Roles installed with PPM Standard (Project Portfolio Management)

  • Release version: Zurich
  • Updated July 31, 2025
  • 3 minutes to read
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    Summary of Roles installed with PPM Standard (Project Portfolio Management)

    The Project Portfolio Management (PPM) Standard plugin in ServiceNow Zurich release adds a comprehensive set of roles across portfolio, demand, project, program, resource, innovation, time card, and rate model management. These roles define access levels and permissions essential for effectively managing portfolios, projects, demands, resources, and related activities within the PPM environment.

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    Portfolio, Demand, Project, and Program Roles

    • Portfolio Manager [itportfoliomanager]: Full access to all portfolios with project and demand user permissions, including budget ownership via Financial Management roles.
    • PPS Admin [itppsadmin]: Administrative control over configurations and settings for projects, demands, portfolios, programs, resources, timelines, and agile development.
    • Demand Manager [itdemandmanager]: Access to all Demand Management modules, enabling comprehensive demand oversight.
    • Demand User [itdemanduser]: Access to Demand and Stakeholders modules for demand management participation.
    • Portfolio User [itprojectportfoliouser]: View-only access to IT Portfolio Project records.
    • Project User [itprojectuser]: View projects and modify specific fields on Project Task forms.
    • Project Manager [itprojectmanager]: Full project management capabilities including creating and managing projects, tasks, and resource plans; includes timecard approver role.
    • Program Manager [itprogrammanager]: Access to all program records and management functions.

    Resource Management Roles

    • Resource Manager [resourcemanager]: Reviews and allocates resources, manages skills and groups, and updates group details; includes skill administration and timecard approval.
    • Resource User [resourceuser]: Creates resource plans and requests resources but cannot alter confirmed or allocated plans; commonly assigned to project managers.
    • PPS Resource [ppsresource]: Identifies users/groups eligible for resource planning and visibility in resource plans.

    Innovation Management Roles

    • Idea Admin [ideaadmin]: Creates and configures idea modules and categories; manages ideas and creates related tasks.
    • Idea Manager [ideamanager] and Idea Manager Professional [ideamanagerprofessional]: Manage ideas and create tasks like stories, epics, features, projects, or demands from ideas.

    Time Card Management Roles

    • Time Card Admin [timecardadmin]: Full write access to all time cards.
    • Time Card Approver [timecardapprover]: Approves or rejects submitted time cards.
    • Time Card User [timecarduser]: Creates own time cards.

    Rate Model Roles

    • Rate Model Admin [itratemodeladmin]: Manages rate models and lines with full privileges including configuration, import, and export.
    • Rate Model User [ratemodeluser]: Read-only access to rate models and rate lines.

    Practical Benefits for ServiceNow Customers

    These predefined roles enable ServiceNow customers to implement structured access control, ensuring that users have appropriate permissions tailored to their responsibilities in managing portfolios, projects, resources, and related processes. By leveraging these roles, organizations can maintain security, streamline workflows, and facilitate collaboration across PPM functions efficiently.

    Roles are added with activation of PPM Standard plugin.

    Project Portfolio Suite roles

    Project Portfolio Suite adds the following roles.
    Role title [name] Description Contains roles
    Portfolio manager

    [it_portfolio_manager]

    		 Has access to all portfolios. Has the same access permissions as a project user and a demand user. Also has budget owner role is added as part of Financial Management.
    • it_demand_user
    • it_project_manager
    • it_project_user
    • portfolio_manager
    • it_demand_manager
    • it_project_portfolio_user
    PPS admin

    [it_pps_admin]

    		 Can view and modify the preferences, configurations, and settings for projects, demands, programs, portfolios, resources, time cards, agile development, and timeline visualization.
    • it_program_manager
    • it_portfolio_manager
    • it_project_manager
    • it_demand_manager
    • pps_admin
    • timeline_admin
    • rate_model_admin

    Demand management roles

    Demand management adds the following roles.
    Role title [name] Description Contains roles
    Demand manager

    [it_demand_manager]

    		 Can access all the modules of the Demand Management application.
    • it_project_user
    • resource_user
    • timeline_user
    • demand_manager
    • it_demand_user
    • rate_model_user
    Demand user

    [it_demand_user]

    		 Can access the Demand and Stakeholders modules of the Demand Management application.
    • demand_user
    • pps_resource

    Project management roles

    Project management adds the following roles.
    Role title [name] Description Contains roles
    Portfolio user

    [it_project_portfolio_user]

    		 User who can view IT Portfolio Project records. project_portfolio_user
    Project user

    [it_project_user]

    		 Can only view Project form fields. Can modify additional fields on the Project Task form, such as Time constraint and State.
    • it_project_portfolio_user
    • project_user
    Project manager

    [it_project_manager]

    		 Has access to all Project Management application features and functionality. This role enables project managers to create and manage projects, tasks, and resource plans. For configuration access to modify application settings and preferences, use the PPS admin [it_pps_admin] role instead.
    • resource_user
    • it_demand_manager
    • it_project_user
    • project_manager

      The project_manager role also contains the timecard_approver role.

    • timeline_user
    • rate_model_user

    Program management roles

    Program management adds the following roles.
    Role title [name] Description Contains roles
    Program manager

    [it_program_manager]

    		 Program managers have access to all programs.
    • resource_user
    • it_project user
    • program_manager
    • it_demand_user

    Resource management roles

    Resource management adds the following roles.
    Role title [name] Description Contains roles
    Resource manager

    [resource_manager]

    		 Users with this role can:
    • Review resource plans, confirm, and allocate resources to tasks.
    • Create skills and view them in the User Skills list.
    • Read schedules.
    • Create a group.
    • Update group name, group email, parent, description, manager, average daily FTE hours/hours per person day, and hourly rate.
    • resource_user
    • timecard_approver
    • skill_admin
    • rate_model_user
    Resource user

    [resource_user]

    		 Users with this role can create resource plans and request resources. Project managers are typically given this role. Resource users cannot make changes to plans in the Confirmed or Allocated state.

    None
    PPS resource

    [pps_resource]

    		 Only users with the PPS Resource role are considered for resource planning, and only users or groups with the PPS resource role appear in resource plans.

    None

    Innovation management roles

    Innovation Management adds the following roles:
    Role title [name] Description Contains roles
    Idea admin

    [idea_admin]
    • Creates idea module.
    • Defines idea categories.
    • Configures mapping of idea categories with idea module.
    • Manages ideas and creates tasks such as story, epic, feature, project, or demand from an idea.
    		 idea_manager
    Idea manager

    [idea_manager]

    		 Manages ideas and creates tasks such as project or demand from an idea. None
    Idea manager professional

    [idea_manager_professional]

    		 Manages ideas and creates tasks such as story, epic, feature, project, or demand from an idea. None

    Time card management roles

    Time card management adds the following roles.
    Role title [name] Description Contains roles
    Time card admin

    [timecard_admin]

    		 Has write access to all time cards.
    • timecard_user
    • timecard_approver
    Time card approver

    [timecard_approver]

    		 Approves or rejects time cards for time card users. timecard_user
    Time card user

    [timecard_user]

    		 Creates time cards for self. None

    Rate model roles

    Role title [name] Description Contains roles
    Rate model admin

    [it_rate_model_admin]

    		 Manages rate models and rate lines. Has all privileges within rate model, including configuring attributes, export and import of rate lines, and administration.
    • rate_model_user
    • import_set_loader
    • import_transformer
    • import_admin
    Rate model user

    [rate_model_user]

    		 View rate model and rate lines. None