How to setup a Portfolio->Program->Project Structure?

Hi Community,
Good day.
I used the PMO template of Smartsheet. I intend to insert a program level in between the portfolio and project, that will have its own metadata and dashboard. Can you please guide me on how I'll be able to insert this level (will it just be another field in the program metadata or a new folder? How can I setup the projects such that it will rollup at program and portfolio level?
Thank you.
Answers
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First question, which if you are using will help in your build. Are you using Smartsheet Control Center for your project > program > portfolio workflow?
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No, we are only on Business License, we don't have control center right now.
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hi @Synon
you will need to essentially just follow the same process of the project metadata to portfolio.
Meaning - on the project metadata, add a field to capture the program name.
At the program level, you can create a program folder and a program roll up sheet. Related project metadata will need to be cell linked to that related programs roll up sheet and also to the portfolio level.
The structure should be:
Project metadata > program roll up > portfolio roll up(s)
You can leverage a single project metadata sheet to send to the program level and then a program level metadata to send both the program and project metadata to the portfolio. (Program level portfolio and project level portfolio)
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Thank you @AdamApexConsultants.
But if at the portfolio level, I'd need a project summary rollup in the dashboard. Is it possible to bypass the program folder?
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Hi @Synon,
Can you expand on what you mean by bypassing the program folder? I’m not sure I follow what you’re trying to achieve by bypassing it.
If you can define what your dashboards should look like, this would allow us to work backwards from there so that we can determine what underlying sheet/report structure and formulas are required to achieve that.
hanks,
Georgie
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こんにちは (Konnichiwa), Hallo, Hola, Bonjour, Olá, Ciao! 👋 | Global Discussions
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Hi @Georgie,
Portfolio
|—-Program 1
|———Project 1
|———Project 2
|—-Program 2
|———Project 3
|———Project 4
|———Project 5
Dashboards at Portfolio level should read Project details. There are no Program health monitoring needed or program date completion.
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Hi @Synon,
Thanks for the additional information! In that case, you can create the Program folders and move the project folders into the relevant program folder, so that your structure looks something like this:
To create a new folder, you can either save an existing folder as new to make a copy of everything within that folder, or you can right-click any folder and then select Create > Folder to create the folder within that folder (you can always move the folder after creating if it’s not in the right place).
The data presented on the portfolio dashboard in the template comes from the portfolio metrics sheet and the portfolio level reports, and adding program folders wouldn’t change this.
Hope that helps!
Georgie
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こんにちは (Konnichiwa), Hallo, Hola, Bonjour, Olá, Ciao! 👋 | Global Discussions
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Thank you @Georgie
I'll test this
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