New User Experience: Manage the Project Lifecycle

Projects are sets of coordinated activities that are managed to deliver a product, service, or other Return on Investment (ROI). Examples include a development project for 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 the project work and the staff members who perform the work. Scope, time, and budget constraints guide projects toward completion. The constraints influence estimates that attempt to determine task duration, project duration, total cost, and other metrics.
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Projects are sets of coordinated activities that are managed to deliver a product, service, or other Return on Investment (ROI). Examples include a development project for 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 the project work and the staff members who perform the work. Scope, time, and budget constraints guide projects toward completion. The constraints influence estimates that attempt to determine task duration, project duration, total cost, and other metrics.
The following image illustrates a typical project lifecycle:
Image describing the project lifecycle
Image describing the project lifecycle
As a project manager, define and track your project tasks, team members, documents, links, status, budget, actuals, and other details.
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View Project Progress
 The project tiles on the Projects page provide a quick visual summary of the status of each project:
  • General Project Health
    : The overall health of the project (
    On Track
    ,
    Needs Help
    , or
    At Risk
    ). Project status reports provide more details. Project tiles display the overall health after you create the first status report.
  • Project Timeline
    : The project start and finish dates and completion status of the milestones if any. You can see a maximum of ten milestones from today.
  • Visuals
    : The blueprint that is associated with the project determines which visuals appear on the project tile. Examples include the next milestone date or ring charts showing effort spent or budget remaining.
  • Project Module Icons
    : The blueprint that is associated with the project determines which module icons appear on the project tile. Examples include tasks, conversations, or links.
: If you have the
Cost Plan - View
access right, the icon for the Financials module appears. To open the Financials tab for the project, click the Financials icon on the project tile.
Filter the Project Tiles
To search for projects, you can apply the following filters:
  • Project Manager
    : Filter projects by their assigned project manager. 
  • Active Status
    : Filter projects by their 
    Active
     or 
    Inactive
     status.
  • The filters support multiple selections.
  • Your access rights determine which project tiles appear.
  • You can also enter a full or partial project name or ID in the search box.
  • To clear your filter selections, click CLEAR ALL.
  • Your filter selections remain in effect even after you log out, navigate to another page, or your session times out.
For example, the following image shows matching project tiles for the following filter criteria:
  • Active Status is set to
    Active
    projects
  • Project Manager is set to 
    Henry Reed
    or
    Nicole Fleming
  • Project name contains the string 
    Re
    , which finds matching projects with 
    Re
    lease
    ,
    Re
    mediation
    , and
    C
    re
    dit
    in their names
The image shows sample project filters and matching project tiles
Update the Effort and Budget Visuals for a Project
The Effort Spent and Budget Spent visuals that appear on the default project tiles 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
Clarity 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.
XOG
  • 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:
The image shows sample project templates
Templates are created in Classic
Clarity 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. 
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.
View Project Details
If a color or icon display mapping and description is set up for an attribute in Classic
Clarity PPM
, a stoplight color (diamond icon) and a tool tip displays for the attribute in the project details. If a field is empty, the default color displays for the stoplight and no tool tip appears. The following attribute types can display color in the
New User Experience
if display mapping is set up for them in Classic
Clarity PPM
.
  • Number
  • Percent
  • Money
  • Attribute with a static list lookup type that returns a number
  • Attribute with a static list lookup type that returns a string
  • Calculated attribute that returns a number
  • Aggregated Calculated Attribute (ACA) which returns a number
  • Formula which returns a number
See
Configure Display Mappings
in the topic
CA Clarity PPM Studio Object Views
for details on how to configure number attributes for display mappings.
OBS fields appear as read-only fields in project details and show the paths. For a financial OBS, the field displays the complete path starting from the entity. For a non-financial OBS, the field displays the hierarchical path.
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.
  4. To view more options, click the team member.
    1. To contact the team member by e-mail, click the mail icon.
    2. To remove a team member, click the remove icon with the (−) minus sign.
When adding team members to a project, you see all active team members from the resource pool. Users with project edit rights can see the Add Team Member option. However, soft or hard booking rights for labor resources is required to successfully add team members. 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:
The image shows team members options
The image shows team members options
As Nicole, you can define links to external systems, sites, or locations. Use the Links area as a central hub for all of the systems that are used to manage the project.
Example
: The team members at ACME Corporation use different collaboration and file sharing tools such as OneDrive, SharePoint, and Confluence as they work on their projects. Under the Links area Nicole groups all links to these three systems so that the team can easily find the artifacts or information they require.
With the Project - View access right, team members can view the links and launch the links for the specific project in a new tab. With the Project - Edit access right, team members can view, create, update, delete, and launch the links for the specific project.
You can manage your project links as follows:
  • Click Add link to create a link. The new link appears at the top of the list in a specific category.
  • Add links to an existing category or create a new category and rename the category.
  • Hover over a link to edit, delete, or drag the link using the dragging handles.
  • Use drag-and-drop to rearrange the links on the page.
Open Projects in Gantt View and External Scheduler
As Nicole or Theresa, you may want to view your project tasks in the Classic 
Clarity PPM
Gantt view or an external scheduler. If you have configured Classic
Clarity PPM
to work with an external project scheduler (for example, Microsoft Projects or Open Workbench), you can launch your project in the external scheduler and manage your work there.
Only a project manager can edit the Gantt or the project schedule. If you not logged in as the project manager, you can use the Gantt and scheduler options in read-only format.
  1. On the Tasks page, next to List View/Board View, click the Actions menu.
  2. To view the tasks in a Gantt chart, click PPM Gantt.
    A new window opens up displaying the projects tasks in Gantt format in Classic
    Clarity PPM
    . See Project Schedules in Gantt View for details.
  3. To view the tasks in an external scheduler, select the scheduler (for example, Microsoft Project).
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.