To access the Setup & Administration section of the Portfolio database, the Admin user must click
on the gear icon at the top right hand corned of the screen and select [Portfolio] from the drop down list.
The ’General’ setup document is made up of multiple tabs.
Do not modify the following sections:
Those parameters are editable only during initial setup.
In multi-national organizations it is very common for financial information to be captured in multiple currencies. Geniusproject is designed to allow organizations to define each of the different currencies they would like to use within Geniusproject as well as define a ‘master’ currency to be used when consolidating the financial information in the different currencies.
When working with multiple project databases it is possible for each to have a different default currency. The reference currency defined in the Portfolio database is the one that will be used for all Portfolio reports.
In a multiple project database environment, it could be useful to have a reference for keywords, to avoid redefining keywords in each project database
Identifies in which database all keywords & labels are defined.
The Budget tab is used to set the organization’s overall budget format.
The section below is driven by the number of axes selected above. Use each field to specify what the budget category will be for each axis, for labor and non-labor related costs
The ‘Ranking’ tab offers organizations the option to include up to 10 fields to be used to calculate project ranking.
Each field represents a unique ranking criteria and its weight in the ranking calculation i.e. 25%. When PMs create new projects or project requests, the values they assign each criterion is used by the system to automatically calculate the project’s overall ranking.
Ranking fields can be:
A list Computed
A numeric value A value range
The type for each field is to be defined during the configuration of the system
Geniusproject’s Portfolio module allows organization to design a three tier hierarchy for their project portfolios. The label for each level is used to represent the category of projects that will be displayed
i.e. Division, Business Unit, Program.
Once the level labels are defined it is possible to have unlimited portfolios at each level of the hierarchy.
Note: This feature have been replaced with OBS (Organization breakdown structure).
Define how KPI actuals will be tracked.
It is possible to define monthly exchange rates in order to be more accurate. Geniusproject lets you define exchange rates by month for the secondary currencies.
Hint: If a rate for a current month/year is not available, the code to take the last available rate in a timeline.
To create monthly exchange rates, access the [Portfolio] modules "Setup" context, select the
"Exchange rate" view and use the action "New periodic rates".
Access to Geniusproject is profile driven. Each licensed user is associated to a unique profile, and each profile defines what information its assigned users have access to.
There are seven default profiles available, however it is always possible to create as many more as needed. The default profiles are:
Administrator Project leader Project team Stakeholder Timesheets
Without license - Generic Without license - Not generic
Level of access
Note: SaaS installations have a Limitation of 10 Profiles!
Geniusproject is a multi-database system with a single point of entry granting users access to data stored in each of its different databases; also referred to as ‘Modules’. (See Architecture and agents for additional information on the various modules and their interaction).
Navigating through Geniusproject is very intuitive and can vary from one user to the next, depending on their license type, access rights, and navigation profile.
The Geniusproject user interface is composed of various elements that are described below. Geniusproject’s main point of entry point is through the ‘Projects' database, and the modules, views and menus visible to each user at that point is based on their navigation profile.
Here is how the navigation is computed for a user. The application:
looks if a context is defined for this database and the user's profile.
If none is found, then it looks if a context is defined for this database and the "Other" profile.
If none is found, then it looks if a context is defined for this type of database and the user's profile.
If none is found, then it looks if a context is defined for this type of database and the "Other" profile.
If nothing is found, message "No navigation for your role...", and the default navigation is found (in the Web client, the first one found is used)
So now that the users are correctly published, you must first check if navigation contexts are defined for the specific database, and check if one of them is defined for the "Other" profile.
The ‘Navigation Context’ is the first step in customizing Geniusproject’s navigation. It defines which tabs are visible in mono and multi-project mode, and for each role. By default, the roles correspond to the license types, but they can be customized as well.
To create a new Navigation Context:
Navigate to the Setup tab in the Portfolio database Select «Navigation» from the menu on the left
Click the [New navigation context] button on the action menu bar
The context form will open
Save and close the document once it is complete and move on to the Navigation tab setup document.
The ‘Navigation tab’ document is used to define the entries displayed for each of the tabs "Module" menu bar in Geniusproject main user interface. The tabs are defined in the Navigation context setup documents. It defines the "Contextual Navigation Menu" of each Modules.
The ability to customize each tab (Contextual navigation) is very useful when defining groups of functions; adapting the software’s vocabulary to the company's standards or including new customized options added to Geniusproject.
The ‘Navigation entry’ document is used to define what is displayed for each entry listed for each "Contextual Navigation Menu" in Geniusproject. The list of entries is defined in the Navigation tab setup documents under ‘Entries’.
To create a new view you first have to select the needed navigation context. Meaning, if you would like to create a new view for all users with the main profile project manager you need to select this navigation.
Second step is to select the navigation menu tab you would like to have the view for e.g the tab projects. If you would like to enable the view for a sub level you have to select the sub level needed.
Add new Context by mark the Submenu and choose "New navigation context" from menu. Otherwise open up the selected level. Add a new label to the labels list. E.g. „new gird view“.
Save and close navigation entry. Refresh the page and the new navigation entry is now ready to get a view assigned.
Open up the new entry „new grid view“.
Select the database your view is stored at. In our case we select a view from the projects database. Select type and name of the view.
All grid views are shown as customizable views.
Furthermore it is possible to select a menu icon for the new navigation entry.
Save and close the document, refresh the page and you are ready to use your new view.
Geniusproject supports the definition of a hierarchical structure. Hierarchical structures are defined as a tree with one root and as many branches and sub-branches as you want. This is very useful to define an organization’s OBS as well as other structure like for instance product nomenclature
By default the OBS "Organization Breakdown Structure" is created with 3 levels.
Both resources and projects can link to the OBS. Geniusproject considers the first Hierarchical structure defined in the system as the OBS.
This is where we define the property of the structure. After each node for each levels have to be defined separately.
Hierarchical structure can be used to manage access rights. There are 3 possibilities: No access right managed in relation with the structure.
Managers, managers of each node are used to manage access rights. Meaning that level's manager and substitutes will have read access to all project defined on this level
Managers and resources, managers and resources attached to node are used to manage access right. Meaning that level’s manager, manager substitutes, and resources defined at this level will have read access to all project defined on this level and sub-levels. This last level is available only for OBS.
To manage access by the managers and resources, Geniusproject will create a group. The field "Group prefix" allows prefixing the name of those groups for better reading of the Access Control List.
In the hierarchical view of the setup select the level where you want to add a new node below.
Click on the Action menu [Create > Create a level under] Fill the document according to the table below.
See "Phase review process definition"