Sciforma 6.0 Portfolio & Project Management Software Vision Focus Control
About Sciforma Sciforma is one of the largest independent, worldwide providers of Portfolio & Project Management software, delivering solutions to a quarter million users since 1982. Sciforma has a large network of certified PPM professionals in more than 20 countries dedicated to providing PPM solutions, as well as functional and technical support. At Sciforma, we recognize that every user and every company is unique, which is why we offer tailored solutions to fit your business processes and methodologies. We offer solutions for all industries and companies of all sizes. The diversity of our customer base demonstrates the versatility, adaptability and scalability of Sciforma s solutions. Sciforma was designed to support multiple approaches to reinforce consistency at every level of the organization hierarchy to promote efficiency for everyone. Easy and maintainable integration is key for cost effective operations; we work with customers to develop new plugins to suit their needs. We develop plugins for tools such as Salesforce, Yammer, Google Calendar, MS Sharepoint and many others. Sciforma has been recognized as a positive player by Gartner s MarketScope for project and portfolio management applications. 2
6.0 Idea Identification Ranking Business Case Capacity Planning Investment Analysis Portfolio Control Strategic Project & Portfolio Management Functional Project & Portfolio Management On-going Operations Project Management Resource Management Risk Management Change Request Budget Management Expense Management Time Tracking Demand Management Issue Management Execution Project & Portfolio Management 3
Who Are Our Customers? INFORMATION TECHNOLOGY Information Technology Governance is a framework for leadership, organizational structures, business processes, standards and compliance to these standards. This framework is used by many IT departments, as well as financial and software industries to: Create workflows to correlate to internal processes Initiate, plan, and prioritize projects Conduct capacity planning Identify and manage risks Track and report project performance & quality 4 NEW PRODUCT DEVELOPMENT New Product Development consists of bringing a new product or service to market. This process involves idea generation, market research, marketing analysis, product design, and detailed engineering and therefore involves coordination between different departments (e.g. Marketing, R&D, Engineering, Quality, Production, etc.) to: Initiate & describe new ideas Estimate technical feasibility, market impact or financial reward Integrate Phase-Gate or Phase-Review frameworks Manage prioritization criteria & gather stakeholders opinions Utilize efficient dashboards for selecting future successful projects
ARCHITECTURE, ENGINEERING CONSTRUCTION (AEC) & PUBLIC SECTOR PROFESSIONAL SERVICES ADMINISTRATION The Professional Services & Administration sector includes all service companies (e.g. consulting agencies, software companies, engineering firms, etc.) and all companies that offer services managed as projects to: Generate Business Proposals Track Purchase Orders Schedule your projects Publish assignment and status to stakeholders Configure reports for invoicing and billing support AEC and public sector environments often require the management of different funding sources for large, multiyear projects, such as the construction of buildings, from high-rises to factories. Projects may include aerospace and defense work, highways, bridges, dams, telecommunications networks, transportation systems, oil and gas collection and refining plants, power generation and distribution facilities and other projects for state, federal and local agencies to: Communicate & use Document Management features Report on financial and Cost indicators Schedule at project and program level Analyse and Report on the portfolio Assign resources 5
Strategic Management Achieve a balanced scorecard by meeting your organization s mission, vision, and objectives while managing portfolios, programs, and projects from idea through to project management. 1 IDEA IDENTIFICATION New ideas are projects that you intend to execute but still need evaluation. Each new idea can be described by a set of user-defined properties such as objectives and alignment with organizational goals, risks and benefits. 6 RANKING New idea evaluation includes receiving input from key executive decision makers. A custom set of ranking metrics can be defined for each portfolio enabling key decision makers to individually rank each idea. BUSINESS CASE A business case can be built based on estimated duration, resource requirements and criteria specific to your organization. Impartial scoring of new ideas can be defined by business priority, project strategy, risk and ranking criteria.
CAPACITY PLANNING Real time pipeline management allows you to compare new ideas and active projects, view time distributed resource availability and budget allowances. INVESTMENT ANALYSIS Evaluate current and potential allocations of financial assets then choose allocations that best fit your company s needs and goals. PORTFOLIO CONTROL Compare portfolio objectives to actual results with easy to read charts and dashboards. 7
Functional Management With Sciforma s powerful features, project managers can administer all aspects of project, resource, risk and change management. ON-GOING OPERATIONS Budget for and define your maintenance and support projects. Review time charged and dollars spent to ensure on-going processes are executing being executed successfully. 8 PROJECT MANAGEMENT Define projects in Sciforma 6.0 by planning, organizing, and managing deliverables, resources, and cost items to ensure a successful outcome. RESOURCE MANAGEMENT Sciforma 6.0 supports functional, composite, and matrix resource management structures and softassignments by role (organizational area, job classification and / or skill set).
RISK MANAGEMENT Track project risks, set contingencies, define mitigation, and set workflow if necessary. Use Monte Carlo simulation to create project buffers and plan for unforeseen events that might have an impact on the schedule. CHANGE REQUESTS Control, plan, and manage change requests. Simulate scenarios to compare duration, scope, costs, and resource requirements based on change requests. BUDGET MANAGEMENT Oversee budgets and costs by comparing planned to actual costs, identifying and managing changes. 9
Execution Management Complete process tracking for projects and on-going operations based on your unique needs. Each project can be assigned a predefined tracking process providing greater flexibility in progress updating. 10 EXPENSE MANAGEMENT Capture and approve expenditures from resources. Track expense reports in real-time. TIME TRACKING For up-to-date project progress team members input their effort directly into Sciforma 6.0. Timesheets conveniently display all assigned tasks across multiple projects. Team members enter actual and estimated remaining hours for each assignment.
DEMAND MANAGEMENT Identify a new idea or project demand based on criteria unique to each portfolio using pipeline management.! ISSUE MANAGEMENT Quickly identify project or task issues, assign responsibility to a resource, track resolution progress, and automatically pinpoint lessons learned. 11
6 Reasons to Choose Sciforma 6.0 For Your Company! I like Sciforma s ability to integrate with all our existing tools. p. 17 Sciforma s versatility and implementation choices made installation a snap for us. p. 18 We really appreciate an easy way to build our own solution. p. 13 We collaborate with all our stakeholders automatically. p. 15 12 As an executive, I like the real time Dashboards. p.14 It was easy to apply our company processes to meet our needs. p. 16
Sciforma Extensions As is the case with smart phone apps, Sciforma Extensions are easy to install, easy to update and are compatible with each other. Sciforma s Extensions are suitable for different functional (e.g. IT, R&D, professional service, public sector, etc.) or methodological (e.g. Agile, Critical Chain, etc.) purposes. Agile Budget Mgmt NPD Project Mgmt Portfolio Mgmt Risk Mgmt Build the solution that s perfect for your company! Resource Mgmt Demand Mgmt Change Request Find Your Ideal Solution You can easily select and download the Extensions that are most suited to your business and its requirements from the Sciforma Download Center. Build your own Extensions Along with accessing the numerous Extensions available within the Download Center, you may also turn your specific configuration into a private Extension with a few clicks. You can benefit not only from the technical advantages provided by the Extensions but also from the roll out, update and controlled distribution mechanisms to other divisions within your company. This flexibility is often appreciated by large account customers with multiple sites/divisions accessing Sciforma. Quick ROI Downloading the Extension that is most suitable to your needs considerably reduces the time to implement your project and portfolio management system, giving you a much quicker return on your investment. 13
Execute Real-Time Dashboards Reports & Dashboards Thanks to graphs, pie charts, bubble charts and more, you can consult your portfolio, project and resource data in real time. Whether you decide to use Sciforma s set of standard reports or create your own, access to view them is completely free of charge! Be it a project status review, a resource capacity histogram or project KPIs that you re looking for, Sciforma s reporting facility will provide you with the level of detail required. 14
Collaborate With Your Team Email Alerts Sciforma software provides event-driven conditional alerts and notifications to keep users up to date. Email capabilities include projects, timesheets, calendars, cost items, documents and issues. Emails can contain rich text content, project data and can be sent to groups and individuals. When receiving a Sciforma email alert, users can click on a dynamic URL that will lead them directly to the related screen within Sciforma that requires attention. Documents Documents can be checked-in and out to keep track of their history. Users can create an unlimited number of Document fields that will describe the document s properties. Fields can be displayed in a user-friendly form and are completed by users with the necessary permissions. When linked to a workflow, access permissions are closely linked to the document s status.! Issues & Demand Management Any raised issue that needs to be resolved can be linked to a project or task. A due date and a person responsible list ensure that the issue is followed up and resolved. Users can easily consult the issues related to a project via reports. 15
Configure Your Own Processes Dashboard Key Facts 86 Points Approve? 45 NO STOP Remaining Idea 11 Total YES Executives Capacity Planning Scheduling Project Managers Timesheet Submit Name MON TUE WED THUR FRI Total Project 1 Task 1 Task 2 6h 7h 9h 3 6h 7h 9h 3 Task 1 6h 7h 9h 3 FINISH Project 2 Task 2 6h 7h 9h 3 Task 3 6h 7h 9h 3 Task 4 6h 7h 9h 3 Team Members Workflows Sciforma 6.0 includes a powerful workflow engine that can be configured and used to define the multiple states a project, document, issue or any user defined object can be in and the actions that link those states together. Audit trails allow you to record which user pushed an object from one state to another. Responsible parties can be established with permissions allowing them to execute state changes within the workflow. As processes are completed, different forms can be brought to the attention of the user for entering information with audit trails capturing the user s actions. Email alerts can be sent with embedded links for opening related actions items. Actions can be triggered automatically using built-in and configurable system commands to improve automation and standardization across the system. Workspaces Configurable, tailored user interfaces can be created for each step of your process. User roles determine what workspaces are available to whom and when. Within the same Sciforma 6.0 system, it is possible to manage different business practices and rules, users will not get lost as they will have the right user interface, data and help for the business action they are performing. This makes Sciforma 6.0 intuitive, adaptable and easy to use, resulting in reduced training and change management costs. 16
Connect Sciforma to Your Information System Sciforma 6.0 can communicate simply and easily with your information system either using off-the-shelf plug-ins, the Application Programmable Interface (API) or Data Views provided with the software. EXTENDED DATA MODEL Plug-Ins API Database Calendar Plug-ins Off-the-shelf plug-ins available via the Sciforma Download Center enable you to exchange your portfolio and project management data with your other existing applications such as Jira, GoogleCalendar, MS Sharepoint, MS Outlook, Salesforce, Yammer etc. Such plug-ins can be hosted by Sciforma or installed on your servers. API The API allows you to connect Sciforma 6.0 via a specific development with the rest of your information system. Certain data exchanges may need further configuration (in particular in the case of connections with ERP components such as SAP and Oracle). Extended Data Model Sciforma s extended data model allows customers to build new objects such as invoices, purchase orders, etc. It also provides an easy way to exchange information between these new objects and third party applications. One advantage of this integration method is that no programming is involved. 17
Points Implementation, your way Sciforma 6.0 is available in the following modes: Purchase the Software and Install it on One of Your Servers Sciforma 6.0 is technology agnostic, and this is one of its main advantages. You can use most popular OSs (Windows, Mac OS X, or Linux), databases, browsers, and application servers. Sciforma is also fully compatible with Amazon Web Services, including Amazon Elastic Compute Cloud, Amazon Relational Database (for MySQL, Oracle Database, and Microsoft SQL Server), and Amazon Simple Email Service. In order to provide user authentication, Sciforma can also be linked to your existing systems using its support for integrated Windows authentication, SAML Single Sign-On, and LDAP accessible directory services. CLIENT OFFLINE MODE HTML5 CLIENT Interface with other applications Dashboard 86 97 Points 6.0 http https Rich Client Microsoft Windows Apple Mac OS X Linux APPLICATION SERVER IBM WebSphere Oracle WebLogic Apache Tomcat DATABASE SQL Server Oracle IBM DB2 PostgreSQL MySQL (on Amazon RDS) Hosted Purchase the Software and Use Sciforma Hosting Services Sciforma s hosted offer is dedicated to help clients who want to benefit from Sciforma 6.0 s technological advances in a sophisticated technical infrastructure with no IT constraints. It is not necessary to purchase servers, databases or firewalls: Sciforma provides a top-of-the-range project and portfolio solution which is highly cost effective. Sciforma also selected the best hosting solutions to build its offer: a powerful, reliable and secure infrastructure. Sciforma s hosted platform is SSAE 16 certified. SaaS Use Our Software as a Service Offer (SaaS) With Sciforma 6.0 in SaaS mode, the software is rented and uses the hosting capabilities described above. The flexible licensing model available with this option allows you to remain in control. 18
Technical Features SERVERS APPLICATION SERVERS IBM WebSphere Application Server 8.5 with Java 7 Oracle WebLogic Server 11g (10.3.6) with Java 7 Apache Tomcat 6 and 7 (with Java 7) DATABASE SERVERS Oracle Database 11g Microsoft SQL Server 2008 R2 and 2012 IBM DB2 9 PostgreSQL 9.0, 9.1, and 9.2 MySQL 5.5 on Amazon Web Services RDS CLIENTS BROWSER REQUIREMENTS Latest version of any of the following:»» Microsoft Internet Explorer»» Google Chrome»» Mozilla Firefox»» Apple Safari Sciforma 6.0 MAIN FUNCTIONS RESOURCES Centralized and unlimited definition of resources allocated to organization, job classification, and skill trees Working and published versions Variable availability and cost definitions RESOURCE COMMITMENTS Approve resource allocation requests from project managers by organization structure, skills, job classifications, and individuals RESOURCE CALENDARS Resources can submit personal absence requests Managers approve absence requests COST ITEMS Unlimited definition of cost items allocated to organization tree Working and published versions Fixed and variable costs PORTFOLIO FOLDERS Outlined portfolio folder structure. Unlimited creation of portfolio folders. User-defined metrics for ranking projects within the portfolio PROJECTS Definition of candidate/objective projects with assignment to hierarchical portfolio folders Individual or team ranking capability for candidate/objective projects Unlimited number of project templates Automatic scoring of team ranking based on user-defined weighted criteria Plan expenses and revenues for the project Create unlimited number of projects User permissions management assigned project-by-project or controlled by workflow Send requests for resource usage (by individual, skills, job classification, and org structure) to resource manager. TASKS Create unlimited number of schedule templates Five working and one published versions of schedule Work package definition (work package can be independently managed) Duration time units ranging from minute to month Buffer tasks to protect key schedule events Automatic sizing of buffers based on Monte Carlo simulations WBS structure Search and replace utility Date constraint scheduling ASAP, ALAP, Buffer, and Hammock scheduling Task priority definition Resource or profile assignments using drag and drop Organization, job classifications and skill-based assignments Support for newer versions of above products will be added during the lifetime of Sciforma 6. If compatibility with a product not listed here is required, please contact Sciforma sales. INSTALLING SCIFORMA ON THE APPLICATION SERVER Sciforma s installation program and Configuration Utility make installing Sciforma a straightforward process. After installing the Sciforma files, the application server s administration utility is used to deploy Sciforma. The Sciforma Configuration Utility is then used to create Sciforma domains based on connection parameters that you have entered for your database. ADDITIONAL RICH CLIENT REQUIREMENTS Display resolution: 1366 X 768 minimum Disk space: 200 MB minimum available for Sciforma Oracle Java 7 Operating Systems»» Windows 7 or 8»» Mac OS X 10.7 or 10.8»» Linux Smart fulfill tools to propose actual resource assignments based on job classifications, skills, and availability. Automatic and multi-project leveling (options to level on selected tasks and between dates) Resource replacements Support for recurring tasks Earned value management Critical chain scheduling Extend, move, and split tasks directly with a mouse Save up to 14 baselines Update work progress from timesheets and tasksheets Modify the schedule offline with project check-in/check-out capability Exchange task data with third-party systems via XML TIMESHEETS HTML5 client for tracking progress and remaining estimates Approve team members timesheets Fully customizable timesheet Non-project task assignments Time entry rules enforced for timesheet entry Ability to attach notes to entered time information DOCUMENTS Upload documents to share. Supports all file formats Permission control for read, save as, check-in/check-out and version management Attach documents to projects, work packages or departments Link documents to tasks in projects Participate in discussion threads about documents ISSUES Create issues on projects, work packages and departments Link issues to tasks in projects Describe the issue including priority, due date, manager (issues can be displayed in Gantt Chart spreadsheet) Define permission control for accessing the issue REPORT DEFINITIONS Unlimited creation of reports utilizing text, graphs, conditional cells, scatter diagrams, bubble charts, Gantt charts, network diagrams, outline trees Fully graphical report editor Dashboard and KPI reports Unlimited creation of bars/lines for graphics (choice of color, shape, and use of project, task, and resource filters for bars/ lines) Unlimited report drill-down capability Image insertion (GIF, JPG, BMP) Time-distributed reports Unlimited creation of report categories with permission management on all categories Access to third-party systems for centralized reporting Consult dashboards and live data reports in HTML5 client Sciforma 6 supports Single-Sign-On by means of SAML 2.0 or Kerberos based integrated Windows authentication. Authentication via the app server (e.g. integration with an LDAP accessible directory service) is also supported. And a completely standalone built-in authentication capability is provided as an additional option. There are frequent changes and additions to the set of specific versions of operating systems, application servers, database servers, and JDBC drivers for which Sciforma has been tested and certified. Please contact Sciforma for the latest information in this area. INSTALLING SCIFORMA ON CLIENT MACHINES The Sciforma rich client can be run in either a web browser or as a standalone application using the Java Web Start environment. Communication between client and server is performed using either HTTP or HTTPS (SSL) protocols. USERS Create unlimited number of users and attach them to organization departments Automatic creation of users from resources (and vice-versa) Assign roles to users Manage user permissions (when using Sciforma built-in authentication) CONFIGURATION DATA Centralized management of all Sciforma program parameters (e.g. currencies, user-defined fields, formulas, filters, time entry rules, non-project tasks, corporate preferences, screen layouts, calendars, fiscal calendars, portfolios, workflows, and more) Unlimited creation of user-defined fields, formulas, and filters Extendable data model (creation and management of new objects) with customizable workflow support Unlimited creation of time-phased, user-defined fields (from hours to years) Enhanced email system management (define custom triggers for sending email alerts) Ability to purge the database for inactive resources, users, and projects Define user roles and their access rights Create and manage workspaces for tailored access by users Design user interfaces for the end user based on forms and reports Define Solr integration for document indexed searches Centralized definition of RBS structure depending on organization tree Unlimited creation of calendars with four time periods per day, and allocation to projects, tasks, resources, cost items and links Translate configuration strings to Sciforma s supported languages Configurable unit groups for cost items Customizable workflows for document approval Customizable workflows for issue management ORGANIZATIONS Describe the company s organization tree with unlimited levels Prepare and deploy organization changes JOB CLASSIFICATIONS Create Job classification tree for resources with unlimited levels SKILLS Create Skills tree for resources with unlimited level * Any use of Unlimited represents that Sciforma imposes no explicit software limitations. However, limits do exist due to operating systems limitations, RAM, and disk space availability. 19
Sciforma Exclusive Distributor in Israel Xioma information Solutions Ltd. HaCharash 36 St. - P.O.B 200 Neve Neeman B Industrial Area Hod Hasharon 45101 - Israel Tel: 972-9-7944811 Fax: 972-9-7944822 www.xiomasolutions.com info@xioma.co.il 2013 Sciforma All rights reserved. Printed in the USA. Sciforma is a registered trademark of Sciforma Corporation in the United States and other countries. All other trademarks or trade names are the property of their respective holders. Sciforma reserves the right to change the specifications for its products at any time.