What is a Service Portfolio Record (SPR)?
A SPR holds management-relevant information on a specific Service. It is the basic record containing the information that builds the Service Portfolio, the Service Catalog, and the Service Design Packages. It also contains information on documentation requirements and documentation verification needs for a Service. You can create a new Service Portfolio Record (SPR) under a Tenant.
To add new SPRs:
- Select Portfolio > User > New Portfolio Record.
On the NEW PORTFOLIO RECORD page, type in the required details. Provide the required details for fields under the GENERAL, RISKS, LOGS, APPLICABLE USERS, RELATIONSHIP, VENDOR INFORMATION, VALIDATION, INVENTORY DETAILS, VALUE PROPOSITION, SKILLS AND RESOURCES, and ADDITIONAL INFORMATION tabs. For more information about the fields under these tabs on the NEW PORTFOLIO RECORD page, see Field Description.
Figure: NEW PORTFOLIO RECORD page- Click SUBMIT.
Field Description
The following table describes the fields on the NEW PORTFOLIO RECORD page:
Field | Description | ||||||||||||||||||||||
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Tenant | Lists the Tenant names. Select an option from the list. Note: Based on the organization's requirements, the Administrator configures the name of this field. | ||||||||||||||||||||||
Registration Time | Displays the date and time on which the Service Portfolio Record is created. The date is displayed in the following format: yyyy/mm/dd/yyyy h:mm:ss AM/PM | ||||||||||||||||||||||
Status | The Status is displayed based on the SPR progressive stage. When the SPR page is opened for creating a SPR, the Status of the SPR is Requirements. After the SPR is created, the available values of Status are Defined and Canceled. You can select the Status option as Canceled to cancel the SPR. After the Workgroup Owner authorizes the SPR, the Status is changed to Authorized. The Workgroup Owner can select the Status option as Not-Authorized to reject a SPR. The Status displays the following options after the approval of SPR by the configured Approver. For more information about configuring SPR Approver, see Configuring Portfolio Record Approvers.
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Life Cycle Status | Lists the different Life Cycle Status values configured for a Service Portfolio's life cycle. This value is displayed based on the SPR life cycle stage. When the SPR page is opened for creating a SPR, you can see Life Cycle Status as Designed. The Life Cycle Status value is a read-only field. The value displayed in this field is based on the Status value. The following table displays the configured Status values and the corresponding Life Cycle Status values:
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Service Type | Lists the configured Service Type options.
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Category | Select a Category to which you want to associate the SPR using the Search icon. Click the Search icon to search for Categories. | ||||||||||||||||||||||
Classification | Select a Classification to which you want to associate the SPR using the Search icon. Click the Search icon to search for Classifications. | ||||||||||||||||||||||
Owner Workgroup | Lists the configured Workgroups under the selected Tenant. Select a Workgroup from the list box. After you select the Workgroup, the Workgroup Owner's details are loaded in the Authorizer Details text box. By default, the selected Workgroup’s Owner becomes the Authorizer for the SPR. | ||||||||||||||||||||||
Authorizer Details | Displays the details (Emp Id, E-mail address, and Phone Number) of the Workgroup Owner after you select the Workgroup in the Owner Workgroup list box. | ||||||||||||||||||||||
Service Catalog | Allows you to link one or more Service Catalog items with the SPR while chartering the SPR. Note: This control is enabled only after a SPR is saved and the Status is selected as Chartered. Click the Link Service Catalog icon to open the SERVICE CATALOG DETAILS pop-up page. Select one or more Service Catalog items to link them with the SPR. | ||||||||||||||||||||||
Service Name | Type in the Service name for the SPR. | ||||||||||||||||||||||
Requirements | Type in the requirement details for the SPR. | ||||||||||||||||||||||
Attachment | Click the Browse icon to upload related documents for the SPR. | ||||||||||||||||||||||
Information | Type in any other information that you want to add about the SPR. |
You can add the general details, such as Urgency, Risk, Priority, Impact, Charter related details, and so on under the GENERAL tab.
Figure: GENERAL tab
Field Description
The following table describes the fields under the GENERAL tab:
Field | Description |
|---|---|
IMPACT | |
Urgency | Lists the Urgency levels configured for a SPR. Select an Urgency value from the list box to indicate the Urgency level of the SPR. |
Risk | Lists the Risk levels configured for a SPR. Select a Risk value from the list box to indicate the Risk level of the SPR. |
Priority | Lists the configured Priority options for a SPR. Select a Priority value from the list box to indicate the level of Priority for the SPR. If the configuration of the Priority Matrix for Urgency and Risk is defined, the corresponding value of the Priority is displayed. Else, you can select an option from the list box. |
Impact | Lists the Impact options configured for a SPR. Select an Impact option from the list box to indicate the Impact for the SPR.. |
CHARTERED TIME | |
Planned Start Time | Select the chartered start date for the SPR. Click the Calendar icon to select the date and time: The selected chartered start date should be greater then the SPR’s registration time. |
Planned End Time | Select the chartered end date for the SPR. Click the Calendar icon to select the date and time. |
Chartered Time | Displays the time at which the Status is changed to Chartered. |
Violated | The violated options are displayed.
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Chartered Violation Reason | This field is enabled if the Chartered Time is violated (Violated = Yes). Specify the reason for violation.. |
Post Chartered Notes | This field is enabled when the Status is changed to ‘Chartered’. Type in any post chartered notes, if any. |
Value Proposition | Type in the value proposition for a SPR. |
You can capture the Risk details specific to a SPR, such as Risks, business impact, business case, applications used, OLAs, and so on under the RISKS tab.
Figure: RISKS tab
Field Description
The following table describes the fields under the RISKS tab:
Field | Description |
|---|---|
RISKS | |
Risks | Type in the Risks details. |
Attachment | Attach documents related to the Risk.. |
Business Impact | Type in the business impact of the Risk. |
Attachment | Attach documents related to the business impact. |
Business Case | Type in the Risk details specific to the business cases. |
Attachment | Attach documents related to the business case. |
Applications Used | Type in the Risk details related to the applications used. |
OLAs | Type in the Risk details related to OLAs. |
You can capture the log details, such as Information Log, Authorizer Log, and Approver Log under the LOGS tab.
Figure: LOGS tab
You can add the applicable users for the SPR under the APPLICABLE USERS tab.
Figure: APPLICABLE USERS tab
Field Description
The following table describes the fields under the APPLICABLE USERS tab:
Field | Description |
|---|---|
APPLICABLE USERS | |
IT Owners | Type in the details about the IT Owners for the SPR. |
Business Owners | Type in the details about the Business Owners for the SPR. |
Supporting Services | Type in the Supporting Services required for the SPR . |
Business Users | Type in the details about the Business Owners for the SPR. |
Dependent Services | Type in the Dependent Services for the SPR.. |
Business Processes Supported | Type in the details about the supported Business Processes for the SPR. |
CONTRACT/AGREEMENT DETAILS | |
Contracts and Agreements | Provide the contract and agreement details related to the SPR. |
Attachments | Attach the related contract and agreement documents for the SPR. |
The related Incidents, Work Orders, Problem Records, Change Records, Knowledge Records, Release Records, SLA records, and so on are displayed under the RELATIONSHIP tab.
- Using the Link button, an existing record can be linked to the SPR.
- Using the Create button, a new Change Record can be created and linked to the SPR.
- Using the De-link button, the linked records can be delinked.
Figure: RELATIONSHIP tab
You can capture the details about the Third- party Services, such as vendor details, user details, owner details, and component details under the VENDOR INFORMATION tab.
Figure: VENDOR INFORMATION tab
Field Description
The following table describes the fields under the VENDOR INFORMATION tab:
Field | Description |
Vendor Type | Displays the vendor type options. Select an option: Outsourced or Internal. |
Vendor Name | Type in the vendor name. |
Component Name | Type in the component name. |
Owner Name | Type in the name of the owner. |
Description | Type in a brief description about the Service offered. |
Remarks | Type in the additional information or remarks about the vendor. |
After the SPR is authorized, the Authorizer of the SPR needs to specify the validation details for the SPR under the VALIDATION tab before approving the SPR.
Figure: VALIDATION tab
Field Description
The following table describes the fields under the VALIDATION tab:
Field | Description |
|---|---|
Validation Date | Specify the validation date of the SPR. Note: The selected chartered start date should be greater then the SPR’s registration time. |
User Name | Type in the name of the person, who should perform the validation task SPR. Click the Search icon to search for the user, who should perform the validation task. |
Status | Lists the status options as Good, Bad, and Improvements. Select an option from the list box. |
Service Improvement Notes | Provide notes for Service improvement (if any). |
You can add the inventory details, such as product name, unit price, quantity in stock, and so on under the INVENTORY DETAILS tab.
Figure: INVENTORY DETAILS tab
Field Description
The following section describes the fields under the INVENTORY DETAILS tab:
Field | Description |
Inventory ID | Type in a unique identification number for the inventory item. |
Product Name | Type in the product name. |
Description | Type in a brief description about the product. |
Unity Price | Displays the total price of the products. |
Quantity in Stock | Type in the number of items in the stock. |
Reorder Level | Specify the re-order level of the inventory item. |
Reorder Time in Days | Specify re-order in days. |
Units On Order | Specify units on order. |
Quantity in Reorder | Specify quantity in re-order. |
You can add or view the value of the value proposition details ,such as financial value, user value, business value, and so on under the VALUE PROPOSITION tab.
Figure: VALUE PROPOSITION tab
Field Description
The following table describes the fields under the VALUE PROPOSITION tab:
Field | Description |
|---|---|
Financial Value | Type in the financial value of the SPR. |
User Value | Type in the user value of the SPR. |
Business Value | Type in the business value of the SPR. |
ROI | Type in the ROI of the SPR. |
You can add resources and skills required for the SPR under the SKILLS AND RESOURCES tab. You can specify the category, experience required for the resource, and so on.
Figure: SKILLS & RESOURCES tab
Field Description
The following table describes the fields under the SKILLS AND RESOURCES tab:
Field | Description |
|---|---|
Category/Skills | Specify the category or skills required for the SPR. |
Experience | Specify the number of years of experience required in the Category/Skill. |
Resources | Specify the number of resources required for the SPR. |
Comments | Specify the comments for the resource requirement. |
You can add or view the additional information about a SPR under the ADDITIONAL INFORMATION tab of the SPR page. Based on the organizational needs the Administrators configure the information displayed under this tab. For example: The financial details, such as cost details, cost types, currency, location, and so on can be configured under this tab
Figure: ADDITIONAL INFORMATION tab
ACTIONS
This section explains all the icons displayed on the ACTIONS panel of the NEW PORTFOLIO RECORD page.
Click the SHOW LIST icon to view the list of SPRs
Figure: PORTFOLIO RECORD LIST page
Click the AUTHORIZER icon to authorize (if you are the Authorizer) the SPR. After the Service Portfolio is authorized the Status and the Life Cycle Status on the Service Portfolio Record page is changed to Authorized and Built, respectively.
Figure: AUTHORIZE pop up
The following table describes the fields on the AUTHORIZE pop-up page:
Field | Description |
|---|---|
Authorizer | Displays the selected Workgroup Owner's name as the Authorizer for the SPR. |
Status | Displays the status as Authorized and Not-Authorized.
Select an option from the list box. |
Authorized Date | Displays the authorized date of the SPR after the SPR is authorized. |
Remarks | Type in the details or remarks about authorizing the SPR. |
Click the APPROVER icon to approve the SPR (if you are the Approver).
Figure: APPROVAL pop-up
The following table describes the fields on the APPROVAL pop-up page:
Field | Description |
|---|---|
Approver | Displays the name of the Approver for the SPR. |
Status | Displays the status as Authorized and Not-Authorized.
Select an option from the list. |
Approved Date | Displays the date of SPR approval after the SPR is approved. |
Remarks | Type in the details or remarks about approving the SPR. |
Click the CHANGE HISTORY icon to view the SPR change details, such as what changes, the date of change, who made the changes, and previous and new values.
Figure: CHANGE HISTORY pop-up page
The following table describes the fields on the CHANGE HISTORY pop-up page:
Field | Description |
|---|---|
Column Name | Displays the name of the field on which the change is made. |
Change Date | Displays the date when the change is made. |
Changed By | Displays the name of the user who made the change. |
Old Value | Displays the old value of the field. |
New Value | Displays the new value of the field. |