New User Experience: Create, Open, and View Projects
Projects are sets of coordinated activities that are managed to deliver a product, service, or other Return on Investment (ROI). As a project manager, you define and track your project tasks, team members, documents, links, status, budget, actuals, and other details. 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. The constraints influence estimates that attempt to determine task duration, project duration, total cost, and other metrics. Clarity PPM lets you manage your project lifecycle as follows:
The following diagram illustrates a typical project lifecycle:
Nicole - a project manager, is responsible for the successful initiation, planning, design, execution, monitoring, controlling, and closure of a project. The
New User Experiencehelps Nicole manage the lifecycle of all her projects. Her typical responsibilities also involve overseeing the following aspects of a project:
- Who is on each project team?
- What is the project scope, budget, and timeline?
- What is the status of each project?
- What changes do we need to request?
- How do I reduce administrative overhead and focus on value-add work?
You can view projects as tiles or as rows in a grid layout depending on your access rights.
Before you use the Projects grid or Project Tiles, verify that your administrator has granted you the following appropriate access rights:
- Project Management - Tiles NavigateAllows users to access the Project Tiles page in the New User Experience where projects appear as tiles. The page includes only the project tiles that the user has permission to access.
- Project Management - NavigateAllows users to access the Projects page in the New User Experience where projects appear in grid view. The pages include only the projects that the user has permission to access.
Follow these steps:
- Log in to theNew User Experience.
- Clickoneof the following icons from the main menu:
- Project TilesDisplays a quick visual overview of the projects that you must track frequently for an overall status and monitoring.
- ProjectsLists all the projects and related details in a common grid view.
Manage Projects From the Tiles Layout
You can manage projects from the tiles layout as follows:
- View projects as tiles
- Filter project tiles
View Projects As Tiles
As a project manager, you are responsible for managing multiple projects. You want to view the status of all your projects on one page. The Project Tiles page provides you with a quick view of the progress and status of all projects at once. Click a project to view all the related sub-objects of the project such as Conversations, Tasks, Links, Status, Financials, Risks, Issues, Changes, Documents, Details, and Staff of the project depending on your access rights. The Project Tiles display the following information:
- General project health: Displays the overall health of the project (On Track,Needs Help, orAt Risk). For more information, see project status reports. Project tiles display the overall health after you create the first status report.
- Project timeline: Displays the project start and finish dates and completion status of the milestones. You can see a maximum of ten milestones from today.
- Progress Visuals: Displays the progress of the project. The project blueprint determines which visuals appear on the project tile. For example, ring charts showing effort or budget spent.
- Project module icons: Displays the icons that are associated to projects. The project blueprint determines which module icons appear on the project tile. For example, Tasks, Conversations, Links, Status, or Financials.
- Project ID:Displays the unique alpha numeric identification for a project.The following image illustrates Project Tiles:
Filter the Project Tiles
To search for projects, you can apply one or more of the following filters in the Project Tiles page. The filters appear when you click
Search or filter...in the filter bar. Your access rights determine which project tiles appear.
- Project ID:Displays the unique alpha numeric identification for a project. This helps identify projects with same name.
- Project Manager: Filter projects by their assigned project manager.
- Project OBS:Filter projects by OBS unit. You can constrain your search to the selectedUnit Only, or can expand your search to include more OBS levels.
- To search higher levels of the OBS hierarchy, selectUnit and Ancestors.
- To search lower levels of the OBS hierarchy, selectUnit and Descendants.
- Project Type:Filter projects by their assigned type. The type of project often corresponds to the project template such asMarketing,Development, orInfrastructure.
- Work Status:Filter projects by their current life-cycle status value such asRequested,On Hold, orComplete.
- Team Member:Filter projects by team member. The filter displays only the active labor resources that a project manager added to at least one project. The filter displays a maximum of 25 team members.
- Active Status: Filter projects by theirActiveorInactivestatus.
- You can also enter a full or partial project name or ID in the search box. The Project Tiles page displays the project tiles that match your search criteria.
- The filters support multiple selections. When you select more than one check box, the search expands to include your selected values.
- To clear a filter, click theXorCLEAR ALL. To clear all filters, click theXat the far right edge of the filter bar.
- Project Type and Work Status are lookup attributes that display the active values that your administrator configured.
- Your filter selections continue to apply even after you log out, navigate to another page, or your session times out.
- The display order of the lookup values in theNew User Experiencefollows the sort order (manual or alphanumeric) set in classic PPM. The selected lookup values inNew User Experiencealways appear in alphanumeric mode irrespective of the sort order set in classic PPM.
For example, the following image shows matching project tiles that match the following filter criteria:
- Active Statusis set toActiveprojects.
- Project Manageris set toHenry Reed.
- Project namecontains the stringCre, to search for matching projects within their names such asCreCredit.
Manage Projects From the Grid Layout
The following topics describe the various ways you can manage projects using the grid layout.
- View Projects as Rows in a Grid
- Edit Projects
View Projects As Rows in a Grid
In this release you can create, edit, and delete your projects and related attributes from the project grid. The project grid lets you view all projects in a spreadsheet-inspired arrangement of rows, columns, and cells. For more information about grid related tasks, see
Common Features: Manage Your Clarity PPM Data in Gridsin Getting Started with the New User Experience.
As a Project Manager or decision maker, you can edit projects as follows:
- Directly in the Projects grid.
- By using the Details Panel (often called the fly-out window).
A known issue in 15.6.1 prevents you from seeing work effort unit fields in FTE units. Your preference for FTE in General Settings reverts back to hours.
Edit Projects Using the Details Panel
The details panel in the Projects page in the
New User Experienceallows project managers and business users with access rights to configure the fields that must appear on the Projects panel. You can drag-and-drop new fields to the layout, adjust their position on the form, and save your settings in a view. You can change an unsaved view or preserve the changes in saved views that can be shared with other users. The ability to add, reorder, and remove fields helps improve productivity. Less time is spent navigating to other pages to locate a field. The following image illustrates the details panel in Projects grid:
The following procedure describes how to add relevant attributes in a project using the Details panel:
Follow these steps:
- In the main menu, clickProjects.The Projects page appears.
- Use FILTER or VIEW to identify the project you want to edit.
- Click any column associated with a project in the Projects grid to display theDetailstab.
- ClickCONFIGUREto display a list of all the attributes that are available for the Project.
- Drag-and-drop the relevant attributes to the Details panel.The attributes are now available in the Details panel as fields that can be viewed or edited.To reorder the positions of the fields on the Details layout, drag and drop them up or down.
- Save your view after finalizing your changes if you want other users to benefit from your changes.
View Projects As Cards in Board Layout
You can now view projects in the form of cards in board layout. In the board layout, projects appear as cards organized by columns. Use the project board to group, sort, and view projects. All generic board properties are applicable to project board layout. For more information about generic Board properties, see Getting Started with the New User Experience.
Cards have the following characteristics:
- Cards can display numeric data and values (you can adjust the appearance of the data from View Options)
- Cards appear in your choice of colors based on the value you select in the Color By field in View Options. Your color selections appear in the legend and are saved with the view.
- Card titles default to the Name field. If you configure a default value for the Name field in Studio, the application uses that value when creating cards. Without a default value, new cards show New Item as the default name.
- You can change the field used by the cards to display their names. In View Options, select any string attribute.
- You can configure cards to display up to four (4) additional fields in any order (use View Options). When additional fields are selected, the name of the fields appear in the legend area.
- You can configure cards to display up to three (3) numeric metrics in the order that you select. The name of each metric appears in the legend.
Example:Nicole a Program Manager needs to view projects and be able to quickly arrange them in various columns to categorize the projects based on their status. She can drag-and-drop projects to change their status from
Activeand then to
Follow these steps:
- In the main menu, clickProjects.. The projects page appears.
- Click theBoardicon. The projects are listed in the board view.
- When viewing the board for the first time, projects appear as follows:
- Work Status appear as Columns
- Project name appears as Card Title.
- Use the View Options menu to manage and configure the details that appear on the cards.
For more information about common functionalities in the Board layout, see in Getting Started with the New User Experience.
Create a Project
You can create a project on the Projects page or on the Project Tiles page:
- Projects:The Projects grid view lets you add a new project in the following ways:
- Add a new row. The common grid view lets you add a new project inline as a new row item. For more information seeEdit Data in Gridsin Getting Started with the New User Experience.
- Create a project from a template.
- Project Tiles:The Project Tiles view lets you add a new project in the following way:
- Create a project from a template.
The project manager or users with project edit rights can edit the project details. You must have the following access rights to a project template to create projects:
- The NEW FROM TEMPLATE button is visible from the Projects page only if you have eitherProject - Create or Project - Create from Templateaccess right.
- The NEW PROJECT button is visible in the Project Tiles page only if you have eitherProject - Create or Project - Create from Templateaccess right.
You can only create a project using an existing project template that is created in Classic
Create a Project from a Template
To save time and effort, and for consistency, create projects from 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 sample project templates:
You can create templates in classic PPM to capture the standard task and role assignments that you want to duplicate in future projects of the same type. Use a project template to copy the contents of the template into each new project. Use blueprints to define the fields, sections, visuals, and modules shared by one or more templates and further propagated to each new project. You can modify any of the copied information from the template in the new project. When you create a project from a template, the application copies the following items into the new project:
- Blueprint Elements: The visuals, modules, sections, and fields defined in the blueprint for the template.
- Task Hierarchy:A two-level hierarchy where child tasks and milestones are grouped under phases.
- Roles:After adding a named team member to the project that matches a role, you can remove the role.
- Financial Plans:Both detailed and summary financial plans.
- Links:All links are copied. Links can contain parameter variables with dynamic context-sensitive values.
- Task To-Do Items:Any to-do items that are associated with the existing tasks are copied to the new project.Completeditems are reset toOpenstatus.
- Banner Color:The banner color identifies a set of projects that share a common theme or initiative.
Auto-numbering for the Investment ID attribute on the Project object must be enabled in Classic
Clarity PPMto create projects in the
New User Experience. If you try to create a project without enabling auto-numbering, an error message appears. For more information about Auto Numbering, see
Clarity PPMStudio Objects and Attributes.
Follow these steps:
- In the main menu, clickProjects.If you have access to Project Tiles, clickProject Tiles.
- ClickNEW FROM TEMPLATE.If you are in theProject Tilesview clickNEW PROJECT.
- Use the horizontal arrows to find and click the template that you want to use. You can also search for a project template.
- Enter a project name. If auto-numbering is off, enter a unique project ID.The Project ID field requires a value only if auto-numbering is disabled for the INVESTMENT ID attribute of the Project object in classic PPM Studio. Enter up to 80 characters for the Project name and up to 20 characters in the Project ID field.
- ClickCREATE.The application creates your project.
- To define basic project details, clickDETAILS.The new project is created based on the template you used.
Project Details with Display Mappings
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 tooltip appear for the attribute in the project details. If a field is empty, the stoplight appears in the default color and no tooltip appears. The following attribute types can display color in the
New User Experienceif a display mapping is set up for them in classic
- 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
Configure Display Mappingsin the topic Clarity PPM Studio Object Views.
View or Edit OBS Fields
As an administrator, you can configure OBS fields in blueprints to allow other users to view or edit them on the project details page. As a project manager with sufficient rights, you can edit the OBS fields on the project details page to change the organizational path for the project. The value gets updated in classic
Clarity PPMtoo. 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.
To view the OBS attribute on the project details page, enable the attribute for API access by entering an API Attribute ID in Classic PPM Studio.
Follow these steps:
- Open a project and clickDETAILS.
- Edit the OBS field to change the organizational path for the project. The following conditions apply:
- You cannot add an OBS unit ID that belongs to another OBS type or an invalid ID.
- The Financial OBS shows all its values irrespective of the selected entity.
- If financial plans exist for the project, you cannot change the OBS unit for the department. If you attempt to select a department from a different entity, an error message appears to remind you.
Associate Projects with OBS
You can associate, update, or dissociate a project with Department, Location, Organizational, and Default Resource OBS.
Follow these steps:
- As an administrator you must ensure that the specific object attribute is associated with Project from the Classic Clarity PPM interface. For more information about OBS, see Configure an Organizational Breakdown Structure.
- ClickProjectsfrom the main menu.The Projects grid page opens.
- Navigate to theColumnpicker, select the following OBS units as required:
- Default Resource OBS Unit
View 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 that is already spent as a percentage of the total budget for the project.
- For more information about Project Financials see New User Experience: Manage Financial Plans
Open Projects in Gantt View or an External Scheduler
As a project manager, you can view your project tasks in the classic
Clarity PPMGantt view or an external scheduler. If you have configured classic
Clarity PPMto work with an external project scheduler (for example, Microsoft Project 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 are not logged in as the project manager, you can use the Gantt and scheduler options in read-only mode.
- Open a project and clickTASK LIST.
- On theTASK LISTpage, at top right, click the⋮ Actionsmenu.
- To view the tasks in a Gantt chart, clickPPM GANTT.A new window shows the projects tasks in the classicClarity PPMGantt view. See Project Schedules in Gantt View.
- To view the tasks in an external scheduler, select the scheduler (for example, CA Open Workbench or Microsoft Project).
Export Project Details to a CSV File
The Project common grid view in the new user experience interface provides you with the option to download the currently visible projects and their details to a CSV file. All the columns that are visible in the current grid are exported to the CSV file.
Export Grid Data to a CSV Filein Getting Started with the New User Experience.
Deactivate a Project
When a project is no longer needed, you can make it inactive.
- Open a project and clickDETAILS.
- In the SETTINGS group, clear theActivecheck box.
To change an
inactive,you require edit access rights for the project. The financial status of the project must also be
on hold. To edit the Financial Status field, you require either of the following access rights:
- Project - Edit(which includes edit financial access)
- Project - EditFinancial access with Project - Edit Management or Project - Manager (Auto)access
Personalize the Banner Color for a Project
As a 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 can change the banner color manually based on the project status. To change the banner color, go to the project details module and change the color that is currently selected for Banner Color.