How to use Productable

Learn about the primary capabilities Productable provides innovators, integrators and leaders to comprehensively and efficiently manage a portfolio of new and developing Proejcts

Definition of Productable roles:

Org Admin: admins are Productable employees who manage the organization
Org Owner: owners approve org access requests and have permissions across all portfolios
Org Member (i.e. View-Only Member): can view all activity across all Portfolios and Sub-portfolios but cannot create, update or delete anything
Portfolio Owner: can manage everything in the Portfolio and all Sub-portfolios and Projects within it
Portfolio Manager: can add Projects to Sub-portfolios and manage team Project Members
Sub-portfolio Owner: can manage everything in the Sub-portfolio and all projects within in
Sub-portfolio Manager: can add projects to the Sub-portfolio and manage team Project Members
Project Member: can manage updates on the project

Portfolio set-up:

These capabilities allow organization and portfolio leaders to prepare the platform before your teams join Productable. Doing this meticulously before creating Projects and onboarding Project teams is critical.

Function	Description	Permitted Roles	Tutorial
Setting stages and Decision Criteria	Customizing the Stages of innovation maturity and all Decision Criteria in each stage	Org Owner Portfolio Owner
Setting custom Portfolio fields	Enabling custom required and optional fields that are visible in each Portfolio	Org Admin (work with your Success Team representative to set these)
Setting custom Sub-portfolio fields	Enabling custom required and optional fields that are visible in each Sub-portfolio	Org Admin (work with your Success Team representative to set these)
Setting custom Project fields	Enabling custom required and optional fields that are visible in each Project and on the Sub-portfolio and Portfolio projects tab	Org Admin (work with your Success Team representative to set these)

Inviting your team

Once the platform is ready, the below capabilities will allow Organization, Portfolio, and Sub-portfolio leaders the ability to create Projects and invite team members.

Function	Description	Permitted Roles	Tutorial
Creating Projects	Add new Projects, either individually or in bulk, to a Sub-portfolio Upload any relevant files, and add Project Members	Org Owner Portfolio Owner Portfolio Manager Sub-portfolio Owner Sub-portfolio Manager
Managing Portfolio Owners Owners and Managers	Adding and removing team members to Portfolios Portfolio Owners can only add new members to their Portfolio	Org Owner Portfolio Owner
Managing Sub-portfolio Owners and Managers	Adding and removing team members to Sub-portfolios Portfolio and Sub-portfolio Owners can only add new members to their Sub-portfolios.	Org Owner Portfolio Owner Sub-portfolio Owner
Managing Project Members	Adding and removing team members to individual projects Project Members can only add new members to their Project	Org Owner Portfolio Owner Sub-portfolio Owner Project Member
Inviting Org Members (View-Only Members)	The ability to invite individuals in a View-Only capacity	All roles
Managing Org members	The ability to remove Org Members (View-Only Members)	Org Owner

Portfolio management

Once team members are in Productable, Projects are created and up-to-date, Project Members will begin the work of innovating. Leaders can begin managing the Portfolio/Sub-portfolio.

Function	Description	Permitted Roles	Tutorial
Making decisions on Stage Change Requests	The ability to progress Projects to the requested next stage, off-ramp a project, or request more information from a Project team	Org Owner Portfolio Owner Sub-portfolio Owner
Updating Sub-portfolio Funding	Indicating available and unavailable funding within a Sub-portfolio	Org Owner Portfolio Owner Sub-portfolio Owner
Update Sub-portfolio Outcome	Indicating a target outcome within a Sub-portfolio	Org Owner Portfolio Owner Sub-portfolio Owner
Commander's intent/problems to be solved	Indicating focus areas of the portfolio/sub-portfolio, influenced by commander's intent	Org Owner Portfolio Owner Sub-portfolio Owner

Project support [Sub-Portfolio Activity tab]

The Activity tab in a Sub-portfolio is where users will find Wins, Barriers, Insights, and Progress Updates from teams. Here teams can collaborate on blockers or gain clarity on progress made. If integrators need leader awareness, they can escalate activity up to the Portfolio level.

Function	Description	Permitted Roles	Tutorial
Resolving Barriers	Indicating that a Barrier has been resolved and no longer needs attention Doing so reduces the number of outstanding Barriers within a Sub-portfolio	All roles
Escalating Barriers; promoting Wins, Progress Updates, and Insights	When Barriers are difficult to address at the Sub-portfolio level, they can be escalated up the chain so they are visible at the Portfolio level	Org Owner Portfolio Owner Sub-portfolio Owner
Comments and @mentions	You can have conversations on any post and @mention active users in Productable to collaborate	All roles

Project review [Projects tab]

In a Portfolio or Sub-portfolio, the Projects tab will display a comprehensive account of status across all active and idle projects. Use custom filters and sorting capabilities to view the data however you'd like.

Function	Description	Permitted Roles	Tutorial
Filtering	Use flexible filters, groupings, and sorting functionality to view Project activity in a Sub-portfolio and/or Portfolio	All roles
Setting activity color thresholds	The "Last active" column shows red/yellow/green status indicators. These colors are set based on whether a Portfolio Owner wishes to set aggressive, moderate, or conservative expectations for Project activity	Org Owner Portfolio Owner Portfolio Manager
Nudging Project Members for a progress update	Waiting for a Progress Update from a Project team? Nudge them for an update and they will receive a notification prompting action	All roles
Moving Projects and forcing Stage Changes	In certain circumstances, Projects need to be moved between Stages without going through the typical innovation maturity Projects sometimes need to be moved to different Portfolios or Sub-porfolios too	Org Admin (if this is needed, please contact the Success Team at support@beproductable.com

Individual Project page [Stage Report + Activity tab]

The individual Project page is where progress is made for a project team. A project team's activity rolls-up to the Sub-portfolio and Portfolio level.

Function	Description	Permitted Roles	Tutorial
Submitting Decision Criteria data	This is where Project Members report data, findings, evidence, and learnings to answer the Decision Criteria questions, giving integrators and leaders the confidence to further invest in a Project	Project Members
Reporting Barriers	If a Project team is facing a blocker, pain, or bottleneck, report what's happening so integrators and leaders are aware and can help	All roles
Posting Wins	Milestones are worth celebrating and are likely shared with leadership Post a Win and tag any team members who helped you make progress	All roles
Posting Progress Updates	Working to develop the solution and reporting the data in the Stage report is priority #1 for a Project Member, but sometimes a team just needs to give leaders a general update on what's going on	All roles
Posting Insights	Learn something interesting from any facet of developing your solution? Posting an Insight is a great way to share the knowledge with your organization	All roles