Configure User Accounts, Skills, and Access Rights

ccppmop1571
As an administrator, you can configure user accounts and access rights. When you create an account for a new 
user
, their resource manager can open their matching 
resource
 profile. Typically, you create the 
user
 account and a resource manager continues to define the properties for that user as a labor 
resource
. As an administrator, you can also define skills in a formal hierarchy. 
 
 
3
 
 
Video: How to Add a New User
The following third-party video is provided by Rego Consulting. This video is provided by CA Technologies “AS IS” and without warranty.
 

 
 To play this video in full screen, click the YouTube logo to the right of Settings at the bottom of the video. 
Create a New User (Resource)
As an administrator, you can create new user accounts. These entries simultaneously serve as records for labor resources. 
 
Follow these steps: 
 
  1. Click 
    Administration
    Organization and Access
    Resources
    .
  2. Click 
    New
    .
  3. Complete the fields on the page:
    •  
      Last Name
      Defines the last name for the resource. On the personal information page, displays the last name.
    •  
      User Name
      Defines the user name that the resource uses to log in.
      Limits:
       80 characters
    •  
      Resource ID
      Defines the unique identifier for the resource. On list pages and in portlets, displays the ID of the resource.
       The application uses the language that is selected for the computer operating system and browser to display the login window in the correct language. For example, you add a resource with a non-English native language and require a password change at first login. The window for the new password can appear in English, rather than the language selected by the resource. The information about a new resource, including language, is not stored until the initial login has been completed with the new password. 
    •  
      Email Address
      Defines the accurate email address for notifications and other communications with the resource.
    •  
      External
      Specifies whether the resource works for an outside company.
    •  
      Status
      Defines the status for the resource.
      •  
        Active
        : (Default) Activates and enables the resource for assignment projects.
      •  
        Inactive
        : Deactivates and prevents the resource from being assigned to projects unless the filter is set to display inactive resources.
      •  
        Lock
        : Prevents the resource from logging in to 
        Clarity PPM
        .
    •  
      Time Zone
      Defines the primary workplace time zone.
    •  
      Locale
      Defines your work locale. The locale controls the number and date language formatting in the product.
      Default:
       English (United States)
    •  
      Language
      Defines the language to use in the product. When the user clicks Help, if documentation is available in this language, it appears at docops.ca.com.
      Default:
       English
       A change in the language can take a few minutes to reflect. You can wait or log in later to see the changes.
    •  
      Home Page
      Defines your home page.
      Default:
       System Default or User Configured
    •  
      Set to Current Timesheet
      Indicates if the home page is set to the current timesheet. The current timesheet is used for the most recent period, but not saved.
      Default:
       Cleared
    •  
      Resource Manager
      Identifies the name of the resource that is designated as the resource manager. You can select a different resource manager, if necessary.
    •  
      Screen Reader Optimized UI
      Determines whether the user interface is optimized so that a screen reader can better recognize the features. Select this check box for any visually impaired user who is using a screen reader.
      Default
      : Cleared
    •  
      High Contrast Color Mode
      Determines whether a specific UI theme to assist color-deficient users is used. If selected, the user sees the High Contrast UI theme.
      Default
      : Cleared
    •  
      Action Tracing
      Enables the diagnostic tracing of system actions for this resource (user). Use this feature under the direction of CA Support. Tracing expires and reverts back to 
      Trace Off
       after 5 days. When System Action Tracing is disabled at the system-level, this resource-level setting no longer applies. After enabling Action Tracing on the resource, the user will need to logout and login again. See the output file app-trace.xml in <Clarity Home>/logs/.
  4. Click 
    Save and Continue
    .
    The OBS and partitions page appears. The 
    Organizational Breakdown Structures
     section displays the partition membership that belongs to a resource.
  5. Click 
    Save and Continue
    .
    The 
    Groups
     page appears.
  6. Click 
    Add
     and select the groups to which this user belongs. Click the 
    Group
     check box at the top of each field to select all groups on that page.
  7. Click 
    Add
     or 
    Add and Select More
    .
    The group appears in the list.
  8. Click 
    Continue
    .
    The resource access rights page appears.
  9. Open the 
    Resource's Access Rights
     menu and click 
    Global
    .
    The global access rights page appears. The global option gives you the most access rights to select.
  10. Click 
    Add
     and select the access rights to grant to this resource. Click the 
    Access Right
     check box on the top of each field to select all access rights on that page.
  11. Click 
    Add
     or 
    Add and Select More
    .
 You cannot delete users (labor resources) because the system maintains their history to preserve referential integrity. If a user leaves your organization, you can lock their user account. If a user comes back, you can unlock their user account. If a user account defined as a labor resource leaves and comes back, we recommend creating a new resource record instead of reactivating the old one. Creating a new record preserves the history of the old record. Leave the old resource record in an 
inactive
 status.
Video: How to Change the Time Zone
The following third-party video is provided by Rego Consulting. This video is provided by CA Technologies “AS IS” and without warranty.
 

 
 To play this video in full screen mode, click the YouTube logo. 
(SaaS only)
Change the Email Address for a Clarity PPM On Demand Portal User
In most environments, the email address for each user also serves as their username. You can change the email address for a single user. Contact CA Support if you need to update the email address for many users.
  1. Access the CA On Demand portal at ondemand.ca.com using tenant administrator privileges.
  2. Open the control panel and click users in the portal navigation menu.
  3. Locate the user that needs to be modified and click 
    Actions
    Deactivate
    .
  4. Update the user record in each environment where the user with the changed email address has access.
    1. Log in to Clarity PPM as an administrator with access rights to manage users.
    2. Click 
      Administration
      Organization and Access
      Resources
      .
    3. Apply filters to search for the user. For 
      Status
      , filter on 
      All 
      since the user is deactivated at this point in all PPM instances.
    4. Open the user and clear the 
      External Authentication
       check box. 
    5. Save the user. The username is now editable. 
    6. Edit the user name and email fields to the new email address. Enter the username in lowercase.
    7. Select the 
      External Authentication
       check box and click 
      Save
      .  The user is still 
      Inactive
      . Do not activate the user here; activation occurs in the CA On Demand portal. 
  5. Access the CA On Demand portal at ondemand.ca.com using tenant administrator privileges.
  6. Open the control panel and click users in the portal navigation menu.
  7. Locate the deactivated user. The old email address still appears.
  8. Click 
    Actions
     and select 
    Edit
    .
  9. Enter the new email address in the 
    Email Address
     field.
  10. Click on 
    Password
     and enter password info.
  11. Click 
    Save
    .
  12. Activate the user in the portal. Click 
    Actions
    Activate
    .  The user is activated in the portal and in all assigned applications.
To learn more about the CA On Demand Portal, see CA On Demand Portal Administration. 
Change the Status of a Resource
Creating a resource activates it by default. After you create a resource, it appears on the resource list even if you set the status to Inactive. Project managers can only assign a resource with an 
Active
 status to projects.
 
Follow these steps:
 
  1. Open the resource.
    The properties page appears.
  2. Complete the following information, and save:
 
Status
Defines the status for the resource.
    •  
      Active
      : Activates and enables the resource for project assignments.
    •  
      Inactive
      : Deactivates and prevents the resource from being assigned to projects unless the filter is set to display inactive resources.
    •  
      Lock
      : Prevents the resource from logging in.
 
Default:
 Active
Add Skills for a Resource
Skills describe the talent that is used to complete project tasks, or investment-related talent that a resource has already processed. Examples of skills are Java, HTML, domain experience, and clerical.
You can create individual skills, or optionally create a skills hierarchy for managers to select skills from a list as they work with resource profiles. When you organize skills into a hierarchy, you can quickly associate skills with a resource.
 
Best Practice:
 As you create skills, you can associate them to a parent skill. Create skills that appear at the top of the skill hierarchy first to select them as you create the lower-level skills.
You can change but cannot delete skills.
 
Follow these steps:
 
  1. Click 
    Administration
    Data Administration
    Skills Hierarchy
    .
  2. Click 
    New
    .
  3. Complete the following fields and save your changes:
    •  
      Skill Code
      Defines the unique code that identifies the skill.
    •  
      Active
      Specifies whether the skill is active or not. When active, users can use the skill.
      Default:
       Selected
Video: Build a Skills Hierarchy
The following video is provided by CA Technologies.
 

 
 To play this video in full screen, click the YouTube logo to the right of Settings at the bottom of the video. 
Scope of Access Rights
Access rights allow users access to features and functions. Learn here how to manage various levels of access rights and how to build and manage organizational breakdown structures (OBS). You can assign access rights to enable widespread access within the organization. You can also limit the scope of access for a specific object instance to a specific resource.
The following table describes the scope of access rights.
 
Scope of Access Rights
 
 
Granted Using
 
 
Scope
 
All projects, reports, and resources instances
Access role
Limited
Projects, reports, and resources that belong to a specific OBS level
Access role
Broad
Projects, reports, and resources that belong to certain OBS units
Item-level access rights for a resource
Broad
Specific project, report, or resource instances
Item-level access rights for a resource or group
Very Limited
Enable and Disable OBS Access Rights
Enable access rights if the OBS requires managing access rights for objects, such as resources, pages, and investments. Disable access rights to delete the OBS.
OBS types automatically become access rights-enabled when associated with a financial entity. Once the OBS and entity association occurs, you cannot disable access rights.
 
Follow these steps:
 
  1. Click 
    Administration
    Organization and Access
    OBS
    .
    The organizational breakdown structure list page appears.
  2. Select the check box next to each OBS to enable or disable access rights.
  3. Click Use for Access Rights to enable, or click Remove Use for Access Rights to disable.
  4. Click 
    Yes
     on the confirmation page.
Grant User Access Rights by OBS Unit
Grant resources who are members of an OBS unit access to specific object instances, to object instances in specific OBS units, or globally. For example, to grant a resource access to an object instance, use the 
OBS Unit: Instance Access Rights
 page. Enable the OBS for access rights.
 
Follow these steps:
 
  1. Open the OBS type.
    The properties page appears.
  2. Click Units and select the OBS unit to grant access.
  3. Select one of the following from Access Rights for Unit:
    • Instance. Grants access to specific object instances in the selected OBS unit.
    • OBS Unit. Grants access to object instances in other OBS units.
    • Global.
       
      Grants access to any object instance.
  4. Click Add.
  5. For instance access, do the following:
    1. Select the object to grant access and click Next.
    2. Select the check box for each access right to grant and click
       
      Next.
    3. Select the check box for each instance to access
      .
       
  6. For OBS Unit access, do the following:
    1. Select the check box next to each access right to grant to the OBS and click
       
      Next.
    2. Select the OBS to grant the access right, its association mode, and OBS unit.
  7. For Global access, select the check box next to each access right to grant globally, and click Next.
  8. Click Add.
Grant User Access Rights to Object Instances in OBS Units
 
Follow these steps:
 
  1. Open the resource.
    The properties page appears.
  2. Open the Access to this Resource menu, and click OBS Unit.
    The OBS units with access page appear.
  3. Click Add.
    The step 1 of 2 page appears.
  4. Filter the access rights that are meant for the resource, select the check box next to each access right to grant, and click Add and Continue.
    The step 2 of 2 page appears.
  5. Select the OBS from the Show OBS list.
     If the OBS is not listed, verify that at least one object is shared with 
    Any Unit
    .
  6. Select the default association mode:
    • Unit only. Resource is granted rights to object instances in the selected OBS unit.
    • Default. Unit and descendants. Resource is granted rights to object instances in the selected OBS unit and its descendants.
    • Unit and ancestors. Resource is granted rights to object instances in the selected OBS unit and its ancestors.
    • Unit, descendants, and ancestors. Resource is granted rights to object instances anywhere in the OBS.
  7. Navigate to the OBS unit from which object instance rights are granted. Select the check box next to each OBS unit to grant the rights, and click Add.
  8. Save the changes.
Grant Instance-Level Access Rights to a User
You can give a resource instance-level access rights to a specific object, such as to a page or project.
 
Follow these steps:
 
  1. Open the resource.
    The properties page appears.
  2. Open the 
    Resource Access Rights
     menu and click 
    Instance
    .
    A list of instance rights that are associated with the user appears.
  3. Click 
    Add
  4. Select the object from the 
    Object
     drop-down list and click 
    Next
  5. Select the access rights that you want to assign to the user and click 
    Add and Continue
    .
  6. Select the specific instances that you want to give the user permission to access and click 
    Add
    .