question Re: How to best share project plans with stakeholders that does not have access to the module? in SPM forum

How to best share project plans with stakeholders that does not have access to the module?

lasse3 — Mon, 10 Oct 2016 07:09:04 GMT

When using the project planning console a project manager can create complex project plans and it sometimes makes sense to share this plan with stakeholders that does not have access to use project portfolio management in ServiceNow.

I was considering something like a PDF export or some kind of a public report showing the gantt chart etc. What is your experience/take on this?

Re: How to best share project plans with stakeholders that does not have access to the module?

ian_cox — Mon, 10 Oct 2016 18:28:01 GMT

I generally use the CIo roadmap if people want to see a high level view of the projects. If they want to see some of the detail I have created them a home page with a view of when projects are going live and a list view of the details. I have shared the gantt charts previously but only really at the project level not at the project task levels (unless I am just trying to show them that specific project)

Re: How to best share project plans with stakeholders that does not have access to the module?

ITSMgal — Tue, 11 Oct 2016 18:34:55 GMT

Depending on your audience and what you are communicating, you can

1) Export the plan to MS Project

2) Export task records to xls or pdf that list the information you are communicating

Re: How to best share project plans with stakeholders that does not have access to the module?

lasse3 — Mon, 17 Oct 2016 11:13:19 GMT

Thanks for the feedback. I have been considering the mentioned options, but they do not seem to give me what I need. I was hoping for a way of keeping the gantt chart on a project task level for "display" with stakeholders. Is it in any way possible to make a gantt chart publicly visible?

Re: How to best share project plans with stakeholders that does not have access to the module?

ITSMgal — Mon, 17 Oct 2016 12:55:57 GMT

Unfortunately, there is not an option for making SN projects visible to non licensed users at this time within SN.

Re: How to best share project plans with stakeholders that does not have access to the module?

lasse3 — Thu, 20 Oct 2016 06:16:49 GMT

Okay, thanks. We will leave it as is and hope for something in Istanbul 🙂

Re: How to best share project plans with stakeholders that does not have access to the module?

trishjohnson — Thu, 20 Oct 2016 06:22:15 GMT

DESPERATELY hoping for something in Istanbul!!!!!

Re: How to best share project plans with stakeholders that does not have access to the module?

ejv — Fri, 30 Dec 2016 19:00:30 GMT

So, if I create a project plan using the project console, is there no current way to create a report (be it an export to pdf or excel) that will provide a view of the project that includes the tasks and any sub-tasks in a way that makes it look usable to share with the non ServiceNow users? With my very novice expertise, I have screen-scraped from the project console and share those screen prints with those needing to see a list of the project tasks. Is there a better way? We are using Helsinki with very little customizations.

Re: How to best share project plans with stakeholders that does not have access to the module?

Josh Cooper — Tue, 07 Feb 2017 14:30:50 GMT

So far it looks like a screenshot or screen grab is your best option. It definitely sounds like there's enough interest in this that hopefully something will be coming in a future version. Hopefully we'll see an official export to PDF style function soon!