New User Experience: Manage the Project Lifecycle

Projects are sets of activities that are designed to create a unique app, product, and service. For example, you may need to manage a project to develop a mobile app, a credit card security improvement, or an online order entry system. The key elements of a project are the tasks (activities) that define project work and staff members - the people who perform the work. Time and budget constraints guide projects. The constraints estimate and determine how long each task takes, and therefore, how long the project takes and how much it costs.
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Projects are sets of activities that are designed to create a unique app, product, and service. For example, you may need to manage a project to develop a mobile app, a credit card security improvement, or an online order entry system. The key elements of a project are the tasks (activities) that define project work and staff members - the people who perform the work. Time and budget constraints guide projects. The constraints estimate and determine how long each task takes, and therefore, how long the project takes and how much it costs.
The following image illustrates the concerns of Nicole Fleming, a fictitious Project Manager, when managing the project lifecycle.
Image describing the project lifecycle
Image describing the project lifecycle
As a project manager, define and track each aspect of your project; tasks, team members, budget, actuals, and risk.
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View Active or Inactive Projects
After logging in to the
New User Experience
as project manager, you can view all active and inactive projects for which you have view access. You can filter the projects list as follows:
  • My Projects. Shows projects where you are a project manager or a team member
  • All projects. Shows all active and inactive projects.
  • Active/Inactive Projects. Shows all active projects or all inactive projects.
Use the project tiles for a quick preview of the progress on all projects:
  • General project health. The overall health of the project. For example, on track or at risk. Project status reports provide this information. Project tiles without a status report do not display the overall status badge.
  • Project timeline. The completion status of the project milestones. You can see a maximum of ten milestones from today.
  • Effort spent. The value is calculated as Labor Actuals/Total Effort. Labor Actuals is the sum of all actuals posted for labor resources. Total Effort is the total EAC for the project.
  • Budget spent. The value is calculated as Total Actual Cost/Total Budgeted Cost for the project.
  • Next milestone. Displays the next milestone date after today. If no milestone exists, the product uses the project Finish date.
  • Assigned team members and team size. If more than four team members are assigned to the project, the number of remaining members is displayed, not the total.
The following image shows the eCommerce Portal project tile:
The image shows the eCommerce Portal project tile
Update the Effort and Budget Charts for a Project
The Effort Spent and Budget Spent charts that appear on the project tiles and project headers provide the following information about a project at a given time.
  • The actual numbers of hours already posted by team members as a percentage of the total available hours.
  • The total actual cost or amount already spent as a percentage of the total budget for the project.
To keep your project and financial data synchronized with the latest posted actuals, run the jobs in the following table in the listed order in Classic
CA PPM
. The list of jobs that you run depends on the method that you are using for posting your actuals.
Method for Posting Actuals
Jobs
Notes
Timesheet Entry
  • Post Timesheets
  • Post Transactions to Financials
  • Post to WIP
  • Time Slicing
  • Investment Allocation
Run the Post Timesheets job to update the project. Next, run the Post Transactions to Financials and Post to WIP jobs to update the financials.
Transaction Entry
  • Post to WIP
  • Import Financial Actuals
  • Time Slicing
  • Investment Allocation
Create the voucher automatically to validate the entry on the user interface. Next, post the entry to WIP to update the financials and the Import job to update the project.
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  • Post Transactions to Financials
  • Post to WIP
  • Import Financial Actuals
Run the Post Transactions to Financials job to validate the transaction. Next, run the Post to WIP job and post the transaction to financials and the Import job to update the project.
WIP Adjustment
  • Import Financial Actuals
  • Time Slicing
  • Investment Allocation
Approve the WIP adjustments before running the Import Financial Actuals job.
After the adjustment to the financials is approved, run the Import job to update the project.
Create a Project from a Template
To save you time and effort, and to help with consistency, create projects from project templates. A template is a framework that helps you quickly get started with new projects. For example, you may have templates for major projects, application changes,and infrastructure deployment. The following image illustrates some sample project templates:
Image showing some sample project templates.
Templates are created in Classic
CA PPM
and are based on standard task and role assignments from a project type. Use a project template to copy the contents of the template into the new project. You can modify any of the copied information from the template in the new project. The following items are copied from the template:
  • Task hierarchy
    . A two-level hierarchy where child tasks and milestones are grouped under phases.
  • Roles
    . After adding a team member to the project that matches a role, you can remove the role.
  • Financial plans
    . Both detailed and summary financial plans are copied. The Financial Summary attributes are mapped to the Budgeted cost attributes in Classic 
    CA PPM
    . If the Budgeted cost attributes are editable in Classic 
    CA PPM
    , the Financial Summary attributes are editable in the 
    New User Experience
    .
Before you begin, review the
Project Creation
information in New User Experience: Compare With Classic CA PPM. This information helps you better understand the project-related capabilities in the
New User Experience
.
Follow these steps:
  1. Click New Project.
  2. Use the horizontal arrows to find and click the template that you want to use. You can also search for a project template.
  3. Specify a unique project name and click Create Project.
    The new project with the specified name is created.
  4. Click Details and specify the project details. The following information requires an explanation:
  • Total Actual Cost
    . The actual cost amount incurred on the project
  • Total Budget
    . The sum of the capital and operating budget amounts for the project. If a summary plan is associated with the project, you can change the Capital Budget and Operating Budget amounts.
  • Budget Remaining
    . The remaining budget amount after deducting the Total Actual Cost amount from the Total Budget amount.
  • Open for Time Entry
    . Indicates if team members can enter time on their timesheets for this project. Each team member must also be enabled for time entry. You can set this at the project level, but all tasks are open for time entry by default.
If a detailed cost plan is created for the project in Classic
CA PPM
, the Financial Summary fields are read-only. If no cost plan exists, or if only a Financial Summary exists for the project, you can edit the Financial Summary fields.
Add Project Team Members
When you first create a project, it includes certain roles for tasks that are copied from the project template. The roles are placeholders for team members who have the skills required to complete the project tasks. As you add members to the project team and assign them to tasks, you can remove the corresponding roles. For example, after adding a team member with DBA skills, you can assign the member to a task that requires that skill. Thereafter, you can remove the DBA role from the task as you now have a team member that fulfills that role. The task remains and reflects the newly assigned team members, minus the roles that you removed.
For more information about how roles work, and when you can see them in the
New User Experience
, see the Roles section in  New User Experience: Compare With Classic CA PPM.
Follow these steps:
  1. Open the project.
  2. Click Team.
  3. Click +Member and add the team member.
When adding team members to a project, you see all active team members from the resource pool. Your ability to add team members to a project is controlled by the Resource - Soft Book - All right that your
CA PPM
administrator assigns to you. If you have any difficulties adding team members to a project, contact your
CA PPM
administrator. For more information, see
Security for Project Managers
in New User Experience: Compare With Classic CA PPM.
The following image shows options for working with team members on a project.
team.jpg
Create Project Phases
The work breakdown structure (WBS) for a project includes phases at the topmost-level. A phase groups related tasks and milestones under it and displays the aggregated actuals and ETC for the tasks. The following image illustrates the Design Phase of a sample project:
The image shows the design phase of a sample project.
  • If the project start date is later than the phase start date, the project start date is updated to match the phase start date. 
  • If the project finish date is earlier than the phase finish date, the project finish date is updated to match the phase finish date. 
  • You cannot delete a phase if it has tasks or milestones under it. 
  • You can convert a phase to a task or a milestone by changing its type in the phase details. You cannot convert a phase if it has children tasks.
Follow these steps:
  1. Open the project and click Tasks.
  2. Click Add and specify a name for the phase.
    By default, the new phase is added at the top of the hierarchy. You can drag-and-drop the phase to a desired location.
  3. Click Details and enter the information for the phase. For example, select Phase for Type.
When necessary, you can delete a project phase. First delete all tasks and milestones under the phase.
Create Project Tasks
Project tasks identify the work that is required to complete a project. For example, you may have a project to build credit card security improvements for a mobile app. The tasks for this project include the initiation, planning, design, construction, deployment and quality, and closing phases.
Tasks have a start date, an end date, and a period in between when the work is performed. Project managers typically assign team members to tasks and set milestones to measure their progress. As team members make progress on their tasks, they can record their time on their timesheets.
A two-level task hierarchy is supported. If your task list includes task hierarchies with greater than two-levels, then you can only edit the leaf level (lowest-level) tasks. Also, you cannot drag-and-drop tasks in a task hierarchy with greater than two levels. The task list is flattened to support the top-most level task or phase and the leaf-level tasks underneath it.
The following characteristics apply to tasks
  • You can assign only labor resources as team members to tasks.
  • You cannot change the start date for a task with posted actuals.
  • You can convert a task to a phase or a milestone by changing its type in the task details. You cannot convert a task containing posted actuals or assignments. 
  • If a task is associated to a phase, you cannot convert the task to a phase.
  • You cannot delete a task if the task has posted actuals.
  • Marking a task as completed sets the ETC to zero (0) and the Percent Complete to 100%.
The following image shows how to delete a task:
The image shows how to delete a task:
If the task start or finish date falls on a weekend, the date in the task and the matching phase is automatically updated to the closest matching weekday.
Follow these steps:
  1. Navigate to the phase where you want to add a task.
  2. Hover over and click a task name to start inline insert mode. Press Enter to create a task row below the current task.
    To quit inline insert mode, click away from the field or press Escape.
  3. Enter a name for the task and press Enter or click Add. If desired, drag and drop the task to a new location in the phase or under a different phase.
  4. To add a task at the root level, click +Task at the top of the page.
  5. Under Team, click +Member to assign a project team member to the task.
    The newly assigned team member is added under Team and also appears next to the task in the task hierarchy. If the new team member replaces a specific project role, you can remove the role from the task.
  6. Under Details, complete the task details. The following properties require an explanation:
    • Estimate To Complete
      . Defines the total remaining work for the task in resource hours (total hours - actuals). The initial value is automatically populated based on the availability and allocation of the resources (assignees) that are involved. See....for details
      You can overwrite the default ETC value at any time. If you change the value at the task level, the associated assignments are also updated. All ETC from all tasks is aggregated at the phase level. Before you can enter an ETC for a task, create an assignment for the task.
    • Percent Complete
      . Defines an estimate that is expressed as a percent of the amount of work that has been completed on a task.
Create Project Milestones
Milestones help you track and measure the project progress. For example, in the eCommerce Portal project, you can create a planning phase and can break the phase down to include planning tasks such as
define resource plan
,
identify infrastructure requirements
, and
identify storage requirements
. You can also include a milestone task such as
planning phase gate complete
. The milestone is complete when all the tasks in the planning phase are completed. The following image shows some planning phase milestones in the eCommerce Portal project:
The image shows some planning phase milestones in the eCommerce Portal project:
The method for creating a milestone is the same as for tasks. The new milestone is reflected with a diamond in the task hierarchy. In the Details section, select Milestone for Type.
You can convert a milestone to a task or a phase by changing its type in the milestone details. If a milestone is associated to a phase, you cannot convert the milestone to a phase.
To mark a milestone as complete, change the status to Completed in the grid or in the Details.
Move Project Tasks and Milestones Between Phases
You can drag and drop tasks and milestones from one phase to another and within a phase. The ETC, total effort, and actuals on the target phase are appropriately updated. 
  • If the task that you are moving has a start date that is earlier than the target phase start date, the target phase start date is updated to match the task start date. 
  • If the task has a finish date that is later than the target phase finish date, the target phase finish date is updated to match the task finish date.
Define Project Task Assignments
As project manager or a team member, you can provide a task estimate by creating the task, updating the task status, and assigning team members to the task. Based on the Assignment Pool value, project managers can control if they can add users from the resource pool which automatically adds the users to the project team. Team members can only assign team members that are already on the project team to a task.
Consider the following information:
  • You cannot remove a team member from a task if they have posted actuals.
Follow these steps:
  1. Select the project task for which to add assignments.
  2. In the Team section, click +Member.
Make a To Do List for a Task
Create To Do items for a task to capture additional notes, risks, or issues for the task. You can also use a To Do list to further qualify the task. For example, the "Plan Database Upgrade" task can include the following To Do items:
  • Receive Management Approval
  • Schedule DBA Resource
The following characteristics apply To Do lists:
  • You can create To Do lists for tasks only.
  • The status of the To Do list items do not affect the task status.
  • There is no due date for the To Do items.
  • The same text length applies to the To Do items as the task.
  • You can create a maximum of 25 To Do items for a task.
Follow these steps:
  1. In the task hierarchy, select the task for which you want to create a To Do list and click To Do.
  2. In the Open list box, click To Do (button with plus icon) or start typing in the empty text box.
As you check off open to do items, they move to the Completed list.
 
To edit a To Do item that is already completed, uncheck the item in the Completed list to move it to the Open list.
Inactivate a Project
When a project is no longer needed, you can make it inactive. In the project details, set the Active field to false. To do this, you must have edit rights to the project.
Personalize the Banner Color for a Project
As the project manager, you can personalize your projects by changing the banner color that appears at the top of the project tiles and at the top of the project details pages. For example, to promote simplicity and consistency, you change the banner color based on the project status. All current projects are green, completed projects are blue, and projects on hold are black.
To change the banner color, go to the project details and change the color that is currently selected for Project Banner Color.