Release Notes: v1.0.44

Release Date: 12 May 2018 9PM UTC+10:00


  • Company Profile > Portfolio Settings > Report Templates Update
  • The following notes introduce five new sections in the Portfolio Reports. These will apply to all Company Profile > Portfolio Default Settings > Report Templates:
  • Weekly Template > Module section
  • Monthly Template > Module section
  • Custom Template > Module section


1. 'Milestone' report section

  • A 'Milestone Summary' is added to the Company Profile > Portfolio Default Settings > Report Templates:
  • The section will display all 'Tasks' within the Portfolio that are Marked as Milestone only.
  • The Milestone Summary Data Table will displayed:
  • Column 'Project'  - the project the milestone belongs to
  • Column 'Start Date' - the actual start date of the milestone
  • Column 'End Date' - the actual end date of the milestone
  • The Milestone Summary Portfolio Report Section will have a drop-down filter with following options:

1. All - this will display all 'Tasks' within the Portfolio that are marked as Milestone (Portfolio)

2. Missed - default filter value. Any Portfolio Milestone that has an 'End Date' in the past and 'Actual to Date' progress is less than 100%

3. Upcoming 3 Months - any Portfolio Milestone that will end within the next three months


2. 'Project Phase Dates' Section

  • A 'Project Phase Dates' Section is added to the Company Profile > Portfolio Default Settings > Report Templates:
  • The Reports will display the ‘Project Phase Dates’ as part of Portfolio Reports as follows:
  • The Reports will have a two filter options:
  • Filter 1 - this will have 2 options:
  • Start Date – default option. This will display the Baselined start date of every phase.
  • End Date - This will display the Scheduled end date of every phase
  • Filter 2 – this will have 3 options:
  • Option 1: All - will display all projects within a portfolio and the dates displayed will depend on filter 1
  • Option 2: Next 30 Days – default option. This will display projects with start a new phase within in the next 30 days based on the current phase. The previous phase or future phase start date will be displayed
  • IF "Filter 1 = Start Date", THEN this will display all Projects in different phases that start within the next 30 days from the current date (Current Date + 30 Days). Current Date will be determined by Portfolio Timezone.
  • IF "Filter 1 = End Date", THEN this will display all Projects in different phases that end within the next 30 days from the current date (Current Date + 30 Days). Current Date will be determined by Portfolio Timezone.
  • Option 3: Previous 30 Days - This will display projects that have started a new phase within in the previous 30 days based on the current phase. The previous phase or future phase start date will also be displayed
  • IF "Filter 1 = Start Date", THEN this will display all Projects in different phases that started within the previous 30 days from the current date (Current Date - 30 Days.) Current Date will be determined by Portfolio Timezone.
  • IF "Filter 1 = End Date", THEN this will display all Projects in different phases that ended within the previous 30 days from the current date (Current Date - 30 Days). Current Date will be determined by Portfolio Timezone.


3. 'Pending Approvals’ Section

  • A ‘Pending Approvals Section Section’ is added to the Company Profile > Portfolio Default Settings > Report Templates.
  • This section will display all projects that are already submitted for review but are still pending approval.
  • 'Pending Approvals Data Table'
  • Project - the name of the projects that are pending for Approval
  • Portfolio - the name of Portfolio to which the Project belongs to.
  • Project Manager - the PM name of the Project
  • Current Phase - the current phase of the Project
  • Date Submitted - the 'Actual Date' the Project has been submitted for review
  • Scheduled Approval Date – latest planned approval date for the project to move to the next phase. This is the next Phase Start Date.


4.'Pending Review Submissions' section

  • A ‘Pending Review Submissions’ Section is added to the Company Profile > Portfolio Default Settings > Report Templates.
  • This section will display all projects that are pending for review submission based on the selected filter:
  • Reporting Filters – This will have 4 options:

1. All - will display all projects within a portfolio except projects in Phase 6

2. Missed- this will display all projects in different phases with a ‘Missed Submit for Review date’ (End Date that has been passed)

3. Next 30 Days - this will display all projects that are scheduled for review submission in the next 30 days from the current date (Current Date + 30 Days). Current Date will be determined by Portfolio Timezone.

4. Next 90 Days - this will display all projects that are scheduled for review submission in the next 90 days from the current date (Current Date + 90 Days). Current Date will be determined by Portfolio Timezone.’

  • Pending Submission Reviews Data Table'
  • Project - the name of the projects that are pending for review submission
  • Portfolio - the name of Portfolio to which the Project belongs to.
  • Project Manager - the PM name for the project
  • Current Phase - the current phase of the project
  • Scheduled Submission Date - the planned 'submit for review' date of the project
  • Scheduled Approval Date – latest planned approval date of the project to move to the next phase.


5.'Change Control' Section

  • A ‘Change Control’ Section is added to the Company Profile > Portfolio Default Settings > Report Templates.
  • This section will display all change requests for projects within the portfolio.
  • Reporting Filters- This will have 4 options:

1. All - this will display the list of change items from all Projects within Portfolio.

2. +/- 30 Days - this will display the list of change items with a Start Date from the "Past and future 30 days" from the current date (Current Date +/- 30 Days). Current Date will be determined by Portfolio Timezone.'.

3. Next 90 Days - this will display the list of change items with a Start Date within the next 90 days from the current date (Current Date + 90 Days). Current Date will be determined by Portfolio Timezone.'

4. Previous 60 Days - this will display the list of change items with a Start Date within the past 60 days from the current date (Current Date - 60 Days). Current Date will be determined by Portfolio Timezone.'

 

  • Company Settings > Project Overview:  Ability to en/disable the Budget/Schedule module
  • Ability for the user to enable or disable the Schedule and Budget module independent of the Change Control module.
  • This is applicable when adding/updating Project Types on Company Level.
    • When adding/updating Project Types  - only in cases where there is no Project using that Project Type that has Change Control item linked to a Budget item.  If have, then we will disable Budget checkbox.
  • When changing Project Type from Settings > Project Overview:
    • If Project has Change Control item associated with a Budget Item, then Project Type drop-down will disable Type which doesn't include Budget module (while still include Change Control module).
  • If the 'Schedule' module is disabled but 'Change Control' is enabled, users can still add a 'Schedule - time impact & estimated baseline finish date and this will still impact the Schedule Dates data. This will make sure that when user enables the Schedule module, all data will still be valid.
  • If Change Control is disabled then in Budget module, we will disable the “+ New Cost” button


  • User Access Levels - Only users with update access to the Company Profile can update the Project Type settings



  • Portfolio (Company, Main & Sub) > Dashboard > Graph (Column) - Add 'Projects' in Y-axis 2 data
  • Ability for the user to display the total benefits of every Project Stage per week and the total count of all Projects of every project stage per week. The expected graph is a Column Graph with 2 Y-Axis'.
  • This update will add 'Projects' within the 'Y-axis 2 Data' drop-down options.
  • When 'Projects' is selected, there will be an additional dropdown field, to choose specific Project Data:

a) Count of Projects - displays the total number of projects considering the data in the legend and X-axis

b) Projects by % - displays the percentage of the projects considering the data in the legend and X-axis

  • If the X-axis = period and Y-axis 2 data = project, it should not have the pull up data fields as we are only displaying either the Count of projects or Projects by %
  • Scenario covered:

Legend - Project Stages

X-Axis - Period

Y-Axis 1 - Benefits Tracking

Y-Axis 2 - Projects

+ Projects: Count of Projects



  • Portfolio Level > Benefits Tracking CSV Export available  
  • Ability for the user to CSV export Benefits Tracking on Portfolio level and be exactly the same as on Project Level> Settings > Export 'Benefits Tracking'.  The CSV export will include all data and have following additional columns:
  • Portfolio ID - the ID of the Portfolio where the Benefit is assigned to
  • Portfolio Name - the name of the Portfolio where the benefit is assigned to

Note: If the benefit is added within a Project then the system will check which Portfolio the Project is assigned to

  • Project ID - the ID of the Project where the benefit is added to
  • Project Name - the Name of the Project where the benefit is added to
  • Note: If the Benefit is added within a Portfolio then 'Project ID' and 'Project Name' will be empty.
  • The CSV will also include:
  • Month and benefit value per month for every benefit (planned, forecast and actual).
  • ‘%’ split by Cost ID, Department or Category, validators, etc.
  • User Access Level -  Only users with access to portfolio settings can CSV export.



  • Portfolio > Pipeline Management Gantt Chart > Display of Project Start Date to Baseline Finish Date  
  • Currently the Gantt Chart bar displays from Project Start Date to Project Forecast Finish date. This change will enable the user to see now also in the Gantt Chart the bar from Project Start Date to Project Baseline Finish Date.
  • For Live, Benefit Tracking and Closed Projects, the view will be as below:
  • + Amber line: Project Start date to Project Baseline Finish Date
  • + Actuals bar: Project Start Date to Project Forecast Finish Date
  • For Approved Opportunity and Full Kitting Project there will be no change.
  • Any changes made in the Project 'Forecast Finish Date' will reflect automatically in the Pipeline Management Gantt Chart > Actual bar.



  • Portfolio> Settings > CSV Export> Pipeline Management – New: ‘Project Schedule CSV'   
  • This will add a new CSV Export “Project Schedule CSV” under Portfolio Settings.
  • Current Portfolio Settings CSV Export:
  • Pipeline Management - Activity - already exists
  • Pipeline Management - Blackout - already exists
  • Pipeline Management - Projects - already exists
  • Pipeline Management - Project Schedule – new
  • This CSV export will be exactly the same as Project > Schedule > Export 'Schedule', except that there will be additional columns:
  • Portfolio ID - the ID of the Portfolio where the Project Schedule task is assigned to
  • Portfolio Name - the name of the Portfolio where the Project Schedule task is assigned to
  • Project ID -  the ID of the Project where the task is added to
  • Project Name - the Name of the Project where the task is added to
  • User Access Levels - only users with access to the portfolio settings can export CSV.

 

  • Portfolio > Portfolio CSV Export:  Additional Project Meta Data   
  • This update will add 'Project Meta Data' within the 'Portfolio > Settings > Portfolio CSV Export'. This will export all Projects within the Portfolio/Sub portfolio.
  • This CSV file will consist of the following columns:
  • Portfolio ID - the ID of the Portfolio where the Project is assigned to
  • Portfolio Name - the name of the Portfolio where the Project is assigned to
  • Project Details or Project Overview (Taken from 'Project > Settings' section for Projects in Phase 3, 4, 5, 6 and 'Project Details' section for Projects in Phase 1 and Phase 2.
  • Project ID
  • Project Name
  • Project Type
  • Project Sponsor
  • Business Owner Sponsor
  • Other Stakeholder(s)
  • Project Category
  • Department
  • Current Project Phase - this will be the status of the project
  • Portfolio Assigned
  • Program Assigned
  • Description
  • Kick-Off By
  • [Phase 1 Label Name] End Date - e.g. Ideation End Date
  • [Phase 2 Label Name] Start Date - e.g. Feasibility Start Date
  • [Phase 2 Label Name] End Date - e.g. Feasibility End Date
  • [Phase 3 Label Name] Start Date - e.g. Planning Start Date
  • [Phase 3 Label Name] End Date - e.g. Planning End Date
  • [Phase 4 Label Name] Start Date - e.g. Execution Start Date
  • [Phase 4 Label Name] End Date - e.g. Execution End Date
  • [Phase 5 Label Name] Start Date - e.g. Benefits Tracking Start Date
  • [Phase 5 Label Name] End Date - e.g. Benefits Tracking End Date
  • [Phase 6 Label Name] Date - e.g. Validation Date
  • Assigned Key Users - this have all roles and users and will be separated by comma
  • General Settings:
  • Currency
  • Schedule
  • Country
  • Project Time Zone
  • FY Start
  • Fields with more than one dataset will be displayed in the same cell, comma separated.
  • Note the field ‘Business Owner Sponsor’ is dynamic depending on the Company Profile.



  • Program > Assignment of a Project to multiple Programs
  • Ability for the user to assign a Project, which already belongs to one Program to another program. One and the same Project can be assigned/be part of multiple Programs within the same company.
  • There will be no validation to check if a Project is already assigned or not to a Program.



  • Project > Schedule > Phase 3 > Manage ‘Start Date’ & ‘End Date’
  • Ability for the user to add a new Task Schedule or Import a Project schedule and manage with ‘Start Date’ and ‘End Date’ as required fields, instead of the ‘Baseline Start Date’ and ‘Baseline End Date’.
  • The Schedule will not be baselined until the project goes through the ‘Planning’ to Execution stage gate.



  • Project > Issue > Link Risk to an Issue and Issue to a Risk
  • Ability for the user to link a risk to an issue and link an issue to a risk within the same project.
  • The selection is based on dropdown menu containing all risks or all issues within the project regardless of status (including ‘pending new’)
  • For example Issue A is linked to Risk B, Risk B will be displayed within the Link Table of Issue A. When opening Risk B, the user will see Issue A within the Link Table.




  • Project > Benefits Tracking > Import CSV: Addition of 15 Project Category Weighting fields
  • Ability for the user to import/add in total 15 Benefit Project Category weighting fields, as opposed to the previous 5 weighting fields.
  • This is applicable only to Benefit Type = Quantitative, Metric Type = Financial, Label



  • Project > Settings: CSV Export- Risk
  • The CSV Export for risks will now export all fields/data including ‘Status’ as default. This will support external analysis of risks.
  • Note, the following fields cannot be updated via a CSV Risk Import: Status, Risk ID, Raised By, Raised Date, User.
  • The status field of a risk must be updated manually in the risk record in PFHQ to enforce the right behaviour of managing risks proactively.
  • A Risk CSV import into the Risk module will ignore any updates to above data fields.



  • Project>- Schedule: Gantt chart will reflect Actual Dates
  • This update will display the Gantt Chart and the Project Progress based on the following data:
  • When in 'Full Kitting (Phase 3)' - values from the 'Start Date' and 'End Date'
  • When in 'Live (Phase 4)'- values from the Actual 'Start Date' and Actual 'End Date'
  • Changes will also reflect within the download PDF/CSV.



  • Pipeline> Phase 1 - 4 > Document > Ability to attach a document file up to 25 MB
  • Ability for the user to upload a document up to 25 MB across Project Phases 1-4
  • The Document can either be uploaded as a ‘Hyperlink’ or a ‘File attachment’.
  • If ‘Document Type’ = ‘Hyperlink’, then the ‘Document URL’ field will be displayed
  • If ‘Document Type’ = ‘File’, then the ‘Attachment’ field will be displayed
  • Users can attach unlimited numbers of documents per project
  • For Phase 1 and Phase 2 projects, these Documents can be managed in Edit Phase 1/Phase 2 pages and in Review Phase 1/Phase 2 pages and can be viewed in Phase 1/Phase 2 Details pages
  • For Phase 3 and Phase 4 projects, the documents will be saved to the 'Documents' module automatically
  • User Access levels - only users with an update access to the project can upload files/links. Viewers can only download documents.
  • For projects in Phase 5 and 6, users are not allowed to add/update documents but all uploaded URLs/Files can be viewed



Planned Future Releases: 19 May 2018 9PM UTC+10:00

  • Changes to Portfolio Dashboards
  • Add 'Plan, Forecast & Actual' in Legend Option
  • Add 'Projects' in Y-axis 2 data
  • Add X-axis > Period Display
  • Additional Pull-up Types when Y-axis is Benefits Tracking
  • Add Total within the Y-axis
  • Additional Graph Scenarios