This section contains the following topics:
How to Work with Project Management Settings
Earned Value Reporting Periods
Complete the following setup before staff members can track time and project managers can view and approve timesheets:
For more information about managing resources, see the Resource Management User Guide.
For more information, see the Administration Guide.
Follow these steps:
The timesheet options page appears.
Specifies the default sort column.
Values: Investment and Description
Default: Investment
Defines the sorting order.
Values: Ascending or Descending
Default: Ascending
Specifies to disable the entering of indirect time.
Default: Cleared
Required: No
Defines the number of days before the time begins for the resources to start entering timesheets.
Example: Suppose, you set days before the time start to “14” and days after time period end to “10” for the resources to enter their timesheet. The timesheet is populated with tasks 14 days before the period begins and 10 days after the time period ends.
Default: 7
Required: No
Displays the first user value for the plan.
Detail Object: Internal User Value 1 ID
Select the first user value lookup for time entry.
Specifies your auto-populate timesheet options.
Values:
Default: Off
Required: No
Specifies how to display resource time.
Values: Hours and Days
Default: Hours
Required: No
Specifies the number of decimal places to use when reporting hours and days.
Values: 0, 1, 2, 3, 4, and 5
Default: 2
Required: No
Specifies to allow users to enter a date on a time entry note indicating the date to which the note refers.
Default: Cleared
Required: No
Before you can perform financial planning tasks, such as determining actuals on tasks, first create the time reporting periods. Resources use the reporting periods when entering the time they spend on tasks in their timesheet.
For more information, see the Financial Management User Guide.
You can do the following to work with time reporting periods:
Before resources can enter their time, specify the beginning and ending date for each time reporting period. A time reporting period cannot have an overlapping start and finish dates with another period type and year. Each time reporting period you create must have a unique period name, period type, year, and period number.
Follow these steps:
The time reporting periods page appears.
The properties page appears.
Specifies the time duration for the reporting period.
Values: Annual, Monthly, Quarterly, Semiannual, Weekly, Daily, or Biweekly
Default: Weekly
Specifies the start date for the reporting period.
Specifies the finish date for the reporting period. Click the calendar icon, select an end date for the new time period, then click Add.
You can change time reporting periods that are unused. Used time reporting periods are locked and cannot be changed.
Follow these steps:
The properties page appears.
Defines a unique name for the period.
Defines the time reporting period type.
Values: Weekly, 13 Periods per Year, Monthly, Quarterly, and Annually
Indicate the order of the time reporting period to appear (in ascending order).
Example: First (“1”), second (“2”), or third (“3”).
Defines the description of the period.
Specifies the quarter associated with the period for roll-up purposes.
Defines the year associated with the period for roll-up purposes.
Specifies the start date for the reporting period.
Specifies the finish date for the reporting period. Click the calendar icon, select an end date for the new time period, then click Add.
Use the following process to delete a time reporting period:
For more information, see the Administration Guide.
You can mark a time reporting period for deletion only when the reporting period is unlocked. Time reporting periods that you mark for deletion are not deleted until the Delete Investments job runs.
You can only delete time reporting periods that you create. You cannot delete static time reporting periods.
Follow these steps:
The confirmation page appears.
You can cancel time reporting periods marked for deletion when the following conditions are true:
When you cancel a time reporting period marked for deletion, the reporting period is not deleted when the Delete Investments job runs.
Follow these steps:
The time reporting periods page appears.
The confirmation page appears.
Charge codes can represent any breakdown of work associated with investments, such as:
If you use financials, including transactions and timesheets, charge codes are required. If you do not require a charge code, close it for time entry.
For more information, see the Financial Management User Guide.
Follow these steps:
The list page appears.
The charge code properties page appears.
Defines the name of the charge code.
Required: Yes
Defines a unique identifier for the charge code.
Required: Yes
Specifies if the resource can track time spent on task assignments using timesheets. When cleared, the resource cannot log time on any project.
Default: Selected
Follow these steps:
The properties page appears.
Defines the name of the charge code.
Required: Yes
Defines a unique identifier for the charge code.
Required: Yes
Specifies if the resource can track time spent on task assignments using timesheets. When cleared, the resource cannot log time on any project.
Default: Selected
Input type codes represent a breakdown of work for cost associated with resources. They are used in transactions and in cost plans.
For more information, see the Financial Management User Guide.
Input type codes represent the resource that is doing the work rather than the investment from which work is initiated. Examples of input type codes include work performed, and regular as opposed to overtime hours.
You cannot delete input type codes. You can deactivate an input type code, so that it is not open for time entry.
Follow these steps:
The list page appears.
The properties page appears.
Defines the name of the input type code.
Required: Yes
Defines the unique identifier for the input type code.
Required: Yes
Indicates if the input type code is active.
Default: Selected
Required: No
Indicates if the input type code is chargeable. Chargeable codes help to process financial transaction and in financial planning, to track posted actuals.
Follow these steps:
The properties page appears.
Defines the name of the input type code.
Required: Yes
Defines the unique identifier for the input type code.
Required: Yes
Indicates if the input type code is active.
Default: Selected
Required: No
Indicates if the input type code is chargeable. Chargeable codes help to process financial transaction and in financial planning, to track posted actuals.
Transactions can fail for various reasons. For example, a resource can enter an incorrect timesheet, causing a transaction to fail.
When transactions fail, you can view a list of invalid transactions on the invalid transactions page. To view a list of invalid transactions, click the Administration menu, and select Invalid Transactions from the Project Management menu.
You can define the system level default project management options using the fields on the settings page. You can define the:
Use the project management settings page to set the system-level default project management options. For example, setting CA Clarity PPM to export only the current baseline when opening projects in a desktop scheduler (Open Workbench or Microsoft Project) from CA Clarity PPM.
Follow these steps:
The settings page appears.
Specifies the system-level default resource load pattern.
Values: Back, Uniform, Fixed, Contour, or Front
Default: Front
Required: No
Specifies the URL for the guidelines.
Specifies the first month of the financial quarter.
Values: All calendar months
Default: January
Required: No
Specifies the first day of the workweek in the resource calendars and scheduler interfaces.
Values: All calendar days
Default: Monday
Required: No
Specifies the default display unit for work effort.
Values: Hours or Days
Default: Hours
Required: No
Specifies to allow entry of charge codes that are specific to investments.
Default: Cleared
Required: No
Specifies to allow the posting of future timesheets.
Default: Selected
Required: No
Defines whether you want a notification sent out whenever a resource deletes risks, issues, or change requests.
Default: Cleared
Required: No
If you are using CA Clarity PPM with a desktop scheduler (Open Workbench or Microsoft Project), specifies to export only the current baseline in the desktop scheduler. This option applies when multiple baselines exist.
Default: Cleared
Required: No
Specifies the amount you want allocations rounded to when booking resource time to projects.
Default: 25
Required: Yes
Specifies to create the effort task when you add a resource to a project does not have tasks.
Default: Selected
Required: No
Specifies to allow tasks to be reassigned, or replaced when the project manager replaces a resource role.
Default: Selected
Required: No
Specifies to allow resources to edit allocations while projects are locked.
Default: Cleared
When selected, project managers can:
Required: No
Defines if you want staff members to be open to enter time on project tasks after a specific action occurs.
Values:
Example: If you edit existing properties for a staff member, no changes are made to the Open for Time Entry value for the staff member. If you add new staff members, the Team object Open attribute Default value is used.
Default: Never
For more information, see the Studio Developer’s Guide.
For more information about managing resources, see the Resource Management User Guide.
Required: No
Defines how projects tasks are displayed in the Organizer.
Values:
Default: When Assigned
For more information, see the Basics User Guide.
Required: No
Specifies how resources are assigned to investments as participants.
Values:
If this option is selected and project notifications are enabled, project participants receive a project notification when added to the team staff page of a project.
Default: When Added to Investment
Required: No
Specifies to allow project managers to require requisition approval on individual projects.
Default: Cleared
Note: If the project manager does not require requisition approval on a project. A project manager or resource manager requires the Project - Edit access right to book requisitions.
Defines to let project managers edit the allocation of hard-booked resources, to mix booked resources on projects. Also, to extend a resource to do additional project planning.
Default: Selected
Note: If a mixed booking exists on the project, the field is read-only.
Required: No
Specifies to convert all resources to project roles when the project manager creates a project from a project template.
Note: The project manager can override this default setting when creating projects from project templates.
Default: Cleared
Required: No
Defines the options to book requisitions using allocation percentage or available work units. CA Clarity PPM decrements the requested amount based on the booked amount. To determine if a requisition is fully filled, depending on the selected booking option, CA Clarity PPM uses allocation percentage or time-varying values (work units).
Values:
Example: When using Allocation Percentage, a resource booked at 100 percent fully replaces another resource booked at 100 percent. The requisition is fully filled even if the hours they work per week are different. When using Available Work Units, if the new resource works fewer hours per week than the resource being replaced, the requisition is not fully filled.
Autoschedule uses the resource load pattern to determine the ETC that is distributed for a resource over a set date range. You can establish the default resource load pattern at the system level and at the task assignment level. ETC is distributed first based on the resource load pattern defined at the task assignment level then at the system level.
You can select from one of the following load patterns:
Work effort is loaded as close to the end of the task as possible, based on unused resource availability after autoscheduling. With this load pattern, ETC is only decremented when actuals are posted on unadjusted timesheets. The remaining ETC is spread out past the timesheet period based on the load pattern type.
Work effort is loaded as evenly as possible based on total resource availability. With this load pattern, ETC is only decremented when actuals are posted on unadjusted timesheets. The remaining ETC is spread out past the timesheet period based on the load pattern type.
Work effort distribution is user-defined. Autoschedule does not affect work effort distribution. With a Fixed load pattern, ETC is decremented through the timesheet period (that is, Actuals through Date) whether the resource posted actuals to the task.
Work effort is loaded as evenly as possible across the duration of the task, based on unused resource availability after autoscheduling. With this load pattern, ETC is only decremented when actuals are posted on unadjusted timesheets. The remaining ETC is spread out past the timesheet period based on the load pattern type.
If you are using CA Clarity PPM with Microsoft Project, when you open the project the first time from Microsoft Project, the work contour for the new assignments is set to flat. If you previously opened the assignment in Microsoft Project and saved it to CA Clarity PPM, the work contour in Microsoft Project does not change.
Work effort is loaded as close to the start of the task as possible, based on unused resource availability after autoschedule. With this load pattern, ETC is only decremented when actuals are posted on unadjusted timesheets. The remaining ETC is spread out past the timesheet period based on the loading pattern type.
Use this procedure to set the system-level default resource load pattern. The load pattern you set on the settings page is used by default when project managers assign resources, or change staffing assignment properties.
Follow these steps:
The settings page appears.
Specifies the system-level default resource load pattern.
Values: Back, Uniform, Fixed, Contour, or Front
Default: Front
An earned value calculation method is the method for calculating the various earned value (EV) metrics. Some of the methods are system calculated. For methods that are not system calculated, manually enter the Budgeted Cost of Work Performed (BCWP) for your project.
If you use an EV calculation method for your project and all of its tasks that are not system calculated, define your project BCWP value. To define the value, baseline the project or updating the earned value totals. You can also override BCWP for specific tasks.
Regardless of the earned value calculation method you set for your project, the value entered in the BCWP Override field overrides the system-calculated BCWP values. The value is used in all EV calculations that require BCWP as a parameter.
The following EV calculation methods are available:
Defines an estimate expressed as a percent of the amount of work that has been completed on a task or work breakdown structure. The EV calculation method where Budgeted Cost of Work Performed (BCWP) is system calculated using the following formula:
BCWP = Budget at Completion (BAC) * % complete
Defines the EV calculation method where Budgeted Cost of Work Performed (BCWP) is system calculated using the following fixed formula:
If % complete = 100, then BCWP = Budget at Completion (BAC); otherwise, BCWP = zero.
Use this method when project work begins and completes in a single reporting period. Also, use when credit is only earned when the project or task is 100 percent complete.
Defines the EV calculation method where Budgeted Cost of Work Performed (BCWP) is system calculated using the following formula:
If % complete > zero but < 100, then BCWP = Budget at Completion (BAC) / 2. If % complete = 100, then BCWP = BAC. If % complete = zero, then BCWP = zero.
Use this method when project work begins and completes within two reporting periods. Also use when 50 percent credit is earned when a project or task is started and the remaining 50 percent is earned upon completion.
Defines the EV calculation method where Budgeted Cost of Work Performed (BCWP) is system calculated using the following formula:
BCWP = Budgeted Cost of Work Scheduled (BCWS)
Defines the EV calculation method where Budgeted Cost of Work Performed (BCWP) is user-defined. The project manager assigns weights to milestones across the duration of the summary task. As each milestone in the summary task is reached, a specific percent of the work is completed until 100 percent is reached. Use this method if your organization uses earned value management methodology for measuring project performance and has projects and tasks that use this method. When you use this method, you enter the BCWP at the task level. Use the BCWP Override field in the Earned Value section of the task properties page.
Defines the EV calculation method where Budgeted Cost of Work Performed (BCWP) is not system calculated but user-defined. Dollar amounts are selected for the weighting of each time period, instead of a percentage. EV credit is earned as a percent of the milestone value assigned. Use this method if your organization uses earned value management methodology for measuring project performance and has projects and tasks that use this method. When you use this method, you enter the BCWP at the task level. Use the BCWP Override field in the Earned Value section of the task properties page.
Defines the EV calculation method where Budgeted Cost of Work Performed (BCWP) is not system calculated but is user-defined. Task work effort is tied to other task work efforts. As the base task completes work, the apportioned task earns completed work. The task uses the work effort tied to other tasks to drive its performance. Use this method for discrete work that is related to other discrete work. Use this method if your organization uses earned value management methodology for measuring project performance and has projects and tasks that use this method. When you use this method, you enter the BCWP at the task level. Use the BCWP Override field in the Earned Value section of the task properties page.
You can define the default method in which earned value is calculated for projects and project tasks. The default setting for the earned value calculation method for projects and tasks is percent complete. If your organization uses earned value management methodology for measuring project performance, you can set the default earned value calculation method to that methodology. Edit the Project and Task objects in Studio to set the EV Calculation Method attribute.
Note: If you are using CA Clarity PPM with Microsoft Project and you specify an earned value calculation method other than percent complete, use CA Clarity PPM to calculate, display, and report earned value metrics.
For more information, see the Studio Developer’s Guide.
Mixed booking lets hard and soft allocations for resources on projects. To allow resources with separate hard and soft allocations, select the system setting for Allow Mixed Booking on the settings page.
Follow these steps:
The settings page appears.
Defines to let project managers edit the allocation of hard-booked resources, to mix booked resources on projects. Also, to extend a resource to do additional project planning.
Default: Selected
Note: If a mixed booking exists on the project, the field is read-only.
Base calendars are templates that you can use to create individual resource calendars. Resource calendars are used to perform important calculations involving resource availability, such as capacity as opposed to demand, or over-allocated resources.
Most often the standard calendar is used. But, you can change the characteristics of the base calendar to suit your needs. For example, you can change the workdays and nonworkdays of the week. You can set up to four standard shifts.
You cannot delete the standard calendars, or base calendars that have child calendars. In which case, before you delete the parent calendar, delete the child calendars.
Use the following procedure to create a custom calendar. A custom calendar can be created based upon an existing calendar. The latter is the parent calendar.
Follow these steps:
The base calendars page appears.
The edit calendar properties page appears.
Defines the new calendar name.
Specifies the calendar to base this calendar. The base calendar is the parent to the new calendar.
Example: Standard
Specifies the calendar as the standard calendar in CA Clarity PPM.
Default: Cleared
The default shift for the base calendar is eight hours per day. You can set new shifts to override the default shift. When you change a specific holiday on the resources calendar to a nonworkday, the shift information or availability is removed. If you change the day back to a workday, a check is made to see if a shift pattern exists for that day in that calendar (or parent). One of the following actions occurs:
You can select days as workdays or as non-workdays. To select dates by days of the week, select the check box next to the day of the week and click Make Workday. To change dates from workdays to non-workdays, select the check box next to each date. Then, click Make Non-Workday.
Follow these steps:
The edit calendar exceptions page appears.
The month displays on the edit base calendars page.
The changes are saved.
Follow these steps:
The edit calendar exceptions page appears.
The month displays.
The shifts page appears.
When you reset the shift by resetting a base calendar, the base calendar shift information is picked up for that day. This information is important when you use a shift other than eight hours, and can affect resource availability and allocation.
Follow these steps:
The edit calendar exceptions page appears.
The shift is reset to the base calendar.
To delete a parent calendar or change to another parent, use the following procedure to change that relationship.
Follow these steps:
The edit calendar exceptions page appears.
The edit calendar properties page appears.
Specifies the calendar to base this calendar. The base calendar is the parent to the new calendar.
Example: Standard
Add risk categories to group investment risks by a particular type. You can add additional risk categories, and then add these categories to object attributes, such as the Category Type lookup attribute. The lookup attribute defines the predefined risk category or factors that the resources can view when defining the detailed project and overall risks.
For more information, see the Administration Guide.
Your CA Clarity PPM administrator can add new risk categories/factors. The risk categories display in the Contributing Factors section of the main risk page. The project Risk field displays a weighted average of all risk categories or factors displayed on the page.
Use the following process to add new risk categories:
For more information, see the Studio Developer’s Guide.
Use the Risk Score matrix to determine the degree of risk (low, medium, or high) based on the risk impact and probability factors. The risk probability values are plotted against the risk impact values. The intersection of every probability and impact value is the risk score.
Use the following procedure to set the system-level default project risk score and overall risk threshold. The risk threshold is the acceptable level of risk that can be tolerated without acting out the risk response strategy. You can also set the probability and impact values for the projects that have detailed risks.
You can change the existing risk thresholds, which help to calculate the degree of risk. But the changes are not based on the changes to the risk score matrix.
Follow these steps:
The risk settings page appears.
Defines the risk acceptance level for all projects.
Default: 4
The earned value reporting period defines the frequency and the interval for the Update Earned Value History job. The job takes historical earned value snapshots of performance and saves them in the earned value history table. When using earned value methodologies to analyze project performance, the job uses the earned value reporting period to take the snapshot. It saves the snapshot based on the project association to the period. The project manager associates the project to the appropriate period.
By setting up reporting periods, you define the time intervals used to save earned value (EV) information, such as weekly or monthly. The periods store and calculate historical earned value.
You can delete earned value reporting periods from the list page.
Create the earned value reporting periods used by project managers for earned value analysis (EVA). When you define the reporting period, you define how often the report runs.
Project managers associate their projects to defined reporting periods. Historical earned value snapshots of project performance are taken based on this reporting period.
Weekly Frequency Example
For a weekly recurrence of the reporting period, enter 1 as the frequency. For a recurrence to happen every other week, enter 2. For twice a year, enter 26. And once a year, enter 52.
Follow these steps:
The list page appears.
The create page appears.
Defines the name for the earned value reporting period.
Limits: 80
Required: Yes
Defines the unique identifier for the earned value reporting period.
Limits: 16
Required: Yes
Defines the reporting period description.
Indicates if this reporting period is active. When the reporting period is active, project managers can associate projects to it.
Default: Selected
Defines the period type. Once you select a period type, define the recurrence of the selected period.
Values:
Weekly, Monthly, Quarterly, Annually
Frequency. Defines the weekly interval and the day of the week when the period starts.
Example: Define the recurrence as every two weeks by entering 2, or define it as twice a year by entering 26.
Interval Values: 1 - 52
Day of the Week Values: Sunday through Saturday
Default: Weekly on Sundays starting this Sunday.
Frequency. Defines the monthly interval when the period starts. The recurrence can start on a specific day each month, or start at monthly intervals on a specific day of the week.
Day Interval Values: 1 - 31
Interval Values: First, Second, Third, Fourth, or Last
Day of the Week Values: Sunday through Saturday
Default: Monthly starting on the first day of the month.
First Quarter Starts. Defines the month (January through December) when the first quarter starts.
Frequency. Defines the quarterly interval for the period to start. The recurrence can start on a specific day of the month each quarter, or start at quarterly intervals on a specific day of the week.
Day Interval Values: 1 - 31
Interval Values: First, Second, Third, Fourth, or Last
Day of the Week Values: Sunday through Saturday
Default: Quarterly starting on January 1
Every. Defines the month (January through December) when the period starts.
Frequency. Defines the annual interval for the period to start. The recurrence can start on a specific day of the month each year, or start at annual intervals on a specific day of the week.
Day Interval Values: 1 - 31
Interval Values: First, Second, Third, Fourth, or Last
Day of the Week Values: Sunday through Saturday
Default: Annually starting on January 1
Follow these steps:
The earned value reporting period properties page appears.
Defines the name for the earned value reporting period.
Limits: 80
Required: Yes
Defines the unique identifier for the earned value reporting period.
Limits: 16
Required: Yes
Defines the reporting period description.
Indicates if this reporting period is active. When the reporting period is active, project managers can associate projects to it.
Default: Selected
Defines the period type. Once you select a period type, define the recurrence of the selected period.
Values:
Weekly, Monthly, Quarterly, Annually
Frequency. Defines the weekly interval and the day of the week when the period starts.
Example: Define the recurrence as every two weeks by entering 2, or define it as twice a year by entering 26.
Interval Values: 1 - 52
Day of the Week Values: Sunday through Saturday
Default: Weekly on Sundays starting this Sunday.
Frequency. Defines the monthly interval when the period starts. The recurrence can start on a specific day each month, or start at monthly intervals on a specific day of the week.
Day Interval Values: 1 - 31
Interval Values: First, Second, Third, Fourth, or Last
Day of the Week Values: Sunday through Saturday
Default: Monthly starting on the first day of the month.
First Quarter Starts. Defines the month (January through December) when the first quarter starts.
Frequency. Defines the quarterly interval for the period to start. The recurrence can start on a specific day of the month each quarter, or start at quarterly intervals on a specific day of the week.
Day Interval Values: 1 - 31
Interval Values: First, Second, Third, Fourth, or Last
Day of the Week Values: Sunday through Saturday
Default: Quarterly starting on January 1
Every. Defines the month (January through December) when the period starts.
Frequency. Defines the annual interval for the period to start. The recurrence can start on a specific day of the month each year, or start at annual intervals on a specific day of the week.
Day Interval Values: 1 - 31
Interval Values: First, Second, Third, Fourth, or Last
Day of the Week Values: Sunday through Saturday
Default: Annually starting on January 1
The earned value (EV) periods are the buckets to which the earned value reporting period information goes. The Update Earned Value History job creates the periods as it needs them.
You can only delete consecutive ending time EV periods. Use the EV periods list page to delete EV periods.
Earned value (EV) periods are created automatically when the Update Earned Value History job runs. Or, using this procedure, create the earned value periods manually.
Follow these steps:
The list page appears.
The EV periods list page appears.
The generate EV periods page appears.
Defines the number of new periods.
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