Storyboard: All of Business

May 20, 2019

Information on the All of Business Storyboard.


The All of Business Storyboard is designed with Executive teams and Boards in mind. It tells you the story of your organisation and is intended to trigger conversations.

There is no need to compile or curate this information, instead it’s generated automatically from information in i-lign. It’s intended to replace or reduce manually created organisational level reporting, which is a significant overhead for many organisations.

The storyboard consists of the following sections which together paint a picture of your organisation:

  • Structure - How do you organise your people & the work they do?
  • Strategy - How much of your work is linked to strategy?
  • Benefits - How well are you managing the benefits of this work?
  • Overall Health - How are your projects, activities and services performing?
  • Risks - What is your current risk profile?
  • Issues - What issues are you facing at the moment?
  • Resourcing - Are you resourcing your projects effectively?
  • Cost - Are you managing costs effectively?

How to access the All of Business Storyboard

You need the following security flags to access this storyboard:

  • Groups: View
  • Initiatives: View
  • Intiatives: View Finance

Structure

This section shows the scale of your organisation in terms of people. It shows how these people and the work they do is structured.

Strategy

This section shows how much of your work is linked to strategy.

Benefits

This section shows how well you are managing your benefits.

Overall health

This section shows you how well your projects, activities and services are performing. The information is sourced from status reviews carried out in the last three months. The pie segments are sized according to budget for the current financial year.

Risks

This section shows your organisation’s overall risk profile. It pulls together all open individual risks in i-lign. It groups these individual risks by risk level and by risk type. It also identifys the number of projects where no risks have been identified.

Issues

This section shows you the issues your organisation is facing at the moment. It pulls together all open issues in i-lign. It groups these issues by severity and by issue type. It also identifys the number of projects with no open issues identified.

Resourcing

This section shows how effectively you are resourcing your projects. The graph compares the number of resource hours required to deliver existing and future projects (demand) compared with the number of resource hours potentially available for project work (supply).

To get an accurate picture, your ilign Users need to:

  • Allocate their team members’ time to the projects, programmes, services and activities they manage
  • Use Placeholder resources to allocate time to projects where a resource hasn’t been identified yet.

At a system admin level you need to:

  • Ensure the Resource Type flag Calendar hours contribute to resource supply is selected for all resource types that should be shown in the supply line on the graph.
  • Ensure that the Calendars assigned to resources are accurate (Applies to Resource Types with the Calendar hours contribute to resource supply flag selected).
  • Ensure projects which should contribute data to this graph have a Project Status with the following setting Planned costs and effort: Committed shows in live views

Information used to plot the graph

Demand line calculation:

Total planned effort for projects with statuses where Committed, shows in live views has been selected.

Notes:

  • This includes planned effort for placeholder resource.
  • If a project has an actual end date entered, then only planned effort up to this end date is shown.

Supply line calculation:

Total calendar hours for all resources with a resource type with the Calendar hours contribute to resource supply flag selected

SUBTRACT

Hours for these resources which have been allocated to services, activities and programmes.

Cost

This section shows how effectively you are managing your costs.

The graph compares your budget cost with your actual/forecast cost. The costs included correspond to the financial lines configuration your organisation has set up. (These lines are visible on the Summary view of the Finance Tab of any initiative.)

Costs are included for open Programmes and any Activity, Service or Project with a Status with the following setting Planned costs and effort: Committed shows in live views

To get an accurate picture, at a system admin level, you need to:

  • Have a regular process for updating financial information eg via a financial import
  • Have the financial lines configured to suit your organisation’s needs
  • Have the Planned costs and effort settings for Project Status, Activity Status and Service Status set appropriately.

Updating financial and workload information

The financial and resource workload information displayed on the dashboard is current, as of the date and time displayed in the top right hand corner. In general, this date and time relates to the time the nightly batch process was run. (Note that all other information is updated on the Storyboard as soon as it is updated in the system. All that is required is to refresh the screen.)

The reason for using this overnight batch information for financials and workload information is it significantly speeds up the time taken to load the Storyboard. In most cases this information will be sufficiently current. If for some reason there have been changes made to the finances or workload information that will make a material difference to the information on the Storyboard, then there are various ways an i-lign system administrator can update this information.

Updating financials and workload information for a particular project

If the information being updated only relates to one project, then once the financial information is updated, this information can be refreshed at the project level. To do this you select Refresh Financials on the project’s Functions drop down menu.

Once this has been carried out, then your i-lign administrator can up date this information so it shows on the Storyboard as shown below.

Updating financials and workload information for the entire organisation

Your i-lign administrator can also update the financials for the entire organisation. However this action should only be carried out if absolutely necessary. The reason for this is that updating financial information could take significant time, maybe even hours for some organisations. See below for how to run this process.