Creating Service Portfolio Records SPRs

Owned by Enterprise IT
May 29, 2024

SummitAI Service Management Help

Service Portfolio Management

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:

  1. Select Portfolio > User > New Portfolio Record.

  2. 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.


    NEW PORTFOLIO RECORD page
    Figure: NEW PORTFOLIO RECORD page

  3. 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.

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.

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.

LOGS tab
Figure: LOGS tab

 APPLICABLE USERS

You can add the applicable users for the SPR under the APPLICABLE USERS tab.

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.

RELATIONSHIP tab
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.

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.

VALIDATION tab
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.

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.

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

ADDITIONAL INFORMATION 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

PORTFOLIO RECORD LIST page
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.

AUTHORIZE pop up
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).

APPROVAL pop-up
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.

CHANGE HISTORY pop-up page
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.