This section contains the following topics:
How to Work with the Idea Review Process
How to Work with the Create Major Project Process
How to Work with the Document Review Process
Create a Project from a Project Template
How to Work with the Issue Review and Escalation Process
The idea can go through an approval process or can be fast tracked to project creation. When the idea is ready to be converted, the Idea Review process starts a project creation process. The process is based on the following idea type and idea category combinations. The project creation process converts the idea to a project using the applicable project template. Also copies the field values from the idea to the project.
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Idea Type |
Idea Category |
Project Creation Process |
Project Template |
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Major Project |
Not applicable |
Create Major Project |
Major Project Template |
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Infrastructure Deployment |
Not applicable |
Create Infrastructure Project |
Infrastructure Deployment Template |
|
Application Change |
Enhancement |
Create Application Change Project |
Application Change Template |
|
Application Change |
COTS Evaluation |
Create Application COTS project |
Application COTS Template |
The following automated processes are included to help you manage the project lifecycle, starting from idea review and approval to project creation:
The Document Review process manages the review workflow for Proposal or Operations types of documents.
Ideas let you conduct analysis that is more expedient at an earlier stage. The analysis is in an attempt to filter out poor, or financially unfeasible ideas before they become investments. You can track and convert ideas into investment opportunities.
The Issue Review and Escalation process manages the review workflow for high-priority project issues.
The Create Application Change Project process creates a project based on the Application Change Template.
The Create Application COTS Project process creates a project based on the Application COTS Template.
The Create Infrastructure Project process creates a project based on the Infrastructure Deployment Template.
The Create Major Project process creates a project based on the Major Project Template.
Project templates allow you to create projects based on standard tasks and role assignments for that project type. Templates help ensure consistency and efficiency in creating projects.
The Idea Review process uses these templates to create these types of projects for you. Alternatively, you can use these templates to create projects.
You can change the templates to suit your organization demands and requirements. You can also duplicate these templates to create new project templates for each of your organization project types.
Important! To use the Major Project approval and gate review processes, change the names and properties of the last tasks in each phase. But do not change the IDs. The gate review process starts when tasks with the specific IDs are completed.
For more information, see the Project Management User Guide.
The following project templates are included:
The Application Change template helps manage projects to change software applications.
The Create Application Change Project process uses the project template. The process provides an automated workflow to create projects. You can also use the template to create new application change projects.
The Application COTS template is designed to manage Commercial Off-the-Shelf (COTS) application selection. Use this project template to manage the activities when you select a vendor to provide a new product.
The Create Application COTS Project process uses the project template. The process provides an automated workflow to create projects. You can also use the template to create application COTS projects.
The Infrastructure Deployment template helps manage the deployment of an infrastructure enhancement.
The Create Infrastructure Project process uses the project template. The process provides an automated workflow to create projects. You can also use the template to create IT infrastructure deployment projects.
The Major Project template provides a framework for the application enhancement and development processes. This template helps project manager take the project through all gate reviews.
The Create Major Project process uses the project template. The process provides an automated workflow to create projects and manage the approval and gate review workflows. You can also use the template to create projects. This template includes a sample work breakdown structure (WBS). The WBS has six major phases, each with subtasks.
The following tasks are involved in the Idea Review process:
If the Fast Track check box is selected, the project creation process starts based on the selected idea type and idea category combination. A WBS and baseline are created. The process ends for all project creation processes except for the Create Major Project process.
If the Fast Track check box is cleared, an action item is sent to the business owner to review the idea.
The type of process that starts is based on the idea type and idea category combination. A WBS and baseline are created. The project creation process ends except for Major projects.
Use the Ideas page to create an idea. You can save the idea and submit it when the idea is ready for approval. Alternatively, you can fast track the idea and bypass the approval process and convert the idea into a project.
Before you can create an idea, autonumbering must be set up for the Project ID.
Contact your CA Clarity PPM administrator or see the Administration Guide for more information.
Follow these steps:
The ideas page appears.
The create page appears.
Defines the summary/name for the idea. The subject links the investment to the idea when you convert the idea into an investment. The subject of the idea becomes the description of the investment.
Defines the unique ID for the idea.
Specifies the type of idea.
Values: Major Project, Infrastructure Deployment, or Application Change
Required: No
Specifies the idea category. The values that are available depend on the Idea Type you select. Your CA Clarity PPM administrator defines the field associations.
Values: New Development, Compliance/Regulatory, New Product or Service, Other, Enhancement, COTS Evaluation, Distributed, Network/Telecom, or Desktop
Required: No
Specifies the priority of the idea.
Values: Low, Medium, and High
Specifies to convert the idea to a project by bypassing the review and approval step of the Idea Review process.
Default: Cleared
Required: No
Defines the objective of the idea.
Limits: 200 characters
Defines the name of the resource originating the idea.
Default: The name of the resource currently logged in
Defines the name of the business owner owning the idea and approves the conversion of the idea into a project. The business owner of the idea becomes the business owner for the project once the idea is converted.
Note: If the Fast Track check box is cleared, the Idea Review Process requires a value for the field.
Defines the name of the resource that manages and owns the idea. The idea manager has access to the budget and schedule properties of the idea.
Defines the start date for the idea.
Defines the finish date for the idea.
Defines the objective for the idea.
Limits: 200 characters
Defines the organizational OBS for the idea.
Defines the department OBS for the idea.
The idea is created.
The process for managing major projects is done using the following processes:
The following tasks are involved in the managing the lifecycle of a major project using an automated process:
With the project open, go to the properties page, and in the Stakeholders section, select the Project Management Office stakeholder. Then, click Submit.
An action item is sent to the PMO stakeholder to review and approve the project.
An action item is sent to the PMO stakeholder for approval to move to the next gate.
An action item is sent to the PMO stakeholder to approve the project and proceed to the next phase.
The Document Review process takes a submitted proposal or operations document through the following review cycle:
An action item is sent to the project manager.
An action is sent to the document owner who is notified of the project manager decision.
You can use the Document Review process to move project-related documents through a review and approval process. This process starts when the category is set to Proposal or Operations and the document status is set to "Submitted."
Follow these steps:
The properties page appears.
The collaboration page appears.
The add multiple documents page appears.
Displays the current location of the document.
Specifies the files you are adding to the folder.
Limits: Five files at a time
Specifies the status of the document.
Values: Submitted, Approved, or Rejected
Starts Review Process: Submitted
Specifies the category for the document.
Values: Proposal, Planning, Development, Implementation, and Operations
Starts Review Process: Proposal or Operations
Defines the date the document is uploaded.
Defines the owner that manages the document. The resource verifies that the document is managed and tracked appropriately through its lifecycle.
Indicates the type of access for the document.
Values:
Default: All Participants
Indicates that non-participants can access the document.
Default: Cleared
Indicates if resources with appropriate access can check out and edit the document.
Default: Selected
Indicates resources with appropriate access can create another version of the document.
Default: Selected
Indicates if resources that have access to the files are notified when documents are added.
Default: Cleared
Defines the description of the document.
Specifies any comments about the document.
The document is uploaded and submitted for review.
Follow these steps:
The list page appears.
The select page appears.
The create project page appears.
Defines the name for the project.
Limits: 80 characters
Required: Yes
Defines the unique identifier for the project that is typically auto-numbered.
Limits: 20 characters
Required: Yes
Displays the date of starting the project.
Displays the date of completing the project.
Defines the objectives for this project.
Limits: 200 characters
Indicates the status of the task.
Values: Started, Not started, and Completed
Indicates the level of work that is completed on the tasks.
Values:
Default: Not Started
Required: Yes
Specifies the pool of resources allowed when assigning resources to projects.
Values:
Specifies the dashboard view selected for the project. Click the drop-down to select a view option.
Example: Use Project Default Layout value to view the default labor and team utilization charts on the project dashboard page.
Values: PMO-Project Status, PMO-Program Status, PMO-Project Storyboard, Program Layout, or Project Default Layout
Default: Project Default Layout
Defines the method to use for calculating percentage completion of tasks on this project.
Values: Manual, Effort, Duration
Defines the organizational OBS associated with the project.
Defines the departmental OBS associated with the project.
Displays the name of the template.
Defines the percentage of increase or decrease in the work estimates on each task for the new project, relative to the template.
Default: Zero percent means no change
Defines the percentage (positive or negative) as the scaling factor for the dollar amounts defined in project cost plans and benefit plans.
Default: Zero percent means no change
Select the option to convert all resources from the project template into roles in the new project.
Default: Cleared
The project is created.
The Issue Review and Escalation process is designed to take high-priority project issues through a review and escalation workflow. To start the process for an existing issue, open the issue, and start the process using the Processes menu.
For more information, see the Project Management User Guide.
The following tasks are involved in escalating an issue:
The Issue Review and Escalation process starts. An action item is sent to the project manager to review the issue.
Follow these steps:
Defines the name of the resource who is managing the risk. This resource is responsible for verifying that the issue is managed and tracked appropriately through its lifecycle. If you create an issue from a closed risk, the value for this field is from Owner field on the risk properties page.
Default: The resource currently logged in
Displays the name of the resource who created the issue.
Default: The resource currently logged in
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