Portfolio Module Setup – Genius Project Help Center

Geniusproject's Portfolio module is where all project data, across multiple project databases, comes together into various high level reports, dashboards and charts. By configuring this and each of the 3 other databases, organizations will ensure that their project creation and reporting processes in Geniusproject comply with their existing tracking and project creation processes.

Setup

General

The ’General’ setup document is made up of multiple tabs

Miscellaneous

Do not modify the following sections:

Notifications
Interface

Field		Use
Notification	Database path	Used to reference within the message. Used only for on premise installation.
Interface	Genius Integrator	Specify if Genius Integrator in enabled or not. Genius Integrator makes the management of attached files easier. It allows the generation of preformatted Microsoft Excel templates. Genius Integrator use an ActiveX control and is available only with Microsoft Internet Explorer.
	Access path to the logo	Reserved for Genius.
Project request	Manage automatic codification	If “Yes,” Genius automatically generates code according to the parameters.
	Code generation	No longer supported.
	Advance format	Choose between simple and advance code formatting. The “code format” and the “key format”. The “code format” is defined by if tags (see below). The “key format” if advanced is given by a formula allowing complex coding capabilities, if not advanced, the “key format” is also the result of tag parameters (see below).
	Code format	If “Advance format” = No. The following tags may be used to build the code: %A = User abbreviated name with 4 characters. Created by the server. %U = External ID as it is defined in the 'Resource' document. %S[1-9] = sequential number on 1 to 9 positions. %X = Unique value based on the current date and hour. Created by the server. %Y[2/4] = Year, on 2 or 4 positions. Default 4. %B = Replica ID of the Projects database. Code example: 'MI.%U.%S3' If “Advance format” = Yes, it is possible to use @Formulas to compute the code. It is also possible to use the code %S[1-9] for a sequential number from 1 to 9 digits. Code example: '@Right(@Text(@Year(@Now));2) + \".\" + @Right(@Unique;\"-\")+\"%S6\' will give something like '10.84CJ4Q000005'.
	Key format	If “Advance format” = Yes, a formula to compute the code, for instance a formula returning the database unique ID (@ReplicaId) . If “Advance format” = No, then all the tags available for the code building can be used to build the key. The key is used only if the code format contains a sequential number ('%Sx'). A numbering document containing the last number in the sequence is then generated in the database 'Locks & Numbers' with the given key. Key example: '%B%Y4' With this key, the numbering starts anew at 1 each year.
Genius Charts	Allows chart export	If “Yes” then various exports will be available thru right click directly from the charts
Projects Gantts	Update when editing	Specify if stored multi-project Gantt should be updated or not when reopened

Time Data

These parameters are editable only during the initial setup.

Weeks numbering	European ISO or American ANSI
Working days	Which days of the week are working days
First day of the week	Which day is the first day of the week

Currencies

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.

Field	Use
Reference currency	The currency for all portfolio data
Other currencies	All other currencies to be available to all project databases
Currencies usable for project requests & budgets	Currencies selected from all available that may be used for project requests & budgets

Keywords and Labels

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.

Field	Use
Reference database	Identifies in which database all keywords & labels are defined.

Budget

The Budget tab is used to set the organization's overall budget format.

Field	Use
Type	Global: There will be a single budget for projects regardless of whether they span across multiple years Yearly: For projects spanning across multiple years, budget reports will be broken down by year
Period start	The start date of the first period being captured in the system
Tasks period	Only visible if budget type is set to ‘Yearly’. Which task date to consider in project budgets
Costs period	Only visible if budget type is set to ‘Yearly’. Which cost date to consider in project budgets
Block the version management	Yes or No specifies whether to allow multiple budget versions
Number of axes	Possibilities are 1 or 2. Whether budget report will break down to one or two levels of categorization.

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.

Ranking

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.

Field	Use
Field type/ option	Computed List - the default list includes the choices below, but can be changed to better reflect an organization’s terminology: None Low Medium High -Value: Manually enter a numeric value Value Range: A slider to indicate value
Label	The name of the ranking criterion
Weight	The weight it holds in the overall ranking calculation
Mandatory	Whether the field is mandatory or not
TBD	The options are based on the selected field type: Field type ‘List’: List options Field type ‘Value’: Limit: The maximum value that can be entered Unit: the unit of measure Field type ‘Value range’: Values range: the first and last values for the range i.e. 0-100 Field type ‘Computed’: Formula: the formula necessary to calculate the computed value
Default Value	The default value upon creating a new project or request

Hierarchy of Portfolios

Genius Project’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.

Important note: This feature has been replaced with OBS (Organization breakdown structure).

KPI

Define how KPI actuals will be tracked.

Field	Use
Yearly target	If “Yes,” indicates that projects KPI’s targets are defined by project and by years. If “No,” indicates that projects KPI’s targets are defined for the whole project
Metric capture mode	Define how KPI actuals are tracked. On deliverables: the tracking occurs when completing given deliverables By month: the tracking occurs when creating the monthly “Progress report”. An extra tab is added to the “Progress report”. Free: the tracking occurs at any time in a “KPI tracking document”.
Automatic generation of progress reports	If “Yes” “Progress report” will automatically generated to manage KPI tracking. Note: The agent “Generation of monthly reports” in the project database should be enabled.

Profiles

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

Field	Use
Name	The name of the profile, as it will appear in the Navigation context documents. Free text. Mandatory.
Description	The description of the profile.
Active resource	Yes or No. Inactive resources may still be defined in the application, but it will not be possible to assign them to projects and tasks. Usually meant for resources that have left the company but must be kept for history reason (rates, etc.)

Field

Use

License type

The type of license for this profile. Possible choices are:

Project leader
Project team
Timesheets
Stakeholder
Without license

See License information for more information.

Single selection field.

Generic resource

Visible only if 'License type' is 'Without license'. To specify if the profile is for generic resources.

Level of Access

Field	Use
Level	Visible only if the option 'Management of the user profiles and associated groups' is set to ‘yes’ in the General setup document for the 'Resources' database. Used to specify which of the access profiles defined in the 'Resources' database will be applied to this navigation profile.

Navigation

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. Genius Project’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.

Navigation Context

The ‘Navigation Context’ is the first step in customizing Genius Project’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 be displayed

Field	Use
Title	Assign a name
For database type	Indicates which type of database the navigation applies to. Possible values are: Resources, Projects, Archiving, Consolidation, Timesheets. Currently, only navigation for 'Projects', 'Archiving' and 'Consolidation' databases are taken into account. The other ones are reserved for future use. For example, it is possible to have a different navigation for a 'Projects' and 'Archive' database.
Which databases	The options available in this field are determined by what has been selected in the «For database type field» before. One or several databases can be selected to apply this navigation to. The values are the linked databases of the selected type.
For the profile	The profile the context will apply to. 'Other' is applied to users without a profile, i.e. users that connect to the system without being declared as a resource. This can apply only for on premises install.
Homepage tab	The tab that will be active upon logon.
Labels	The list of tabs for the context. Once the document is saved, a Navigation tab setup document is created for each entry in the list. An entry that already has an existing document cannot be renamed, only moved or removed. Keywords selection field. The label can be changed directly in the corresponding 'Navigation tab' setup document.
Disable	'Yes' or 'No'. The context is not available if disabled.

Save and close the document once it is complete and move on to the Navigation tab setup document.

Navigation Tab

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 Genius Project.

Field	Use
<Subject>	The label of the tab as it was entered in the parent 'Navigation context' setup document. Editable. If modified, the parent document is updated.
For the profile	The profile(s) the tab will apply to. Computed. Retrieved from the parent 'Navigation context' setup document.
Entries\Labels	The list of entries for the tab. Once the document is saved, a Navigation entry setup document is created for each entry in the list. Already existing entry documents can be renamed, moved or removed. The entry label can be changed also in the corresponding 'Navigation entry' setup document.
Disable	'Yes' or 'No'. The tab is not displayed if disabled.
Hide in	Refers to project filter. “Non filtered mode” if checked the entry will not be displayed if no project filter is active. “Mono project filter” if checked the entry will not be displayed if a project filter on a single project is active. “Multi project filter” if checked the entry will not be displayed if a project filter on multiple project is active.
Display in the “More” menu.	If “Yes”, then the entry will be excluded from the displayed tabs, and will be added as an option in the “More” tab.

Navigation Entry

The ‘Navigation entry’ document is used to define what is displayed for each entry listed for each “Contextual Navigation Menu” in Genius Project. The list of entries is defined in the Navigation tab setup documents under ‘Entries’.

Field	Use
<Subject>	Label of the entry as it was entered in the parent 'Navigation tab' setup document. If modified, the parent document is updated.
Has a sublevel	If “Yes”, indicates that this level is a node with sublevel entries
Database	Visible only if “Has a sublevel” = NO Indicates which database the entry resides in. Possible values: Current -, the 'Projects' database that the user is navigating in. - Portfolio -, Resources -, Activity reports -, User's mailbox -, <List of all 'Projects', 'Archive', 'Consolidation', 'Simulator' and External linked databases. Single selection field.
Sublevel Labels	Visible only if the field 'Has a sublevel' is set to 'Yes'. The list of sublevel entries for the context. Once the document is saved, a 'Navigation entry' setup document is created for each sublevel entry in the list. An entry cannot be renamed, only moved or removed. Keywords selection field. The sublevel entry label can be changed directly in the corresponding 'Navigation entry' setup document.
Type	Visible only if the field 'Has a sublevel' is set to 'No'. Indicates the type of the entry. Possible values: Database: opens the database specified in the field 'Database'. View: opens the designated view. Page: opens the designated page. Form: opens the designated form.
	Frameset: opens the designated frameset. URL: opens the designated URL. Not yet implemented. Project description: opens the project description. Only works in monoproject-mode. Project plan: opens the project plan. When there is more than one plan in the project, a dialogue box is displayed to select the plan to open. Only works in mono-project-mode. Chart: opens the designated chart. Dashboard: opens the designated dashboard. Single selection field.
Name	Visible only if the field 'Has a sublevel' is set to 'No' and the field 'Type' is not 'Database', 'Project description' or 'Project plan'. The value depends on the selection in the field 'Type': URL: the URL to open. All others: the name of the item to be attached to the menu entry
Unique category	Visible only if the field 'Has a sublevel' is set to 'No' and the field 'Type' is set to 'View'. Refers to project filter. “Non-filtered mode,” if checked the entry will not be displayed if no project filter is active. “Mono project filter,” if checked the entry will not be displayed if a project filter on a single project is active. “Multi project filter,” if checked the entry will not be displayed if a project filter on multiple projects is active.
Disable	'Yes' or 'No'. To disable the entry in the menu
Hide in	'Notes' or 'Web'. Makes it possible to have different navigation entries depending on the client used. 'Multi-projects mode' or 'Mono-project mode'. Makes it possible to hide entries in either of the two modes. If hiding the entry both for 'Notes' and 'Web' or both 'Multi-projects mode' or 'Monoproject mode', then the entry will never be visible.
Display in the “more” menu	If set to yes, the entry will be only be accessible from [More] entry in the “Contextual Navigation Menu”.

Hierarchical Structures

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.

Setup Tab

This is where we define the property of the structure. After each node for each levels have to be defined separately.

Field	Use
Title	Name of the hierarchical structure.
Description	Short description what represent the structure.
Number of level	How many levels the structure has.
Level 1 to X	Name (label) of each level. The number of the entry depends on the number of levels.
Structure	Representation of the structure.

The Access Right Tab

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 and sublevels.
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.

Adding a New Node in a Structure

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.

Save it

Field	Use
Parent	Parent level/node.
Title	Name of the new level/node.
Description	Short text description.
Manager	Select the resource assigned as a manager to this level. If the hierarchical structure is used for access right management and the option is “Managers” or “Resources and Managers”, then the defined manager will have read access to all project data under this level and all related sublevels.
Manager substitutes	Select the resource(s) assigned as a manager substitute to this level. If hierarchical structure is used for access right management and the option is “Managers” or “Resources and Managers,” then the defined manager will have read access to all project data under this level and all related sublevel.

Phase Review Process

See Phase Review Process Definition

Linked Database (Only for On-Premise)

The 'Portfolio' database is the referencing module for all the other modules of Genius Project. All databases that make up the application have to be referenced. It is the 'Linked database' record that allows it.

Field	Use
Description	Title of the database as it will appear in the views, and as it will be used in the 'Resources' database for the destinations.
Database	Selection of a database to be referenced from a list.
Type of database	Automatically fills in the type of Geniusproject database ('Resources', 'Timesheets', 'Projects' ...).
Used for the time fill-in	Yes/No. To indicate if the 'Projects' database will be linked to a 'Timesheets' database. This is useful to avoid retrieving time coming from 'Archive' databases or 'Projects' databases containing only templates
Fetch the projects	Indicates if the list of projects in this database must be retrieved into the Portfolio. To avoid double entries, projects from 'Consolidation' databases, 'Projects' databases used as 'Archive' database or 'Archive' databases should not be retrieved.
Take in to account for the availability calculation	Indicates if the 'Projects' database should be considered by the 'Resources' database for the calculation of availability. This is useful to avoid the availability calculation for 'Projects' databases used as 'Archive' database or 'Projects' databases containing only templates.
Description	A full description of the linked database. Rich text field.

Portfolio

Hierarchical have been replaced by OBS (Organization Breakdown Structure).

Cross portfolio allows to define portfolio of projects from other perspectives has organization structure, it could be a simple static list of projects, or a dynamic list of projects matching selection criteria or a mix of both.

Field	Use
Title	Name of the portfolio
Managers	List of people who can modify the portfolio definition
Description	Description of the content of the portfolio

Field	Use
Selection	Define if the cross portfolio is based on a simple list of projects or on selection criteria. Both can be checked at the same time.
Projects	Appears only if “By list” is checked as a selection mode. Click on the to select the list of projects which will be part of the cross porfolio.
Criteria	Appears only if “By criteria” is checked as a selection mode. The system displays all available project classification field including the customizable ones. Define which criteria projects should be fulfilled in order to be part of the cross-portfolio. For each of them click on to specify required criteria. Note: Once a cross-portfolio is based on criteria, new projects matching those criteria will be automatically added to it.

Workflows in the Portfolio Database

Where the ‘Project Request’ workflow is defined; a default workflow already exists and should not be deleted. If it is not in line with the organizations request workflow, each status should then be updated, not deleted.

For more information about workflow, consult “Workflows in Genius Project”

Templates

See Genius “Office templates” documentation.

Charts

See “Genius Charts” documentation

Administration

System Events

Administration log are created automatically. They are computed record, not being possible to manually edit or modify them. These are generated when a problem occurs while running an agent or an operation. They are displayed once the agent operation is over, and they are sent to the user when resulting from a user operation.

Customizable views diagnosis

See chapter “Customizable view Management”

Customizable views settings

See chapter “Customizable view Management”

Trash

Geniusproject does provide a soft delete. From this view, only an administrator can restore deleted records.

Agents

Agents are functions in Geniusproject that make it possible to carry out operations on record or entered data. They either run in the background (scheduled agents), or may be started by a user action.

Agent	Description
Refresh the project list	This agent allows the update of the project list by scanning all the linked databases where the 'Fetch the projects' field is set to 'Yes.' Mandatory By default run every two hours
Clean system events	This agent process all project requests with a temporary code and computes the definitive code according to the format set in the General setup document. Temporary codes are computed on local replicas with no access to the main server, or if a problem was raised by the code allocation during the creation. Mandatory Run once a day
Update the OBS	Update the OBS in the linked databases Mandatory By default run every two hours
Update of the list of reports	Update le list of all reports (list, views, charts) available in the system. Not Mandatory To be launched manually

“Run.” Manually run the agent, regardless the current setting (Enabled/Disabled).
“Last run.” The date and time when the agent last run.

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