Manage Ideas

Ideas are the initial stage in the creation of opportunities for investment such as projects, applications, products, and services. An idea lays the foundation for a future investment by serving as a container for pertinent information. Develop and approve the best ideas and reject unwanted ideas before they become high risk investments that consume resources.
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Ideas are the initial stage in the creation of opportunities for investment such as projects, applications, products, and services. An idea lays the foundation for a future investment by serving as a container for pertinent information. Develop and approve the best ideas and reject unwanted ideas before they become high risk investments that consume resources.
You can track ideas and can convert them into investment opportunities. For example, you can evaluate an idea, decide that it has value, and convert it to a project. You can convert an idea into any of the following investment types:
  • Projects
  • Products
  • Services
  • Assets
  • Applications
  • Other work
These investment opportunities can then be approved as part of your portfolio. You can include ideas in an investment hierarchy, build a team and budget around them, and set up reports. Use the audit trail to track the history of specific activities that occur for an idea. Your administrator determines which fields are audited and what information is stored in the audit trail. The Audit page appears when you open an idea. Use this page to view a log of changes, additions, or deleted records.
Ideas can originate in other systems. You can import ideas from another system using the XML Open Gateway. After you import them, the ideas are part of the portfolio management process.
As an information technology (IT) analyst or manager, use this article to manage IT demand from ideas.
2
The Idea Approval Process
The 
Idea Approval
 process is an out-of-the-box 
Clarity PPM
 idea management process. As a process administrator or manager, the idea approval process helps you manage the entry, review, and approval of ideas. By default, this process is not active. A process administrator activates it before the idea approval process can be started. You can customize the process using your own business rules.
You can only have access to one Idea Approval process at a time. The process administrator cannot grant access to more than one Idea Approval process. Otherwise, an error occurs when you click Submit for Approval.
Automated idea processes move the idea through an implicit workflow. The following steps summarize the process:
  1. An instance of the Idea Approval process is created automatically each time a user creates an idea. A new idea has an 
    Unapproved 
    or 
    Submitted for Approval 
    status.
  2. The approval process sends notifications for each action item or step to designated recipients. The process locks the idea status during the approval process. No one can change the idea status manually.
  3. A user submits a proposed idea for approval. All required information is complete. The idea status changes to 
    Submitted for Approval
    .
  4. After a user submits an idea, you can also mark it
    rejected
    incomplete
    , or 
    approved
    .
  5. An action item is sent to each reviewer who has the right to approve the idea. The action item requests that the approver review and then approve the idea.
  6. The reviewer examines the idea. Set the idea status to 
    approved
    or 
    rejected
    . To request more information from the original person making the request, choose
    incomplete
    .
  7. Users can resubmit any 
    Incomplete 
    ideas. When a user resubmits an idea, its status is set to 
    Submitted for Approval
     and it returns to the start of the process.
  8. When an idea is 
    approved
    , you can convert it into any project, service, or investment. Your access rights determine what entities you can create.
  9. A user marks an idea
    approved
    incomplete
    , or 
    rejected
    . The system sends an action item notification to the original author of the idea.
  10. Idea approval, rejection, or deletion terminates the process.
Multiple users can have the right to approve the same idea. Contradictory responses could get recorded. For example, one reviewer approves the idea and another rejects it before the background process engine cycles. In this case, the outstanding action items are closed, if any, and new copies of the same action item are sent. The new action item states that contradictory responses are received. As another example, a user with authorization can directly mark an
incomplete
idea as
approved
. If a user changes an
Incomplete
idea to
Rejected
, error message
INV-0007: Enter a valid status code
appears. To avoid this condition, mark the idea 
Submitted for Approval
and change it to 
Approved 
or 
Rejected
.
Create an Idea
Use the create idea page to define the properties, estimated costs and benefits, and detailed description of an idea.
Follow these steps:
  1. Open 
    Home
    , and from 
    Demand Management
    , click 
    Ideas
    .
  2. Click 
    New
    .
  3. Complete the 
    General
     section:
    • Subject
      Defines the idea summary/name. When you convert the idea into a project, service, or investment, the subject is used as a link from the investment to the idea. During the conversion process, the subject becomes the description of the investment.
    • Idea ID
      Defines the idea unique ID. If auto-numbering is configured, the field displays as read-only. During the conversion process, the Idea ID is the name of the investment.
    • Idea Priority
      Defines the value that is assigned to the idea by the idea manager. The value corresponds to the risk priority. Choices are: Low (default), Medium, and High.
    • Description
      Specifies the functionality and value to users of implementing the idea.
    • Manager
      Defines the name of the resource that manages and owns the idea. The Idea Manager can edit the idea general properties and view the team and hierarchy. Additional rights are required to staff the idea or manage the hierarchy of the idea. Also, the Idea Manager requires the
      Idea - View Financial
      access right to view the financial details on the Settings page.
    • Originating Requestor
      Defines the name of the resource originating the idea request. By default, the field displays the name of the resource creating the idea. As an Idea Requester, you can edit the general properties and submit the idea for approval. To view or edit the Settings page, you need additional access rights such the Idea - View instance access right.
    • Active
      Specifies if the idea is active. Activate the idea to allow resources to view the idea in any capacity planning portlet. 
      Default: 
      Selected
    • General Notes
      Specifies additional information about the idea not covered by the idea description.
  4. Complete the 
    Estimated Costs and Benefits
     section:
    Some of the properties are used later in the approval process when you convert the idea into a project, service, or investment.
  5. Complete the following fields in the 
    Detailed Description
     section:
    • Impact on Existing Initiatives
      Defines the impact that the idea has on the existing initiatives.
    • Risks
      Defines the risks, whether the idea is implemented or not.
    • Dependencies
      Defines any dependencies for the idea.
  6. Click the 
    Browse
     icon in the 
    Organizational Breakdown Structure
     section next to the OBS to associate with the idea for security, organizational, and reporting purposes. The OBS-named-Department is used to associate the idea with a department. If multiple OBS entries exist, the OBS-named-Department appears last.
  7. To save the idea, click 
    Save
    .
    The new idea appears on the Ideas page with an 
    Unapproved 
    status.
  8. To save the new idea and submit it for approval, click 
    Submit for Approval
    .
    The new idea appears on the Ideas page with a 
    Submitted for Approval
     status.
Update Idea Properties
To define the idea, update its properties when information becomes available. Some of the properties are used later in the approval process when you convert the idea into a project, service, or investment.
Follow these steps:
  1. Open 
    Home
    , and from 
    Demand Management
    , click 
    Ideas
    .
  2. Open an idea.
  3. Click the 
    Properties
     tab and select a menu item to update idea properties.
  4. Edit general information, such as name, manager, goals, status, alignment, and OBS associations.
  5. Select a resource in the Target Manager field. The target manager is the resource who manages the idea when it is converted into a project, service, or investment. Complete the field before you convert the idea into a project, service, or investment. If you leave this field empty, the resource you select as the Idea Manager becomes the manager for the converted project or investment.
  6. Complete the fields in the Detailed Description section of the properties page.
    1. Specify the impact that the idea has on existing initiatives.
    2. Indicate the risks of the idea.
    3. Specify any dependencies that the idea has on existing initiatives.
  7. Define Scheduling Information such as start and finish dates, and tracking methods.
  8. Define Budget Information such as planned cost and benefit, NPV, and breakeven metrics. 
    An overview of the estimated costs and benefits appears in the Estimated Costs and Benefits section of the properties page.
Define Scheduling Information
Use this procedure to define the idea start and finish dates, open the idea for time entry, and define its charge code.
Follow these steps:
  1. Open 
    Home
    , and from 
    Demand Management
    , click 
    Ideas
    .
  2. Open an idea.
  3. Click the 
    Properties
    tab and click
    Schedule
    .
  4. In the
    Schedule
    section of the page, complete the following fields:
    • Start Date
      Indicates the idea start date. When you convert the idea into an investment, the date is the investment start date.
    • Finish Date
      Indicates the idea finish date. When you convert the idea into an investment, the date becomes the investment finish date.
    • Set Planned Cost Dates
      Specifies if the planned cost dates are synchronized with the investment dates. Selecting the option for a detailed financial plan does not affect the planned cost dates.
      Default: 
      Selected
  5. In the
    Tracking
    section of the page, complete the following fields:
    • Time Entry
      Enables staff members to record the time that they spend working on the idea on their timesheets.
      Default: 
      Selected
    • Track Mode
      Indicates the method for the staff members to enter time for hours worked on the idea.
      Options:
      • PPM
        : Staff members record time using timesheets.
      • None
        : Non-labor resources track actuals through transaction vouchers or through a scheduler, such as Open Workbench.
      • Other
        : Import actuals from a third-party application.
      Default: 
      PPM
    • Charge Code
      Select a default charge code to use for all idea tasks. If you enter a different charge code at the task level on timesheets, the task-level charge codes override the idea-level charge code.
  6. Click
    Save and Return
     or
    Submit for Approval
    .
Define Budget Information
To evaluate ideas for portfolio management, define the planned cost and benefit information for each idea. You can define budget information from the Idea: Properties: Main - Budget page. With budget properties, you can define metrics. For example, the idea planned cost, NPV, ROI, and breakeven information. You can also elect to have the application calculate budget metrics for you automatically using the cost of capital.
Use the fields on the page to set the start and end dates for the budget. With budget properties, money flows constantly and evenly over this period. The values budget properties are applied to only one time period: from the idea start date to the finish date. The dates are applied only to your idea and not to its parent investments.
Follow these steps:
  1. Open the idea and click its subject.
  2. Open the Properties menu and then from Properties, click Financial Summary.
  3. Complete the following fields:
    • Currency
      Defines the currency for the investment.
      Default:
       System currency
    • Budget equals Planned Values
      Specifies if the budget values in the budget properties of an investment match the planned values. If a detailed budget plan exists for the investment, all the field values in the Budget section are display-only. The fields reflect the values in the detailed budget plan. When the check box is cleared, you can edit the budget fields.
      Default:
       Selected
    • Calculate Financial Metrics
      Specifies if financial metrics for the investment are calculated automatically. If unselected, you can define the financial metrics manually.
      Default:
       Selected
    • Use System Reinvestment Rate
      Select the field to calculate the total cost of capital at the system reinvestment rate.
    • System Rate
      Displays the system rate for calculating the total cost of capital.
    • Investment Rate
      Displays the investment rate for calculating the total cost of capital.
    • Initial Investment
      Defines the initial investment on the idea.
    • Planned Cost
      Defines the idea planned costs. 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 two fields that are editable: the Planned Operating Cost and Planned Capital Cost fields. When you convert an idea into an investment, the Planned Cost value supersedes the estimated cost entered in the Estimated Costs and Benefits section of the Idea Properties: General page.
    • Planned Cost Start
      Select the date of starting the idea planned cost.
    • Planned Cost Finish
      Select the date the idea planned cost expires.
    • Planned Benefit
      Defines the total planned benefit that you receive from the idea.
      Note:
       When you convert the idea into an investment, the planned benefit value supersedes the estimated benefit entered in the Estimated Costs and Benefits section of the Idea Properties: General page.
    • Planned Benefit Start
      Select the date when the idea planned benefit starts.
    • Planned Benefit Finish
      Select the date when the planned benefit of the idea expires.
    • Planned NPV
      Displays the planned NPV (Net Present Value) of the investment.
    • Planned ROI
      Displays the planned ROI (Return on Investment) of this investment.
    • Planned Breakeven
      The date when the idea planned cost equals the planned benefit. The field is read-only.
    • Planned IRR
      Displays the planned internal rate of return for the investment.
    • Planned MIRR
      Displays the planned modified internal rate of return (MIRR) for the investment.
    • Planned Payback Period
      Displays the date of the investment planned payback period.
    • Budgeted Cost
      Displays the budgeted cost amount for the investment.
      : The Budgeted Cost is the sum of the Budgeted Operating Cost and Budgeted Capital Cost fields.
    • Budgeted Cost Start
      Displays the budgeted cost start date of the investment.
    • Budgeted Cost Finish
      Displays the budgeted cost finish date of the investment.
    • Budgeted Benefit
      Displays the budgeted benefit amount of the investment.
    • Budgeted Benefit Start
      Displays the budgeted benefit start date of the investment.
    • Budgeted Benefit Finish
      Displays the budgeted benefit finish date of the investment.
    • Budgeted NPV
      Displays the budgeted NPV (Net Present Value) of the investment.
    • Budgeted ROI
      Displays the budgeted ROI (Return on Investment) of this investment.
    • Budgeted Breakeven
      Displays the date when the idea budgeted cost equals the planned benefit. The field is read-only.
    • Budgeted IRR
      Displays the budgeted internal rate of return for the investment.
    • Budgeted MIRR
      Displays the budgeted modified internal rate of return (MIRR) for the investment.
    • Budgeted Payback in Months
      Displays the date of the investment budgeted payback period.
  4. Submit your changes.
  5. View an Overview of Estimated Cost and Benefits.
Create a Cost Plan for an Idea
Cost plans can go through an approval process to become a formal budget plan. You can submit cost plans for approval like any other type of investment. After approval, the cost plan becomes the current budget plan. You can also associate a benefit plan with a cost plan or a budget plan. After you create a financial plan, you can include it in administrative processes or XML Open Gateway (XOG) transactions.
Follow these steps:
  1. Open 
    Home
    , and from 
    Demand Management
    , click 
    Ideas
    .
  2. Open an idea.
  3. Click the 
    Financial Plans
     tab.
  4. If you see the following error, click the
    Properties
    tab, assign a Department OBS, and click
    Save
    .
    You must associate this investment with an entity before a financial plan can be set up.
  5. Click the
    Financial Plans
    menu and select
    Cost Plans
    .
  6. Click
    New Manual Plan
    .
  7. Complete the required fields.
  8. To link the cost plan to a benefit plan, click
    Browse
    in the
    Benefit Plan
    field and select a plan.
  9. Click
    Save
    .
  10. Click the
    Detail
    tab.
  11. Click
    Add
    to list the cost types and transaction classes for your plan. For example, you can add operating costs for hardware.
  12. Click
    Save and Return
    .
  13. On the
    Cost Plan Details
    page for an idea, click in the cells under
    Amounts By Period
    .
  14. Add costs and units for each transaction class.
  15. (Optional) To insert costs from an existing investment team, click the
    Actions
    menu and select
    Populate from Investment Team
    .
  16. Click
    Save
    .
Create a Benefit Plan for an Idea
To calculate ROI or NPV on an idea, create a benefit plan and associate it with a cost plan. You do not need approval for benefit plans.
Follow these steps:
  1. Open 
    Home
    , and from 
    Demand Management
    , click 
    Ideas
    .
  2. Open an idea.
  3. Click the Financial Plans tab.
  4. If you see the following error, click the Properties tab, assign a Department OBS, and click Save.
    You must associate this investment with an entity before a financial plan can be set up.
  5. Click the Financial Plans menu and select Benefit Plans.
  6. Click New.
  7. Complete the required fields.
  8. To link the cost plan to a benefit plan, click Browse in the Benefit Plan field and select a plan.
  9. Click Save.
  10. Click the Detail tab.
  11. Click Add to list the benefits by description, class, and subclass for your plan. For example, you can list programs to increase revenue or reduce cost.
  12. Click Save and Return.
  13. On the Benefit Plan Details page for an idea, click in the cells under Amounts By Period.
  14. Add benefits for each benefit class by time period.
  15. Click Save.
Create a Budget Plan for an Idea
When a cost plan is approved, it becomes the budget plan for an investment.
Follow these steps:
  1. Open an idea.
  2. Click the Financial Plans menu and select Cost Plans.
  3. Open a cost plan.
  4. From the Actions menu click Submit for Approval.
    The cost plan becomes the proposed submitted budget plan.
  5. Click the Financial Plans menu and select Budget Plans.
  6. Click Approve.
    The cost plan becomes the approved budget plan.
Financial Limitations for Ideas
The following limitations exist for a financial plan on an idea:
  • The actuals in the financial plans, manual transactions, and the chargebacks are not financially enabled.
  • Actuals using transactions are not possible.
  • Only a manually created cost plan (plan of record) can be converted to a target investment. A cost plan that you create using the methods Populated from Investment Team or Task Assignment is not converted.
  • A budget plan cannot be converted to a target investment.
  • A workflow system action is not available to convert an idea financial plan to a target investment. An idea financial plan can only be converted through the user interface.
Submit an Idea for Approval
After you develop a new idea, submit it for approval. You can also submit an idea for approval while still creating it.
Follow these steps:
  1. Open 
    Home
    , and from 
    Demand Management
    , click 
    Ideas
    .
  2. Open an idea.
  3. Do one of the following steps:
    • Click the 
      Submit for Approval
       button.
    • Change the 
      Status
       field to 
      Submitted for Approval
       and click 
      Save and Return
      .
Approve an Idea
Only ideas with a status of
Submitted for Approval
can be approved.
Follow these steps:
  1. Open 
    Home
    , and from 
    Demand Management
    , click 
    Ideas
    .
  2. (Optional) Open an idea, select 
    Approved
     from the 
    Status
     drop-down list, and save your changes.
  3. Select the check box next to the idea.
  4. Click 
    Approve
    .
Request More Information About an Idea
Use this procedure if you believe that an idea requires more information before approval and conversion to a project or investment.
Follow these steps:
  1. Open 
    Home
    , and from 
    Demand Management
    , click 
    Ideas
    .
  2. Open an idea. 
    The properties page appears.
  3. Change the submitted idea status to 
    Incomplete
    .
  4. In the General Notes field, enter any notes or directions about the additional information that you require from the idea manager.
  5. Click Save and Return.
    The Ideas page appears and the idea status is 
    Incomplete
    .
  6. Send an action item and a notification to the idea manager to provide additional information and to resubmit the idea.
    You can also achieve these goals using a process.
Reject an Idea
You can reject an idea from the list page or from its properties page. An idea can only be rejected if its status is 
Submitted for Approval
.
Follow these steps:
  1. Open Home, and from Demand Management, click Ideas. 
  2. Select the check box next to the idea.
  3. Click Reject.
You can also open the idea, select
Rejected
from the Status drop-down list, and save your changes.
Deactivate an Idea
Deactivate an idea when you want to put it on hold indefinitely.
Follow these steps:
  1. Open the idea.
    The list page appears.
  2. Click the subject of the idea to deactivate. 
    The properties page appears.
  3. In the General section of the page, clear the Active check box.
  4. Click Save.
Delete an Idea
You can delete an idea, including an idea that has been converted to an investment. Deleting a converted idea removes the link to the investment. Deleting an idea does not delete the converted investment.
Follow these steps:
  1. On the Ideas list page, select the check box next to an idea.
  2. Set the Active field to 
    No 
    and click Save. You cannot delete an active idea.
  3. Click Mark for Deletion. 
    The idea is deleted and no longer appears in the list.
Staff a Team to Work on an Idea
Select Resources
To start capacity and portfolio planning, staff your most promising ideas with resources. Ideas are not associated with tasks and staffing them does not result in long-term commitments for that staff. For example, you can staff an idea with team members to perform up-front work before approving the idea. Add more staff to estimate and plan capacity before converting the idea into a project, investment, or service.
You can allocate roles or resources, and labor or non-labor types. The staff can record the time that they spent working on an idea on their timesheet.
Use a role as a placeholder when you do not know the named resource for the idea. When a specific resource is not available, you can staff your idea with multiple instances of a role. For example, assign programmer (1) and programmer (2) to represent two different requirements with a programming role.
You cannot staff multiple instances of the same named resource to an idea.
Follow these steps:
  1. Open the idea.
  2. Click Team.
  3. To select individual resources or roles for the idea staff, click Add.
    The Select Resources page appears.
  4. To add all the resources in a selected OBS unit to the idea staff, click Add/Update by OBS.
  5. Select the resources and roles to add to the idea staff. 
    Use the Search Filter to find resources or roles by name or other criteria.
  6. Click Add to add the resources and roles. All resources are automatically allocated at 100 percent of their available working days.
  7. Adjust any of the following values:
    • Role
      Displays the role of the resource, which can be different from the primary role selected in the resource profile.
    • Time 
      Displays a yellow checkmark if the resource or role is allowed to enter time for the idea.
    • Booking Status 
      Displays the resource or role booking status:
      • Hard. The resource is committed to the idea.
      • Soft. The resource is tentatively scheduled for the idea.
      • Mixed. Both soft and hard allocation exists for the resource.
    • Start 
      Displays the team member allocation start date. If not defined, the date defaults to the start date of the idea.
    • Finish 
      Displays the team member allocation finish date. If not defined, the date defaults to the finish date of the idea.
    • % Allocation
      Displays the team member percent allocation to the idea. Each staff member is assigned to the idea at 100 percent of the resource available time by default.
    • Allocation
      Displays the number of hours the resource has been tentatively booked to the idea. Unless you change the booking dates, staff members are automatically booked for the entire duration of the idea. This field cannot be edited. Its value changes to reflect edits that you make using the following options:
      • The setting allocation options.
      • The new allocation curves defined on the Idea Staff Member: Properties page.
      • The Shift Allocation option.
    • Allocated Actuals
      Displays the total number of hours the resource has recorded to date on this idea.
    • Incident Actuals
      Displays the time posted to incidents associated with this idea.
    • Total Actuals
      Displays the aggregated total actual time posted. This value is the sum of the allocated actuals and the incident actuals.
  8. To open the resource profile and change planned and hard allocations, click the 
    Properties 
    icon.
  9. To open the Find Resources page for the selected resource and to replace the resource or role with a different resource or role, click the 
    Resource Finder
     icon.
  10. To edit the properties for a resource, click a resource name in the list.
  11. To update the resource or role allocation, click an entry in the Resource Allocation column.
    When adding resources to your idea staff, you could easily over-allocate the resource by mistake. In this case, a confirmation page appears. The available hours for a resource can be less than the total number of requested hours. In this case, instead of the Booking Confirmation page, the Remaining Availability Confirmation page appears.
  12. Confirm that you want to over-allocate the resource, or accept the remaining availability of the resource. When the confirmation page appears, select one of the following options:
    • Overallocate
      Over-allocates the resource.
    • Remaining Only
      Books the resource for the amount listed in the Remaining Availability column.
  13. Adding a resource to the project or investment displays 
    overbooking
     in the Remaining Availability Confirmation page. If the resource is booked at 100 percent (default) of their availability, the 100 percent Resource Allocation column lists the number of utilized hours. The Remaining Availability column indicates the actual number of available work hours for the resource on your project.
  14. (Optional) View the bottom-up aggregated work effort by role or switch the view to edit the planned work for the idea.
    Staff allocation is the period during which a resource is booked to an idea. Unless you change the booking dates, staff members are automatically booked for the entire duration of the idea. The allocation amount that is granted for a resource can be calculated as follows:
    The total working days value includes start and finish dates. ETC is based on the number of hours a resource is assigned to the idea.
  15. Save the changes.
Evaluate and Change Resource Allocations for an Idea
You can adjust the default resource allocations. You can unbook a hard-booked resource, or extend a resource for additional planning. The team detail page of an idea lists planned and committed allocation for an idea by resource and by time period in a graph. Use this view to determine if a resource is overbooked or under booked and by how much. You can also ascertain the availability of a resource for an idea.
To view the page, select Team, and then click Detail from the page toolbar.
The team detail page displays data based on resource, allocation, and time period. Scrolling over a time period displays a note providing you with a brief summary of what you see. The time period columns are, by default, set to weekly, and start with the current week. The allocation color code is as follows:
  • Yellow
    Resource is allocated at or under availability for that time period.
  • Red
    Resource is over-allocated (the amount of time booked exceeding availability) for that time period.
  • Green
    Allocation to other investments, ideas, or services.
Follow these steps:
  1. Open the idea.
  2. Click Team.
  3. Click the Properties icon for the resource to change allocation. 
    The Properties page displays the basic profile fields and allocation-related fields.
  4. In the Default % Allocation field, enter the percentage of that resource's total time to allocate to the idea. You can enter 0 (zero).
    The Allocation and Allocation % columns on the Idea: Team: Staff page reflects the changes, if any.
  5. In the Planned Allocation and Hard Allocation sections, create a row each for deviation from the default allocation.
    • Planned Allocation 
      A curve that represents the default, or total allocation amount that is requested by the manager.
    • Hard Allocation
      A curve that represents the allocation amount that the resource manager commits.
    • Booking Status
      Indicates the kind of booking applied to a resource. This value changes according to the allocation amounts in the planned and hard allocation curves.
      For example, the planned or default allocation for a resource is 100 percent. The resource is booked to work on your idea from 8/01/2014 through 11/30/2014. The same resource is also scheduled to work on another idea 50 percent of the time through September 1. The resource is on vacation from 9/15/2014 through 9/22/2014. You could create two rows for two allocation curves for the resource. One indicates a 50 percent allocation from 8/01 through 9/01, and another indicates a zero percent deviation from 9/15 to 9/22.
  6. To create a planned or hard allocation period:
    1. Enter or select a Start date for the period.
    2. Enter or select a Finish
       
      date for the period.
    3. Enter the percentage of time you expect them to work (as tentative or committed) in the % Allocation field. You can enter 0 (zero).
  7. Click New Row to add another row and repeat Step 4.
  8. Click Save and Return.
Change Team Staff Roles
You can change a staff member role on an idea-by-idea basis. The change does not affect the role that is identified for them in their resource profile. You can replace a role assignment from either the idea staff or detail page.
Follow these steps:
  1. Open the idea.
  2. Click Team.
    The staff list page appears.
  3. Click the Properties icon for a resource. 
    The properties page appears.
    The page displays the basic profile fields and allocations-related fields.
  4. In the General section of the staff member properties page, select a role in the Investment Role field.
  5. Save the changes.
Reset Staff Allocations
You move resource allocations backward or forward in time to shift or scale all or a portion of the resource allocations for an idea. As you move data, segmented allocation dates are kept intact, even when the percent allocated for each segment changes. Shifting allocations is useful for projecting allocations beyond the allowable time-scaled view, which only extends for six months.
For example, an allocation starts on May 1. The allocation continues at its default rate of 100 percent through the end of May. Then it extends through June at the reduced allocation of 50 percent. You can shift the allocation to start from June 1 to July 2 (for 31 calendar days) at 100 percent, and continue to August 2 at 50 percent. You can also shift allocations for time spans that contain no segments.
You can also reset the staff allocations for an idea in the following ways:
  • Set the allocation
     to update the allocation of multiple team members.
  • Commit the planned allocation
     to reset a resource hard allocation to be equal to the planned allocation.
  • Accept the hard allocation
     to reset a resource planned allocation to be equal to the hard-booked allocation.
Follow these steps:
  1. Open the idea.
  2. Click Team.
  3. Select the check box next to a resource.
  4. To shift the allocation, click Shift Allocation from the Actions menu.
    1. Enter a start and finish date for the range that you want to shift.
    2. In the Time Shift Parameters section, do the following:
      • In the Shift to Date field, enter a new start date. If the field is left empty, no shifting occurs.
      • In the Shift Cut-off Date field, enter the last date for the time shift range. You cannot shift allocations beyond this date.
      • In the Scale Allocation % By field, enter the percentage change in the allocation for the shift. If the field is left empty, no scaling occurs.
    3. Click Save and Return.
  5. From the Actions menu on top right, click Set Allocation.
    Click More on the team staff page and team detail pages of an idea to use the Set Allocation option.
    In the General section of the allocations page, set the following allocations for the selected team members:
    • Start Date
      Defines the date of starting work on the idea. Select the Reset to Match Investment Start Date check box to reset the resource staffing requirements on the idea to match the idea start date.
    • Finish Date
      Defines the last date of working on the idea. Select the Reset to Match Investment Finish Date check box to reset the resource staffing requirements on the idea to match the idea finish date.
    • Default % Allocation
      Defines the percentage of time for allocating the resource to the idea. You can enter 0 percent. The Allocation and Allocation % columns on the Idea Team: Staff page reflects the change.
    • Booking Status column
      Displays the resource or role booking status.
      Values
      • Hard. The resource is committed to the idea.
      • Soft. The resource is tentatively scheduled for the idea.
      • Mixed. Both soft and hard allocation exists for the resource.
  6. (Optional) You can commit the planned allocation and can make it equal to the hard allocation for the resource.
    1. From the Actions menu, click Commit Planned Allocation. 
      The confirmation page appears.
    2. Click Yes. Edit the planned allocation segment for hard-booking the segments for a resource. A hard booking status for a resource signifies full commitment. 
    3. To use the Commit Planned Allocation option, click More on the Idea Team: Staff page and Idea Team: Detail pages and select the option.
      : Committing planned allocation does not reset the default allocation percentage. This action copies the planned allocation into the Hard Allocation section of the resource Staff Member Properties page. Your Mixed Booking settings determine if the Hard Allocation section appears on the page.
  7. (Optional) You can set the planned allocation to equal the committed hard-booked allocation.
    1. Click the Actions menu and select Accept Hard Allocation.
      The confirmation page appears.
    2. Click Yes. If soft-booked planned segments appear in the Planned Allocation section, they are removed. All segments are then reset to equal the hard-booked segment. The % Allocation and Allocation column values change. The Booking Status value is 
      Hard 
      because the allocation is fully committed.
      : Your Mixed Booking settings determine if the Accept Hard Allocation option appears on the page.
  8. Click Save and Return.
Replace Team Staff Resources
Replace a staff member assignment from the team staff page of an idea. Use the availability score to find a replacement at the team level. In addition, you can replace a resource with a different named resource, and a role with a resource. During replacement, resources can become over-allocated.
Consider the following points before making a staff member replacement:
  • Replacing a resource with a different resource does not transfer the actuals and pending actuals (if any) of the original to the new staff member. Only the remaining ETC is transferred to the new staff member.
  • The original staff member completes their time entries so that the actual data posts before the replacement occurs.
  • The role of the original staff member is transferred to the new staff member, unless you are replacing a role with a different role.
The following table identifies how data from the replaced staff member transfers to the new staff member:
Data Type:
Transfers to New Staff Member:
Available Start
Yes, if this date has not passed and if the new resource is not booked on that date.
Available Finish
Yes
Remaining Allocation
Yes
Percent (%) Allocation
Yes
Investment Role
Yes
Existing Actuals
No
Pending Actuals
No
Baselines
No
Remove Team Staff Resources
You can remove a staff member from your idea when the following conditions are true:
  • The resource has not posted any actuals to the idea.
  • The resource has no pending submitted actuals.
Removing a staff member from your idea does not:
  • Delete the resource from the application.
  • Change the staff member status to
    inactive
Follow these steps:
  1. Open the idea.
  2. Click Team.
    The staff list page appears.
  3. Select the check box next to the resource, and click Remove.
    The confirmation page appears.
  4. Click Yes.
Capacity Planning Scenarios for Ideas
Scenarios allow you to apply a systematic methodology to optimize your idea. Create a capacity planning scenario from any idea page that displays the scenario toolbar. The scenario toolbar appears below the page toolbar.
: You cannot create portfolio scenarios from an idea. Create portfolio scenarios in a portfolio.
Apply capacity planning to ideas. Use the scenario toolbar to select any existing capacity planning scenarios to which you have access rights. When you open an idea and select a scenario, either from a capacity planning scenario-enabled page, or the financial plan page of idea properties, that scenario is set as the current scenario. Apply scenarios to your idea to analyze how staffing changes or shifts in dates affect the outcome of your idea or portfolio. You can evaluate your ideas by switching between a scenario and the plan of record.
View Role Capacity on Ideas
You can view the aggregate role demand including role-based team members and named resources. You can compare the demand and the capacity of the resources that fill those roles.
Follow these steps:
  1. Select Role Capacity on the toolbar from the idea Team menu. 
    The Role Capacity page appears. Resources with no team role appear in the [No Role] row.
  2. View role allocations for the idea, allocations to other investments, and over-allocations. Compare this information with the available role capacity for this idea.
  3. (Optional) View this information from inside and outside of a scenario.
  4. If a role appears over-allocated, click Staff to go to the team staff page of an idea. View all the resources using that role.
Associate Ideas with Parent Investments
You can make an idea a child of any existing investment in the system except another idea. Ideas cannot have children. The hierarchical structure enables roll-up reporting at the parent level to show summarized cost and work values. 
An idea can serve as a child for more than one investment. For example, 80 percent of an innovative technology can benefit strategic project A. The remaining 20 percent of its costs can be attributed to project B. You set the allocation percentage for each relationship on the Hierarchy tab. Identify the ownership percentages only when more than one parent investment has been identified.
Follow these steps:
  1. Open 
    Home
    , and from 
    Demand Management
    , click 
    Ideas
    .
  2. Open an idea.
  3. Click the
    Hierarchy
    tab.
  4. Click
    Add
    to add parent investments. 
  5. Select the check box for the parent and then click
    Add
    . You can select more than one parent investment for the idea.
  6. If the idea has more than one parent, you can edit the allocation percentages. The total is always 100 percent.
  7. Click
    Save
    .
  8. Select one or more check boxes and then click
    Remove
    to remove parent investments. To remove a parent, adjust the allocations of the remaining parents so they total 100 percent. The allocation of the parent you want to remove must be set to 0 percent.
  9. Click
    Save
    .
You can also add or remove child idea associations from the parent investment page.
Convert an Idea into an Investment
You can convert an 
approved 
idea into another investment type such as a project. The same processing for projects occurs when ideas are converted to any other investment types.
Follow these steps:
  1. Open an approved idea.
  2. Click 
    Convert
    The select investment type page appears. The investment types that appear on the page are based on your access rights.
  3. Select an investment type.
  4. Select 
    Copy Financial Properties and Financial Plans
     to include any financial data for the idea in the conversion to an investment. Select
    Copy Team
    to include any resource or role staffing data from the
    Team
    tab of the idea. These two check boxes are selected by default. To exclude their associated data, clear either field.
  5. Click 
    Next
  6. Complete the fields on the page to define the new investment, and click
    Save
  7. For conversions to a project from a template, select
    Project from Template
    . Project properties, such as budget data, transfer to the idea.
Copy Financial Properties and Financial Plans
When you select 
Copy Financial Properties and Financial Plans 
and
 Copy Team
 the following activity occurs during conversion:
  • Allocation, Allocation %, and planned (not hard) Allocation Segments are copied to the new project.
  • All the cost plans for the idea (created manually or auto-populated, plan-of-record or not) are copied to the new project.
  • Any linked benefit plan is copied from the idea to the new project.
  • Any budget plans for the idea are not copied.
Whether you select or clear this option, the following items are not copied:
  • Budget plans
  • Team information (see
    Copy Team
    to copy team information)
The following examples explain what is copied from the idea to the investment when you select or clear this check box. In the examples, the Department OBS for the original idea is DEPT1 of entity ENTITY1.
Example 1: Associate both the idea and the investment with the same OBS.
  • Selected: 
    All the financial attributes, Department OBS, and the financial plans are copied from the idea to the target investment. The Simple Budget page on the target investment becomes read-only.
  • Cleared: 
    The Department OBS attribute on the Idea Properties page and only the Department attribute on the financial subpage are copied to the target investment. However, the financial plans are not copied. The Simple Budget page on the target investment can be edited.
Example 2: Associate both the idea and the investment with the same parent OBS.
In this example, we associate the idea with one unit (DEPT1) of that OBS. We associate the Department OBS field on the target investment create page with another unit (DEPT2) of the same OBS.
  • Selected: 
    All the attributes on the financial subpage and the financial plans from the idea are copied to the target investment. The Department OBS of the target investment changes to the new value (DEPT2) that you assigned after conversion. The Department field on the Financial Properties subpage displays the new value. The Simple Budget page on the target investment becomes read-only.
  • Cleared: 
    The financial plans are not copied to the target investment. However, the Department OBS and the Department field on the financial subpage change to the new value (DEPT2). You can edit the Simple Budget page on the target investment.
Example 3: Associate the idea and the investment with more than one OBS of different entities.
  • Selected: 
    The financial plans from the idea are not copied to the target investment. The Department OBS and the Department field on the financial subpage change to DEPT3. The Location field is blank. All the other attributes of the financial subpage are copied to the target investment as is, except Department. You can edit the Simple Budget page on the target investment.
  • Cleared: 
    The financial plans and the financial subpage attributes are not copied to the target investment. However, the Department OBS and the Department field on the financial subpage change to DEPT3. You can edit the Simple Budget page on the target investment.
Example 4: Associate the idea with an OBS and the investment with another OBS.
  • Selected: 
    All the financial attributes including the Department OBS and the financial plans (only the cost plan POR and the benefit plan that is linked to it) are copied to the target investment. The Department OBS field on the target investment is blank after saving as the target investment object. The Simple Budget page on the target investment becomes read-only.
  • Cleared: 
    The Department OBS attribute on the Idea Properties page and the Department attribute on the financial subpage are copied to the target investment. However, the financial plans are not copied. The Department OBS field on the target investment is blank after saving. The Simple Budget page on the target investment can be edited.
Copy Team
When you select 
Copy Team
, resources and roles from the template are combined with any resources and roles from the idea. For example, you might see 
Architect (2)
 if both the template and idea include an Architect role. The specific properties that are transferred from the idea generally supersede the properties from the project template. For example, suppose that the same named resource exists in both the template and the idea. In the new converted project, the resource data and assigned role from the idea overwrite the resource data from the template. This functionality automatically resolves any potential conflicts. After you convert the idea into a project, you can modify the project properties.
: We do not recommend storing potential duplicate resources or roles in the template. Remove resources and roles from the template and assign them to the idea before or after conversion to avoid duplicate entries.
Your selection for the
Copy Team
option has an impact on the creation of effort tasks. By default, this check box is selected.
Example: You staff a team for an idea with three (3) resources:
  • Resource R1
  • Resource R2
  • Resource R3
The duration of the idea (converted to a project) is five (5) working days. ETC is 40 hours each.
You have a project template with two (2) resources:
  • Resource R1
  • Resource R2
The duration in the template is ten (10) working days. Each resource has an effort task with 80 hours of ETC. 
When you convert the idea to a project, the following activity occurs in the software. When the
Allow Effort Task Creation
setting is disabled, the software copies the effort task from the template to the new target project. If the setting is enabled, let us examine the target project if its duration were 20 working days. Effort is copied and extended.
  • Assignment R1: 80 hours (the old assignment that is copied from template)
  • Assignment R2: 80 hours (the old assignment that is copied from template)
  • Assignment R3: 160 hours (the new assignment to effort task extended from 5 days to 20 days, that is, multiplied by a factor of 4)