diff --git a/docs/use-cases/README.md b/docs/use-cases/README.md index 5fd3e7d98b0..8a824361259 100644 --- a/docs/use-cases/README.md +++ b/docs/use-cases/README.md @@ -12,7 +12,7 @@ keywords: use-cases | ------------------------------------------------------------ | ------------------------------------------------------------ | | [Meeting management](meeting-management) | With OpenProject's meeting management features, you can structure your meetings, define agendas, assign action items, and keep everything transparent and traceable in one place. Ensure your team stays aligned and decisions are well-documented throughout the project life cycle.
Learn how to plan, conduct, and follow up on meetings with OpenProject. | | [Objectives and Key Results (OKR) framework in OpenProject](okr-management) | Use OpenProject to set strategic goals, break them down into measurable key results, and track progress in a transparent and aligned way.
Learn how to manage OKRs, establish relations between goals and results, and embed goal-setting into your project management flow. | -| [Portfolio management](portfolio-management) | This guide provides detailed step-by-step instruction on how to set up an overview of your project portfolio and create custom reports using the Project Overview, Wiki and the Rich text (WYSIWYG) editor in OpenProject. | +| [Portfolio management](portfolio-management) | This guide provides detailed step-by-step instruction on how to set up an overview of your project portfolio using OpenProject Portfolios module. | | [PM² and PMflex project management with OpenProject](project-management-pm2-pmflex) | Learn how to use OpenProject to manage projects with the **PM² methodology**, developed by the European Commission, and its German extension **PMflex**, maintained by the Federal Office of Administration (BVA).
Get started with customizable workflows, templates, and collaboration tools to apply these frameworks effectively across all project phases. | | [Resource management](resource-management) | OpenProject does not have the automated functionality to provide detailed resource management or employee work capacity calculations. This guide with detailed step-by-step instructions introduces a workaround that can provide an avenue to accomplish this manually and visually beyond the features of the Team Planner module. | | [Implementing Scaled Agile Framework (SAFe) in OpenProject](safe-framework) | Learn how to set up and configure OpenProject to support the Scaled Agile Framework (SAFe) to successfully deliver value to customers using agile practices at scale. | diff --git a/docs/use-cases/portfolio-management/README.md b/docs/use-cases/portfolio-management/README.md index eed43032d7c..817ed3bbad3 100644 --- a/docs/use-cases/portfolio-management/README.md +++ b/docs/use-cases/portfolio-management/README.md @@ -1,83 +1,106 @@ --- sidebar_navigation: - title: Portfolio management and custom reporting - priority: 990 -description: Step-by-step instructions about portfolio management and custom reporting -keywords: use-case, portfolio management + title: Portfolio management + priority: 990 +description: Step-by-step instructions on portfolio management with OpenProject +keywords: use-case, portfolio management, portfolio --- -# Use Case: Portfolio management and custom reporting options +# Portfolio management with OpenProject -If you have a lot of projects running at the same time it can be helpful and even necessary to have a meta-level overview of your projects, keep track of the project status and due dates. With OpenProject you can do just that. +This use case explains how you can use **portfolio management in OpenProject** to get a **strategic overview across initiatives**, replace ad-hoc spreadsheets with structured reporting, and prepare meaningful insights for leadership. Portfolio management helps you monitor multiple **programs and projects** at a high level, identify risks early, and ensure alignment with organizational goals. + +This guide supports you in using: + +- the [**Portfolios module** (Enterprise add-on)](../../user-guide/portfolios/) for strategic grouping of workspaces, and +- complementary reporting options such as **project lists**, filters, and exports. + +If you have many projects running at the same time, it can be helpful and even necessary to maintain a meta-level overview, track overall status, and monitor due dates. With OpenProject, you can establish that strategic visibility in a structured and consistent way. + +> [!NOTE] +> This guide assumes that you are using **OpenProject with the Portfolios Enterprise add-on** enabled (Enterprise Cloud or Enterprise on-premises), and that you have permission to view and manage portfolios. + +## Overview + +When running many projects simultaneously, it becomes difficult to see the full picture: + +- You may not have a **single source of truth** for status and progress. +- Executive reporting can be **manual, inconsistent, and outdated**. +- You need to focus on **strategic signals** such as risks, timelines, and overall progress rather than operational details. + +Portfolio management in OpenProject addresses these challenges by grouping related **programs and projects** into a top-level workspace that provides a **high-level overview**. + +Portfolios in OpenProject are special workspaces that allow you to: + +- Combine multiple **programs and projects** into a strategic hierarchy +- Track **aggregated status and progress** across workspaces +- Use filters and customizable views for reporting +- Supplement this with project-level lists and exports when needed + +## Step-by-step guide + +### 1. Navigate to the portfolios overview + +Select **Portfolios** from the left hand or global modules menu. + +![Select the portfolios module from the left hand menu in OpenProject](openproject_use_case_select_portfolios_module.png) + +The overview page lists all portfolios you can access. Use filters, portfolio status, and aggregated status indicators across subitems to quickly assess portfolio health and identify initiatives that require attention. + +![Overview of portfolios in OpenProject](openproject_use_case_portfolios_filters.png) + +### 2. Structure your portfolio + +Within a portfolio, add: + +- **Programs** to group related strategic initiatives +- **Projects** for direct portfolio-level tracking + +A portfolio can contain programs, projects, or a mix of both. Define a structure that reflects your strategic priorities. Here is an example of a portfolio, which includes programs that in turn contain projects. + +![An example of a portfolio, which includes programs that in turn contain projects, shown in the "all projects" dropdown menu in OpenProject](openproject_use_case_portfolios_hierarchy_examples.png) -![Overview of all projects in OpenProject](openproject_use_case_portfolio_projects_overview.png) -## Create projects overview +Read more about [portfolio hierarchies](../../user-guide/portfolios/). -### Access project list +### 3. Manage portfolio subitems -To view all projects, first select the **Select a project** dropdown menu, then click on the **Project lists** button. -You can also get to projects overview by selecting **Projects** from the [global modules](../../user-guide/home/global-modules) menu in the top right corner. +Use the **Subitems widget** on the portfolio home page to maintain included programs and projects. -![Select a project dropdown menu and a button to open project list in OpenProject](openproject_use_case_portfolio_projects_list_button.png) +![Subitems widget in a portfolio module in OpenProject](openproject_use_case_portfolios_subitems_widget.png) -### Filter and sort projects +Review and adjust the structure regularly to keep your strategic overview aligned with organizational changes. -You will see a list of all projects within your organization. You can filter this list by various attributes, such as **Project owner** or **Created on**. Additionally, project custom fields can be used as filters (Enterprise add-on). If you haven't added custom fields yet, follow the instructions [here](../../system-admin-guide/custom-fields/). +### 4. Use filters and saved views -![Project list filters in OpenProject](openproject_use_case_portfolio_projects_overview_filters.png) +Configure views and apply filters to focus on relevant information, such as: -You can further adjust this view by adding or re-arranging columns and changing the sorting order. To sort the project list, click on a column heading, such as **Status**. Read more about [configuring project lists](../../user-guide/projects/project-lists/#configure-project-lists-view). +- Status +- Stakeholders +- Timeline indicators +- Custom attributes -After you have adjusted the projects overview to your liking, you can save it, -[export it](../../user-guide/projects/project-lists/#export-project-lists) or -[share it with key stakeholders](../../user-guide/projects/project-lists/#share-project-lists). +![Detailed view of filters for the portfolios module in OpenProject](openproject_use_case_portfolios_filters_detailed.png) -### Projects in Gantt view +## Complementary portfolio management features -You can add a visual component to the overview by clicking on the **Open as Gantt view** button. +In addition to the Portfolios module, OpenProject provides several features that can enhance your portfolio management and reporting setup. -![Button to open OpenProject projects overview in Gantt view](openproject_use_case_portfolio_projects_overview_gantt_button.png) +- [**Project lists**](../../user-guide/projects/project-lists/): Create a filterable overview of all projects across your organization. Adjust columns, sort by status or owner, save views, and share or export them for stakeholder reporting. -The **Gantt charts** module will open and the selected projects will be displayed in Gantt view. +- [**Gantt charts**](../../user-guide/gantt-chart/): Open multiple projects in a shared timeline to visualize milestones, overlaps, and dependencies. This supports cross-project timeline discussions. -![Multiple projects displayed in a Gantt charts view in OpenProject](openproject_use_case_portfolio_gantt_charts_view.png) +- **Export options**: Export work package tables or Gantt charts as PDF, XLS, or CSV for formal reporting. Learn more about [exporting work packages](../../user-guide/work-packages/exporting/) and [printing Gantt charts](../../user-guide/gantt-chart/#how-to-print-a-gantt-chart). -You can configure this view using the button with the three dots in the upper right corner and select **Configure view**. Find out more about [Gantt charts configuration](../../user-guide/gantt-chart/#gantt-chart-configuration). +- [**Wiki module**](../../user-guide/wiki/): Build structured portfolio reports with embedded work package tables, macros, and dynamic calculations. You can create reporting hubs or dashboards for different initiatives. -![Configure projects overview in Gantt charts module in OpenProject](openproject_use_case_portfolio_projects_overview_gantt_view_configure.png) +- [**Global work packages view**](../../user-guide/home/global-modules/): Analyze work packages across projects to identify overdue milestones, high-priority items, or cross-project risks affecting your portfolio. -## Create custom reports +## Outcome -### Export project reports +By combining the Portfolios module with structured reporting features, you establish a clear governance layer above your operational projects. -For creating custom project reports you can use the export function in the work packages table view or in the Gantt charts view. +Instead of consolidating information manually, you rely on live portfolio data, consistent status structures, and reusable reporting views. Strategic discussions become focused on priorities and risks rather than data collection. -![Icon to export work packages in OpenProject](openproject_use_case_portfolio_work_packages_export_icon.png) - -You can export the work packages in one of the following formats: PDF, XLS and CSV. Read more about [exporting work packages in OpenProject](../../user-guide/work-packages/exporting/#export-multiple-work-packages). - -![Work package export options in OpenProject](openproject_use_case_portfolio_projects_export_options.png) - -To export or print a Gantt chart, use the print function (**CTRL+P**) and then save it as a PDF. Only information displayed in the main screen area is included. Design elements, side menus, and top menus are excluded. Please see here [how to print a Gantt chart in OpenProject](../../user-guide/gantt-chart/#how-to-print-a-gantt-chart). - -### Project status reporting - -You can [display and configure the individual project status](../../user-guide/projects/project-status/) on the project overview page. - -For more advanced project reporting requirements, using the [Wiki module](../../user-guide/wiki/) is another powerful tool. The Wiki allows you to build complete custom reports using embedded work package tables, macros and even embedded calculations. - -Here is an example of how a project report wiki could look: - -![Custom status report in Wiki module in OpenProject](openproject_use_case_portfolio_wiki_status_report.png) - -And how the dynamic data, such as calculations, filters, macros and reference language work behind the scenes: - -![Editing a wiki page with dynamic data on project details in OpenProject](openproject_use_case_portfolio_wiki_status_report_edit_mode.png) - -For more information about the syntax and how the attributes work, please look [here](../../user-guide/wysiwyg/). - -If you want to work with multiple Wiki-based reports, you can create a parent Wiki page as a table of contents, for example, on which all the other reports are listed. - -See more info on Wiki and the use of Macros [here](../../user-guide/wiki/). +This allows you to manage growth, align initiatives with organizational goals, and maintain transparency across your entire project landscape. \ No newline at end of file diff --git a/docs/use-cases/portfolio-management/openproject_use_case_portfolios_filters.png b/docs/use-cases/portfolio-management/openproject_use_case_portfolios_filters.png new file mode 100644 index 00000000000..2e7941cb8f3 Binary files /dev/null and b/docs/use-cases/portfolio-management/openproject_use_case_portfolios_filters.png differ diff --git a/docs/use-cases/portfolio-management/openproject_use_case_portfolios_filters_detailed.png b/docs/use-cases/portfolio-management/openproject_use_case_portfolios_filters_detailed.png new file mode 100644 index 00000000000..774d0ed6c0d Binary files /dev/null and b/docs/use-cases/portfolio-management/openproject_use_case_portfolios_filters_detailed.png differ diff --git a/docs/use-cases/portfolio-management/openproject_use_case_portfolios_hierarchy_examples.png b/docs/use-cases/portfolio-management/openproject_use_case_portfolios_hierarchy_examples.png new file mode 100644 index 00000000000..d5f721d82aa Binary files /dev/null and b/docs/use-cases/portfolio-management/openproject_use_case_portfolios_hierarchy_examples.png differ diff --git a/docs/use-cases/portfolio-management/openproject_use_case_portfolios_subitems_widget.png b/docs/use-cases/portfolio-management/openproject_use_case_portfolios_subitems_widget.png new file mode 100644 index 00000000000..3ffb6d7eefd Binary files /dev/null and b/docs/use-cases/portfolio-management/openproject_use_case_portfolios_subitems_widget.png differ diff --git a/docs/use-cases/portfolio-management/openproject_use_case_select_portfolios_module.png b/docs/use-cases/portfolio-management/openproject_use_case_select_portfolios_module.png new file mode 100644 index 00000000000..a714c98ab90 Binary files /dev/null and b/docs/use-cases/portfolio-management/openproject_use_case_select_portfolios_module.png differ