Best Practices for IT Portfolio Management

Hello Smartsheet Community,

I'm brand new to the Smartsheet community and I wanted to get the community's thoughts on best practices on using Smartsheet for IT Portfolio Management. We are planning to utilize Smartsheet in the following ways and have done some work creating a proof of concept:

- IT Project Intake Form - allowing business areas to submit requests for IT projects
- Dashboards, reports, road maps, and other visuals for business areas to see their requests and what phase and status they are at (Request, Demand, Project, etc..)
- IT Intake Prioritization - allowing business areas and steering groups to review and prioritize their requests (updating requests)
- Integrating with ServiceNow for approved Intake that become ServiceNow records - Demands and Projects

Currently we have a Master Sheet to store all the IT intake requests, but as we are learning more about Smartsheet it seems like we will need to use hierarchies (parent/child relationships) to better organize the Master Sheet to visualize it via Timeline view and Gantt charts. I've also looked into linking sheets, but the concern is that we'd have to manage hundreds of sheets.

Before we head too far down the path of reorganizing the sheet, I wanted to know if anyone else has done something similar and if you have any advice or suggestions.

Thanks all for your help on this, I look forward to working together!

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Andrée Starå

https://community.smartsheet.com/discussion/143912/best-practices-for-it-portfolio-management

Hi,

I hope you're well and safe!

Welcome to the Community and the wonderful world of Smartsheet!

Have you explored the available templates in the Solution Center?
They can be an excellent starting point or act as inspiration.

How many projects will you manage approximately on a monthly/yearly basis?

It sounds like you should explore using the Premium app and Control Center to manage it all much more efficiently.

I hope that helps!

Be safe, and have a fantastic day!

Best,

Andrée Starå | Smartsheet Expert Consultant & Partner / CEO @ WORK BOLD

✅ Did I help answer your question/solve the problem? Please support with 💡 ⬆️ ❤️ and/or ✅ Answer. This will make it easier for others to find a solution or help answer. I appreciate it, thank you! 🙏

JohnMMizell

Hello Andrée Starå,

Thank you for the response! There may be hundreds of projects a year, but not all of these will be managed directly through SmartSheet. Most of the projects will be created and managed in ServiceNow, but we would like to utilize Smartsheet as the intake system for the requests that eventually become projects, and a way to track and display the request lifecycle - submitted, approved, rejected, discovery, project execution, project completion, etc..

Would this use case still require Control Center?

Andrée Starå

Happy to help!

Control Center isn't required, and if most are in ServiceNow, it's less so, but it's still a fantastic add-on.

In your case, I'd recommend looking at the templates in the Solution Center and going from there, or continuing to work with what you already have.

I'd be happy to schedule a so-called Discovery Call to take a closer look and provide some free tips/tricks.

Feel free to reach out!

✅ Remember! Did I help answer your questions or solve the problem? Please support with💡 ⬆️ ❤️ and/or ✅ Answer. It will make it easier for others to find a solution or help answer. I appreciate it, thank you! 🙏

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