10X: Portfolio Room

The Portfolio Room serves as a control panel for the Portfolio Leadership team as it performs its primary functions:

  1. Refining the business strategy and allocating budget to the strategic/investment themes
  2. Defining and funding the decentralized SAFe Value Streams (optional)
  3. Identifying, prioritizing, authorizing, and funding epics (with support from Value Streams)
  4. Adjusting the funding (staffing levels) of Programs (Agile Release Trains) to match the expected demand represented in the prioritized epic backlogs (e.g. a three PI lookahead)
  5. Providing fiduciary governance of execution across the portfolio's Value Streams

The Portfolio Room is an information radiator that helps the Portfolio Leadership team track their decision-making from several perspectives:

  • Financials - Is the emerging spend aligned with the target budgets that were set?
  • Resources - Is the emerging scope (down the tree) in line with the higher-level estimates (SWAGs) of effort/size?
  • Execution - Is progress tracking against expectations?

Each of the three reports is organized into three panels:

  • Left panel - Theme summary
  • Center panel - Epic summary
  • Right panel - PI and Program summary

This allows the Portfolio Leadership team to monitor the flow of budget from themes to epics into programs (and PIs). The Portfolio Room helps the Portfolio Leadership team monitor their own executions as a decision-making body, and monitor the execution of the decentralized value streams and agile release trains, as they execute the strategy with the given budgets. 

It is most useful as a bridge between the annual financial planning cycles of the business, and the PI (e.g., quarterly) cycles of the development pipeline.

Navigation

  1. Select a specific portfolio from the Configuration bar at the top of your page.
  2. Select one or more PIs from the Configuration bar at the top of your page.
  3. Select  Portfolio > Portfolio Room from the left-side navigation menu; the Portfolio Room page displays.
  4. Optionally, select a strategic snapshot from the Extra Configs menu at the top-right of the page. To see a snapshot in the list, you must be a team member of a program associated with the snapshot's PI, selected in the Configuration bar.

Prerequisites

  1. A strategic snapshot has been established for the portfolio.
  2. The snapshot references one or more PIs within the portfolio.
  3. A budget has been set for the snapshot.
  4. Strategic themes have been established and allocated to PIs within the portfolio.
  5. PIs have been given budgets.
  6. PI budgets have been allocated across their selected programs.
  7. PIs have set a blended rate (to drive conversion of completed story points to $).
  8. PI budgets in each program have been allocated to strategic themes via the Theme Planning View page. 
  9. Epics have been created, each one has been:
    • linked to a Strategic Theme (on the Details tab)
    • given a Strategic Value Score (1-100) (on the Details tab)
    • given an Effort SWAG (1-100) (on the Details tab)
    • allocated a Budget (on the Finance tab)
    • targeted to one or more Program Increments (on the Details tab)
  10. Epics have been decomposed into features and stories, and stories have been estimated and allocated to sprints (Estimate and Actual columns display).

Financials View

10X_Beta__Portfolio_Room__115000095234__1.png

Left Panel

  1. Theme Effort vs. Value
    • [when set to "Swag"] - Plots the aggregated Strategic Value Score for epics tied to a Theme (as Value), and the aggregated Effort SWAG for epics tied to a Theme (as Cost)
    • [when set to "Points"] - Plots the aggregated LOV for stories tied to a Theme (as Value), and the aggregated LOE for stories tied to a Theme (as Cost)
  2. Theme Budget Allocation - Plots the % of the PI budgets that have been allocated to a Theme via the Theme Planning page.
  3. Theme Priority - Presents the Themes in rank order (as ranked via the Theme page), with a progress bar that shows % of "actual" spend completed (accepted story points converted to dollars) over the allocated budget for the theme. Note: Themes will be highlighted in red when the actual spend exceeds the allocated budget.

Center Panel

  1. PI Timeline - Shows start and end dates that are set in the PI, and % complete based on accepted story points.
  2. Program Increment Epic Backlogs - for each Epic (toggle to show Standalone Features also):
    • Budget - The value from the Budget field in the Epic (on the Finance tab)
    • Estimate - Estimate is calculated based on member weeks set for the item multiplied by the estimated cost per week
    • Actual - The sum of the story points in all accepted stories derived from the epic, converted to dollars
    • BVE (Budget vs. Estimate) - shows % over budget (red) or under budget (green), based on the estimates
    • BVA (Budget vs. Actual) - shows % over budget (red) or under budget (green), based on the actuals

Right Panel

  1. Total Budget - Budget shown is the value set in the Total Budget field in the Strategic Snapshot. Circle graph shows Actuals spent so far (calculated from points on accepted stories) as a percentage of the Snapshot Budget.
  2. Portfolios Summary - Rollup of PI budgets tied to a program within a portfolio, as a % of the snapshot's Total Budget.
  3. Program Summary - Sum of the budgets in each Program, shown in terms of the story-level estimates and actuals, converted to dollars using team velocity and blended rate.

Questions to ask in the Portfolio Room:

  1. Do the themes that have a high value-for-cost ratio (in the bubble chart) seem to be prioritized appropriately? 
    • Higher cost, lower value themes should be moved lower in the rank order to maximize the throughput of value
  2. Do the allocated budgets for themes (from PI theme planning) consume the snapshot total budget?
    • If not, then theme planning should be conducted across each of the PIs in the snapshot
  3. Do the estimated budgets for themes (from epic budgets) consume the allocated budgets for themes?
    • If not, then more epics under that theme should be pulled from the funnel
  4. Are the accumulated actuals spent against a theme (from accepted story points) within the estimated budgets for the theme?
    • If not, then the value proposition for the theme should be revisited (value-for-cost is changing)
  5. How are the portfolios and programs within the snapshot performing against their allocated budgets?
    • If some programs are running over budget, then forecasts will need to be revisited.

Resources View

10X_Beta__Portfolio_Room__115000095234__2.png

Left Panel

  1. Theme Scope
    • Top Line = Effort estimate rollup (in Team-Weeks) of all Epics (and Standalone Features) tied to the Theme
    • Light Blue Column = Effort estimate rollup (in Team-Weeks) of all Features (including Standalone Features) tied to the Theme
    • Dark Blue Column = Effort estimate rollup (in Team-Weeks) of all Stories tied to the Theme
  2. Theme Effort Distribution - Presents the distribution of effort as captured in the Epics (and Standalone Features), with each Theme shown as a percentage of the total effort. Note: Only epics targeted to PIs in the snapshot will be counted.
  3. Theme Priority - Presents the rank order of the Strategic Themes as ranked in the Theme Backlog.

Center Panel

  1. PI Timeline - Shows start and end dates that are set in the PI, and % complete based on accepted story points 
  2. Program Increment Epic Backlogs (Filter by Theme) - for each Epic (toggle to show Standalone Features also):
    • % Demand Accounted For - Slider progress bar indicates the Allocated Effort as a percentage of the Estimated Effort for the epic.
    • Points - Sum of the Effort Points from the stories tied to the epic
    • TW (Team-Weeks) - Sum of the Team-Week estimates across the targeted PIs
    • Capitalized - Yes/No (from the Details tab on Epic page)
    • Use the Epic Drill Down ">" button to display the Program Level Estimates collected for the Epic (on the Forecast tab of the Epic page)
      • % Demand - Total TW estimated for the epic as a % of the capacity of the program's PI
      • Allocated - Total TW on the Feature estimates under the epic
    • Use the Epic Slider "O" button to perform "what-if" planning and toggle the epic in and out of the rollups

Right Panel

  1. Resource Allocation By Theme
    • Capacity - Total number of sprint weeks in the PI multiplied by the number of resources in the teams that are associated with both the Program and the PI.
    • Load - Sum of the TW estimates for Epics allocated to the Program and PI.
    • % By Theme = (Sum of estimates from Epics in PI and Program tied to Theme in TW) / (Allocated % of PI budget given to the Theme (via Theme Planning), converted to TW)
  2. Program Increment Summary -  
    • Velocity - Average completed story points over last two PIs in the Portfolio
    • Load - Total story points currently loaded in the PI

Questions to ask in the Portfolio Room:

  1. As epics are broken down into features and stories, do the refined budgets for themes (from feature and story estimates) remain within the original budgets (from epic SWAG estimates)?
    • If so, then inspect and adapt the epic-level SWAG estimation process
  2. Which themes consume the most capacity overall across the PIs in the snapshot?
    • Can the value proposition in these themes be refined to "maximize the work not done"?
  3. Which themes consume the most capacity in each program (train) across the PIs in the snapshot?
    • Are the themes driven by the portfolio aligned with the program (trains) product vision?

Execution View

10X_Beta__Portfolio_Room__115000095234__3.png 

Left Panel

  1. Theme Burnup - Click on one of the themes below to display a burnup chart of story points accepted over time. This chart only includes stories assigned to a selected theme and PI. The burnup shows theme progress in scope of the PI that is selected in the Configuration bar. 
  2. Theme Budget Allocation - Each theme is presented in priority order, with its current status and "% Complete" in terms of completed story points across all PIs.

Center Panel

  1. PI Timeline - Shows start and end dates that are set in the PI, and % complete based on completed/accepted story points 
  2. Program Increment Epic Backlogs - for each epic: 
    • % Complete - in terms of story points accepted within the epic
    • Points - Sum of the Effort Points from the stories tied to the epic 
    • TW (Team-Weeks) - Sum of the Team-Week estimates across the targeted PIs 
    • Capitalized - Yes/No (from the Details tab on Epic page) 

Right Panel

  1. Program Increment Progress - Each PI is presented, with its current status and "% Complete" in terms of accepted story points over loaded story points.
  2. Program Progress - Total story points accepted in the Program (within the PI) / Total story points loaded in the Program (within the PI).

Questions to ask in the Portfolio Room:

  1. Which themes are nearing completion (all defined stories accepted)?
    • If burnup is not on pace with expected velocity, then impediments must be worked.
  2. How are solutions (value streams) progressing in the current PI and specifically how is each program (train) progressing on their specific contributions to each solution (value stream)?
    • If one program (train) is lagging in execution, then the solution (value stream) team needs to work the issue. 
Was this article helpful?
0 out of 0 found this helpful
Print Friendly Version of this pagePrint Get a PDF version of this webpagePDF

Join the Atlassian Community!

The Atlassian Community is a unique, highly collaborative space where customers and Atlassians come together. Ask questions and get answers, start discussions, and collaborate with thousands of other Jira Align customers. Visit the Jira Align Community Collection today.

Need to contact Jira Align Support? Please open a support request.