Create and Manage Project Portfolios in TDNext

Summary

In the Analysis application, portfolio managers can create portfolios to manage a group of programs, projects, project requests, tickets, issues, and risks. A portfolio is a record used to group related items.

Body

Table of Contents

Overview

In the Analysis application, portfolio managers can create portfolios to manage a group of programs, projects, project requests, tickets, issues, and risks. A portfolio is a record used to group related items.

Features

  • Allows a portfolio manager to quickly see the overall status of all projects in their portfolio.
  • Makes reporting on similar items easier as you can see at a glance details of the overall list of items when the tab is selected.

Creating a Project Portfolio

  • Navigate to Atlas Portal Home and sign-in.
  • Click on your User icon > TDNext (or Work Management). 

Screenshot of the TeamDynamix user menu opened from the profile icon in the top navigation bar. The dropdown menu displays options including My Profile, Profile Views, TDNext, and Sign Out. The TDNext option is highlighted with a red outline, and a hand-shaped cursor is positioned over the link, indicating the location to select TDNext..

  • In Work Management, navigate to View Applications > Analysis application.

Screenshot of the TeamDynamix Applications page displaying application tiles. The Analysis application tile is highlighted with a red border in the center of the screen. Other visible application tiles include Assets/CIs/Contracts – University Default on the left and Atlas Portal on the right. A search field labeled Search applications... appears at the top of the page. The highlighted Analysis tile indicates the application users should select.

  • Click New in the toolbar and select Portfolio from the drop-down menu.

Screenshot of the TeamDynamix Analysis application with the New dropdown menu expanded. The menu displays two options: Portfolio and Program. The Portfolio option is highlighted with a red border, indicating the selection users should choose to create a new portfolio. Navigation tabs for Analysis and People are visible at the top of the page, along with the Reports menu.

  • In the New Portfolio window, fill in the required fields:
    • Name
    • Manager
    • Budget
    • Start/End Date
    • Description
    • Portfolio
    • Options:
      • Allow Projects to be Added- Controls whether or not users can assign projects to this portfolio from the project explorer. You will still be able to add projects from the "Projects" tab regardless.
      • Allow Project Requests to be Added- Controls whether or not users can assign project requests to this portfolio from the project request explorer.
      • Include Time Off- Whether or not to include time off when calculating actual hours.
      • Active- When this portfolio is active, it can be selected on projects' and project requests' workflow look-up; otherwise, it is not visible. 
  • Click Save.
Note: On the Success page, you can select View the portfolio you just created.

Managing a Project Portfolio

  • In Work Management, navigate to View Applications > Analysis application.
  • Click on Portfolios in the left navigation.

Screenshot of the TeamDynamix Analysis application. In the left navigation menu, the Portfolios option is highlighted with a red border. A red arrow points from the main content area toward the Portfolios menu item, indicating the location users should select. Other navigation options, including Dashboard, Programs, Project Searches, and Resource Reports, are visible in the menu. The page header displays Analysis, and a New button appears in the upper-right corner.

  • Click the Name of the Portfolio.
    • A new Work Management tab will open.

Screenshot of the TeamDynamix Analysis application displaying the Portfolios page. Search and filter options appear at the top, including fields for search keywords, creation date, manager, and modified date. Below the filters, a table lists available portfolios. The portfolio named Article TEST is highlighted with a red border in the Name column, indicating the portfolio users should select. Additional columns, including ID, Manager, and Programs, are visible in the table.

You will now be able to configure your Portfolio to include any existing Programs, Projects, etc., currently in TDX. The following options are available to you:

  • General - Lists the basic information about your Portfolio that you completed during setup.
    • Click Edit to change any of these settings.
  • Programs - Displays all Portfolio-related programs in your Portfolio view.
    • Click the +Add button to add programs to your Portfolio.
  • Projects - Displays all Portfolio-related projects in your Portfolio view.
    • Click the +Add button to add projects to your Portfolio.
  • Requests - Displays all Portfolio-related project requests in your Portfolio view.
    • Click the +Add button to add project requests to your Portfolio.
  • Tickets - Displays data related to one or more Ticketing Profiles.
    • Information will come internally from a TeamDynamix Ticketing application or from an external source. The source can be configured on the General page.
  • Issues - Allows you to create as well as manage Portfolio issues, including assigning responsible persons and/or Issue risks.
    • Click the Manage button to manage Issue categories.
    • Click the +New button to create Portfolio Issues.
  • Risks - Allows you to create as well as manage Portfolio risks, including a Risk Matrix overview.
    • Click the Manage button to manage Risk categories, as well as Show/Hide the Risk Matrix.
    • Click the +New button to create Portfolio Risks.
  • Cost/Work History - Report on the Portfolio Cost/Work History from this page.
    • This page aggregates items added under the categories mentioned earlier.
  • Work - Report on the Portfolio Work from this page. Work consists of the Portfolio itself, including Projects and Tickets.
  • Time Types - Manage Portfolio Time Types from here.

Portfolio Management Permissions

Portfolio Permissions are managed through the Global Security Roles (TDAdmin > Users & Roles > Security Roles). There are a few permissions relevant to portfolio management, so you may want to create a distinct Security Role for those individuals who will manage Portfolios. To access Portfolios, users must have access to the Analysis application and to the Project application that contains the appropriate Portfolio Planning application.

Once a user has access to those applications, the following permissions apply:

  • Edit All Portfolios and Programs - This allows a user with the Analysis and Portfolio Planning applications to edit portfolios that they do not manage. 
  • Manage all projects in my Portfolios and Programs - This gives the user permission to manage the projects in the portfolios they manage.
  • Issue and Risk permissions (multiple) - These permissions are required to create issues and risks on portfolios (as well as on projects). 

The Portfolio Manager Role

A portfolio manager is in charge of all of the projects and other work items under their portfolio. These will often be users who know those work items but may not be directly involved with each of them.

  • The Portfolio Manager can add, remove, and manage projects and project requests within the portfolio. A portfolio manager may not be able to edit or manage the projects themselves. This will depend on whether they are the project manager or have the security role permission for “Manage all projects in my Portfolios and Programs”.
  • There can only be one manager per portfolio.
  • During portfolio creation or editing, the Portfolio Manager can toggle the portfolio's start and end dates.
  • The data for the Budget and Work sections of a portfolio comes from the projects and requests. It will show in a graph view.
  • Using Analysis, the Portfolio Manager can run reports on their portfolio and view the data points included.
  • Portfolio Managers can track issues and risks across the portfolio as a whole, rather than for a single component project.

Portfolio and Program Conflicts

The system prevents you from adding any project or request to the same portfolio twice, such as by adding it directly to the portfolio and adding it to a program that is included in that portfolio. Any time you modify a portfolio, program, project or request, the system will check to see if this creates a conflict before it saves. If there is a conflict, an error or warning message will appear.

Conflict Scenarios

Scenario One – If a program is already associated with a project, and you try to add it to another project in that same portfolio, this will result in an error message. 

Screenshot of the TeamDynamix Add Program dialog within a portfolio record. The dialog includes search filters for locating programs, including fields for search keywords and manager, along with radio buttons for Active Projects, Inactive Projects, and Both. A red warning message states that conflicts occurred and the selected programs were not added to the portfolio. Additional warning messages explain that the project Upgrade radio tower is already associated with the Construction & Facilities Projects portfolio and would be associated multiple times through a program relationship. An informational message at the bottom explains that programs already assigned to a portfolio are filtered out or disabled because a program cannot belong to more than one portfolio.

Scenario Two – If a project is already associated with a program in the same portfolio, it will not be available for selection on the Projects tab of the portfolio.

Screenshot of a TeamDynamix Portfolio record titled Construction & Facilities Projects with the Projects tab selected in the left navigation menu. The page displays project management options, including Add, Print, and To Excel buttons above an empty project list. The Add button is highlighted with a red border, indicating the action users should select to add a project to the portfolio. Additional navigation items, including General, Programs,

Scenario Three – Cannot cause conflict when editing a Project/Request. 

Screenshot of a TeamDynamix Conflicts dialog box displayed while saving a project. A warning message states that the project has not been saved because the selected combination of programs and portfolios would cause the project to be associated with the same portfolio multiple times, which is not supported. Below the warning, a table identifies the conflicting association, listing Program ID 1, Fawcett Hall Renovation, Portfolio ID 184, and Construction and Facilities Projects. A Close button is available in the lower-left corner of the dialog for dismissing the message.

Details

Details

Article ID: 1606
Created
Tue 8/18/26 11:06 AM
Modified
Wed 8/19/26 4:16 PM