Roles required for Engagement project planning for Project Portfolio Management

  • Release version: Zurich
  • Updated July 31, 2025
  • 2 minutes to read
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    Summary of Roles required for Engagement project planning for Project Portfolio Management

    The advanced planning capability integrates Advanced Audit with Project Portfolio Management (PPM) to create an equivalent project for engagements, enabling resource and cost planning within the engagement project workspace. This allows ServiceNow customers to manage resource availability, project costs, budgets, and completion estimates effectively by assigning appropriate roles.

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    Roles and Their Responsibilities

    • Resource Planning:
      • Users with resourceuser role can add resource plans.
      • Users with itprojectmanager role can manage and add resource plans.
      • Users with resourcemanager role can confirm and allocate resource plans.
      • Users with snppmread, timecarduser, or resourceuser can view resource plans.
    • Cost Planning:
      • Users with snaudit.user, snaudit.manager, or itprojectmanager roles can manage and add cost plans.
      • PPM recommends using the itprojectmanager role over projectmanager for cost planning.
    • Project Budget and Completion Estimates:
      • Users with portfoliomanager or preferably itportfoliomanager role can create project budgets.
      • Users with projectmanager or preferably itprojectmanager role can calculate completion estimates and move projects.

    Practical Implications for ServiceNow Customers

    Assigning the correct roles ensures that users have the necessary permissions to plan and manage resources and costs within engagement projects effectively. The distinction between roles like itprojectmanager and projectmanager or itportfoliomanager and portfoliomanager is important for aligning with PPM best practices. Using these roles enables efficient project planning, budgeting, and tracking in ServiceNow’s PPM environment.

    The advanced planning capability enables integration of Advanced Audit with the Project Portfolio Management (PPM) product. The capability creates an equivalent project for the engagement, and provides planning features that could be used for resource planning, cost planning, and so on, from the engagement project.

    Engagement-project planning features and roles

    To understand the roles required for using the engagement-project planning features, see the following table:
    Table 1. Engagement-project planning features and role requirements
    Feature Description Roles and their scope
    Resource planning As a resource requester, find the availability of the resources, and create and manage the resource plans for the project and project tasks in the project workspace. For more information, refer to Create and manage resource plans for a project
    • Users with at least resource_user role can add resource plans using the New button and with it_project_manager role can manage and add new resource plans using the Manage button. Users with resource_manager role would be able to confirm and allocate resource plans.
    • Users with sn_ppm_read or timecard_user or resource_user role would be able to see the resource plans for the engagement project.
    Cost planning Project cost plans capture the costs of projects. Create a cost plan to specify the unit cost of a cost type for a fiscal period. For more information, refer to Create a project cost plan
    • Users with sn_audit.user or sn_audit.manager role and it_project_manager would be able to manage the cost plan. Users with the it_project_manager role can add new cost plans. Users with sn_audit.user or sn_audit.manager and project_manager role would be able to add a new cost plan.
    • Users with sn_audit.user or sn_audit.manager role and project_manager role would be able to add a new cost plan. Users are suggested to use the it_project_manager role instead of project_manager role by PPM. Users with the it_project_manager role can also add new cost plans.
    Related links on Engagement project Users can enter the project budget, move projects, calculate completion estimates for the engagement project using the related links which appear based on the roles and permissions.
    • Users need portfolio_manager role to create project budget. If a user role is being added manually, use the it_portfolio_manager role instead of portfolio_manager role.
    • Users need project_manager role to be able to calculate completion estimates, and move project. If a user role is being added manually, use the it_project_manager role instead of project_manager role.