Use > Plan > Application Portfolio Management > Applications > Edit an application record

How to edit an application record

  1. From the main menu, select Plan > Application Portfolio > Applications. Service Management displays a list of applications.

  2. Select the portfolio record that you want to edit.

    To filter the record list, click the Add filter  button. For more information, see Filters.

  3. Click the application identifier in the ID column to display the selected record, or click Edit in the application preview panel.

  4. By default, the application is displayed with the General tab selected. Click the tab you want to edit or view:

    Tab Description
    General Displays general information about the selected application. For more information about the General tab, see General tab.
    Workflow Displays the workflow metaphase and phase for the application record. For more information about workflow, see Application workflow.
    Roadmaps Displays the all roadmaps of the application record. For more information about roadmaps, see Roadmaps tab.
    Discussions Displays any relevant conversations about the selected application. For more information about discussions, see Discussions.
    History Displays changes to the selected application. For more information about history, see History.
  5. Click Save when you are finished.

General tab

This tab includes the following sections:

Section Description
Details Basic information on the application record. For more information about idea details, see Details.
Contacts Primary contacts of the application, including the business owner, technical owner, and IT owner. For more information about idea details, see Contacts.
Subject matter experts Acknowledged specialists for the application. For more information about idea details, see Subject matter experts.
Business environment Critical business properties of the application. For more information about idea details, see Business environment.
Budget and resource Budget and other resource information on the application. For more information about idea details, see Budget and resource.
Rating Rating information that is used for application analysis, including health rating, quality rating, and value rating. For more information about idea details, see Rating.
Audience Individuals who are the target audience of the application. For more information about idea details, see Audience.
Catalog Information that Service Management uses to describe the service correctly in the Service Catalog. For more information about idea details, see Catalog.
Attachments

Click Add attachment if you want to attach a file to the record.

Note

  • The following file formats are supported: jpg; jpeg; gif; png; doc; docx; ppt; pptx; xls; xlsx; pdf; txt; xml; zip; msg; sql; gz; rar; tar; 7z.

  • The maximum file size of an attachment is 10 MB.

  • If the Attachments field has been defined as encrypted for this record type and you are a member of an encryption domain, click Add encrypted attachments to attach an encrypted file to the record.

  • Attachments are not visible in the Service Portal.

  • Details

    The Details section includes basic information on the application record.

    Field Description
    Display label

    A meaningful name that describes the application.

    Example: eShopping
    Subtype The subtype that the service definition falls into. Application is selected.
    Owner

    Select the person who manages the application from the list, or type a few characters to search for the name.
    Asset tag If you use Service Management to manage assets, you can use this field to assign an asset tag value.
    Managed externally Service Management checks this box if your organization manages applications with third-party applications or databases. If Service Asset and Configuration Management manages your devices, do not check this box.
    Missing Service Management checks this box when third party applications or databases report that the application is not in service. If the application is missing, Service Management automatically sends an email message to the owner. You can enhance the workflow to open new change or incident records, send additional notifications, or make customized phase transitions.
    Description Detailed description of the application.
    1st level support Level 1 support is the group assigned to support the application.
    2nd level support Level 2 support is the next level of escalation when an issue is not resolved by the level 1 group.
    3rd level support Level 3 support is the final escalation level when an issue is not resolved by the level 2 group.
    Origin

    Describes how the application was developed (coded). The following options are available:

    • In-house: The application was developed by the company itself.
    • COTS: Commercial off-the-shelf. The application was purchased from the marketplace.
    • Outsourced: The application was developed by another contracted organization.
    • Brokered: A portal is provided for a seamless interface to other applications.

  • Contacts

    The Contacts section includes the primary contacts of the application, including the business owner, technical owner, and IT owner.

    Field Description
    Business owner The primary person with business authority for the application.
    Technical owner The primary person with technical authority for the application.
    IT owner The primary person to contact regarding the infrastructure supporting the application.

  • Subject matter experts

    The Subject matter experts section includes acknowledged specialists for the application.

    • To add a subject-matter expert, click Add and select the name from the list, or type a few characters to search for the name.

      By default, a person's ID, name, and email address are displayed. To customize the view, click Columns, select the item to be displayed, and click Add.

    • To remove a subject-matter expert, click Remove.

  • Business environment

    The Business Environment section includes the critical business properties of the application.

    Field Description
    Owning group The name of the organization unit with business ownership of the application.
    Regulatory requirements

    Compliance requirements for the application:

    • SOX: Sarbanes-Oxley Act. United States regulations for corporate financial accounting.
    • FERC: Federal Energy Regulatory Commission. United States regulations for energy transmission.
    • NERC: North American Electric Reliability Corporation. North American regulations for energy transmission.
    • CPCU: Chartered Property Casualty Underwriter. Professional designation in the insurance industry.
    • CAISO: California Independent System Operator. Regulations for California's power grid.
    • HIPAA: Health Insurance Portability and Accountability Act. Regulations for privacy of personal information.
    • PCI: Payment Card Industry Data Security Standard. Standards for the payment card industry.

  • Budget and resource

    The Budget and resource section includes total cost of ownership information of the application.

    Field Description
    Currency The currency that is used when inputting the total cost of ownership. Currently, only USD($) (US dollars) is supported.
    Total cost of ownership The total cost to own and operate the application, including direct and indirect costs.

  • Rating

    The Rating section contains rating information that is used for application analysis.

    Field Description
    Health

    Select from the following colors:

    • Red: Risks identified that may have adverse impact.
    • Yellow: Issues identified, but being managed.
    • Green: No issues exist.
    Quality rating

    The quality level of the application. Enter an integer from 0 to 100. 100 indicates the highest quality, while 0 indicates the lowest.
    Value rating The value that the application can return. Enter an integer from 0 to 100. 100 indicates the highest value, while 0 indicates the lowest.

  • Audience

    The Audience section specifies the audience for the application; that is, which users are able to see and request the application in the Service Portal (for example, whether or not the application is specific to a certain location or group).

    Note Audiences are defined in Administration > Master Data > People > Entitlement Rules. For more information, see How to manage entitlement rules.

    • To add an audience, click Add and select the name from the list, or type a few characters to search for the name.

      By default, a person's ID, name, and location, and group are displayed. To customize the view, click Columns, select the item to be displayed, and click Add.

    • To remove an audience, click Remove.

  • Catalog

    The Catalog section contains information that Service Management uses to describe the service correctly in the Service Catalog.

    Field Description
    Catalog description The information that is to appear in the Service Catalog. It contains the information that the user needs to understand the service offering.
    Category

    Select the category of the application from the list, or type a few characters to search for the name.

Roadmaps tab

The Roadmaps tab displays the roadmaps of the application. A roadmap for an individual application includes lifecycle statuses (roadmap phases) and milestones. This tab enables you to record the phases and milestones of an application and easily track them in a single place.

The following sections are contained in this tab:

  • Charts

    This section shows a roadmap calendar of the application.

    Each flag indicates a milestone; each blue bar indicates a roadmap phase. By hovering over, you can view the following details of a milestone or a phase:

    • ID
    • Title
    • Date (or period)

    To change the granularity of the view, click Year, Quarter, Month, or Week above the calendar.

  • Records

    This section contains all roadmap records of the application.

    To make a roadmap active, select the roadmap and click Activate. For a single application, only one roadmap can be made active. If the application is added to a portfolio, only the active roadmap is displayed on the Roadmaps tab of the portfolio.

    For information on creating a roadmap, see How to create a roadmap record .

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