1561
HID_newux_ideas
Develop new ideas with Clarity PPM 15.6 and newer editions.
As a business development, portfolio, project, or product manager, you can capture demand from new ideas throughout your organization and from partners and customers. Develop and evaluate new ideas in the Ideas grid. Approve and fund the more promising ideas, and reject the low-priority ideas so that individuals and teams do not allocate budget or time on them.
Use the Ideas grid in the
New User Experience
to create, edit, review, and approve ideas as follows:
2
Prerequisites
Before using the Ideas grid, verify that your administrator has granted you the appropriate access rights:
  • Idea Management - Navigate
  • Ideas Navigate
  • Ideas - Create
  • Resource - View Ideas - All
    or 
    Idea - View - All
  • Resource - Approve Ideas - All
    or 
    Idea - Approve - All
As an administrator, see
Access Rights Reference 
in the English edition of the documentation. The 
Demand Management Access Rights
 page describes the access rights that are required to interact with ideas. The rights are generally the same for Classic PPM and the
New User Experience
.
View Ideas
Example
: Sid Patel is a Portfolio Manager and a key decision maker in his organization. He understands that ideas lay the foundation for the success of his organization. He uses the Ideas grid to review and identify ideas that need investments. He also rejects other ideas so that individuals and teams do not spend too much time on them.
image2019-4-3_9-30-39.png
Follow these steps
:
  1. In the main menu, click
    Ideas
    The 
    Ideas
     page appears.  
  2. When viewing the grid for the first time, the following fields appear:
    • Subject
      Defines the idea summary/name.
    • Idea Type
      Is a custom field that is imported when you import the PMO Accelerator add-in. You can learn more about the PMO Accelerator add-in by visiting the Add-in: PMO Accelerator section in the documentation. 
    • Idea Category
      Is a custom field that is imported when you import the PMO Accelerator add-in.
    • Idea Priority
      Defines the value that is assigned to the idea by the idea manager. The value corresponds to the risk priority. You can select Low (default), Medium, or High.
    • Start Date
      Indicates the idea start date.
    • Planned Cost
      Defines the planned costs of developing an idea. The value is distributed between the Planned Cost Start and the Planned Cost Finish dates. 
      Before Release 13.2, you could directly update the Planned Cost field. However, since Release 13.2, the Planned Cost field has not been editable. Instead, it is the sum of the Planned Operating Cost and Planned Capital Cost fields.
    • Planned Benefit
      Defines the total planned benefit that you receive from the idea.
    • Planned NPV
      Displays the planned NPV (Net Present Value) of the investment.
    • Planned ROI
      Displays the planned ROI (Return on Investment) of this investment.
    • Status
      Displays the status of the idea.
       
      Refer to
       
      the Idea Approval Process section of the Manage Ideas page for more information.  
      To show or hide fields in the Ideas grid, click Column Panel.jpg
      Column Panel
      .
Associate Ideas with Blueprints
You can associate an Idea with a blueprint that your administrator or PMO content designer would have created for your team or business unit. A blueprint allows you to display information that is relevant to the specific business requirements of various departments. 
Example
: Sid Patel - Portfolio Manager - uses the Ideas page to evaluate ideas from the Product Development and the Product Architecture teams on different criteria. He evaluates ideas submitted by the Product Development team on the financial impact such as planned cost and planned benefit. For the Product Architecture team, his evaluation is based on technical details such as architectural fit, technology compliance, and regulatory compliance. Sid wants the teams to associate ideas with relevant Idea blueprints so that he will see only relevant details when he reviews ideas. 
Follow these steps
:
  1. In the main menu, click 
    Ideas
    The 
    Ideas
     page appears.  
  2. Click the  Column Panel.jpg
    Column Panel
    .and select and add the Blueprint field to the Ideas grid.
  3. Identify the idea you want to associate with a blueprint and double-click the Blueprint cell to select the appropriate blueprint. 
  4. Click
    Subject
    to view details associated with the idea. The layout and fields of the details page are decided by your administrator or PMO content designer when they configure blueprints. 
You can only view Idea blueprints that your administrator has published in the
New User Experience
. If your administrator has not published any custom blueprints, your idea will be associated with the Standard Idea blueprint. For more information, see New User Experience: Configure Blueprints for Ideas.
Associate Ideas with OBS Units
You can associate an Idea with Department, Location, Organizational, and Default Resource OBS units. You can also dissociate, or update an Idea from the respective OBS Unit.
Prerequisites:
As an administrator, you must ensure that the specific object attribute is associated with Idea from the Classic Clarity PPM interface. For more information about OBS, see Configure an Organizational Breakdown Structure.
Follow these steps:
  1. Click
    Ideas
    from the main menu.
    The Ideas page appears.
  2. Navigate to the Column picker, select the following OBS units:
    • Department
    • Location
    • Organizational
    • Default Resource OBS Unit
    The associated columns are added to the Ideas grid.
Filter Ideas
You can also use the Idea grid to sort through ideas quickly and narrow down on ones that are relevant to your current business scenario.
Example
: You want to review ideas that are not approved and have an ROI between 100% to 200%. You can use the filter on the Ideas grid to quickly identify and review these ideas. 
Updated Filter Ideas.gif
Follow these steps
:
  1. On the Ideas grid, click Filter.jpg 
    Filter
  2. Click
    Add Filter
     and select a column. 
  3. Enter your filter criteria. Based on your business requirements, you can apply multiple filters to the Idea grid. 
    The Ideas grid refreshes to show the results. 
  4. To remove a filter, click Filter Close.jpg(
    X
    ).  To remove all filters, click
    REMOVE ALL
    .
Create an Idea
Capture demand for new products, projects, services, applications, and other investments by creating and developing new ideas.
Follow these steps
:
  1. In the main menu, click 
    Ideas
    The 
    Ideas
     page appears.
  2. Click blue_plus_icon.png 
    New Row
     to add a new idea to the Idea grid. You can also right-click in the grid and select 
    Insert Row Below
  3. Enter values in the following required fields:
    1. Subject
       
      Enter the name or summary of the idea
    2. Status
       
      The status is automatically set to 
      Unapproved
    3. ID
       
      Enter a unique identifier for the idea. The ID field is read-only when auto-numbering is enabled. 
  4. Enter values in relevant optional fields such as
    Idea Type
    ,
    Idea Priority
    , and
    Start Date
Create and Manage Views
You can personalize the Ideas grid to see relevant columns and capture the required information quickly and efficiently. You can also save your personalization as views that you can access later. The saved views are also available to all users with access to the Ideas grid. 
Example
:  You want to review ideas that are not approved and have an ROI between 100 to 200%. You can use a couple of filters on the Ideas grid to identify appropriate ideas.  You can now save this layout as a view to ensure that you and your peers can quickly view unapproved ideas with a high ROI and make effective decisions. 
Ideas 3.jpg
To avoid creating multiple copies of nearly identical views, do not save a new view unless its properties are different from an existing view. A simple strategy is to create a core set of views that all users can share. Users can make small adjustments to these core views without necessarily saving new views. You can continue working in an unsaved view. However, to preserve your filters, settings, and grid configurations, save your view. 
Follow these steps
:
  1. In the main menu, click 
    Ideas
    The
    Ideas
    page appears. 
  2. Add the necessary columns to the grid and set the appropriate filters. The 
    UNSAVED
     tag appears next to the VIEW field. 
  3. Use 
    VIEW OPTIONS
     to specify settings for the 
    MONEY DECIMAL DISPLAY
     and 
    NUMBER DECIMAL DISPLAY
     fields. UNSAVED appears for the current view
  4. Click 
    VIEW, SAVE AS. 
  5. In the SAVE VIEW
     panel, enter a new name. To replace an existing view, leave the same name. Click
     SAVE
     and click 
    CONFIRM.
  6. Click 
    SAVE. 
    The view is saved and remains active as your current view.
  7. To manage views, click 
    VIEW, MANAGE
    .
  8. On the 
    MANAGE VIEWS
     panel, click one of the two tabs:
    • CREATED BY ME:
       This tab displays views that you created. To rename a view, select the view name and enter a new name. To delete a view, click 
      X Delete
      .
    • CREATED BY OTHERS:
       This tab displays views that other users created. The tab displays the view name, owner, and options to hide or show the view in the views list.
  9. Click 
    X
     to close the 
    Manage Views
     panel. 
Edit Ideas
As a Portfolio Manager or decision maker, you can edit ideas:
  • Directly in the Ideas grid
  • By using the Details Panel often called the flyout window
Edit Ideas Directly in the Ideas Grid
Example
: You are reviewing ideas and want to change the priority and start date of an idea that can deliver immediate value to your organization. 
Edit Ideas.gif
Follow these steps
:
  1. In the main menu, click 
    Ideas
    . The 
    Ideas
     page appears. 
  2. Use FILTER or VIEW to identify the idea you want to edit. 
  3. You can now perform the following actions depending on the columns:
    • Enter values directly in a column
    • Select values from a drop-down list 
    • Select a date from the date picker
    • Enter or clear check marks
In our scenario, the Portfolio Manager would identify the appropriate idea and double-click the value in the 
Idea Priority
 field to change the priority of the idea. They would then double-click the value in the
Start Date
column and use the date picker to change the start date. 
If you have the
Idea - Edit - All
or the
Resource Edit Ideas - All
access right, you cannot change the status of an idea to
Approved
. You can edit an idea and change its status to
Submit for Approval
.
Edit Ideas By Using the Details Panel
The Details panel (often called the flyout window) has been introduced in 
New User Experience
 15.6.1 for the Ideas grid. This panel allows project owners and business users with access rights to configure which fields appear on the Details panel. Users can drag-and-drop new fields to the layout, adjust their position on the form, and save your settings in a view. User configuration changes remain in place for the different layouts available on the current page (for example, grid, board, list, or timeline). Users can make these changes in an unsaved view or preserve them in saved views that can be shared with other users. The ability to add, position, and remove fields helps empower user productivity. Less time is spent navigating to other pages to locate a field.
Example: 
When you review details associated with an idea, you want to validate if an idea has been approved and who has approved it before reviewing additional details.  You can add these fields to the Details panel. 
Ideas Details.gif
Follow these steps
:
  1. In the main menu, click 
    Ideas
    The Ideas page appears.
  2. Use FILTER or VIEW to identify the idea you want to edit. 
  3. Click any column associated with an idea in the Ideas grid to display the
    Details
    tab. 
  4. Click
    CONFIGURE
    to display a list of all the attributes that are available for the Idea object. 
  5. Drag-and-drop the relevant attributes to the Details layout where they are now available as fields that can be viewed or edited. 
  6. Adjust the positions of fields on the Details layout by dragging and dropping them in relevant positions. 
  7. After finalizing your changes save your view if you want other users to benefit from your changes. 
Edit the Status of an Idea
You can change the status of an idea:
  • If the status of an idea is 
    Unapproved
    , you can only change its status to 
    Submit for Approval
  • If the status of an idea is 
    Submit for Approval
     and you have rights to approve an idea, you can change the status to 
    Approved
    Rejected
    , or 
    Incomplete
    • If you reject an idea or mark it 
      incomplete
      , the owner of the idea can work on the idea. 
    • They can change its status to 
      Submit for Approval
       so that you can review the idea again. 
  • If the status of an idea is 
    Approved
    , you cannot change it to 
    Unapproved
    ; however, you could
     
    change it to 
    Submit for Approval
Approve Ideas
As an owner or decision-maker with the appropriate access rights, you can evaluate and approve ideas. For example, after meeting your acceptance criteria, you want to approve an idea submitted by one of the employees in your organization. 
Follow these steps
:
  1. In the main menu, click 
    Ideas
    The 
    Ideas
     page appears.
  2. Locate the idea you want to approve in the Ideas grid. To assist your search, apply a saved view or use one or more filters. 
  3. Double-click the value in the
    Status
    column and change the status to
    Approved
Link Ideas to Roadmap Items
In a roadmap scenario, you can associate a roadmap item to an existing project, a custom investment, or an idea.  You see only the projects, custom investments, and ideas for which you have at least view access rights. Once an idea is linked to a roadmap item, it cannot be associated with other roadmap items. See New User Experience: Top-Down Planning with Roadmaps.
Export Ideas
As a Portfolio Manager or decision maker, you can export data in the Ideas grid to a comma-separated values (CSV) file and work offline or import data into other systems. To learn more about exporting data, review the Export Grid Data to a CSV File section of the Getting Started with the Clarity PPM New User Experience page.  
Follow these steps
:
  1. In the main menu, click 
    Ideas
    The 
    Ideas
     page appears.
  2. Click Export to CSV.jpg Export to CSV. 
The export converts percentage (%) values in grids to decimal values. For example, if the Planned ROI column in the grid has a value of 131%, it is saved as 1.31 in the exported CSV file.
Troubleshooting Tips and Tricks
Some of the common issues you can encounter while using the Ideas grid are:
3
3
API-1007: You are not authorized to process a request. Contact your system administrator for necessary security rights.
You can encounter this error message if you are trying to perform activities for which you don't have appropriate rights. An example is when you have the
Idea - Edit - All
right and try to create an idea. You can only create an idea if you have the
Ideas - Create
right. 
CMN-0009: Attribute 'Status' has invalid Lookup Value '4'
You can encounter this error message if you are trying to change the Status of an idea but don't have the appropriate rights. An example is when you have the
Idea - Edit - All
right and try to change the status of an idea to
Approved
. You can only approve an idea if you have the
Idea - Approve - All
or the
Resource - Approve Ideas - All
right.