Clarity PPM - 15.7 (On-Premise and SaaS)

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

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HID_newux_ideas
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 following layouts to refine and categorize your ideas:
  • Grid:
     Use the grid to fill in more granular details in ideas for personalized view to see relevant columns and capture the required information quickly and efficiently. You can sort, filter, and can configure the view to suit your needs for better data entry.
  • Board:
     View ideas that are categorized by priority, status, type, or other criteria. You can view the ideas as cards which you can drag-and-drop to arrange in columns.
Use the Ideas feature in the Clarity PPM
New User Experience
 to create, edit, review, and approve ideas as follows:
3
Prerequisites
Before using Ideas, 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
.
Manage Ideas Using Grid View
You can manage ideas from the grid view as follows:
  • View Idea Grid
  • Create and Manage Grid Views
  • Create an Idea in Grid
  • Convert Idea to Project From Template
View Idea Grid
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
      .
Create and Manage Grid 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.
Create an Idea in Grid
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 the (
    +
    ) plus icon 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
    .
Convert Ideas to Project Using Templates
You can now convert an approved idea into a project using template.
Prerequisites
As an administrator verify that the idea is in Approved state and ensure that the following user access rights are assigned to enable users to convert ideas to projects.
  • Ideas Navigate
  • Idea View
  • Resource hard book instance rights on particular users
  • Project Create from Template
  • Project view on Templates
  • Projects Navigate
  • Project - Cost Plan - Edit All
  • Project - Benefit Plan - Edit All
  • Project - Budget Plan - Edit All
  • Project Create from Template
  • Project view on Templates
Example:
 Sid a demand manager has evaluated and idea, determined it has value and wants to convert the idea to a project so that his idea evaluation details carry forward and can be implemented as a project. Sid reviews all the ideas at a weekly idea meeting and shortlists the ideas. Nicole the project manager, reviews the ideas and observes that some of them contain substantial data and can be of significant value. Nicole approves the shortlisted ideas. Sid then converts the approved ideas into projects using predefined project templates. When he converts an idea to a project, he gets the following options to:
  • Copy Financials:
     Allows you to include any financial data from the idea to the project.
  • Copy Team:
     Allows you to include any resource or role staffing data from the idea to the project.
Note the following points:
  • The idea that is converted into a project can be executed as a project. After converting an Idea to a Project, the Idea status (in the Grid & Board) is updated to
    Converted
    .
  • After converting an Idea to a Project, the Project Grid can be configured to include the
    Originating Idea
     column for added visibility.
  • After converting an Idea to a Project, the Project flyout can be configured to include the “Originating Idea” for added visibility. 
  • The Project Board cards can also be configured to include the
    Originating Idea
    .
  • You can include the originating idea status in the grid, the card view options and in the details panel.
  • You can use the same idea to create multiple projects.
Follow these steps:
  1. Log in to Clarity PPM New User Experience.
  2. Navigate to
    Ideas
    , right-click an approved idea, and select
    Convert to Project
    .
  3. Select a template.
  4. Select the following options as applicable:
    • Copy team
      When you use the
      copy team
       option, the team members and associated allocations are added to the Staff tab of the project. You can use the Staff tab of the project to edit the staff and allocations for the project
    • Copy Financials
  5. Click
    CREATE
    .
  6.   The newly converted idea opens as a project in the Project Tiles page. Note the following points
    • The idea is now converted into a project and can be executed as a project. The status of the idea displays Converted.
    • You can include the originating idea status in the grid, the card view options and in the details panel.
Note:
When you convert an idea to a project using a template, the roles and respective allocation associated with the idea are included. If the you select to copy the Idea Team to the Project and the selected Project template includes a set of roles, the Project Staff grid will include both the resources copied from the Idea and those from the Project template.
Manage Ideas Using Board View
You can manage ideas using the board view as follows:
  • View Idea Board
  • Create and Manage Idea Board Views
  • Create Idea From Board
Board View Standard Features
The standard features associated with the board layout are as follows:
  • Show and Hide Columns
    You can use the Columns panel to show and hide columns in the board layout.
  • Use the Details Panel to Edit Information
    You can use the Details panel to view and update fields in the Board layout. The Details Panel is available as two-column layout, which can be resized to take up 75% of your screen. The Details layout allows you to include two fields in per row. You can horizontally drag any field to occupy one or both columns of the layout. You can vertically resize string and large string datatypes. To learn more review the Edit Information by Using the Details Panel topic on this page.
  • Use the Filter Locate Relevant Records
    You can apply one or more filters to search for data that meets your filter criteria.
View Idea Board
You can drag and drop cards on the board layout for ideas. Cards have the following characteristics:
  • Cards can also display numeric data and values (you can adjust the appearance of the data from View Options)
  • Cards appear in your choice of colors based on the value you select in the Color By field in View Options. Your color selections appear in the legend and are saved with the view.
  • Card titles default to the Name field. If you configure a default value for the Name field in Studio, the application uses that value when creating cards. Without a default value, new cards show New Item as the default name.
  • You can change the field used by the cards to display their names. In View Options, select any string attribute.
  • You can configure cards to display up to four (4) additional fields in any order (use View Options). When additional fields are selected, the name of the fields appear in the legend area.
  • You can configure cards to display up to three (3) numeric metrics in the order that you select. The name of each metric appears in the legend.
Example
:Nicole a Program Manager needs to view ideas and be able to quickly arrange them in various columns to categorize the ideas based on priority. She can drag-and-drop ideas to change their status from Unapproved to Submitted for Approval and then to Approved.
Follow these steps:
  1. In the main menu, click
    Ideas
    .
    The Ideas page appears. 
  2. Click the
    Board
    icon.
  3. Ideas are listed in board view.
  4. When viewing the board for the first time, ideas are arranged as follows:
    • Work Status appear as Columns
    • Idea name appears as Card Title.
  5. Click
    View Options
    .
  6. Under
    BOARD OPTIONS
    :
    • COLUMNS
      : Select the attribute that you want the board to use for each column.
    • COLOR BY
      : Select the attribute that you want the board to use for the color of each card.
  7. Under
    CARD OPTIONS
    :
    • CARD TITLE:
       Select a string attribute to appear at the top to identify each card on the board.
    • CARD FIELDS:
      Select up to four (4) attributes to appear on the face of each card in the order selected.
    • CARD METRICS:
       Select up to three (3) attributes to appear along the bottom of each card to convey meaningful status information or metrics.
  8. To configure your own display attributes, choices, and the color of each value, click
    MANAGE PICKLISTS
    .
    • PICKLIST NAME:
       Enter a name for your picklist. Each picklist you define can be applied to the current project only.
    • ADD CHOICE:
       To add a value for your picklist, click ADD CHOICE. Edit the name and color for each choice.
  9. When finished, click
    DONE
    .
Create and Manage Idea Board Views
Clarity PPM supports the modification and saving of views by multiple users. You can personalize the Ideas board to see relevant columns, quickly manage idea status, and capture the required information efficiently. You can also save your personalization as views that you can access later. Each user can modify their own saved views or work in an unsaved view.  You can save your filters, your preferences in View Options, the configuration of the Details panel, and your configuration of board columns and cards. The saved views are also available to all users with access to the Ideas board.
Follow these steps:
  1. In the main menu, click
    Ideas
    .
    The Ideas page appears.
  2. Click the
    Board
    icon to switch to board view.
  3. Use the column picker to add the necessary columns.
  4. Set the appropriate filters.
  5. UNSAVED
     tag appears next to the
    VIEW
    field.
  6. Click
    View Options
    , configure the
    BOARD OPTIONS
     and
    CARD OPTIONS
    .
  7. Click
    VIEW
    ,
    SAVE AS
    .
  8. In the
    SAVE VIEW
     panel, enter a new name.
  9. To update an existing view, select the existing name.
    A confirmation message appears.
  10. Click
    SAVE
    and click
    CONFIRM
    .
    The view is saved and remains active as your current view.
  11. To manage views, click
    VIEW
    ,
    MANAGE
    .
  12. On the
    MANAGE VIEWS
     panel, click one of the two tabs:
    • CREATED BY ME:
       This tab displays the 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.
  13. Click
    X
    to close the Manage Views panel.
Create Idea From Board
You can capture demand for new products, projects, services, applications, and other investments by creating and developing new ideas from the Idea board.
Follow these steps:
  1. In the main menu, click
    Ideas
    .
    The Ideas page appears. 
  2. Click the
    Board
    icon.
  3. Ideas are listed in board view.
  4. Click the (
    +
    ) plus icon to add a new idea. Alternatively click
    NEW CARD
     in a column.
    New idea card appears. The Details panel opens.
Common Functionalities Across Ideas Grid and Board
The Ideas Board and Grid leverages the generic board component and includes Details, Columns, Filter, View Options, Legends, and Picklists.
  • Edit Ideas
  • Update Idea Status
  • Use Filters to Identify Ideas
  • Associate Ideas with Blueprints
  • Associate Ideas with OBS Units
  • Link Ideas to Roadmap Items
  • Export Ideas
Edit Ideas
As a Portfolio Manager or decision maker, you can edit ideas using the following options:
  • Edit Ideas Directly in the Ideas grid
  • Edit Ideas By using the Details Panel (often called the flyout window)
Edit Ideas Directly in the Ideas Grid
Example
: As a Portfolio Manager you are reviewing ideas and want to change the priority and start date of an idea that can deliver immediate value to your organization. You can identify the appropriate idea and double-click the value in the
Idea Priority
 field to change the priority of the idea. You can 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
.
The following GIF displays how to edit an idea in the ideas grid.
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
Edit Ideas By Using the Details Panel
The Details panel (often called the flyout window) allows project owners and business users with access rights to configure which details appear in the idea. The ability to add, position, and remove fields helps empower user productivity. Less time is spent navigating to other pages to locate a field. You can use the Details panel from Grid or Board layout to edit an idea.
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.
Note the following points about the Details panel:
  • You can drag-and-drop new fields to the layout, adjust their position on the form, and save your settings in a view.
  • The configuration changes remain in place for the different layouts available on the current page (for example, grid or board).
  • You can make these changes in an unsaved view or preserve them in saved views that can be shared with other users.
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.
For more information about Details panel see, .
The following GIF demonstrates how to configure the fields in the Details panel.
Ideas Details.gif
Follow these steps
:
  1. In the main menu, click
    Ideas
    .
    The Ideas page appears.
  2. Select
    Board
     or
    Grid
     layout.
  3. Use
    FILTER
    or
    VIEW
    to identify the idea you want to edit.
  4. Click any column associated with an idea in the Ideas grid to display the
    Details
     tab.
  5. Click
    CONFIGURE
     to display a list of all the attributes that are available for the Idea object.
  6. Drag-and-drop the relevant attributes to the
    Details
     layout where they are now available as fields that can be viewed or edited.
  7. Adjust the order of fields on the
    Details
     layout by dragging and dropping them in relevant positions.
  8. After finalizing your changes save your view if you want other users to benefit from your changes.
Update Idea Status
As an owner or decision-maker with the appropriate access rights, you can evaluate and approve ideas. Consider a scenario where employees have submitted various ideas, you can change the idea status and approve the ones that have met the acceptance criteria.
  • 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
    .
Grid:
 In an idea grid you can change the status of an idea inline in-line in the row or from the Details panel.
Board:
 In the idea board, if you have arranged the ideas by status in the columns, you can drag and drop the ideas in the relevant column to change the status of the idea.
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 board.
    Tip!
     To assist your search, apply a saved view or use one or more filters.
  3. Use the
    Details
     panel to change the status of an idea from grid or board view.
  4. Alternatively you can change the status in the grid or board layout as follows:
    • Grid:
      Double-click the value in the
      Status
       column and change the status in idea grid.
    • Board:
       Drag and drop the idea to a specific status column if the ideas are arranged by Status.
Filter Ideas
You can also use the filter 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
    .
  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 (
    X
    ).  To remove all filters, click
    REMOVE ALL
    .
You can use the Filtering capabilities to quickly sort through and identify relevant ideas. For more information about Filter see,
.
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
    .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.
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. For more information 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. For more information about exporting data, see
Export Grid Data to a CSV File
 in
Getting Started with the Clarity PPM New User Experience
. 
Follow these steps
:
  1. In the main menu, click
    Ideas
    .
    The
    Ideas
     page appears.
  2. Click
    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:
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.