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User Persona Registration 

Wed July 27, 2022 07:26 PM

[Updated August 18, 2022]


What are User Personas?

User Personas are part of a new system that Apptio is implementing to understand user behavior and best serve our customers.  They are high-level archetypes whose goals and characteristics represent the needs of large groups of users.  Just as Roles in Frontdoor are a collection of specific app-level permissions, a User Persona is a collection of roles that represent a user across our suite of products.

In the future, we'll use these personas to prioritize specific data, reports, and analytics on your dashboards.  This will tailor your Apptio experience, and supplement your existing use cases, by delivering data and insights as fast as possible!

When does User Persona registration begin?

The User Persona system will go live on August 30th, 2022. From this date onward, all users are required to register User Persona information with their Frontdoor account.

How do I submit User Persona information?

If your Frontdoor account already has an assigned User Persona, there are no additional steps required! You may return to work as normal.

If your Frontdoor account does not have an assigned User Persona, the process is simple.  Upon logging in, you will receive the Select a User Persona dialog to register your User Persona information.

  1. You will see a list of User Persona, divided into 4 business sectors.  A full list of personas can be found later in this FAQ.  
  2. There is a question mark icon (?) next to each User Persona.  Hover over this icon to get a quick description of the User Persona.
  3. Click the radio button associated with the persona that best matches your role. 
  4. Select Submit in the bottom-right  of the menu and you're done!
If you have trouble deciding on a User Persona, you may skip this menu using the Remind Me Later button.  The Select a User Persona menu will reappear after every lonin until registration is completed.

NOTE: Brand new Frontdoor users (i.e. those logging in for the very first time) do not have the Remind Me Later option and must complete the User Persona registration.

Which User Persona should I choose?

You should select the User Persona that best aligns to the common tasks you perform! For your convenience, the following lists display each User Persona category, the roles within, and descriptions for each. You may also find a full list of User Personas in Apptio HelpCenter.

IT & Operations & Cloud

Cloud CoE

Members of the Cloud Center of Excellence (CCoE). 

IT Finance

All users within IT Finance. 

IT Product / Service Owner

Individuals in charge of business-focused services or products. Typically consumer-facing, but can be BU or internal-only. Separate from application services.

IT Staff

Uncategorized IT staff. Users directing smaller teams only or individuals with broad topic coverage like Enterprise Architects.

Operations Staff

Uncategorized staff in an operations group or division. Users that direct smaller teams or set of individuals with broad coverage across individuals in Finance Operations, Business Operations, Support, Legal, HR, Real Estate, and other corporate operational functions.

Senior IT Leader

Senior IT executives, such as CIO, BU CIO, CIO-1, or any other leader with significant responsibility over people or budget using Apptio services for high level management of KPIs.

TBM Practice

Staff aligned to the TBM Practice, such as Admins or Business Analysts. Users responsible for business-facing TBM activities and managing Apptio teams. Includes TBM Practice Managers.  

Finance & Contracts & Compliance

Corporate Finance

Users within the Corporate Finance function, including controlling functions. 

Risk Officer / CISO / Compliance Manager

All staff linked to Compliance, Security and Risk Management. 

Resource Manager

Users in technology-related functions (i.e. project/portfolio resourcing). 

Vendor / Supplier / Procurement Manager

All staff managing external service providers or sourcing contracts. They often focus on commercial aspects and contractual compliance.

Business Roles

Application / Platform Owner

Individuals responsible for a specific application, a set of applications, or a platform service referencing mostly ATUM (i.e. DB or Analytics). 

Business Relationship Manager

Business-facing staff that manages the relationship with consumers. 

Non-IT Product / Service Owner

Individuals in charge of business-focused services or products. Typically consumer-facing, but can be BU or internal-only. Separate from application services.

Portfolio / Program / Project / Agile Manager

Any staff related to managing the project-related activities independent of a methodology used.

Shared Service & Operations Leads

Variety of functions typically found in Shared Services: Real Estate, Legal, or non-IT Operations (Bank Operations, Branch Operations).

Other

Other Persona

Used for auxiliary or alternative use-cases not covered by other User Personas, or for users that require unique product customizations.

  

  

User Personas in Apptio Frontdoor

  

What if I chose the wrong User Persona or need to change later?

Your User Persona can be updated at any time in the User Account tab.


How is my data stored and how will it be used?

User Persona information is already stored in Frontdoor on the User Account page. This information is currently used for reporting purposes.

This system will be expanded upon in future updates, including onboarding processes, predefined reports, and ready-made dashboards designed for specific User Personas.
  

How can I report on usage by User Persona?

If you are an Admin, in Frontdoor:

  1. Select the Reports
  2. Select the Authentication Domain Log.
  3. Generate a new report.
  4. Download a CSV file of the report.

User Persona information is only visible within the CSV file and not while generating the report.
  

How do I report issues or concerns?

If you have any further questions, concerns, or technical issues regarding User Persona information, please contact your Apptio Customer Success representative!



#Frontdoor

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Comments

Michael Enslein
Fri August 26, 2022 07:09 PM

Hi, @Debbie Hagen thanks but we have the Bill of IT and other Business Unit reports for our Hospitals.   There are local finance users that consume these reports but don't fit into any of the groups.  I have just assigned them to the Other persona.  ​

Michael Enslein
#Frontdoor

Debbie Hagen
Fri August 26, 2022 07:04 PM

@Guillermo Cuadrado,
I see you're already working with your CSM so I'm going to let you work with them rather than jumping in and complicating things.  Just wanted to acknowledge that we read and appreciate your comment.​​
#Frontdoor

Debbie Hagen
Fri August 26, 2022 07:02 PM

Hi  ​@Michael Enslein,

They should just choose whatever role best fits them.  We don't really have a persona for Business Unit Apptio User because each of those people could have different personas within their business unit.  Can you give an example or two of the types of roles or job titles we're discussing?  Of course if there is no good fit, we always have the option to use Other, but if at all possible we'd like to align to one of the defined personas. 

​


#Frontdoor

Michael Enslein
Fri August 26, 2022 04:48 PM

@Debbie Hagen Question is there a reason why there are no business unit user roles?  We have Apptio users in the business units.   None of the roles seem to apply to them.
#Frontdoor

James Smith
Fri August 26, 2022 03:50 PM

@Ericka Norman I'm unsure exactly what you are referencing. The user persona will appear on the export of the Authentication Domain Log report.
#Frontdoor

Guillermo Cuadrado
Fri August 26, 2022 07:27 AM

We have discussed the matter with our CSM and he's going to inquire on how to pause this implementation for our installation.
I would like to add the personas myself, as an Admin.
 
I DO NOT want Apptio prompting our users about something they might not understand. This would cause a series of calls asking us why and what they should enter.

We already have Personas in the Usage project: those we can add ourselves easily (a single upload will do it). In Front-Door, I have to go one by one, with several clicks for each change.

I have asked our CSM whether Support/Engineering could upload a CSV table we would provide, linking our users to a given Apptio role.

Not a happy camper, as I just learned that Monday is a public holiday, which limits the options 😒😒😒😒😒😒

(Later)
I just manually added the Apptio-defined personas to over 60 users. Those are the ones most likely to use the system next week, according to the Usage data.

BTW, I would like to invite the developer(s) of Front Door to repeat the exercise with me. Maybe we could improve the UX together... 😏😏😏😏
#Frontdoor

Ericka Norman
Thu August 25, 2022 12:02 AM

Question: with this release, with reports will there be a way to reference the users persona in HTML or Visibility such as with Role <%=$CurrentUser:Users.Role%>, etc?
#Frontdoor