The NEW Microsoft Planner Just Got a MASSIVE Portfolio Update!
How to Use Portfolio Management in Microsoft Planner
Overview of Portfolio Management
- Managing multiple project plans can be overwhelming, especially when they are part of a larger program or transformation initiative.
- Microsoft is rolling out new portfolio management capabilities within Planner, allowing users to build portfolios for their programs and share them with colleagues.
- The tutorial aims to demonstrate how to set up a portfolio, add plans and tasks, and understand key considerations for effective portfolio management.
Creating a Portfolio
- To create a portfolio, navigate to the "My Portfolio" option in the Teams app for Planner.
- Click on "New Portfolio," name it, and select a Microsoft 365 group or team for sharing; otherwise, it will only be visible to you.
- After naming your portfolio and selecting the appropriate group/team, click "Create" to initiate the portfolio setup.
Adding Plans to Your Portfolio
- Once created, you need to populate your portfolio by clicking on the "Add Plan" button.
- A list of accessible plans appears; select one by searching for keywords. This requires permissions as it creates a Power Automate flow for synchronization.
- After connecting the plan, basic metadata such as plan name, owner, progress, start/end dates will sync automatically.
Managing Task Visibility
- Users can update status manually within the portfolio; however, this does not sync automatically from the project plan itself.
- It’s beneficial for project owners/managers to have access so they can keep statuses updated as projects progress.
Connecting Tasks Within Plans
- To view tasks associated with a plan in your roadmap, connect them by selecting “Update Items” under connected row items.
- You can choose which phases or subtasks to include; however, adding too many details may clutter your roadmap view.
- Phases should be prioritized over subtasks since subtasks are better managed directly within their respective plans.
Monitoring Project Status
- As tasks synchronize into your roadmap view after selection and updates take place over time based on synchronization frequency.
Task Management in Microsoft 365: Portfolio Management Overview
Introduction to Portfolio Management
- The process of adding plans into your portfolio is essential for effective task management within Microsoft Planner, which is part of the broader Microsoft 365 ecosystem.
- A new masterclass on task management in Microsoft 365 has been created, focusing on using Planner Premium alongside other tools like Microsoft Loop and Lists to enhance productivity.
Connecting Plans and Tracking Status
- After connecting additional plans to the portfolio, users can track project statuses, identifying which projects are on track or at risk through color-coded indicators.
- Users can select specific items from their plans to include in a timeline or roadmap view, allowing for better visibility of project phases and tasks.
Benefits of Portfolio Management
- By integrating phases and tasks into portfolios, senior program management teams gain insights into project statuses and high-risk activities that require immediate attention.
- Key dates can be added to the portfolio for tracking important deadlines such as budget reviews or year-end sign-offs.
Accessing Detailed Plan Information
- Users can access individual plans directly by clicking on them; this action redirects them to Projects on the web rather than Teams or Planner apps.
- It's crucial to note that while team members do not need direct access to the plan itself, they can still keep it updated through this method.
Synchronization and Licensing Considerations
- Portfolios sync with connected plans but do not update instantly; users must refresh manually if immediate updates are needed.
- Sharing capabilities allow team members from connected Microsoft Teams to access portfolios. However, creating new portfolios requires specific licensing (Project P3 or P5), limiting who can manage these resources effectively.
Limitations of Current Features
- Only Planner Premium plans can be added to portfolios; basic plans are not supported.
Portfolio Management in Microsoft 365
Overview of Portfolio Management Features
- The portfolio management system can be visualized through a roadmap or timeline, aiding in program management and planning.
- Security within portfolio management is integrated with Microsoft 365 groups and teams, ensuring controlled access to shared portfolios.
- Users can create private portfolios visible only to themselves; however, sharing requires the establishment of a group or team for collaborative work.
- The tutorial aims to assist users in determining whether portfolio management within Planner suits their needs.