New User Experience: Personalize the Telescope Calendar and Views

Use a telescopic calendar to get complete visibility into all investments for which the active team members are allocated. Navigate through fiscal time periods and identify bottlenecks. Select a time horizon to zoom into an area of focus. For example, view how the team is allocated for the next three months, the next three quarters, or the next two years. Review the near term allocations for the team in smaller time increments (week or month) combined with larger time increments (quarter and year). The near term and long-term pool allocation perspective lets you determine over or under allocated team members for a given investment.
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Use a telescopic calendar to get complete visibility into all investments for which the active team members are allocated. Navigate through fiscal time periods and identify bottlenecks. Select a time horizon to zoom into an area of focus. For example, view how the team is allocated for the next three months, the next three quarters, or the next two years. Review the near term allocations for the team in smaller time increments (week or month) combined with larger time increments (quarter and year). The near term and long-term pool allocation perspective lets you determine over or under allocated team members for a given investment.
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Telescope Calendar Constituents
The telescope calendar constitutes the following:
  • Telescope Window:
    The total set of fiscal periods that appear in the telescope calendar. The telescope window is based on the Start Period and the Time Period Span (number and types of fiscal periods) that you select in the Resource Management settings. By default, the calendar displays 24 monthly fiscal periods.
  • Telescope Focus:
     The fiscal periods in the telescope window that the resource manager (Derrick) has selected by highlighting the periods. Select a subset of fiscal periods in the telescope window to filter the periods that appear in the resource management views.
The following image shows a sample telescope window that covers four different time period types. The calendar covers the first weekly start period through the last annual period. The telescope focus, indicated by the highlighted periods in the calendar, covers only February through September of 2017:
 
The image shows a telescope window that covers four time period types from the first weekly start period to the last annual period.
Telescope Calendar Setup
To use the telescope calendar with the resource management views, contact your financial administrator. Verify the configuration of the following items in classic PPM:
An error message appears for the following conditions when you try to access the telescope calendar:
  • A default entity is not defined.
  • A default entity is defined but there is not at least one fiscal period that covers the current start date.
  • Gaps exist in the fiscal period types.
  • The resource manager does not have booking access rights for the resources.
Video: Setting Up Resource Allocation Periods
In the following video, you learn how to set up a default entity with fiscal periods for your organization in Classic
CA PPM
. Based on what active fiscal time periods are set up in your default entity, the following information is available to you:
  • Resource time periods that you can select from in the telescope calendar
  • Allocation data that displays in the resource management views
To play the video in full screen, click the YouTube logo in the right of Settings at the bottom of the video.

Configure the Telescope Calendar
When you first access the calendar, the focus is on the first 12 monthly periods out of the total 24 periods. As a resource manager, you can change the default settings to view your resource data differently. For example, you can change the telescope window start period. Or, you can change the time period spans to display 24 months and 2 years for a total of 26 periods.
The changes persist as the saved configuration until you change them or reset them to the default configuration. The next time that you open the telescope calendar, you see your configurations for the start period and the number and type of fiscal periods.
Follow these steps:
  1. Click the drop-down list next to your avatar and login info, and select Settings.
  2. Configure the following settings and then click Close:
  • Start Period
    Defines the first fiscal time period available to the telescope calendar and the resource management views. As a default, the start period is set to the current period. The telescope window is based on the start period and spans across the number and types of the selected fiscal periods. Selecting a subset of fiscal periods in the telescope window acts like a filter and reduces the number of periods that are displayed on the resource management views. Select a new date so that the start period that covers this date appears in the telescope calendar. When the start period changes, the number of selected (focus) periods are retained and start from the newly selected start period.
    For example
    ,
    the current Start Period is Nov 2016 and the selected (focus) periods are 6 months (Apr 2017 through Sep 2017). Derrick changes the Start Period to Jan 2016. The telescope calendar new start period is now Jan 2016 and the 6 selected (focus) periods are retained and cover Jan 2016 through Jun 2016.
    You can also change the telescope calendar start period from the Resources page. Click the start period date that appears to the left of the telescope calendar icon at the top of the page. By default, the start period displays as Current Time Period. You can the change the default value by selecting a different date. You can also pick a rolling date as the start period date.
  • Time Period Span
    Defines the time period spans available to the telescope calendar and the resource management views. You can select up to four different time spans with a combination of period types (weekly, monthly, quarterly, annual) for a total of 60 periods to display in the telescope window. Corresponding fiscal time periods must exist in the default entity defined in Classic
    CA PPM
    . For example, if you have not defined weekly fiscal time periods for your entity, Weekly is unavailable as a period type option.
    Based on the time spans, the telescope calendar provides resource allocation visibility for varied lengths of time. After you select a period type for the first span, the options for the remaining spans vary. For example, if you select Monthly for the first time period span, the remaining options become Quarterly and Annually for the other two spans. The following example shows a time period span structure with four spans for which corresponding fiscal time periods exist in the default entity:
    • Span 1: weeks (8)
    • Span 2: months (12)
    • Span 3: quarters (4)
    • Span 4: years (2)
  • Unit of Measure
    Defines the unit for measuring resource capacity and allocation (hours or FTE) displayed on the resource management views. Select how many decimal units you want to display in the views view (none, 1 or 2).
  • Currency
    Defines the currency used for forecasting hourly rates displayed on the resource management views. You cannot change the default currency.
  • Allocation Threshold
    Defines the under and over allocation thresholds. The thresholds only apply to the Resources to Investments view.
    • Under 100%
      Defines the under-allocation threshold as a percentage below the total capacity for the telescope calendar. For example, if you enter 40, it means that resources are considered under-allocated when they are at least 40 percent below their full allocation capacity. Full allocation capacity is assumed as 100 percent.       
    • Over 100%
      Defines the over-allocation threshold as a percentage above the total capacity for the telescope calendar. For example, if you enter 20, it means that resources are considered over-allocated when they are at least 20 percent above their full allocation capacity. Full allocation capacity is assumed as 100 percent.
    • Heat Map
      Represents the over and under allocation data within the fiscal period date range. The calendar shows red for periods where the team is over allocated and green for periods where the team is under allocated. The heat map gradients are based on a gradient scale.The gradients appear in increments of 20 percent. The heat map shows green gradients light to dark, the more the amount is under the threshold. The heat map shows red gradients light to dark, the more the amount is over the threshold. For example, any allocation value over 200 percent gets the (last) darkest color. You cannot change the heat map scale for the red or green color gradients.
Configure the Resource Management Views
When you first access the resource management views, the fiscal time periods display the current allocations for your team members (My Team) for all active investments. Using the telescope calendar, you can navigate forward or backward in the time periods to select a different focus area. The time periods on the resource management views refresh to match the time periods selected in the telescope calendar (also known as the telescope focus). The changes persist across all resource managements views and sessions until you change the focus again.
For example, the Resources to Investments view currently displays 13 monthly time periods spanning December 2017 until December 2018. You open the telescope calendar and select only the last six monthly periods in 2018. Back on the Resources to Investments view, the focus on the grid changes accordingly to display only the last six months in 2018.
We recommend that you not select mixed time periods for heavy editing. For example, say you have selected monthly, quarterly, and yearly fiscal periods where the year includes the quarters and months. In this case, if you remove the allocation values for the year, the values from the quarterly and monthly periods also get wiped out.
The following image shows how to select a focus area in the telescope calendar. Only five months are selected to review and balance the workload for the over allocated resources only in the view. Before selecting a focus area, try filtering the default view so you can see the under and over allocation heat maps. In the following example, the default view is filtered by resource manager, Derrick Joseph.
The image shows how to select a focus area in the telescope calendar.
 
Follows these steps:
  1. Click the
    Telescope
    calendar icon at the top of the
    Resources
    page.  
  2. In the telescope calendar, click the first time period in the range that you want to select. 
  3. Drag your mouse over the remaining time periods in the range.
  4. Click
    Telescope
     again to close the telescope calendar.
    Back in the resource management views, the allocation time periods are updated to match your selected focus range.
  5. To change the telescope calendar start period, complete the following steps:
    1. Click the date that appears before the grid icon. By default, the start period appears as
      Current Time Period
      .
    2. From the calendar widget, select a new start period date.
      The starting period for the allocations changes on the calendar and on the resource management views.
Modify a Focus Range
Press the
Ctrl
key to modify a focus range in the calendar:
  • You can add more contiguous time periods in the focus range. For example, add the first six months of 2018 to the existing focus range: 1/2017 - 12/2017.
  • You can remove time periods from the focus range. For example, unselect 1/2017 - 3/2017 from the existing focus range: 1/2017 - 12/2017.
If you select a non-contiguous time period, the gaps between the selected and non-contiguous time periods are auto-selected. For example, focus range is 1/2016 - 12/2016 and the user control-selects time period 3/2017. Time periods 1/2017 and 2/2017 are auto-elected making the whole focus range contiguous.
Once you change the telescope focus, the views refresh to display the following investments types:
  • Investments with start and finish dates that fall within the focus range
  • Investments with start and finish dates that straddle the focus range.