This section contains the following topics:
Manage CA Clarity PPM Projects using Open Workbench
Use the Find dialog box to search for specific project information in views. You can construct search criteria from field names that appear in a view, to construct search statements on the many combinations of data that comprise your project plans. To find information in a view, open the Find dialog box and select field names as the basis for your search criteria.
Note: Searches begin at the cell in which your cursor is placed and works downward within the view.
You can combine And and Or arguments to refine your search. For example, if you have multiple search statements listed in the Criteria grid, the search starts at the top and looks for information in your project that matches the criteria. The last And/Or statement listed in the dialog box is ignored unless you add another statement.
To create search criteria to find data
The Find dialog box opens.
The search fields display in the Criteria grid.
Default: Equal
Values: Equal, Not Equal, Greater, Less, Not Less, and Not Greater
Note: The choices available are dependent on the fields you have selected.
Important! The value you enter must be valid.
Finds data that matches the current and following field names and comparison conditions you enter, and to link multiple search criteria.
Finds data that matches either the current or following search criteria.
The Find dialog box closes. The first occurrence of matching data displays in the project.
Another search is performed and displays in the project.
Use the Project Properties dialog box to specify a new project's properties. To view this dialog box, select File, Properties. This dialog box contains several tabs with fields that you can use to create and edit project data. These tabs include the Description, Scheduling, Resources, Key Tasks, Advanced, Subproject, and Notes.
Note: The Subproject tab only displays when you right-click a task in the view that is has been added to a master project as a subproject and select Modify.
Use the Description tab on the Project Properties dialog box to enter or edit project administrative details, such as the project name, ID, department, and budget information.
To define the project description properties
The Descriptions tab on the Project Properties dialog box opens.
Defines the project name.
Defines the ID for the project.
Defines the department responsible for the project.
Defines the project estimated budgeted amount.
Defines the project description.
Specifies the method for calculating the percent complete value for the project and associated tasks.
Values:
% Complete = Completed Duration / Total Duration
Effort. Use this method to calculate the percent complete for all tasks automatically. Labor Actuals is the sum of all actuals posted for labor resources. Labor Estimates is the sum of all ETC for these resources. The percent complete is automatically based on the following formula:
% Complete = Labor Actuals / (Labor Estimates + Labor Actuals).
The Project Properties dialog box closes.
Use the Scheduling tab on the Project Properties dialog box to create or edit a project's scheduling properties, such as the project's start and finish date, as-of date, and priority. To view the Project Properties dialog box, select File, Properties.
Resources are the people needed to make sure a project is completed on time. Resources are assigned to project tasks. Resources that you create are automatically available for use in your project. The resources that display in the Team Resources grid on the Resources tab are those resources that you have already added to the project.
Use the Resources tab on the Project Properties dialog box to do the following:
You can manually enter resources in the resource detail pane of a view, define their properties, and assign them to tasks. Resource that you create in the Resource detail pane of a view display in the Team Resources grid on the Resources tab.
To define the project's resources properties
The Description tab on the Project Properties dialog box opens.
The list of resources added to the project display in the Team Resources grid.
Defines the resource's external ID.
Defines the resource's name.
Defines the category to which this resource is associated. Use Categories to select and filter different groups and classes of tasks, notes, or resources in the view.
The Project Properties dialog box closes.
You can view a list of the resources that are staffed on your project on the Resources tab on the Project Properties dialog box.
To view the list of resources staffed on a project
The Description tab on the Project Properties dialog box opens.
The Resources page opens.
When viewing the list by role, all resources assigned a role are listed under their role. Resources not associated with a role are listed in the No Role folder.
When viewing the list by category, all resources associated to a category are displayed in a list under their associated category. Resources not associated with a category are listed in the No Category folder.
Note: If no categories exist, role is selected and the drop-down list is unavailable.
Use the Resources tab on the Project Properties dialog box to remove resources or roles from your project.
To remove resources or roles from a project
The Project Properties dialog box opens.
A list of resources added to the project display in the Team Resources grid.
The selected team resource record is removed from the project and the resource's record is removed from the Team Resource grid.
A Key Task is a task that you consider to be of key importance to the project. When you mark a task as a key task, its status does not impact any other Open Workbench behavior. Use the Key Tasks tab on the Project Properties dialog box to:
To edit a key task, edit the task's fields in a spreadsheet view, such as the Gantt Chart view.
To view a project's key tasks
The Description tab on the Project Properties dialog box opens.
A list of the project's key tasks display.
Defines the key task's external ID.
Defines the key task's status.
Choices: Not started, Started, or Completed
Defines the key task's name.
Defines the project name associated to the key task.
Defines the date the key task is scheduled to finish.
Note: You can edit the finish date provided you have not assigned a resource to the task and the task is a fixed duration task.
Defines the date the key task is scheduled to finish based on the current baseline.
The Project Properties dialog box closes.
You can change a key task into a standard project task. Use the Key Tasks tab on the Project Properties page to remove the key task designation. You can view the changes you make on the General tab on the Task Properties dialog box and in any view that displays the key task field name.
Note: When you remove key tasks from the grid on this tab, only the key task designation is removed from the task. The tasks is not removed from the project.
To remove the key task designation
The Project Properties dialog box opens.
The project's key tasks display.
The key task is removed from the Key Task list. The key task designation is removed from the task.
The Project Properties dialog box closes.
You can use Open Workbench to handle multiple projects for department-level management. Project teams typically work on large and small projects simultaneously. To manage departments and organizations, you may often have to manage and control several projects at once. Many of these projects may also share the same resources.
Open Workbench provides the following two methods for you to manage multiple projects:
Create links between one project (master project) to all or any sets of phases, activities, tasks, and milestones in another project (subproject). You can combine any number of subprojects in a master project.
Use dependencies to manage the relative timing of tasks. Dependencies give you a greater understanding of your project's work flow, and helps to pinpoint weaknesses in project plans.
You can create a link between a project (master project) to a whole subproject or to parts of a subproject, such as a phase, activity, task, or milestone. You can associate any number of projects to a master project by inserting the subprojects into the master project. When you insert a whole subproject into the master project, you can choose to insert it in read/write or read-only mode. In contrast, when you insert a partial subproject into the master project, the subproject is always inserted in read-only mode.
The ability to establish subproject links means you can create plans and track and analyze an individual project in detail while viewing, summarizing, and analyzing the progress of several projects at a higher level. You can use the a master project with subprojects to perform top-down planning and to share resource availability across projects.
Keep the following in mind when working with master projects and subprojects:
A resource's availability is the amount of time a resource is available and can be allocated to a project. You can allocate resources to subprojects based on the resource's default availability. If you are using Open Workbench with CA Clarity PPM, you define a resource's default availability in CA Clarity PPM. The amount you set as the resource's default allocation to the project in CA Clarity PPM translates as the resource's default availability on the project in Open Workbench.
A resource's default availability on a master project is capped at the greatest default availability defined on the master's subprojects. When you autoschedule the master project, the resource is not scheduled on the master project over what they can work in a day. For example, if you allocate a resource that has a default availability of 8 hours at 100% to three subprojects, when you autoschedule the master project, the resource is allocated between the three subprojects for no more than 8 hours per day.
On the master project, a role's default availability is the sum of the role's default allocation on the master's subprojects. You define a role's default availability at the subproject level. For example, if you allocate a role that has a default availability of 8 hours at 100% to three subprojects, when you autoschedule the master project, the role is scheduled on the subprojects for 24 hours per day.
Note: For more information, see the Resource Management User Guide.
To set a resource's allocation to a subproject, you must edit it at the subproject level. This field is inactive in the master project. There are two ways to set allocation on the subproject. If you are using Open Workbench with CA Clarity PPM, you can set allocation in CA Clarity PPM by creating allocation segments. You can also set a resource's allocation manually by editing the availability in the timescale section of the view. To do this, add the Availability field to a spreadsheet view, such as the Gantt Chart view.
Inserting subproject tasks into a master project allows you to pull out sections of projects and evaluate the work being done by your team across many projects from the master project.
You can insert a subproject task into your master project using the Open Subprojects dialog box. This dialog box is a version of the standard Windows Open dialog box.
If your master project is linked to an Open Workbench .rmp project file via a subproject association, you cannot save it back to CA Clarity PPM.
To insert a project task as a subproject task into a master project
The Open Subprojects dialog box opens.
Defines the type of file you want to open.
Values:
Note: You cannot insert XML project files into master projects.
A list of available projects display.
Specifies whether you want to add the project, subproject, or subproject task in read-only mode in the master project. When you insert a subproject into a master project in read-only mode, any changes you make to the subproject from the master project are not saved.
Default: Cleared
Note: This check box is only available if you have edit rights to the selected project, subproject, or subproject task. If you opened the master project in read-only mode, this check box is selected and is unavailable.
Specifies if you want the ability to create subprojects from the inserted subproject.
Default: Cleared
Note: If you are inserting a partial subproject, this check box is selected and unavailable.
Displays the name of the selected task or summary task.
The selected subproject task is inserted into the master project.
You can insert a whole subproject into your master project using the Open Subprojects dialog box. This dialog box is a version of the standard Windows Open dialog box. The projects listed in the dialog box are either listed by project ID or by file name, depending on the source of the project.
If you are using Open Workbench with CA Clarity PPM and are inserting a CA Clarity PPM project, the project ID displays. If you are inserting an Open Workbench .rmp project file, the file name displays.
By default, when you insert subprojects into master projects, they are inserted in read/write mode.
If your master project is linked to an Open Workbench .rmp project file via a subproject association, you cannot save it back to CA Clarity PPM. You cannot insert XML project files into master projects.
To insert a project as a subproject into a master project
The Open Subprojects dialog box opens.
Defines the type of file you want to open.
Values:
Note: You cannot insert XML project files into master projects.
A list of available projects display.
Specifies whether you want to add the project, subproject, or subproject task in read-only mode in the master project. When you insert a subproject into a master project in read-only mode, any changes you make to the subproject from the master project are not saved.
Default: Cleared
Note: This check box is only available if you have edit rights to the selected project, subproject, or subproject task. If you opened the master project in read-only mode, this check box is selected and is unavailable.
Specifies if you want the ability to create subprojects from the inserted subproject.
Default: Cleared
Note: If you are inserting a partial subproject, this check box is selected and unavailable.
The selected subproject is inserted into the master project.
You can open any project or a set of projects as subprojects in a new master project. Use the Open dialog box to do this. When you open the subprojects, the selected subprojects are inserted into a new unnamed master file. If you are using Open Workbench with CA Clarity PPM, you can save the new master project back to CA Clarity PPM.
To open a project as a subproject in a new master project
The Open dialog box opens and a list of available projects appears.
Specifies whether to open the selected project without locking it.
Note: This check box is available if you have edit rights for the selected project. If you have only view rights, the check box is selected by default and unavailable.
Specifies whether to open the selected project as a subproject in a new master project.
The subproject opens in a new, unnamed master project.
Use the Subprojects tab on the Task Properties dialog box for a selected subproject or external task to review or change the subproject options.
Keep the following in mind when editing subprojects and subproject tasks in a master project:
To define a subproject's task options
The Task Properties dialog box opens.
The Subproject page opens.
Review the subproject's name.
Select to display the subprojects as read-only in the master project.
Note: This field displays as read-only and is unavailable if you inserted the subproject task as read-only.
The Task Properties dialog box closes.
You can identify which tasks in your master project's WBS list are subprojects by the type of icon that displays in the row header. Inside the master project, subprojects appear with a Subproject icon on the proxy task's header to indicate it is a task inside an inserted subproject.
The Subproject icon appears as follows:
SubprojectThe Subproject icon specifies a proxy task inside an inserted (entire) subproject, as viewed from the master project.
Use the Subproject tab on the Project Properties dialog box to change access to the subproject from read/write to read-only in a master project. When selected, any changes you make to the subproject from the master project are not saved when you close the master project.
Note: This tab only appears on the Project Properties dialog box for subprojects that were inserted as an entire project into a master project.
To modify subproject access in a master project
The Description tab on the Project Properties dialog box opens.
The subproject's name displays in the Project field.
The Project Properties dialog box closes.
If you are working with a master project that contains a subproject, you can edit the subproject's properties only if you inserted the entire project as a subproject into the master project and the subproject's access status is set to read/write.
Note: If the access status is set to read-only, you can make changes to the subproject from a master project but you cannot save those changes.
To edit the subproject's properties from the master project
The General tab on the Task Properties dialog box opens.
The subproject' name displays in the Project field.
The subproject's Project Properties dialog box opens.
The subproject's Project Properties dialog box closes and the Subproject tab on the Task Properties dialog box displays.
The dialog box closes.
Use the Subprojects dialog box to print a list of subprojects. You can also use this dialog box to review, add, or remove subprojects. To view this page, select Tools, Subprojects.
When you remove a subproject relationship from a master project, you do not delete the subproject. Instead, you delete the link between the projects. You can view a list of existing subprojects and subproject tasks that are associated to the master project in the dialog box.
Use the Subprojects dialog box to delete subprojects or subproject tasks from master projects. This dialog box lists the names of the subprojects (proxy tasks) or subproject task in the Subprojects list. When you select a task in the Subprojects list, the corresponding subproject name displays in the Project field and the task name in the Task field.
To delete a subproject or subproject task from a master project
The Subprojects dialog box opens.
The subproject or subproject task is removed from the master project and no longer displays in the Subprojects list.
The Subprojects dialog box closes.
If you are working with multiple projects and they are open, you can calculate separate critical paths for each project and not just for the project that has the longest critical path. To view the critical paths, use the CPM Network view.
Use the Advanced tab in the Project Properties dialog box to define a project's advanced management information. The Advanced tab provides a central location from which you can set or change project-related values. All project attributes display on this tab.
This tab displays a Fields grid that contains two columns: The Field column displays a list of all the advanced properties you can specify, and the Value column displays cells, where you can enter or select values for the field.
The field values you can enter depend on the field you have selected. You can:
You can manually edit the project % Complete value provided you have set the percent complete calculation method (on the Description tab of the Project Properties dialog box) to Manual. Add the % Complete field to a view to edit the value from a view.
Note: The fields that are available for editing are dependent on your access rights. If a field is not available for selection or editing, it is disabled (by default).
To define project advanced properties
The Description tab on the Project Properties dialog box opens.
The project advanced properties display.
The project advanced properties are defined and the Project Properties dialog box closes.
Notes let you record project-specific information for yourself or for other staff members. Use the Notes tab on the Project Properties, Task Properties, and the Resource Properties dialog boxes to record the information. You can view, add, edit, and remove notes. You can also change the notes categories, as well as see historical comments. Before adding a note, you can check it for spelling errors.
To add a note
The Notes tab displays.
Note: If you add a new notes category, you must specify a global file location to make it available for future use.
The note appears as the last item in the History grid.
The dialog box closes.
Use the Notes tab on the Project Properties, Task Properties, and Resource Properties dialog boxes to view a list of the notes that you have added to the project, task, or resource. The list of notes display in the History grid.
Use the Notes tab on the Project Properties, Task Properties, and Resource Properties dialog boxes to edit notes.
To edit a note
The Notes tab displays.
Your changes are saved.
The dialog box closes.
Use the General tab on the Options dialog box to define the note categories that you use to group project and task notes.
To define a new note category
The General tab on the Options dialog box opens.
Use the Notes tab on the Project Properties, Task Properties, and Resource Properties dialog boxes to associate a project note to a note category. Use Categories to select and filter different groups and classes of tasks, notes, or resources in the view.
You can enter new categories to the Category drop-down or you can use the categories already listed. The categories listed are those you added as an Open Workbench general option.
To associate a note to a note category
The Notes tab displays.
Note: If you add a new notes category, you must specify a global file location to make it globally available for use.
The note appears as the last item in the History grid.
The dialog box closes.
Use the Notes tab on the Project Properties, Task Properties, and Resource Properties dialog boxes to delete a note.
To delete a note
The Notes tab displays.
The note is deleted from the History grid.
The dialog box closes.
Use the Task Properties dialog box to define and edit task properties. To view this dialog box, double-click the header button to the left of the task you want to update.
This dialog box contains several tabs with fields that you can use to the create and edit data that you may not find available in a view. These tabs include the General, Resources, Dependencies, Advanced, and Notes.
The availability and display of tabs in this dialog box depends on the type of task you have selected in the view:
You can also update a task by right-clicking it in a spreadsheet view to access the shortcut menu which displays a list of task-related commands.
You can edit subproject task properties if you have Read/Write access or are saving a master project as an Open Workbench project (.rmp) file. You can also select multiple tasks and use one dialog box to edit the properties that they have in common or to define common properties. Use the Task Properties - Multiple Selections dialog box to do this.
Use the General tab on the Task Properties dialog box to define the basic attributes of a task, such as the task name, ID, and type, and to identify the task as a key task on the project. You can also use this tab to apply properties to more than one task.
The following task schedules are displayed on this tab:
To define task general properties
The General tab on the Task Properties dialog box opens.
Defines the name of the task.
Defines the name of the group or class to which this task belongs.
Defines the unique identification code for this task.
Defines the task type.
Values: Milestone, Task, Phase, or Activity
Default: Task
Specifies whether the task is essential to the project and is a key task.
If this task is fixed, defines the length of time, in number of business days, that this task takes to complete.
Values: 1 through 20,863.
Specifies whether the task duration is fixed or variable.
Default: Cleared (Variable)
Defines the task priority or priority inheritance if the task does not inherit the priority from parent or any higher WBS level.
Default: 10 if the parent task priority (or any higher WBS level) has not been set.
Values: 0 through 36. The lower the number, the higher the priority.
Example: If the task has a priority of 0 through 9, it is given the highest priority during scheduling. If the task has a priority of 11 through 36, it is given the lowest priority during scheduling.
Specifies whether you want this task to assume the priority of its parent task, or the next highest WBS level. When selected, the Priority field is not available.
Default: Selected
Defines the task start date for the current schedule.
Default: Today's date or the next business date after today's date
Defines the task finish date for the current schedule.
Note: If you do not enter a finish date, Open Workbench calculates the date based on the tasks duration and start date.
Defines the task completion status.
Values: Not Started, Started, or Completed
Default: Started
Defines the progress of the task as a percentage. Regardless of the setting for the percent complete calculation method (on the Description tab of the Project Properties dialog box), you can always edit the percent complete value for milestone tasks. This value can also be used in earned value calculations.
Values: 0 through 100.
Use the General tab on the Task Properties dialog box to mark tasks as key tasks. When you mark a task as a key task, the task is listed on the Key Tasks tab on the Project Properties dialog box. You can always revert tasks to standard tasks.
To define a task as a key task
The General tab on the Task Properties dialog box opens.
The task is marked as a key task and the Task Properties dialog box closes.
Use the General tab on the Task Properties dialog box to enter or edit the task's duration. When you add tasks to a project, the task's default start date is today's date, or the next working date after today's date if today is a holiday or non-work day.
The maximum duration you can define can extend from present day to June 3, 2079.The duration for variable-duration tasks is automatically calculated. For fixed-duration tasks, Open Workbench automatically calculates the task's finish date. If the task is fixed and you change the finish date, the duration is automatically calculated.
During autoschedule, the duration is not changed for fixed-duration tasks, except when you enter an autoschedule start date that is greater then the task finish date. In this case, ETC is moved for resources and roles to start from the autoschedule start date and spread to the task finish date, depending on the loading pattern. If the autoschedule start date is greater than the task finish date, then the finish date is moved to the Autoschedule start date, and all ETC is placed on that date.
To define a task's duration
The General tab on the Task Properties dialog box opens.
Defines the number of business days for this task if this task's duration is fixed.
Values: 1 through 20,863.
Specifies whether the task's duration is fixed.
The Task Properties dialog box closes.
Duration is the length of time, in business days, a task requires from conception to completion, including the start and finish dates. There are several ways you can change task duration. You can edit it directly on the desired position on the timescale in a spreadsheet view, such as the Gantt view, by using your mouse to click and drag the left or right side of the Gantt bar to the desired position on the timescale. You can also use the General tab on the Task Properties dialog box to edit task duration.
Note: For fixed-duration tasks, Open Workbench automatically calculates the task’s finish date. If the task is fixed and you change the finish date, the duration is automatically calculated.
The Task Priority controls the order in which tasks are scheduled during autoschedule, subject to dependencies and task and resources constraints. Autoschedule, therefore, schedules tasks with higher priority ahead of tasks with lower priority. Use the General tab on the Task Properties dialog box to define a task's priority. The priority value you enter in the Priority field is used when scheduling task.
If you do not define the task's priority but instead select the Inherited (Priority) check box on this tab, the priority is inherited from its parent task or the next highest WBS level. By default, this check box is selected.
To define a task's priority
The General tab on the Task Properties dialog box opens.
Default: 10
Values: 0 through 36. The lower the number, the higher the priority.
The Task Properties dialog box closes.
You can update the status of a task by setting the values in the Status and % Complete fields in the task properties. Depending on the setting for the percent complete calculation method (on the Description tab of the Project Properties dialog box), you can edit or automatically populate the % Complete field.
You can also define the task status by editing the task in a view that has the following data elements on its layout: Status, Start, Finish, and Percent (%) Complete.
When updating the task status, the following rules apply:
Use the Resources tab on the Task Properties dialog box to define the assigned resource's actual usage, ETC, and maximum percentage on tasks. To view this tab, in a view that displays the task detail pane, right-click the task and select Assignments from the shortcut menu.
If you previously recorded a resource's periodic actual usage, you cannot change the total actual usage directly in a view. Use the Resources tab on the Task Properties dialog box to enter a resource's actual usage on a task.
To record a resource's total actual usage
The Resources tab on the Task Properties dialog box opens.
Defines the cumulative actual usage.
Defines the last date through which actuals have been captured on the task for the resource.
The resource detail section of the view is updated to reflect the resource's actual usage on the task.
Use the Resources tab on the Task Properties dialog box to enter a resource's ETC on a task. You can also define a resource's ETC on a task from the Schedule spreadsheet view. Enter hour or day ETC values depending on the Default Unit setting you defined on the Defaults tab on the Options dialog box. If a task has an ETC value that exceeds zero, you cannot set the task's status to "Completed".
Note: If the resource's loading pattern is set to fixed you can only enter ETC in a tabulated view.
You can also remove a resource's ETC on a task using this tab. If you are using Open Workbench with CA Clarity PPM and you need to remove ETC that you have posted to a task that has not started, you must do this in CA Clarity PPM by adjusting your posted timesheet.
If you are using Open Workbench with CA Clarity PPM, you must define a billing rate for cost-based resources in CA Clarity PPM. If the resource does not have a defined billing rate, in CA Clarity PPM, add an entry to the resource's rate matrix and run the Rate Matrix Extraction job.
Note: For more information, see the Administration Guide.
To define a resource's ETC on a task
The Resources tab on the Task Properties dialog box opens.
The Task Properties dialog box closes.
To define a resource’s ETC on a task from a view
The project schedule is displayed in a spreadsheet view.
The resource's ETC on a task is changed.
Use the Resources tab on the Task Properties dialog box to enter a resource's maximum percentage on a task.
To define a resource's maximum percentage on a task
The Resources tab on the Task Properties dialog box opens.
Note: If necessary, use the scroll bar to view this field.
The Task Properties dialog box closes.
Use the Resources tab on the Task Properties dialog box to release resources from task assignments. When you release a resource from a task assignment, the resource is still available for assignment to other tasks in the project.
To release a resource from a task assignment
The Task Properties dialog box opens.
A list of the task's resource assignments displays.
The resource name is removed from the Assigned Resource grid.
When you have resources of the same type assigned to work in your project, you can transfer those tasks from one resource to another on the project. You can choose to transfer all assigned work or specific tasks to a new resource.
When you transfer assignments:
To transfer task assignments between resources
The Transfer Assignments dialog box opens.
The resource's task grid populates with a list of all the tasks assigned to that resource.
The resource's task grid populates with a list of all the tasks assigned to that resource.
The Transfer Assignments dialog box closes.
Use the Dependencies tab on the Task Properties dialog box to add or remove task dependencies. To view this tab, in a view that displays the task detail pane, right-click the task and select Dependencies from the shortcut menu.
This tab displays a hierarchical list of existing dependencies between the task you have selected and other tasks on the project. Use this tab to create, modify, or delete dependency relationships, and to review the task's name, relationship, dependency type, and the amount of lag. You can also apply dependencies to more than one task using this tab.
The tab's Dependencies grid displays the following icons that you can use to identify the task's dependency relationships:
PredecessorThe predecessor icon indicates the task is a predecessor to the selected task.
SuccessorThe successor icon indicates the task is a successor to the selected task.
A dependency provides you with a means of ordering the relationship, timing, and logical sequence between a task within the same project (internal dependency) or between a task in your project and a task that is external to the project (external dependency). When you create an external dependency, you add the subproject task to your master project. Creating dependencies does not automatically adjust your project plan; you must autoschedule your project.
A dependency links one task to another where the start or finish date of the second task (the successor) is constrained by the start or finish date of the first task (the predecessor). Define dependency relationships to ensure that you can evaluate the cascading impact of changes to tasks when autoscheduling. If a task is isolated and is not needed by or is not dependent on another task, it can be independent.
You can create the following types of dependencies to establish the relationship between the start and finish dates of dependent tasks:
The dependency type that is used when creating dependency links is the default dependency type you defined on the Defaults tab on the Options dialog box. Open Workbench's default dependency type is Finish-Start. Once you create the dependency, you can edit the dependency type.
You can define the lag between tasks as positive or negative. Lag is the predetermined amount of time between the start and/or finish time of two tasks in a project plan. Negative Lag is the amount of time or percentage of task duration in which two tasks can be simultaneously in process in a project plan. You define lag or negative lag on the Dependencies tab of the Task Properties dialog box.
Example - Positive Lag
You have two tasks in your project, Task A and Task B, and you want Task B to start three days after Task A finishes. Define the dependency type as Finish-Start type and enter 3.00 as the lag.
Example - Negative Lag
You have two tasks in your project, Task A and Task B, and you want Task A to start two days before Task B ends. Define the dependency type as Finish-Start and enter -2.00 as the lag.
An internal dependency is a dependency relationships you create between two or more tasks in the same project.
There are many ways to create and edit dependency relationships between tasks. You can create dependencies between tasks in the same project using the Dependencies tab on the Task Properties dialog box, on Gantt charts, in spreadsheet views, and from a CPM network view to create internal task dependencies.
Note: To create predecessor or successor dependency relationships in a spreadsheet view, you must do this in a view that displays the task detail pane.
To create an internal task dependency
The Dependencies tab on the Task Properties dialog box opens.
A hierarchical list of tasks display in the WBS on the grid.
The selected task is added as a dependency.
The Task Properties page closes.
You can create multiple dependencies between project tasks. You can add multiple predecessors for successors for a task or milestone or you can create a chain of dependencies.
As an alternative to individually creating dependency relationships, you can select multiple tasks simultaneously and create a chain of predecessor-to-successor relationships. You can do this in any spreadsheet view that displays the task detail pane.
Note: You must have two or more tasks in a view to create a dependency chain.
To create a dependency chain
The predecessor task is selected.
The successor tasks are selected.
The chain is created.
To create multiple predecessors for a task or milestone
The selected tasks are added as predecessors to the successor task.
The Dependencies tab on the Task Properties dialog box opens. The predecessor tasks are listed in the Dependencies grid.
To create multiple successors for a task or milestone
The selected tasks are added as successors to the predecessor task.
The Dependencies tab on the Task Properties dialog box opens. The successor tasks are listed in the Dependencies grid.
The Dependencies tab on the Task Properties dialog box displays dependency relationships for the selected task, including internal and external dependencies. You can use this tab to edit the dependency relationship and to add new dependency relationships.
Note: If you specify percent as the lag type and Finish-Finish as the constraint type, you are specifying a percentage of the successor's duration. If you specify percent for any other constraint type, you are specifying a percentage of the predecessor's duration.
Overlap Tasks
If you want two tasks to be scheduled on the same day because the resource has remaining availability on that day, enter -1.00 as the lag to overlap the tasks.
Zero Lag
To schedule two dependent tasks, this first on one day and the next on the following day, enter zero as the lag amount.
To modify an internal task dependency
The Dependencies tab on the Task Properties dialog box opens.
Specifies the task's dependency relationship.
Default: Successor
Options: Successor or Predecessor
Specifies the constraint type to be placed on the task's start or finish date.
Default: Finish-Start
Options: Start-Start, Start-Finish, Finish-Start, or Finish-Finish
Defines the number that represents the days or percent to indicate the amount or time between, or overlapping, the task start or finish dates.
Note: The constraint type used is the type you specify.
Specifies the lag type.
Default: Daily
Options: Daily or Percent
The internal task dependency is modified.
When you remove an internal dependency relationship, you do not delete any tasks from the project. Instead, you delete the dependency link between the tasks. After removing the dependency, you can change the project's scheduling and run Autoschedule.
Use the Dependencies tab on the Task Properties dialog box to delete internal task dependencies.
To delete an internal task dependency
The Dependencies tab on the Task Properties dialog box opens.
The task is removed from the Project Tasks list.
The internal task dependency is deleted.
An external dependency is a constraint you set outside of your project, such as a task on another project, that defines when a task is completed. External dependencies are either predecessor or successor tasks on other projects.
If you are using Open Workbench with CA Clarity PPM, you can insert CA Clarity PPM project tasks as external dependencies into a project you have open in Open Workbench.
Use the External Dependencies dialog box to review or create an external dependency relationship to an external project task. When you create an external task dependency, the external task is inserted as a read-only (non-editable) task; the relationship appears in both projects. Only the external task is linked to the master project, not the entire subproject or project.
The Dependencies grid displays fields that define each external dependency. Use this grid to view external dependency details such as the external task name, whether it is a predecessor or successor task, the dependency type, the lag type, and external project name. The Project field displays the selected dependency task's project name. The Task field displays the selected dependency's task name.
To create an external dependency
The Open External Dependencies dialog box opens. A list of available projects displays.
The Open External Dependencies dialog box closes. The external dependency displays in the view.
You can view a list of external dependencies on the External Dependencies page. To view this page, select Tools, External Dependencies. The externally linked project (via the external task dependency) lists the linked task on its project plan.
You can also view externally linked dependencies in your project WBS list. Dependencies appear below the linked task with a Linked Task icon on the task's the header button to indicate it is an external task. The Linked Task icon appears as follows:
Linked TaskThe linked task icon indicates that the task is an externally linked task.
When you save a project, a copy of the external dependency data is also automatically added to the file. When you make changes to a task which impacts an external dependency, it is not updated in the project on which the task is dependent.
You can edit dependency relationships for external dependencies using the Dependencies tab on the Task Properties dialog box or using the External Dependencies dialog box. You cannot move the dates on external tasks or modify it within your project; the externally linked task's properties are read-only and do not include resource or dependency information.
Note: You can only access the Dependencies tab on the Task Properties dialog box if the externally dependent task has a predecessor relationship with the task in your project.
To edit an external dependency
The External Dependencies dialog box opens.
Specifies the task's dependency relationship.
Default: Successor
Options: Successor or Predecessor
Specifies the constraint type to be placed on the task's start or finish date.
Default: Finish-Start
Options: Start-Start, Start-Finish, Finish-Start, or Finish-Finish
Defines the number that represents the days or percent to indicate the amount or time between, or overlapping, the task start or finish dates.
Note: The constraint type used is the type you specify.
Specifies the lag type.
Default: Daily
Options: Daily or Percent
The external task dependency is modified.
Use the External Dependencies dialog box to delete external dependencies. When you delete an external dependency relationship, you do not delete the task from the project. Instead, you delete the dependency link between the tasks. After removing the dependency, you can change the project's scheduling and run Autoschedule after removing the dependency.
If you delete an external task from its originating project, which is an external dependency in a sub-project, the external dependency is removed from all of its related task records in all other projects.
To delete an external task dependency
The External Dependencies dialog box opens.
The selected external dependency is removed from the grid and project.
You can print a list of all task dependencies associated with your project. Use the CPM Network view or a spreadsheet view that displays a Gantt chart to print dependency relationships.
To print a list of task dependencies
The Print dialog box opens.
The task dependencies are printed.
You can display dependency relationships on the Dependencies grid in the Dependencies tab on the Task Properties page or from a Gantt chart view.
Before you can create dependency relationships from a Gantt chart view, you should first be able to view the relationship in the Gantt chart. When you show dependencies, the Gantt chart area of the view displays connecting arrows between tasks that have dependency relationships.
Note: To display the dependency, first add the Task Name or Task ID field name to the view definition and place the fields in a column preceding the Type, Lag, Lag Type, and Project columns.
To display dependency relationships in a Gantt chart
The Gantt dialog box appears.
The Gantt dialog box closes. The established dependency relationships display in the view.
If you work with master projects and sub-projects, you can create dependency relationships between them. The method for creating dependencies between a master project and its sub-project tasks is the same as that for creating dependencies between tasks in the same project. These relationships are reflected in the master project and the sub-project's original project.
Use the Advanced tab in the Task Properties dialog box to define a task's advanced management details, such as defining, removing, or editing task scheduling constraints. The Advanced tab provides a central location from which you can set or change task-related values. All of the task's attributes display on this tab.
This tab displays a Fields grid that contains two columns: the Field columns displays a list of all the advanced properties you can specify, and the Value column displays cells, where you can enter or select values for the field.
The field values you can enter depend on the field you have selected. You can:
Note: The fields that are available for editing are dependent on your access rights. If a field is not available for selection or editing, it is disabled (by default).
To define a task's advanced properties
The Task Properties dialog box opens.
The task's advanced properties display.
Note: The value you can enter depends on the field you have selected.
Enter a value between 0 and 99 to identify the percentage of work that has been completed for a task. When the tasks are 100% complete, Open Workbench automatically inserts 100 into this field.
Indicates the completeness of a task out of 100%.
Defines the actual cost of work performed, which is the cost of the completed portion of assignments to a task based on the actual usage.
Defines the difference between the Budgeted Cost of Work Scheduled (BCWS) and the Actual Cost of Work Performed (ACWP).
Defines the budget at completion, which is the budgeted cost of resource usage for the baseline plan.
Defines whether the baseline is set for a fixed duration
Defines the budget cost of work performed. BCWP is the cost of the completed portion of a task based on baseline total usage. BCWP is also an earned value calculation.
Defines the budget cost of work scheduled, which is the cost of baseline total usage through the Project As-of date.
Defines the name of the group or class to which this task belongs.
Defines the estimate at completion, which totals the cost incurred to date and the expected costs for incomplete tasks to give a projected figure.
Defines whether the task is unplanned.
The task's advanced properties are defined and the Task Properties dialog box closes.
You can set the task scheduling constraints that impact Autoschedule using the Advanced tab on the Task Properties dialog box. Constraining tasks allows you to indicate when a task should start or finish during autoscheduling. Scheduling constraints can override priority during Autoschedule but cannot override tasks that are locked for scheduling.
When defining task scheduling constraints, the Start constraint date indicates that the task starts at the beginning of the work day, and the Finish constraint date indicates that the task finishes at the end of the work day. Keep the following in mind when constraining tasks:
Note: If a row in a column is gray, you cannot enter a value.
To define a task's scheduling constraints
The General tab on the Task Properties dialog box opens.
A list of task-related values displays.
Defines the exact date on which the task must start. This date is always respected unless the task is locked to other dates or it causes a resource overload.
Note: This constraint overrides the Start No Earlier Than and the Start No Later Than constraint dates.
Defines the date after which the task must start.
Defines the date before which the task must start.
Defines the exact date on which the task must finish. This date is always respected unless the task is locked to other dates or it causes a resource overload.
Note: This constraint overrides the Finish No Earlier Than and the Finish No Later Than constraint dates.
Defines the date on or after which the task must finish.
Defines the date on or before which the task must finish.
The Task Properties dialog box closes. The task scheduling constraint is added.
You may want to lock certain tasks or milestones in place to prevent scheduling functions, such as Recalculate or Autoschedule, from moving the task. Use the Advanced tab of the Task Properties dialog box to lock a task. You can still shift a locked task's start date, finish date, or both dates in views that display a Gantt chart, such as the Gantt Chart view.
When you lock a task and you autoschedule your project, Autoschedule does not move the ETC. If you have roles assigned to locked tasks, the ETC does not move and the ETC is in the past. The same is true for a resource that has not tracked current timesheets; the ETC spreads from the task's Start Date to the task's Finish Date, depending on the loading pattern.
Note: You can override this lock by autoscheduling your project.
To lock a task in place
The General Tab on the Task Properties dialog box opens.
A list of task-related values displays.
That task is locked in place. The Task Properties dialog box closes.
You can view a task's percent expended amount on the Advanced tab on the Task Properties dialog box. Unlike percent complete, percent expended is a calculated field that represents the percentage of resource usage expended on a task. Because percent expended is calculated and can be more precise than percent complete, which is a user-defined value and is limited to 2 decimal places, earned value calculations such as BCWP may produce different results depending on which percent complete value you select.
Notes let you record project-specific information for yourself or for other staff members. Use the Notes tab on the Project Properties, Task Properties, and the Resource Properties dialog boxes to record the information. You can view, add, edit, and remove notes. You can also change the notes categories, as well as see historical comments. Before adding a note, you can check it for spelling errors.
To add a note
The Notes tab displays.
Note: If you add a new notes category, you must specify a global file location to make it available for future use.
The note appears as the last item in the History grid.
The dialog box closes.
Use the Notes tab on the Project Properties, Task Properties, and Resource Properties dialog boxes to view a list of the notes that you have added to the project, task, or resource. The list of notes display in the History grid.
Use the Notes tab on the Project Properties, Task Properties, and Resource Properties dialog boxes to edit notes.
To edit a note
The Notes tab displays.
Your changes are saved.
The dialog box closes.
Use the Notes tab on the Project Properties, Task Properties, and Resource Properties dialog boxes to associate a project note to a note category. Use Categories to select and filter different groups and classes of tasks, notes, or resources in the view.
You can enter new categories to the Category drop-down or you can use the categories already listed. The categories listed are those you added as an Open Workbench general option.
To associate a note to a note category
The Notes tab displays.
Note: If you add a new notes category, you must specify a global file location to make it globally available for use.
The note appears as the last item in the History grid.
The dialog box closes.
Use the Notes tab on the Project Properties, Task Properties, and Resource Properties dialog boxes to delete a note.
To delete a note
The Notes tab displays.
The note is deleted from the History grid.
The dialog box closes.
You can select more than one task or resource to edit properties as a group. This allows you to simultaneously apply common properties or change properties for a selected group of tasks, without having to open each task and edit properties.
Use the Task Properties - Multiple Selections dialog box to edit multiple tasks. To view this dialog box, from a view that displays the task detail pane, select the tasks you want to edit, right-click and select Modify.
The properties that are displayed on the tabs on the Task Properties - Multiple Selections dialog box are those that have the same entry or setting for all of the tasks you have selected. If a field is editable but the selected tasks do not have the same entry or setting, the field displays blank. When you enter values in blank fields, the values for that field changes for all of the selected tasks. Non-editable fields are disabled. Check boxes appear disabled and selected if the selected tasks have different settings.
The tabs and fields on this dialog box are the same as those on the Task Properties dialog box, except the changes you make apply to all of the selected tasks.
The following rules are applied when editing multiple tasks:
To select multiple tasks
The tasks are selected.
The General tab on the Task Properties - Multiple Selections dialog box opens.
After you create a project task, you can change its position in a spreadsheet view that displays the task detail pane, such as the Gantt Chart view.
Note: If you move a task to an empty location that is within a sub-project or after the last line of a sub-project, the task becomes part of that sub-project.
To change the location of a task
The task is selected and is ready to be moved to its new location on the WBS.
The task is placed in its new location on the WBS.
You can manually change a task's schedule by dragging its Gantt bars to a new position. When you move Gantt bars, a pop-up window displays the new dates. The task's start and finish dates change to reflect its new position in the Gantt. Changes you make to start and finish dates automatically update the task's start and finish dates. To view this information, open the General tab on the Task Properties dialog box.
You can also shift task start and finish dates interactively on the Gantt chart in either of the following ways:
When shifting tasks, keep the following in mind:
You can delete a task from your project manually in the view, such as the Gantt Chart view. To delete the task, right-click the task and select Delete Task from the shortcut menu.
If you are using Open Workbench with CA Clarity PPM, CA Clarity PPM controls all resource data. You can edit the data in Open Workbench, but when you save the changes back to CA Clarity PPM, only the Availability, From, and To data on the General tab of the Resource Properties dialog box are saved; any other property changes, such as calendar changes, are discarded. To make other changes, edit the resource's properties in CA Clarity PPM.
Use the Resource Properties dialog box to define resources and to update resource data. This dialog box is available when you use a view with resource-specific fields or when you use a view with a resource detail pane. The dialog box contains several tabs where you create or edit properties specific to a resource.
Use the General tab on the Resource Properties dialog box to review or set basic resource or role attributes, such as the resource's tracking, billing, and availability data. When you define resource or role availability, it applies to all time periods except those explicitly specified to be different. If you assign usage to a resource which exceeds the resource's availability for a specific time period, the resource become over committed.
Note: Resource IDs are held in memory during a given Open Workbench session. For example, if you create or open a project with a resource with the ID of jdoe on project A, and create the same resource on project B, the ID for the resource on project B is jdoe-0. To avoid this, create the resource record in project A, then copy and paste it into project B.
To define a resource or role's general properties
The General tab on the Resource Properties dialog box opens.
Defines the name of the resource.
Defines the resource category. Use categories for selecting and filtering different groups and classes of resources in the view.
Defines the unique ID for the resource.
Defines the resource's billing rate applicable today. If the resource has a variable rate over time, enter the variable rate in a time scaled view.
Note: If you are using Open Workbench with CA Clarity PPM, you can enter a zero billing rate.
Default: 1.0
Defines the resource's type.
Default: Labor
Values: Labor, Equipment, Material, or Expense.
Defines the resource's default availability in hours per day.
Note: If you are using Open Workbench with CA Clarity PPM, zero (0) availability is supported.
Default: The amount defined on the calendar, typically 8.0
Limits: Equal to or greater than zero
Enter the first date the resource is available to work on projects.
Enter the last date the resource is available to work on projects.
The Resource Properties dialog box closes.
A resource’s availability can vary during a project. Any resource that has scheduled holidays (other than weekends) or vacations has variable availability. You can change the availability for a resource for any given period by editing the resource calendar.
For example, a resource is available 8 hours per day for the first 20 days of a project, but for the next 10 days, the resource has a scheduled holiday. You can change a resource’s periodic availability using the Availability field in a view, or by scheduling holidays in the resource’s calendar.
Use the Advanced tab in the Resource Properties dialog box to define a resource's advanced management details, such as defining, removing, or editing resource scheduling constraints. The Advanced tab provides a central location from which you can set or change resource-related values. All of the resource's attributes display on this tab.
This tab displays a Fields grid that contains two columns: the Field columns displays a list of all the advanced properties you can specify, and the Value column displays cells, where you can enter or select values for the field.
The field values you can enter depend on the field you have selected. You can:
Note: The fields that are available for editing are dependent on your access rights. If a field is not available for selection or editing, it is disabled (by default).
To define a resource's advanced properties
The General tab on the Resource Properties dialog box opens.
The resource's advanced properties display.
The resource's advanced properties are defined and the Resource Properties dialog box closes.
Use the Calendar tab on the Resource Properties dialog box to assign a resource's vacations, holidays, or other periods of non-availability. If you are using Open Workbench with CA Clarity PPM, use this calendar only to perform what-if scenarios.
Note: Set all days as either work days or holidays.
To define a resource's calendar data
The General tab on the Resource Properties dialog box opens.
The resource's calendar data display.
The resource calendar inherits this calendar's working days, holidays, and shift settings.
Options: USA, United States, or United Kingdom
Default: USA
The selected day is highlighted.
All days for the selected day of the week are highlighted.
The resource is available according to its availability setting.
The resource is unavailable to work on the selected dates.
The Resource Properties dialog box closes.
Notes let you record project-specific information for yourself or for other staff members. Use the Notes tab on the Project Properties, Task Properties, and the Resource Properties dialog boxes to record the information. You can view, add, edit, and remove notes. You can also change the notes categories, as well as see historical comments. Before adding a note, you can check it for spelling errors.
To add a note
The Notes tab displays.
Note: If you add a new notes category, you must specify a global file location to make it available for future use.
The note appears as the last item in the History grid.
The dialog box closes.
Use the Notes tab on the Project Properties, Task Properties, and Resource Properties dialog boxes to view a list of the notes that you have added to the project, task, or resource. The list of notes display in the History grid.
Use the Notes tab on the Project Properties, Task Properties, and Resource Properties dialog boxes to edit notes.
To edit a note
The Notes tab displays.
Your changes are saved.
The dialog box closes.
Use the Notes tab on the Project Properties, Task Properties, and Resource Properties dialog boxes to associate a project note to a note category. Use Categories to select and filter different groups and classes of tasks, notes, or resources in the view.
You can enter new categories to the Category drop-down or you can use the categories already listed. The categories listed are those you added as an Open Workbench general option.
To associate a note to a note category
The Notes tab displays.
Note: If you add a new notes category, you must specify a global file location to make it globally available for use.
The note appears as the last item in the History grid.
The dialog box closes.
Use the Notes tab on the Project Properties, Task Properties, and Resource Properties dialog boxes to delete a note.
To delete a note
The Notes tab displays.
The note is deleted from the History grid.
The dialog box closes.
A pending estimate is the pending state of ETC until a resource's project manager accepts or rejects the new value. You can edit the ETC, though you should only change it if you complete the assignment ahead of schedule or if you need more hours. Resources enter pending ETC on their CA Clarity PPM timesheet to reflect their completion of the task or to indicate the remaining ETC, and sends this information to the project manager by posting the timesheet. The project manager can accept or reject ETC using Open Workbench or using CA Clarity PPM.
Use the following process to enter pending estimates:
Note: See the Common Features and Personal Options User Guide for more information.
Note: For more information, see the Project Management User Guide.
To view pending estimates in a spreadsheet view, such as the Gantt Chart view, you must first create a new view that includes the fields that display pending estimate data.
Add the following fields to the task detail pane:
Use the Pending Estimates dialog box to accept the pending estimates for the entire project, for the tasks displayed in a view, or for selected tasks. When you accept pending estimates, Open Workbench adds the pending estimates and the pending actuals amounts and saves this value as the resource's pending ETC in the pending estimate. Open Workbench also flags the pending estimate to change in the resource's CA Clarity PPM timesheet.
Note: The Pending Estimates command is disabled if you are viewing a read-only copy of a project or if the project does not include pending estimates. Pending estimates are not updated if you have not saved changes to the current pending estimates.
To accept pending estimates
The Pending Estimates dialog box opens.
The Pending Estimates dialog box closes.
Use the Pending Estimates dialog box to reject the pending estimates for the entire project, for the tasks displayed in a view, or for selected tasks. When you reject pending estimates, Open Workbench removes the pending estimates and the pending actuals amounts. The resource's pending ETC remain the same.
To reject pending estimates
Note: This selection is disabled if you are viewing a read-only copy of a project or if there are no pending estimates. Pending estimates are not updated if you have not saved changes to the current pending estimates.
The Pending Estimates dialog box opens.
The pending estimate is rejected.
The Pending Estimates dialog box closes.
Use the following procedure to remove actuals for a specific resource assigned to a task. You can also use this procedure if you are using Open Workbench with CA Clarity PPM and the resource's track mode—the method of time capture—is set to none in CA Clarity PPM.
Note: For more information, see the Resource Management User Guide.
You can remove actuals or you can convert any actual usage that has been recorded after the date back to ETC usage.
To remove a resource's actuals by converting them to ETC
The Resources tab on the Task Properties dialog box opens.
The Task Properties dialog box closes.
You can select more than one resource to edit properties as a group. Use the Multiple Selections dialog box to edit multiple resources. To view this dialog box, select the resources you want to edit from the resource detail pane, right-click and select Modify.
The following rules are applied when editing multiple resources:
If you are using Open Workbench with CA Clarity PPM, it is possible for other users to update information in CA Clarity PPM that affects the project you have open and locked in Open Workbench. To verify that you have the latest information, you can refresh certain types of information from your project open in Open Workbench with any updates made in CA Clarity PPM. You can refresh:
Project-specific information. To update all project data, you must have your project open in CA Clarity PPM in read/write mode. The options in the Options for [Project] section of the Update dialog box are unavailable if you open the project from CA Clarity PPM. Use the Update dialog box to determine what data you want to pull from CA Clarity PPM into your project in Open Workbench.
To refresh project information
The Update dialog box appears.
Specifies whether to refresh your project's current calendar with any changes made to the calendar in the CA Clarity PPM project.
Note: Calendars are not specific to a resource.
Specifies whether to update your project's options, such as roles, and customized data mapping, with any changes made to the system options in CA Clarity PPM.
Important! Selecting this option can change your working copy's default options.
Note: You must have the project open in read/write mode to select or clear check boxes in this section.
Specifies whether to include only the task notes created since the project was opened or last refreshed in the update.
Example: Another user added a note to an unplanned task on their CA Clarity PPM timesheet while the project was locked in Open Workbench.
Refreshes all attributes for resources assigned to the project. Updates the project with revisions to resource data, such as updates to resource calendars. Assignment revisions, such as a change in the assignment estimate to complete (ETC), are not updated.
Specifies whether to include changes to Actual Usage, Actual Thru, Pending Actuals, and Pending Estimates for assignments of the project in the update.
Specifies whether to include new tasks and assignments that have been created since the project was opened or last refreshed in the update.
Specifies whether to include changes to existing team members and bring in new team members that were added while you had the project locked in Open Workbench.
Example: Another user added a new team member or updated an existing team member allocation, start date, or finish date while the project was locked in Open Workbench.
The Update dialog box closes and the information you selected is refreshed in your local copy of the project.
You can assign multiple roles to a resource in a single project. Roles are generic resources that represent the job responsibilities of the resources assigned to a project. A role defines the work function while a resource identifies the individual who performs that role. Examples of roles include project manager, programmer, and business analyst. The following types of resource roles are available:
To view or edit the roles assigned to resources, you must edit the view in Open Workbench and add the Assignment Role field to the task detail pane. You can optionally add the Primary Role and Project Role fields to the resource detail pane.
Use the Advanced tab on the Resource Properties dialog box to edit the resource's role. You can also edit resource roles from the resource details pane if you have added the Primary Role and Project Role fields to the pane.
To edit a resource's role at the project level
The General tab on the Resource Properties dialog box opens.
The resource's advanced properties display.
Note: If you are using Open Workbench with CA Clarity PPM, the project roles that are listed are all the resource roles defined in CA CLARITY PPMCA Clarity PPMe from the drop-down, and click OK.
The selected resource role is applied to the resource. The Resource Properties dialog box closes.
Important! Before you can edit resource roles from the task detail pane, make sure you have added the Assignment Role field to the pane.
To edit a resource's role at the assignment level, from a view that displays the task detail pane, in the resource row for which you want to change the role, select the role from the Assignment Role drop-down.
Note: All CA Clarity PPM roles display in the list.
If you are using Open Workbench with CA Clarity PPM, cost rate and currency data is retrieved from the CA Clarity PPM rate matrix.
Cost rates (also known as billing rates) determine the cost associated with a resource assigned to a task in a project. The cost rates shown in Open Workbench are retrieved from the Actual Cost field in the CA Clarity PPM rate matrix when you open the project. These costs are generally shown over time by task and at the project level.
Open Workbench supports time-varying and project-specific cost rates. The changes you make from Open Workbench to the cost rates are for what-if purposes only and cannot be saved to CA Clarity PPM.
Note: You cannot enter a zero (0) billing rate in Open Workbench. If you encounter a zero billing rate for a resource on your project, make sure that you have defined a row for the resource on the CA Clarity PPM Rate Matrix and run the Rate Matrix Extraction job.
Currencies
Monetary values in Open Workbench are displayed in the home currency you set in the project. Monetary values of a project include actual, estimated, and baseline amounts for expense resource assignments, project budgets, custom field values, and resource cost rates. No conversion is required for expense resource assignments, project budgets, or custom fields values. Open Workbench converts resource rates since the home currency of the resource may not be the same as the home currency of the project.
Open Workbench uses a single, session-wide currency. If the Actual Cost field in the CA Clarity PPM Rate Matrix contains multiple currencies, they are converted to the currency specified in the project. If you have specified a global file location, the session currency is used when Open Workbench is started. If you have not specified a global file location, Open Workbench uses the 3-character ISO code of the home currency set in the project.
If you have not set the conversion between the resource's rate and the project's home currency in CA Clarity PPM, the conversion may fail. A message appears letting you know that the system was unable to convert the resource's cost rate to the source currency of the target currency. When different currencies are loaded in Open Workbench, a message appears if the project loaded does not use the system currency. You can set Open Workbench to show messages when loading projects with different currencies.
Note: Contact your administrator or see the CA Clarity PPM Administration Guide for more information.
If you are using Open Workbench with CA Clarity PPM, cost and rate matrices are used in CA Clarity PPM to determine costs and billing or charge rates during financial processing. You can create cost and rate matrices for labor, materials, equipment, and expense resource types.
The cost/rate matrix is composed of columns that you can assign to identify the criteria used to match the billing rates and costs to transactions. You can establish default matrices at the system level, entity level, and the investment level. During financial processing matrices determine cost and rates of transactions. CA Clarity PPM looks for and applies matrices first at the investment level, then at the entity-level, and lastly at the system level. You can set default rate locations at either the entity-level or system level.
You must financially enable any resource that is involved with financial transactions. When a resource is financially enabled, that resource can be linked to CA Clarity PPM rate matrix. You must also financially enable your project in order to process financial transactions on them.
Note: For more information, see the Resource Management User Guide.
The CA Clarity PPM Rate Matrix Extraction job extracts rate matrix information and is run in CA Clarity PPM. You can run this job each time the rate matrix has changed, when the financial properties of a project have changed, or when resources have been added to an investment.
You can set this job to generate resource rates and costs for a project that includes rates for the time spanning the project's start and finish date or for a wider range that includes the time prior to the project start and after the project finish dates. The parameter is Extract Cost and Rate Information. When selected, a wider range of rates and costs are generated, and allows Open Workbench to have access to valid rates outside the project's start and finish date.
You can set this job to refresh the rate matrix with the most recent rate information and avoid inaccessibility to the rate matrix which can lead to resources having a rate of zero. The parameters are Prepare Rate Matrix Data and Update Rate Matrix Data. When selected, the Prepare Rate Matrix Data updates a copy of the rate matrix with the most recent rate information. When selected, the Update Rate Matrix Data copies the contents of the rate matrix copy to the rate matrix.
Note: For more information, see the Administration Guide.
You can view resource billing rates in a view. If you want to view this information in a view, you must first create new view and add the Billing Rate field to the view. This field displays resource billing rate data.
You can vary a resource's billing rate to more accurately show the total cost a resource has on your project. For example, you may want to show a varying billing rate if a resource gets a pay raise mid-project. You can update a resource's billing rate using:
You can save the changes you make to the resource's billing rate to an Open Workbench .rmp project file but you cannot save these changes back to CA Clarity PPM.
Example
Suppose that a resource's billing rate is based on the following rate matrices:
To vary a resource's billing rate, in a view that displays resource billing rate data, double-click the resource's Billing Rate cell and enter the new rate. To change altered billing rates back to a single rate for a resource, open the General tab on the Resource Properties dialog box and edit the rate.
Note: For more information, see the Project Management User Guide.
If you are using Open Workbench with CA Clarity PPM, you can create multiple baselines to track the progress of your projects from:
Note: The project must be unlocked to create a new baseline.
Baseline data is stored at the summary-task and project level. Cost data is stored with the baseline. If you make subsequent changes to rates, they do not retroactively modify baseline costs.
If you are using Open Workbench with CA Clarity PPM and you rebaseline the master project, only the data you enter directly in the master project is captured and not the data you enter in the subprojects.
From Open Workbench you can:
To save a baseline in CA Clarity PPM, you must have the access rights to modify baselines for the project.
Note: For more information, see the Project Management User Guide.
If you are using Open Workbench with CA Clarity PPM, you can save projects to CA Clarity PPM using CA Clarity PPM Schedule Connect. You can:
When you save a project updated in Open Workbench back to CA Clarity PPM:
Important! If you save a CA Clarity PPM project as an Open Workbench .rmp project file while the Retain Locks check box is selected and continue to edit it, and then save the project file again, a message appears letting you know that you are saving a non-working copy. If you continue, you will be unable to save the project back to CA Clarity PPM as the original copy. You can only save a copy of the project as a new project with its own unique project ID.
If you are using Open Workbench with CA Clarity PPM, you can save an existing project back to CA Clarity PPM. To do this, you must have edit rights and you must have a lock on the project.
When you save an existing project back to CA Clarity PPM:
To save an existing project back to CA Clarity PPM
The project is saved to CA Clarity PPM but remains open and locked.
The Save As dialog box appears.
If you are using Open Workbench with CA Clarity PPM, you can create a new Open Workbench .rmp project file and then save it to CA Clarity PPM if:
When you save the project to CA Clarity PPM, the following occurs automatically:
Note: If you save an Open Workbench file as a CA Clarity PPM project record, then its External ID is the default ID you entered in the Project field in CA Clarity PPM. If it matches an existing project record's External ID, you cannot save the project to CA Clarity PPM. You can save a project over an existing project if you save the project using an existing CA Clarity PPM project ID. If you save over an existing project, the new project information replaces the existing project information.
To save a new project to CA Clarity PPM
The Save As dialog box appears with a list of projects that you have rights to view or edit.
Displays the CA Clarity PPM server that Open Workbench is currently connected to when opening projects from CA Clarity PPM.
Click to see a list of available project names.
(Default view) Click to see a detailed list of available projects.
Click to open Open Workbench .rmp project files or XML files from your computer or network.
Click to save the project to CA Clarity PPM and to display available projects from CA Clarity PPM.
Displays the current folder when saving Open Workbench .rmp project files or XML files to your computer or network.
You can filter the list by using the wildcard (*).
If you enter a*, only projects starting with the letter a or A are displayed.
(For the CA Clarity PPM project detail view only)
You can sort the list by clicking column headings. Columns displayed include:
Displays the project ID when saving the project to CA Clarity PPM. If the project ID is unique in CA Clarity PPM, a new project is saved to CA Clarity PPM. If the project ID exists in CA Clarity PPM, a confirmation message appears letting you know the ID already exists. Click Yes to replace the existing project with the new project information.
Displays the file name when saving Open Workbench .rmp project files or XML files to your computer or network. Enter the Open Workbench project name or enter the XML file name (.XML).
Defines the type of file you want to save the project.
Values:
Specifies whether or not to hold the lock or unlock the project when saving it to your computer or network.
Note: This check box is displayed when you choose Open Workbench or XML from the Save Type As drop-down.
The project is saved to CA Clarity PPM.
If you are using Open Workbench with CA Clarity PPM, you can save a copy of an existing CA Clarity PPM project as a new project in CA Clarity PPM using Open Workbench. When you save a copy as a new project, all project information is copied to the new project. Both projects exist independently of each other. No file sharing occurs.
To save a copy of a project as a new project in CA Clarity PPM
The project opens in Open Workbench.
The Save As dialog box appears.
A message appears asking if you want to unlock the original copy in CA Clarity PPM and remove the working copy from your computer or network.
A copy of the project is saved. The project is locked and open in Open Workbench.
Note: For more information, see the Project Management User Guide.
If you are using Open Workbench with CA Clarity PPM and you open a project from CA Clarity PPM in Open Workbench, you can choose to open it in read-only or in read/write mode.
When you open a project in:
When the project is locked:
Note: For more information, see the Project Management User Guide.
If you are using Open Workbench with CA Clarity PPM, you can hold a lock when saving a project by saving it as a new project. You can also hold a lock by closing the project without saving it to CA Clarity PPM, and saving it locally as an Open Workbench file.
You can close the project and hold the lock using the Save As dialog box. The name of the CA Clarity PPM server that hosts the project displays in the CA Clarity PPM Host field.
To close the project and hold the lock
The Save As dialog box opens.
Defines the type of file you want to save the project.
Values:
Select Workbench Files (*.rmp).
Specifies whether or not to hold the lock or unlock the project when saving it to your computer or network.
Note: This check box is displayed when you choose Open Workbench or XML from the Save Type As drop-down.
Select this box.
The Save As dialog box closes.
The project closes without saving changes to CA Clarity PPM.
If you are using Open Workbench with CA Clarity PPM and you open a project in read/write mode from CA Clarity PPM, a lock is placed on the project. You can unlock the project so that it can be edited by others by saving the project back to CA Clarity PPM and then closing it in Open Workbench without saving the project file to your computer or network.
In general, projects are unlocked when you close them in Open Workbench, including when you exit Open Workbench with projects still open in CA Clarity PPM. If you have CA Clarity PPM administrator access rights, you can also unlock projects from CA Clarity PPM.
Note: For more information, see the Project Management User Guide.
If you are using Open Workbench with CA Clarity PPM, you can unlock and open a project directly from CA Clarity PPM. You can unlock the project locks to which you hold, and with administrator access rights, you can drop another user's lock. When the user whose lock you drop tries to save the project back to CA Clarity PPM, a message appears letting the user know the project is not locked.
Note: For more information, see the Project Management User Guide.
Some dialog boxes provide you with direct access to printing project information. When you click Print in a dialog box, the Print dialog box appears. Use this dialog box to specify printing options and to print the contents of the dialog box.
The Print Setup dialog box is a standard Windows dialog box where you can select a printer and print layout options. The printers listed in this dialog box are those installed from either Windows Setup or the Windows Control Panel.
Use the Print Setup dialog box to view the details of a selected printer. You can view:
To select printer and print layout options
The Print Setup dialog box opens.
The Windows Printer Document Properties dialog box opens.
Note: The options available vary depending on the printer you have selected.
Select the paper size, such as Letter or A4.
Select the source (such as a paper tray) in the printer.
Select to have the document oriented 8 ½ “ wide by 11” tall.
Select to have the document oriented 11” wide by 8 ½ “ tall.
The Windows Connect to Printer dialog box opens.
Your print selection is printed.
Use the Page Setup dialog box to prepare pages when you want to print views.
To prepare the view's pages for printing
The Page Setup dialog box
Indicates the number for the distance the print should appear from the left edge of the paper. The default setting is 1 inch (2.5 centimeters).
Indicates the number for the distance the print should appear from the right edge of the paper. The default setting is 1 inch (2.5 centimeters).
Indicates a number for the distance the print should appear from the top edge of the paper. The default setting is 1.5 inches (3.75 centimeters).
Indicates a number for the distance the print should appear from the bottom edge of the paper. The default setting is 1.5 inches (3.75 centimeters).
Note: The margins may not be exact. Laser printers cannot print to the edge of the paper, so a margin set to zero will start at 0.25”. This unprintable area varies depending on the printer.
Prints the rows first and then the columns when multiple pages are required to print the entire view.
Prints the columns first and then the rows when multiple pages are required to print the entire view.
Specifies whether to center the text top-to-bottom on the printed page.
Specifies whether to center the text side-to-side on the printed page.
The selected settings are saved as the default settings.
You can see how your project will print before you print it. To preview the project, open the project and select Print Preview from the Print section in the application menu at the top left corner of the window. This option is unavailable when you are printing from a dialog box.
You can do the following when the project is in print preview mode:
You can print a project to which a view is applied. Use the Print dialog box to print one or more copies of a project data from a view and to select special printer settings.
You can print from spreadsheet and CPM network views. Set print margins to at least 0.75”. When you print views with top and bottom print margins set very small (less than 0.75” in the Page Setup dialog box), view data may overwrite the headers and footers.
To print project from Views
The Print dialog box opens.
Note: The fields that display depend on the printer you have selected.
Defines the name of the printer.
Specifies whether to print to file.
Note: This option is unavailable when printing graphical views such as the Gantt Chart or CPM views.
Defines whether you want to print the entire view.
Default: Selected
Specifies whether you want to enter a range of pages to print. Define the start and end pages in the From and To boxes to print a range of pages.
Defines the number of copies you want to print.
When printing more than one copy of a document with more than one page, defines whether to print each document set in page order.
The print job is sent to the printer and the Print dialog box closes.
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