SummitAI Service Management Help

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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

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.

Approved: Indicates that the SPR is approved by the configured Approver to proceed further.
In-Progress: Indicates that you are working on the SPR for chartering the SPR.
Under Implementation: Indicates that the SPR is developed and it is in Implementation stage.
Chartered: Indicates that the SPR is linked to one or more Service Catalogs and released to the Catalog Approvers for accessing and publishing them to the authorized personnel.
Operational: Indicates that the SPR is ready for publishing.
Catalog Publish: Indicates that the SPR is published.
Cancelled: Indicates that the SPR is canceled.
Retired: This options is displayed only after you charter the SPR. Select this option to define the charted SPR as an old SPR and declare it as a retired SPR.

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:

Status	Life Cycle Status
Requirements	Designed
Defined	Under Development
Authorized	Built
Approved	Tested
In-Progress	Developed
Under Implementation	Pipeline
Chartered	Released
Operational	Operational
Catalog Publish	Service Catalog
Retired	Retired

Service Type

Lists the configured Service Type options.

Managed Service: Select this option if a SPR is created for a set of Services that are offered and managed by the organization itself.
Third-Party Service: Select this option if a SPR is created for the Services that are offered and managed by an external vendor.
Co-Service: Select this option if a SPR is created for the Services that are offered and managed by the organization and an external vendor.

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.

GENERAL

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. Yes: If the Planned End Time is earlier to the Chartered Time. No: If the Planned End Time is later to the Chartered Time.
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.

RISKS

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.

LOGS

You can capture the log details, such as Information Log, Authorizer Log, and Approver Log under the LOGS tab.

Figure: LOGS tab

APPLICABLE USERS

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.

RELATIONSHIP

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

VENDOR INFORMATION

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.

VALIDATION

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).

INVENTORY DETAILS

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.

VALUE PROPOSITION

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.

SKILLS AND RESOURCES

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.

ADDITIONAL INFORMATION

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.

SHOW LIST

Click the SHOW LIST icon to view the list of SPRs

Figure: PORTFOLIO RECORD LIST page

AUTHORIZE

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. Authorized: If selected, the SPR is allowed to process further to take it into the next stage of implementation. Not-Authorized: If selected, the SPR is stopped from further processing. 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.

APPROVAL

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. Authorized: If selected, the SPR is allowed to process further to take it into the next stage of implementation. Not-Authorized: If selected, the SPR is stopped from further processing.. 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.

CHANGE HISTORY

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.

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