Clarity: Create, Open, and View Projects

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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
lets you manage your project lifecycle as follows:
2
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    training helps you leverage the Project Management capabilities in Clarity.
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Project Lifecycle
The following diagram illustrates a typical project lifecycle:
Image describing the project lifecycle
Image describing the project lifecycle
Nicole - a project manager, is responsible for the successful initiation, planning, design, execution, monitoring, controlling, and closure of a project.
Clarity
helps 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?
Navigate to Projects
You can view projects as tiles or as rows in a grid layout depending on your access rights.

Prerequisites
Before you use the Projects grid or Project Tiles, verify that your administrator has granted you the following appropriate access rights:
  • Project Management - Tiles Navigate
    Allows users to access the Project Tiles page in
    Clarity
    where projects appear as tiles. The page includes only the project tiles that the user has permission to access.
  • Project Management - Navigate
    Allows users to access the Projects page in
    Clarity
    where projects appear in grid view. The pages include only the projects that the user has permission to access.
Follow these steps:
  1. Log in to
    Clarity
    .
  2. Click
    one
    of the following icons from the main menu:
    • Project Tiles
      Displays a quick visual overview of the projects that you must track frequently for overall status and monitoring.
    • Projects
      Lists all the projects and related details in a common grid view.
Create a Project
You can create a project on the Projects page or on the Project Tiles page. Here are a few key points to remember
  • If you have the Project - Create access right, you can:
    • Create a new project by using the "+" button in the Project Grid layout.
    • Create a project by using the Insert Row Below in the Project Grid layout.
    • Create a project by using the "New Card" button in the Project Board view.
    • Create a project by using the "New" button in Classic PPM.
    • Create a project by using the Create From Template button in Clarity and Classic PPM.
  • If you have the Project - Create from Template access right, you can:
    • Create a new project by using the Create From Template button.
    • Create a new project by using the Convert an Idea to Project button.
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:
Image illustrating some 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 prompts you to enter the information requested by the administrator in the
Create from Template
module of the blueprint associated with the template.
After you provide the information,
Clarity
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.
    Completed
    items are reset to
    Open
    status.
  • 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 PPM
to create projects in
Clarity
. If you try to create a project without enabling auto-numbering, an error message appears. For more information about Auto Numbering, see
Auto-Numbered Attributes
in
Classic PPM
Studio Objects and Attributes.
Follow these steps:
  1. In the main menu, click
    Projects
    .
    If you have access to Project Tiles, click
    Project Tiles
    .
  2. Click
    NEW FROM TEMPLATE
    .
    If you are in the
    Project Tiles
    view click
    NEW PROJECT
    .
  3. Use the horizontal arrows to find and click the template that you want to use. You can also search for a project template.
  4. Populate the mandatory details required to create the project.
    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.
  5. Click
    CREATE.
    The application creates your project.
  6. To define basic project details, click
    DETAILS.
    The new project is created based on the template you used.
A few key points to remember while populating fields in the New Project window are:
  • If a field is required in Classic PPM and does not have a default value in Classic PPM or project template then it will be automatically appended to the New Project window.
  • If a field is required in Classic PPM and does not have auto-numbering in Classic PPM then it should be automatically appended to the New Project window.
  • If a field is required in the blueprint and does not have a default value in Classic PPM or project template then it should be automatically appended to the New Project window.
  • If a field is required in the blueprint and does not have auto-numbering in Classic PPM then it should be automatically appended to the New Project window.
To learn more about using blueprints to add fields to the New Project window, see Specify the Fields Needed to Create a Project.

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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
    , or
    At 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:
    The 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 selected
    Unit Only
    , or can expand your search to include more OBS levels.
    • To search higher levels of the OBS hierarchy, select
      Unit and Ancestors
      .
    • To search lower levels of the OBS hierarchy, select
      Unit and Descendants
      .
  • Project Type:
    Filter projects by their assigned type. The type of project often corresponds to the project template such as
    Marketing
    ,
    Development
    , or
    Infrastructure
    .
  • Work Status:
    Filter projects by their current life-cycle status value such as
    Requested
    ,
    On Hold
    , or
    Complete
    .
  • 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 their
    Active
    or
    Inactive
    status.
  • 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 the
    X
    or
    CLEAR AL
    L. To clear all filters, click the
    X
    at 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
    Clarity
    follows the sort order (manual or alphanumeric) set in
    Classic PPM
    . The selected lookup values in
    Clarity
    always 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 Status
    is set to
    Active
    projects.
  • Project Manager
    is set to
    Henry Reed.
  • Project name
    contains the string
    Cre
    , to search for matching projects with
    Cre
    in their names such as
    Credit
    .
    Filter Project Tiles.PNG
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
Data in Grids
in Getting Started with
Clarity
.
This Image Shows the Projects in Common Grid in Clarity.PNG
Edit Projects
As a Project Manager or decision-maker, you can edit projects as follows:
  • Directly in the Projects grid.
  • By using the Details Panel.
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
Clarity
allows 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:
Edit Projects Using Details Panel.PNG
The following procedure describes how to add relevant attributes in a project using the Details panel:
Follow these steps
:
  1. In the main menu, click
    Projects
    .
    The Projects page appears.
  2. Use FILTER or VIEW to identify the project you want to edit.
  3. Click any column associated with a project in the Projects grid to display the
    Details
    tab.
  4. Click
    CONFIGURE
    to display a list of all the attributes that are available for the Project.
  5. 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.
  6. 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
Clarity
.
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
Requested
to
Active
and then to
Complete
.
Follow these steps:
  1. In the main menu, click
    Projects.
    . The projects page appears. 
  2. Click the
    Board
    icon. The projects are listed in the board view.
  3. When viewing the board for the first time, projects appear as follows:
    • Work Status appear as Columns
    • Project name appears as Card Title.
  4. 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
Clarity
.
Project Details with Display Mappings
If a color or icon display mapping and description is set up for an attribute in
Classic 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
Clarity
if a display mapping is set up for them in
Classic 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
More information:
Configure Display Mappings
in the topic
Clarity
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 PPM
too. 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:
  1. Open a project and click
    DETAILS
    .
  2. 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:
  1. As an administrator you must ensure that the specific object attribute is associated with Project from the
    Classic PPM
    interface. For more information about OBS, see Configure an Organizational Breakdown Structure.
  2. Click
    Projects
    from the main menu.
    The Projects grid page opens.
  3. Navigate to the
    Column
    picker, select the following OBS units as required:
    • Department
    • Location
    • Organization
    • Default Resource OBS Unit
    The associated columns are added to the Projects grid. You can also edit the OBS attributes from the grid.
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 Clarity: 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 PPM
Gantt view or an external scheduler. If you have configured
Classic PPM
to 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.
  1. Open a project and click
    TASK LIST
    .
  2. On the
    TASK LIST
    page, at top right, click the
    ⋮ Actions
    menu.
    • To view the tasks in a Gantt chart, click
      Clarity
      GANTT
      .
      A new window shows the projects tasks in the
      Classic PPM
      Gantt 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
Clarity
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.
More information:
Export Grid Data to a CSV File
in Getting Started with
Clarity
.
Deactivate a Project
When a project is no longer needed, you can make it inactive.
  1. Open a project and click
    DETAILS
    .
  2. In the SETTINGS group, clear the
    Active
    check box.
To change an
active
project to
inactive,
you require edit access rights for the project. The financial status of the project must also be
closed
or
on hold
. To edit the Financial Status field, you require either of the following access rights:
  • Project - Edit
    (which includes edit financial access)
  • Project - Edit
    Financial access with Project - Edit Management or Project - Manager (Auto)
    access
Mark Investments for Deletion in
Clarity
You can now mark an investment (Project, Idea, Custom Investment) for deletion in
Clarity
by using the Mark for Deletion action button. When you mark an investment for deletion,
Clarity
sets the Purge Flag field. The relevant stakeholders can now review all the investments that are marked for deletion. Once they are satisfied, they can run the Delete Investments and Time Reporting Period job to delete the relevant investments.
Before you mark an investment for deletion ensure that:
  • The financial status of the investment is set to Closed to prevent new transactions.
  • The investment status is set to Inactive.
  • No process instances are currently running on the investment.
You need to have the <investment> - Delete - All global access right and “Edit” access rights for investments that you want to mark for deletion.
If you have marked an investment for deletion and want to revert your decision, you can use the Clear Deletion option. The option clears the purge flag field associated with the investment.
Follow these steps:
  1. Log into
    Clarity
    .
  2. Navigate to the relevant investment page and select the Grid layout.
  3. Select the relevant investments and click
    Mark for Deletion
    .
To learn more about deleting investments, see Close, Deactivate, and Delete Projects and Investments.
Manage Risks for an Investment
If you manage risks directly for each investment, you can use a new calculated attribute Risk Score that has been introduced in this release. 11 new contributing attributes have also been introduced (Resource Availability Risk, Supportability Risk, Technical Risk, Sponsorship Risk, Organizational Culture Risk, Objectives Risk, Interdependencies Risk, Implementation Risk, Human Interface Risk, Flexibility Risk, Funding Risk). Since Risk Score is a calculated attribute, you can populate the Risk Score by population any of 11 attributes that contribute to the Risk Score. These attributes are available for all investments.
The risk attributes associated with the project object have been depreciated. Clarity will synchronize the values between the deprecated attributes and the new attributes for one year before announcing end-of-support for the Risk attribute and the associated contributing attributes.
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.
Executing Process by Using Actions
You can execute a process from projects, custom investments, ideas, roadmap items, and master objects in Clarity. Consider a scenario where you have specific custom attributes associated with an object. You want to lock these attributes after updating them so that they cannot be updated till the project is ready to be archived. In previous Clarity releases, you need to open Classic PPM and execute a process to lock these attributes. In Clarity 15.9.3 and higher releases, you can execute a process from the Properties module.
You can only execute a process from Clarity when the following conditions are met:
  • You have the Process Start or Process Manage access rights.
  • The process has been added to the associated blueprint.
Follow these steps:
  1. In Clarity, open the relevant object instance.
  2. On the Properties module:
    1. Select
      Actions
      and click the relevant process to execute it. The Actions button is available if there is more than one process associated with the investment.
    2. Select the
      Process
      if that is the only process associated with that blueprint.
Some key points you need to remember are:
  • You can only call processes where "Active=TRUE" and "Available for On-Demand Start=Yes.”
  • If you delete a process definition in Classic PPM, it will remove the generic action for all blueprints using that process definition.
  • When you execute a process in Clarity, you will see a message stating that the process has started successfully.
  • The Actions button is only available under the Properties module.
  • You can add a maximum of 50 processes to a blueprint.
  • If a process is on hold or disabled, you will get a run time error in Clarity.
  • Processes executed by using the Actions button will NOT enforce any partition logic configured on the process definition. If the user selects that generic action, a runtime error will be displayed.
  • All actions defined on the blueprint will display to the end-user, but the end-user will get a run-time error if the end-user selects an action and does not have the process start or process manage to start that process.
Managing Locked Projects in Clarity
Linked
You can see a lock icon that illustrates that a project has been locked because a user is editing tasks by using a scheduler. This functionality was available in Classic PPM and is now available in Clarity. A new field, “Locked By,” is available in Clarity and Classic PPM, which displays the user who has locked the project. You can also hover your cursor over the Lock icon to view who has locked a project.
The Locked By field is available in the Attributes grid so that you can secure it if needed. However, if you secure the attribute, users will not see the lock icon in Clarity.
When a project is locked, some key points to remember are:
  • You cannot edit Project Properties.
  • You cannot create, edit, or delete the staff associated with the project. However, if your administrator has selected the
    Allow Edit of Allocations when Investment is Locked
    setting, you can edit the staff associated with the project.
  • You can edit other details such as financial plans, risks, issues, changes, documents, links, and conversations.
  • You can see the project lock icon on the Staffing page.