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Decision Lens Training –Define

Updated  Jan  2018

Implementation Process

Criteria Setting§ Use DL Blueprints

to define criteria§ Engage leadership

to align criteria with strategy

§ Identify participants and groups

§ Conduct Training

Data Gathering§ Establish Priorities

among key stakeholders

§ Inform portfolio with qualitative and quantitative data

§ Bring in cost data (where applicable)

Scenario Building§ Review prioritization

results§ Build scenarios,

including stakeholder perspectives

§ Analyze results§ Run allocation

scenarios and reports

Continued  improvement  and  evolution  over  multiple  cycles,  increasing  DL  functional  use  (resourcing,  tracking  metrics,  etc.)…

Inform Analyze

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Plan Define

Planning § Conduct Kick-off

Meeting§ Develop project Plan § Identify key

stakeholders and schedule mtgs

Decision  Lens  University  (Training)

Portfolio Management§ Edit existing portfolio information§ Import Portfolio§ Copy existing portfolio

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Best Practices for Portfolio Management

§ Exporting is useful for § Backup/storage purposes§ To maintain different versions of a portfolio

§ Version Management§ For extensive portfolio changes, export a portfolio and save it to your device

as a .CMF (at your organizations discretion).

§ Naming Conventions§ A name of a portfolio should identify the use case and to help with version

management, include the date.§ Example: DLU Roads and Bridges V1. 1/15/2017

§ If you do not wish to include the date in the name of a portfolio, use the description field

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Export § Export an entire

portfolio to a .cmf§ Many screens in

Decision Lens have built in excel reporting via the Excel Export icon

§ Downloading exported results allows for data manipulation and further analysis in Excel

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Export: Best Practices § Before making any big changes to a

portfolio we recommend exporting portfolios onto your device

§ Re-name exports appropriately for version management, including the date§ Ex: “DLU Roads and Bridges V1. 1/15/2017”

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Key Inputs for Portfolio Creation

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§ Criteria§ Key drivers in building a robust portfolio prioritization

§ Rating Scales§ Every rating has an assigned weight that converts the rating into a

value§ Best/Highest rating gets a weight of “1”§ Worst/Lowest rating gets a weight of “0”

§ Alternatives§ Projects or items that are being evaluated for the purposes of

prioritization and allocation of resources

§ Participants§ Stakeholders who participate in the prioritization process. Not all

stakeholders will have the same roles and responsibilities in the decision making process

Participants

72 https://dl-­support.zendesk.com/hc/en-­us/articles/207921483-­Participant-­Roles-­and-­Permissions

Roles   Permissions

Owner • Add/removes decision  participants• Assigns  model  roles/permissions• Edit  rights  for  all  decision  data• Enter  and  edit  votes  for  other  decision  participants

Voting  Owner • Includes  all  permissions  from  Owner  role• Can also  participate  in  voting

Voter • Add/Remove  his/her  votes  for  criteria  weighting• Add/Remove  his/her  votes  for  ratings

Reviewer • Ability to  view  decision  data  at  anytime• Ability  to  create  reviewer  optimization  scenarios• Manipulate  data  visualizations

Voting  Reviewer • Includes all  permissions  in  Reviewer• Ability  to  view  decision  data  at  anytime• Add/Remove  his/her  votes  for  criteria  weighting• Add/Remove  his/her  votes  for  ratings

1. In the portfolio called “Your Name - AUSTIN DIST: January 2018 Training, export the alternative list to Excel

2. Add/Edit participants from portfolios§ Add 2 participants and assign participant roles.§ Add a participant group and assign new participants to that

group.§ Update the participant's role to “Voting Owner.”

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II. Group Activity

Reference DLU Online: Understanding Alternative Categories, How to Add Participants to Portfolios,

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Lunch

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Decision Lens Training –Collect

Updated  Jan  2018

Inform- Establish Priorities

§ Establish Priorities uses a structured process for collecting stakeholders’ inputs in establishing relative weights of the criteria.§ Leverage subject matter expertise§ Use AYC to capture inputs via desktop or mobile§ Client core team to review results.

§ The results of Establish Priorities yields:§ A priority graph to show relative weights of criteria for both

criteria and sub criteria.§ Validation indices, such as comparison Highlights, which provide

further insight into the results.76

Inform - Rate Alternatives Overview

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§ Import  existing  ratings  data  to  determine  alternative  relative  order  based  on  score

§ Stakeholders maybe asked to rate each alternative against each criterion using Rating Scales for subjective scoring.§ Stakeholders may not be responsible for evaluating

everything in the portfolio – driven by rating assignments. § Core team averages the collective input of all

stakeholders.§ Rate alternatives independently using AYC.§ Review  the  relative  order  of  alternatives.

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Decision Lens Training –Analyze

Updated  Jan  2018

Analyze – OverviewIncrease understanding of results and apply analysis to gain further insights

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§ Visual  analytics  in  Decision  Lens  enables  you  to:  § Ask  “What-­If.”§ Understand challenging tradeoffs.§ Take a more granular view of your results.

§ Visual Analytics in Decision Lens include:§ Sensitivity Analysis§ Tradeoff Analysis

Analyze – Sensitivity Analysis Step by Step§ Adjust the criteria weights by dragging the lever of one

or more criteria.§ Select the custom priority set “TxDOT” to see the

TxDOT generated weights

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Analyze – Sensitivity Analysis Step by Step§ See how changes to

criteria weights move alternatives up or down your prioritized list.§ Create additional

custom priority sets§ Use the change

column to understand implications of changes

§ Use alternative categories to filter

§ Use participant groups to filter81

Analyze – Sensitivity Analysis Best Practices§ Drag the weight of each parent criterion out to 100% and

review the outcome.§ If you need further clarification, drill down into the children

of that parent.§ Save custom priority sets to use them in the future.§ Derive insights from information in the change column.

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Analyze – Tradeoff Analysis§ Step by Step

§ Select 3 or more criteria from the criteria tree.§ Select 3 or more alternatives from the list.§ See how alternatives score compared to one another.

§ Best Practices§ Select alternatives that have similar overall scores but appear to

perform differently for different criteria. § Use these results to determine if one alternative is preferential

over another.§ Select alternatives that consistently cluster to the middle of your

list. These alternatives are neither your best or worst performers. How will you choose?

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Analyze Results:

1. Go into your portfolio and navigate to Sensitivity Analysis.2. Drag 1 criterion out to 100%. How does this effect your one-

to-N list?3. Save this new scenario as a custom priority set.4. Select custom priority set TxDOT5. Add an alternative category using the “Add Column” button.6. Export your results to a report in Excel.

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III. Group Activity

Reference DLU Online: Leveraging  Sensitivity  Analysis”  

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Break

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Decision Lens Training –Analyze: Resource Allocation

Updated  Jan  2018

Value ROI§ Decision Len’s unique measure of benefit / cost

ratio§ Benefit and cost displayed graphically§ Benefit / cost ratio trend line§ Displays funded (orange) and unfunded (grey) projects

§ Used to “shop” for maximal portfolio value

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Use Optimize to Understand

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§ How much does each alternative need?§ How much do you have available?§ How well do your alternatives perform?§ Which alternatives give the best VROI?§ Is one cost scenario preferential to

another?§ What must you fund?

VROI

Force Funding

WI/WO

Resource Allocation

§ Data Inputs 1. Resource Pool(s) - what are the specific financial/people

resources available?2. Alternative Costs - how much does each project require?3. Time period(s) - single or multiple?

§ Allocation Outputs / Visuals1. Resource Bottlenecks2. Funded / Unfunded projects3. Value ROI Score

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Resource Allocation Best Practices§ Use scenarios to examine funding recommendations

under different assumptions (force fund, dependencies, budgets)

§ Run allocation and save allocated scenarios§ Use Compare Scenario to identify projects that may not

be funded under some assumptions (Sometimes funded)

§ Use Tradeoff Analysis to compare competing projects§ Goal is to narrow down the decision by identifying the

obvious options (no-brainers) and focus on the marginal portfolio decisions

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§ Some projects must be funded regardless of value§ Strategic imperative § Regulatory / legal requirements§ “Must fund” for political reasons

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Force Funding / Unfunding

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IV. Group Activity Force Funding/Unfunding:

1. Open your allocated baseline scenario and navigate to Outputs screen

2. Sort the projects by Value (desc) using View Options3. Select the five highest value projects that are not funded, and force

fund both of them4. Re-run the allocation. Save scenario as “Force Fund – allocated”

§ What is the impact on portfolio value?§ What explains the change in portfolio value?

Reference DLU Online: Optimize  your  portfolio  101

Compare Scenario§ Allocation Scenario Overview

§ Overall value§ Sources of value by criteria

§ Scenario Comparisons§ List View§ Quartiles List§ Quartiles Grid

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Tradeoff Analysis

§ Always Funded§ Never Funded§ Sometimes Funded

§ What investments represent trade-offs under assumptions?

§ What are relative advantages of each investment?

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V. Group Activity Compare Scenarios & Tradeoff:

1. Compare your allocated baseline and another constrained (force fund or dependencies)

2. What is the overall difference in portfolio value?3. What criteria account for the difference in value?4. Identify the projects that are sometimes funded5. ID two projects of similar costs, and run a tradeoff analysis6. Which criteria account for their different scores?

Reference DLU Online: Compare  Scenarios

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Decision Lens Resources

Online Resources: DLU & Support§ DLU online role-based

learning was created to ensure that clients receive the value and ROI expected from Decision Lens.

§ Decision Lens Support portal allows you to access FAQs, submit tickets, and provide feedback.§ https://support.decisionlens.com

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Production Information and Resources

§ TxDOT – Decision Lens Community Page§ https://dlu.decisionlens.com/txdot

§ Decision Lens University§ https://dlu.decisionlens.com/

§ Decision Lens TxDOT Community§ https://dl-support.zendesk.com/hc/en-

us/community/topics/201107023-TXDOT-User-Community

§ PM-DIS Production§ https://txdot-university.pm-dis.com/98

Next Steps§ Decision Lens Project Management Certification§ Decision Lens Analyst Certification

http://dlu.decisionlens.com

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THANK YOU!

Learn more atDLU.decisionlens.com

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