Group Projects and Investments Under a Parent Program

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Programs are a special type of top-level project. Programs act as the parent or umbrella for one or more child investments. Master projects serve as parent projects to child projects. Project managers use programs to view combined actuals and effort for all of the child projects. In this way, programs provide an important 
top-down summary view
 of organization goals and the plan to meet them.
 
 
2
 
 
Difference Between Master Projects and Programs
A program shares much of the same functionality as projects. However, it is different from a project in a few significant ways. For example, you cannot create non-milestone tasks at the program level, and you cannot staff a program. While you cannot financially enable a program, you can create a financial plan for it and can view plan data in a graph format. In addition, you can view the combined actuals and other totals for all of the projects in a program.
The following table helps you compare programs, master projects, and subprojects:
 
Attribute or Ability
 
 
Program
 
 
Master Project.
 
 
Project
 
 
Notes
 
Display the Sum of Values from Subprojects
Yes
Yes
Not Applicable
You can view the combined actuals and effort for all the team members that are associated with the projects included in a program. For master projects, you can view the effort rollup from all associated subprojects on the Hierarchy tab. The master project can have its own set of team members, actuals, and effort numbers.
Assign Staff Members
No
Yes
Yes
You cannot assign staff at the program level. The roles on the program team staff page are aggregated from the program subprojects and are read-only. The project role that is assigned to a team member appears. If a resource does not have an assigned team member role, their name appears individually in the list. You cannot edit this list.
Add Participants
Yes
Yes
Yes
You can add participants for all three.
Apply a WBS
No
Yes
Yes
Because you cannot staff or add non-milestone tasks to programs, they cannot include a work breakdown structure (WBS).
Create Tasks
Key Milestones Only
Yes
Yes
You can add milestones to programs, but you cannot add tasks or task estimates.
Financial Planning
Yes
Yes
Yes
You can create budgets and forecasts for all three.
Connect to a Scheduler
Read-only
Read/write
Read/Write
Programs do not contain actuals. Programs can only be viewed in read-only mode in desktop schedulers such as CA Open Workbench or Microsoft Project.
Create from Template
No
Yes
Yes
You cannot use programs as templates. You also cannot create programs from templates. Programs are not financially enabled and cannot contain staff or tasks. However, you can create a project from a template and then convert that project into a program.
Create a Program
As a project manager, you can create a program. Similar to projects, you can rate a predefined list of risks for programs, and can create and track risks, issues, and change requests. 
 You cannot use programs as templates for new programs. However, you could use a 
project
 template for future programs by performing these steps:
  1. Designate a 
    project
     template with default settings for your future 
    programs
    .
  2. Remove any tasks and actuals. Programs are never financially enabled and cannot contain staff or tasks.
  3. Create a 
    project
     from the template.
  4. Convert the new 
    project
     into a 
    program
    .
 
Follow these steps:
 
  1. Click 
    Home
    Portfolio Management
    Programs
    .
  2. Click 
    New
    .
  3. Complete the following fields:
    •  
      Assignment Pool: 
      Specifies the pool of resources that are allowed when assigning resources to programs.
      •  
        Team Only
        : Allow only staff members.
      •  
        Resource Pool
        : Allow team staff members and any additional resources that your project booking access rights provide. With this option, when you assign a resource to a program, the resource is also added as a team staff member.
    •  
      Dashboard View: 
      Select a dashboard page layout to view project or program data. Values for this field include the following two standard layouts and three PMO layouts from the PMO Accelerator add-in.
      •  
        PMO-Program Status
        : See the example on this page. See the PMO Advanced Reporting documentation for more details.
      •  
        PMO-Project Status
        : See the PMO Advanced Reporting documentation for an example.
      •  
        PMO-Project Storyboard
        : See the PMO Advanced Reporting documentation for an example.
      •  
        Program Layout
        : View budget data on the dashboard. See the example on this page.
      •  
        Project Default Layout
        : View default labor and team utilization charts on the dashboard.
    •  
      Stage: 
      Defines the company-defined stage for the program.
    •  
      Priority: 
      Applicable only if you plan to work with the project in Open Workbench. The number that is entered is a score for the importance of the project relative to the other projects in your organization. This score controls the order in which tasks are scheduled during Autoschedule, subject to dependency constraints.
      Values: 
      0-36, with 0 being the highest.
    •  
      % Complete Calculation Method: 
      Specifies the method to calculate the % Complete value for the project and tasks.
      Values:
      •  
        Manual
        : Use this method to enter the % Complete for the project, summary, and detail tasks manually. Also, select this calculation method if you are using 
        Classic PPM
         with Microsoft Project, or if you are using an external job to calculate % Complete. The % Complete field appears on the task properties page. When using the manual method, the status of a task does not change automatically. The task status changes only when you manually update the % Complete value or the status.
      •  
        Duration
        : Use this method to track the % Complete based on the duration. The duration is a measure of the total span of active working time for a task from the start date to the finish date.
        Calculations for Summary and Detail Task Percent Complete
        Calculations for Summary and Detail Task Percent Complete
      •  
        Effort
        : Use this method to calculate the % Complete for summary and detail tasks, automatically, based on the work units that are completed by resource assignments. If you assign a nonlabor resource to a task, the effort and actuals for that resource are ignored in the calculation.
       
      Default:
       Manual
      Note:
       Set the % Complete Calculation Method at the beginning of your project and do not change this value.
  4. In the 
    Organizational Breakdown Structures
     section, enter the OBS node for the program. The OBS fields vary by organization to support your security, business unit, location, or reporting purposes. For example, in a 
    Department OBS
     field, you might enter the financial department that is associated with the program. A 
    Location OBS
     associated with a program is typically required to be in the same financial entity as the department. 
  5. Click 
    Save
    .
 After you create a program, you can open it in CA Open Workbench. Select 
Workbench [Read-Only]
 in the 
Open in Scheduler
 menu near the top right of the page.
Program Dashboard Layout Examples
Select a dashboard page layout to view project or program data. The following image shows two examples for program layouts:
 
program_dash.jpg
 
Convert a Project into a Program
As a project manager, you can convert an existing project to a program in these circumstances:
  • The project contains no tasks.
  • The project contains no staff.
  • The project is not financially enabled.
After conversion, you can open the program and can add subprojects and participants. You can also edit the program properties. The 
Template
 field, used to designate a project as a template, disappears. You cannot use programs as templates because you cannot financially enable them, and because they cannot contain staff or tasks. 
 
Follow these steps:
 
  1. Open a project.
  2. Click the 
    Properties
     tab menu and select 
    Settings
    .
  3. Select the 
    Program
     check box.
  4. Click 
    Save
    .
    The project is converted to a program and no longer appears in the list of projects.
Define Program Start and Finish Dates
As a project manager, you can define your program start and finish dates using the schedule page of program properties. The dates encompass the start and completion dates of all the projects that are contained in the program. Verify that you set the dates of any program milestone tasks considering the program duration.
 The As of Date field does not apply to programs, which cannot contain task-level estimating.
 
Follow these steps:
 
  1. Open a program.
  2. Click the 
    Properties
     menu and click 
    Schedule
    .
  3. Complete the 
    Scheduling
     section:
     
    Set Planned Cost Dates:
     Specifies if the planned cost dates are synchronized with the investment dates. Selecting the option for a detailed financial plan does not affect the planned cost dates.
     
    As Of Date:
     Defines the date to include data in time and budget estimates. This date is used in Earned Value Analysis (EVA) calculations, such as Budgeted Cost of Work Scheduled (BCWS) and drives the calculations for costs. ETC for a project is not scheduled on or before the As of Date.
     
    Progress:
     Indicates the level of work that is completed on project tasks. Use the following guidelines:
    Not Started = 0 percent
    Started = 1 - 99 percent
    Completed = 100 percent
     
    Priority:
     With CA Open Workbench, this field defines the relative importance of this project in relation to all other projects. The priority controls the order in which tasks are scheduled during Autoschedule. The priority is subject to dependency constraints.
    Values: 0-36, where 0 is the highest
    Default: 10
     
    Status Indicator:
     Indicates the project status.
    Stoplight values:
    Green: The project is on track.
    Yellow: A minor variance exists in the overall status of the projects.
    Red: A significant variance exists in the overall status of the project.
     
    Status Comment:
     Defines any comments about the project status.
  4. Click 
    Save
    .
 Starting with Release 14.4, the default 
Status Report Status
 lookup values change from 
Minor Variance
 to 
Needs Help
 and from 
Significant Variance
 to 
At Risk
. The 
On Track
 value remains the same. See the 
PMO Accelerator 14.4 Release Notes
 in the 14.4 edition of the English documentation set.
Define Default Staffing Options 
As a project manager, you can define the project default staffing options in the Staffing section of the schedule page of the program properties. You can define a default staff OBS unit as a staffing requirement. You can map roles to OBS units with resource managers.
For example, you require a developer (role) from Atlanta (OBS unit). Use the project default OBS value to route the role requisition to the resource manager who allocates resources in Atlanta. You can also use the staff OBS during capacity planning. For example, you can filter capacity and demand by staff OBS.
 
Follow these steps
:
  1. Open a project.
  2. Click the 
    Properties
     menu and select 
    Settings
    .
  3. In the 
    Time and Staff
     section, complete the following fields:
    Default Staff OBS Unit: 
    Defines a default OBS unit as a staffing requirement. The application uses this value when you add team staff members to this project. The default staff OBS unit could be a resource pool, a specific location, or a department. You can accurately fill roles by mapping them to OBS units and resource managers. The default staff OBS unit is used as a filter during capacity planning for analyzing demand against your capacity. For example, use the OBS to find out if you have enough capacity to fill the demand for developers in a specific location.
    Requisition Approval Required: 
    Specifies if resource requisitions require approval before they can be booked. When you select this option, resources need the Project Edit access right to book proposed resources to a project or reject them. If resources also have hard-booking rights, they can hard book those resources directly to the project. Without this access right, resources can only propose resources to submit the booking for approval.
    The following example demonstrates a possible scenario when you select this option.
    1. You request a named resource. 
    2. The booking manager proposes the same resource and allocation. 
    3. The software approves the proposal and sends a notification. No formal approval is required.
  4. Save your changes.
Open and Close Projects for Time Tracking
As a project manager, you can allow staff members to track the time that they spend on project tasks on their time sheets. The staff member profile must also be opened to enter time on project tasks.
 
Follow these steps:
 
  1. Open a project.
  2. Open the 
    Properties
     menu and click 
    Settings
  3. In the Tracking section of the page, complete the following fields:
    •  
      Open for Time Entry
      Indicates if staff members can enter time on their timesheets for this investment. Select the check box to enable the investment for time entry. Clear this check box and a staff member cannot log time for a specific project. Each staff member must also be enabled for time entry. The default selection for this option is used when the project is created. After the project is created, you can edit the default selection.  
       The setting for this project field does not impact the time entry setting on the project team or task.
    •  
      Track Mode 
      Indicates the tracking method that is used to enter time for this investment.
      Values:
       
      • Clarity
        (Clarity). Staff members enter time against their assigned tasks using timesheets (this is the default value).
      • None. Non-labor resources, such as expenses, materials, and equipment track actuals through transaction vouchers, or through a scheduler, such as Open Workbench or Microsoft Project.
      • Other. Indicates that actuals are imported from a third-party program.
    •  
      Charge Code
      Select a default charge code to use for all project tasks. If you enter different charge codes at the task level on timesheets, the task-level charge codes override the project-level charge code.
  4. Submit the changes.
Create a Program Budget
As a program manager, you can create a simple budget that applies only to the program and not to its subprojects. You can view program budget data and budget data that is generated from its subprojects, on the program Dashboard page.
 Clear the Calculate Financial Metrics field and save your changes to make the following financial fields available for data entry:
  • Planned NPV
  • Planned ROI
  • Planned Breakeven
  • Planned IRR
  • Planned MIRR
  • Planned Payback Period (Months)
 
Follow these steps:
 
  1. Open a program.
  2. Open the 
    Properties
     menu and click 
    Budget
    .
  3. Set the 
    Currency 
    value used for calculating the program budget and forecast values. For single-currency systems, the default home currency is used.
  4. The 
    Calculate Financial Metrics
     field specifies whether the financial metric fields are auto-populated using formulas. This field is selected by default. To enter your own data, clear this field and save your changes. To use the calculated values, select the check box.
  5. Depending on your selection in the previous step, view or edit the following fields:
    •  
      Planned Capital Cost
      Defines the planned capital cost amount distributed between the planned cost start and finish dates of the program.
    •  
      Planned Operating Cost
      Defines the planned operating cost amount distributed between the planned cost start and finish dates of the program.
    •  
      Planned Benefit
      Defines the anticipated financial benefit amount distributed between the planned benefit start and finish dates of the program.
    •  
      Planned Benefit Start
      Defines the scheduled date when you are anticipating benefits to start for the program.
    •  
      Planned Benefit Finish
      Defines the scheduled date when you are anticipating benefits to end for the program.
    •  
      Planned NPV
      Defines the net present value (NPV) for the program calculated using the following formula:
      Calculation for Planned NPV
      Calculation for Planned NPV
    •  
      Planned ROI
       
      Defines the planned return on investment (ROI) value for the program calculated using the following formula:
      Calculation for Planned ROI
      Calculation for Planned ROI
    •  
      Planned Breakeven
      Defines the date when you expect to recover all of the initial costs of funding this program. After this date, except for non-profit, loss-leader, or cost-recovery programs, the program revenues begin contributing ROI.
    •  
      Planned IRR
      Defines the internal rate of return or discount rate that is used to achieve zero NPV for the program.
    •  
      Planned MIRR
      Defines the modified internal rate of return that is used to measure the attractiveness of the program.
    •  
      Planned Payback Periods (Months)
      Defines the number of monthly periods needed for the sum of the expected cash flows to equal the initial cash outlay for the program.
  6. Save the changes.
Add Projects to Programs
Like the subprojects that are added to projects, data is not shared between the projects that you add to programs. However, unlike master projects, programs generate and display combined actuals and estimates for all of the subprojects that it contains. You can also view program and project-level budget information on the program dashboard page.
The projects that you add to programs retain all of the data that they contained as independent projects. The data includes complex planning and financial information and work breakdown structures, and staff. You can post vouchers and timesheet transactions to the project. Projects that are contained in programs continue to be available from the projects list page.
 
Follow these steps:
 
  1. Open a program.
  2. Click 
    Properties, Main, Subprojects
    .
  3. Click 
    Add
    .
  4. Select the projects to add to the program, and click 
    Add
    .
View Combined Subproject Actuals and Estimates
The Total row on the subprojects properties page displays the total number of actuals and estimates that are accrued and entered for all of the projects in the program. The cells in the Total row display the combined total of the data in each column. The following information describes the columns and data that is displayed on the page:
  •  
    Count
    Subprojects can have their own subprojects. This number indicates the number of subprojects a subproject (or in the case of a program, a project) contains.
  •  
    Actuals
     
  • Displays the actuals that have been posted for the tasks in each project. The number in the Total cell reflects the combined actuals of all of the projects in the program.
  •  
    ETC
    Displays the Estimated To Complete (ETC) number for each of the projects in the program. The number in the Total cell reflects the combined ETC for all of the projects in the program.
  •  
    Total Effort
    Total effort is Actuals + remaining ETC. The cells in the column reflect the total effort for each project. The number in the Total cell reflects the combined effort of all of the projects in the program.
  •  
    % Expended
    Displays the percentage of resource usage expended on this project. The value in the Total cell reflects the combined percentage for all of the projects in the program.
  •  
    Baseline
    Displays the usage number for the most current project baseline. Usage is Total effort (actuals plus remaining ETC) to date.
  •  
    Status
    This stoplight indicates if the project is approved (green), on-hold (yellow), or unapproved (red). The stoplight in the Total cell provides an overall at whether all of the projects in the program have been approved.
  •  
    Schedule
    The stoplight indicates if a project is on schedule, or is in danger of being delayed. In the Total row, the stoplight provides an overall view if most projects in the program are on schedule.
Create Program Dependencies
Like a project, a program is considered an investment in a portfolio. Other types of investments are assets, applications, and products. As a project manager, you can indicate dependency relationships that exist between investments in a portfolio using the dependencies page of program properties. A dependency can occur when a task in an investment must be completed before a task in another investment can begin. And, if one or more of the projects in a program must be canceled if a certain application runs significantly over budget.
Dependency information is used when creating portfolio management scenarios. You can view dependency connections from the Efficient Frontier page within scenarios. The scenarios include data from the investments you identify on the dependencies page of program properties.
 
Follow these steps:
 
  1. Open a program.
  2. Click 
    Properties
    Main
    Dependencies
    .
  3. Select a dependency from the drop-down:
    • Investments that depend on this one: Create one or more dependencies that depend on this program.
    • Investments this one depends on: Create one or more dependencies that this program depends on.
    The dependency structure is designed according to your selections.
  4. Click 
    Add
    .
    The select investments page appears.
  5. Select the check box next to the program or investment to create a dependency, and click 
    Add
    .
    The dependencies properties page appears, listing the project dependency.
  6. Filter the list by investment type.
    The investments (by type) you have access to display in the list.
  7. Select the check box next to the investment to create the dependency, and click 
    Add
    .
    The investment displays in the list as a dependency on the dependencies page. After you create a program dependency, you can view a list of investments depending on a program using the dependencies page of the program properties. You can also view dependency relationships from the Scenario: Efficient Frontier page within scenarios. The page includes data from the investments that are identified on the dependencies page of program properties.
  8. To remove a dependency, select the dependency and click 
    Remove
    .
Monitor Program Performance
When you select Program Layout as the layout option on the program properties page, you can view the Return on Investment (ROI) data on the program dashboard page. This applies if you create a program-level budget. You can view summaries of the total effort and actuals that are accumulated for all of the program projects. You can also compare overall benefit information at the program level with combined benefit information for all the program projects.
By default, the page displays the following portlets:
  • General portlet. Read-only view displaying basic information about the program, such as name, ID, start, and finish date. The icon in the Status Indicator field displays the program status.
  • Labor Resource Effort portlet. Displays the program up-to-date actuals, ETC, and allocation information.
  • Team Utilization portlet. Displays total effort for each resource across all of the program tasks to which the resource is assigned. You can drill down to view utilization by individual resource and task.
Add or remove portlets to customize the page. Your administrator can customize using the program layout portlet page of Dashboard content from Studio.
Open a Release Associated with a Project or Program
Releases represent new future deliverables. As a project manager, you can link releases to the project or program to track the release implementation effort. The association is established from the release. There is no limit to the number of releases that you can associate to a project or program.
Follow these steps
:
  1. Open a project or program.
  2. Open the Properties menu and click Associated Releases.
    The associated release properties page appears.
  3. Click the name of a release.
Unlink Projects or Programs from Releases
You can unlink a release from the project or program to which it is associated using the release properties page. You can also remove the association. Open the release and unlink the release from the project or program. The release is removed from the list on the release properties page and is unlinked from the project or program.
Cancel Programs Marked for Deletion
You can cancel a program that is marked for deletion in these situations:
  • The Delete Investments job has not run from the time you marked the program for deletion.
  • The program remains inactive and is listed on the programs list page.
  • You have not added time entries to the program.
 In Release 15.5.1, the 
Delete Investments
 job is renamed to 
Delete Investments and Time Reporting Periods
.
When you cancel an inactive program that is marked for deletion, the program is not deleted when the Delete Investments job runs. Inactive programs continue to appear in the list of inactive programs.
 
Follow these steps
:
  1. Click 
    Home
    Portfolio Management
    Programs
    .
  2. Expand the filter. Search the list for 
    inactive
     programs.
    A list of inactive programs appears.
  3. Select the check box next to the program and click 
    Cancel Deletion
    .
  4. Click 
    Yes
     to confirm.