Define Default Project Settings

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As an administrator or authorized project manager, you can specify default settings for all projects. You can allow mixed booking, set load pattern, and specify that only current baselines are exported when opening projects in the OWB or MSP desktop schedulers. Other settings include base calendars, adding risk categories to group investment risks, risk thresholds, invalid project-related transactions, and earned value reporting periods. Most of these settings in
Classic PPM
also apply in
Clarity
; however, some do not. For example, the concept of
mixed
booking status applies only in classic. In
Clarity
, staff allocations are either
hard
or
soft
.
Set System-Level Default Project Management Settings
As an administrator, you can set the default system-level project management options. For example, you can specify that only the current baseline is exported when opening projects in a desktop scheduler (Open Workbench or Microsoft Project) from
Classic PPM
.
Follow these steps:
  1. Click
    Administration
    ,
    Project Management
    ,
    Settings
    .
  2. In the
    General
    section, specify the following system-level options:
    • Default Load Pattern
      Specifies the system-level default resource load pattern. The load pattern that you set on the settings page is used by default when project managers assign resources, or change staffing assignment properties. Autoschedule uses the resource load pattern to determine the ETC that is distributed for a resource over a set date range. You can set the default resource load pattern at the system level and at the task assignment level. ETC is distributed first based on the resource load pattern that is defined at the task assignment level, and then at the system level. You can select from one of the following load patterns:
      • Back
        : Work effort is loaded as close to the end of the task as possible, based on unused resource availability after autoscheduling. With this load pattern, ETC is only decremented when actuals are posted on unadjusted timesheets. The remaining ETC is spread out past the timesheet period based on the load pattern type.
      • Uniform
        : Work effort is loaded as evenly as possible based on total resource availability. With this load pattern, ETC is only decremented when actuals are posted on unadjusted timesheets. The remaining ETC is spread out past the timesheet period based on the load pattern type.
      • Fixed
        : Work effort distribution is user-defined. Autoschedule does not affect work effort distribution. With a Fixed load pattern, ETC is decremented through the timesheet period (that is, Actuals through Date) if the resource posted actuals to the task. The remaining ETC remains fixed in the schedule, on the day the work was assigned. The remaining ETC is not reallocated to the remaining duration of the task.
      • Contour
        : Work effort is loaded as evenly as possible across the duration of the task, based on unused resource availability after autoscheduling. With this load pattern, ETC is only decremented when actuals are posted on unadjusted timesheets. The remaining ETC is spread out past the timesheet period based on the load pattern type. If you are using Microsoft Project, when you open the project the first time from Microsoft Project, the work contour for the new assignments is set to flat. If you previously opened the assignment in Microsoft Project and saved it to
        Clarity
        , the work contour in Microsoft Project does not change.
      • Front
        (Default): Work effort is loaded as close to the start of the task as possible, based on unused resource availability after autoschedule. With this load pattern, ETC is only decremented when actuals are posted on unadjusted timesheets. The remaining ETC is spread out past the timesheet period based on the loading pattern type.
    • Guidelines URL
      Specifies the URL that populates the [Guideline] link on a project task in the general properties.
    • First Month of Financial Quarter
      Specifies the first month of the first quarter in your fiscal year. The value is used for scheduling projects in Microsoft Project.
    • First Day of Work Week
      Specifies the first day of the workweek in the resource calendars and scheduler interfaces.
    • Default Display Unit for Work Effort
      Specifies Hours or Days for the System Default value for the Work Effort Unit of Measure display option. The display option appears for list views such as Team Selection List or Task Assignments List in the List Column options. The setting is used to display actuals or ETC units for the project team, resource allocations, or task assignments. The user can change the configuration for a specific list view by changing the value in this field which in turn changes the value for the System Default option.
      Note:
      The setting is also used to display values for the Effort Metrics group of information in the project status reports in
      Clarity
      .
    • Enable Investment-specific Charge Codes
      Allows you to associate charge codes with a project to represent any breakdown of work such as design, development, documentation, and so on. Charge codes are used in timesheets for payroll purposes.
    • Notify on Delete of Risk/Issue/Change Requests
      Specifies whether a notification is sent to the project manager on the deletion of an associated risk, issue, or change request.
    • Only Export Current Baselines When Opening Investments in a Scheduler
      If you are using
      Classic PPM
      with a desktop scheduler (Open Workbench or Microsoft Project), specifies to export only the current baseline in the desktop scheduler. This option applies when multiple baselines exist.
    • MSP Assignment Units Mapping with
      Clarity
      Assignment 'Max % Load'
      Specifies whether to use the Max % Load value on a task assignment to set the "assignment units" value in MSP.  When exporting project assignments from
      Clarity
      to MSP, you can use one of the following mappings to set the "assignment units" value:
      • The allocation of the resource to the project
      • The Max Load% value of the task assignment in PPM
      If the option is checked, the Max % Load value on a task assignment is used to set the assignment units" value in MSP. If he option is unchecked, the resource allocation is used.The Max % Load field is not available by default for a task assignment. You must configure the assignment to add the field.
    • Agile Integration Owner
      Specifies a 
      Clarity
       user as the owner of the integration with Agile Central. The integration owner is assigned the required access rights to schedule and run the background sync job that pulls information from Agile Central into PPM.
    • Allow Marked Investments with Timesheet and Transaction Data to be Deleted
      Allows the administrator to control the ability for an investment with actuals to be permanently deleted.
      • When the option is checked, eligible users can mark inactive investments with either timesheets or financial transaction data or both to be deleted. The eligible users can then run the Delete Investments job which deletes the marked investments. The Purge Flag is set for the investment.
      • When the option is unchecked, eligible users cannot mark inactive investments with either timesheets or financial transaction data or both to be deleted. The Purge Flag is not set for the investment.
  3. In the
    Staffing
    section, specify the following system-level options and save:
    • Round Allocations to Nearest %
      Specifies the amount that you want to round allocations to when booking resources or teams to projects. The setting is used with the Allocate from Estimates action on the project team page. To determine the allocation rate, the sum of the estimates is divided by the availability of the resource for a day. The allocation rate is then rounded based on the value in this field. To allow this setting to produce a remaining allocation that is very close to the estimate, set the value as zero or 1, then no rounding is done. See
      KB000051149
      on support.ca.com for additional details.
    • Allow Effort Task Creation
      Specifies to create the effort task when you add a resource to a project that does not have tasks.
    • Reassign Tasks when replacing Role
      Specifies whether to allow the reassignment of tasks when a project manager replaces a role with another staff member.
      • When the option is unchecked, the following behavior applies:
        • The new staff member is allocated to the project using the Default Allocation % value from the source role and is not assigned to any tasks.
        • The existing role remains on the project and on all tasks in the project.
        • The Default Allocation % is reset to zero for the existing role.
        • The task assignments are not changed for the existing role. If the existing role is assigned to the Effort Task, the role remains assigned to the task and the ETC amount is reset to zero.
      • When the option is checked, the existing role is removed and the new staff member has the allocation and task assignments.
      Note:
      The setting is used when replacing a role with another staff member in
      Clarity
      , project Staff tab.
    • Allow Edit of Allocations when Investment is Locked
      Specifies to allow resources to edit allocations while projects are locked. When selected, project managers can do the following:
      • Edit existing team staff member allocations if the project is checked out in a desktop scheduler.
      • Add new team staff members to the project.
      • Replace roles if the
        Reassign Tasks when replacing Role
        option is selected.
    • Automatically Open Staff Members for Time Entry
      Specifies if you want staff members on project teams to be open to enter time on project tasks. The setting is used on the project team page for team staff members and the Open attribute on the Team object.
      Values:
      • Never
        : Staff members are not automatically open for time entry to enter time on project tasks. For example, if you edit existing properties for a staff member, no changes are made to the Open for Time Entry value for the staff member. If you add new staff members, the Team object Open attribute Default value is used.
      • When Hard-Booked
        : Staff members are automatically open for time entry when they are hard-booked. Hard-booking means when any amount is hard-booked, not when the booking status changes to
        hard
        .
      • When Request Status is Approved
        : Staff members are automatically open for time entry when their request status changes to
        Approved
        .
The default value on this field is used when a team member is staffed on a project. If the Open for Time Entry attribute on the Team object is selected (checked), this system setting is not used. If the Open for Time Entry attribute on the Team object is not selected (unchecked), the Open for Time Entry attribute for the team member is updated based on this system setting.
  • Show Tasks in Organizer
    Defines how projects tasks appear in the Organizer.
    Values:
    • When Assigned
      : Project tasks are listed in the Organizer when resources are assigned to the task.
    • When Hard-Booked
      : Project tasks are listed in the Organizer when resources are hard-booked to the tasks.
    • When Request Status is Approved
      : Project tasks are listed in the Organizer when resources are approved.
  • Automatically Add Staff Members As Investment Participant
    Specifies how resources are assigned to investments as participants. When the project setting is enabled (that is,
    not
    set to Never), the
    Project - Participant (Auto)
    right is automatically granted to the resource.
    Values:
    • Never
      : Resources can never be automatically assigned to investments as participants. In this case, to provide project access to a resource, assign either the
      Project - View
      or
      Project View - Management
      access right.
    • When Added to Investment
      : Resources can be automatically assigned to investments as participants when they are added to these investments. If this option is selected and project notifications are enabled, project participants receive a notification when they are added to the team staff page of a project.
    • When Hard Booked
      : Resources can be automatically assigned to investments as participants when they are hard-booked for these investments. Hard-booking means when any amount is hard-booked, not when the booking status changes to
      hard
      .
  • Require Resource - Hard Book right to add participants
    Allows project managers to filter the participants list based on hard booking access rights. When the setting is checked, you only see resources for which you have hard booking rights on project team participants page. You can only add these resources as participants to the project. Also, the Add by Resource ID field is hidden when this option is checked.
  • Hide System Groups option when adding participants
    Allows users to show or hide System Groups as an option to add on the project team participants page. When the option is checked, the user is unable to add a system group as a participant on projects.
  • Allow Override Requisition Approval
    Allows project managers to require requisition approval on individual projects.
    Project managers and resource managers require the
    Project - Edit
    access right to book requisitions.
  • Allow Mixed Booking
    Lets project managers edit the planned or
    soft 
    allocations and
    hard
    allocations of resources. The resulting disparity is known as a
    mixed
    booking and often extends a resource allocation to do additional project planning. If a
    mixed
    booking exists on a project, the field is read-only.
    When you allow mixed bookings in
    Clarity
    , a user with 'Project - Manager (Auto)' rights can modify allocation data for resources in the Team Detail page. When you update the settings to prohibit mixed bookings, a user with 'Project - Manager (Auto)' rights will not be able to modify resource allocation data. This behavior is permitted because the Allow Mixed Booking option in
    Clarity
    enables you to have different values for planned allocation and hard allocation on a team record. Project Managers can adjust the planned allocation based on project requirements but cannot update the hard allocation field without the necessary booking rights. Resource Managers or users with relevant rights can update the hard allocation field after negotiations with the project manager. The Accept Hard Allocation and Commit Planned Allocation actions in
    Clarity
    , enable resource managers to synchronize the planned and hard allocation curves.
  • Convert resources to roles when using templates (default)
    Converts all resources to project roles when the project manager creates a project from a project template. The project manager can override this default setting when creating projects from project templates.
  • Requisition Booking
    Defines the options to book requisitions using allocation percentage or available work units.
    Classic PPM
    decrements the requested amount based on the booked amount. To determine if a requisition is fully filled, depending on the selected booking option,
    Classic PPM
    uses allocation percentage or time-varying values (work units).
    Values:
    • Use Allocation Percentage
    • Use Available Work Units
    Example
    :
    • When using Allocation Percentage, a resource booked at 100 percent fully replaces another resource that is booked at 100 percent. The requisition is fully filled even if the hours they work each week are different. For example, if the role availability is 7 hours (100% allocation) and you select a resource who works only 3.5 hours (that is, 50% of the full allocation), the requisition is considered fully filled and remaining allocation shows at 0%.
    • When using Available Work Units, if the new resource works fewer hours each week than the resource being replaced, the requisition is not fully filled. For example, if the role availability is 7 hours (100% allocation) and you select a resource who works only 3.5 hours (that is, 50% of the full allocation), the remaining allocation shows as 50 %.
Set the Default Earned Value Calculation Method
An earned value calculation method is the method for calculating the various earned value (EV) metrics. Some of the methods are system calculated. For methods that are not system calculated, manually enter the Budgeted Cost of Work Performed (BCWP) for your project. If you use an EV calculation method for your project and all of its tasks that are not system calculated, define your project BCWP value. To define the value, baseline the project or update the earned value totals. You can also override BCWP for specific tasks.
You can define the default method in which earned value is calculated for projects and project tasks. The default setting for the earned value calculation method for projects and tasks is
percent complete
. If your organization uses another earned value management methodology for measuring project performance, you can set it as the default. Edit the Project and Task objects in Studio to set the EV Calculation Method attribute. See the
Reference
section of the English documentation.
Image showing the default EV Calculation Method in Studio for the PROJECT object.
Regardless of the earned value calculation method that you set for your project, the value entered in the BCWP Override field overrides the system-calculated BCWP values. The value is used in all EV calculations that require BCWP as a parameter. The following EV calculation methods are available:
  • Percent Complete (PC):
    Defines an estimate expressed as a percent of the amount of work that has been completed on a task or work breakdown structure. The EV calculation method where Budgeted Cost of Work Performed (BCWP) is system calculated using the following formula:
BCWP = Budget at Completion (BAC) * % complete
  • 0/100:
    Defines the EV calculation method where Budgeted Cost of Work Performed (BCWP) is system calculated using the following fixed formula:
If % complete = 100, then BCWP = Budget at Completion (BAC); otherwise, BCWP = zero.
Use this method when project work begins and completes in a single reporting period, and when credit is only earned when the project or task is 100 percent complete.
  • 50/50:
    Defines the EV calculation method where Budgeted Cost of Work Performed (BCWP) is system calculated using the following formula:
If % complete > 0 and < 100, then BCWP = Budget at Completion (BAC) / 2 If % complete = 100, then BCWP = BAC If % complete = 0, then BCWP = 0
Use this method when project work begins and completes within two reporting periods, and when 50 percent credit is earned when a project or task is started and the remaining 50 percent is earned upon completion.
  • Level of Effort (LOE):
    Defines the EV calculation method where Budgeted Cost of Work Performed (BCWP) is system calculated using the following formula:
BCWP = Budgeted Cost of Work Scheduled (BCWS)
  • Weighted Milestones:
    Defines the EV calculation method where Budgeted Cost of Work Performed (BCWP) is user-defined. The project manager assigns weights to milestones across the duration of the summary task. As each milestone in the summary task is reached, a specific percent of the work is completed until 100 percent is reached. Use this method if your organization uses earned value management methodology for measuring project performance and has projects and tasks that use this method. When you use this method, you enter the BCWP at the task level. Use the BCWP Override field in the Earned Value section of the task properties page.
  • Milestone Percent Complete (PC):
    Defines the EV calculation method where Budgeted Cost of Work Performed (BCWP) is not system calculated but user-defined. Dollar amounts are selected for the weighting of each time period, instead of a percentage. EV credit is earned as a percent of the milestone value assigned. Use this method if your organization uses earned value management methodology for measuring project performance and has projects and tasks that use this method. When you use this method, you enter the BCWP at the task level. Use the BCWP Override field in the Earned Value section of the task properties page.
  • Apportioned Effort (AE):
    Defines the EV calculation method where Budgeted Cost of Work Performed (BCWP) is not system calculated but is user-defined. Task work effort is tied to other task work efforts. As the base task completes work, the apportioned task earns completed work. The task uses the work effort that is associated with other tasks to drive its performance. Use this method for discrete work that is related to other discrete work. Use this method if your organization uses earned value management methodology for measuring project performance and has projects and tasks that use this method. When you use this method, you enter the BCWP at the task level. Use the BCWP Override field in the Earned Value section of the task properties page.
If you are using
Classic PPM
with Microsoft Project and you specify an earned value calculation method other than
percent complete
, use
Classic PPM
to calculate, display, and report earned value metrics. For more information, see
Clarity
Studio Development
.
Set Up Base Calendars
A default standard base calendar determines FTE and other calculations. As a project manager or resource manager, verify that the base calendars show the correct work days, shifts, and nonworking days. Base calendars serve as templates for other calendars including specific resource calendars and role calendars. The selected base calendar for a resource or role determines FTE when you allocate a resource or role to a project team.
Follow these steps:
  1. Click
    Administration
    ,
    Project Management
    ,
    Base Calendars
    .
  2. Click a calendar or click
    New
    .
  3. Modify the existing calendar, or enter the information for the new calendar.
  4. Save the calendar.
Modify a Resource Calendar
When you select a resource that is a predefined team, the Calendar tab is not available. Team resources can use their site calendar.
Follow these steps:
  1. Click
    Home
    ,
    Resource Management
    ,
    Resources
    .
  2. Select a resource or role.
  3. Click the
    Calendar
    tab.
  4. Modify the calendar.
To learn more about calendars, see
Resource Management
.
Add Risk Categories
As a project manager, add risk categories to group investment risks by a particular type. You can add additional risk categories, and then add these categories to object attributes, such as the Category Type lookup attribute. The lookup attribute defines the predefined risk category or factors that the resources can view when defining the detailed project and overall risks.
As an administrator, add new risk categories or factors. The risk categories appear in the Contributing Factors section of the main risk page. The project Risk field displays a weighted average of all risk categories or factors on the page.
Follow these steps:
  1. Create a number attribute (field) for the project object
    Properties
    view.
  2. Add the attribute to the
    Contributing Factors
    section of the
    Risk
    subpage view. The new number attribute is a formula field that is calculated based on a weighted average formula.
  3. Publish the view.
    The new risk category appears on the page. Users can now enter values for the risk category.
Set the Risk Threshold
As a project manager, use the Risk Score matrix to determine the degree of risk (low, medium, or high) based on the risk impact and probability factors. The risk probability values are plotted against the risk impact values. The intersection of every probability and impact value is the risk score. The
risk threshold
is the system-level default project risk score and overall risk threshold. The risk threshold defines the acceptable level of risk that can be tolerated without acting out the risk response strategy. You can also set the probability and impact values for the projects that have detailed risks.
You can change the existing risk thresholds, which help to calculate the degree of risk. However, the changes are not based on the changes to the risk score matrix.
Follow these steps:
  1. Click
    Administration
    ,
    Project Management
    ,
    Risk Settings
    .
  2. Set the risk threshold for all projects.
  3. Set the risk score for a given impact and probability combination.
  4. Save the changes.
Set Up Earned Value Reporting Periods
The earned value reporting period defines the frequency and the interval for the Update Earned Value History job. The job takes historical earned value snapshots of performance and saves them in the earned value history table. When using earned value methodologies to analyze project performance, the job uses the earned value reporting period to take the snapshot. The job saves the snapshot based on the project association to the period. The project manager associates the project to the appropriate period.
By setting up reporting periods, you define the time intervals that are used to save earned value (EV) information, such as weekly or monthly. The periods store and calculate historical earned value.
Set up the earned value reporting periods that are used by project managers for earned value analysis (EVA). When you define the reporting period, you define how often the report runs. Project managers associate their projects to defined reporting periods. Historical earned value snapshots of project performance are taken based on this reporting period.
Weekly Frequency Example
For a weekly recurrence of the reporting period, enter 1 as the frequency. For a recurrence pattern of every other week, enter 2. For twice a year, enter 26, and for once a year, enter 52.
Follow these steps:
  1. Click
    Administration
    ,
    Earned Value Management
    ,
    Period Definitions
    .
  2. Click
    New
    .
  3. Enter the basic information for the period definition:
    • Active
      Indicates if this reporting period is active. When the reporting period is active, project managers can associate projects to it.
    • Period Type
    • Defines the period type. Once you select a period type, define the recurrence of the selected period.
      • Weekly
        Frequency.
        Defines the weekly interval and the day of the week when the period starts.
        Example:
        Define the recurrence as every two weeks by entering 2, or define it as twice a year by entering 26.
        Interval Values:
        1 - 52
        Day of the Week Values:
        Sunday through Saturday
        Default:
        Weekly on Sundays starting this Sunday.
      • Monthly
        Frequency.
        Defines the monthly interval when the period starts. The recurrence can start on a specific day each month, or start at monthly intervals on a specific day of the week.
        Day Interval Values:
        1 - 31
        Interval Values:
        First, Second, Third, Fourth, or Last
        Day of the Week Values:
        Sunday through Saturday
        Default:
        Monthly starting on the first day of the month.
      • Quarterly
        First Quarter Starts.
        Defines the month (January through December) when the first quarter starts.
        Frequency.
        Defines the quarterly interval for the period to start. The recurrence can start on a specific day of the month each quarter, or start at quarterly intervals on a specific day of the week.
        Day Interval Values:
        1 - 31
        Interval Values:
        First, Second, Third, Fourth, or Last
        Day of the Week Values:
        Sunday through Saturday
        Default:
        Quarterly starting on January 1
      • Annually
        Every.
        Defines the month (January through December) when the period starts.
        Frequency.
        Defines the annual interval for the period to start. The recurrence can start on a specific day of the month each year, or start at annual intervals on a specific day of the week.
        Day Interval Values:
        1 - 31
        Interval Values:
        First, Second, Third, Fourth, or Last
        Day of the Week Values:
        Sunday through Saturday
        Default:
        Annually starting on January 1
  4. Save the changes.
Generate Earned Value Periods
Earned value (EV) periods contain the earned value reporting period information. The Update Earned Value History job creates the periods as it needs them. You can only delete consecutive ending time EV periods. Use the EV periods list page to delete EV periods. Earned value (EV) periods are created automatically when the Update Earned Value History job runs, or manually using these steps.
Follow these steps:
  1. Click
    Administration
    ,
    Earned Value Management
    ,
    Period Definitions
    .
  2. Click the Calendar icon next to the earned value reporting period to generate a new EV period.
    The EV periods list page appears.
  3. Click
    Create
    .
    The generate EV periods page appears.
  4. Enter the number of new periods.
  5. Save the changes.