CA Clarity Project & Portfolio Manager

Transcription

1 CA Clarity Project & Portfolio Manager Administration Guide v12.1.0

2 This documentation and any related computer software help programs (hereinafter referred to as the "Documentation") are for your informational purposes only and are subject to change or withdrawal by CA at any time. This Documentation may not be copied, transferred, reproduced, disclosed, modified or duplicated, in whole or in part, without the prior written consent of CA. This Documentation is confidential and proprietary information of CA and may not be used or disclosed by you except as may be permitted in a separate confidentiality agreement between you and CA. Notwithstanding the foregoing, if you are a licensed user of the software product(s) addressed in the Documentation, you may print a reasonable number of copies of the Documentation for internal use by you and your employees in connection with that software, provided that all CA copyright notices and legends are affixed to each reproduced copy. The right to print copies of the Documentation is limited to the period during which the applicable license for such software remains in full force and effect. Should the license terminate for any reason, it is your responsibility to certify in writing to CA that all copies and partial copies of the Documentation have been returned to CA or destroyed. TO THE EXTENT PERMITTED BY APPLICABLE LAW, CA PROVIDES THIS DOCUMENTATION "AS IS" WITHOUT WARRANTY OF ANY KIND, INCLUDING WITHOUT LIMITATION, ANY IMPLIED WARRANTIES OF MERCHANTABILITY, FITNESS FOR A PARTICULAR PURPOSE, OR NONINFRINGEMENT. IN NO EVENT WILL CA BE LIABLE TO THE END USER OR ANY THIRD PARTY FOR ANY LOSS OR DAMAGE, DIRECT OR INDIRECT, FROM THE USE OF THIS DOCUMENTATION, INCLUDING WITHOUT LIMITATION, LOST PROFITS, LOST INVESTMENT, BUSINESS INTERRUPTION, GOODWILL, OR LOST DATA, EVEN IF CA IS EXPRESSLY ADVISED IN ADVANCE OF THE POSSIBILITY OF SUCH LOSS OR DAMAGE. The use of any software product referenced in the Documentation is governed by the applicable license agreement and is not modified in any way by the terms of this notice. The manufacturer of this Documentation is CA. Provided with "Restricted Rights." Use, duplication or disclosure by the United States Government is subject to the restrictions set forth in FAR Sections , , and (c)(1) - (2) and DFARS Section (b)(3), as applicable, or their successors. Copyright 2010 CA. All rights reserved. All trademarks, trade names, service marks, and logos referenced herein belong to their respective companies.

3 Contents Chapter 1: General System Settings 13 Access the Administration Tool How to Manage System Options Document Manager Settings Set Other System Options Create Custom Color Palette Select Consistent Graph Colors How to Manage Site Links Add Site Links Edit Site Links Delete Site Links Chapter 2: Security 23 User Sessions Manage Resource Access Set Password Rules Manage Password Rules and Inactivity Options Set Password Options and Inactivity Rules How to Reset Passwords Reset Resource Passwords Force Resources to Change Passwords Force all Resources to Change Passwords Chapter 3: Resources 29 Create Resources Activate and Deactivate Resources Skills Add Skills Modify Skills Manage Rooms and Equipment Create Room and Equipment Types Change Room or Equipment Types Associate Resources With Resources Types Disable Resources Associated With Room or Equipment Types Contents 3

4 Chapter 4: Organization and Access 37 Resource Access Rights Grant Instance Access Rights to Resources Remove Instance Access Rights from Resources Grant Group Access Rights to Resources Group Access Rights Create New Groups Assign Instance-level Access Rights to Groups Assign OBS Unit Access Rights to Groups Assign Global Access Rights to Groups Organizational Breakdown Structure OBS Components OBS and Financial Entities How to Set up OBSs Create OBS Type Edit OBS Properties, OBS Levels, and Object Associations Associate Objects with OBS Remove Object Associations with OBS How to Manage OBS Units Enable and Disable OBS Access Rights Grant Resources Access Rights via OBS Units Grant Resources Access Rights to Object Instances in OBS Units Delete OBS Types Scope of Access Rights Stock Groups Access Rights that are Automatically Granted Portfolio Access Rights Portlet Access Rights Department Access Rights Financial Administration Access Rights Financial Management Access Rights Idea Access Rights Incident Access Rights Investment Access Rights Service Access Rights Program Access Rights Project Access Rights Release Access Rights Release Plan Access Rights Reports Access Rights Requirement Access Rights Resource Access Rights Administration Guide

5 Software Download Access Rights Page Access Rights Timesheets Access Rights License Information Access Rights XOG Access Rights License Information License Types View User Count by License Type View Access Rights by License Type Chapter 5: Data Administration 105 How to Set Up the Datamart Specify the Datamart Currency Set the Datamart Entity Set Up Datamart OBS Types Financial Management Fiscal Time Periods Set Datamart Extraction Options Set Up Time Slices for the Datamart Set Up the Default Rate Matrix Schedule the Datamart Datamart Jobs Datamart Table Descriptions Datamart Stoplights Create Datamart Stoplights Change Datamart Stoplights Delete Datamart Stoplights Time Slices Create Time Slice Requests Change Time Slice Requests Delete Time Slice Requests Auto-number Objects Lookups Types of Lookups Partitions and Lookups Static List Lookups Static Dependent List Lookups Dynamic Query Lookups Parameterized Lookups Deactivate Active Lookups Reactivate Inactive Lookups Deactivate Lookup Values Reactivate Lookup Values Contents 5

6 Delete Lookups Rules for Changing Lookups Filter Lookups Set Filter Options for Browse Lookups Limit the OBS Types that Appear in OBS Browse Lists View the Global Audit Trail Chapter 6: Processes 153 Process Overview Process Components About Object Types Object Roles About Steps About Step Actions About Groups Process Flow Stock Processes Process Access Rights Process Administrator Group Process Roles How to Create Processes View Available Processes Define Process Properties Add Objects to Processes How to Define Steps and Actions Define Step Properties Define Pre-Conditions Define Post Conditions Step Actions Create Step Actions Create System Actions Create a Run Job Create Subprocesses Create Step-Level Escalation Set Up Step-Level Process Notifications Process Groups Process-Level Escalation Defaults Add Process-level Escalation Defaults View Process Escalations Flow Diagram Characteristics View the Process Flow Diagram Configure Process Flow Diagram Settings Administration Guide

7 Validation for Processes and Steps Validation Rules Monitor Validation Statuses Validate Processes Validate Process Steps Re-Validate Processes and Steps Process Instances Start Process Instances View and Correct Runtime Errors Monitor Process Instance Steps Process Flow Diagrams Cancel Process Instances Filter the Processes List Activate Processes Modify Processes Copy Processes Delete Processes How to Manage Resource Access to Processes View the Resources with Access to Processes Grant Resource Access Rights for Processes Grant Group Access Rights for Processes Grant OBS Unit Access Rights for Processes How to Manage Process Management Performance Monitor Process Engines Monitor Process Engine Pipelines View Process Event Messages Monitor Process Escalations Chapter 7: Project Management Configurations 229 Timesheets and Time Reporting Periods Set Timesheet Options Create Time Reporting Periods View a List of and Open Time Reporting Periods Edit Time Reporting Periods Delete Time Reporting Periods Charge Codes Create Charge Codes Edit Charge Codes Delete Charge Codes Input Type Codes Create Input Types Edit Input Type Codes Contents 7

8 Delete Input Type Codes Risk Category Types How to Add New Risk Categories View a List of Invalid Transactions Document Templates for Activities Add Document Templates to Activities Check Document Templates In and Out Delete Document Templates from Activities Default Settings Set the Default Project Management Options Resource Load Patterns Set the Default Resource Load Pattern Earned Value Calculation Methods Set the Default Earned Value Calculation Method Set the Default Resource Booking Options Base Calendars Create New Calendars Edit the Base Calendar Change Calendar Parent/Child Relationships Delete Calendars Set Risk Threshold Chapter 8: Financial Administration 257 Entities How to Set Up Entities Create and Edit Entities Edit General Properties and Entity Defaults Fiscal Time Periods for Entities Plan Defaults Delete Entities Locations By Example: Uniquely Named Locations for Multiple Entities Create and Edit Locations View Sub-locations of Parent Locations Associate Departments with Locations Delete Locations Financial Classes Resource Classes Company Classes Investment Classes Work in Process Classes Transaction Classes Administration Guide

9 Batch Cycles Add Batch Cycles Assign Batch Cycles Add Batch Output Entries Delete Batch Cycles Delete Batch Output Entries Financial Management Default Options Maintain Financial Management Defaults Manage Transaction Default Entries Default Currency Currencies Activate Currencies Set Up Conversion Rates Processing Set Up Financial Management Processing Options Specify WIP Settings Units of Measure Add and Change Units of Measure Delete Units of Measure Cost Keys Specify Cost Key Definitions View Cost Key Definitions Vendors Add Vendors Delete Vendors Financial Matrices Cost/Rate Matrices Cost Plus Codes and Rules Administrative Methods and Codes Tax Authorities Assign Columns in Cost/Rate Matrices How to Set Up Cost/Rate Matrices Test Cost/Rate Matrices Copy Cost/Rate Matrices Unlock Matrices Chapter 9: Chargeback Administration 321 About Chargebacks GL Account and Chargeback Setup Requirements Access GL Account and Chargeback Administration General Ledger Accounts Create GL Accounts Contents 9

10 Edit GL Accounts Delete GL Accounts Chargeback Rules Standard Rule Headers Credit Rule Headers GL Allocations for Standard or Credit Rules Overhead Rules Set Up Resource Credits How to Remove GL Allocations from Chargeback Rules Delete Standard, Overhead, or Credit Rules Chargeback Errors and Warnings Monitor Chargebacks Errors and Warnings Chapter 10: Demand Management Configurations 337 How to Set up for Incident Financial Defaults Incident Categories Create Incident Categories Associate Investments with Incident Categories Control Access to Incident Categories Set the Incident Category Priority Assign Investments to Incidents Incident Lookups Incident Jobs Check for Errors Chapter 11: Earned Value Management Configurations 343 Earned Value Reporting Periods Create Earned Value Reporting Periods View a List of Earned Value Reporting Periods Edit Earned Value Reporting Periods Chapter 12: Reports and Jobs 349 The Reports and Jobs Framework Report and Job Definitions Executable Types Report and Job Generation Report and Job Notifications Access to Reports and Jobs About the CA Clarity Universe for Reports CA Clarity PPM Business Objects Universes System Reports versus User-Defined Reports Administration Guide

11 How to Create User-Defined Reports How to Set Up CA Clarity PPM for Reports CA Clarity PPM Business Objects Security Groups Develop New Jobs SQL Stored Procedure Guidelines for Creating Jobs Java Guidelines for Creating Jobs View and Edit Report and Job Definitions Create New Report or Job Definitions Edit Report or Job Definition Properties About Report and Job Definition Parameters About Incompatible Report and Job Definitions Associate Report and Job Definitions with Categories Run or Schedule Jobs to Run Scheduled Job Runs Define or Edit Scheduled Job Run Properties Pause or Resume Scheduled Runs View Status of Scheduled Job Runs Cancel Scheduled Job Runs Delete Scheduled Job Runs Delete Saved Parameters Report and Job Categories View the Job Log Access Rights to Manage Reports or Jobs Appendix A: Stock Job Descriptions 387 Assign Incident Job Autoschedule Project Job Batch Printing Job Calendar Background Process Job Clean User Session Job Create Business Objects Users Job Datamart Extraction Job Datamart Rollup - Time Facts and Time Summary Job Delete Process Instance Job Delete Investments Job Execute a Process Job Generate Invoices Import Financial Actuals Job Index Contents and Documents for Searches Job Investment Allocation Job LDAP - Synchronize New and Changed Users Job LDAP - Synchronize Obsolete Users Job Contents 11

12 Oracle Table Analyze Job Post Incident Financials Job Post Timesheets Job Post Transactions to Financial Job Purge Documents Job Purge Financial Tables Job Purge Temporary Hierarchy Data Job Rate Matrix Extraction Job Remove Job Logs and Report Library Entries Job Send Calendar Reminders Job Time Slicing Job Update % Complete Job Update Business Objects Report Tables Job Update Earned Value History Job Update Hierarchy Data Job Update Earned Value Totals Job Validate Process Definitions Job Index Administration Guide

13 Chapter 1: General System Settings This section contains the following topics: Access the Administration Tool (see page 13) How to Manage System Options (see page 14) How to Manage Site Links (see page 19) Access the Administration Tool Most of the tasks for managing CA Clarity PPM are accomplished by using the Administration Tool. To access the Administration Tool 1. Enter the URL for your application in a web browser. The CA Clarity PPM login page opens. 2. Log in. Your application Home page appears. 3. Click the Administration Tool icon at the top of any CA Clarity PPM page. The Administration Tool opens. Chapter 1: General System Settings 13

14 How to Manage System Options How to Manage System Options You can manage the following general system settings: Set log in and log out options. Set password options. Enable HTML page compression (see page 15) for performance optimization. Document settings: Set file extension for documents (see page 15). Enable file scanning. Allow users who are not participants access to project documents (see page 15). Set rules to download documents via the Knowledge Store Document Manager (see page 15). Note: See the Common Features and Personal Options User Guide for more information. Graph and color palette settings: Set graph format (see page 15). Select consistent graph colors (see page 19). Create custom color palette (see page 18). Note: See the Common Features and Personal Options User Guide for more information. Document Manager Settings You can set default Document Manager options. 14 Administration Guide

15 How to Manage System Options Set Authorized File Extensions for Document Uploads You can set a default list of authorized file extensions for document uploading using the Document Manager or by using a Studio attachment data type. If this list is specified, when uploading documents, a message appears listing the supported extensions. If the extension of the uploaded file does not match the supported extensions, the file is not uploaded and a warning appears on the resulting page. If no list is specified, you can upload any file regardless of its extension. Note: The file extension setting does not apply to documents that you upload using XOG. To set authorized file extensions for document uploading 1. Select System Options from the General Settings menu. The System Options page appears. 2. In the Document Manager Options section, add a comma-delimited list of file extensions allowed for uploading in the Authorized File Extensions field, and click Save. Your changes are saved. Set Other System Options You can set other system options from the Administration Tool, such as company name, graph formats, financial cost of capital, document download, and file compression. To set other system options 1. Select System Options from the General Settings menu. The System Options page appears. 2. In the Other section, complete the following fields and save your settings: Company Name Defines your company name that is displayed on the About page. Limit: 80 characters Total Cost of Capital % Defines the annual finance rate used to calculate the total cost of capital of an investment. Chapter 1: General System Settings 15

16 How to Manage System Options Graph Format Defines the graph format. Values: SVG. (Scalable Vector Graphics). A vector format that allows scalable graphs. You can adjust the size and resolution, mouseover data points, and view labels. SVG files are often smaller than JPEG images. Requires an SVG viewer. SVGZ. A compressed SVG format that allows scalable graphs. Similar to SVG, you can adjust the size and resolution. Requires an SVG viewer. SVGZ graph files are smaller than SVG files. JPG (JPEG). A bitmapped format that can lose its resolution when scaled. No special viewer is required. Graphs can be displayed in any web browser. Use Consistent Graph Colors Sets consistent graph colors at the system level for colors assigned to the graphs based on a consistent color key, which is defined at the graph portlet level. The consistent color key is a metric in the graph. The color key you select determines the color that is assigned to the graph portlet first, second, and so on in a consistent manner across graphs that you are comparing. Default: Cleared Example: If the Status attribute is selected as the consistent color key and one of the values of this attribute is pending, then all graphs that use the Status attribute as their consistent color key, will have the same color for the value pending. Use GZip HTML Encoding Allows HTML page compression. Default: Selected Maximum Rows for Export To Excel Specifies the maximum number of rows of data a user can export when using the Export to Excel (Data Only) option. Leave the field blank if you want no limit. Allow Non-participants to Access Documents Indicates if users who are not project member can access project documents. Select Yes to allow non-participants access to documents. This becomes the default option when new documents are added. Default: No 16 Administration Guide

17 How to Manage System Options Maximum File Size for Document Download Describes the maximum file size (as an integer) in megabytes that a user can download from the Knowledge Store or Document Manager. If blank, there is no limit on the file size that a user can download. If a user tries to download selected files that have an uncompressed file size greater than the maximum file size for download, the following error message is displayed for users and the download is cancelled: DMS-05202: Total file size of selected file exceeds the Maximum File Size for Document Download. Please try either Incremental Download or Contact your System Administrator. Warning File Size for Document Download Describes the maximum file size (as an integer) in megabytes that a user can download from the Knowledge Store or Document Manager before getting a warning message. You must enter a warning file size amount in this field that is less than the amount you entered for the maximum file size for document download. If the total uncompressed size of all files selected for download is less than the maximum file size for document download, but greater than the warning file size for document download, the following warning message is displayed for users: Total file size of selected file exceeds the warning File Size for Document Download. Are you sure you want to continue? Select Yes to continue or No to abort the download process Enable Document Download Indicates that document downloads are allowed. Default: Cleared Chapter 1: General System Settings 17

18 How to Manage System Options Create Custom Color Palette When you create a custom color palette, you can optionally change the order in which colors will be picked from the palette. The consistent color key (selected at the graph level) will use this order to distribute colors in that graph. If you do not specify an order, then the order in which you added the colors is used to assign colors. If you do not create a custom color palette, the system assigns graph colors using the out-of-the-box color palette. If you create a custom color palette, the system assigns graph colors using this custom color palette. This behavior applies irrespective of whether or not you select the Use Consistent Graph Colors option. To create a custom color palette 1. Select System Settings from the General Options menu. The System Options page appears. 2. In the Other section, do the following and save your changes: a. Click the Color Palette link next to Graph Format. The graph Colors page appears. b. Add colors to your custom color palette using Web colors (for example, 00FF00) as needed. c. Click Order to change the order in which the colors are assigned. A custom color palette is created. 18 Administration Guide

19 How to Manage Site Links Select Consistent Graph Colors Controlling the colors that appear on graphs and the order in which they appear can improve usability when you are viewing and comparing similar data between two graphs side-by-side. You can view the same metrics using the same colors across the graphs. Out-of-the box, CA Clarity PPM assigns colors to all system graphs using a color palette that consists of 16 colors. The colors are assigned in the order they are listed in the palette, starting with the first color, going down the list and then looping back to the first color once the last color is reached in the palette. For example, if red, blue, and green are the first three colors in that order in the color palette, red is applied first, blue second, and green third until the last color is reached in the palette, and then loops back to red again (if required). Assigning colors using this logic means that when you look at graphs side-by-side, the colors can be different for the same legend names across the graphs. Selecting the Use Consistent Graph Colors option at the system level sets the default for all graphs to use the consistent color option, but you can change this default setting at the graph portlet level. If you make changes at the individual graph portlet level, users can: Enable consistent colors on a temporary (per session) basis. Configure a consistent color key and consistent colors usage. To select consistent CA Clarity PPM graph colors 1. Select System Settings from the General Options menu. The System Options page appears. 2. In the Other section, select the Use Consistent Graph Colors check box, and click Save. The new settings are saved. How to Manage Site Links You can add, change, and the delete site links that appear in the Site Links section of Overview: General pages. By default, this section displays below the Favorite Photo section on the right side of the page. You can do the following: Add a new site link (see page 20). Edit an existing site link (see page 21). Delete a site link (see page 21). Chapter 1: General System Settings 19

20 How to Manage Site Links Add Site Links You can create new site links on Overview: General page using the Link Properties page. To add a new site link 1. Select Site Links from the General Settings menu. The Page Links page appears. 2. Click New. The Link Properties page appears. 3. Complete the following fields and click Submit. Link Name URL Defines the name of the link that will appear on the Overview: General page. Limits: 40 characters Defines the web address used to display the page when the link is clicked. The system does not validate the link. Make sure the link you enter is correct. Limits: 240 characters. Your changes are saved. 4. Test the link by viewing page links from the Site section of the Overview: General page. Note: See the Common Features and Personal Options User Guide for more information. 20 Administration Guide

21 How to Manage Site Links Edit Site Links Use the Links Properties page to edit the properties of a site link. To edit a site link 1. Select Site Links from the General Settings menu. The Page Links page appears. 2. Click the properties icon next to the link you want to edit. The Links Properties page appears. 3. Change the following fields and click submit when done: Link Name URL Defines the name of the link that will appear on the Overview: General page. Limits: 40 characters Defines the web address used to display the page when the link is clicked. The system does not validate the link. Make sure the link you enter is correct. Limits: 240 characters. Delete Site Links Use the Page Links page to delete a site link that is no longer needed on the Overview: General page. To delete a site link 1. Select Site Links from the General Settings menu. The Page Links page appears. 2. Select check box next to the link you want to delete and click Delete. A confirmation page appears. 3. Click Yes to confirm the deletion. The site link is deleted. Chapter 1: General System Settings 21

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23 Chapter 2: Security This section contains the following topics: User Sessions (see page 23) Manage Resource Access (see page 24) Set Password Rules (see page 25) Manage Password Rules and Inactivity Options (see page 26) How to Reset Passwords (see page 27) User Sessions User sessions are tracked using session-based cookies that carry tokens that are used to access session data that is persisted in a cache (for a single server environment) or in a database (for a clustered environment). This means that: The user's web browser must accept cookies from CA Clarity PPM. Load balancing and clustering work fine with this technique. Session hijacking should not occur because it is difficult to fake a session cookie. Even if the cookie can be faked, it is valid only while the real user is logged in. Once this user logs out, session information in the database and cache that corresponds to the cookie value is deleted. Chapter 2: Security 23

24 Manage Resource Access Manage Resource Access You can prevent or enable resources to log into CA Clarity PPM. When you disable a resource's access, all information about the resource is retained. You can later enable login privileges again. The following procedure describes how to change access for a single resource. You can activate, inactivate, or lock multiple users at a time. On the Resources list page, select the resources whose access you want to change and click Activate, Deactivate, or Lock depending on what you want to do. If LDAP is turned on, you cannot activate or inactivate multiple users at one time. To enable or disable a resource's access 1. Select Resources from the Organization and Access menu. The Resources page appears. 2. Click the name of the resource whose access you want to prevent or enable. The Resource: Properties page appears. 3. Do one of the following: 4. Choose the resource's status from the Status drop-down. Values: Active. Activates and enables the resource for assignment projects. Inactive. Deactivates and prevents the resource from being assigned to projects. Lock. Prevents the resource from logging in to CA Clarity PPM. Default: Active 5. Click Save and Exit. 24 Administration Guide

25 Set Password Rules Set Password Rules Use the Change Password Options section on the System Options page to set up password rules. To set a password rule 1. Select System Options from the General Settings menu. The System Options page appears. 2. In the Change Password Options section: a. Click Define Custom Expression. b. At Regular Expression, enter the "^" symbol to indicate the beginning of the rule. c. Enter any or all of the following expressions to indicate acceptable characters: (?=.*[a-z]) Any lowercase alphanumeric characters are allowed. (?=.*[A-Z]) Any uppercase alphanumeric characters are allowed. (?=.*[~'!@#$%^&*)(-+=]) Any special characters are allowed..{n,n1}$ The required password length where "n" indicates the minimum number of characters required and "n1" is the max. To indicate only the minimum length, simply omit the maximum number (and vise versa). For example, ".{8,}$" specifies a minimum eight-character password. a. Enter "$" to indicate the end of the expression. For example: ^ (?=.*[a-z]) (?=.*[A-Z]) (?=.*[~'!@#$%^&*)(-+=]).{8,}$ b. At Error Message, enter a message to display to resources who fail to enter properly-formatted passwords. 3. Click Save. Chapter 2: Security 25

26 Manage Password Rules and Inactivity Options Manage Password Rules and Inactivity Options To make it more difficult for unauthorized users to guess user passwords, you can create password rules that require resources to create more complex passwords. For example, you might create a password rule that all passwords to contain a combination of alphanumeric characters and special characters. Then any password that resources create which do not conform to those rules will be rejected by CA Clarity PPM. Use the Session Options and Change Password Options sections on the System Options page to do the following: Limit the number of times a user can enter an invalid user name and/or password. After the number of times you specify, users will be prevented from logging in until a system administrator resets the account. Have users automatically log out if they are inactive for a specified amount of time. Automatically have passwords expire after a certain number of days. Prevent users from using user names and passwords that are the same. Specify a minimum number of characters allowed for passwords. Specify the length of time that must pass before users can reuse a password. Require that users select a new password the next time they log in. You will need the Administration - Application access right to manage password options. Set Password Options and Inactivity Rules Use the Session Options and Change Password Options sections on the System Options page to set up password options and inactivity rules. To set password options and inactivity rules 1. Select System Options from the General Settings menu. The System Options page appears. 2. Complete the following fields in the Session Options section: Invalid Login Limit Defines the maximum number of consecutive login attempts before a resource is locked out. Enter a number greater than 0 to enable this option. Default: Not enabled. 26 Administration Guide

27 How to Reset Passwords Minutes Of Inactivity Until Logout Defines the number of minutes that must pass without activity before a resource is locked out. Enter a number greater than 0 to enable this option. Default: Not enabled. 3. Complete the following fields in the Change Password Options section: Number Of Days Until Password Expires Defines the number of days until passwords automatically expire. Enter 0 to never automatically expire a password. User Name and Password Cannot Be The Same Indicates if identical the user name and password are not allowed. Default: Cleared Minimum Password Length Count Days 4. Click Save. Defines the minimum number of characters a password may contain. If you change this setting, resources who no longer meet the minimum password requirement will be asked to change passwords the next time they log in. Defines the number of consecutive unique passwords allowed before a password can be reused. Defines the number of days that must pass before a password can be reused. How to Reset Passwords You will need the Administration - Application access right to manage passwords. If you need to reset passwords, you can: Reset a resource's password (see page 28). Force the resource to select a new password the next time the resource logs in (see page 28). Force all resources to select a new password (see page 28). Chapter 2: Security 27

28 How to Reset Passwords Reset Resource Passwords To reset a resource's password 1. Select Resources from the Organization and Access menu. The Resources page appears. 2. Click the name of the resource you want to reset a password. The Resource: Properties page appears. 3. Complete the following fields: Password Defines the new password for the resource. Enter the new password again at the Confirm Password field. 4. Click Save and Exit. Force Resources to Change Passwords You can force a resource to change his or her password. To force a resource to change password 1. Select Resources from the Organization and Access menu. The Resources page appears. 2. Click the name of the resource. The Resource: Properties page appears. 3. Select the Force Password Change check box. 4. Click Save and Exit. Force all Resources to Change Passwords Use the Change Password Options section of the System Options page to force all resources to change their password. To force all resources to change their password 1. Select System Options from the General Settings menu. The System Options page appears. 2. In the Change Password Options section, click Force Password Change. Important! When you click Force Password Change, the option is immediately set. You do not have to click Save for this option to take effect. 3. Click Save. 28 Administration Guide

29 Chapter 3: Resources This section contains the following topics: Create Resources (see page 29) Activate and Deactivate Resources (see page 32) Skills (see page 33) Manage Rooms and Equipment (see page 34) Create Resources You can create new labor resources using the Resources page. To create a resource 1. Select Resources from the Organization and Access menu. The Resources page appears. 2. Click New. The Resource: Properties page appears. 3. Complete the following fields: Last Name Defines the resource's last name. First Name Defines the resource's first name. User Name Defines the user name that the resource will use to log into CA Clarity PPM. Resource ID Defines the resource's unique identifier. Password Defines the password that the resource will use to log into CA Clarity PPM. Confirm Password Defines the confirmation of the password that the resource will use to log into CA Clarity PPM by entering it again. Chapter 3: Resources 29

30 Create Resources Force Password Change Specifies whether you want to require the resource to change their CA Clarity PPM password upon first log in. Default: Selected Address Defines the address to which notifications and other CA Clarity PPM communications are sent. Note: The address must be accurate and up-to-date. Employment Type Indicates whether the resource is a contractor or a full-time employee. External Specifies whether the resource works for or is used for an outside company. Status Default: Cleared Indicates the resource's status. Values: Active. Activates the resource so that they can be assigned to projects. Inactive. Creates the resource profile, but deactivates the resource so that they cannot be assigned to projects. Lock. Prevents the user from logging in to CA Clarity PPM. Default: Active Time Zone Locale Defines the resource's primary workplace time zone. Defines the language to use for the resource's version of CA Clarity PPM. Language Defines the language to use for the resource's Business Objects reports. Note: If you change the language, the change does not occur immediately. You can wait 15 minutes for the change to take effect or log out and log back in to be make the change immediate. Home Page Displays the resource's Home page status (system default or user configured). 30 Administration Guide

31 Create Resources Reset Homepage Indicates if the resource's Home page is set to the system default Home page. Set to Current Timesheet Indicates if the resource's Home page is set to the current timesheet. The current time sheet is the resource's unsubmitted timesheet for the most recent week's timesheet period. Default: Cleared Resource Manager Identifies the name of the person creating the resource. Click the Browse icon to select a different resource manager. Company Defines the resource's company. 4. Click Save and Exit. Chapter 3: Resources 31

32 Activate and Deactivate Resources Activate and Deactivate Resources Resources are activated by default when you create them. Once you create a resource, they appear on the resource list even if their status is Inactive. A resource with the Active status can be assigned to projects. To change a resource's status 1. Select Resources from the Organization and Access menu. The Resources page appears. 2. Click the name of the resource whose status you want to change. The Resource: Properties page appears. 3. Complete the following field: Status Indicates the resource's status. Values: Active. Activates the resource so that they can be assigned to projects. Inactive. Deactivates and prevents the resource from being assigned to projects. Lock. Prevents the user from logging in to CA Clarity PPM. Default: Active 4. Click Save and Exit. Your changes are saved. 32 Administration Guide

33 Skills Skills Skills describe the talent used to complete project tasks or non-project related talent already processed by a resource. Examples of skills are Java, HTML, domain experience, and clerical. You can create individual skills or optionally create a skills hierarchy so that project managers can select skills from a list as they work with resource profiles. When you organize skills into a hierarchy, you can quickly associate a variety of skills with a resource. When you assign a high-level (parent) skill to a resource, the child skills are also automatically assigned. As you create skills, you can associate it to a parent skill. Therefore you should create the skills that will appear at the top of the skill hierarchy first so that you can select them as you create the lower-level skills. You cannot delete skills, but you can change them. Add Skills To add a skill to the skills hierarchy 1. Select Skills Hierarchy from the Data Administration menu. The Skills Hierarchy page appears. 2. Click New. The Create Skill page appears. 3. Complete the following fields and click Submit: Skill Name Defines the name for the skill. Skill Code Defines the unique code that identifies the skill. Parent Skill Specifies the parent skill. Click the Browse icon to select a skill. Description Active Defines a brief description of the skill. Specifies whether the skill is active or not. When active, users can use the skill. The skill is added to the list. Chapter 3: Resources 33

34 Manage Rooms and Equipment Modify Skills To modify a skill 1. Select Skills Hierarchy from the Data Administration menu. The Skills Hierarchy page appears. 2. Click the name of the skill that you want to modify. 3. Modify any of the following and then click Submit: Skill Name Defines the new name for the skill. Skill Code Defines the new unique code that identifies the skill. Parent Skill Specifies the parent skill. Click the Browse icon to select a new parent skill from the list. Description Active Defines the skill's description. Indicates if the skill is active and available to users. Manage Rooms and Equipment Use the rooms and equipment feature to book room and equipment (such as lap-tops and projectors) resources. You can categorize room and equipment resources into groups of room or equipment profiles are resource types. For example, you could enter Electronic Equipment as your room or equipment category, and television, and projector as the physical resources. 34 Administration Guide

35 Manage Rooms and Equipment Create Room and Equipment Types Use the Manage Rooms and Equipment page to create new rooms and equipment types. To create room or equipment types 1. Select Rooms and Equipment from the Data Administration menu. The Manage Rooms and Equipment page appears. 2. Click New. The Add Rooms or Equipment page appears. 3. Complete the following fields and then click Submit: Room or Equipment Type, enter a name for the new room or equipment resource type. To make this category a location, select Is Location. Rooms and Equipment, enter names at Room or Equipment Name for each individual room or equipment associated with this category. Location/Description, enter a brief description of each room or equipment. 4. Click Submit. Change Room or Equipment Types To change room and equipment types 1. Select Rooms and Equipment from the Data Administration menu. The Manage Rooms and Equipment page appears. 2. Click the Edit icon next to a room or equipment type. 3. Change any of the following information and then click Submit: Rooms and Equipment Defines the new name for the resource. Location/Description Defines the new description. Status Indicates if the resource is activated. Chapter 3: Resources 35

36 Manage Rooms and Equipment Associate Resources With Resources Types To associate a resource with a resource type 1. Select Rooms and Equipment from the Data Administration menu. The Manage Rooms and Equipment page appears. 2. Click the desired resource type. 3. Click New. The Add Rooms or Equipment page appears. 4. Complete the following fields and then click Submit: Room or Equipment Type Defines the name for the new room or equipment resource type. Is Location Indicates if this type is a location. Rooms and Equipment Defines the name at Room or Equipment Name for each individual room or equipment associated with this type. Location/Description Defines the brief description of each room or equipment. Disable Resources Associated With Room or Equipment Types To disable the physical rooms or equipment associated with a room or equipment type 1. Select Rooms and Equipment from the Data Administration menu. The Manage Rooms and Equipment page appears. 2. Next to the name of the room or equipment type you want to modify, click the Edit Properties icon. The Modify Resource Type page appears listing the rooms and equipment associated to the type. 3. To disable the resource, clear the Active check box, and click Submit. 36 Administration Guide

37 Chapter 4: Organization and Access Access rights allows users access to features and functions. These topics will show you how to manage various levels of access rights and how to build and manage organizational breakdown structures. Note: To manage access rights, you will need the System Administration or the Administration - Application access rights. This section contains the following topics: Resource Access Rights (see page 37) Group Access Rights (see page 40) Organizational Breakdown Structure (see page 43) Scope of Access Rights (see page 57) License Information (see page 101) Resource Access Rights To grant access rights to resources, you will need to access the resources in the. Use the Resources page to find the resource to which you want to grant access rights. Chapter 4: Organization and Access 37

38 Resource Access Rights Grant Instance Access Rights to Resources Use the Resource: Instance Access Rights page to give resources instance-level access rights to a specific portfolio, project, asset, application, or other objects. To grant instance access rights to a resource 1. Select Resources from the Organization and Access menu. The Resources page appears displaying a list of all resources. 2. Click the last name of the resource to whom you want to grant instance access rights. 3. Click Instance from the Resource's Access Rights section of the content menu. A list of existing instance access rights already assigned to the resource displays. 4. Click Add. The Select Object: Step 1 of 3 page appears. 5. At the Object drop-down, select the object to which you want to grant access rights, and click Next. The Select Access Rights: Step 2 of 3 page appears. 6. Select the access right you want to assign to the resource for the object, and click Add and Continue. The Select Object Instances: Step 3 of 3 page appears. 7. Select the object instances to which you want to grant access rights, then do one of the following: a. Click Add. b. If there are multiple pages of object instances, click Add and Select More, then select more object instances. Click Add when done. 38 Administration Guide

39 Resource Access Rights Remove Instance Access Rights from Resources To remove instance access rights from a resource 1. Select Resources from the Organization and Access menu. The Resources page appears. 2. Click the last name of the resource for whom you want to change or remove access rights. 3. Click Instance from the Resource's Access Rights of the content menu. A list of existing instance access rights already assigned to the user is displayed. 4. Select the check box next to each access right you want to remove. 5. Click Remove. Grant Group Access Rights to Resources Group access rights allow access to objects for any resource who is a member of the group. Use the following procedure to assign a resource to a group. To assign a resource to a group 1. Select Resources from the Organization and Access menu. The Resources page appears. 2. Click the last name of the resource to whom you want to grant group access rights. 3. Select Groups from the content menu. The Resource: Groups page appears. 4. Click Add. 5. Select the check box next to one or more groups, and click Add. Chapter 4: Organization and Access 39

40 Group Access Rights Group Access Rights You can assign a collection of access rights to a group, then automatically assign those rights to a resource by assigning the resource to the group. There is no limit to the number of resources that you can assign to a single group. For groups, you can assign rights at the: Instance-level to control access to object instances. OBS-unit level to grant access rights for an entire organization. This is a quick and recommended way. Globally to grant access to everyone. In order to grant access rights to groups, you will need to access the group in the. Use the Groups page to find the group to whom you want to grant access rights. You need the Administration: Access access right to manage group access rights. Create New Groups Groups are two or more resources that can share access rights. To create a new group 1. Select Groups from the Organization and Access menu. The Groups page appears. 2. Click New. 3. Complete the following fields: Group Name Defines the group name. Group ID Defines the unique identifier for the group. Description Defines the description of the group. 40 Administration Guide

41 Group Access Rights 4. Click Save and Continue. 5. To add resources to the group: a. Click Add. b. Select the check box next to each resource you want to add to the new group. c. Click Add. d. Click Continue. 6. Specify the group's access rights at the OBS unit level (recommended), globally, or at the instance-level. 7. Click Save and Exit. Assign Instance-level Access Rights to Groups Instance-level access rights control access to object instances. Use the following procedure to enable access to object instances for a group of resources. To assign instance-level access rights to a group 1. Select Groups from the Organization and Access menu. The Groups page appears. 2. Click the name of the group to which you want to assign instance-level access rights. The Group: Properties page appears. 3. Click Instance from the Group's Access Rights section of the content menu. 4. Click Add. 5. Select an object for which you want to assign access rights. 6. Click Next. 7. Select the desired access right, and click Add. 8. Select the instance, and click Add. 9. Click Yes to confirm. 10. Click Exit. Chapter 4: Organization and Access 41

42 Group Access Rights Assign OBS Unit Access Rights to Groups Organizational Breakdown Structures (OBS) units provide a view into the structure of an organization from a functional perspective. Use the following procedure to assign the access rights of an OBS unit to a group. To assign OBS unit access rights to a group 1. Select Groups from the Organization and Access menu. The Groups page appears. 2. Click the name of the group to which you want to assign OBS-unit level access rights. The Group: Properties page appears. 3. Click OBS Unit from the Group's Access Rights section of the content menu, and click Add. 4. Select the access rights you want to assign, and click Add. 5. Select the OBS unit for which you want to assign the access rights, and click Add. 6. Click Save and Exit. Assign Global Access Rights to Groups Global access rights are rights that grant access to everyone. Use this procedure to grant global access rights to a group. To assign global access rights to a group 1. Select Groups from the Organization and Access menu. The Groups page appears. 2. Click the name of the group to which you want to assign global access rights. The Group: Properties page appears. 3. Click Global from the Group's Access Rights section of the content menu, and click Add. 4. Select the check box next to each access right you want to grant to the group, and click Add. 5. Click Exit. 42 Administration Guide

43 Organizational Breakdown Structure Organizational Breakdown Structure The organizational breakdown structure (OBS) is a hierarchical representation of your company's structure. You can use an OBS to align projects and investments, resources, and most objects. With an OBS, you can do the following: Grant resources access to object instances based on their OBS membership Support financial setup Associate collections of resources with partitions Categorize objects for filtering and reporting purposes OBS Components An OBS is composed of the following components: OBS type. The model for the OBS, such as a company's geographical office locations, organizational chart, project types, and resource pool. OBS levels. The structure of the OBS hierarchy. For example, an OBS type based on organization chart may have "Company" as level 1, "Business Unit" as level 2, and "Department" as level 3. OBS units. A unit in the hierarchy. For example, an OBS type based on geographical location may use names of countries, states or regions, and cities as OBS units. An OBS unit can be an ancestor, descendent, or both in relation to other OBS units. You can move OBS and their descendents to other branches or levels as your company reorganizes without losing any access to objects, resources, and other interface elements. You can also create multiple OBS hierarchies (levels) within the OBS structure. Chapter 4: Organization and Access 43

44 Organizational Breakdown Structure OBS and Financial Entities A department OBS type and location OBS type are required for each financial entity. Once you associate a department OBS and location OBS with an entity, these OBS's: Are automatically enabled for access rights. Cannot be deleted and their structure cannot be edited directly from the OBS. Department OBS Type A department OBS type represents your company's organization chart. CA Clarity PPM administrators are responsible for defining the department OBS type and its OBS levels from the Administration Tool. Department managers are primarily responsible for creating departments. When a department manager creates a department, an OBS unit is also created in the OBS hierarchy based on the selected entity and optionally a parent department. Note: See the Common Features and Personal Options User Guide for more information. When managers associate resources, projects, investments, and services with an entity-associated department OBS, this OBS is listed in relevant pages as Department regardless of how it was named by your CA Clarity PPM administrator. Department as an entity-associated department will always appear at the bottom of any relevant Organization Breakdown Structure list. The following documents describe how to associate resources, projects investments, and services to a department: Note: See the Resource Management User Guide for more information. Note: See the Project Management User Guide for more information. Note: See the Portfolio Management User Guide for more information. Note: See the IT Service Management User Guide for more information. Location OBS Type A location OBS type represents the geographical locations of a company's departments. CA Clarity PPM administrators are responsible for defining the location's OBS type and OBS levels from Administration tool. Financial administrators are responsible for creating locations as part of the financial setup. When a location is created in during financial setup, an OBS unit is created in the OBS based on the selected entity. 44 Administration Guide

45 Organizational Breakdown Structure How to Set up OBSs You set up and manage OBSs by doing the following: Create an OBS type (see page 45). Edit the OBS's general information (see page 47). Add or remove OBS levels (see page 47). Create object associations (see page 49). Create OBS units (see page 51). Enable access rights (see page 54). Create OBS Type You create an OBS type to define the levels, units, and objects associated with the OBS. For example, an OBS named "Locations" might define an OBS type for geographical locations. If possible, qualify department OBS's when naming them for purposes other than entity association. For example, you may require a department OBS specifically for reporting purposes. In this case, you might qualify the name as "Department - Reporting". To create an OBS Type 1. Select OBS from the Organization and Access menu. The Organizational Breakdown Structure page appears. 2. Click New. The OBS Properties page appears. 3. Complete the following fields: Name ID Defines the name for the OBS. Note: Do use special characters in the OBS name, such as the greater than sign, less than sign, slashes, and quotation marks. Otherwise an error will occur when saving. Defines the unique ID for the OBS. Description Describes the OBS. Chapter 4: Organization and Access 45

46 Organizational Breakdown Structure Levels Defines the OBS level. At least one OBS level is required. For a location OBS, you may for example create Country as level 1, and State as level 2. Limits: 10 levels 4. Click Submit. 46 Administration Guide

47 Organizational Breakdown Structure Edit OBS Properties, OBS Levels, and Object Associations Edit General Properties of an OBS Change OBS Levels Create OBS Levels You can edit the general properties of an OBS, manage the OBS levels, and associate objects to the OBS. To edit properties of an OBS 1. Select OBS from the Organization and Access menu. The Organizational Breakdown Structure page appears. 2. Select the OBS type you want to edit. The OBS Properties page appears. 3. Change the name, ID, and description from the General Information section as needed. To change the OBS level 1. Select OBS from the Organization and Access menu. The Organizational Breakdown Structure page appears. 2. Select the OBS type you want to edit. The OBS Properties page appears. 3. Edit the name of the level as needed from the Levels section. 4. Submit changes. To create an OBS level 1. Select OBS from the Organization and Access menu. The Organizational Breakdown Structure page appears. 2. Select the OBS type you want to edit. The OBS Properties page appears. 3. Click New in the Levels section. The Create OBS Levels page. 4. Select the insertion point for the new level. 5. Enter a name in a separate text box for each level you want to create. 6. Submit the change. Chapter 4: Organization and Access 47

48 Organizational Breakdown Structure Delete OBS Levels To delete an OBS level 1. Select OBS from the Organization and Access menu. The Organizational Breakdown Structure page appears. 2. Select the OBS type you want to edit. The OBS Properties page appears. 3. Select the check box next to each level you want to remove from the Levels section, and click Delete. 48 Administration Guide

49 Organizational Breakdown Structure Associate Objects with OBS You must associate objects with an OBS to enable OBS capabilities (that is, security or reporting) on those objects. For example, when you associate an OBS with the Resource object, a resource manager can associate an OBS level with a resource. You can also specify whether the association applies to all OBS units or only to those at the lowest level. Suppose you have a geographical OBS with 2 levels: "Sales Region" and "City". You may select the lowest level if you want to only see reporting data based on "City", not "Sales Region". To associate an object to an OBS 1. Select OBS from the Organization and Access menu. The Organizational Breakdown Structure page appears. 2. Select the OBS type to which you want to associate an object. The OBS Properties page appears. 3. Click Add in the Associated Objects section. The Select Objects page appears. 4. Select the check box next to each object you want to associate with the OBS, and click Add. The object is associated to the OBS and is listed in the Associated Objects section. 5. Select an association for the object from the Association Mode drop-down: Any Unit. Associates the object with any OBS unit in the OBS. If an OBS has multiple levels, all units from all levels are available for selection or displayed in reporting. Lowest Unit. Associates the object with the lowest unit in the OBS hierarchy. If an OBS has multiple levels, only units in the lowest level (that is, has no children) are available for selection or displayed in reporting. 6. Submit changes. Chapter 4: Organization and Access 49

50 Organizational Breakdown Structure Remove Object Associations with OBS To remove an object association from an OBS 1. Select OBS from the Organization and Access menu. The Organizational Breakdown Structure page appears. 2. Select the OBS type to which you want to remove the association to an object. The OBS Properties page appears. 3. In the Associated Objects section, select the check box next to each object whose association you want to remove from the OBS, and click Remove. 4. At the confirmation, click Yes. How to Manage OBS Units Use the OBS Unit page to create new OBS units, or to move, edit, or remove OBS units. You can add OBS units one at a time or bulk add many OBS units. For the organizational OBS types associated with entities, the department manager creates departments via CA Clarity PPM. You can do the following: Create OBS units (see page 51). Create multiple OBS units at one time (see page 52). Move OBS units to another level (see page 53). Delete OBS units (see page 53). 50 Administration Guide

51 Organizational Breakdown Structure Create OBS Units You can create an unlimited number of units per OBS level. To create an OBS unit 1. Select OBS from the Organization and Access menu. The Organizational Breakdown Structure page appears. 2. Select the OBS type to which you want to add an OBS unit. The OBS Properties page appears. 3. Click the Units tab. The OBS Units page appears. 4. Click New. The OBS Unit: Properties page appears. 5. Complete the following fields: Name ID Defines the name for the OBS unit. Note: Do use special characters in the name, such as the greater than sign, less than sign, slashes, and quotation marks. Otherwise an error will occur when saving. Parent Limits: 32 characters Defines the unique ID for the OBS unit. Limits: 20 characters. Identifies the parent of this OBS unit. If there are other OBS units and you want to make this OBS unit a child to one of them, click the Browse icon, select the parent unit, and then click Add. 6. Save changes. The new OBS unit is added to the OBS. Chapter 4: Organization and Access 51

52 Organizational Breakdown Structure Bulk Create OBS Units You can bulk create many OBS units to the same OBS level. After bulk creating OBS units, you can edit OBS unit properties, such as create a unique ID and associate and grant access to object instances. To create many OBS units for an OBS at a time 1. Select OBS from the Organization and Access menu. The Organizational Breakdown Structure page appears. 2. Select the OBS type to which you want to add many OBS units. The OBS Properties page appears. 3. Click the Units tab. The OBS Units page appears. 4. Click Quick Create. The OBS Unit: Quick Create page appears. 5. Optionally select the parent OBS unit to identify the level to which the units will be added. 6. For each unit you want to add to the selected level, enter a unit name in a text box. Enter unit names in any order. They will be listed in alphabetical order when submitted. 7. Submit changes. 52 Administration Guide

53 Organizational Breakdown Structure Move OBS Units to Another Level Delete OBS Units You can move OBS units from the same level to another level within the selected OBS. To move an OBS unit 1. Select OBS from the Organization and Access menu. The Organizational Breakdown Structure page appears. 2. Select the OBS type to which you want to move an OBS unit. The OBS Properties page appears. 3. Click the Units tab. The OBS Units page appears. 4. Navigate to the OBS units you want to move, and select the check box next to each unit you want to move to another level. 5. Click Move. The Move Items page appears. 6. Navigate to the level you want to move the selected units to. Navigate up the hierarchy by clicking the links in the Select Placement section. 7. At the designated level, click Move. The units are moved. You can delete OBS units. Any OBS units at child levels will also be deleted. To delete an OBS unit 1. Select OBS from the Organization and Access menu. The Organizational Breakdown Structure page appears. 2. Select the OBS type you want to delete. The OBS Properties page appears. 3. Click the Units tab. The OBS Units page appears. 4. Navigate to the OBS unit you want to delete, and select the check box next to each unit you want to delete, and click Delete. 5. Click Yes at the confirmation. Chapter 4: Organization and Access 53

54 Organizational Breakdown Structure Enable and Disable OBS Access Rights You must enable access rights if the OBS is used to manage access rights for objects, such as resources, pages, and investments. You must disable access rights if you want to delete the OBS from CA Clarity PPM. OBS types automatically become access rights-enabled when they are associated with a financial entity. Once the OBS and entity association occurs, you cannot disable access rights. To enable or disable OBS access rights 1. Select OBS from the Organization and Access menu. The Organizational Breakdown Structure page appears. 2. Select the check box next to each OBS for which you want to enable or disable access rights. 3. Click Use for Access Rights to enable or click Remove Use for Access Rights to disable. 4. Click Yes at the confirmation. 54 Administration Guide

55 Organizational Breakdown Structure Grant Resources Access Rights via OBS Units You can grant resources who are members of an OBS unit access to specific object instances, to object instances in specific OBS units, or globally. For example, to grant a resource access to an object instance, use the OBS Unit: Instance Access Rights page. The OBS must be enabled for access rights. The following are general steps for granting access rights via OBS units. To grant access rights via an OBS unit 1. Select OBS from the Organization and Access menu. The Organizational Breakdown Structure page appears. 2. Select the OBS type to which you want to grant access rights. The OBS Properties page appears. 3. Click the Units tab and navigate to the OBS unit from which you want to grant access. 4. Click the Properties icon next to the OBS unit to edit its properties. The OBS Unit: Properties page appears. 5. Select one of the following from the content menu under Access Rights for Unit: Instance. Grants access to specific object instances in the selected OBS unit. OBS Unit. Grants access to object instances in other OBS units. Global. Grants access to any object instance in CA Clarity PPM. 6. Click Add. 7. For instance access, do the following: a. Select the object to which you want to grant access and click Next. b. Select the check box for each access right you want to grant and click Next. c. Select the check box for each instance you want to access. 8. For OBS Unit access, do the following: a. Select the check box next to each access right you want to grant to the OBS and click Next. b. Select the OBS to which you want to grant the access right, its association mode, and OBS unit. 9. For Global access, select the check box next to each access right you want to grant globally and click Next. Chapter 4: Organization and Access 55

56 Organizational Breakdown Structure 10. Click Add. The selections for the access level are granted. Grant Resources Access Rights to Object Instances in OBS Units To grant resource access rights to object instances in an OBS unit 1. Select Resources from the Organization and Access menu. The Resources page appears. 2. Filter or browse for the resource you want to grant access to object instances in a particular OBS unit. 3. Select the Last Name link to edit the resource's properties. The Resource: Properties page appears. 4. Select OBS Unit from Access to this Resource in the content menu. The Resource: OBS Unit Access Rights page appears. 5. Click Add. The Select Access Rights: Step 1 of 2 page appears. 6. Filter or browse for the access rights you want to grant to the resource, select the check box next to each access right to grant, and click Next. The Select OBS Units: Step 2 of 2 page appears. 7. Select the OBS from the Show OBS list box. If the OBS is not listed, verify that at least one object is shared with "Any Unit". 8. Select the default association mode: Unit only. Resource is granted rights to object instances in the selected OBS unit. Default. Unit and descendents. Resource is granted rights to object instances in the selected OBS unit and its descendents. Unit and ancestors. Resource is granted rights to object instances in the selected OBS unit and its ancestors. Unit, ancestors, and descendents. Resource is granted rights to object instances any where in the OBS. 9. Navigate to the OBS unit from which object instance rights are granted, select the check box next to each OBS unit you want to grant the resource object instance rights to, and click Add. 10. Save the changes. All the object instance rights granted to the resource for the OBS are listed. 56 Administration Guide

57 Scope of Access Rights Delete OBS Types You can delete OBS types. If an OBS is enabled for access rights, you must remove the access rights association before you can delete the OBS. Once an OBS is associated with a financial entity, you cannot delete the OBS. To delete an OBS 1. Select OBS from the Organization and Access menu. The Organizational Breakdown Structure page appears. 2. Select the check box next to each OBS you want to delete, and click Delete. 3. At the confirmation, click Yes. Scope of Access Rights You can choose to assign access rights to enable widespread access within the organization. At the other end of the spectrum, you can limit the scope of access for a specific object instance to a specific resource. Scope of Access Rights Granted Via Scope All projects, reports, and resources instances Access role Limited Projects, reports, and resources that belong to a specific OBS level Projects, reports, and resources that belong to certain OBS units Access role Item-level access rights for a resource Broad Broad Specific project, report, or resource instances Item-level access rights for a resource or group Very Limited Stock Groups The following out-of-the-box groups are provided to facilitate the granting of access rights. You can assign resources to one or more of these groups. By assigning resources, you can quickly grant resources the access they need. Additionally, by assigning an entire OBS Unit to a group, you can quickly grant hundreds, even thousands, of resources quick access to product functionality. Chapter 4: Organization and Access 57

58 Scope of Access Rights Project Officer Company - Document Manager Administrate Management - Capacity Planning Management - Methodology Project - Create Project - Edit CDF - All Project - Edit Financial - All Project - Edit Management - All Project - Enable Financial Project - Enable Opportunity Financial Manager Administration - Access Company - Edit Financial - All Financial Maintenance - Define Matrix Financial Maintenance - Financial Management Financial Maintenance - Financial Organizational Structure Financial Maintenance - Manage Matrix Financial Process - Approve Billing and Credit Memos Financial Process - Approve Credit Memos Financial Process - Approve WIP Adjustments Financial Process - Billing Financial Process - Credit Memo Financial Process - Print Invoices Financial Process - Transaction Entry Financial Process - Work in Process Project - Edit Financial - All Project - Enable Financial Management - Methodology Project - Create Project - Edit CDF - All Project - Edit Financial - All Project - Edit Management - All 58 Administration Guide

59 Scope of Access Rights Project - Enable Financial Project - Enable Opportunity Resource Manager Project - View Management - All Resource - View Access Rights Resource - Document Manager - Administrate - All Resource - Edit - All Resource Hard Book - All Resource - Update Skills Resource - View - All Sales and Opportunity Manager Company - Document Manager - Read/Write/Delete Project - Create Project - Enable Opportunity Timesheets Access Timesheets - Navigate Worker Company - Document Manager - Read/Write/Delete Project - Create Resource - Document Manager - Read/Write/Delete Report and Job Administrator Jobs - Access Jobs - Run - All Jobs - View Output - All Reports - Access Reports - Run - All Reports - View Output - All Reports and Jobs - Administrator Access Reports and Jobs - Create Definition Reports and Jobs - Edit Definition - All Report Users Reports - Access Chapter 4: Organization and Access 59

60 Scope of Access Rights Resource Creator Resource - View Access Rights Resource - Create Resource - Document Manager - Administrate - All Resource - Document Manager - Read/Write/Delete Resource - Edit - All Resource - Update Skills Access to Clarity Studio Studio Access Studio User Custom Objects Editor Menu Definition Editor - All Page Definition Editor - All Portlet Definition Editor - All Portlet Definition Viewer - All System Administrator Administration - Authorization Custom Objects Editor XOG Administrator Administration - Application XOG Administrator License Information Access Page - View Page - View - All Portlet - View Portlet - View - All Access Rights that are Automatically Granted The following access rights may be granted automatically when certain activities are performed: 60 Administration Guide

61 Scope of Access Rights Project - Discussion Manager Granted to a resource who creates a project. This access right automatically makes the resource the project collaboration manager. This right can also be granted to resources that do not create projects. When a resource is removed from Project Manager field, these rights should cease from the resource. Project - Manager For a resource who enables a project to be managed, this right automatically makes the resource the project manager. As a result, the resource can view and edit the project's general and management properties. There can only be one project manager.; therefore if the resource assigns another resource as project manager, the original resource automatically loses this access right. Project - Participant For a resource assigned to a project as a participant, this access right provides access to the Action Items, Project Calendar, Document Manager, and Discussions tabs. Project - Participant Groups For a resource who is assigned to a project through group membership, this access right provides access to the Action Items, Project Calendar, Document Manager, and Discussions tabs. Project - View Base Allows a resource to view the project overview and properties. Note: See the Project - View Documents access right description for more information. Project - View Documents Allows a resource to view documents and folders, even when the resource is not a project participant and provided the documents and folders are marked Open to Non-participants. This right includes the Project - View Base access right. Chapter 4: Organization and Access 61

62 Scope of Access Rights Project - View Requisitions Allows the user to view requisitions and the requisition resources. Resource - Self (Auto) This right is automatically granted to the resource. This right includes the Resource - Edit Ideas access right. Type: Instance Portfolio Access Rights The following access rights are available to resources, groups, and OBS units to create, view, and edit a portfolio: Portfolio - Access Allows a resource access to the Portfolio Management pages. This access right includes the Portfolio - Navigate global access right. Portfolio - Navigate Allows a resource access to the Portfolio Management pages. Portfolio - Create Allows a resource to create portfolios. This access right includes the Portfolio - Edit Access access right. Portfolio - Edit Allows a resource to view, edit, and delete a portfolio, to change its layout, and to attach, modify, or delete a scenario to a portfolio. Resources with this access right will only see investments, scenarios, and portlets in the portfolio to which the resource has been granted access rights. This access right is dependent on the Portfolio - Navigate access right being granted. Type: Instance Portfolio - Edit - All Allows a resource to view, edit, and delete all portfolios. The resource will only see investments, scenarios, and portlets in the portfolio to which the resource has been granted rights. This access right is dependent on the Portfolio - Navigate access right being granted. 62 Administration Guide

63 Scope of Access Rights Portfolio - Edit Access Allows a resource to view, edit, and delete the access rights for those portfolios to which he has Portfolio - View - All access right. This access right is dependent on the Portfolio - Navigate access right being granted. Portfolio - Edit Access - All Allows a resource to view, edit, and delete the access rights for any portfolio to which he has Portfolio - View - All access right. This access right is dependent on the Portfolio - Navigate access right being granted. PMO Accelerator Portfolio Manager Resources that are added to this group can review, model, and approve project and investment portfolios. Portfolio - View - All Allows a resource to view all portfolios. The resource will only see investments in the portfolio that the resource has been granted rights to and the resource will only see scenarios and portlets that the resource has been granted rights to. This access right is dependent on the Portfolio - Navigate access right being granted. Portfolio - View Allows a resource to view a specific portfolio. Type: Instance Portfolio - Edit Access Allows a resource to edit the access rights for a specific portfolio. Type: Instance Chapter 4: Organization and Access 63

64 Scope of Access Rights Portfolio - Manager - Auto (Automatic) Automatically granted to the resource that creates the investment, or to the resource assigned as manager. Allows the resource to view, edit, and delete the portfolios she creates as well as to view, edit, and delete the access rights for that portfolio. This access right is dependent on the Portfolio - Navigate access right being granted. This access right is equivalent to the Portfolio - Edit access right, and includes the Portfolio - Read, Portfolio - Edit, Portfolio - Delete, and Portfolio - Navigate access rights. If the portfolio's manager is reassigned, this access right is transferred to the new manager. The previous manager s access rights to this portfolio are revoked. Type: Instance Portlet Access Rights The following access rights are available for viewing portlets: Portlet - View Allows user to view a portlet in the application. Type: Instance Portlet Viewer - All Allows a resource to view all portlets and add those portlets to pages. Department Access Rights You need the following access rights to work with departments. Department - Create Allows the user to create departments. This right also includes the Department - Navigate right. Department - Edit Allows the user to edit and delete specific departments. This access right includes the Department - View access right, but not the Department - Navigate access right. Type: Instance 64 Administration Guide

65 Scope of Access Rights Department - Edit - All Allows the user to edit and delete all departments. This access right includes the Department - View - All access right. Department - Edit Access Rights Allows users to edit the access rights for a specific department. This right does not include the Department - Navigate right or the Department - View rights. Type: Instance Department - Edit Access Rights - All Allows the user to edit access rights for all departments. This access right does not include the Department - Navigate access right or the Department - View access right. Department - Navigate Allows the user to navigate to department pages. The user will need additional access rights to view the list of available departments. Department - View Allows the user to view only specified departments. This access right does not include the Department - Navigate access right. Type: Instance Department - View - All Allows the user to view all departments. This right also includes the Department - Navigate right. Department - View Chargeback Information Allows the user to view invoices and recovery statements of specific departments. Type: Instance Department - View Chargeback Information Allows the user to view invoices and recovery statements of all departments. Department Invoice - Approve and Reject Allows the user to approve or reject invoices of specific departments. Type: Instance Chapter 4: Organization and Access 65

66 Scope of Access Rights Department Invoice - Lock, Regenerate and Submit for Approval Allows the user to lock, regenerate, and submit invoices for approval of specific departments. Type: Instance Financial Administration Access Rights Users must be granted the following access rights if they are responsible for setting up structures using the Administration Tool. Administration - Access Allows the user access to the Administration Tool. Required if you are responsible for setting up the financial structure from the Administration Tool. Financial Maintenance - Define Matrix Allows the user to define cost and rate matrix elements. It also allows the user to create, edit, and view cost plus codes, administrative method codes, tax authority codes and tax methods. The user must also be granted the Administration - Access access right. Financial Maintenance - Financial Organizational Structure Allows the user to create, edit, and view financial setup, such entities, locations, various financial classes, currencies, foreign exchange rates, units of measure, cost key definitions, vendors, and batch cycle related items. The user must also be granted the Administration - Access. Financial Maintenance - Manage Matrix Allows the user to create, edit, and view cost and rate matrices including, administrative or tax matrices. The user must also be granted the Administration - Access access right. 66 Administration Guide

67 Scope of Access Rights Financial Management Access Rights Users must have the following access rights if they are responsible for processing and monitoring transactions, managing work-in-progress transactions, managing external billing, and working with chargeback-related invoices. Billing - Access Allows a resource to access all billing projects. Billing - Approval - All Allows a resource to approve all billing projects. Company - Create Allows a resource to view and edit all companies and to create new companies. Resources with this access right cannot view documents unless specific access to the folders or documents is also granted. Company - Document Manager - Administrate - All Allows access all documents and forms attached to companies (if other access rights that provide view capability for companies, such as Company - View - All, are also granted). Resources with this access right can do the following: Create new form and document folders Add documents Add forms to folders Attach document templates to forms Delete forms Delete, copy and move documents View document properties, history, versions, permissions and workflows Company - Document Manager - Read - All If other access rights that provide view capability for companies, such as Company - View - All, are also granted, this right allows a resource to: Access all documents and forms associated with companies View document history, versions, and processes Create and initiate new processes for documents Chapter 4: Organization and Access 67

68 Scope of Access Rights Company - Document Manager - Read / Write / Delete Allows a resource to access all documents and forms associated with companies (if other access rights that provide view capability for companies, such as Company - View - All, are also granted). Resources with this access right can: Create new form and document folders Add forms to folders Attach document templates to forms Delete forms owned by a resource Create new document folders Add, copy, and delete documents View document history, versions, and workflows Company - Edit - All Allows a resource to view and edit the general and supplemental properties of all companies. Company - Edit Financial - All Allows the user to view and edit the financial properties of all companies. The user must also be granted additional rights for accessing companies, including the Company - View - All access right. Financial Maintenance - Financial Management Allows resources access to Financial Management features. Granting this access right implies that a license has been purchased for IT Financial Manager or Project Cost Manager modules. Financial Maintenance - GL Integration Allows resources to distribute transactions from CA Clarity PPM to the GL chart of accounts. This access right also allows resources to post these transactions to the general ledger. Financial Process - Approve Billing and Credit Memos Allows the user to approve or reject billing transactions for which the user has billing approval rights. This access right also allows the user to print batch billing. 68 Administration Guide

69 Scope of Access Rights Financial Process - Approve Credit Memo Allows the user to approve credit memos. Financial Process - Approve WIP Adjustments Allows the user to approve any WIP adjustment. Financial Process - Billing Allows the user to create bills using demand billing, batch billing, advance billing, and re-billing. Financial Process - Credit Memo Allows the user to create and print credit memos. The user must also be granted the Report - Run instance access right to run the Customer Invoice report. Financial Process - GL Allocations Allows a resource to generate and reverse GL allocations. Financial Process - GL Posting Allows a resource to post WIP entries to the general ledger. Financial Process - Print Invoices Allows the user to print external billing invoices. The user must also be granted the Report - Run instance access right to run the Customer Invoice report. Financial Process - Transaction Entry Allows the user to enter transactions. Financial Process - Work in Progress Allows the user access to Work-in-progress (WIP) and to process WIP for all transactions. Chapter 4: Organization and Access 69

70 Scope of Access Rights Financial Process - Setup GL Allocations Allows resources to globally set up GL allocations. This right also applies to global debits, credits, and overhead distribution. Financial Process - Transaction Entry Allows the user to enter transactions. Financial Process - Work in Progress Allows the user access to Work-in-progress (WIP) and to process WIP for all transactions. Invoice - Approve and Reject Allows the user to approve or reject invoices. Invoice - Lock, Regenerate and Submit for Approval Allows the user to lock, regenerate, and submit department invoices for approval. Invoice - Navigate Allows the user to access the Issue Invoice page. Idea Access Rights The following access rights are needed to work with ideas: Idea - Approve - All Allows user to approve all ideas. Idea - Approve Allows user to approve a specific idea. Type: Instance 70 Administration Guide

71 Scope of Access Rights Ideas - Create Allows user to create instances of the idea object. This right includes the Ideas - Navigate access right. Idea - Edit - All Allows user to edit all ideas. This access right includes the Idea - View access right and the ability to delete all ideas. Idea - Edit Allows user to edit a specific idea. This access right includes the Idea - View access right and the ability to delete a specific idea. This right does not include the Ideas - Navigate access right. Type: Instance Idea - Edit Access Rights - All Allows user to edit the access rights for all ideas. This right does not include the Ideas - Navigate or Idea - View access rights. Idea - Edit Access Rights Allows user to edit the access rights for a specific idea. This right does not include the Ideas - Navigate or Idea - View access rights Type: Instance Idea - Hierarchy - Parents - Add - All Allows users to add investments to the Parent Hierarchy for any idea. Idea - Hierarchy - Parents - Add Allows users to add investments to the Parent Hierarchy for a specific idea. Type: Instance Idea - Hierarchy - Parents - Edit - All Allows users to edit investments in the Parent Hierarchy for any idea. Idea - Hierarchy - Parents - Edit Allows users to edit investments in the Parent Hierarchy for a specific idea. Type: Instance Chapter 4: Organization and Access 71

72 Scope of Access Rights Idea - Hierarchy - Parents - View - All Allows user to view investments in the Parent Hierarchy for any idea. Idea - Hierarchy - Parents - View Allows user to view investments in the Parent Hierarchy for a specific idea. Type: Instance Idea - Initiator (Auto) This right is automatically granted to the initiator of the idea. Type: Instance Idea - Manager (Auto) This right is automatically granted to the manager of the idea. This right includes the Idea - Hierarchy - Parents - View access right. Users with this right can edit existing staff allocations. Type: Instance Ideas - Navigate Allows user to navigate to the Ideas pages. This includes the right to view the Ideas link. Idea - View Allows user to view a specific idea. This right does not include the Ideas - Navigate access right. Type: Instance Idea - View - All Allows user to view all ideas. This right includes the Ideas - Navigate access right. Idea - Hierarchy - Parents - View - All Allows user to view investments in the Parent Hierarchy for any idea. Idea - Hierarchy - Parents - View Allows user to view investments in the Parent Hierarchy for a specific idea. Type: Instance 72 Administration Guide

73 Scope of Access Rights Idea - View - All Allows user to view all ideas. This right includes the Ideas - Navigate access right. Idea - View Allows user to view a specific idea. This right does not include the Ideas - Navigate access right. Type: Instance Ideas - Create Allows user to create instances of the idea object. This right includes the Ideas - Navigate access right. Ideas - Navigate Allows user to navigate to the Ideas pages. This includes the right to view the Ideas link. Incident Access Rights Since incidents are typically short lived and you can have many incidents at any given time, access rights to incidents are governed from incident categories. You can see only the incidents mapped to categories to which you have access rights. Your CA Clarity PPM administrator can assign access rights to incidents from the Administration Tool or the Incident Manager can assign access rights within the incident instance. The following access rights are needed to work with incidents and incident categories: Incidents - Access Allows user to access the incident pages. Incidents - Administrate Allows user to access the incident administration pages, and administer the category-investment mapping, category-group mapping and priority setup. Chapter 4: Organization and Access 73

74 Scope of Access Rights Incidents - Create Allows user to create new incidents and edit the incidents that the user has created. This gives limited access to incident properties. This right includes the Incidents - Access access right. Incident - Create/Edit Allows user to create new incidents and edit a specific incident. Type: Instance Incidents - Create/Edit - All Allows user to create new incidents and edit all incidents on the incident pages. This right includes the Incidents - Access and Incidents - Select Category - All access rights. Incidents - Manage Category Incidents Allows user to manage incidents mapped to a specific category. This right includes the Incidents - Select Category access right. Type: Instance Incidents - Override Priority Allows user to override the priority of the incident to which the user has access. Resources with this access right will see the Override Priority field on the Incident Properties page. Incidents - Select Category Allows a resource to select a specific incident category. Type: Instance Incidents - Select Category - All Allows user to select all categories on the incident pages. This right includes the Incidents - Access access right. 74 Administration Guide

75 Scope of Access Rights Investment Access Rights All investment types share the same access right naming conventions. The access right names listed in the following tables are applicable to all investment types. For example, to navigate to the pages of the Application investment, you must have the Application - Navigate access right. To navigate to pages of the Other Work investment, you must have the Other Work - Navigate access right. The following are the access rights that can be assigned to resources, groups, and OBS units to work on investments: <Investment> - Approve Allows a resource to approve a specific investment. This access right includes the <Investment> - Edit access right. Type: Instance <Investment> - Approve All Allows a resource to approve any investment. This includes the same right as the <Investment>- Edit All access right. <Investment> - Benefit Plan - Edit Allows the user to edit the benefit plans for a specific instance of the selected investment type. Type: Instance <Investment> Benefit Plan - Edit All Allows the user to edit all benefit plans for the specified investment type. <Investment> - Benefit Plan - View Allows the user to view the benefit plans for a specific instance of the selected investment type. Type: Instance <Investment> Benefit Plan - View All Allows the user to view all benefit plans for the specified investment type. <Investment> - Budget Plan - Approve Allows the user to approve the budget plans for a specific instance of the selected investment type. Type: Instance Chapter 4: Organization and Access 75

76 Scope of Access Rights <Investment> Budget Plan - Approve All Allows the user to approve all budget plans for the specified investment type. <Investment> - Budget Plan - Edit Allows the user to edit the budget plans for a specific instance of the selected investment type. Type: Instance <Investment> Budget Plan - Edit All Allows the user to edit all budget plans for the specified investment type. <Investment> - Budget Plan - View Allows a resource to view the budget plans for a specific instance of the selected investment type. Type: Instance <Investment> Budget Plan - View All Allows the user to view all budget plans for the specified investment type. <Investment> - Cost Plan - Edit Allows the user to edit the cost plans for a specific instance of the selected investment type. Type: Instance <Investment> Cost Plan - Edit All Allows the user to edit all cost plans for the specified investment type. <Investment> - Cost Plan - View Allows the user to view the cost plans for a specific instance of the selected investment type. Type: Instance <Investment> Cost Plan - View All Allows the user to view all cost plans for the specified investment type. 76 Administration Guide

77 Scope of Access Rights <Investment> - Create Allows a resource to create a new investment. This access right includes the <Investment> - Navigate access right. A resource granted this access right becomes the investment manager. By default, the investment manager has implicit edit rights to the investment and can create processes. <Investment> - Delete Allows a resource to delete an investment. <Investment> - Edit Allows a resource to edit a specific investment. This access right includes the <Investment> - View access right and the ability to delete the investment, but does not include the <Investment> - Navigate access right. A resource can also have implicit <Investment> - Edit access rights as the investment creator to modify and or delete the investment. Type: Instance <Investment> - Edit - All Allows a resource to modify the properties of or to delete all investments. A resource can also have implicit <Investment>- Edit access rights as the investment creator to modify and or delete the investment. <Investment> - Edit Access Allows a resource to view, edit, and delete access rights for an investment if the resource has view rights to the investment. This access right is dependent on the <Investment>- Navigate access right being granted. <Investment> - Edit Access Rights Allows a resource to view, edit, and delete access rights for a specific investment. This access right does not include the <Investment> - Navigate or <Investment> - View access rights. This access right is dependent on the <Investment> - Navigate access right being granted. Type: Instance <Investment> - Edit Access Rights - All Allows a resource to view, edit, and delete access rights for any investment to which the resource has view rights. This access right is dependent on the <Investment> - Navigate access right being granted. Chapter 4: Organization and Access 77

78 Scope of Access Rights Investment - Edit Allocations Allows a resource to edit the allocation rules and to view the recovery statements for all investments. <Investment> - Edit Chargebacks Information All Allows user to edit chargeback rules for all investment types. <Investment> - Edit Financial Allows the user to view financial properties for a specific instance of the selected investment type. Type: Instance <Investment> Edit Financial Information All Allows the user to view all financial properties for the specified investment type. <Investment> Financial Plan - Submit All for Approval Allows the user to submit all financial plans for the specified investment type for approval. <Investment> - Financial Plan - Submit for Approval Allows the user to submit the financial plans for approval for a specific instance of the selected investment type. Type: Instance <Investment> - Financial Rollup - Add Allows a resource to add investments to a specific investment s financial rollup. Type: Instance <Investment> - Manager - Automatic This access right is automatically granted to the resource that creates the investment, or to the resource assigned as manager. This access rights allows the resource to view, edit, and delete the investments he creates as well as to view, edit, and delete the access rights for that investment. This access right is equivalent to the <Investment> - Edit access right. If the manager is reassigned, this access right is transferred to the new manager. The previous manager s access rights to this investment are revoked. 78 Administration Guide

79 Scope of Access Rights <Investment> - Modify Baseline Allows a resource to baseline a specific investment. This access right the right to view the investment s general properties and processes. Type: Instance <Investment> - Navigate Allows a resource to navigate to investment pages. This includes the right to view the investment s link on the main menu and the investment s list page. <Investment> - Parents - Add Allows a resource to add parent investments to a specific investment. Type: Instance <Investment> - Parents - Edit Allows a resource to edit parent investments for a specific investment. Type: Instance <Investment> - Read - All Includes navigate access right. Investment - Reverse All Allows a resource to reverse selected charges across all investments. <Investment> - Reverse Charges Allows the user to reverse charges for a specific instance of the selected investment type. Type: Instance <Investment> Reverse Charges All Allows the user to reverse charges for the specified investment type. <Investment> - View Allows a resource to view a specific investment. This access right does not include the <Investment> - Navigate access right. Only those investments the resource has access rights to view are displayed in the list. This includes the ability to view the investment s details. Type: Instance Chapter 4: Organization and Access 79

80 Scope of Access Rights <Investment> - View All Allows a resource to view all investments. With this access right, all investments are displayed for the resource in the list on the investment s list page. Investment - View Allocations Allows a resource to view the allocation rules and recovery statements for all investments. <Investment> - View Chargebacks Information Allows user to view chargeback rules for an investment. Type: Instance <Investment> - View Chargebacks Information - All Allows a resource to access chargebacks for all investments. <Investment> - View Financial Allows the user to view the financial properties of a specific instance of the selected investment type. Type: Instance <Investment> View Financial Information All Allows the user to view all financial properties for the specified investment type. Service Access Rights Before you begin working with services, you must have the necessary access rights. If you require access to additional modules, contact your CA Clarity PPM administrator. The following access rights are available to access, view, or edit services: Service - Approve All Allows resource to approve all instances of this object type. 80 Administration Guide

81 Scope of Access Rights Service - Create Allows resource to create service. This access right includes the right to navigate to the service pages. Service - Edit Allows resource to edit only selected service. This access right includes the ability to delete the service. Type: Instance Service - Edit - All Allows user to edit all Services. Includes the ability to delete Services, as well as the Service - View - All access right. Service - Edit Access Rights Allows resource to edit only selected service s access rights. Type: Instance Service - Edit Access Rights - All Allows user to edit the access rights for all Services. Does not include the Service - Navigate or Service - View access rights. Service - Edit Allocation Information Allows resource to edit chargeback rules only for selected service. Type: Instance Service - Edit Chargebacks Information Allows user to edit chargeback rules for service. Type: Instance Service - Edit Chargebacks Information All Allows user to edit chargeback rules for service. Service - Modify Baseline Allows resource to baseline only selected service. This access right must be granted along with the Service - Edit access right. Type: Instance Chapter 4: Organization and Access 81

82 Scope of Access Rights Service - Modify Baseline - All Allows resource to baseline all services. This access right must be granted along with the Service - Edit - All access right Service - Navigate Allows user to navigate to Service pages. User will need additional access rights to view individual Services. Service - Reverse Charges Allows resource to reverse charges only for selected service. Type: Instance Service - View Allows resource to view only selected service. Type: Instance Service - View - All Allows user to view all Services. Includes the Service - Navigate access right. Service - View Allocations Allows resource to view allocations only for selected service. Type: Instance Service - View Allocations - All Allows resource to access chargebacks for all services. Service - View Chargebacks Information Allows user to view chargeback rules for service. Type: Instance Service - View Chargebacks Information All Allows user to view chargeback rules for service. Service Investment - Modify Baseline - All Allows a resource to baseline all service investments. The access right also allows a resource to view the general properties and processes for service investments. 82 Administration Guide

83 Scope of Access Rights Program Access Rights The following access right is required to work with programs. Before you begin working in CA Clarity PPM make sure you have the necessary access rights. Management - Programs Allows user to access the programs to which you have access. This right is dependent on the user having rights to programs and projects at either the instance level or OBS level. Project Access Rights The following access rights are required to work with projects. Project - Approve Allows the user to approve a specific project. This right includes the Project - Edit access right. Type: Instance Project - Approve - All Allows the user to approve all projects. This right includes the Project - Edit - All access right. Project - Attach Requisitions Entry Resources - All Allows user to attach resources to all requisition entries. This right includes the right to navigate to the requisition pages, but does not include the right to create new requisitions or entries. Project - Attach Requisitions Resources Allows user to attach resources to requisition entries and includes adding, editing, proposing or deleting resources from the Request Results page. Only users with this access right can change project statuses to "Proposed" and "Booked". This right includes the Project View Requisitions access right. Type: Instance Project - Benefit Plan - Edit - All Allows the user to edit the benefit plans of any project. Chapter 4: Organization and Access 83

84 Scope of Access Rights Project - Benefit Plan - View - All Allows the user to view the benefit plans of any project. Project - Budget Plan - Approve All Allows the user to approve the budget plans of any project. Project - Budget Plan - Edit All Allows the user to view the budget plans of any project. Project - Budget Plan - View All Allows the user to view the budget plans of any project. Project - Cost Plan - Edit All Allows the user to edit the cost plans of any project. Project - Cost Plan - View All Allows the user to view the cost plans of any project. Project - Create Allows user to create a new project or program specifying general project properties. A user granted this right will automatically become the collaboration manager for the project and will be able to create action items, discussion. This access right includes the Project - Create from Template access right. Project - Create from Template Allows user to create a new project or program using only templates. A user granted this right will automatically become the collaboration manager for the project and will be able to create action items, discussion. Project - Create/Edit Requisition Allows the user to create new requisitions, edit existing requisitions, and delete requisitions. Also, allows you to view the requisition resources and change a requisition status at any time. If the user is also granted the Project - Edit access right, then the user can accept requisitions. 84 Administration Guide

85 Scope of Access Rights Project - Create/Edit Requisitions - All Allows the user to create and edit requisition properties. This right includes the right to navigate to the requisition pages. Project - Delete - All Allows the user to delete any project or program. This right does not include the Project - View access right. Project - Edit - All Allows the user to edit all parts of any project, except Document Manager, Calendar, Action Items, Discussions and Custom Defined Fields. Project - Edit Allocation Information - All Allows the user to edit chargeback rules for all projects. Project - Edit Assigned Tasks - All Allows the user to edit assigned tasks on all projects. Project - Edit Chargebacks Information All Allows user to edit chargeback rules for any project. Project - Edit Financial - All Allows user to view and edit general properties, processes, and financial information on all projects. This right also allows the user to financially enable projects. Project - Edit Management - All Allows the user to edit general and management properties for all projects. This right allows you to add staff and create tasks if projects are enabled for management. This right also includes the right to add subprojects to the project and edit the project in either Open Workbench or Microsoft Project. Project - Edit Project Plan - All Allows the user to add unplanned tasks to any projects when completing timesheets if the user is a team member. Chapter 4: Organization and Access 85

86 Scope of Access Rights Project - Enable Financial Allows the user to enable financially projects. The user must also be granted the Project - View access right, the Project - View Management access right, or the Project - Manager access right. If the user is a participant or collaboration manager of a project, the user also can view the project's financial properties. Project - Hierarchy - Financial Rollup - Add - All Allows the user to add investments to the financial rollup hierarchy of any project. Project - Hierarchy - Financial Rollup - Edit - All Allows the user to edit the financial rollup hierarchy of any project. Project - Hierarchy - Parents - Add - All Allows the user to add investments to parent hierarchy of any project. Project - Hierarchy - Parents - Edit - All Allows the user to edit the parent hierarchy of any project. Project - Modify Baseline Allows the user to edit the baseline for a specific project. This right also allows the user to edit the project general properties and processes. Type: Instance Project - Modify Baseline All Allows the user to edit the baseline for all project instances to which the user has edit access. Project - Reverse Charges - All Allows the user to reverse charges for any project. Project - Risk, Issue, Change Request - Delete - All Allows the user staffed on any project or program to delete risks, issues, and change requests. 86 Administration Guide

87 Scope of Access Rights Project - Risk, Issue, Change Request - Edit - All Allows the user to create and edit risks, issues, and changes requests for any project. Project - Risk, Issue, Change Request - View - All Allows user to view risks, issues, and change requests for any project. Project - View Allocation Information All Allows the user to view chargeback rules for any project. Project - View Chargebacks Information All Allows user to view chargeback rules for any project. Project - View Financial - All Allows the user to view the general and financial properties and processes on all projects. This access right does not include the right to view the financial plan (budgets/forecasts). Project - View Management - All Allows the user to view management properties and processes on any project that have been enabled for management. Project - View Opportunity - All Allows a resource to view all opportunities and the management, opportunity, and process sections of the opportunity. A resource with this access right cannot view events, action items, documents, and discussions unless they are a project participant or collaboration manager. Project - View Requisitions - All Allows the user to view all requisitions for any project. The user is not granted view rights to individual requisition entries. Chapter 4: Organization and Access 87

88 Scope of Access Rights Project - View Tasks - All Allows the user to view tasks and work breakdown structure for any project the user has been granted access. Release Access Rights The access rights listed in this section include release-specific access rights necessary to create, edit, view, and delete releases. Release - Approve Allows the user to approve specific instance of a release. Type: Instance Release - Approve All Allows the user to approve all releases. Release - Create Allows the user to create a release. This right includes the right to navigate to the release pages. Release - Edit Allows the user to edit specific instance of a release. Type: Instance Release - Edit All Allows the user to edit all releases. Release - Edit Access Rights Allows the user to edit the access rights for a specific release. Does not include the Releases - Navigate or Release - View access rights. Type: Instance Release - Edit Access Rights - All Allows the user to edit the access rights for all Releases. Does not include the Releases - Navigate or Release - View access rights. 88 Administration Guide

89 Scope of Access Rights Release - View Allows the user to view specific instance of a release. Type: Instance Release - View All Allows the user to view of all releases. Release - View Access Rights Allows the user to view the access rights for a specific release. Does not include the Releases - Navigate or Release - View access rights. Type: Instance Release - View Access Rights - All Allows the user to view the access rights for all Releases. Does not include the Releases - Navigate or Release - View access rights. Release - Manager (Auto) Automatic right granted to the manager of a release. Type: Instance Releases - Navigate Allows the user to access the release planning pages. Release - XOG Access Allows the user to import and export release instances using the XML Open Gateway interface. Release Plan Access Rights The access right listed in this section includes release plan-specific access rights necessary to create, edit, view, and delete release plans. Release Plan - XOG Access Allows the user to import and export Release Plan instances using the XML Open Gateway interface. Chapter 4: Organization and Access 89

90 Scope of Access Rights Reports Access Rights The following access rights are available for users who run and review reports: Reports - Access Allows you to access the reports pages if you have the Reports - Run - All access right or instance-level access rights such as Report - Run, Report - View Output or Report - Edit Properties. Reports - Run - All Allows you to run any report. Allows scheduling of any report, editing of the report properties for any report and viewing the output of any report. You must also have the Reports - Access access right. Report - Run Allows you to run the reports to which you have access, and to edit report properties and review report output. You must also have the Reports - Access access right. Type: Instance Reports - View Output - All Allows you to view the output of any report. This right is dependent on the Reports - Access access right being granted. Reports and Jobs - Administrator Access Allows you to view report and job definitions. This right also allows you to view the reports and jobs categories. Reports and Jobs - Create Definition Allows you to create, edit, and view report or job definitions. This right is dependent on the Report and Jobs - Administer Access access right being granted. Reports and Jobs - Edit Definition - All Allows you to edit any report or job definition. You must also have the Report and Jobs - Administer Access access right. 90 Administration Guide

91 Scope of Access Rights Requirement Access Rights The access rights listed in this section include requirement-specific access rights necessary to create, edit, view, and delete requirements. Requirement - Approve Allows the user to approve specific instance of a requirement. Type: Instance Requirement - Approve All Allows the user to approve all requirements. Requirement - Create Allows the user to create a requirement. This right includes the right to navigate to the requirement pages. Requirement - Edit Allows the user to edit specific instance of a requirement. Does not include the Requirements - Navigate access right. Type: Instance Requirement - Edit All Allows the user to edit all requirements. Requirement - Edit Access Rights Allows the user to edit the access rights for a specific requirement. Does not include the Requirements - Navigate or Requirement - View access rights. Type: Instance Requirement - Edit Access Rights - All Allows the user to edit the access rights for all requirements. Does not include the Requirements - Navigate or Requirement - View access rights. Requirement - Manager (Auto) Automatic right granted to the manager of a requirement. Type: Instance Chapter 4: Organization and Access 91

92 Scope of Access Rights Requirement - Prioritize Allows the user to edit the priorities subpage for a specific instance of a requirement. Does not include the Requirements - Navigate access right. Type: Instance Requirement - Prioritize All Allows the user to prioritize all requirements. Includes the Requirement - Edit All access right. Requirement - View Allows the user to view specific instance of a requirement. Does not include the Requirements - Navigate access right. Type: Instance Requirement - View All Allows the user to view of all requirements. Requirement - View Access Rights Allows the user to view the access rights for a specific requirement. Does not include the Requirements - Navigate or Requirement - View access rights. Type: Instance Requirement - View Access Rights - All Allows the user to view the access rights for all requirements. Does not include the Requirements - Navigate or Requirement - View access rights. Requirements - Navigate Allows the user to access the Requirements list page. Requirement - XOG Access Allows the user to import and export requirement instances using CA Clarity PPM XML Open Gateway. 92 Administration Guide

93 Scope of Access Rights Resource Access Rights The following are the access rights are required to manage resources, such create, view, and edit resource properties. Administration - Resources Allows user to navigate to the Administration pages for viewing and editing Resources. User will need the Resource - Edit Administration access right to view individual Resources. Resource - Approve Ideas Allows user to approve Ideas for a specific Resource. Includes the Resource - Edit Ideas access right. Type: Instance Resource - Approve Ideas - All Allows user to approve Ideas for all Resources. Includes the Resource - Edit Ideas - All access right. Resource - Approve Time Allows the user to approve and reject timesheets for a specific resource. The right does not imply the Resource - Enter Time access right. The Timesheets link will appear on the personal page. Type: Instance Resource - Create Allows you to create a new resource or role and edit the resource's properties. With this right, you can create labor and non-labor resources. This right is dependent on the Resource - Navigate right. Resource - Document Manager - Administer - All Allows user to create, edit and view documents, folders and forms for resources that the user has been granted the Resource - View access right for. This right is dependent on the Resource - Navigate access right being granted. Chapter 4: Organization and Access 93

94 Scope of Access Rights Resource - Document Manager - Read - All Allows user view-only access to the documents, folders and forms for resources that the user has been granted the Resource - View access right for. This right is dependent on the Resource - Navigate access right being granted. Resource - Document Manager - Read / Write / Delete your own Allows user to create, view and edit documents and forms for resources that the user has been granted the Resource - View access right for. It also allows the user to delete documents, folder or forms that the user has created. This right is dependent on the Resource - Navigate access right being granted. Resource - Edit Allows you to edit general, contact, financial, skills, and allocation information for a resource. Resource - Edit - All Allows user to view and edit general information, contact information, financial information, skills and calendar for all resources. This right is dependent on the Resource - Navigate access right being granted. Resource - Edit Access Rights Allows user to grant or revoke access rights for a specific resource. This right is dependent on the Resource - View or the Resource - View - All access right being granted to access the page from within the Application. To access the page from within Administration section, this right is dependent on the Resource - Edit Administration access right being granted. Type: Instance Resource - Edit Administration Allows user to edit a specific Resource from the Administration pages. Does not include the Administration - Resources access right. Type: Instance Resource - Edit Calendar Allows user to edit their own calendar. This right is dependent on the Resource - Navigate access right being granted. Type: Instance 94 Administration Guide

95 Scope of Access Rights Resource - Edit Ideas Allows user to edit Ideas for a specific Resource. Includes the Resource - View Ideas access right and the ability to delete the Ideas, but does not include the Ideas - Navigate access right. Type: Instance Resource - Edit Ideas - All Allows user to edit Ideas for all Resources. Includes the ability to delete Ideas, as well as the Resource - View Ideas - All access right. Resource - Enter Time This right allows user to complete, submit, and reject timesheets for a resource. The Timesheets link appear on the Personal page. Type: Instance Resource - External Access Allows a resource to view resource general information, contact information, financial information, calendar, skills and custom defined fields (on the Resource list, Resource Finder and Resource Requisitions pages) for resources to which the resource has been granted Resource - View. Resource - Hard Book Allows you to hard book a resource or role to a project. This access right combined with the Project - View access right allows you to hard-book a resource to a project without a requisition if the Requisition Approval Required option is turned off. Resource - Hard Book - All Allows a resource to soft and hard book all resources for projects that have been management-enabled and for which the resource has been granted Project - View or Project - Edit. Resource - Navigate Allows you to access the Resource List, Resource Finder, Resource Requisitions, and Resource Planning pages. Chapter 4: Organization and Access 95

96 Scope of Access Rights Resource - Soft Book Allows you to soft book a resource or role to an investment or service. A soft-booked resource is one whose time has been tentatively scheduled to an investment or service. Type: Instance Resource - Soft Book - All Allows user to Soft book all resources to a projects that has been enabled for management and that the user has been granted the Project - Edit access right for. A soft-booked resource is one whose time has been tentatively scheduled to a project, investment, or service. Resource - Update Skills Allows a resource to create, edit, and view the skills of resources for which the resource has the Resource - View access right. It also allows a resource to view resource general information, contact and financial information, calendar and custom-defined skills but does not permit the resource to change such information. This access right is dependent on the Resource - View access right being granted. Resource - View Allows you to view all of the information, except for financial information on the Resource Properties: Financial page, for the resources to which you have access. Type: Instance Resource - View - All Allows user to view all resources and their information except the financial properties of the resource. This right is dependent on the Resource - Navigate access right being granted. Resource - View Access Rights Allows user to view access rights for a specific resource. From within the Application this right is dependent on the Resource - View access right being granted. From within the Administration section this right is dependent on the Resource - Edit Administration access right being granted. Type: Instance Resource - View Book Allows you to view bookings for the resources to which you have access. Type: Instance 96 Administration Guide

97 Scope of Access Rights Resource - View Book - All Allows user to view bookings for all resources. Resource - View Financial Allows user to view financial information for a specific resource. Type: Instance Resource - View Financial - All Allows user to view financial properties on all resources. This right is dependent on the Resource - Navigate access right being granted. Resource - View Ideas - All Allows user to view Ideas for all Resources. Includes the ability to delete Ideas, as well as the Ideas - Navigate access right. Software Download Access Rights The following CA Clarity PPM access rights are available for downloading software: Offline Timesheet - Download Allows a user to download CA Clarity PPM Offline Timesheets from the Software Downloads page. Software Download - JRE Required to download the Sun Java Runtime Environment. Software Download - SVG Viewer Required to download the SVG viewer. Software Download - Microsoft Project Interface Required to download the CA Clarity PPM Microsoft Project Interface. Chapter 4: Organization and Access 97

98 Scope of Access Rights Software Download - Open Workbench Required to download Open Workbench. Software Download - Xcelsius Required to download Xcelsius. Page Access Rights The following access rights are available for viewing pages: Page - View Allows viewing of a general page in the application, for instance pages (such as Portfolio pages) this right is not used Type: Instance Page Viewer - All Allows a resource to view all customized pages. This access right requires that the pages be linked to a menu before they are displayed and that the resource also has access rights for the menu. For example, if a page is linked to the Administration menu, the resource must also be granted the Administration - Access right. Timesheets Access Rights The following access rights are available for timesheets: Timesheets - Navigate Allows you to navigate to the Timesheets list page. This page displays all of the timesheets to which you have access rights to view, edit, or approve. Timesheets - Edit All Allows you to edit all timesheets. Timesheets - Approve All Allows you to approve all submitted timesheets. 98 Administration Guide

99 Scope of Access Rights Offline Timesheet - Download Allows a user to download CA Clarity PPM Offline Timesheets from the Software Downloads page. License Information Access Rights To view license information, you must either be associated with the License Information Access group or be assigned each of the access rights. This access group allows users to view and navigate license information pages and portlets and includes the following access rights: Page - View Allows viewing of a general page in the application, for instance pages (such as Portfolio pages) this right is not used Type: Instance Portlet - View Allows user to view a portlet in the application. Type: Instance Chapter 4: Organization and Access 99

100 Scope of Access Rights XOG Access Rights You can provide XOG access rights for the API of an individual object. This lets a resource or a group invoke a specific object's API without invoking all of the APIs. A resource must have XOG access rights granted to import or export data on an object through the XML Open Gateway. For example, you can grant the Asset - XOG Access right for a custom Studio object to all resources to support a custom CA Clarity PPM desktop application. This is possible without also allowing the resources to invoke any other API. XOG access rights for object APIs are listed in the access rights list in the Administration Tool with other access rights. XOG access rights are global rights. To assign XOG access rights for a resource 1. In the Administration Tool, click Resources in the Organization and Access menu. The Resources page appears. 2. Click a name. The Resource: Properties page appears. 3. Click Global in the content menu. 4. Click Add. The Select Access Rights page appears. 5. Enter *XOG Access in the Access Right field and click Filter. The list of objects with XOG access that you can assign appear in the list. 6. Select the appropriate XOG access rights and click Add. 100 Administration Guide

101 License Information License Information License Information ensures that your organization is in compliance with your current CA Clarity PPM licensing agreement. With license information, you can view the license types and the number of users assigned to each license type and determine if new licenses are required. In addition, you can tell what types of users are consuming certain license types. This helps you analyze why a certain amount of license types are being used up. For example, if you find from looking at the User Count by License Type portlet that the count for the Studio Developer license type is much higher than expected, you can review the User List by License Type portlet to see if any users are incorrectly associated with this license type. Further, you can review the Rights by User portlet for specific users (if needed) to determine what is inflating the total license count for Studio Developer. The Rights by User portlet shows which access rights are tagged to a specific license type for a specific user. You can view License Information from the following portlets: Rights by License Type Lists all the access rights assigned to each license type. User List by License Type Lists the users and their details for a particular license type. Rights by User Lists all the rights for each license type associated with a named user. Note: License Information does not take into account inactive and locked users. Chapter 4: Organization and Access 101

102 License Information License Types License types determine the level of license associated with users. Access rights are used to determine the license type assigned to each user. Users are associated with only one license type at any given time. If users have access rights of multiple license types, these users are categorized with the highest license type. For example, if a user has the Project Create access right (Creator license type) and the Resource View access right (Viewer license type), then this user is categorized with Creator license type. The following license types are available: Studio Developers Users who have full use of Studio to configure and tailor the system including creating system partitions, portlets, and custom pages. The Studio license includes one Studio Developer user license. This license type includes all rights associated with the Creator, Participants, and Viewers license types. Creators Users who have full use of all licensed modules other than Studio. This license type includes all access rights associated with the Participants and Viewers license types. Participants Users who have specified limited use of functionality within licensed modules. For example, reporting time and project status, using discussions and documents, and viewing data and running reports. This license type includes all rights associated with the Viewers license type. Viewers Users who can view portlets and pages. These users can also submit, track and update ideas, but otherwise cannot create or modify information. Note: A license type Other is used to associate users to other licensing that are not specific to this application. This license type follows the same rule that one right is only tagged with one license type. The Other license type is the highest in the license hierarchy and includes the Studio Developer when determining the category for a named user. In the cases where only CA Clarity PPM is installed, the license portlets show four license types (Viewer, Participant, Creator, and Studio Developer). In the cases where CA Clarity PPM is installed on the same instance with another CA product the license portlets show five license types (Viewer, Participant, Creator, Studio Developer, and Other). 102 Administration Guide

103 License Information View User Count by License Type You can view the number of licensed users and their license type from the License Information portlet. To view user count by license type 1. In the Administration Tool main menu, select License Information from Organization and Access. The License Information page appears displaying the User Count by License Type portlet and the Rights by License Type portlet. 2. Review the User Count by License Type portlet to get the user count for each license type. 3. Drill down into each license type to view the list of resources assigned to that license type. The User List by License Type portlet appears showing details of the resources, the license type, and the time when the user logged in last. 4. Drill down further into each user to view the list of access rights assigned to that user. The Rights by User portlet appears showing all the rights that have been associated with the user and their license type. The access rights list includes rights directly granted to the user, rights granted through groups, and rights granted through OBS. View Access Rights by License Type You can view the access rights assigned to each license type from the Rights by License Type portlet. You can use this list as a reference when granting access rights to end users. To view access rights by license type 1. Select License Information from Organization and Access. The License Information page appears displaying the User Count by License Type portlet and the Rights by License Type portlet. 2. In the Rights by License Type portlet, view the access rights assigned to each license type. You can filter the access rights list by each license type (Creator, Viewer, Participant, Studio Developer, or Other). The portlet displays all the rights in the system for each license type. 3. Optionally, select Export to Excel from the portlet's Actions menu to export your results to Excel. Chapter 4: Organization and Access 103

104

105 Chapter 5: Data Administration This section contains the following topics: How to Set Up the Datamart (see page 105) Datamart Jobs (see page 115) Datamart Stoplights (see page 118) Time Slices (see page 120) Auto-number Objects (see page 127) Lookups (see page 128) View the Global Audit Trail (see page 150) How to Set Up the Datamart You must set up the Datamart before running it for the first time. You do the following to set up the Datamart: Specify the Datamart currency (see page 106). Set the Datamart entity (see page 106). Set up the Datamart OBS types (see page 107). Set up the financial fiscal time periods (see page 108). Set Datamart Extraction options (see page 108). Set up time slices for the Datamart (see page 109). Set up the default rate matrix (see page 110). Schedule the Datamart (see page 114). Chapter 5: Data Administration 105

106 How to Set Up the Datamart Specify the Datamart Currency If you set up CA Clarity PPM to use multiple currencies, use the following procedure to specify the currency to use for financial data in the Datamart. As reports are generated, the Datamart currency is converted to the report's currency (reporting uses only one currency). To specify the Datamart currency 1. Click Datamart Settings from the Data Administration menu. The Datamart Settings page appears. 2. In the Datamart Currency section, complete the following field, and click Save: Datamart Currency Specifies the Datamart currency. Note: If the list is disabled, multi-currency has not been set up. Your changes are saved. Set the Datamart Entity You must specify the entity for the datamart. To specify the Datamart entity 1. Click Datamart Settings from the Data Administration menu. The Datamart Settings page appears. 2. In the Datamart Entity section, complete the following field, and click Save: Datamart Entity Defines the name of the datamart entity. Your changes are saved. 106 Administration Guide

107 How to Set Up the Datamart Set Up Datamart OBS Types Datamart tables contain up to five OBS types that enable five views of resource and project data (combined or viewed individually). The OBS acts as a holding bucket for projects and resources that have not been assigned to an OBS type when you set the default project and resource OBSs. You must specify default OBS for each OBS type in the Datamart settings in order for them to be used in the Datamart extraction. Example Consider the following examples: The default OBS Location type to set to the USA unit. Your first project is not associated with any OBS location, then USA is used in the datamart extraction. Your second project is associated with the Germany OBS location, then Germany is used in the datamart extraction. No default OBS department is set. Your project is associated with the Retail Banking OBS department, Retail Banking is not picked up during the datamart extraction. Datamart extraction does not assume or restrict OBS levels. For example, if the OBS type Location is defined with Region, Country, State, and City levels, any resource can view data at any level if they have the appropriate access rights. You can also specify a default OBS unit to use for projects and resources that have not been assigned to an OBS type. Once the Datamart is set up, you cannot change OBS types. For example, if the OBS type Location is mapped to business units while the Department OBS type is mapped to projects, then the Location OBS type cannot be changed to map to regions unless you re-initialize the Datamart. This is true only for those reports that extract data from the Datamart; reports that query the database directly are not affected. These reports include: Customer Invoice OBS Listing Invoice Register Transactions Inquiry To set up an OBS for the Datamart 1. Access datamart settings. The Datamart Settings page appears. 2. Create a new project or resource OBS mapping. In the Project Organizational Breakdown Structure Mapping or the Resource Organizational Breakdown Structure Mapping section, click New. Chapter 5: Data Administration 107

108 How to Set Up the Datamart The Organizational Breakdown Structure Mapping page appears. 3. Complete the following fields: OBS Defines the OBS. Select from the OBS list. Important! Map only the OBS types that are absolutely required. The Datamart extraction job slows down with each additional OBS type you map to the Datamart. Default OBS Unit Defines the default OBS unit. Click the Browse icon and select the default OBS unit. 4. Click Submit. Financial Management Fiscal Time Periods Financial management (NBI_FM%) tables use fiscal time periods instead of calendar time periods (NBI_PM% and NBI_R%). The Datamart uses monthly time periods. Set Datamart Extraction Options You can set up the Datamart to extract project and financial management and resource time facts. To specify the Datamart extraction options 1. Click Datamart Settings from the Data Administration menu. The Datamart Settings page appears. 2. In the Customization of Datamart Extraction section, select: Extract project management time facts and summary Indicates if project management time facts and summary information is extracted when the Datamart extraction job runs. Extract financial management time facts and summary Indicates if financial management time facts and summary information are extracted when the Datamart extraction job runs. Extract resource time facts and summary 3. Click Save. Indicates if resource time facts and summary information are extracted when the Datamart extraction job runs. 108 Administration Guide

109 How to Set Up the Datamart Set Up Time Slices for the Datamart Before you can run a Datamart job, you must first define the time slices that indicate increments of data. Time slicing is performed by the Time Slicing job. The following time slices are used in the Datamart: DAILYRESOURCEACTCURVE DAILYRESOURCEESTCURVE DAILYRESOURCEAVAILCURVE DAILYRESOURCEBASECURVE DAILYRESOURCEALLOCCURVE If you have not loaded historical project data and your future project planning does not go beyond 365 days, you do not need to change the default time slice settings. If you reconfigure the time slices: All existing data for each time slice is deleted and re-calculated. You must wait until the time slicing job completes before you run the Datamart again. Chapter 5: Data Administration 109

110 How to Set Up the Datamart Set Up the Default Rate Matrix The default rate matrix defines the following: Cost plus rules Cost plus rules allow you to mark up actual or standard costs. Three types of markup amounts are available: multiplier (factor), burden, and overhead. Cost plus rules are added to cost plus codes to determine the cost plus. Administrative costs and rates If you charge administrative amounts on invoices, use the administrative method to determine the amount of administrative fees to bill. Administrative charges are applied on a percentage basis to invoices and computed when you approve a bill. Administrative charges can be based on all transaction types (labor, materials, equipment, and expense or a subset of these) and applied based on time, clients, and projects or some combination thereof. Tax structures Tax authorities are the governing bodies that determine the taxes applied to invoices and then collect them. If you are going to apply taxes to invoices, specify tax authorities to define that tax structure. Note: Financially-enabled projects do not have cost and billing rates unless you specify a default rate matrix and assign it to the respective transaction types. To create a default rate matrix, first define the cost plus codes, then the administrative methods, the administrative codes, the tax authority, and the tax methods. Burden equals cost (actual or standard) times the burden amount. When this cost plus rule is invoked, the burden amount is included in the calculation for the total transaction amount. To set up the default rate matrix 1. Select Define Matrix from the Finance menu. The Define Matrix: Cost Plus Codes page appears. 2. Click New. The Cost Plus Code Properties page appears. 3. Complete the following fields and click Submit: Cost Plus Code Defines the unique code to represent this item. Description Defines the description of the code. 110 Administration Guide

111 How to Set Up the Datamart Short description Defines the brief description of the code. Applies To Defines the cost type to which the cost plus code applies: Actual (the actual amount paid for transactions) Standard (the blended or burdened rate) The cost plus code is created. 4. Click the Admin tab. The Define Matrix: Administrative Methods page appears. 5. Click New. The Administrative Method Details page appears. 6. Complete the following fields and click Submit: Administrative Method Code Enter a unique identifier for this method (up to eight alphanumeric characters). Description Active Defines the brief description of the code. Indicates if this administrative method is enabled. Percent Defines the percent of the bill amount that should be allocated for administrative charges. From Date Defines the start date. To Date Defines the end date. Chapter 5: Data Administration 111

112 How to Set Up the Datamart The administrative method is created. 7. Click the Codes subtab. The Define Matrix: Administrative Codes page appears. 8. Click New. The Administrative Code Properties page appears. 9. Complete the following fields and click Submit: Administrative Code Defines the unique code for this administrative code. Description Defines the brief description of the code. Active Indicates if this administrative code is enabled. Tax Code Defines the tax code. Click the Browse and icon and select a tax code. The administrative code is created. 10. Click the Taxes tab. The Define Matrix: Tax Authorities page appears. 11. Click New. The Tax Authority Properties page appears. 12. Complete the following fields and click Submit: Tax Authority Code Defines the unique identifier for this tax authority. Limits: 4 alphanumeric characters Description Defines a detailed description of the code. Limits: 40 characters Active Indicates if the tax authority is enabled. Phone Number Defines the phone number for tax authority. FAX Defines the facsimile number for tax authority. 112 Administration Guide

113 How to Set Up the Datamart Vendor Defines the vendor name. Click the Browse icon to select a vendor. Attention Defines the name of the contact person at the tax authority. Address City Defines the tax authority's address. Defines the city in which the tax authority is located. County ID State ZIP Defines the county in which the tax authority is located. Click the Browse icon to select a county ID. Defines the state in which the tax authority is located. Click the Browse icon to select a state. Defines the tax authority's ZIP code. Country ID Defines the country ID in which the tax authority is located. Click the Browse icon to select country ID. The tax authority is created. 13. Click the Methods subtab. The Define Matrix: Tax Methods page appears. 14. Click New. The Tax Method Properties page appears. 15. Complete the following fields and click Submit: Tax Method Defines the unique identifier for the tax method. Limits: 4 alphanumeric characters. Description Defines the detailed description for the code. Limits: 40 characters Percent Indicates if the tax method is enabled. Chapter 5: Data Administration 113

114 How to Set Up the Datamart From Date Specifies the from date. To Date Defines the to date. The tax method is created. Schedule the Datamart You can schedule the Datamart Extraction job just as you would any other job. Best Practices: Run this job daily and schedule it to run during off-peak hours. Based on the volume of data to extract, the time and system resources required to process the request may be significant. Important! All ten goal fields should exist in the Corporate Goal section of the activitiesmetadata file; do not add new ones. If you add new corporate goals, the Datamart extraction will fail. 114 Administration Guide

115 Datamart Jobs Datamart Jobs The Datamart extracts project, financial, and resource management data from CA Clarity PPM. The Datamart delivers a number of stock high-performance reports. Datamart reports provide excellent performance when compared to other reports because of the reduced query complexity and flattened table structures. You can also write reports against the Datamart schema. The Datamart provides the following: Stock reports Project and resource data points Data that is organized by fiscal or calendar periods and OBS Data that is aggregated and stored in an easily understood roll-up tables Support for alerts (stoplights) and trending analysis Protection from transaction database schema changes (when you customize reports or implement business intelligence applications) The Datamart also: Extracts data from the transactional system into the NBI_DIM% dimension tables Extracts project, financial, and resource management data from the transactional system into the NBI% Datamart tables Rolls up project and resource data into the NBI%TIME_SUMMARY summary tables Note: See the Technical Reference Guide for more information. You can set up a Datamart Extraction job to run daily and extract data from the transactional database tables and store them in the Datamart reporting tables. Once data for a project or resource is extracted into the Datamart, the data is automatically refreshed during subsequent Datamart extraction jobs. The Datamart job extracts only those changes made since the last job. Any changes you make to OBS units and their hierarchies are automatically reflected in the Datamart tables each time the Datamart Extraction job runs. The Datamart Extraction job uses a lot of system resources. For best results, run this job once daily during periods of low or no user activity and avoid peak system hours. Chapter 5: Data Administration 115

116 Datamart Jobs The Datamart is comprised of the following jobs: Rate Matrix Extraction Extracts rate matrix data. Run this job each time you change the rate matrix or a project s financial properties. Frequency: Optional or run daily before the Datamart Extraction job Datamart Extraction Extracts data from transactional database tables and stores them in reporting tables. These tables are the foundation of most stock reports and some custom reports. This job cannot be run at the same time as the Import Financial Actuals job. Frequency: Daily Datamart Rollup - Time Facts and Time Summary This is the time facts and summary job that populates the following time tables: NBI_PM_PT_FACTS NBI_FM_PT_FACTS NBI_RT_FACTS NBI_PM_PROJECT_TIME_SUMMARY NBI_FM_PROJECT_TIME_SUMMARY NBI_RESOURCE_TIME_SUMMARY For best results, run this job after the Datamart Extraction job. You should also run it when a custom report depends on the output of any of the time tables. Frequency: Daily. For best results, you should schedule the Time Slicing job before you run the Datamart Extraction job. The Datamart extraction gets data from the time slice table. 116 Administration Guide

117 Datamart Jobs Datamart Table Descriptions The following are high-level descriptions of the Datamart tables. Note: See the Technical Reference Guide for more information. Table (T) or View (V) T: NBI_PRT_FACTS V: NBI_PROJECT_RES_TASK_FACTS Description Resource, project, and task information (including resource ID, project ID, task ID) available per day. T: NBI_PROJECT_CURRENT_FACTS Project management and accounting information available as-of-today. T: NBI_PM_PT_FACTS V: NBI_PM_PROJECT_TIME_FACTS T: NBI_FM_PT_FACTS V: NBI_FM_PROJECT_TIME_FACTS Project management time-sliced information (including the project ID) available for calendar weeks and months. Financial management and time-sliced information (including project ID) available for fiscal months only. T: NBI_PM_PROJECT_TIME_SUMMARY Project management and roll-up information (OBS and calendar hierarchy, no project IDs) available by calendar weeks, months, quarters, and years. T: NBI_FM_PROJECT_TIME_SUMMARY Financial management and roll-up information (OBS and fiscal calendar hierarchy, no project IDs) available by fiscal periods, quarters, and years. T: NBI_R_FACTS V: NBI_RESOURCE_FACTS T: NBI_RT_FACTS V: NBI_RESOURCE_TIME_FACTS NBI_RESOURCE_TIME_SUMMARY Roll up resource (including resource ID) information available per day. Resource time-sliced information (including the resource ID) available for calendar weeks and months. Roll-up resource information (excluding resource ID) available for calendar week, months, quarters, and years. Chapter 5: Data Administration 117

118 Datamart Stoplights Datamart Stoplights Stoplights allow you to flag projects that meet certain criteria. For example, you may want to use a red stoplight to flag all projects with actual hours that are greater than or equal to budgeted hours. You can store up to 15 stoplights in the NBI_PROJECT_CURRENT_FACTS (STOPLIGHT_1 through STOPLIGHT_15) table. The stoplights that are defined in CA Clarity PPM stock data are system stoplights. Stoplight values are as follows: one (1) = green two (2) = yellow three (3) = red Stoplight conditions are defined using ANSI SQL and include only columns that are provided in the NBI_PROJECT_CURRENT_FACTS table. Note: See the Technical Reference Guide for more information. Examples A project that is less than 90% complete: PCT_COMPLETE < 90 More than 50 tasks remain open: PCT_COMPLETE < 90 Actual hours are 95% of budgeted hours or greater: ACTUAL_HOURS > (0.95 * BUDGET_HOURS) Actual equipment costs exceed labor cost: COST_ACT_EQUIP > COST_ACT_LAB Create Datamart Stoplights To create a Datamart stoplight 1. Select Datamart Stoplights from the Data Administration menu. The Stoplights page appears. 2. Click New. The Stoplight Properties page appears. 3. Complete the following fields: Name Defines the name for the stoplight. Examples: Proj on Target, Proj Over Budget, or Resource Overbooked. 118 Administration Guide

119 Datamart Stoplights Description Defines the description for the stoplight. Limits: 256 characters Red SQL Rule Defines the SQL formula that defines the red stoplight. Yellow SQL Rule Defines the SQL formula that defines the yellow stoplight. Note: There is no green SQL rule. A stoplight is green when both the red and yellow stoplights evaluate to false. 4. Click Submit. Change Datamart Stoplights To change a Datamart stoplight 1. Select Datamart Stoplights from the Data Administration menu. The Stoplights page appears. 2. Click the name of the stoplight you want to change. 3. Make any of the following changes: Name Defines the new name. Red SQL Rule Defines the SQL formula used to define the red stoplight. Yellow SQL Rule Defines the SQL formula to define the yellow stoplight. 4. Click Submit. Delete Datamart Stoplights To delete a Datamart stoplight 1. Select Datamart Stoplights from the Data Administration menu. The Stoplights page appears. 2. Select check box next to the stoplight you want to delete. 3. Click Delete. Chapter 5: Data Administration 119

120 Time Slices Time Slices You need the Administration - Application access right to set up time slices. A time slice is a flat table that contains data that is derived from a sliced binary large object (BLOB). A BLOB is a collection of binary data that is stored as a single entity in a database. BLOBs are used to store curve and calendar data. The data model contains several BLOBs that cannot be read by most reporting tools. Time slicing is performed by the Time Slicing job, which extracts data into a readable flat table based upon the criteria you set in the time slice request. You can then query the time slice to run reports. You determine which objects are time-sliced and the frequency with which this is done. Each record in the time slice table contains an object ID that corresponds to a data element. The report writer uses these object IDs to identify the resource associated with the slice record. Note: See the Studio Developer's Guide for more information. The following objects require time slicing: pralloccurve The percentage of a resource's availability that is allocated to a project (as a rate curve). Source table: PRTeam practcurve Actuals posted to an assignment. This is stored in the database column prextension. Source table: PRAssignment prestcurve Estimates for an assignment. This is stored in the database column prextension. Source table: PRAssignment prbasecurve Baselines for an assignment. This is stored in the database column prextension. Source table: PRAssignment pravailcurve The resource's availability (as rate curve). Source table: PRResource 120 Administration Guide

121 Time Slices prvalue Work time information, such as shifts, days off, and holidays. While this table is used to calculate resource availability and allocation, you cannot select this table for time slicing. Source table: PRCalendar pralloccurve Values on timesheet time entries. Source Table: PRTimeentry Chapter 5: Data Administration 121

122 Time Slices Create Time Slice Requests Use time slice requests to slice objects. You can configure time slice requests to specify the field to be sliced and the granularity of the data to be stored. Once these you define these attributes, the Time Slicing job populates a flat table based upon your criteria. The initial time slicing process may take several minutes. Once the time slice data is written, the next time the time slicing job runs, it only checks for updated objects. When the content of an object changes, such as adding ETC to an assignment, the time slice is updated with the new information. Between the time that you create a time slice request and then refresh it, many database transactions may occur. To preserve systems resources, you may want to temporarily disable transaction logging. Check with your database administrator before you change a time slice request or anything that may cause a large amount of database transactions to occur. Note: See the Studio Developer's Guide for more information. To create a time slice request 1. Select Time Slices from the Data Administration menu. The Time Slices page appears. 2. Click New. The Time Slice Properties page appears. 3. Complete the following fields: Time Slice Name Defines the name for time slice request. Rollover Interval Defines the frequency that the From Date should be updated for processing an updated time slice request. Define this option when doing ongoing reports, such as end-of-month reports. Values: Daily. The time slice is updated every calendar day. Weekly. The time slice is updated every week. Bi-Weekly. The time slice is updated every 14 calendar days. Monthly. The time slice is updated every calendar month. This frequency setting is recommended. Bi-Monthly. The time slice is updated every two calendar months. Quarterly. The time slice is updated every three calendar months. Semi-Annually. The time slice is updated every six calendar months. 122 Administration Guide

123 Time Slices Yearly. The time slice is updated every year. None. The time slice is never updated. Default: Daily For ad hoc reporting: None From Date Defines the date from which you want the time slice period to begin. Example: To have time slice data start the first day of each month, enter the first day of the month and then select Monthly as the slice period. Slice Period Specifies the period to use for each time slice request. Values: Daily Weekly. Seven calendar days. Bi-Weekly. 14 calendar days. Monthly. One calendar month. Bi-Monthly. Two calendar months. Quarterly. Three calendar months. Semi-Annually. Six calendar months. Yearly. 12 calendar months Number of Periods Defines the number of periods for each time slice request. Example: 12 (months), 52 (weeks), and 5 (years). Item Defines the object, or data element, to time slice. Values: Actuals. The hourly time posted for an assignment on a project. This element is set up by default. Estimates. The hourly estimate for an assignment on a project. This element is set up by default. Baseline. The baseline (in hours) for a project assignment. This element is set up by default. Availability. The hours per day that a resource is available to work on a project. This element is set up by default. Chapter 5: Data Administration 123

124 Time Slices Allocation. The percentage time that a resource is allocated to a project. This element is set up by default. Time Entries. The timesheet time entry values. Current. Data identified for the current baseline. For example, when you have multiple baselines, you can choose which baseline to consider the current baseline for each project. Non-Current. Data not identified for the current baseline. Expiration Date This field is used for ad hoc reporting. Specifies the date that data should be deleted so that unneeded data can be removed from the database. This date is automatically populated for rollover time slices. 4. Click Submit. The new time slice request is recorded and time slicing begins immediately. Change Time Slice Requests To change a time slice request 1. Select Time Slices from the Data Administration menu. The Time Slices page appears. 2. Click the ID of the time slice request you want to change. The Time Slice Properties page appears. 3. Change any of the following items: Time Slice Name Defines the new time slice request name. 124 Administration Guide

125 Time Slices Rollover Interval Specifies the frequency the From Date should be updated for processing an updated time slice request. This option applies to ongoing reports, such as an end-of-month report. Default: Daily Values: Daily. The time slice is updated every calendar day. Weekly. The time slice is updated every week. Bi-Weekly. The time slice is updated every 14 calendar days. Monthly. Recommended. The time slice is updated every calendar month. Bi-Monthly. The time slice is updated every two calendar months. Quarterly. The time slice is updated every three calendar months. Semi-Annually. The time slice is updated every six calendar months. Yearly. The time slice is updated every year. None. The time slice is never updated (select this option for one-time, ad hoc reporting). From Date Defines the date you want the time slice period to begin. Example: To have time slice data start the first day of each month, enter the first day of the month and then select Monthly as the slice period. Slice Period Defines the period to use for each time slice request. Values: Daily Weekly. Seven calendar days. Bi-Weekly. Fourteen calendar days. Monthly Bi-Monthly. Two calendar months. Quarterly. Three calendar months. Semi-Annually. Six calendar months. Yearly. Twelve calendar months. Chapter 5: Data Administration 125

126 Time Slices Number of Periods Item Defines the number of periods for each time slice request. Example: 12 (months), 52 (weeks), and 5 (years) Specifies the object to time slice. The following data elements can be extracted: Actuals. The hourly time posted for an assignment on a project. This element is set up by default. Estimates. The hourly estimate for an assignment on a project. This element is set up by default. Baseline. The baseline (in hours) for an assignment on a project. This element is set up by default. Availability. The hours per day that a resource is available to work on a project. This element is set up by default. Allocation. The percentage time that a resource is allocated to a project. This element is set up by default. Time Entries. The timesheet time entry values. Current. Data identified for the current baseline. For example, when you have multiple baselines, you can choose which baseline to consider the current baseline for each project. Non-Current. Data not identified for the current baseline. Expiration Date. For ad hoc reporting. This specifies the date that data is deleted so that unneeded data can be removed from the database. This date is automatically populated for roll-over time slices. 4. Click Submit. Delete Time Slice Requests To delete a time slice request 1. Select Time Slices from the Data Administration menu. The Time Slices page appears. 2. Select check box next to each time slice request you want to delete. 3. Click Delete. 4. Click Yes to confirm. 126 Administration Guide

127 Auto-number Objects Auto-number Objects You can use the auto-numbering feature to automatically name and number objects, like projects and resources. Unique names for investments that conform to your company's conventions can be generated. You can create auto-numbering schemes that consists of one or more segments of: Text Alpha-numeric counters (a combination of letters and numbers) Numbers Use the Auto-numbering Objects page to set up an auto-numbering scheme. To view this page, select Auto-numbering from the Data Administration menu. To set up an auto-numbering scheme you will define each segment separately. For example, the scheme to create a project number such as PRJ consists of two segments: One for the three-character prefix PRJ Another segment for the five digit number If you use auto-numbering with two or more object types, make sure that generated numbers for different object types are not the same. The system does not ensure that numbers are unique for different types of objects. For example, if you set assets and projects to automatically be numbered with only a numeric numbering scheme, the system could assign the object number 1 to the first asset object and to the first project object. You can avoid duplications by using an alphanumeric numbering scheme such that object types have a unique alphabetic prefix such as ASSET for asset and PRJ for project followed by a numeric counter. To create an auto-numbering scheme 1. Select Auto-numbering from the Data Administration menu. The Auto-numbering Objects page appears. 2. Click the object for which you want to create an auto-numbering scheme. 3. At Scheme Name, enter up to 80 characters for the scheme name. For example, PRJ or INV. 4. Click Save. 5. In the Segments section, click New. 6. At Type of Segment, select one of the following: Text. Creates a segment that contains only letters. Numeric Counter. Creates a segment that contains only numbers. Chapter 5: Data Administration 127

128 Lookups Alpha-Numeric Counter. Creates a segment that contains letters and numbers. 7. If creating a text or alpha-numeric counter, at Text Value enter the characters to use for this segment of the scheme. For example, PRJ. 8. If creating a numeric or alpha-numeric counter, at Counter Starting Number enter the first number to use in the numeric sequence. 9. At Counter Length, select the number of digits to use for the number. 10. Click Submit. 11. To activate this scheme now, at Status select Active. When auto-numbering is activated, you will not be able to change objects IDs because the system will create them for you. 12. Click Save. The next time a resource creates a new project, the object ID will automatically be populated using your numbering scheme. Lookups A lookup is a list of values. They are most often used to populate drop-down and multiple select lists. You can use lookups in custom fields, reports, forms, queries, and in grid or graph portlet filters. For example, a custom field for document status might contain a drop-down with values such as Open, Closed, or Pending. Use the Lookups page to work with lookups. To view this page, click Lookups from the Data Administration menu. Types of Lookups You can create and use the following types of lookups: Static List Use this type of lookup when working with a standard set of choices. For example, use this type of lookup as pull-down lists for fields, reports, or custom XDM forms. 128 Administration Guide

129 Lookups Static Dependent Lists Use this type of lookup to create a hierarchy of lookups and values. Items that appear on the second and subsequent lists depend upon choices previously made by the user. For example, if the user selects USA from a country browse list, then a state list may appear from which the user can select an appropriate state. If the user selects Canada in the country browse list, a list of provinces appears in the second selection list. Dynamic Queries Use this type of lookup to fetch data from the database in realtime to populate the drop-down or browse lists. You will create the query using a special version of SQL, called NSQL. These lookups provide the most up-to-date values possible and are often used inside browse windows. A dynamic query can be used to provide parameterized lookups that limit a query's result list based on the values entered in other attributes in the view. You can nest a static lookup inside a dynamic query lookup. You cannot nest a static dependent list lookup inside a dynamic query lookup. Each type of lookup can be changed in different ways, depending on who created it and how it is used: Lookup Type System-restricted lookups Edit Restrictions You can only change the labels and layout. All stock dynamic query lookups are system-restricted. System lookups User-defined lookups You can add and deactivate the values that you add. You cannot deactivate the out-of-the-box values. You use these lookups to extend the stock lookup set. Partitions and Lookups Partitioning and Lookup Guidelines Partitions help you create different views of a page for different users. Typically, the underlying structures of the item are object attributes and lookup values. You cannot partition static dependent list or dynamic query lookup values. You can create static list lookups that contain partitioned values. Note: See the Studio Developer's Guide for more information. Chapter 5: Data Administration 129

130 Lookups Static List Lookups Create Static List Lookups Use a static list lookup when you want a lookup that displays fixed values. Use the Static Lookup page to create static list lookups. To create a static list lookup 1. Click Lookups from the Data Administration menu. The Lookups list page appears. 2. Click New. The Create Lookup page appears. 3. Complete the following fields: Lookup Name Defines the lookup's unique name. Lookup ID Defines the lookup's unique ID. This value is typically entered in upper case letters and provides some information about the function of the lookup. For example, LOOKUP_ACTION_STATUS. Content Source Specifies the lookup's data source. Values: Customer. Specifies that you are providing the data source. Niku Development. Specifies that you are using a stock CA Clarity PPM data source. CPIC Accelerator. Specifies that you are using the CPIC Accelerator as your data source. PMO Accelerator. Specifies that you are using the PMO Accelerator as your data source. Note: Contact your CA Clarity PPM representative for details about acquiring add-ins. Default: Customer 4. Select Static List as the source. Values: Static List, Static Dependent Lists, and Dynamic Query Default: Static List 130 Administration Guide

131 Lookups 5. Select the order in which you want the lookup's values to appear in a browse or drop-down list from the Sort Order field. Values: Alphanumeric. Displays items in alphanumeric order. You cannot reorder alphanumeric list lookups. You should have an order in mind before you begin creating the values. Manual. Allows you to determine and change the sort order. Default: Alphanumeric 6. Enter a brief description of the lookup in the Description field, and click Submit. The Lookup Properties: Parent Window appears for the list lookup you created. Use this page to define the parent window association. Define Parent Window Associations for Static List Lookups Use the following procedure to define parent window associations for static list lookups. Best Practices: If you plan to XOG information from one system to another, map the Hidden Key to a name or code field instead of ID, which is a database generated ID. The value of this ID may be different between the source system and the target system. To ensure the references for the hidden key are the same on both the source and target systems, you must use a name or code attribute instead on an ID attribute. Note: See the XML Open Gateway Developer Guide for more information. To define the parent window association for a static list lookup 1. Select Lookups from the Data Administration menu. The Lookups list page appears. 2. Click the name of the lookup for which you want to define parent window associations. The Lookup Properties: Parent Window appears. 3. Define the following fields: Hidden Key Defines the hidden key. If the lookup is rendered as a: Browse window. This value is passed as a hidden field from the browse window to the parent window. Pull-down list. This value is passed to the system to be used in the database. Chapter 5: Data Administration 131

132 Lookups Create Static List Lookup Values Display Attribute Defines the field to appear in the pull-down list or in the Browse field on the parent window. 4. Click Save and Exit. Your changes are saved. Use the following procedure to create the values that appear in lookups. For example, if you create a lookup called Delivery Status, you might want to create three values for it: High, Medium, and Low. You can create any number of values for a lookup. If you create it as a static list lookup, you can associate a partition with them, or leave the user's view as is. Use the Lookup Properties: Values page to define values for static list lookups. To create a new static list lookup value 1. Select Lookups from the Data Administration menu. The Lookups list page appears. 2. Click the name of the lookup for which you want to create a new value. The Lookup Properties: Parent Window appears. 3. Click Values from the content menu. The Lookup Properties: Values appears. 4. To partition this new value, select the partition you want to use from the Partition drop-down. If partitioning has not been enabled, System is selected as the default value, and you cannot create partitions for your static list lookup. 5. Click New. The Lookup Value page appears. 6. Complete the following fields: Lookup Value Name Defines the lookup value's name. ID (LOOKUP_CODE) Defines the lookup value's ID. Partition Defines the lookup value's partition. You can partition a lookup's values at different levels within a partition or assign different partitions to different values within the lookup. 132 Administration Guide

133 Lookups Partition Association Mode Defines the level at which you want users to view the partition. Values: Partition, ancestors and descendents. Associates the lookup with the partition you selected in the previous step and its parent and child partitions. Partition and ancestors. Associates the lookup with partition you selected in the previous step and its parents. Partition and descendents. Associates the lookup with the partition you selected in the previous step and its children. Partition only. Associates the lookup only with the partition, and not with its descendants and ancestors. Default: Partition, ancestors and descendents Note: See the Studio Developer's Guide for more information. Description Active Defines the lookup value. Specifies if the value visible to users when the page on which it is contained displays. Clear this check box to hide this value from view. Default: Selected 7. Click Submit. The lookup value is created. Chapter 5: Data Administration 133

134 Lookups Manually Reorder Static List Lookup Values If you selected to use a manual sort order when you first created your static list lookup, you can reorder the way the values display in the drop-down list or browse window. To manually reorder lookup values 1. Select Lookups from the Data Administration menu. The Lookups list page appears. 2. Click the name of the lookup for which you want to manually reorder values. The Lookup Properties: Parent Window appears. 3. Click Reorder Values from the content menu. The Lookup Properties: Reorder Values appears. 4. Click the value's name and use the arrows to move the value up and down in the list, and click Save and Exit. Your changes are saved. Static Dependent List Lookups A static dependent list (SDL) lookup consists of a hierarchy of levels and values. To create this type of lookup, you create the hierarchy's levels, and then create the values that will be available for selection at each level. Typically, each level offers multiple values. For example, a top level Nation field might offer several values in addition to U.S.A., such as Argentina, Britain, Canada, Mexico, and Singapore. Because you cannot move the levels and values up or down in the structure, it is important that you carefully plan your hierarchy in advance. You can change properties for the levels and values you create, but you cannot change their location within the hierarchy. You can only delete and then re-create them. 134 Administration Guide

135 Lookups Create Static Dependent List Lookups Use the Create Lookup page to create static dependent list lookups. The first lookup you create appears on the Lookup Properties: Levels page serves as the top-level lookup in the hierarchy. To create a static dependent list lookup 1. Select Lookups from the Data Administration menu. The Lookups page appears. 2. Click New. The Create Lookup page appears. 3. Complete the following fields: Lookup Name Defines the name for the lookup. Lookup ID Defines the unique ID. This value is typically entered in upper case letters and provides some information about the lookup function. For example, LOOKUP_NATION. Content Source Specifies who owns the content item (portlet, pages, menus, queries, processes, lookups, etc.). Content source values are used to classify items. 4. For the Source, click Static Dependent List and complete the following: Sort Order Defines the order in which you want the lookup's values to appear in the browse or drop-down list: Alphanumeric. Select this when you want the items in the lookup to display in alphanumeric order. Manual. Use this when you want to set your own sort order. Default: Alphanumeric If you select a manual sort order, you can go to the Reorder Values page to set or edit the sort order. Alphanumeric sort orders cannot be reordered, so you should have an order in mind before you begin creating the values. Description Defines the brief description of the lookup. 5. Click Submit. The lookup is created. Chapter 5: Data Administration 135

136 Lookups Create Dependency Levels for Static Dependent List Lookups You can define the remaining levels in the hierarchy. Before you can create values for a level, you must create the level. You can add as many additional levels as you like. Each new level appears in the hierarchy just below the existing level. Once you have completed this step, you can create the values you want resources to select from at each level. To create a new dependency level for a static dependent list lookup 1. Select Lookups from the Data Administration menu. The Lookups page appears. 2. Click the lookup for which you want to create levels, then click Levels from the content menu. The Lookup Properties: Levels page appears. 3. Click New. The Lookup Level Properties page appears. 4. Complete the following: Lookup Name Defines the lookup level's name. Lookup ID Defines the lookup level's unique ID. Description Defines a brief description of the lookup level. 5. Click Submit. 136 Administration Guide

137 Lookups Create Lookup Values for Static Dependent Lists Use this procedure to create the values you want resources to select from at each level. Do this after you have created the dependency levels for the static dependent list lookup. The first level values with plus signs (+) in front of them indicate that more levels exist below. Click the plus sign in front of an item to expand the hierarchy. Note: See the Common Features and Personal Options User Guide for more information. To create a new lookup value for a static dependent list 1. Select Lookups from the Data Administration menu. The Lookups page appears. 2. Click the lookup for which you want to create values, then click Values from the content menu. The Lookup Properties: Values page appears. 3. Click New. The Lookup Value Properties page appears. 4. Complete the following: Lookup Value Name Defines the lookup value's name. Lookup Value ID Defines the lookup value's unique ID. Description Active Defines a brief description of the lookup value. Indicates if this value is visible to the user when the page on which it is contained displays. 5. Click Submit. Dynamic Query Lookups A dynamic query lookup contains a list of items displayed in a pull-down or browse window. You will use a supported version of SQL, called NSQL, to write queries for dynamic lookups. In a dynamic query lookup, the pull-down or browse window content, layout, and behavior is based on the content of the NSQL query you create. Chapter 5: Data Administration 137

138 Lookups Create Dynamic Query Lookups To create a dynamic query lookup 1. Select Lookups from the Data Administration menu. The Lookup page appears. 2. Click New. The Create Lookup page appears. 3. Complete the following fields: Lookup Name Defines the lookup's name. Lookup ID Defines the unique ID. Content Source Defines the content item source. Content source values are used to classify items. 4. For the Source, select Dynamic Query and complete the following: Object If you want the hidden key value to return the primary key value of an object, click the Browse icon, select the object, then click Close. Description Defines a brief description of the lookup. 5. Click Submit. The dynamic query lookup is created. Define Queries Use the Lookup Properties: Query page to define lookup queries. A special version of SQL statements called NSQL is supported. Example NSQL Statement cmn_currencies c WHERE c.is_active = 1 The query's WHERE clause must contain the to work properly. Note: See the Studio Developer's Guide for more information. 138 Administration Guide

139 Lookups Create Query Statements Use the following procedure to compose a query to extract the values that populate the lookup. To create the lookup's query statement 1. If the Lookup Properties: Query page is not already displayed, first display the desired lookup, and then from the content menu click Query. 2. At the Niku Query field, enter NSQL statements, and click Save and Continue. Your changes are saved. Browse-only Construct for Dynamic Query Lookups For dynamic query lookups, browsing works in a specific way. When a record is displayed in the application, the value does not appear in the lookup field because there is no match between the value stored on the record and the list value in the lookup. The old values are retained within the database table for the instance record. However, if a record with the old value is retrieved and is not seen in the application's display, clicking the Save or Submit button removes the old value from the record. To retain inactivated values in the record and see them in the application, you must change the lookup query definition. For this case, the definition must include the specific NSQL When a user uses the lookup on new records, active values are displayed. And, when an existing record is shown with inactive values, the inactive value remains on the record. The syntax for this construct is /* include SQL statement here to look at active results only */ :BROWSE-ONLY@ The following example shows the BROWSE-ONLY construct with a value included that defines the results that will be displayed. SELECT... AND IS_ACTIVE = 1 :BROWSE-ONLY@ Chapter 5: Data Administration 139

140 Lookups Define Parent Window Characteristics for Dynamic Query Lookups Use the Lookup Properties: Browse Window page to define parent window characteristics for dynamic query lookups. To define parent window characteristics 1. If the Lookup Properties: Parent Window page is not already displayed, select Lookups from Data Administration, click the desired lookup, and then click Parent Window from the content menu. 2. Complete the following: Hidden Key Specifies the hidden key value. Display Attribute Specifies the value. 3. Click Save and Continue. 140 Administration Guide

141 Lookups Define Browse Window Characteristics for Dynamic Query Lookups The fields on the Lookup Properties: Browse Window page populates according to the query you entered on the Lookup Properties: Query page, and the selections you made on the Lookup Properties: Parent Window page. In a user-created dynamic query lookup, most of these fields can be changed. To define browse window properties 1. If the Lookup Properties: Browse Window page is not already displayed, select Lookups from Data Administration, click the desired lookup, and then click Browse Window from the content menu. 2. In the Filter Layout section, select the fields you want to display at Available Filter Fields list and then click the right arrow to move them to the Selected Filter Fields list. 3. In the Selected Filter Fields list, select fields and then use the up and down arrows to place the fields in the desired order (first field at the top of the list). 4. In the List Layout section, use the arrow keys to select and arrange how you want the list columns to display in the lookup. Move the columns you want to use from the Available Columns list to the Selected Columns list. 5. To update and prepare the next two fields, click Apply. 6. If more than one column is used, use the down arrow to select a Default Sorting Column. 7. Select either an Ascending (default) or a Descending Default sort order. 8. Click Preview to preview the browse window. 9. If the lookup does not contain pull-down values, click Save and Exit. 10. If the lookup contains pull-down values, click Save, and then click Lookup Filters to associate the filter with the appropriate lookup. Define Lookup Filters for Dynamic Query Lookups If you specified a pull-down list for the Field Element Type field, use the following procedure to associate it with a lookup. To associate a lookup with a lookup filter 1. If the Lookup Properties: Lookup Filters page is not already displayed, select Lookups from the Data Administration menu, click the desired lookup, and then click Lookup Filters from the content menu. 2. For each pull-down field click Browse in the Lookup column to select the lookup you want to associate with that filter. 3. Click Save and Exit. You will see the new lookup on the Lookups page, listed alphabetically with all other lookups already in the system. Chapter 5: Data Administration 141

142 Lookups Parameterized Lookups Parameterized lookups are based on dynamic query lookups. Parameterized lookups provide the ability to control the results that display in a dynamic query, based on other values entered in a view. For example, in a filter section that has two attributes named Country and State, you can filter the query results so that when a country is entered as a lookup value, only states relevant to the country display. Note: For a parameterized lookup, you cannot use a multi-value lookup as the source that determines what displays in the secondary target lookup. You must use a single-value lookup for the source. Note: See the Studio Developer s Guide for more information. Use the following process to create parameterized lookups: 1. Create a dynamic query lookup. 2. Create an NSQL query with lookup parameters in the Where clause that will reference attributes in the object. 3. Create a parameterized lookup attribute on the object and map the NSQL query lookup parameters to the appropriate object attributes. Deactivate Active Lookups You can deactivate only those lookups you created. You cannot deactivate system and system-restricted lookups or use deactivated lookups in reports, forms, or other objects; the Active option is not available. When a lookup is inactive, an icon displays in the Active column on the Lookups page to indicate that the lookup is no longer active. To deactivate a user-defined lookup 1. Select Lookups from the Data Administration menu. The Lookup page appears. 2. Click the name of the lookup you want to deactivate. The Lookup Properties: General page appears. 3. Clear the Active check box. 4. Click Save and Exit. 142 Administration Guide

143 Lookups Reactivate Inactive Lookups To reactivate a lookup 1. Select Lookups from the Data Administration menu. The Lookup page appears. 2. Click the name of the lookup you want to deactivate. The Lookup Properties: General page appears. 3. Select the Active box. 4. Click Save and Exit. Deactivate Lookup Values You can deactivate user-defined static list and static dependent list values. You cannot deactivate dynamic query values. Deactivated values will not appear in lookups. To deactivate a user-defined lookup value 1. Select Lookups from the Data Administration menu. The Lookup page appears. 2. Select the lookup that contains the value(s) you want to deactivate. 3. From the content menu, click Value. The Lookup Properties: Values page appears. 4. Select the values you want to deactivate, then click Deactivate. A check mark no longer appears in the Active column of the Lookups page for the values you deactivated. Deactivated values are not visible to users. Chapter 5: Data Administration 143

144 Lookups Reactivate Lookup Values To reactivate a value 1. Select Lookups from the Data Administration menu. The Lookup page appears. 2. Click the name of the lookup that contains the value(s) you want to activate. The Lookup Properties: General page appears. 3. From the content menu, click Value. The Lookup Properties: Values page appears. 4. Select check box next to the value you want to activate. 5. Click Activate. 6. Click Save and Exit. Delete Lookups You can delete only those lookups that you have created; you cannot delete lookups created by other users. System and system-restricted lookups cannot be deleted. Deleted lookups cannot be reactivated because they are deleted from the database. To delete a user-defined lookup 1. Select Lookups from the Data Administration menu. The Lookup page appears. 2. Click the name of the lookup that contains the value(s) you want to delete. The Lookup Properties: General page appears. 3. From the content menu, click Value. The Lookup Properties: Values page appears. 4. Select check box next to the lookup you want to delete. 5. Click Delete. 6. Click Yes to confirm. 144 Administration Guide

145 Lookups Rules for Changing Lookups The following rules apply when changing lookups: Lookup Type System-restricted User-defined System lookup Rule You can only change labels. You can change any field. You can add values. You cannot deactivate system lookups. You can activate and deactivate the values you add to the lookup. Static List Lookups Function System-re stricted System User-defin ed Change Lookup Name and Description Yes Yes Yes Change Sort Order No Yes Yes Change Content Source No No Yes Deactivate or Activate Lookup No No Yes Delete Lookup No No Yes Change Lookup Value Name and Description Change Parent Window Display Attribute Change Partition and Partition Associations Yes Yes Yes No No Yes No No Yes Deactivate and Activate Lookup Values No Yes Yes Reorder Manual Lookup Values Yes Yes Yes Static Dependent List Lookups Function System-re stricted System User-defi ned Change Lookup Name and Description Yes Yes Yes Chapter 5: Data Administration 145

146 Lookups Function System-re stricted System User-defi ned Change Sort Order No Yes Yes Change Content Source No No Yes Deactivate or Activate Lookup No No Yes Delete Lookup No No Yes Change Lookup Value Name and Description Change Parent Window Display Attribute Yes Yes Yes No No Yes Deactivate and Activate Lookup Values No Yes Yes Reorder Manual Lookup Values Yes Yes Yes Dynamic Niku Query Lookups Function System-re stricted System User-defi ned Change Lookup Name and Description Yes N/A Yes Edit Query No N/A Yes Change Parent Window Display Attribute Change Browse Window Name and Label fields Change Browse Window Field Element Type Change Browse Window Selected Filter and List fields Change Browse Window Filter field, List Column Order Change Browse Window Default Sort Column/Order No N/A Yes Yes N/A Yes No N/A Yes No N/A Yes Yes N/A Yes Yes N/A Yes 146 Administration Guide

147 Lookups Change a lookup To change a lookup 1. Select Lookups from the Data Administration menu. The Lookup page appears. 2. Click the name of the lookup you want to change. The Lookup Properties: General page appears. 3. Change the desired fields. 4. Click Save and Exit. Filter Lookups You can use the lookup filter to find a specific lookup or family of lookups. To use the lookup filter to locate a lookup 1. Select Lookups from the Data Administration menu. The Lookup page appears. 2. Use all or a part of the following parameters to search using one or more parameters (wildcard characters are supported): Lookup Name Specifies all or part of the lookup name. For example, Active Resources or Active*. Lookup ID Specifies all or part of the Lookup ID. Description Source Specifies all or part of the lookup description. Specifies the lookup source. Values: Static List, Static Dependent List, Dynamic Query, or All. System Type Status Specifies the lookup type. Values: System, System-restricted, User-defined, or All. Indicates if you want to search for active or inactive lookups. Chapter 5: Data Administration 147

148 Lookups Object (Dynamic queries only) Indicates if the search is by object (if an object was selected when the lookup was created). 3. Click Filter. Set Filter Options for Browse Lookups You have the ability to set filtering options for the Browse lookup. You can either display all results automatically when the lookup is selected or enable the option to allow filtering before displaying results. If you enable the option to filter before displaying results, you must click Filter for the lookup to display any records. This helps reduce the number of records displayed and improve performance. To enable filtering before displaying records when using the Browse lookup 1. Select Lookups from the Data Administration menu. The Lookups page appears. 2. Select the lookup for which you want to enable filtering. The Lookup Properties: General page appears. 3. From the Content menu of the lookup properties page, select Browse Window. The Lookup Properties: Browse Window page appears. 4. In the Filter Options section, select the Do not show results until I filter radio button, and click Save. Filtering has been enabled. Limit the OBS Types that Appear in OBS Browse Lists The Hide Financial OBS option can be used to filter and limit the number of organizational breakdown structure (OBS) types that appear in OBS browse lists system wide. This option is useful for those businesses with a large number of OBS entries in the browse lookup lists, usually due to a large number of entities. Applying the option causes OBS listings that are financial (Department or Location types) to be removed from OBS browse lists. Note: This option is applied in addition to any existing customization that has occurred for a browse. That means you may see different results than you expect for some customized browses. In addition, the OBS Unit attribute is included by default on a custom object's List Filter view. A browse on this attribute may be affected by this enhancement. 148 Administration Guide

149 a Lookups About the Hide Financial OBS Option The following list provides the IDs of the lookups that are affected by the option to filter the OBS browse lists. To see the lookups that apply to the IDs given here, open the Administration Tool, and click Lookups from the Data Administration menu. OBS_BROWSE_FLT_ALL OBS_BROWSE_FLT_BPM_DEF_PROCESSES OBS_BROWSE_FLT_CMP OBS_BROWSE_FLT_CMN_PAGES OBS_BROWSE_FLT_CMN_PORTLETS OBS_BROWSE_FLT_CMN_SCH_JOB_DEFINITIONS OBS_BROWSE_DMART_FLT_RES OBS_BROWSE_DMART_FLT_PRJ OBS_BROWSE_FLT_INV_APPLICATION OBS_BROWSE_FLT_INV_ASSET OBS_BROWSE_FLT_INV_OTHER OBS_BROWSE_FLT_INV_PRODUCT OBS_BROWSE_FLT_PRJ OBS_BROWSE_FLT_RES The option affects filtering in the following areas of the application: Reports Reports with filters that use "OBS Unit" as a filter will not provide the Financial OBS drill down within the Show OBS drop-down list. To run a report against an investment that is assigned to a financial OBS, use different filter options (for example, Project Manager) or leave the OBS filter option empty. Resource List The Resource filter within the Resource list or within the Project Team tab, will not provide the Financial OBS drill down within the Show OBS drop-down list. To search for resources that may be assigned to a financial OBS and therefore may not display, use different filter options (for example, part of the resource name). In most cases, resources are assigned to an enterprise OBS and the impact should be minimal. Investment Filter Investments associated with a financial OBS cannot be filtered using the Show OBS drop-down menu. Other filter options should be used to reduce the list. Chapter 5: Data Administration 149

150 View the Global Audit Trail OBS Access Rights Set the Hide Financial OBS Option You can associate access rights through the OBS Unit for non-financial OBS types, but access rights for financial OBS types on portlets, objects, processes or other items must be handled through a separate security OBS or by temporarily turning off the Hide Financial OBS option. To set the option to filter and limit OBS lookup lists 1. Select Processing from the Finance menu. The Financial Management Processing page appears. 2. In the OBS Filter section, select the Hide Financial OBS check box. 3. Click Submit. View the Global Audit Trail The global audit trail provides a log of all audit records for all objects that are configured for auditing. This log is a record of additions, deletions, and changes for audited objects. The records for an instance of an audited object persist in the global audit trail, even after the instance is deleted. In addition, a record is kept of the individual who performed the deletion of the instance. You need the Allows Access to Audit Trail under Data Administration access right to view the global audit trail. Use the Global Audit Trail page to view the list of global audit trails. Note: See the Studio Developer's Guide for more information. To view the global audit trail 1. Select Audit Trail from the Data Administration menu. The Global Audit Trail page appears. 2. Use the Audit Trail filter to search for the records you want. You can use any or all of the following parameters as search criteria (wildcard characters are supported): Object Limits the viewed records to a single selected object. Select an object name from the drop-down or select All to see records for all objects. 150 Administration Guide

151 View the Global Audit Trail Object ID Defines all or part of the object ID. Object Name Defines all or part of the object name. Example: Financial Properties or Financial* Changed by Specifies the name of the user who created the records. Date range Specifies the specific time period to view records. Operation Specifies the action performed on an object. Values: Insert, Update, Delete, or All 3. Click Filter to view the audit records. Chapter 5: Data Administration 151

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153 Chapter 6: Processes This section contains the following topics: Process Overview (see page 153) Process Components (see page 154) Stock Processes (see page 168) Process Access Rights (see page 169) Process Administrator Group (see page 171) Process Roles (see page 172) How to Create Processes (see page 173) View Available Processes (see page 173) Define Process Properties (see page 174) How to Define Steps and Actions (see page 179) Step Actions (see page 184) Process Groups (see page 194) Process-Level Escalation Defaults (see page 196) Flow Diagram Characteristics (see page 200) Validation for Processes and Steps (see page 205) Process Instances (see page 212) Filter the Processes List (see page 216) Activate Processes (see page 217) Modify Processes (see page 217) Copy Processes (see page 218) Delete Processes (see page 219) How to Manage Resource Access to Processes (see page 219) How to Manage Process Management Performance (see page 221) Process Overview Processes automate repetitive steps that you would otherwise perform manually though the user interface. To accurately reproduce a user action, the process impersonates the process initiator to perform the process steps. A process includes a series of steps that result in an end. Each step performs a single or multiple actions that moves the process toward its completion. All processes have a start and a finish step. Processes use pre and post conditions to connect the steps. You can create processes to act on any object type. Note: See the Studio Developer's Guide for more information. on available stock objects. Chapter 6: Processes 153

154 Process Components Process Components Processes are made of objects, steps, actions, groups of steps, and joins. About Object Types Primary Object A process can work with the following object types: Objects you can explicitly add from a list of objects. You can add only one primary object to a process but you can add multiple linked objects to a process. A process requires at least one primary object. Ideas, projects, assets are some examples of primary objects. 154 Administration Guide

155 Process Components Linked Objects Objects referenced through certain attributes of a primary object. Examples of a linked object are object lookups, parent object, or grandparent object. For example, for every asset, you can assign an application lookup. Doing this creates a link between the asset and application and allows you to access data between those two objects when building rules or action item messages for pre and post conditions and actions. Before you can add a linked object to a process, you must associate the primary object with the linked object in Studio. Note: See the Studio Developer s Guide for more information. Then when defining a process, you can browse and add linked objects from a list of all possible linked objects for a primary object. After you add a linked object to the objects list, its attributes becomes available for use by the manual and system actions and pre and post conditions used in steps. When adding linked objects to a primary object, you are unable to select Multi Valued Lookup (MVL) attributes as linked objects. You can only link a linked object to the primary object or a top-level linked object. When the primary object of a linked object is deleted, all linked objects associated with it are also deleted. The approver (Resource) attribute on the Idea object are examples of linked objects, (that is, the Resource object is linked to the Idea object). Implied objects are a type of linked objects added to the process list automatically due to a direct relationship with the primary object. Implied objects are referenced in other parts of the process definition, such as when using the convertideatoproject, Object Mapping, or Object Conversion APIs (application programming interface). For example, using the convertideatoproject API automatically adds the Project object to the object list. You cannot add or delete implied objects. Chapter 6: Processes 155

156 Process Components Objects and Partitions When objects are created in Studio, they can be assigned to partition models. If such an object is used in a new process definition, you can configure a partition and a partition association mode on that object. This determines what process definitions are available to which end-users from the application interface. Note: See the Studio Developer s Guide for more information. Depending on whether or not a partition model was defined for an object in Studio, you can do the following when creating a process: Select no partitions or select from different partitions for a primary object when designing a process. If the primary object is assigned a partition model, select a partition and a partition association mode for that object. Select none or from different partitions for a linked object. If the linked object is added to the process via parent or grand parent relationship to the primary object, the partition of the linked object is automatically populated as the partition of the primary object. If an implied object is automatically added to the process, its partition is determined by the system. If an implied object is added through object conversion, the partition of the implied object is determined by the conversion API or the object mapping. You cannot configure partition association mode for a linked or implied object. Use only the object attributes visible for the selected partition and partition association mode to configure process start conditions, step actions (system or manual), and pre or post step conditions. For start conditions based on primary objects, the available attributes follow the partition and association mode defined on the primary object. For start conditions based on linked or implied objects, only those attributes are available in the linked and implied objects that match the partition of the primary object. Restrict what process definitions are available to a particular user based on the partition and partition association mode on the process definition. For example, if you create the "California Project Approval Process" with a primary object Project in the California partition and the association mode is Partition only, this process definition will not be visible on a project instance in any other partition other than California. Accordingly, if you open a project in the California partition, you will only see processes where Project is a primary object in the partition. If the association mode is "Partition and Descendants, this process definition will be available in the "California" partition and any other descendent partitions of "California". Change the partition and partition association mode of an object in an active process. After making the changes, you must re-validate and re-activate the process. 156 Administration Guide

157 Process Components Object Roles When creating a manual step action, you can select object roles, system roles, groups, resources, or resource fields to send notifications to about action items to which they are assigned. The list of object roles will vary depending on the object associated with the process. If more than one object is associated with the process, you can select from object roles for either objects. Also, some objects do not have any objects roles. The following table lists the objects roles available for the Service and Project Objects: Object Roles Description All Child Managers P All Parent r Managers o Immediate Child Managers j Immediate e Parent Managers c t Manager Participants Staff All Child Managers S All Parent e Managers r Approvers v Consumer i Department Managers c e Immediate Child Managers Immediate Parent Managers Manager Provider Department Managers Chapter 6: Processes 157

158 Process Components About Steps To take a process from beginning to end, you define a series of steps. Each step can consist of multiple actions to be performed by an assignee (manual action), by the system (system action), by running a job, by executing a script, or by invoking a subprocess. A process contains a start step (required), one or more intermediate steps, and a finish step (required). 158 Administration Guide

159 Process Components About Step Actions Use step actions to send notifications and receive approvals. For example, you can use system actions to call Application Program Interface (API) functions, set attributes, and lock attributes. When you build a process, you can supply parameters to a stock system action or API, and then add them to process steps. To use a system action in a process, add a step to the process and then supply parameters to the system action for that step. For example, to copy documents from a project template, you can use a system action. A step can have no actions or multiple actions. An action in a step may or may not be dependent on the results of previous actions in the same step. For example, in step S0, the following actions are independent from each other: Action A1 (manual action): Send action item Approve Doc MRD. Action A2 (system action): Set status of the project to Open. Action A3 (job action): Start synchronous job Datamart Extraction. Actions can also be chained together. In this case, the execution of a later action depends on the completion of previous actions. The results of one action are used as input parameters of the next action. For example, in step S1, the following actions are chained together: Action A1 (system action): Set the idea status from Submitted to Approval to Approved. Action A2 (subprocess action): Convert the approved idea to a project in synchronized mode. Action A3: (manual action): Send the project manager an action item to complete a preliminary budget for the project converted from the idea. At runtime, all actions in a step are executed sequentially in the order listed on the Process Definition: Steps page. Step Action Types A process can have the following step action types: Manual action Sends action items to resources, groups, roles, or profiles to which they must act upon for the process to continue. With manual actions, you can associate variables with the subject and body of action item messages. This provides: Users who are sent action items with relevant context information on the action items they are reviewing. Chapter 6: Processes 159

160 Process Components Process designers with flexibility in defining context within an action item by utilizing attribute information from multiple objects and incorporating them within the action item. System action All these system actions are available for all objects in the process (including primary, linked, implied objects; action item objects, documents, and forms): Attribute setters. For example, "Set Budgeted Benefit," "Set Department Manager," and so on. Lock or unlock selected or all attributes to make the attributes editable or non-editable. System Operations. For example, "Copy Financial Plan from Template," "Copy Staff From Template," and so on. Object conversion that uses a mapping code to map the attributes from the source object to the target object. For example to convert an Idea to a Project. Run job Runs jobs that run in the background on a scheduled basis. Jobs can run in synchronous or asynchronous mode. If you call a SQL job from a process, the following parameters must be passed in the specified order: P_PROCESS_INSTANCE_ID, P_STEP_ACTION_ID, P_STEP_INSTANCE_ID Custom script Executes to import or export data from an external system. Custom scripts can run in synchronous or asynchronous mode. Subprocess Subprocesses are invoked as embedded processes within the context of the current process. By embedding subprocesses within a process, you can model complex workflows. When adding an action that is a subprocess, you can only add subprocesses that are active, that are either primary, linked, or implied to the master process, and that have the same partition as the primary object. A subprocess does not follow the partition association mode defined on the primary object of the process. 160 Administration Guide

161 Process Components Error Handling at Action Level System and manual actions can be added to a process only if a primary object is defined. When there are multiple actions per step and an error occurs at runtime, the error is identified at the action level. You can either fix, retry, or skip the action instance containing the error. On the Initiated Process: Messages page, when you retry the action, the action with error is executed again on the new assignees of the action item. When you skip the problem, the action with error is skipped, and the next action in the list is executed. About Groups A group is a collection of steps. A group can be: A hard requirement that must be completed before the process can advance to the next step. A soft requirement that does not prevent the process from advancing to the next step. Process Flow Process flow patterns, called splits and joins, are conditions you can assign to determine the process flow. Splits branch processing into multiple directions while joins consolidate the process flow. Chapter 6: Processes 161

162 Process Components About Splits Pre-condition joins are where certain criteria is evaluated before the process flow is determined, and post-condition splits where the outcome of a process is used to determine the process flow. There are four types of splits: Serial Split A serial is a step that is enabled only when another step in the same process completes. For example: An activity that sends bill is executed after the step that sends orders completes. A step that add air miles executes after a step that books flights completes. Parallel Split A parallel split is a point in the workflow where a single thread splits into several steps. The multiple steps can be executed in parallel and simultaneously. For example, a payment step may execute two steps: one that ships the order and another to inform the customer. Decision Point Split An exclusive choice (XOR-split) is a point in the workflow where one of several branches is executed, based on a decision or control data. 162 Administration Guide

163 Process Components For example, a credit-card processing step may branch into one of the following two steps: 1. Ship the order (if the credit card transaction is approved) 2. Contact the customer for more information (if the transaction cannot be approved). With exclusive choice splits, post conditions are evaluated in the order listed until a condition evaluates to true. The corresponding step is performed and all other remaining conditions and steps are ignored. Exclusive choice does not cause parallelism since only one branch is activated. Multi-choice Splits Multi-choice splits (OR-split) are a point in the workflow where, based on a decision or control data, a number of branches are chosen. With this type of split more than one condition can evaluate to true. For example, after executing the evaluate damage activity, the contact fire department and contact insurance company activities can both be executed. With a multi-choice split it is possible that both steps can be executed. All the post conditions are evaluated in the order listed. A thread of execution can be started for any condition that evaluates to true. Chapter 6: Processes 163

164 Process Components About Joins Joins are where the process flow of two or more steps are merged into a single process flow. Rendezvous (AND) A rendezvous (that is AND statement) is a point in the workflow where multiple steps converge into a single thread. At the point where the threads join, the flow stops until all parallel threads are complete. Then the next step is activated and a single thread of execution continues. Examples of rendezvous activities are: An archive step is enabled after the send tickets and receive payment steps complete. A step evaluates insurance claims after the policy verification and damage assessment steps complete. Merge (XOR) 164 Administration Guide

165 Process Components A merge is a point in the workflow where multiple processes converge into a single thread. At the point where the threads join, all active threads are synchronized. If just one path is taken, alternative branches re-converge without being synchronized. When synchronization completes, the next step is activated and a single thread of execution continues. The primary concern when using this pattern is to decide when to synchronize and when to merge. This type of merge you use must have the capacity to determine if it can expect activation from some of its branches. With a merge, once a branch has been activated, it cannot be re-activated while the merge awaits the completion of other branches. For example, after one or both of steps that contact the fire department and insurance company are complete (depending on whether they were executed at all), the submit report step is performed once. Wait and Merge Chapter 6: Processes 165

166 Process Components A merge and wait is a point in the workflow where two or more alternate branches converge without synchronizing. Synonyms for simple merge include XOR-join, asynchronous join, and merge. This pattern assumes that no alternative branches are ever executed in parallel. This type of process consists of multiple branches (as opposed to multiple threads) that transition into a single step. Only one of many branches is activated. Example The archive claim step is enabled after the pay damage or contact customer steps are executed. After a payment is received or the credit granted, the car is delivered to the customer. Multi-thread 166 Administration Guide

167 Process Components A multi-thread is a point in a workflow where two or more branches re-converge without synchronization. If more than one branch is activated, possibly concurrently, the step following the merge is started for each activation of each incoming branch. The next step starts when any one incoming branch is completed and all other branches that reach the merge point start a new copy of the next step. You might use a multi-thread join when two or more parallel branches share the same end step (no steps are replicated). First-in-line Splits and Matching Join Types A first-in-line step waits for one of multiple branches to complete before starting a subsequent step. A discriminator waits for the remaining branches to complete but ignores them. Once all incoming branches are triggered, the discriminator resets itself so that it can be triggered again. For example, to improve query response time, a complex search is sent to two databases. The first search that generates a result causes the workflow to proceed while the second result is ignored. The following table provides a summary of the matching patterns between splits and joins: Split Type Sequence Parallel Exclusive Choice Split Multiple Choice (OR) Matching Join Type No join needed Rendezvous (AND) Merge (XOR) Wait and Merge First in Line Multi-Thread (Multi-Merge) Chapter 6: Processes 167

168 Stock Processes Stock Processes You can use stock processes to: Approve documents Approve timesheets Approve ideas Implement scenarios You can also use these processes to see examples of how processes flow. By default, these processes are not activated; you can use the Administration Tool to activate them. You can also customize these processes with additional business rules and approvals. The following stock processes are provided: Two-level Document Approval Sends documents through a two-level document approval process. You can use this process as new documents are added to a project or as existing ones are updated. Conditional Automatic Approval Sends timesheets to a manager with Resource - Time Approval access rights if the hours fall within a certain range. This process is started automatically when a timesheet is submitted for approval. Note: See the Common Features and Personal Options User Guide for more information. Idea Approval This process manages the idea submission process through the review and approval or rejection phases. This process also allows ideas to be returned for more information and resubmitted. This process is started automatically when an idea is submitted for approval. Note: See the Demand Management User Guide for more information. Communicate Scenario This process sends action items to all project managers so that they can implement the scenario changes to their projects. Note: See the Portfolio Management User Guide for more information. 168 Administration Guide

169 Process Access Rights New Product Development You can use this process to monitor the various activities in the new product development lifecycle, such as gathering requirements, conducting technical feasibility studies, defining tasks, defining roles and assignments, and managing approvals for forms and documents. Note: Before you can use this process, you must first set it up. Process Access Rights The following access rights are provided for working with processes: Process - View Definition Allows a resource or an OBS unit to view the process definition. This right is read-only; users with this access right cannot start processes but can view the process definition from the Processes page of an object for which they have access, or from Administration Tool-Processes page. Type: Instance Process - View Definition - All Allows a resource to view all process definitions and is most often granted to administrators and senior executives. This read-only right allows user to view all processes defined, but does not permit users to start processes. Process definitions can be viewed from either the Processes page of an object for which they have access, or from Administration Tool-Processes page. Process - Edit Definition Allows a resource to change process definitions. This access right allows the user or OBS unit to change the process definition for which this access right is given. Users with this access right cannot start processes, but can change process from the Processes page of an object to which they have access, or from Administration Tool-Processes page. Type: Instance Process - Edit Definition - All Allows a resource to change all process definitions and is typically granted to administrators and senior executives. Users with this access right cannot start processes. This right allows users to change all Process definitions from the Processes page of the object for which they have access, or from Administration Tool-Processes page. Chapter 6: Processes 169

170 Process Access Rights Process - Create Definition Allows a resource or OBS unit to create or change processes for any object type, such as an idea, for which they have access. Users with this access right can modify, copy, or start any process they create. Users can create processes from the Processes page of an object or from Administration Tool-Processes page. This access right also allows the user to create new and copy existing processes. Type: Instance Process - Manage Allows a resource or OBS unit to auto-start the process for which this access right is granted. This is a read-only right. Users with this access right can change any process they start. They can also start processes from the Processes page of an object for which they have access. This access right also allows the user to start a new process instance, delete a process instance, or cancel a process instance. Type: Instance Process - Manage - All Most often granted to application administrators and senior executives, this access right allows users to auto-start any process. Users with this access right can change processes they create and start processes from the Processes page of an object for which they have access. This access right also allows the user to start a new process instance, delete a process instance, or cancel a process instance. Process Manager - Access Allows a resource or OBS unit to access the Processes link in the Administration Tool and to the display processes on the Processes Available page. Process Engine Monitoring Enables navigation to process engine monitoring and administration. Process View Allows a resource to view a particular process instance displayed in the list on the Processes: Initiated page of the Administration Tool. Type: Instance 170 Administration Guide

171 Process Administrator Group Process View - All Allows a resource to view all process instances displayed in the list on the Processes: Initiated page of the Administration Tool. Process - Start - All Allows the start (that is, initiate) of all process instances. Process - Start Allows the start of a particular process instance. Type: Instance Process - Cancel - All Allows the cancellation of all process instances. Process - Cancel Allows the cancellation of a particular process instance. Type: Instance Process - Delete - All Allows deletion of all process instances. Process - Delete Allows the deletion of a particular process instance. Type: Instance Process Administrator Group You can use the Process Administrator group access right with processes. Those resource that you add to this group can access all process definitions and process instances. This group also provides the following access rights: Process - Create Definition Process - Manage - All Process - Edit Definition - All Process - View Definition Administrator Access Process Access Chapter 6: Processes 171

172 Process Roles Process Roles You can assign access rights for processes via resources or the object on which they are acting. The following roles typically work with processes: Process Administrators Create, copy, delete, modify, and monitor or maintain processes that have been started by other users, and have the Process Manager - Access access right. Process Creators Create processes for objects to which they have access, and start, copy, modify, or delete processes they have created. Process Initiators Start processes on objects for which they have access and can also modify or address errors on processes that they have started. Process Editors Modify processes for objects to which they have access, but cannot create, start, copy, or delete processes. Process Participants Have no specific access rights to processes. Instead, they participate in an existing process by receiving and acting on action items. 172 Administration Guide

173 How to Create Processes How to Create Processes The following steps provide a high-level overview of the tasks you perform to define and run processes: 1. Plan the process before you begin creating it in CA Clarity PPM. Consider what you want to accomplish, how and who should do it. If necessary, learn about processes and process management to streamline and monitor your business processes. 2. Define the process properties. 3. (Optional) Add objects to the process (see page 175). 4. Create the start, middle, and end steps and step actions (see page 185). 5. Add an escalation (see page 191) to execute an action item and notify a specific resource or group if a step is not completed. 6. (Optional) Create groups (see page 194) to represent larger segments of the process. 7. Address any errors or warnings that occur in the process (see page 205). 8. Activate the process (see page 217). 9. Run the process (see page 212). View Available Processes On both Available Processes and Initiated Processes list, template processes copied from a project template are linked with the template process in a hierarchical structure. Processes copied from a template process are shown as indented children of the master template process. To display the list of processes 1. Select Processes from the Data Administration menu. The Available Processes page appears displaying processes that are available globally and those that you created. 2. Click Initiated to view the list of process instances. The Initiated Processes page appears displaying a list of process instances for which you have access to view and those that you have started. Chapter 6: Processes 173

174 Define Process Properties Define Process Properties Use the following procedure to start defining a process. To define a process 1. Select Processes from the Data Administration menu. The Available Processes page appears. 2. Click New. The Process Definition: Properties page appears. 3. Complete the following fields: Process Name Defines the name for the new process. Process ID Defines the unique ID for the process. Content Source Specifies the content source for the process. Description Defines a brief description of the process. 4. Click Save and Continue. The Process Definition: Objects page appears. 174 Administration Guide

175 Define Process Properties Add Objects to Processes If you plan to schedule your process (that is, run it as a job or a custom script), you do not need to assign it to an object. Add objects to your process only if you'll be defining manual actions, system actions, or subprocesses within your process steps. You can add the following types of objects to your process: A primary object One or more linked objects Note: If you add Project as the primary object to your process, you can also select a template to be associated with the project process and specify a key (Template Key) that can be used to provide a reference to the template used in the process. You can either manually add a linked object, or the system adds it automatically in some cases. Before adding a linked object, you must first create the object (as an attribute of the primary object) in Studio and link it to the primary object using a data type. For example, to assign an application lookup to every instance of an asset object, you must create an attribute called "Application" on the asset object using the following information: Attribute Name= Application Attribute Id= application Data Type= Lookup Lookup= Application Browse After creating the Application attribute, you must add this attribute to the Create and Edit views of the asset object. Note: See the Studio Developer s Guide for more information. Select a Partition and Partition Association Mode for an Object If a partition model is defined for an object in Studio, the Partition and Partition Association Mode drop-downs appear on the Primary Object Properties page when selecting that object as the primary object for a process. The list of selectable partitions varies according to the partition model that was assigned to the object. The list of selectable partition association modes is the same for all objects. They are listed below: Chapter 6: Processes 175

176 Define Process Properties Partition only. All processes are available to users who are assigned to this specific partition. For example, if you select Corporate IT as the partition and Partition Only as the partition association mode for the Asset object, only users who are associated with the Corporate IT partition level have access to the processes that include the object. Users associated with the IT Organization partition, an ancestor level, or the Corporate IT-New York partition, a descendant level, do not have access to these processes. Partitions, ancestors, and descendants. All processes are available to users assigned to this specific partition, and to users assigned to the ancestor or descendent of this partition. For example, if you select "Corporate IT" as the partition and Partition, ancestors, and descendants as the partition association mode for the asset object, not only users assigned to the "Corporate IT" partition, but also users assigned to the ancestor and descendant of this partition have access to the processes that include the object. Partitions and ancestors. All processes are available to users assigned to this partition, and to users assigned to the ancestor of this partition. Partitions and descendants. All processes are available to users assigned to this partition, and to users assigned to the descendant of this partition. You can change the partition values for an object at any time. This invalidates and de-activates the process. You must re-validate and re-activate the process to incorporate any partition changes. To add an object to a process 1. Select Processes from the Data Administration menu. The Available Processes page appears. 2. Click the process name for which you want to add an object. The Process Definition: Properties page appears. 3. Click Objects from the content menu. The Process Definition: Objects page appears. 4. Click Add Primary Object. The Primary Object: Properties page appears. 5. Select an object type. The object key is automatically populated. 6. If the object is associated with a partition model, select a partition and a partition association mode for the object. 7. From the Available for On-demand Start drop-down, select: Yes. Users can start the process on-demand from the Processes tab of an object instance. The process is included in the Available Subprocesses list and can be invoked at runtime as a subprocess. If the process is set to auto-start, the process will auto-start when the start condition (if any) is satisfied. 176 Administration Guide

177 Define Process Properties No. Users cannot start the process on-demand from the Processes tab of an object instance. The process is included in the Available Subprocesses list and can be invoked at runtime as a subprocess. If the process is set to auto-start, the process will auto-start when the start condition (if any) is satisfied. Link Documents to Projects 8. Click Submit. The Process Definition: Objects page appears displaying the selected object key, object type, and partition. 9. Add any linked objects for the primary object: a. Select the primary object for which you want to add a linked object and click Add Linked Object. The Linked Object Properties page appears. b. From the Attribute drop-down, select the linked object. Based on the selected linked object, the Attribute Object Type field is automatically populated. c. Select an attribute partition code. This option appears only if a partition model was defined for this attribute in Studio. Note: See the Studio Developer s Guide for more information. d. Enter the linked object key and click Submit. The Process Definition: Objects page appears listing the newly added linked object under the primary object. From this page, you can add additional linked objects, remove objects, or exit the current process. 10. Click Continue to proceed to the Process Start Options page to specify a start option for the process. A document process can link to its associated projects. This allows you to route documents to project roles with full document management functionality. You can also send action items from a document process to the object roles defined on the associated project. This type of linking only applies to document processes for projects, not resources or the Knowledge Store. To link a document with a project 1. Create a process with Document as the primary object. 2. Add a project as a linked object to the Document object. 3. Add steps to the process and create a manual action inside a step 4. Assign the action item to the object roles available on the project instance. The basic roles on a project include (but are not limited to): Participants Staff Chapter 6: Processes 177

178 Define Process Properties Manager Owner Define a Process Start Option 5. Assign the action item to any custom resource fields available on the project instance. When this document process is kicked off, the process engine sends the action item to the resources assigned to the object roles or the resource fields for the project. A process start condition can be defined for all primary and linked objects and their parent or grandparent objects. On the Process Start Options page, you can select from the following start options: On-demand. If you select this option, you can activate this process manually. Go to the Processes tab of the primary object included in this process. From the Available Processes page, select this process and click Start. Auto-start. You can auto-start a process only if its primary object has been event-enabled in Studio (that is, when this object was defined in Studio, the Event Enabled check box was selected). If you select this option, the process activates automatically when the start conditions are met. (For example, when Idea is submitted for approval and when business unit is Sales, start the process Idea Approval Process for Sales. ) Define the conditions to auto-start this process by selecting a start event or setting a start condition: Select a start event: From the Start Event drop-down, select an event and click Save. The list displays all events registered for the selected process objects. Typically, for all objects, the start events are Create and Update. If you select Update as the start event, a check box appears. If you select this check box, at any given time, there will be only one running process instance allowed to be auto-started for each object instance. Set a start condition: You can use object attributes defined in the selected partition to build start conditions by checking states between attributes (for example, if project state changes from Development to QA, trigger the process to start). To set a condition 1. Click the Set Condition link. The Condition Builder page appears. 2. From the Object drop-down, select the object on which you want to configure a rule. 178 Administration Guide

179 How to Define Steps and Actions 3. Specify the left parameters of the condition by selecting a radio button and then selecting an attribute value (current or previous) for the selected object. The Process Start Options page appears. 4. If you select the Create start event, you can only select the current attribute value for an object. There are no previous and current values for an object create event. The same applies if you select a linked object (including parent and grandparent objects). 5. Specify the right parameters of the condition by specifying an operator and a constant or by selecting an object and an attribute value. 6. Click Add to add and evaluate the expression in the Expression box. 7. To define additional start conditions, select Add from the And/Or drop-down and repeat the above steps. To define alternative start conditions, select Or from the And/Or drop-down and repeat the above steps. 8. Click Submit. The Process Start Options page appears. 9. Click Save and Continue. The Process Definition: Start Step page appears. How to Define Steps and Actions Start and end steps are always required and are automatically created even if you do not explicitly define them. You can add and define intermediate steps. Each step can consist of multiple actions that must be performed by an assignee or CA Clarity PPM. You can create custom actions that include custom GEL scripts. The start and the end steps can be contained in a group. You can use the previous value comparison of an attribute in pre or post conditions to check if in the same step has modified the attribute value rather than to check the overall object update. Do the following to define steps and actions: 1. Define step properties (see page 180). 2. Define pre-conditions (see page 182). 3. Create step actions (see page 185). Chapter 6: Processes 179

180 How to Define Steps and Actions Define Step Properties To define the properties of a new step 1. Select Processes from the Data Administration menu. The Available Processes page appears. 2. Click the desired process. The Process Definition: Properties page appears. 3. From the content menu, click the type of step you want to create: To create the start step, click Start Step. The Process Definition: Start Step page appears. To create an intermediate step, Click Steps. The Process Definition: Steps page appears. To create the finish step, click Finish Step. The Process Definition: Finish Step page appears. 4. If you are creating an intermediate step, click New Step. The Process Definition: New Step page appears. 5. Complete the following fields: Step Name Defines the step's name. Step ID Defines the step's unique ID. Description Group Defines the step's description. If this is an intermediate step and if you want to associate this step with a particular group, defines the group name associated to this step. Milestone Designates this step as a milestone. Raise a Warning After Defines whether you want to raise warning if the process fails to run. Select the period Enter the number for the period. 180 Administration Guide

181 How to Define Steps and Actions 6. Click Save. If this is an intermediate step, the Process Definition: Step Details page appears. If this is a start or finish step, you remain on the Process Definition: Start Step or Process Definition: Finish Step page. Chapter 6: Processes 181

182 How to Define Steps and Actions Define Pre-Conditions When defining a pre-condition to a step, you can use attributes from multiple objects added to the process. For example, you can create pre-conditions that: Check the status of action items Check between object attribute values Wait for a subprocess to complete before joining the master process Pre-condition joins can be applied to intermediate and end steps only - not to a start step. When you need to set up a pre-condition using "Previous Value" of certain attributes, you must enable audit trail for these attributes in Studio. Note: See the Studio Developer's Guide for more information. For object attributes with a Multi Valued Lookup (MVL) data type, you cannot create step conditions that check for previous and current attribute values. To define the pre-conditions that will trigger a step 1. Select Processes from the Data Administration menu. The Available Processes page appears. 2. Click the process name for which you want to define a pre-condition. The Process Definition: Properties page appears. 3. Open the step you want to edit. The Process Definition: Step Details page appears. 4. In the Pre-conditions section, click the Join Type drop-down to select a join type if this step is joining previous steps that were split. A join type can be defined without a pre-condition and vice-versa. 5. Click New to specify a pre-condition that will trigger the step to start. The Condition Builder page appears. 6. Define a pre-condition by building the left and right parameters using objects and their attribute values. 7. Click Add. The Expression field displays the parameters of the condition that you just created. The following shows the pre-condition: After 1 day has elapsed since the Start step began, trigger Step 2." This is the pre-condition that will start step Evaluate the expression and use the And/Or operators to add additional pre-conditions. 9. When you are done, click Submit. The Process Definition: Step Details page appears. 182 Administration Guide

183 How to Define Steps and Actions Define Post Conditions After defining the pre-conditions that will trigger a step, you must define post-conditions that will connect this step to the next step or the end step. When defining a post-condition. For example, you can create post-conditions that: Check the status of action items Check between object attributes values (except for MVL attributes) Wait for a subprocess to complete before joining the master process When you need to set up a post-condition using "Previous Value" of certain attributes, you must enable audit trail for these attributes in Studio. Note: See the Studio Developer's Guide for more information. For object attributes with a Multi Valued Lookup (MVL) data type, you cannot create step conditions that check for previous and current attribute values. To define the post-conditions that connect a step to the next step 1. Select Processes from the Data Administration menu. The Available Processes page appears. 2. Click the process name for which you want to define a post-condition. The Process Definition: Properties page appears. 3. Open the step you want to edit. The Process Definition: Step Details page appears. 4. In the Post-conditions section, click the Split Type drop-down to select a split type if this step will be branching off the process into multiple directions. 5. Under the If... column, click Build Conditions to define the if condition that will lead this step to the next step. The Condition Builder page appears. Complete the following tasks on this page: a. From the Object drop-down, select the step on which you want to configure a rule. b. Specify the left parameters of the condition by selecting one of the following attributes for the selected step: Days elapsed since step began. The number of days that have passed since this step began. You can specify this value as a fraction. For example, for one-and-half-day, it would be "1.5." Chapter 6: Processes 183

184 Step Actions Duration of completed step. The number of days that have passed since this step was completed. You can specify this value as a fraction. The "Duration of completed step" is not defined until the step is complete. This means that "duration of completed step" for Step One cannot be used as a post condition for Step One. Number of times repeated. The number of times this step will loop. For example, after completing steps 1,2,3, and 4, you may have a post condition in step 5 that takes you back to step 2. If the "Number of times repeated" value is set to "3," then step 5 will go through this loop 3 times. After that, it will take another path based on what you defined in the condition. c. Specify the right parameters of the condition by specifying an operator and a constant or by selecting an object and an attribute value. d. Click Add to add and evaluate the expression in the Expression box. e. To define additional start conditions, select Add from the And/Or drop-down and repeat the above steps. To define alternative start conditions, select Or from the And/Or drop-down and repeat the above steps. f. When you are done defining the if condition, click Submit. The Process Definition: Step Details page appears. 6. In the Post-conditions section, under the Then Go To column, click Select Step to select the step that will be triggered next once the if condition in this step is satisfied. 7. Click New to add and build additional post conditions. Step Actions Step actions are tasks that are carried out in a process step. You can add actions as you create steps in a process or you can add them to existing processes. Use the Actions section of the Process Definition: Step Properties page to create new step actions. When you create a new action, it is appended to the end of the action list of the step. You can update, delete, and reorder existing actions. For dependent actions, you need to maintain the dependencies after deleting or reordering actions. When defining actions in steps, all action item attributes are available in the Condition Builder for building conditions. When the number of action item statuses are more, you are allowed to browse to select the action item status. Manual and system actions are performed when the step condition is met. 184 Administration Guide

185 Step Actions Create Step Actions You can define context within a manual action item by using attribute tags (from multiple objects) within the Subject and Description fields of the action item. When the action item is sent, the process engine replaces the attribute tags with the values in the object instance, providing users who are sent action items more relevant content to better respond to action items. For example, a process for getting all new requisitions approved from the project manager includes within its action item the project manager, the requisition manager, the requisition creator, and the project name for the requisition. This information resides in the requisition and project objects. So, the attribute tags allow process designers to incorporate data from multiple objects within the action item. You can assign manual action items to the following: Object Roles. To assign the action item to a role based upon object ownership. This describes the object roles that are generic to all investments: All Child Managers. Select this role, for example, to send an action item to all the child managers to zero out all the ETCs for their tasks when the master project becomes inactive. All Parent Managers. Select this role, for example, to send an action item to all the parent managers to review the project schedules submitted by the child project managers. Immediate Child Managers. Select this role, for example, to send an action item to all the child managers to submit their project schedules for approval by immediate parent managers. Immediate Parent Managers. Select this role, for example, to send an action item to the immediate parent managers when the child application is retired. System Roles. To assign the action item to a resource based upon a system role. Groups. To assign the action item to a resource based upon group membership. Resources. To assign the action item to a resource based upon resource name. Resource Fields. To assign the action item to a resource based upon a resource field. Template Object Roles. To assign the action item to a resource based upon the template object. This tab only appears if a project template exists in the process. Note: See the Studio Developer s Guide for more information. Chapter 6: Processes 185

186 Step Actions To create a manual action for a process 1. Select Processes from the Data Administration menu. The Available Processes page appears. 2. Click the process name for which you want to create a manual action. The Process Definition: Properties page appears. 3. Open the step you want to edit. The Process Definition: Step Details page appears. 4. In the Actions section, click New. The Select Action Type page appears. 5. Select Manual Action and click Next. The Create Manual Action page appears. 6. Write your own action item message by inserting a combination of text and variables in the subject or description (body) of your action item: a. In the General and Notifications sections, enter the action name, ID, description and any notification details. b. In the Actions sections: Click the Action Object drop-down and choose an object for this action item. This drop-down appears only if the process includes multiple objects. At Actions, select available actions to use for the selected action object from the Available box and click the Move Right (right) arrow to move the actions to the Selected box. The available actions will vary depending on the action object that you selected. c. In the Action Item Message section: At Subject, enter text that describes the subject of the step. Else, enter a portion of the subject in the box, then click the Browse icon, select attributes to add to the subject from the list and click Add. See the attribute appear in the subject line. The attribute is substituted with a value when the action item is processed. Only those attributes that pertain to the object involved in the step display on the list. At Description, enter text that describes the step. Else, enter a portion of the description in the box, then click the Browse icon, select attributes to add to the subject from the list and click Add. See the attribute appear in the description box. The attribute is substituted with a value when the action item is processed. Only those attributes that pertain to the object involved in the step display on the list. At Priority, select the appropriate priority for the step. Choose Low, Medium, or High. 186 Administration Guide

187 Step Actions At Enter Assignees, enter one or more user IDs and click Quick Add Assignees to add them to the Assignees list below. (This is a quick method for adding assignees). Optionally, at Assignees click the Browse icon. The Select Object Roles page appears listing the roles assigned to the objects included in this process. If the process includes multiple objects, you can filter by the objects to view the list of roles assigned to a specific object. Click the tab that corresponds to the type of resource, group, or role to which you want to assign the step, select the resource, group, or role you want to assign to the action item, and then click Add. To apply a custom resource field to an object, you must create an attribute of data type "Multi Valued Lookup" for that object in Studio. For the Lookup option, you must select Resource Browse with an ID "BROWSE_WORKFLOW_RESOURCES." After you add it in Studio, this lookup shows up under the Resource Fields tab when you click the Browse icon. To make this action item available to other steps, click Make Action Item and attached objects available to other Steps. If you select this check box, the action item object itself (created in this manual action), as well as all attached objects (for example, documents or forms) become available to other steps in the entire process. These objects can then be used in the condition builder to build pre and post conditions. The action item is not automatically closed after the step containing the manual action completes; it automatically closes after the entire process completes, unless you create a system action in a following step to explicitly close the action item. To display only the current user's assignment status when an assignee views an action item, select the Only display assignee status for the current user check box. When the check box is cleared, the status of all assignees is displayed. The box is cleared by default. d. Optionally, attach any documents to your action item. If one of the process objects is a project object, additional Document Attachments and Form Attachments sections appear from where you can attach documents or forms to the action item. 7. Click Submit. The Process Definition: Step Details page appears. Note: You can create another action in the same step by clicking New. Chapter 6: Processes 187

188 Step Actions Create System Actions To create a system action for a process 1. Select Processes from the Data Administration menu. The Available Processes page appears. 2. Click the process name for which you want to create a system action. The Process Definition: Properties page appears. 3. Open the step you want to edit. The Process Definition: Step Details page appears. 4. Click New in the Actions section. The Select Action Type page appears. 5. Select System Action and click Next. 6. On the Create System Action page, enter an action name, ID, and notification details. 7. In the System Action section, click the Object drop-down and select an object. 8. Click the Action drop-down and select a system action for the selected object. Accordingly, select the desired action parameters. The choices that appear depend upon the action you selected. For example, for the Resource object, if you select the Set Booking Manager system action, then you must also specify which booking manager. Or, if you select the Lock Selected Attributes system action, then you must also select which attributes to lock. 9. Click Submit. The Process Definition: Step Details page appears. You can create another action in the same step by clicking New. 188 Administration Guide

189 Step Actions Create a Run Job To set the system action that will run a scheduled job 1. Select Processes from the Data Administration menu. The Available Processes page appears. 2. Click the process name for which you want to create a run job. The Process Definition: Properties page appears. 3. Open the step you want to edit. The Process Definition: Step Details page appears. 4. Click New in the Actions section. The Select Action Type page appears. 5. Select Run Job and click Next. 6. On the Select Job page, select a job type and click Next. The Set Job Properties page appears. 7. Complete the following information: a. Enter the action name, ID, and notification details. b. (Optional) At Job Name, enter a new name for the job. c. At Completion Mode, select the check box to mark the step complete when the job completes (synchronous), or when the job starts (asynchronous). d. If the Parameters section displays, enter any parameters required for the job. The parameters that display, if any, depend upon the job you selected. e. In the Notify section, click the Browse icon and select the resource or group who should receive notifications about the job. f. In the Sharing section, click the Browse icon and select the resource or group with whom you want to share this job. 8. Click Submit. The Process Definition: Step Details page appears. You can create another action in the same step by clicking New. Chapter 6: Processes 189

190 Step Actions Create Subprocesses To set the system action that will run an existing subprocess that is valid and active 1. Select Processes from the Data Administration menu. The Available Processes page appears. 2. Click the process name for which you want to create subprocesses. The Process Definition: Properties page appears. 3. Open the step you want to edit. The Process Definition: Step Details page appears. 4. Click New in the Actions section. The Select Action Type page appears. 5. Select Subprocess and click Next. 6. On the Subprocess page, complete the following information: a. Enter the action name, ID, and notification details. b. At Subprocess, browse and select a subprocess from a list of available processes. The Select Subprocess page lists all validated and active processes whose primary objects and their partitions match the objects and partitions of the master process. The Initiating Object field is automatically populated. The selected object is used at runtime to initiate the subprocess. c. At Subprocess Object Key, enter an ID for the subprocess so it can be used as a reference when building conditions. d. Select subprocess completion mode. A subprocess can be run in the following modes: Synchronous. After the subprocess is invoked, the master process is paused till the subprocess completes. You cannot terminate a synchronous subprocess because terminating the subprocess intervenes with the master process. Asynchronous. The subprocess runs asynchronously with the master process, but may join the master process at a future step or action. The subprocess' state is visible to the master process. The master process does not complete until the asynchronous subprocess completes. You cannot terminate an asynchronous subprocess because terminating the subprocess intervenes with the master process. 190 Administration Guide

191 Step Actions Independent. The subprocess runs independently from the master process. After a subprocess is invoked from a step action, its state is not visible to the master process. You can set the mode of a subprocess to independent if the execution of the subprocess will not intervene with its master process. The master process can complete even if the independent subprocess is still running. You can terminate an independent subprocess because terminating the subprocess does not affect the master process and vice-versa. 7. Click Submit. The Process Definition: Step Details page appears. Note: You can create another action in the same step by clicking New. Create Step-Level Escalation Step-level escalations can only be invoked when you define an action item within a step. At runtime, whenever an action item is open, it can be escalated using certain pre-defined escalation rules (step escalation rules or process default escalation rules), regardless of the scope of the action item. Step escalation only works if the action is on that step. You can define an escalation rule for each step in a process. When you have not defined an escalation rule at the step level, the text "There is no escalation rule setup to display" appears in the Escalation section of the Process Definition: Step page. Once you have defined a rule, a short summary of the rule appears in the Escalation section as a link. If you have not defined an escalation for the step, process-level escalation defaults are used, if there are any. For step level escalations to work, first you must define a manual action for the step. To set up step-level escalation 1. Select Processes from the Data Administration menu. The Available Processes page appears. 2. Click the process name for which you want to set up step-level escalations. The Process Definition: Properties page appears. 3. Open the step you want to set up. The Process Definition: Step Details page appears. 4. In the Escalation section, click New. The Step Escalation page appears. Complete the fields on this page. Chapter 6: Processes 191

192 Step Actions Set Up Step-Level Process Notifications You can set up a notification for a step and for each step action. You can send notifications when the step or action is performed, and specify notification recipients for the specific step or action. The method in which notifications are received by a recipient is dependent on the notification method the resource specifies on the Account Settings: Notifications page. For example, recipients can choose to receive process notifications via an alert, , and SMS. Note: See the Common Features and Personal Options User Guide for more information. To send a notification when the pre-condition for a step occurs 1. Select Processes from the Data Administration menu. The Available Processes page appears. 2. Click the process name for which you want to set up step-level preconditions. The Process Definition: Properties page appears. 3. Open the step you want to edit. The Process Definition: Step Details page appears. 4. In the Notifications section, complete the following fields: Send Notification Specifies the event that must occur before the notification is sent. Note: To set up notifications for a step action, you must first create the step action. Values: When Step is started. When Step is completed. When Step is in error. Enter Recipients Defines the name of the recipient. Click Quick Add Recipients to add recipients to the Send Notification To box. 192 Administration Guide

193 Step Actions Send Notification To Click the Browse icon, and then click the tab that corresponds to the type of resource you want to notify about this step. Click the resource name, role, or group to notify about the step and then click Add. Values: Object Role. To notify about the step to a role based upon object ownership. The list of roles vary depending on the object. System Role. To notify about the step to a resource based upon a system role. Groups. To notify about the step to a resource based upon group membership. This refers to the groups defined in Groups under the Organization and Access module. Resources. To notify about the step to a resource based upon resource name. Resource Fields. To notify about the step to a resource based upon resource field. Template Object Roles. To notify about the step to a resource based upon the template object. This tab only appears if a project template exists in the process. Notify Owner Specifies whether you want to be notified about this step. Default: Cleared 5. Click Submit. Chapter 6: Processes 193

194 Process Groups Process Groups Create Groups Associate Steps with Groups Use process groups to categorize steps that represent larger segments of the process. To create process groups, you must first create a placeholder group and then associate process steps to that group. You can reorder the steps within the group and update the group from time to time. To create a group of steps in a process 1. Select Processes from the Data Administration menu. The Available Processes page appears. 2. Click the process name for which you want to group steps. The Process Definition: Properties page appears. 3. From the content menu, select Steps. The Process Definition: Steps page appears. 4. Click New Group. The Process Definition: Group Properties page appears. 5. At Group Name, enter a group name. 6. At Description, enter a brief description. 7. Click Submit. The Process Definition: Steps page appears and lists the group name. 8. Assign steps to this group. After creating a placeholder group, you must associate it with steps from the process. To associate steps with a group 1. From the Process Definition: Steps page, click the step that you want to associate with a group. The Process Definition Step Details page appears. 2. In the General section, click the Group drop-down and select the group with which you want to associate this step. 3. Click Submit. The Process Definition: Steps page appears displaying the step as a part of the group. 194 Administration Guide

195 Process Groups Reorder Steps and Groups Update Groups View Process Steps 4. Add more steps in the group as needed. To reorder groups or steps 1. On the Process Definition: Steps page, click Reorder. The Reorder Steps and Groups page appears. 2. Use the up and down arrows to move the steps or groups into the desired order in which they should be performed in the process. 3. Click Submit. The Process Definition: Steps page appears displaying the changed order of the steps and groups. To update a group 1. From the Process Definition: Steps page, click the group name that you want to update. The Process Definition Group Properties page appears. 2. Change the Group Name and Description as desired. 3. If necessary, click the Translate icon and change any translations. 4. At Reorder Steps, use the up and down arrows to change the order in which steps are performed in the group. 5. Click Submit. The Process Definition: Steps page appears displaying the changes. To view the list of steps in a process, from the Available Processes page, click the name of the process whose steps you want to view. From the content menu, select Steps. The Process Definition: Steps page appears listing all the steps and groups included in the process. Chapter 6: Processes 195

196 Process-Level Escalation Defaults Process-Level Escalation Defaults You can create escalations to execute an action item and notify one or more resources when a process step is not completed. CA Clarity PPM supports step-level escalation. You can define an escalation rule for each step in a process. The action item's due date is used to start the escalation. Best Practices: Make the Action Item object's Due Date attribute (field) required if you plan to use escalations in processes. Note: See the Studio Developer's Guide for more information. The method in which notifications are received by a recipient is dependent on the notification method the resource specifies on the Account Settings: Notifications page. For example, recipients can choose to receive process notifications via an alert, , and SMS. Note: See the Common Features and Personal Options User Guide for more information. 196 Administration Guide

197 Process-Level Escalation Defaults Add Process-level Escalation Defaults To add escalation defaults to a process 1. Select Processes from the Data Administration menu. The Available Processes page appears. 2. Click the process name for which you want to define escalation defaults. The Process Definition: Properties page appears. 3. Click Escalation Defaults from the content menu. The Process Definition: Escalation page appears. 4. In the General section, complete the following fields: Escalation Type Levels Defines the escalation rules for this process. Values: None. Click to skip defining any escalation rules for this process. OBS Hierarchy. Click to escalate through the OBS hierarchy, click the Browse icon next to your selection, select the OBS or resource, and click Add. Resource Manager Hierarchy. Click to escalate through a hierarchy of resource managers. Specific Resource. Click to escalate to a specific resource, click the Browse icon next to your selection, select the OBS or resource, and click Add. Select the number of levels to escalate to. Select No Limit to escalate indefinitely. At Initial Grace Period Enter the amount of time to wait before escalating the action item. Then select the increment (minutes, days, weeks, or months) from the drop-down. At Subsequent Grace Period Active Enter the amount of time to wait before escalating again if no action occurs. Then select the increment (minutes, days, weeks, or months) from the drop-down. Select to activate this escalation so that it can be used. Chapter 6: Processes 197

198 Process-Level Escalation Defaults 5. In the Additional Notification section, do the following to set up additional escalation notifications: Resources to Notify on Failure Specifies the resources you want to notify on failure. Click the Browse icon to select resources. Resources to Notify on Escalation Specifies the resources you want to notify on escalation. Click the Browse icon to select resources. Groups to Notify on Failure Specifies the groups you want to notify on failure. Click the Browse icon to select groups. Groups to Notify on Escalation Specifies the groups you want to notify on escalation. Click the Browse icons to select groups. 6. Click Continue. The Process Validation page appears. 7. Validate the process (see page 209) for any errors. 198 Administration Guide

199 Process-Level Escalation Defaults View Process Escalations View Escalation Job Status You can view information on the escalation jobs and a list of escalations currently active in the system. To view this page select Processes from the Data Administration menu and click the Escalations tab. You can view the job status of process escalations on the Escalation Object List page. In the Escalation Job Status section, view the following information for all active escalation jobs: The escalation job name The escalation job actual start date and time The escalation job end date and time (only if the job has ended) The date on which the escalation job was scheduled. The current status of the escalation job (for example "pending" or "completed"). Filter on Escalation Objects Use the Escalation Object Filter on the Escalation Object List page to filter on escalation jobs by object name and ID. You can use both parent and linked objects. Note: See the Common Features and Personal Options User Guide for more information. Chapter 6: Processes 199

200 Flow Diagram Characteristics Flow Diagram Characteristics All process flow diagrams have the following characteristics: When you hover over an element using your cursor, you can view a description of that element. Legend for subprocess. A plus sign with a square box around it (with no color) identifies a subprocess in the process flow diagram. All action items are included with angle braces (<>). All subprocesses are included within square braces ([]). All steps appear in tan color and the actions within those steps appear in red, yellow, or green color depending on their current status. When a step is running, the action item boxes are red, yellow, or green and the space around the action item boxes is tan. When a step is completed successfully, the action item boxes are tan and the space around the action item boxes is green. When you drill down on a step, it takes you to the step properties page. Subprocesses appear in red, yellow, or green color depending on their current status. 200 Administration Guide

201 Flow Diagram Characteristics View the Process Flow Diagram When a process is active, the following colors denote the status of each step: Green. The step is complete. Yellow. The step is being processed. Red. There is a problem with the step. Blue. The step is ready to start and is waiting for a preceding action to complete. White. The step has not yet started. To view the diagram for a process instance 1. Select Processes from the Data Administration menu. The Available Processes page appears. 2. Click Initiated. The Initiated Processes page appears. 3. Click the Process Flow Diagram icon next to the desired process. The Initiated Process Flow Diagram page appears. When a process starts, colors indicate the step status. When you drill down from a run-time process flow diagram, it takes you to the run-time instance of the process. If the process flow diagram settings is set up to display actions, a drill-down on the action takes you to the action page. Chapter 6: Processes 201

202 Flow Diagram Characteristics Configure Process Flow Diagram Settings When you configure the settings of the process flow diagram, the new settings apply to all processes available to you in CA Clarity PPM and not just to one particular process instance. To configure the settings of the process flow diagram 1. Select Processes from the Data Administration menu. The Available Processes page appears. 2. Click the process name for which you want to view the process flow diagram. The Process Definition: Properties page appears. 3. On the content menu, select Process Flow Diagram. The Process Definition: Process Flow Diagram page appears. 4. Click the [Settings] link on the top-right of the page. The Process Flow Diagram Settings page appears. 5. Change the settings on this page as desired by referring to the following: Flow Diagram Type Indicates the diagram type Values: Simple. View a high-level flow. Expanded. View a more detailed flow. Orientation Specifies the orientation for displaying your flow diagram. Connector Style Specifies the style to use for connecting your flow diagram elements. Layout Style Specifies the style or format for laying out the flow diagram on the page. Connect Loops to Front of Step Indicates if you want to connect loops to the front of a step. If you select this option, loops are added to the front of steps in the flow diagram. Also, the arrows point in only one direction. Show Groups Indicates if the step categorization is displayed in the flow diagram. Show Actions Indicates if step actions are displayed in the flow diagram. 202 Administration Guide

203 Flow Diagram Characteristics Show Subprocess Indicates if subprocesses are displayed in the flow diagram. Minimum Vertical Distance Specifies the minimum vertical distance between stacked steps in number of pixels. Minimum Horizontal Distance Specifies the minimum horizontal distance between steps in number of pixels. Minimum Connector Distance Specifies how long the connectors should be at a minimum (in number of pixels). Minimum Step Width Specifies the minimum width of the box that contains a step (in number of pixels). Minimum Step Height Specifies the minimum height of the box that contains a step (in number of pixels). Padding Around Text Specifies how much padding should be used around the text in the diagram elements. Split/Join Node Width Specifies how wide the split or join nodes to be. Split/Join Node Height Specifies how high the split or join nodes to be. Chapter 6: Processes 203

204 Flow Diagram Characteristics 6. Click Submit to apply your changes and view the changes to your process flow diagram. At any point, you can click Restore Defaults to overwrite your changes and restore the default settings for your process flow diagram. Support for East-Asian Languages in FireFox Browser If you are using FireFox browser, the following applies to East-Asian (traditional/simplified Chinese, Japanese, and Korean) languages: On the System Options page, if Graph Format is set to JPG, East-Asian languages are not displayed properly in process flow diagrams. On the System Options page, if Graph Format is set to SVG or SVGZ, East-Asian languages are not displayed properly in the Native SVG Viewer of FireFox browser. CA Clarity PPM uses Native SVG Viewer of FireFox browser by default. To properly display in East-Asian languages 1. Disable the Native SVG Viewer of FireFox browser as follows: a. Go to the Address field of the FireFox browser and enter "about:config." b. In the Filter field, enter "svg" and press Enter. If the FireFox browser is of the latest version, property "svg.enabled" is displayed with value set to "true." c. Double-click the property "svg.enabled" to change the value of the property to "false." See FireFox help for more information. 2. Download Adobe SVG Viewer as follows: a. Log on to CA Clarity PPM. b. Click Account Settings from the Personal menu,. The Account Settings: Personal Information page appears. c. Click Software Downloads. d. Download Adobe SVG Viewer for the required language (for example, for simplified Chinese, download Adobe SVG View for Chinese language). 3. Restart the FireFox browser. See FireFox help for more information. 204 Administration Guide

205 Validation for Processes and Steps Validation for Processes and Steps In addition to running a one-time validation for the entire process, you can validate each step in the process. You can control what validations to perform, and initiate smaller validations when needed. For example, you can validate a certain step right after you finish creating or modifying the step definition. At any time, you can see which steps in a process are validated, which are not, and which need to be re-validated because of changes made to the step definition after the last validation. If you modify a validated process, the process becomes invalidated, but you do not need to validate the entire process again. You can re-execute certain validations only. For example, if you modify a post-condition of a step, you only need to re-validate the specific step. Chapter 6: Processes 205

206 Validation for Processes and Steps Validation Rules Process-Level Validation Rules Validation rules are grouped as step-level and process-level. Process-level validation rules are used to validate inter-step transitions. Usually, these validation rules are applied after all steps are validated. However, you can opt to execute these validation rules before all steps are validated in order to validate the structure of a process. The following rules are enforced during the validation process: Each post-condition matches a precondition (except when a decision point split type is used in a negotiation loop). Serial split types must contain only one condition with an evaluated expression and connect to only one step. Parallel split types must match with a rendezvous join type. Decision point split types must: Contain two or more conditions with evaluated expressions, each of which must connect to only one step. Match with a merge join type. Multi-choice split types must: Contain two or more conditions with evaluated expressions, each of which must connect to only one step. Match with a wait and merge, multi-thread, or first in line join type. Processes can be nested. Each condition contains an evaluated expression to complete the step. There are no arbitrary loops. The process flow cannot be transferred inside a loop or outside a loop. Start and End steps are defined. Island nodes do not exist. There exists a path from Start step to any other step. There exists a path from any other step to End step. The number of splits and the number of joins match. There exists no nested cycles. There exists only one entry point to the cycle. A cycle and a split-join block cannot be nested. There exists no step with a None joining type but two joining steps. There exists no step with a AND/OR joining type but none joining steps. 206 Administration Guide

207 Validation for Processes and Steps Step-Level Validation Rules When you change the process mode from Active to Draft or On Hold, or if you delete the process, all processes that invoke this process as a subprocess are invalidated. If an active process with no running process instances becomes invalid, it's mode changes to Draft (from Active); if an active process with running process instances becomes invalid, it's mode changes to On Hold (from Active). Step-level validation rules are used to validate the inner properties of a step. If a subprocess is not validated and active, its master process cannot be validated and activated. This implies that the invalid subprocesses need to be validated separately. The following rules are enforced during the step validation process: Objects referenced in the step exist. Object names are unique within a step context. Pre-condition expression is valid (that is, the syntax of pre-condition expression is correct, or the objects and object attributes referenced in the expression exist). Post-condition expressions are valid (that is, the syntax of post-condition expression is correct and the objects and object attributes referenced in the expression exist). Post-condition expression is not empty when there are multiple conditions. The number of post-conditions and the number of go-to steps are consistent with the split type. The subprocess invoked from a step action is validated and active. If the step has a manual action, a post-condition based on the action-item's elapsed time is preferred. A non-empty expression should have a corresponding go-to step. The object referenced in a system action exists (that is, if an object is deleted from a process, or an object is deleted from Studio, the steps containing the system action are invalidated). The object operation in a system action is valid (that is, if an object attribute is deleted from Studio, the steps containing system actions that reference the object attribute are invalidated). Chapter 6: Processes 207

208 Validation for Processes and Steps Monitor Validation Statuses Use the Process Validations page to monitor the latest validation statuses and errors at the step and process level. The possible validation statuses are: Validated. The validation object (step or process) is valid. This is represented by a green diamond. Not validated. The validation object (step or process) hasn't been validated; or there are validation errors at the specific validation level. This is represented by a white diamond. Re-validation Required. The validation object (step or process) needs to be re-validated because of changes made to the process after the last validation. This is represented by an yellow diamond. Errors Encountered. Errors where detected in the step or process during validation. This is represented by a red diamond. You can also do the following from the Process Validations page: Validate the process. Select the Process object and click Validate. This validates the entire process by executing all validations not completed at all levels. Activate the process after validating it. Select the Process object and click Activate Process. You can only activate a process that has been validated. Click the Process link to access the process properties. Validate all steps in the process and activate the process at once. Click Validate All and Activate. Validate a single step or a subset of steps. Select the step objects and click Validate. Click a step link to access the details for that step. Note: Only validated and active processes can be initiated at runtime. To monitor a process validation status 1. Select Processes from the Data Administration menu. The Available Processes page appears. 2. Click the process name for which you want to monitor validation statuses. The Process Definition: Properties page appears. 3. From the content menu, select Validations. The Process Validations page appears. 208 Administration Guide

209 Validation for Processes and Steps Validate Processes You can validate one or more steps from the Process Validation page. Select the steps that you want to validate and click Validate. When you click a step link on this page, it takes you to the Process Definition Step Details page from where you can view the details of that step. Click Validate All and Activate to validate everything on this page (all the steps and the process) and also activate the process. After validating the process, click Activate Process to change the process mode to Active. To validate a process 1. Select Processes from the Data Administration menu. The Available Processes page appears. 2. Click the process you want to validate. The Process Definition: Properties page appears. 3. Select Validation from the content menu. The Process Validation page appears. 4. Select the check box next to each step you want to validate, and click Validate. The process is validated. If errors display, correct them and run the validation process again. Validate Process Steps You can validate a step and monitor its validation status when defining a step. On the Process Definition: Step Details page, click Save and Validate. Your changes to the step properties are saved, and the step is validated using all step-level validation rules. Any new definition changes made to a validated step invalidates it. You must then validate it again. The Status field in the General section of this page reflects the validation status of the step. You can also validate a step from the Process: Validation page. Chapter 6: Processes 209

210 Validation for Processes and Steps Re-Validate Processes and Steps Any changes you make to the process definition invalidates the process at certain levels, and thus you must partially re-validate the process. For example, if you change the split-type in step S2 of process P1 from Serial to Parallel Split (AND), you only need to re-validate step S2, and re-execute the process-level validation for P1. On both the Process Validations and Validation Rules pages, validations or validation rules that need to be re-applied are marked with the diamond icon. You can select and re-validate them. The following table shows the types of re-validations you need to make for specific changes to specific objects: Object Change Re-validations Step Any changes made to a certain step, including: Join Type Pre-condition The step becomes invalidated. All step-level validation rules need to be re-applied. The process becomes invalidated. All process-level validation rules need to be re-applied. Split Type Process Split-condition Delete an object (primary, linked or implied) All steps referring the object become invalidated. Step-level validation rules, Object References and Condition Expressions, must be re-applied to all affected steps. You can either delete an object from the Objects sub-page, or cause an object to be deleted indirectly by deleting a step action that creates an implied object. Object Delete an object All steps referring the object become invalidated. Step-level validation rules, Object References and Condition Expressions, need to be re-applied to all affected steps. If there are initiated process instances of the process definitions that contain steps referring the deleted object: The process definitions become invalidated and de-activated The initiated process instances are marked to be aborted. After these initiated instances are aborted by the process engine, the process definitions become editable. You can modify and fix the problem, and then re-validate and activate the process. You can also delete the aborted 210 Administration Guide

211 Validation for Processes and Steps Object Change Re-validations process instances using a batch job or delete the invalidated and deactivated process definitions. Object Attribute Delete an object attribute All steps referring the object attribute become invalidated. Step-level validation rule, Condition Expressions, needs to be re-applied to all affected steps. If there are initiated process instances of the process definitions that contain steps referring the deleted object attribute: The process definitions become invalidated and deactivated. The initiated process instances are marked to be aborted. After these initiated instances are aborted by the process engine, the process definitions become editable. You can modify and fix the problem, and then re-validate and activate the process. You can also delete the aborted process instances using a batch job or delete the invalidated and deactivated process definitions. Chapter 6: Processes 211

212 Process Instances Process Instances The processes that you can view, initiate, and filter are based on the partition of the object instance. If the object instance's partition is within the range of the partitions of the primary object, defined by its partition and partition association mode, then you can view and initiate the processes based on that object instance. The following are some of ways you can use processes: Start or cancel process instances from objects Correct process runtime errors Monitor process instance steps View the process flow diagram Start Process Instances When you start a process, a process instance is created. All process instances, those to which you have access and those that you have created, are displayed. You can start processes manually or automatically (event driven). Before you can manually start a process, make sure that the following is true: You have Process - Manage or Process - Start access right to the specific process. You have explicit access rights to the specific object. All actions, post-conditions, and pre-conditions are correctly specified. All of the steps are connected and the status is Validated and Active. To start a process instance 1. Click Organizer from the Personal menu. 2. Click the Processes tab. The Organizer: Initiated Processes page appears. 3. Click Available. The Organizer: Available Processes page appears. 4. Select check box next to the process you want to start and click Start. The Project: Processes window appears and displays the processes for the project according to status (Initiated, Done, and Aborted). 212 Administration Guide

213 Process Instances View and Correct Runtime Errors On the Initiated Processes page, you can view a list of those process instances that you started. The processes appear in ascending order by status (Running, Completed, Error, Aborting, or Aborted). From this page, you can drill-down to the Initiated Process Messages page and get detail information on an error. The following error types can display: System Errors. Errors that happen within the process management infrastructure. Application Errors. Errors that happen within a CA Clarity PPM module that affect process management. Warnings. Information that does not prohibit the process from moving forward, but informs you about exceptions that have occurred and that they should be corrected. If system and application errors occur, the error or warning with the highest precedence is displayed. The precedence order is as follows: System Error Application Error Warning To view runtime errors 1. Select Organizer from the Personal menu. 2. Click the Processes tab. The Organizer: Initiated Processes page appears. 3. In the Messages column, mouse over the icon to get a description of the error for each process instance. Click the icon next to any process with an error status. The Initiated Process: Messages page appears. 4. Read the error message and resolve the problem: To re-run a step, select the step and click Retry. To skip the step associated with an error or warning, select the step and click Skip Problem. When you skip a runtime error, you may get unexpected results. For example, the process may take another path and not complete as you expected. Or, the process may not be able to continue because the next step in the process may be waiting for this step to complete. To delete the runtime error or warning Select the step associated with the error or warning and click Delete. Chapter 6: Processes 213

214 Process Instances To cancel the process without fixing any errors 1. Click Cancel Process. The Confirm Instances Abort page appears. 2. Click Yes to confirm that you want to abort the listed process instances. The Organizer: Initiated Processes page appears. Monitor Process Instance Steps To monitor the steps of a process instance 1. Select Processes from the Data Administration menu. The Available Processes page appears. 2. Click Initiated. Viewing Process Instance Comments The Initiated Processes page appears. 3. Click the process ID you want to monitor. The Process Instance Log Filter appears and a list of steps display. 4. To view step details, click the step name. To view process instance comments, from the Initiated Processes page, click the Comments icon next to the process for which you want to view comments. Process Flow Diagrams The process flow diagram shows each step in a process along with its relationship to prior and subsequent steps. If subprocesses are included, the initiated process appears hierarchical and the subprocesses display with their completion modes. You can expand the hierarchy to view information about a specific subprocess. You can click a subprocess in the flow diagram to navigate to the properties page of the subprocess. If an error or warning appears in the subprocess, the warning is propagated to the top-level (master) process so you can further investigate the subprocess. 214 Administration Guide

215 Process Instances Cancel Process Instances Before you can cancel a process instance, make sure: You have Process - Manage or Process - Cancel access right at the global or instance level. The process instance is started. Cancel Subprocess Instances When you cancel a process instance, all actions created by the process instance are no longer active; they are removed from each process participant. When you restart the process, a new instance of the process is created and the process starts from the start step (not from the step that was active when the process instance was cancelled). To cancel a process instance 1. Select Processes from the Data Administration menu. The Available Processes page appears. 2. Click Initiated. The Initiated Processes page appears. 3. Select the process instance you want to cancel, and click Cancel Process. A confirmation page appears. 4. Click Yes to confirm. The process instance is canceled. At runtime, you can view the states of subprocess instances of an initiated master process instance. A subprocess instance is listed in the row below its master process instance, and is marked with a subprocess icon. You can view the process definition, process flow, status, and current step in progress of a subprocess instance. You can only abort independent subprocess instances explicitly, because aborting subprocess instances running in synchronous or asynchronous modes affect the state of the master process. When a master process is aborted, its subprocess instances running in any mode are aborted as well. Chapter 6: Processes 215

216 Filter the Processes List Filter the Processes List You can filter the processes page to locate specific processes. You can use wildcard characters. Entries are not case sensitive; for example, Acme, acme, and ACME return the same results. To filter the process list 1. Select Processes from the Data Administration menu. The Available Processes page appears. 2. In the filter section, enter all or a portion of the following items: Process Name Defines the name of the process. Partition Specifies the partition. Select All or select a particular partition. Object Type Status Mode Specifies the object type name. Click Browse to select an object type. Specifies the status. Values: All, Not Validated, Error Encountered, or Validated Specifies the mode Values: All, Draft, Active, or On Hold Instances Initiated Indicates if you want to display processes that have been started. Values: All, Yes, or No Creator 3. Click Filter. Specifies the process owner name. 216 Administration Guide

217 Activate Processes Activate Processes Before you can initiate a process, the process must be validated and active. To activate a process 1. Select Processes from the Data Administration menu. The Available Processes page appears. 2. Click the name of the process you want to activate. The Process Definition: Properties page appears. 3. At Mode click Active. 4. Click Save. Modify Processes Before you can change a process, the process status must be Draft or On Hold. You cannot edit a process if it is running or has a status of Active. To modify a process 1. Select Processes from the Data Administration menu. The Available Processes page appears. 2. Click the name of the process you want to change. The Process Definition: Properties page appears. 3. Change any of the following: Process properties Objects (add, edit, or delete primary or linked objects; for linked or implied objects, only the object name attribute is editable). Start options Steps (rename, delete, add conditions to, or alter actions). Groups (add, remove, reorganize, or rename). 4. Save your changes. 5. Validate the process. Chapter 6: Processes 217

218 Copy Processes Copy Processes You can copy processes even if the process mode is Active. If you have an existing process, you can open that process, save a copy (click Save As from the Process Definition: Properties page), and then use it to create a new process. To copy a process 1. Select Processes from the Data Administration menu. The Available Processes page appears. 2. Select the name of the process you want to copy. The Process Definition: Properties page appears. 3. Click Save As, then enter the following information about the process copy: Process Name Defines the name for the new process. Process ID Defines the unique ID for the process. Content Source Specifies the content source for the process. Description 4. Click Next. Defines a brief description of the process. The Save Process Definition As: Set Partition page appears. 5. Change the partition association for objects in the copied process, and click Submit. The Available Processes page appears listing the copied process. 218 Administration Guide

219 Delete Processes Delete Processes Before you delete a process, make sure that the process is not running. If the process is running, cancel it before you delete it. To delete a process 1. Select Processes from the Data Administration menu. The Available Processes page appears. 2. Select check box next to each process you want to delete, and click Delete. The Confirm Process Delete page appears. 3. Click Yes to confirm. The process is deleted. How to Manage Resource Access to Processes Resources must be given access rights to view processes. You can do the following to manage resource access to processes: View resources with access to processes (see page 219). Give resources access to processes (see page 220). Give groups access to processes (see page 220). Give OBS units access to processes (see page 221). View the Resources with Access to Processes To view a list of resources that can access a process 1. Select Processes from the Data Administration menu. The Available Processes page appears. 2. Select the name of the process for which you want to view resource access rights. 3. On the content menu, under Access to this Process, click Full View. The Process Definition: Full Access View page appears. Chapter 6: Processes 219

220 How to Manage Resource Access to Processes Grant Resource Access Rights for Processes To grant a resource access rights to a process 1. Select Processes from the Data Administration menu. The Available Processes page appears. 2. Select the name of the process for which you want to grant resource access rights. 3. On the content menu, under Access to this Process, click Resource. The Process Definition: Resources with Access page appears. A list of resources with access rights to this process displays. 4. Click Add. The Select Access Rights: Step 1 of 2 page appears. 5. Select the access rights you want to assign to the resource. 6. Click Next. The Select Resources: Step 2 of 2 page appears. 7. Select the resources for which access rights should be granted. 8. Click Add. Grant Group Access Rights for Processes To grant group access rights to a process 1. Select Processes from the Data Administration menu. The Available Processes page appears. 2. Select the name of the process you want to grant group access rights. 3. On the content menu, under Access to this Process, click Group. The Process Definition: Groups with Access page appears. A list of groups with access rights to this process displays. 4. Click Add. The Select Access Rights: Step 1 of 2 page appears. 5. Select the access rights you want to assign to the group. 6. Click Next. The Select Groups: Step 2 of 2 page appears. 7. Select the group for which the access right should be granted. 8. Click Add. 220 Administration Guide

221 How to Manage Process Management Performance Grant OBS Unit Access Rights for Processes To grant an OBS unit access rights to a process 1. Select Processes from the Data Administration menu. The Available Processes page appears. 2. Select the name of the process for which you want to grant OBS unit access rights. On the content menu, under Access to this Process, click OBS Unit. The Process Definition: OBS Units with Access page appears. A list of OBS units with access rights to this process displays. 3. Click Add. The Select Access Rights: Step 1 of 2 page appears. 4. Select the access rights you want to assign to the OBS unit. 5. Click Next. The Select OBS Units: Step 2 of 2 page appears. 6. Select the OBS unit for which the access right should be granted. 7. Click Add. How to Manage Process Management Performance You can do the following to monitor the general health and status of process engines: Monitor process engines (see page 222). Monitor process engine pipelines. (see page 223) View process event messages (see page 226). Monitor process escalations (see page 227). Chapter 6: Processes 221

222 How to Manage Process Management Performance Monitor Process Engines From the Data Administration menu, click Process Engines to see a list of all the process engine instances. This view provides key metric data on the status of the process instances, along with pipelines data to allow you to quickly evaluate if a particular area of the process engine needs further investigation. You can drill-down on a process engine instance name to get more details regarding the process engine and see the Pipeline List section for that engine. The following describes the metrics that appear on the Process Engines page: Active Processes Defines the number of active processes. Click the value to drill-down and view a list of all initiated process instances running on this engine. Completed Processes Defines the number of completed processes. Completed processes provide insight to the effectiveness and activity of this engine. Click the value to drill-down and view a list of all completed process instances running on this engine. Last Heart Beat Defines the date and time of the last heart beat. This indicates whether the process engine instance is active and running. Start Date End Date Defines the date and time the process engine instance started and when it terminated or stopped. Process Errors Defines the number of process errors that occurred on all process instances of a process engine. Click the value to drill-down and view list of process instances that have errors running on this engine. Status Indicates whether the process engine instance is running, stopped, or cannot be determined. Total Load Defines the percentage of engine time that was used for processing. Last load Snapshot Defines he percentage of engine time in the last time window that was used for processing. A time window is a variable time slice driven by many factors, such as load on each engine. 222 Administration Guide

223 How to Manage Process Management Performance Pre Condition/Post Condition/Action Execution Displays the queue length for pre and post conditions and action pipelines. This value gives insight on how backed-up and busy each pipeline is so you can identify if there are any bottlenecks. Pipeline Loads Defines the total load for pipelines. This indicates how busy and backed up pipelines of a process engine instance may be. Click the Name link to view pipeline details. Monitor Process Engine Pipelines When monitoring a process engine for bottlenecks, it is useful to look at the queue length of pipelines and the time it takes to process steps between pipelines. Processes in the pipeline queues refresh every 30 seconds. Process engines use the following pipeline types: Process Loaded Defines the number of active processes currently loaded on this process engine. This includes processes with a status of Running, Error, and Aborting, but not those with a status of Completed or Aborted. Displayed only in the Internal Engine Queue section. Event Wait List Defines the number of step instances that are currently waiting for events, such as a user action to submit a change in CA Clarity PPM. When events registered by some step instances on the Event Wait list come, these step instances are pushed to either the Pre-condition queue or Post-condition Transition queue. Process engines register only for events they are interested in. For example, if the engine is processing a post-condition for an active project that needs to go to the next step, the engine will register for the Project Update event. Displayed only in the Internal Engine Queue section. Retry Wait List Defines the number of step instances that are waiting to be retried. When a process engine processes a step instance, the engine may run into database deadlocks. When database deadlocks occur, the engine will place these step instances on the Retry Wait List. Displayed only in the Internal Engine Queue section. Chapter 6: Processes 223

224 How to Manage Process Management Performance Pre-condition Defines the queue length is the number of step instances in the state Ready to Evaluate Pre-condition that are waiting to be processed by a Pre-condition pipeline. Action Execution Defines the queue length is the number of step instances in the state Ready to Execute Action that are waiting to be processed by an Action Execution pipeline. Post-condition Transition Defines the queue length is the number of step instances in the state Ready to Execute Post-condition that are waiting to be proceed by a Post-condition Transition pipeline. To simply monitor or clear the pipelines, you can do the following: View engine internal queues. Manage the number of pipelines available for each pipeline queue. Immediately run process steps that are waiting for events. View Engine Internal Queues From the Process Engines page, click a process engine name to view the engine's internal queues page. The Engine Internal Queues page gives status information about the internal queues and the number of pipelines (if applicable). The following describes pipeline metrics: Run status icons Indicates whether the process engine is working. Total Load Defines the percentage of processing load across all internal queues. Last Load Snapshot Defines the percentage of engine time in the last time window that was used for processing. A time window is a variable time slice driven by many factors, such as load on each engine. Start Time Specifies the time when the engine started. Total Processing Time Specifies the total time the engine used for processing since the engine start time. 224 Administration Guide

225 How to Manage Process Management Performance Queue Types Defines the names of the queue types in the process management infrastructure. The only queue types that you can configure are the pre-condition, action, and post-condition queues. Queue Length Defines the number of requests that are currently pending for this queue type. Number of Pipelines Manage the Number of Pipelines in Queues Defines the number of configured pipelines per queue type. You can add more pipelines to reduce bottlenecks in pipeline queues, or remove pipelines from each queue. You can have up to five pipelines per queue. To add more pipelines 1. Select Process Engines from the Data Administration menu. The Process Engines page appears. 2. Click name of the process engine to view pipeline metrics. 3. Click Configure Pipelines. The Configure Pipelines page appears. 4. Select the number of pipelines for each of the following pipeline queue types: Pre Condition Pipeline Action Execution Pipeline Post Condition Transition Pipeline 5. Click Submit. Additional pipelines are added to the queue. Chapter 6: Processes 225

226 How to Manage Process Management Performance Run Process Steps Waiting for Events You can immediately run process steps waiting in the Event Wait list queue. To immediately run the next step in the Event Wait list 1. Select Process Engines from the Data Administration menu. The Process Engines page appears. 2. Click the name of the process engine to view pipeline metrics. 3. Click Run Event-Waiting Steps. The waiting process steps are placed in either the Pre Condition Pipeline queue or the Post Condition Transition Pipeline queue. View Process Event Messages The Events page lets you view system-wide event messages across all process engines. You can view event messages that were received or sent. An example of an event can be a create or update for an object. To view process event messages 1. Select Process Engines from the Data Administration menu. The Process Engines page appears. 2. Select the Events tab. The Process Events page appears. 3. View the following information about the last 20 events received and the last 20 events sent: Event Type Displays the type of event (for example, Object - Create or Object - Update). Event Category Displays the process component where the event is happening such as a step, a step action, or the process properties. Event Initiator Displays the process system area where the event was initiated. This could be a process, a process template, or any other area of CA Clarity PPM. Received/Sent Displays the date and time the event was received or sent. 226 Administration Guide

227 How to Manage Process Management Performance Resource Displays the resource involved as part of the event (for example, the process initiator, the resource who re-tried a step instance, an approver of an action item). Process Engine Displays the process engine for which you are viewing event messages. Monitor Process Escalations Process escalations occur via CA Clarity PPM jobs. Use the Escalation Job Status section to view a list of escalation jobs and monitor their statuses, or view and edit the rules of escalation objects. When an escalation happens, you need to know the object, the process name, and the process instance ID. It is also beneficial to know when the escalation was started; when the next escalation will happen, and when the escalation has completed (that is, a resource has finally acted on the step). You can view all of this information on the Escalation Object Filter section of the page. To monitor process escalations 1. Select Processes from the Data Administration menu. The Available Processes page appears. 2. Click the Escalations tab. The Escalation Object List page appears. 3. In the Escalation Job Status section, view when a job was last started and completed and when the next job will run. You can also view the status of the last job. You can browse for or filter the escalation objects to view their escalation rules. Note: See the Common Features and Personal Options User Guide for more information. 4. On the Escalation Object Filter section, click the Object Code link to view and update escalation rules. 5. On the Escalation Rule Properties page, edit the escalation rules as needed. Chapter 6: Processes 227

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229 Chapter 7: Project Management Configurations As the CA Clarity PPM administrator, you can set up certain options for the Project Management module. This section contains the following topics: Timesheets and Time Reporting Periods (see page 229) Charge Codes (see page 234) Input Type Codes (see page 236) Risk Category Types (see page 238) View a List of Invalid Transactions (see page 240) Document Templates for Activities (see page 241) Default Settings (see page 243) Base Calendars (see page 252) Set Risk Threshold (see page 256) Timesheets and Time Reporting Periods You can track resource time and activities using timesheets. Resources enter information into timesheets, then a background process automatically compiles and posts the results. You can schedule the Post Timesheets job to run a background job to post timesheets. Before resources can enter their time, you must specify the beginning and ending date for each time reporting period. You can: Set various layout options to add or remove items from the form or change the sort order. Allow resources to automatically populate new timesheets with codes used during the previous reporting period. Change the number of days before a time period begins that resources can populate their forms. Chapter 7: Project Management Configurations 229

230 Timesheets and Time Reporting Periods Set Timesheet Options To set timesheet options 1. Select Timesheet Options from the Project Management menu. The Timesheet Options page appears. 2. In the Default Content and Layout section, do the following: Select items to add to timesheets; select items from the Available Columns list and click the Right arrow to move the item to the Selected Columns list. To remove items from timesheets, select items from the Selected Columns list and click the Right arrow to move the item to the Available Columns list. To change the order in which items appear on the timesheet, select items in the Selected Columns list and use the Up and Down arrows to change the order. Items at the top of the Selected Columns list appear at the far left, uppermost position of the timesheet; items at the bottom of the list display at the far right. 3. Click Apply. Your changes are applied. 4. Complete the following fields: Default Sorting Column Select the default sort column. Sorting Order Choose Ascending or Descending. 5. In the Default Time Entry Options section, complete the following fields: Disable Indirect Time Entries Select the check box if you want to disable the entering of indirect time. Allow Assigned Tasks Only Select the check box if you want to prevent users from adding to their timesheets, tasks to which they're not assigned. As a default, this check box is unselected. This means that as a default, users can add tasks to their timesheets to which they are not assigned. 230 Administration Guide

231 Timesheets and Time Reporting Periods Populate Time Range Enter the number of days before that time period begins that resources can begin populating timesheets. Example: If you set days before time period start to 14 and days after time period end to 10, when resources click Populate, the timesheet will be populated with tasks 14 days before the time period begins and 10 days after the time period ends. Auto-populate Defines your auto-populate timesheet options. Values: Off. Requires resources to always manually enter all items on timesheets. Copy time entries from previous timesheet. Allows resources to automatically populate timesheets with tasks from the resource's previous timesheet. Copy time entries from previous timesheet and include actuals (actuals not copied for incidents). Allows resources to automatically populate timesheets with tasks and actuals from previous timesheets. Display Unit Choose to display resource time in hours or days. Decimal Places Choose the number of decimal places to use when reporting hours and days. Enable Note Date 6. Click Save. Select the check box to enable users to enter a date on a time entry note indicating the date to which the note refers. Your changes are saved. Chapter 7: Project Management Configurations 231

232 Timesheets and Time Reporting Periods Create Time Reporting Periods Before you can perform financial planning tasks, first create the time reporting periods. To create a new time reporting period 1. Select Time Reporting Periods from the Project Management menu. The Time Reporting Periods page appears. 2. Click New. The Time Reporting Period Properties page appears. 3. Complete the following fields: Scale Specifies the time reporting period's duration. Values: Annual, Monthly, Quarterly, Semiannual, Weekly, Daily, or Biweekly. Default: Weekly Start Date Specifies the time reporting period's start date. Click the calendar icon, select a start date for the new time period, then click Add. Finish Date Specifies the time reporting period's finish date. Click the calendar icon, select a end date for the new time period, then click Add. 4. Click Submit. View a List of and Open Time Reporting Periods To view a list of and open a time reporting period 1. Select Time Reporting Periods from the Project Management menu. The Time Reporting Periods page appears. 2. To view the details of a specific time period, click the time period. The Time Reporting Period Properties page appears. 232 Administration Guide

233 Timesheets and Time Reporting Periods Edit Time Reporting Periods You can change those time reporting periods that have not been used. Used time reporting periods are locked and cannot be changed. Each time reporting period you create must have a unique period name, period type, year, and period number. You cannot have an overlapping start and finish dates for the same period type and year. To edit an existing time reporting period 1. Select Time Reporting Periods from the Project Management menu. The Time Reporting Periods page appears. 2. Click the name of the time reporting period. The Time Reporting Period Properties page appears. 3. Edit the following fields: Period Name Defines the time reporting period's name. This value must be unique. Enter the name you want to assign to the period. Period Type Defines the time reporting period's type. Values: Weekly, 13 Periods per Year, Monthly, Quarterly, and Annually. Period Number Indicate the order in which you want the time reporting period to appear (in ascending order). Example: First ( 1 ), second ( 2 ), or third ( 3 ). Description Defines the description of the period. Quarter Year Specify the quarter associated with the time period for roll-up purposes. Enter the year associated with the time period, also for roll-up purposes. Start Date Enter the starting date of the period. Finish Date Enter the ending date of the period. 4. Click Submit. Your changes are saved. Chapter 7: Project Management Configurations 233

234 Charge Codes Delete Time Reporting Periods You can only delete time periods that you create; you cannot delete static time reporting periods. Once a resource enters time for a time reporting period, it is locked and cannot be deleted. Time reporting periods marked for deletion are not deleted from CA Clarity PPM until the Delete Investments job runs. If you change your mind and you do not want to delete the time period, you can unmark the time period for deletion. However you must cancel the deletion before the job runs. To delete a time reporting period 1. Select Time Reporting Periods from the Project Management menu. The Time Reporting Periods page appears. 2. Select the check box next to the time period you want to delete, and click Mark for Deletion. The Confirm Deletion page appears. 3. Confirm the deletion by clicking Yes. The time reporting period is deleted. Charge Codes Charge codes can represent any kind of breakdown of work associated with investments, such as: Capital expense versus expense Billable versus non-billable Non-project time on timesheets, such as vacation, sick time, or jury duty Charge codes are required if you use financials, including transactions and timesheets. You can manage charge codes from the Administration Tool. 234 Administration Guide

235 Charge Codes Create Charge Codes To create a charge code 1. Select Charge Codes from the Project Management menu. The Charge Codes page appears. 2. Click New. The Charge Code Properties page appears. 3. Complete the following fields: Charge Code Name Required. Enter a name for the charge code. Charge Code ID Required. Enter a unique ID for the charge code. Open for Time Entry Select this check box to make this charge code available on timesheets. 4. Click Submit. A new charge code is created and is displayed on the Charge Codes list page. Edit Charge Codes To edit a charge code 1. Select Charge Codes from the Project Management menu. The Charge Codes page appears. 2. Click the name of the charge code to edit its properties. The Charge Code Properties page appears. 3. Change the following fields as needed: Charge Code Name Required. Enter a name for the charge code. Charge Code ID Required. Enter a unique ID for the charge code. Open for Time Entry Select this check box to make this charge code available on timesheets. 4. Submit your changes. Your changes are saved. Chapter 7: Project Management Configurations 235

236 Input Type Codes Delete Charge Codes To delete a charge code 1. Select Charge Codes from the Project Management menu. The Charge Codes page appear. 2. Select the check box next to each charge code you want to delete, and click Delete. The Delete Confirmation page appears. 3. Click Yes at the confirmation. The charge code is deleted. Input Type Codes Input type codes are used to represent a breakdown of work for rates and cost associated with resources. Input type codes represent the resource that is doing the work rather than the investment from which work was initiated. Examples of input type codes include billable or non-billable time, work performed, and regular versus overtime hours. You can manage input types from the Administration Tool. Create Input Types To create a new input type code 1. Select Input Type Codes from the Project Management menu. The Input Type Codes list page appears. 2. Click New. The Input Type Code Properties page appears. 3. Complete the following fields: Name ID Required. Defines the name of the input type code. Required. Defines the unique identifier for the input type code. Open for Time Entry Specifies whether you want to make the input type code available on timesheets. 236 Administration Guide

237 Input Type Codes Chargeable Specifies whether you want to make this input type chargeable on timesheets. 4. Click Submit. The new input type code is created and is displayed on the Input Type Codes list page. Edit Input Type Codes To edit an input type code's properties 1. Select Input Type Codes from the Project Management menu. The Input Type Codes list page appears. 2. Click the name of the input type code. The Input Type Code Properties page appears. 3. Change the following fields: Name ID Required. Defines the name of the input type code. Required. Defines the unique identifier for the input type code. Open for Time Entry Specifies whether you want to make the input type code available on timesheets. Chargeable Specifies whether you want to make this input type chargeable on timesheets. 4. Submit your changes. Your changes are saved. Chapter 7: Project Management Configurations 237

238 Risk Category Types Delete Input Type Codes To delete an input type code 1. Select Input Type Codes from the Project Management menu. The Input Type Codes list page appears. 2. Select the check box next to the input type code you want to delete, and click Delete. The Delete Confirmation page appears. 3. Click Yes at the confirmation. The input type code is deleted. Risk Category Types You can group investment risks by a particular type by adding risk categories. You can add additional risk categories and then add these categories to object attributes, such as the Category Type lookup attribute. This lookup attribute is used to define which pre-defined risk category/factors resources see when defining detailed project risks and when defining the overall risk on the Project: Properties: Main - Risk page. New risk categories/factors are added to the Contributing Factors section of the Project: Properties: Main - Risk page and the project's Risk field displays a weighted average of all risk categories/factors displayed on the page. Note: See the Project Management User Guide for more information. How to Add New Risk Categories The following process details how to add new risk categories/factors: 1. Create a new number field (see page 239). 2. Add the number attribute to the Risk Score Project object attribute (see page 239) to modify the Risk attribute's weighted average formula. 3. Check to make sure the new number attribute has been added to the list (see page 239). 4. Add the number field to the Project: Properties: Main - Risk page, and publish the page (see page 240). Note: See the Studio Developer s Guide for more information. 238 Administration Guide

239 Risk Category Types Create Number Fields Create the number field that you will use to add to the Project object's Risk attribute. This new field will be a risk factor listed in the Contributing Factors section of the Project: Properties: Main - Risk page. Note: See the Studio Developer s Guide for more information. Add Number Field to Project Object's Risk Attribute The Category Type (RIM_CATEGORY_TYPE) lookup attribute is a static list lookup that contains a list of values. You manage these values in a different way than you do when adding values through the Lookup properties. Use the following procedure to add the number field to the Risk attribute. The Risk attribute is a default Project object attribute that is calculated from a weighted average formula. Add the new number field to this attribute. Modify the Risk attribute's weighted average formula by adding the new number field. The Attribute value is multiplied by the number you entered at Weighting to compute the weighted average for that row. Weighted values from all rows are added and their average is computed. The entries you make in the Weighting column considers the attribute to be more important than other attributes when calculating the weighted average. If you do not make any entries in the Weighting column, an arithmetic average is computed instead. For example: weighted ave = [(Risk * 4) + (Customer Satisfaction * 2) + (Alignment) * 1] / Check the List of Values Note: See the Studio Developer s Guide for more information. To check to make sure the new number attribute has been added to the list 1. Select Lookups from the Data Administration menu. The Lookups page appears. 2. Click Category Type lookup. The Lookup Properties: General page appears. 3. Select Values from the content menu. The Lookup Properties: Values page appears displaying the list of values. 4. Make sure the new number field is displayed in the list, and then click Exit. Chapter 7: Project Management Configurations 239

240 View a List of Invalid Transactions Add Number Field to Risk Page and Publish Page You must add the new field to the page before users can enter values for the field. To add the number field to the page and publish the page 1. Open the Administration Tool, and click Objects from the CA Clarity Studio menu. The Objects page appears. 2. Click the Project object. The Object Definition: Properties page appears. 3. Click Views from the content menu. The Object Definition: Views page appears. 4. Locate the Project Properties view and click [Layout: Edit] from the Setup column in that row. The Property Layout page appears. 5. In the Property Layout hierarchy, select the page to which you want to add the field, and click the Properties and Layout icon next to the item. The Section Properties page appears. 6. In the Available list, click the name of the number field, click the Add Field (right arrow) button to move the field to the desired column, and click Submit. The Property Layout page appears. 7. Click Back. The Object Definition: Views page appears. 8. Click Publish. The changes to the page are published. View a List of Invalid Transactions Transactions may fail for various reasons. For example, a resource may enter an incorrect timesheet causing a transaction to fail. When transactions fail, you can view a list of invalid transactions on the Invalid Transactions page. To view a list of invalid transactions Select Invalid Transactions from the Project Management menu. 240 Administration Guide

241 Document Templates for Activities Document Templates for Activities You can you manage the document templates for activities using the Document Templates page. You can create, edit, and delete document templates and assign document templates to activities. It is not required that you use document templates. The relationship between the file and the document template you use to create the file is not saved. If you change a document template, resources must manually update their files with the updated document template. You can create document templates for resources, and resources can add these document templates to activities. You must ensure that each template file is in the appropriate format for the required application. Use the template file's Actions pull-down to manage the document template. Note: See the Common Features and Personal Options User Guide for more information. Add Document Templates to Activities To add a document template file to an activity 1. Select Document Templates from the Project Management menu. The Document Templates page appears. 2. From the list of folders, click the name of the top level folder associated to the activity. The child folders are displayed. 3. Select Add Template from the Actions drop-down next to the activity name to which you want to add a document template. The Add Template page appears. 4. Complete the following fields: Select File Date Defines the location of document template you want to add. Each activity can have one or more document template. Click Browse to locate the document template, then click Add. Defines the date this document template was added. Chapter 7: Project Management Configurations 241

242 Document Templates for Activities Enable Check Out Specifies whether you want to allow resources to check the document template out for editing. Default: Selected Enable Versioning Specifies whether you want to turn versioning on for the document template. Versioning saves a separate version of the document template each time the document is checked in. Versioning must be enabled when a document template is first added. Default: Selected Description Defines the brief description of the document template. Comments 5. Click Add. Defines the comments about the document template. The template is added to the activity. Check Document Templates In and Out You can check out and (check in template files so that you or others in your organization can change the document template. When you check out a document template, the document template becomes locked and users will be unable to change it. Checking it in unlocks it. Once you have added a document template, you can change any aspect of the template file except the file name. To change the file name, copy the document template to your desktop, delete the file from the Document Template Manager, change the file name, and add then document template to the activity. Note: See the Common Features and Personal Options User Guide for more information. To lock or unlock a document template 1. Select Document Templates from the Project Management menu. The Document Templates page appears. 2. From the list of folders, click the name of the top level folder. The child folders are displayed. 3. Do one of the following: 242 Administration Guide

243 Default Settings To lock an unlocked document template, select Check Out from the Actions drop-down next to the activity name to which you want lock. The document is locked. To unlock a locked document template, select Check In from the Actions drop-down next to the activity name to which you want unlock. The document is unlocked. Delete Document Templates from Activities Deleting the document template deletes all prior versions. To delete a document template from an activity 1. Select Document Templates from the Project Management menu. The Document Templates page appears. 2. From the list of folders, click the name of a top level folder. The folder's child folders display on the page. 3. Select the activity that contains the document template you want to delete. The activity's document templates display. 4. Select check box next to the document template you want to delete, and click Delete. The Delete Confirmation page appears. 5. Click Yes to confirm. Default Settings You can define the system-level default project management options using the fields on the Settings page. You can define the system-level: Default project management options Resource load pattern Resource booking options Chapter 7: Project Management Configurations 243

244 Default Settings Set the Default Project Management Options Use the project management Settings page to set the system-level default project management options, such as setting CA Clarity PPM to only export the current baseline when opening projects in Open Workbench from CA Clarity PPM. Note: See the Project Management User Guide for more information. To set the default system project management options 1. Select Settings from the Project Management menu. The Settings page appears. 2. Complete the following fields, and then click Save: Guidelines URL Specifies the URL for the guidelines. First Month of Financial Quarter Specifies the first month of the financial quarter. Default: January First Day of Work Week Specifies the first day of the work week. Default: Monday Default Display Unit for Work Effort Specifies the default display unit for work effort. Values: Hours or Days Default: Hours Enable Project-specific Charge Codes Specifies whether you want to allow entry of charge codes that are specific to projects. Default: Cleared Allow posting of future timesheets Specifies whether you want to allow the posting of future timesheets. Default: Selected 244 Administration Guide

245 Default Settings Notify on Delete of Risk/Issue/Change Requests Defines whether you want notifications to be sent out whenever a resource deletes risks, issues, or change requests. Default: Cleared Note: See the Common Features and Personal Options User Guide for more information. Only Export Current Baselines When Opening Projects in a Scheduler If you are using CA Clarity PPM with Open Workbench or Microsoft Project, specifies whether you want to export only the current baseline in the scheduler when multiple baselines exist. Default: Cleared Round Allocations to Nearest % Specifies the amount that you want allocations rounded to when booking a resource's time to projects. Allow Effort Task Creation Specifies whether you want to allow the creation of effort tasks when adding resources to a project with no tasks. Default: Selected Reassign Tasks when replacing Role Specifies whether you want to allow tasks to be reassigned or replaced when a resource role is being replaced. Default: Selected Allow Edit of Allocations when Project is Locked Specifies whether you want to allow resources to edit allocations while projects are locked. Default: Cleared When selected, the following actions are allowed: Editing of existing team member allocations if the project is checked out in a project scheduler. Addition of new team members. Replacement of roles only if task reassignment or replacement is allowed when replacing roles. Chapter 7: Project Management Configurations 245

246 Default Settings Automatically Open Staff Members for Time Entry Defines whether or not you want staff members to be open for time entry to enter time on project tasks after a specific action occurs. Values: Never. Indicates that staff members will not be automatically open for time entry to enter time on project tasks. Example: If you edit an existing staff member's properties, no changes are made to the staff member s Open for Time Entry value. If you add new staff members, the Team object s Open attribute Default value is used. When Hard-Booked. Indicates that staff members will be automatically opened for time entry when they are hard-booked. Hard-booking here means when any amount is hard-booked, not when the booking status changes to Hard. When Request Status is Approved. Indicates that staff members will be automatically opened for time entry when their request status changes to Approved. Default: Never Note: Contact your CA Clarity PPM administrator or see the Studio Developer's Guide for more information. Note: See the Resource Management User Guide for more information. Show Tasks in Organizer Defines how projects tasks are displayed in the Organizer. Values: When Assigned. Indicates that project tasks will be listed in the Organizer when resources are assigned to the task. When Hard-Booked. Indicates that project tasks will be listed in the Organizer when resources are hard-booked to the tasks. When Request Status is Approved. Indicates that project tasks will be listed in the Organizer when resources are approved. Default: When Assigned Note: See the Common Features and Personal Options User Guide for more information. Automatically Add Staff Members As Project Participant Defines how resources are assigned to projects as participants. Values: Never. Indicates that resources will never be automatically assigned to projects as participants. 246 Administration Guide

247 Default Settings When Added to Project. Indicates that resources will be automatically assigned to projects as participants when they are added to these projects. When Hard Booked. Indicates that resources will be automatically assigned to projects as participants when they are hard-booked for these projects. Hard-booking here means when any amount is hard-booked, not when the booking status changes to Hard. When Request Status is Approved. Indicates that resources will be automatically assigned to projects as participants when the request (requisition) status for these resources changes to Approved. Default: When Added to Project Allow Override Requisition Approval Specifies whether you want to allow project managers to require requisition approval on individual projects. Default: Cleared Note: If the project manager does not require requisition approval on a project, a project manager or resource manager will need the Project - Edit access right to book requisitions. Note: See the Project Management User Guide for more information. Convert resources to roles when using templates (default) Specifies if you want to convert all resources to project roles when the project manager creates new projects from project templates. Default: Cleared Note: The project manager can override this default setting when creating projects from project templates. Note: See the Project Management User Guide for more information. Your changes are saved. Resource Load Patterns The resource load pattern is used to distribute a resource's ETC over a set date range. You can establish 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 defined at the task assignment level then at the system level. Note: See the Project Management User Guide for more information. You can choose from one of the following loading patterns: Chapter 7: Project Management Configurations 247

248 Default Settings Back Work effort is loaded as close to the end of the task as possible, based on unused resource availability after autoscheduling. With this loading pattern, ETC is only decremented when actuals are posted on non-adjusted timesheets. The remaining ETC is spread out past the timesheet period based on the loading pattern type. Uniform Fixed Work effort is loaded as evenly as possible based on total resource availability. With this loading pattern, ETC is only decremented when actuals are posted on non-adjusted timesheets. The remaining ETC is spread out past the timesheet period based on the loading pattern type. Work effort distribution is user-defined. Autoschedule does not affect this. With this loading pattern, ETC is decremented through the timesheet period (that is, Actuals through Date) whether or not the resource posted actuals to the task. Contour Front Work effort is loaded as evenly as possible across the duration of the task, based on unused resource availability after autoscheduling. With this loading pattern, ETC is only decremented when actuals are posted on non-adjusted timesheets. The remaining ETC is spread out past the timesheet period based on the loading pattern type. If you are using CA Clarity PPM with Microsoft Project, the work contour in Microsoft Project is set to flat if the assignment is newly-created and you are opening the project in Microsoft Project for the first time. If you previously opened the assignment in Microsoft Project and saved it to CA Clarity PPM, the work contour in Microsoft Project does not change. Note: See the Using CA Clarity PPM with Open Workbench and Microsoft Project Guide for more information. Work effort is loaded as close to the start of the task as possible, based on unused resource availability after autoschedule. With this loading pattern, ETC is only decremented when actuals are posted on non-adjusted timesheets. The remaining ETC is spread out past the timesheet period based on the loading pattern type. 248 Administration Guide

249 Default Settings Set the Default Resource Load Pattern Use the project management Settings page to set the system-level default resource load pattern. The load pattern you set on this page is used by default when project managers assign resources or change staffing assignment properties. To set the default resource loading pattern 1. Select Settings from the Project Management menu. The Settings page appears. 2. Specify the system-level default resource load pattern from the Default Load Pattern drop-down and click Save. Options: Back, Uniform, Fixed, Contour, or Front Default: Front The default resource load pattern is set at the system level. Earned Value Calculation Methods An earned value calculation method is the method by which various earned value metrics are calculated. Some of the methods are system calculated. For those that are not system calculated, you must manually enter your project's Budgeted Cost of Work Performed (BCWP). Note: If you are using CA Clarity PPM with Open Workbench or Microsoft Project, these desktop schedulers only support the percent complete calculation method. If your company uses earned value management methodology for measuring project performance other than percent complete, you must use CA Clarity PPM to generate your earned value data. The following earned value 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 Chapter 7: Project Management Configurations 249

250 Default Settings 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 50/50 Use this method when project work begins and completes in a single reporting period, and credit is only earned when the project or task is 100 percent complete. Defines the EV calculation method where Budgeted Cost of Work Performed (BCWP) is system calculated using the following formula: If % complete > zero but < 100, then BCWP = Budget at Completion (BAC) / 2. If % complete = 100, then BCWP = BAC. If % complete = zero, then BCWP = zero Use this method when project work begins and completes within two reporting periods, and 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% 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 choose this method, you must then manually enter task BCWP. 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 percentage 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 choose this method, you must then manually enter task BCWP. 250 Administration Guide

251 Default Settings 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 tied to 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 choose this method, you must then manually enter task BCWP. Set the Default Earned Value Calculation Method 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 earned value management methodology for measuring project performance, you can set the default earned value calculation method to the one your company uses. You can set the EV Calculation Method attribute by editing the Project and Task objects in Clarity Studio. Note: If you are using CA Clarity PPM with Open Workbench or Microsoft Project and you specify an earned value calculation method other than percent complete, you must use CA Clarity PPM to calculate, display, and report earned value metrics. Note: See the Studio Developer s Guide for more information. Chapter 7: Project Management Configurations 251

252 Base Calendars Set the Default Resource Booking Options Mixed booking is the state by which a resource has hard and soft allocations on projects, services, ideas, and other investments. In order to allow resources to have separate hard and soft allocations, you must select the system setting for Allow Mixed Booking on the Settings page. To set the default resource booking options 1. Select Settings from the Project Management menu. The Settings page appears. 2. Define whether or not you want to allow project managers to edit the allocation of hard-booked resources and to extend a resource to do additional project planning in the Allow Mixed Booking field. When selected, project managers can mix book resources on projects. Default: Selected. Note: If a mixed bookings already exists, then you cannot clear this check box. If you clear the check box and attempt to save the new settings, an alert message appears informing that mixed bookings exist in the system. 3. Click Save. Base Calendars Base calendars are templates that you can use to create individual resource calendars. Resource calendars are used to perform important calculations involving resource availability, such as capacity versus demand or over-allocated resources. Most often you use the standard calendar, but you can change characteristics of the base calendar to better suit your needs. For example, you can change which days of the week are workdays and non-workdays. You can set up to four standard shifts. Create New Calendars To create a new calendar 1. Select Base Calendars from the Project Management menu. The Base Calendars page appears. 2. Click New. The Edit Calendar Properties page appears. 3. Complete the following fields, and then click Add: 252 Administration Guide

253 Base Calendars Calendar Name Defines the new calendar's name. Base Calendar Specifies the base calendar upon which this calendar is to be based. Click the Browse icon to select a calendar. Example: Standard The calendar you select becomes the parent calendar and this calendar is its child calendar. Standard 4. Click Save. Specifies if you want this calendar to be the standard calendar used in CA Clarity PPM. Default: Cleared You new calendar is created. 5. Click the Edit Calendar Exceptions tab. The Edit Base Calendars page appears. 6. Do the following: Select the month to specify at the top of the calendar. Indicate which days are standard work days; select check box next to each date and then click Make Workday. To select dates by days of the week, click the day of the week at the top of the calendar instead of selecting specific dates. For example to specify that Monday through Friday be workdays for each week of the month, select check boxes next to Monday through Friday, then click Make Workday. To change dates from workdays to non-workdays; select check box next to each date and then click Make Non-Workday. Set resource shifts: a. Select check box next to days which will have the same shifts. b. Click Set Shifts. c. The Shifts page appears. d. Enter the starting and ending hour for up to four shifts. 7. Click Submit. Chapter 7: Project Management Configurations 253

254 Base Calendars Edit the Base Calendar The default shift for the base calendar is 8 hours per day. You can set new shifts to override the default shift. When you change a specific holiday on the resources calendar to a non-workday, the shift information or availability is removed. If you then change the day back to a workday, a check is made to see if a shift pattern already exists for that day in that calendar (or parent, as needed). One of the following actions occurs: If a shift pattern does exist for that day, the day is set to use that shift pattern. If a shift pattern for the day does not exist, a check is made for a shift pattern for the corresponding day of the week for that calendar (or parent, as needed). If a shift pattern is found from the search, the day is set to use that shift pattern. If no shift pattern is found for that specific day of the week, then the first day of the week shift pattern that found is used, starting with the first day of the week (Sunday). If no shift pattern exists for any day of the week, then the default shift patterns of 8:00 AM 12:00 PM and 1:00 PM 5:00 PM are set for that day. When you reset the shift by resetting the base, the base calendar's shift information is picked up for that day. This is important when you use a shift other then eight hours and can affect availability, allocation, and reports. To edit the base calendar 1. Select Base Calendars from the Project Management menu. The Base Calendars page appears. 2. Click the name of the calendar you want to edit. The Edit Base Calendars page appears. The Edit Calendar Exceptions tab is selected by default. 3. Select the month to edit at the top of the calendar. Use the Previous Month, Current Month, Next Month icons to switch to previous or future months. 4. Indicate which days are standard work days; select check box next to each date and then click Make Workday. To select dates by days of the week, click the day of the week at the top of the calendar instead of selecting specific dates. For example to specify that Monday through Friday be workdays for each week of the month, select check boxes next to Monday through Friday, then click Make Workday. 5. To change dates from workdays to non-workdays; select check box next to each date and then click Make Non-Workday. 6. Set resource shifts: 254 Administration Guide

255 Base Calendars a. Select check box next to days which will have the same shifts. b. Click Set Shifts. The Shifts page appears. c. Enter the starting and ending hour for up to four shifts. d. Click Submit. Change Calendar Parent/Child Relationships When you create a custom calendar, you create it based upon an existing calendar (which becomes the parent calendar). If you want to delete a parent calendar or change to another parent, use the following procedure to change that relationship. To change a calendar parent/child relationship 1. Select Base Calendars from the Project Management menu. The Base Calendars page appears. 2. Click the name of the child calendar you want to change. The Edit Base Calendar page appears. 3. Click the Edit Calendar Properties tab. The Edit Calendar Properties page appears. 4. Click the Browse button next to the Base Calendar field, add a new base calendar, and click Save. Your changes are saved. Delete Calendars You cannot delete the standard calendar or base calendars that have child calendars. If your base calendar has children, remove the children before you try to delete the parent calendar. To delete a base calendar 1. Select Base Calendars from the Project Management menu. The Base Calendars page appears. 2. Select check box next to each calendar you want to delete, and click Delete. The Confirm Deletion page appears. 3. Click Yes to confirm the deletion. Chapter 7: Project Management Configurations 255

256 Set Risk Threshold Set Risk Threshold Use the Risk Score matrix to determine the degree of risk (low, medium, or high) based on the risk's 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. You can also set the probability and impact values for those projects that have detailed risks. Note: See the Project Management User Guide for more information. You can change existing risk thresholds, however existing risks will not be updated based on changes you make to the risk score matrix. Your changes are used to calculate the degree of risk. To set the risk score and overall risk threshold 1. Select Risk Settings from the Project Management menu. The Risk Settings page appears. 2. Enter the risk acceptance level for all projects and programs in the Risk Threshold field. Default: 4 3. From the pull-down lists, set the risk score for a given impact and probability combination, and click Save. Your changes are saved. 256 Administration Guide

257 Chapter 8: Financial Administration This section contains the following topics: Entities (see page 257) Locations (see page 269) Financial Classes (see page 276) Batch Cycles (see page 287) Financial Management Default Options (see page 291) Currencies (see page 295) Processing (see page 297) Specify WIP Settings (see page 299) Units of Measure (see page 299) Cost Keys (see page 300) Vendors (see page 302) Financial Matrices (see page 304) Entities In order to work with financial management, you must set up at least one entity. You can define as many entities as desired. Once a transaction is processed for an entity, you cannot delete it. Each entity owns a unique set of locations and departments for which the entities are financially aware. To establish this financial boundary, entities must be associated with a geographical OBS for locations and an organizational OBS for departments. Chapter 8: Financial Administration 257

258 Entities How to Set Up Entities Set up an Entity Additional Financial Setup Financial setup involves creating entities and financial defaults. Before you can use project cost accounting or IT financial management, you must define entities, financial defaults, cost and rate matrices, and currencies. Financial setup requires input from the your IT or corporate finance department and must accurately reflect how investment or service costs are tracked and billed. You must be granted the Administration - Application access right to perform financial setup. Creating a financial entity is the first step in setting up financial management. Once an entity is defined, you can create financial plans, set up chargebacks, and establish project cost accounting. The following is the recommended order for establishing an entity: 1. Create an OBS Type (see page 45) for a financial department and for a financial location. 2. Create and Edit an Entity (see page 259) and associate it with the department OBS and location OBS. 3. Create and Edit Locations. 4. Create departments for the entity and associate the departments with the locations. Note: See the Common Features and Personal Options User Guide for more information. 5. Create and Edit Fiscal Time Periods (see page 264). 6. Create financial planning defaults (see page 291). Additional set up may be required to establish investment-level defaults, entity-level defaults, and system-level defaults. You can set the following up in any order: Financial classes (see page 276) Currency and foreign exchange (see page 295). Required if you installed a multicurrency system. Batch Cycles (see page 288) Project transactions (see page 293) Financial processing (see page 292) 258 Administration Guide

259 Entities Work-in-process settings Rate and cost matrices (see page 304) Create and Edit Entities Create Entities If you are setting up CA Clarity PPM for the first time, you must first create the entity and establish the OBS location and OBS department associations. To create an entity 1. Open the Administration Tool, and select Setup from the Finance menu. The Financial Organizational Structure page appears. 2. Click Entities. The Entities page appears. 3. Click New. The New Entity page appears. 4. In the General section, enter the following required fields: Entity Defines the entity name. This field cannot be updated after the entity is created. Description Defines the detailed description of the entity. Short Description Defines the brief description of the entity. Fiscal Time Period Type Select the default time period type for this entity, such as monthly or quarterly. This default determines the department invoice cycle. If you change the fiscal time period type, any transactions processed after this change will use the time periods for the selected type. For example if you change from monthly to quarterly, the department invoice cycle will use the active quarterly time periods to determine which invoice to post the transaction to. Home Currency Specifies the home currency for the entity. This field cannot be updated after the entity is created. You can only select currencies if the currency option was enabled as CA Clarity PPM was installed. Chapter 8: Financial Administration 259

260 Entities Reporting Currency Defines the default currency used for reports. 5. In the Organizational Breakdown Structure section, click the Browse icon to select a location OBS and a department OBS. Note: If you remove or replace the location OBS and department OBS, their association with the entity is released. These OBSs become available for other purposes and can be deleted. 6. Click Submit. The entity is created. Edit Entities To edit entity defaults 1. Select Setup from the Finance menu, and on the Financial Organizational Structure page, click Entities. The Entities page appears. 2. Click the Entity link and set entity defaults: Edit general properties and defaults. Create and activate time periods. Set up plan defaults. 260 Administration Guide

261 Entities Edit General Properties and Entity Defaults You can change general information, and set up defaults for classes, batch cycles, remittance, and resource rates and costs. The defaults set at the entity level can be used in transaction processing if no investment level defaults are set. Before further defining the entity and setting its defaults, you must have defined additional financial information, such as financial classes, currencies, and matrices. To edit an entity's general information and defaults 1. Click Entities from the Organizational Structure section. The Entities page appears. 2. Click name of the entity you want to edit. The Entity Properties page appears. 3. Edit any of the following fields from the General section as needed: Entity Displays the name of the entity. Description Defines the detailed description of the entity. Required. Short Description Defines the brief description of the entity. Required. Fiscal Time Period Type Defines the department invoice cycle. Select the default time period type for this entity, such as monthly or quarterly. This default you change the fiscal time period type, any transactions processed after this change will use the time periods for the selected type. For example if you change from monthly to quarterly, the department invoice cycle will use the active quarterly time periods to determine which invoice to post the transaction to. Home Currency Read only. The currency used by the entity to record financial data. Note: This option is only available if CA Clarity PPM was installed as a multicurrency application. Default Billing Currency Select the default currency used to process transactions for billing and invoices. Chapter 8: Financial Administration 261

262 Entities Reporting Currency Select the default currency used for reporting. 4. From the Defaults section, edit any of the following: Investment Class Click the Browse icon and select an investment class. WIP Class Click the Browse icon and select a work-in-progress class. To use GL allocations for incidents, the selected WIP Class must have project-level allocations as the allocation type. Company Class Click the Browse icon and select a company class. Batch Cycle Click the Browse icon and select a batch cycle. The batch cycle is the period over which data is accumulated before it is consolidated in a batch processes. Remit To Location Click the Browse icon and select a billing address. 5. From the Labor Rate and Cost Defaults section, edit any of the following: Rate Source Click the Browse icon and select a billing matrix to use for labor. Cost Source Click the Browse icon and select a cost matrix. Source Location Determines if the source for the rate and cost comes from either the resource location or project location. Options: Resource or Project. Exchange Rate Type Select Average, Fixed, or Spot. 6. From the Material Rate Defaults section, edit any of the following: Rate Source Click the Browse icon and select a rate matrix to use for materials. Exchange Rate Type Select Average, Fixed, or Spot. 262 Administration Guide

263 Entities 7. From the Equipment Rate Defaults section, edit any of the following: Rate Source Click the Browse icon and select a billing matrix for equipment. Exchange Rate Type Select Average, Fixed, or Spot. 8. From the Expense Rate Defaults section, edit any of the following: Rate Source Click the Browse icon and select a billing matrix to use for expenses. Exchange Rate Type Select Average, Fixed, or Spot. 9. Click Submit. Fiscal Time Periods for Entities Fiscal time periods are the dates you specify as a unit for reporting and financial processing. Before you can perform financial planning tasks or create chargeback rules, fiscal time periods must defined for an entity. When creating time periods, the period, year, and date range you select automatically creates a series of time periods. For example, if the time period is monthly, enter January 1 as the start date and December 31 as the finish date to create time periods for each month in the specified year. Chapter 8: Financial Administration 263

264 Entities Create Fiscal Time Periods To create fiscal time periods 1. Select Setup from the Finance menu, and on the Financial Organizational Structure page, click Entities. The Entities page appears. 2. Click name of the entity for which you want to create fiscal time periods. The Entity Properties page appears. 3. Click the Fiscal Time Periods tab. The Entity Fiscal Time Periods list page appears. 4. Click New. The Entity Fiscal Time Period page appears. 5. Define or edit the following required fields: Period Type Defines the period type, such a monthly or quarterly. Once you create this time period, you cannot change the type. Time Period Year Defines the year. Time Period Description Defines the placeholder description for the set of time periods being created. Started Date Defines the start date for the time period or range of time periods. Finish Date Enter the start and ending dates for the time period or range of time periods. 6. Click Submit. All time periods within the date range are created with a status of "Inactive". 7. Activate fiscal time periods. 264 Administration Guide

265 Entities Edit Fiscal Time Periods Activate Fiscal Time Periods Delete Fiscal Time Periods You can edit fiscal time periods only to change the time period name or description. To edit fiscal time periods 1. Click the name of the fiscal time period you want to edit on the Entity Fiscal Time Periods list page. 2. Edit the time period name or description. 3. Click Submit. Fiscal time periods must be activated before they can be used. Once you activate a fiscal time period, it cannot be deactivated or deleted. To activate fiscal time periods 1. On the Entity Fiscal Time Periods list page, select the check box next to each fiscal time period you want to activate. 2. Click Activate. A check mark appears in the Active column for the fiscal time period. Once you activate a time period, you cannot delete it. To delete fiscal time periods 1. On the Entity Fiscal Time Periods list page, select the check box next to each time period that you want to delete. 2. Click Delete. Plan Defaults Plan defaults enable you to define default settings for all project, investment, and service cost plans. With plan defaults, you can: Establish groups and sub-groups for line items Set a period type Establish starting and ending periods Lock plans to prevent managers from changing set defaults on their projects, or other investments and services You must create and activate fiscal time periods before you set up plan defaults. Chapter 8: Financial Administration 265

266 Entities Set Up or Edit Plan Defaults for Entities Changes to plan defaults apply only to new cost plans, not existing ones. Once you have set up the entity's plan default, you can establish line items by setting up primary and secondary groups. To set up an entity's plan default 1. Select Setup from the Finance menu, and on the Financial Organizational Structure page, click Entities. The Entities page appears. 2. Click the entity name to create or edit plan defaults. The Entity Properties page appears. 3. Click the Plan Defaults tab. If you are setting plan defaults, the Entity Plan Defaults: General page appears. 4. Enter or edit the following: Period Type Defines the type of period on which plans for this entity are based, such as monthly or quarterly. By default, the period type for activated fiscal time period is selected. Plan Start Period and Plan End Period Defines the default start and end time periods. Freeze Date Defines the freeze date. Edits cannot be made to a plan for time periods prior to the freeze date. Lock Plan Periods Specifies whether you want to prevent managers from overriding plan defaults when defining cost plans for investments and services. Default: Cleared 266 Administration Guide

267 Entities Group By Defines the category from which you can select a cost plan's primary line items. Values: Transaction Classes, Charge Codes, Roles, and Utility Codes 1 and 2 The two utility codes are available for additional customer-specific options. You must configure these options in Studio before you can use them. Note: Contact your CA Clarity PPM administrator or see the Studio Developer's Guide for more information. Sub-Group By 5. Click Save. Defines the entity default category from which you can select a cost plan's secondary line items. Chapter 8: Financial Administration 267

268 Entities Select Line Items for Plan Defaults Plan by groups enable you to categorize line items in a cost plan, such as first by charge code and then by role. Group by and sub-group by combinations are created for each group by and sub-group by item selected. These combinations build a line item hierarchy in the cost plan worksheet. To select line items for plans 1. Select Setup from the Finance menu, and on the Financial Organizational Structure page, click Entities. The Entities page appears. 2. Click the entity name to edit. The Entity Properties page appears. 3. Click the Plan Defaults tab. The Entity Plan Defaults: General page appears. 4. Click Plan By Details on the content menu. The Entity Plan Default: Plan By Details page appears. 5. Accept the default Group By and Sub-Group By values or select new values from the drop-down lists. If you accept the default Group By and Sub-Group By values from the Entity Plan Default: General page, the line items you select in the following steps appear as defaults in CA Clarity PPM. You can select more than one set of Group By and Sub-Group By values and define the line item selections for each of them. The line item values for an alternate set will be used in CA Clarity PPM if the Group By and Sub Group By values are selected on the Entity Plan Default: General page. 6. Click Add to select line items for your selected primary group. The Add Plan By Details page appears. 7. From the Group By section, do the following: a. Filter or browse for primary items. b. Select the check box next to each item you want to add to the plan as a primary line item. c. Click Add and Continue. 8. From the Sub-Group By section, do the following: a. Filter or browse for secondary items. b. Select the check box next to each item you want to add to the plan as a secondary line item. c. Click Add. 268 Administration Guide

269 Locations Remove Line Items from Plan Defaults The Entity Plan Defaults: Plan By Details page appears showing a list of matched primary and secondary combinations. These combinations create the line item hierarchies in the plan worksheets managers in which you have entered plan data. You can remove combinations from default plans as need to build a realistic view of a plan structure. For example, if your primary and secondary grouping is Transaction and Role, and the role incorrectly combines "Project Manager" with Transaction "Support Activities - Labor", you can remove it from the list, and from the plan worksheet. To remove line items from plan defaults 1. On the Entity Plan Defaults: General page, click Plan By Details on the content menu. The Entity Plan Defaults: Plan By Details page appears. 2. Select the check box next to each primary-secondary combination you want to remove. 3. Click Delete. Delete Entities You cannot delete an entity once it is associated with a location or department. To delete an entity 1. Select Setup from the Finance menu, and on the Financial Organizational Structure page, click Entities. The Entities page appears. 2. Select the check box next to each entity you want to delete. 3. Click Delete. Locations Locations represent the geographical locations (or departments) where a company conducts its business. Locations, such as a city, state, or country are uniquely associated with one entity. If your CA Clarity PPM configuration supports multiple entities with locations at the same physical location, you must create unique locations for each entity. Each location can have an address, telephone number, and manager name. Chapter 8: Financial Administration 269

270 Locations By Example: Uniquely Named Locations for Multiple Entities INR Financial has a wholly owned subsidiary called FI Back Office Systems. INR Financial maintains two separate general ledgers for each business. When setting up the financial structure, INR Financial created two entities-one for itself and another for the wholly owned subsidiary. Both companies have offices in the same geographical location. To create entities and associate the same location uniquely to each entity, two location OBS were created. They were named inr_locations for the INR Financial entity and fi_locations for the Fi Back Office Systems entity. City locations were created in CA Clarity PPM for each entity location using unique identifiers and names. Once setup, INR Financial associated their business units, departments, and groups to locations. Similarly, FI Back Office Systems did the same. A location can be associated with many departments. A department can be associated with many locations. Locations can be parent locations to other locations, such as a country is a parent to a state or a region. This hierarchy automatically creates the OBS structure for the corresponding department OBS and location OBS. To access the Locations page from the Administration Tool, select Setup from the Finance menu. On the Financial Organizational Structure page, click the Locations link from the Organizational Structure section. 270 Administration Guide

271 Locations Create and Edit Locations Create Locations To create locations 1. Select Setup from the Finance menu, and on the Financial Organizational Structure page, click Locations. The Locations page appears. 2. Click New to create a new location. The Create New Location page appears. 3. Enter the following required fields: Location Name Defines the location name. Limits: 32 characters Location ID Entity Defines the unique identifier for the location. This field cannot be edited after it is saved. Defines the entity to which this location belongs. This field cannot be edited after it is saved. Description Defines the description for the location. Chapter 8: Financial Administration 271

272 Locations Edit General Location Properties 4. Enter information in the remaining fields as needed. 5. Submit changes. You can update a location's general properties, such a name, address, and contact information. You can also view the resources that have access to a location. To edit location properties 1. Select Setup from the Finance menu, and on the Financial Organizational Structure page, click Locations. The Locations page appears. 2. Browse for or filter the location you want to edit and click the Location link. The Locations Properties page appears. 3. Click the General subtab from the Properties tab. 4. Edit the general properties as needed: Location Name Defines the location name. Limits: 32 characters Location ID Entity Displays the unique identifier for the location. Displays the entity to which this location belongs. Parent Location Defines the location to which this location belongs. Description Defines the detailed description. Address1, Address2, Address3 City State Defines the location address in three available lines. Defines the location's city. Defines the location's state. 272 Administration Guide

273 Locations Postal Code Defines the location's ZIP code. Country Defines the location's country. Phone Defines the phone number for the location. Fax Defines the location's facsimile number. Manager Defines the name of the manager of the location. 5. Submit your changes. View Sub-locations of Parent Locations If the location is a parent to other locations, you can view a list of these locations. To view sub-locations 1. Select Setup from the Finance menu, and on the Financial Organizational Structure page, click Locations. The Locations page appears. 2. Browse for or filter the location you want to edit and click the Location link. The Location Properties page appears. 3. Click the Sub-locations subtab on the Properties tab. The Location Properties: Sub-locations page appears. 4. Click the Location link to view or edit the properties of the selected location. Associate Departments with Locations You can add departments to a location or remove a department from a location. A location can be associated with many departments. Note: See the Common Features and Personal Options User Guide for more information. Chapter 8: Financial Administration 273

274 Locations Add Departments to Locations You can only added departments from the same entity as the location. To add departments associated with a location 1. Select Setup from the Finance menu, and on the Financial Organizational Structure page, click Locations. The Locations page appears. 2. Browse for or filter the location you want to edit and click the Location link. The Location Properties page appears. 3. Click the Departments subtab from the Properties tab. The Location Properties: Departments page appears. 4. Click Add to departments. The Departments page appears. 5. Select the check box next to each department you want to associate with the location. 6. Click Add. The selected department is associated with the location. 274 Administration Guide

275 Locations Remove Departments From Locations You can remove the association between a department and location if the following is true: Not referenced in the rate matrix Not used by financially enabled investments No financial transactions exist for the department Not used by financially enabled company Not set as a default system department Not used by a financially enabled resource To remove department associations from a location 1. Select Setup from the Finance menu, and on the Financial Organizational Structure page, click Locations. The Locations page appears. 2. Browse for or filter the location you want to edit and click the Location link. The Location Properties page appears. 3. Click the Departments subtab on the Properties tab. The Location Properties: Departments page appears. 4. Select the check box next to each department you want to remove, and click Remove. Delete Locations You can delete a location if it is not associated with any department. When you delete a parent location, all of its sub-locations are also deleted. To delete a location 1. Select Setup from the Finance menu, and on the Financial Organizational Structure page, click Locations. The Locations page appears. 2. Browse for or filter the location you want to edit and click the Location link. 3. Select the check box next to each location you want to delete. 4. Click Delete and click Yes to confirm. Chapter 8: Financial Administration 275

276 Financial Classes Financial Classes Use classes to categorize resources, companies, investments, work-in-process, and transactions for reporting purposes. Some classes are required to enable objects, such as projects, for financial processes or are referenced in rate and cost matrices and chargeback rules for transaction processing. Resource Classes You can use resource classes to categorize any type of resource and is required when financially enabling resources. Note: You can only associate a resource to one resource class at a time. Note: See the Resource Management User Guide for more information. You can also use resource classes: To associate with resources for matching to chargeback rules and matrices. To define credit rules and standard debit rules. To define rate or cost matrices. For reporting. Examples of resource classes include: Organizational. Executive, management, or staff. Geographical category. Local, offshore, or EMEA. Skill Level. Principal, senior, or associate. Equipment. Computer hardware, software, or office equipment. Materials. Specifications, presentations, or user guides. 276 Administration Guide

277 Financial Classes Create or Edit Resource Classes To create or edit a resource class 1. Select Setup from the Finance menu. The Financial Organizational Structure page appears. 2. In the Classifications section, click Resource Classes. The Resource Classes page appears. 3. Do one of the following: Create a new class. Click New. Click the name of the resource class to edit its properties. The Resource Class Properties page appears. 4. Complete the following fields: Resource Class Defines a unique resource class ID. Required when creating a resource class. Display only after the class is created. Limits: 8 characters Description Defines the detailed description for the resource class. Required when creating a resource class. Limits: 40 characters Resource Type Active Defines the type for the resource class. Required when creating a resource class. Read-only after the class is created. Options: Labor, Material, Equipment, or Expense Indicates if this resource class is activated. 5. Submit your changes. Chapter 8: Financial Administration 277

278 Financial Classes Delete Resource Classes Important! Do not delete the resource class if it associated to a resource or if the class has been used in a transaction. Deleting assigned resource classes causes validation errors. To delete a resource class 1. Select Setup from the Finance menu. The Financial Organizational Structure page appears. 2. Click Resource Classes. The Resource Classes page appears. 3. Select the check box next to the resource class you want to delete, and click Delete. The Delete Confirmation page appears. 4. Click Yes to confirm. The resource class is deleted. Company Classes Company classes categorize clients, vertical markets or lines of business within your financial organization and are required when financially enabling a company. Use company classes for: Associating with a company. Defining cost or rate matrices. Reporting. Examples of company classes include: Industry. Government, education, consumer, technology Region. North America, South America, EMEA A company can belong to only one company class at a time. 278 Administration Guide

279 Financial Classes Create and Edit Company Classes To create a company class 1. Select Setup from the Finance menu. The Financial Organizational Structure page appears. 2. In the Classification section, click Company Classes. The Company Classes page appears. 3. Do one of the following: Create a new class. Click New. Click the name of the company class to edit its properties. The Company Class Properties page appears. 4. Complete the following fields: Company Class Defines the name of the company class. Required when created the class. Display-only after the class is created. Limits: 8 characters Description Defines a detailed description of the class. Required when creating the class. Short Description Defines the class description Limits: 15 characters 5. Submit your changes. Chapter 8: Financial Administration 279

280 Financial Classes Delete Company Classes Important! Do not delete the company class if a company is associated with the company class. Deleting assigned company classes causes validation errors. To delete a company class 1. Select Setup from the Finance menu. The Financial Organizational Structure page appears. 2. In the Classifications section, click the Company Classes link. The Company Classes page appears. 3. Select the check box next to the company classes you want to delete, and click Delete. The Delete Confirmation page appears. 4. Click Yes to confirm. The company class is deleted. Investment Classes Categorizes investment accounting information. Use investment classes to categorize work logically within an organization. Investment classes can be used for: Associating with investments or services. Associating with companies. Defining Rate and Cost Matrices Reporting. Use the Investment Classes page to manage the list of investment classes. 280 Administration Guide

281 Financial Classes Create and Edit Investment Classes To create or edit an investment class 1. Select Setup from the Finance menu. The Financial Organizational Structure page appears. 2. In the Classifications section, click the Investment Classes link. The Investment Classes page appears. 3. Do one of the following: Create a new class. Click New. Click the name of the investment class to edit its properties. The Investment Class Properties page appears. 4. Complete the following fields: Class Name Defines the name for the class (up to eight characters). Required when creating an investment class. Display-only after the investment class is created. Limits: 8 characters Description Defines the detailed description of the class. Required when creating the class. Short Description Defines the short description of the class. Required when creating the class. 5. Submit to create or update the class. Chapter 8: Financial Administration 281

282 Financial Classes Delete Investment Classes Important! If the investment class is associated to a company or investment, do not delete the investment class. Deleting investment classes that are in use causes validation errors. To delete a investment class 1. Select Setup from the Finance menu. The Financial Organizational Structure page appears. 2. Click the Investment Classes link. The Investment Classes page appears. 3. Select the check box next to the investment class you want to delete, and click Delete. The Delete Confirmation page appears. 4. Click Yes to confirm. The investment class is deleted. Work in Process Classes Use work-in-process (WIP) classes to categorize companies and investments. It is also used to indicate methods of revenue recognition. You can use the WIP class to define the rates and costs for transactions, and to group transactions for posting to the general ledger. For projects, you can use them to calculate recognized revenue. 282 Administration Guide

283 Financial Classes Create and Edit WIP Classes To create or edit a WIP class 1. Select Setup from the Finance menu. The Financial Organizational Structure page appears. 2. In the Classifications section, click the Work in Process Classes link. The Work in Process Classes page appears. 3. Do one of the following: Create a new class by clicking New. Edit an existing WIP class by clicking the name of the WIP class. The WIP Class Properties page appears. 4. Complete the following fields: Work In Process Class Defines the name for the class. Required when creating a WIP class. Display-only after the class is created. Limits: 8 characters Description defines the detailed description of the class. Required when creating the class. Short Description Defines the short descriptions of the class. Required when creating the class. 5. Submit to create or update the class. Chapter 8: Financial Administration 283

284 Financial Classes Delete WIP Classes Important! If the WIP class is currently associated with a company or investment, or if the WIP class has been used in a transaction, do not delete the WIP class. To delete a WIP class 1. Select Setup from the Finance menu The Financial Organizational Structure page appears. 2. In the Classifications section, click the Work in Process Classes link. The Work in Process Classes page appears. 3. Click the check box next to the WIP class you want to delete, and click Delete. The WIP class is deleted. Transaction Classes A financial transaction is associated with only one transaction type. Transaction types indicate how transactions are processed. Transactions classes are either: User-defined transaction classes, you can categorize labor, material, equipment, and expense transaction types for more detailed and descriptive reporting and analysis. System-defined. At least one transaction class must be defined for each of the following system-defined transaction types: System-defined Transaction Type System Identifier Labor Material Equipment Expense L M Q X 284 Administration Guide

285 Financial Classes Transaction classes are user-defined values that group transaction types. For example, to categorize the labor transaction type for financial reporting and analysis, you can add Consulting, Development and Sales transaction classes to reflect the types of labor within your organization. You must define at least one transaction class for labor, material, equipment, and expense transaction types. The system-generated transaction types are assigned a transaction class that is identical to their transaction type. Every transaction is associated with a transaction class (through their association with the cost code) and are used when rates and costs for an organization are applied. There is no limit to the number of transaction classes you can add for a given transaction type. The following is a list of system-generated transaction types: Adjustment This type is assigned when transactions are posted to the WIP and adjusted. The system identifier for adjustments is AU. Write-up This type is assigned during the billing process for transactions that have an associated positive adjustment amount. The system identifier for write-up is AD. Write-ups apply to L, M, Q, and X transaction types only. Write-down This type is assigned during the billing process for transactions that have an associated negative adjustment amount. The system identifier for write-down is AD. Write-downs apply to L, M, Q, and X transaction types only. Matching Billing This type is assigned to contracts and/or retainer advance billing during the matching process. The system identifier for matching is AY. This type is assigned to during the billing process for billable transactions that have a billable amount. The system identifier for billing is B. Billings apply to L, M, Q, and X transaction types only. Credit Memo This type is assigned to transactions during the credit memo process. The system identifier for credit memos is BC. Contract Billing This type is assigned to billing transactions that are generated outside the advance billing process. Contract billings apply to contract projects. The system identifier for contract billing is BP. Chapter 8: Financial Administration 285

286 Financial Classes Retainer Billing This type is assigned to billing transactions that are generated outside advance billing process. Retainer billings apply to retainer projects. The system identifier for retainer billing is BR. Debit Memo This type is assigned to debit memos when they are posted from a third-party AP system. The system identifier for debit memo is DM. Voucher Adjustment Create or Edit Transaction Classes This type is assigned to voucher adjustments when they are posted from a third-party AP system. The system identifier for voucher adjustment is VA. To create or edit a transaction class 1. Select Setup from the Finance menu The Financial Organizational Structure page appears. 2. In the Classifications section, click the Transaction Classes link. The Transaction Classes page appears. 3. Do one of the following: Create a new class. Click New. Click the name of the transaction class to edit its properties. The Transaction Class Properties page appears. 4. Complete the following fields: Transaction Class Defines the unique ID for the class. Required when creating a class. Display-only after the class is created. Limits: 8 characters. Description Defines the detailed description of the class. Short Description Defines the short description of the class. Transaction Type Defines the transaction type. Required when create a class. Display-only when editing the class. Values: Labor, Materials, Equipment, or Expense 5. Submit to create or update the class. 286 Administration Guide

287 Batch Cycles Delete Transaction Classes Important! If the transaction class is currently associated with an enabled cost code or if the transaction class is system-defined, do not delete the transaction class. To delete a transaction class 1. Select Setup from the Finance menu. The Financial Organizational Structure page appears. 2. In the Classifications section, click the Transaction Classes link. The Transaction Classes page appears. 3. Select the box next to the transaction class you want to delete, and click Delete. The Delete Confirmation page appears. 4. Click Yes to confirm. The transaction class is deleted. Batch Cycles Batch cycles define the period of time that financial transactions are collected and then processed as a single group. To manage batch cycles, you will first define one or more batch cycle periods and then assign resources the right to manage those processes. Add Batch Cycles To add or change a batch cycle 1. Select Setup from the Finance menu. 2. The Financial Organizational Structure page appears. 3. Click the Batch Cycle Definitions link. The Batch Cycles page appears. 4. Click New. 5. Complete the following fields: Batch Cycle Defines the batch cycle name. Limits: 8 characters Chapter 8: Financial Administration 287

288 Batch Cycles Description Defines the detailed description of the batch cycle. Limits: 40 characters Short Description Defines the short description of the batch cycle Limits:40 characters 6. Click Submit. Assign Batch Cycles After you create a batch cycle, you should grant resources that have financial properties defined for them the right to run the cycle. Only resources assigned to the batch cycle can manage the billing for the cycle. To assign resources to a batch cycle 1. Select Setup from the Finance menu The Financial Organizational Structure page appears. 2. Click the Batch Cycle Definitions link. The Batch Cycles page appears. 3. Click the desired batch cycle. 4. Click Add. 5. Select the check box next to each resource you want to authorize for the batch cycle and then click Add. 288 Administration Guide

289 Batch Cycles Add Batch Output Entries Use this procedure to define batch cycle output codes, paths, and types. To add or change a batch output entry 1. Select Setup from the Finance menu, and on the Financial Organizational Structure page, click Batch Output. The Batch Output page appears. 2. Click New. The Batch Output Properties page appears. 3. Complete the following fields: Output Code Defines the name for the batch output. Limits: 40 characters Output Path Defines the path to the server that is running CA Clarity PPM. To direct the output to a printer, enter the complete path to the printer, including the print server name Limits: 60 characters Output Type Defines the output type. Values: File or Printer 4. Click Submit. Delete Batch Cycles To delete a batch cycle 1. Select Setup from the Finance menu The Financial Organizational Structure page appears. 2. Click the Batch Cycle Definitions link. The Batch Cycles page appears. 3. Select the box next to each batch cycle you want to delete. 4. Click Delete. Chapter 8: Financial Administration 289

290 Batch Cycles Delete Batch Output Entries To delete a batch output entry 1. Select Setup from the Finance menu. The Financial Organizational Structure page appears. 2. Click the Batch Output link. The Batch Output page appears. 3. Select the box next to each batch output entry you want to delete. 4. Click Delete. 290 Administration Guide

291 Financial Management Default Options Financial Management Default Options Use the Financial Management Defaults page to set system level defaults for processing financial transactions. You can specific following system level defaults: You can specify system-level defaults for financial setup, financial classes, cost and rate matrices, and other financial settings, which are helpful when processing financial transactions or creating new investments. For example, if you specify a remit to location default, all external billings generated in the system will use this address to remit invoices. The set up the following financial information before setting system-level financial defaults: Entity Department. Note: See the Common Features and Personal Options User Guide for more information. Location Financial Classes Batch Cycles Cost and Rate Matrices Currencies Setting up system-level defaults is not required. You can also override system-level defaults at the entity-level or investment-level, where investment-level defaults take precedence over system or entity-level defaults. If defaults are not set at any level, they must be manually entered if required when processing transactions or creating new investments. You must have the Administration - Application Setup access right and the Financial Maintenance - Financial Management access right to manage the finance administration settings. Note: See the Project Management User Guide for more information. Note: See the Portfolio Management User Guide for more information. Note: See the IT Service Management User Guide for more information. Chapter 8: Financial Administration 291

292 Financial Management Default Options To access financial Management defaults 1. Select Setup from the Finance menu. The Financial Organizational Structure page appears. 2. From Organizational Structure section, click the Defaults link. The Financial Management Defaults page appears. 3. You can do the following: Set Financial Management defaults, such as entity, location, department, financial classes, and batch cycles. Set transaction entry defaults. View the default currency if multi-currency is enabled. Maintain Financial Management Defaults You can set up system-level defaults for processing financial transactions or for financially enabling new investments. 1. Navigate to financial defaults. The Financial Management Defaults page appears. 2. From the File Maintenance section, set defaults for the following: Entity Defines a default entity. Location Defines the default location. Department Defines the default department. Investment Class Defines the default investment class. WIP Class Defines the default work-in process class. Company Class Defines the default company class. Remit to Location Defines the default location to remit bills to. Batch Cycle Defines the default batch cycle. 292 Administration Guide

293 Financial Management Default Options 3. Save the changes. Manage Transaction Default Entries For each resource type, you can set up system level default cost and rate matrices for transaction entries and specify the source location. Important! Updating default transaction entry settings do not affect investments that are financially enabled after the change is made. Existing financially-enabled investments are processed based on settings defined when the investments were first financially-enabled. To set transaction default entry values 1. Navigate to financial defaults. The Financial Management Defaults page appears. 2. Click the [Project Transaction Entry Defaults] link from the Project section. The Transaction Entry page appears. 3. In the Labor section, set the following: Rate Source Defines the rate source used to determine the rate to bill or charge for labor. Click the Browse icon to select the labor rate matrix. Cost Source Defines the cost source used to determine the labor costs. Click the Browse icon to select the labor cost matrix. Source Location Indicates that the source for the rate and cost comes from the employee (that is, resource) or investment location. If the default source location is set at the entity level, the system uses the entity setting to determine the source location. Exchange Rate Type Defines the exchange rate type. Values: Average, Fixed, or Spot. 4. In the Material section, set the following: Rate Source Defines the rate source used to determine the rate to bill or charge for material. Click the Browse icon to select the material rate matrix. Chapter 8: Financial Administration 293

294 Financial Management Default Options Source Location Indicates that the source for the rate comes from the investment location. Exchange Rate Type Defines the exchange rate type. Values: Average, Fixed, or Spot. 5. In the Equipment section, set the following: Rate Source Defines the rate source used to determine the rate to bill or charge for equipment. Click the Browse icon to select the equipment rate matrix. Source Location Indicates that the source for the rate comes from the investment location. Exchange Rate Type Defines the exchange rate type. Values: Average, Fixed, or Spot. 6. In the Expense section, set the following: Rate Source Defines the rate source used to determine the rate to bill or charge for expenses incurred. Click the Browse icon to select the expense rate matrix. Exchange Rate Type Defines the exchange rate type. Values: Average, Fixed, or Spot. 294 Administration Guide

295 Currencies 7. Save the changes. a. If multi-currency is enabled, at Currency indicate if the billing or home currency should be used. b. To display a transaction class description, check the Show Transaction Class check box. 8. In the Planning Fields section, at Transaction Classes click the Browse icon, select the transaction classes to include in the plan, and then click Add. a. At Roles click the Browse icon, select the roles to include in the plan, and then click Add. b. At Charge Codes click the Browse icon, select the charge codes to include in the plan, and then click Add. c. Click Submit. 9. To select a default currency, at System Currency, select one from the list. 10. Click Save. Default Currency You can view the system currency if multi-currency is enabled. Multi-currency is enabled when you installed CA Clarity PPM. You can view whether CA Clarity PPM was installed as a multi-currency system and the default currency in the Currency section of the Financial Management Defaults page. Currencies To perform currency conversions, you will need to set up conversion rates. The currency code you select becomes the default system currency for all CA Clarity PPM billing and transactions pages. Once you set a system currency, you will not be able to change it. Before you can use a currency in a conversion rate, you must first activate the currency. Note: If the System Currency list on the Financial Management Defaults page is disabled, the multi-currency option was not selected when CA Clarity PPM was installed. Chapter 8: Financial Administration 295

296 Currencies Activate Currencies To activate a currency 1. Select Setup from the Finance menu The Financial Organizational Structure page appears. 2. Click the Currency link. The Currencies page appears. 3. Select the box next to each currency you want to activate, and click Activate. Set Up Conversion Rates To set up conversion rates 1. Select Setup from the Finance menu, and on the Financial Organizational Structure page, click Foreign Exchange Rates. The Foreign Exchange Rates page appears. 2. Click New. The Exchange Rate Properties page appears. 3. Complete the following fields: From Currency Defines the currency to convert. To Currency Defines the currency that items will be converted to. If the desired currency does not display in the list, check that the currency is active. Conversion Rate Defines the conversion rate. Rate Calculation Method Defines the calculation method. Values: Divide or Multiply. Exchange Rate Type Defines the exchange rate type. Values: Average, Fixed, or Spot. Effective Date Defines the effective date for this conversion rate. 4. Click Submit. 296 Administration Guide

297 Processing Processing You can standardize functionality or business logic by setting up financial processing. Once processes are defined, you can enable processing options as desired. You must have the Administration - Application access right to manage processing options. Set Up Financial Management Processing Options To set up processing for financial management 1. Select Processing from the Finance menu. The Financial Management Processing page appears. 2. To allow resources to put projects on hold (from a financial perspective), select Project Hold in the Project section. 3. Complete the following in the Transactions section: Allow Chargeable Override Indicates if resources are allowed to change the chargeable status of a cost code as transactions are entered. Use Multi-currency Indicates if multi-currency is available for the current session. When you enable multi-currency, the system tracks multiple currencies for transactions, billing, and reporting. Apply currency precision for cost/rate Indicates if currency precision is applied to cost or rate. 4. Do the following in the Billing section: Use Administrative Charges Indicates if you are allowed to charge administrative amounts on invoices. Use Projects Tax Indicates if you are allowed to charge tax on invoices Batch Billing Indicates if you are allowed to bill in batch mode. Allow Negative Invoices Indicates if you are allowed to send invoices with negative amounts. Chapter 8: Financial Administration 297

298 Processing Auto-populate Bill from Remaining Indicates if bills are automatically populated with amounts remaining from previous bills. 5. In the Security section, at Entity-based security, choose a security type: None Strict Indicates that no security is used. Indicates that access is allowed only to the specified financial entity's objects and transactions. Parent Indicates that access is allowed only to the objects and transactions of the specified financial entity, it's parent, and children. 6. In the OBS Filter section, select the Hide Financial OBS check box to limit the number of OBS types that display in some OBS browse lists. Department and Location OBS types do not display in OBS browse lists when this check box is selected. 7. Do the following in the Target section: Billable Percent Indicates that you can enter the default billable percent. This value is used for reporting purposes only. Bill Rate Indicates that you can enter the bill rate. Bill Rate Default Defines the default bill rate percent. This value is used for reporting purposes only. 8. Click Submit. 298 Administration Guide

299 Specify WIP Settings Specify WIP Settings To specify WIP Settings 1. Select WIP Settings from the Finance menu. The Financial Management WIP Settings page appears. 2. Complete the following: Entity Defines the source of the entity. The value of the source entity is stored for transaction entry. The entity is used for GL posting. Values: Project, Client, or Employee Location Defines the source of the location. Values: Project, Client, Cost Code, or Employee Department Defines the source of the department. Values: Project, Client, Cost Code, or Employee WIP Aging Levels in Days Defines the number of days for each WIP level. 3. Click Submit. Units of Measure Units of measure (UOM) define the quantities or units you can use with a cost code to charge for services and they are used to measure productivity. Examples of UOM are hours, training class, pallets, or loads. There is no limit to the number of units of measure you can define. If no UOM is defined, units are displayed whenever a unit is required. Chapter 8: Financial Administration 299

300 Cost Keys Add and Change Units of Measure To add a unit of measure 1. Select Setup from the Finance menu. The Financial Organizational Structure page. 2. Click the Units of Measure link. The Units of Measure page appears. 3. Click New. The Unit of Measure Properties page appears. 4. Complete the following: Unit Code Defines the unique ID for the code. Limits: 8 characters Description Defines the description of the unit. 5. Click Submit. Delete Units of Measure To delete a unit of measure 1. Select Setup from the Finance menu. The Financial Organizational Structure page appears. 2. Click the Units of Measure link. The Units of Measure page appears. 3. Select the box next to each unit of measure you want to delete. Important! If the unit of measure has been used in a transaction, you cannot delete it. 4. Click Delete. 5. Click Yes to confirm. Cost Keys A cost key is the cost collection and reporting structure for a project. As transactions (labor and expense) are entered, they run against the cost key to track, report, and bill projects. 300 Administration Guide

301 Cost Keys Specify Cost Key Definitions Default values are required for cost key definitions when using some financial functionality. When using advanced billing, default values are required for the PRCHARGECODE and employees cost key definitions. If you do not specify default values, an error message will appear. To specify a default value for a cost key definition 1. Select Setup from the Finance menu. 2. The Financial Organizational Structure page appears. 3. Click the Cost Key Definition link. The Cost Key Definition page appears. 4. Click the level of the cost key definition from the Level column. The Cost Key Definition Properties page appears. 5. Next to Default Value, click Browse. The Select Item window opens. 6. Select a resource from the list to use as the default value, and click Add. Only resources that have been financially-enabled are listed for use as default values. If no resources are listed, you must financially enable a resource before you can specify a default value. The window closes and the default value is added. 7. Click Submit. View Cost Key Definitions To view the Cost Key Definitions 1. Select Setup from the Finance menu. The Financial Organizational Structure page. 2. Click the Cost Key Definition link. The Cost Key Definition page appears. 3. View the following items: Level Displays the cost key level. Click the level to view and assign the default value associated with the cost key. Source Displays the source of the cost key. Chapter 8: Financial Administration 301

302 Vendors Length Displays the length of the cost key. Description Displays the level name for the cost key. The levels are: Client, Project, Cost Code, and Employee. Short Description Displays an abbreviated description of the cost key. DefaultValue Displays the cost code associated with the cost key. Vendors A vendor is a company or resource that provides products or services. Vendors are associated with accounts payable integration and are used when entering transactions for material, expense, and equipment transactions to track the location of purchases. Add Vendors To add or change a vendor 1. Select Setup from the Finance menu The Financial Organizational Structure page. 2. Click Vendors. The Vendors page appears. 3. Click New. 4. Complete the following: Code Defines the unique identifier for the vendor. Name Defines the vendor's name. Affiliation Defines the vendor affiliation. Status Defines the vendor status. Values: Active, Inactive, and No New Business 302 Administration Guide

303 Vendors Address 1, Address 2, Address 3, Address 4, Address 5, Address 6 Defines the vendor's address (lines 1 through 6). Attention Name Defines the name of the person who receives information at the vendor. Attention Phone Defines the phone number of the person who receives information at the vendor. Contact Name Defines the contact name for the vendor. Contact Phone Defines the phone number for the person who is the contact for the vendor. 5. Click Submit. Delete Vendors To delete a vendor 1. Select Setup from the Finance menu. The Financial Organizational Structure page appears. 2. Click Vendors. The Vendors page appears. 3. Select the box next to the vendor you want to delete. 4. Click Delete. 5. Click Yes to confirm. Chapter 8: Financial Administration 303

304 Financial Matrices Financial Matrices A matrix is composed of the following: General properties to describe the matrix. Assigned columns that identifies the criteria used to match the rates and costs to transactions. You can define three types of matrices: Administrative. This type calculates administrative costs. Cost/Rate. This type is used during financial processing to determine costs and billing or charge rates. You can create cost and rate matrices for labor, materials, equipment, and expense resource types. Tax. This type calculates tax costs. You can establish default matrices at the system level, entity level, and investment level. CA Clarity PPM looks for and applies matrices first at the investment level, then at the entity level, and finally at the system level. You can set default rate locations at either the entity level or system level. If a matrix cannot be matched, you can enter costs and rates manually when you create transactions. Note: See the Financial Management User Guide for more information. Cost/Rate Matrices Use rate matrices to specify direct costs to investments. When you apply cost or billing rates to transactions, the correct rate is automatically selected from possible rates and is used during rate calculation. You can add matrices for use only with costs or rates. 304 Administration Guide

305 Financial Matrices Create Cost/Rate Matrices Create as many cost matrices as needed for each entity and as many rate matrices as needed for each client. Once you have defined the general properties, assign columns to the matrix. To create a cost/rate matrix 1. Select Manage Matrix from the Finance menu. The Manage Matrix page appears. 2. Click New. The Matrix Properties: General Information page appears. 3. Complete the following fields: Matrix Name Defines the unique name for the matrix. Limits: 40 characters Matrix Type Defines the matrix type. Values: Cost/Rate Default: Cost/Rate Matrix Default Currency Defines the default currency for this matrix. This field only appears if multi-currency is enabled. Default: System Currency Location Entity Defines the location used in the matrix. Click the Browse icon and select one from the list. Defines the entity used in the matrix. Private Notes Specifies whether this matrix is restricted to particular users. Default: Cleared Defines any additional information specific to this matrix. 4. Click Save and Continue. The Matrix Properties: Assign Columns page appears. Chapter 8: Financial Administration 305

306 Financial Matrices Cost Plus Codes and Rules How to Enable Cost Plus Codes Create Cost Plus Codes The cost plus mechanism is used to apply mark-ups. Unlike cost multipliers, which are assigned at the cost code level, cost plus codes are assigned within one or more matrices. A cost plus code is a set of cost plus rules. Cost plus rules allow for the mark-up of actual or standard costs. Project managers can associate cost plus rules to their projects to allow mark-up to be calculated using the multiplier (factor), burden, and overhead methods. Cost plus rules are added to cost plus codes to make up cost plus. Cost plus is used in an existing cost/rate matrix. To enable a cost plus code, you must: 1. Create the cost plus code (see page 306). 2. Define at least one cost plus rule (see page 307) for each code and add it to the cost plus code. There is no limit to the number of cost plus codes or rules you can add and define. To create a cost plus code 1. Select Define Matrix from the Finance menu. The Define Matrix: Cost Plus Codes page appears. 2. Click New. The Cost Plus Code Properties page appears. 3. Define the following fields: Cost Plus Code Defines the unique ID for the cost plus code. Limits: 8 characters Description Defines the detailed description of the cost plus code. Limits: 40 characters Short Description Defines the brief description of the cost plus code. Limits: 15 characters 306 Administration Guide

307 Financial Matrices Applies To Defines the cost type to which the cost plus code applies from the list. Values: Actual. The actual amount paid for transactions. Standard. The blended or burdened rate. 4. Click Submit. Create Cost Plus Rules and Add to Cost Plus Codes The cost plus rules you add to the cost plus code specify the conditions and amounts that are applied for markups. Cost plus rules are added to cost plus codes to make up cost plus. Cost plus is used in an existing cost/rate matrix. To create a cost plus rule 1. Select Define Matrix from the Finance menu. The Define Matrix: Cost Plus Codes page appears. 2. Select the cost plus code to which you want to create and add a cost plus rule. The Cost Plus Code Properties page appears. 3. Click New. The Cost Plus Rule page appears. 4. Complete the following fields: Units From Defines the beginning value for which this rule should be invoked. Multiplier Defines the type of markup to apply for the actual or standard cost. Default: Percent Burden Defines the type of markup to apply to burden. Default: Percent Overhead Defines the mark-up variable for overhead. Default: Percent Chapter 8: Financial Administration 307

308 Financial Matrices Delete Cost Plus Codes Sequence Applies To To Defines the end of the range for invoking the rule. Multiplier Amount Defines the percentage amount for the multiplier markup. When this cost plus rule is invoked, the multiplier amount is included in the calculation for the total transaction amount. Default: 0 Burden Amount Defines the percentage amount for the burden markup. The burden equals cost (actual or standard) times the burden amount. When this cost plus rule is invoked, the burden amount is included in the calculation for the total transaction amount. Default: 0 Overhead Amount Defines the percentage amount for the overhead markup. Overhead is the operational costs of a business and equals cost (actual or standard) times the overhead amount. When this cost plus rule is invoked, the overhead amount is included in the total transaction amount. Default: 0 5. Click Submit. To delete a cost plus code 1. Click Define Matrix from the Finance menu. 2. Select the check box next to the cost plus codes you want to delete. If the cost plus code has been used in a transaction, you cannot delete it. 3. Click Delete. 4. Click Yes to confirm. 308 Administration Guide

309 Financial Matrices Delete Cost Plus Rules To delete a cost plus rule 1. Select Define Matrix from the Finance menu. The Define Matrix: Cost Plus Codes page appears. 2. Select the cost plus code. The Cost Plus Code Properties page appears. 3. To delete the last rule added, click Delete Last Rule. To delete rules with a lower sequence number than the last rule you entered, you must delete all of the rules with higher sequence numbers first. 4. Click Submit. 5. Click Yes to confirm. Administrative Methods and Codes Create Administrative Methods An administrative method is a matrix element that determines the amount of administrative fees you want to bill. Administrative charges are applied on a percentage basis to invoices and are computed when you approve a bill. Administrative charges can be based on all transaction types: labor, materials, equipment, and expense or a subset of these. These charges can be applied based on combinations of time, clients, and projects. To create or change an administrative method 1. Select Define Matrix from the Finance menu. The Define Matrix: Cost Plus Codes page appears. 2. Select the Admin tab. The Define Matrix: Administrative Methods page appears. 3. Click New. The Administrative Methods Details page appears. 4. Complete the following fields: Administrative Method Code Defines the unique ID for the administrative method. Limits: 8 characters Chapter 8: Financial Administration 309

310 Financial Matrices Description Active Defines the description for the administrative method. Limits: 40 characters Indicates if the administrative method is enabled. Percent Defines the percent to apply against the total billing amount to arrive at the administrative amount. From Date Defines the start date. To Date Notes Defines the end date. Defines notes about the administrative method. 5. Click Submit. Delete Administrative Methods To delete an administrative method 1. Select Define Matrix from the Finance menu. The Define Matrix: Cost Plus Codes page appears. 2. Select the Admin tab. The Define Matrix: Administrative Methods page appears. 3. Select the check box next to any administrative method you want to delete. 4. Click Delete. 5. Click Yes to confirm. Tax Authorities Tax authorities are the government bodies that dictate and collect the taxes applied to invoices. Add tax authorities to define the tax structure. 310 Administration Guide

311 Financial Matrices Create Tax Authorities To create a tax authority 1. Select Define Matrix from the Finance menu. The Define Matrix: Cost Plus Codes page appears. 2. Click the Taxes tab. The Define Matrix: Tax Authorities page appears. 3. Click New. The Tax Authority Properties page appears. 4. Complete the following fields: Tax Authority Code Defines the unique ID for the tax authority. Limits: 4 characters Description Defines the detailed description for the code. Limits: 40 characters Active Indicates if the tax authority is enabled. Phone Number Defines the phone number for tax authority. FAX Defines the tax authority's facsimile number. Vendor Defines the vendor name. Click the Browse icon to select a vendor. Attention Defines the name of the person responsible at the tax authority. Notes Specifies notes about the administrative code. Address Defines the address of the tax authority. City Defines the city where the tax authority is located. Chapter 8: Financial Administration 311

312 Financial Matrices State ZIP Defines the tax authority's state. Click the Browse icon, select the state. Defines the tax authority's zip code. Click the Browse icon to select a zip code. Country ID Defines the tax authority's country ID. Click the Browse icon to select a country ID. 5. Click Submit. Create Tax Methods To create a tax method 1. Select Define Matrix from the Finance menu. The Define Matrix: Cost Plus Codes page appears. 2. Click the Taxes tab. The Define Matrix: Tax Authorities page appears. 3. Click the Methods subtab on the page toolbar. The Define Matrix: Tax Methods page appears. 4. Click New. The Define Matrix: Tax Methods page appears. 5. Complete the following fields: Tax method Defines the unique identifier for the tax method. Limits: 4 characters Description Defines the detailed description for the code. Limits: 40 characters Active Indicates if the tax method is enabled. 6. Click Submit. 312 Administration Guide

313 Financial Matrices Delete Tax Authorities To delete a tax authority 1. Select Define Matrix from the Finance menu. The Define Matrix: Cost Plus Codes page appears. 2. Click the Taxes tab. The Define Matrix: Tax Authorities page appears. 3. Click Delete. 4. Click Yes to confirm. Delete Tax Methods To delete a tax method 1. Select Define Matrix from the Finance menu. The Define Matrix: Cost Plus Codes page appears. 2. Click the Taxes tab. The Define Matrix: Tax Authorities page appears. 3. Click the Methods subtab. 4. Select the box next to tax methods you want to delete. 5. Click Delete. 6. Click Yes to confirm. Chapter 8: Financial Administration 313

314 Financial Matrices Assign Columns in Cost/Rate Matrices You can set up the conditions under which rates are applied. You can assign and remove, order, and reorder up to 10 columns for the cost/rate matrix. As you process transactions, the matrix columns are used to determine the rates and costs. The order of the columns determines the weighting and filtering driving the rates. When the matrix is called during transaction processing, the columns are read from left to right. For example, if the first column is Client, and the second is Project, only projects associated with the client run against this cost/rate matrix. To assign a column in a cost/rate matrix 1. Click Manage Matrix from the Finance menu. The Manage Matrix page appears. 2. Click the name of the matrix to which you want to assign columns. The Matrix Properties: Edit Matrix Rows page appears. 3. Click Assign Columns from the content menu. The Matrix Properties: Assign Columns page appears. 4. Do the following, and click Save: Select the column from the Available list of columns and click the Move Right (Right) arrow to move the item to the Selected list. To remove a column from the Selected Columns list, select the column and click the Move Left (Left) arrow. To change the order of selected items up, click the Up or Down arrow. The columns are assigned to the cost/rate matrix. How to Set Up Cost/Rate Matrices The matrix rows govern the whole rate structure to cover all the scenarios. You can set up one rate matrix for a project and another matrix for the other projects. Use the following process to set up your cost/rate matrices: Create the cost/rate matrix (see page 305). Assign columns to the cost/rate matrix (see page 314). Add rows to the cost/rate matrix (see page 315). Effect a rate increase for cost/rate matrix (see page 316). Copy cost/rate matrix rows (see page 317). 314 Administration Guide

315 Financial Matrices Add and Change Cost/Rate Matrix Rows Use the Matrix Row Properties page to view the rows added to the matrix. To add or change a row in the matrix 1. Select Manage Matrix from the Finance menu. The Manage Matrix page appears. 2. Click the matrix name. The Matrix Properties: General Information page appears. 3. Click Edit Matrix Rows from the content menu. The Matrix Properties: Edit Matrix Rows page appears. 4. Click New. 5. Complete the following fields: From Date Defines the beginning of the effective date range for this row. Any transaction processed within the range is applied the rates/costs from this matrix. To Date Defines the end of the effective date range for this row. 6. Select matrix criteria. The fields available for selection will vary based on the columns you assigned. For example, if you selected Location as the assigned column, select a location to define matrix criteria. 7. Complete the following: Rate Defines the billing rate applied to the transaction. A value of at least 0.00 is required. Entering a bill rate over 0.00 adds a rates matrix. For equipment, materials, and expenses, rate is equal to quantity. For example, if the cost of a single server is $1,000.00, then the rate set to 1. Standard Cost Defines the standard cost associated with any transaction matching the criteria established in the matrix. This is the cost that is applied in cost reporting. Actual Cost Defines the actual cost associated with a transaction matches the criteria established in the matrix. This is the cost that is applied for billing. Chapter 8: Financial Administration 315

316 Financial Matrices Currency Specifies the currency for the row in the matrix. This value can be different for each row in the matrix and is assigned when a transaction match occurs. Displayed only when multi-currency is enabled. Default: Matrix Default Currency Cost Plus Code Specifies the cost plus code used when a transaction matches the criteria established in the matrix. Click the Browse icon to select the cost plus code. 8. Click Submit. Increase the Rate for Cost/Rate Matrices 9. To add additional rows as needed and then click Continue to complete the matrix. A rate increase affects the entire matrix. To effect a rate increase for a cost/rate matrix 1. Select Manage Matrix from the Finance menu. 2. Click the matrix name. 3. Click Edit Matrix Rows. 4. Select the box next to the row in which to increase the rate. 5. Click Rate Increase. At least one matrix row must exist for this button to appear on the Matrix Row Properties page. 6. Change any of the following: Rate % Defines the percent increase to apply to the rate for the period specified. Standard Cost % Defines the percent increase to apply to the standard cost for the period specified. Actual Cost % Defines the percent increase to be applied to the actual cost for the period specified. Source Date From Defines the beginning of the date range for the matrix rows affected by the rate change. 316 Administration Guide

317 Financial Matrices Copy Cost/Rate Matrix Rows Source Date To Defines the end of the date range for the matrix rows affected by the rate change. New Date From Defines the beginning of the effective date range for the new matrix row. New Date To Defines the end of the effective date range for the new matrix row. 7. Click Preview and test the matrix. Rates are date sensitive. You cannot overlap the dates when you copy matrix rows. To copy a cost/rate matrix row 1. Select Manage Matrix from the Finance menu. 2. Click the name of the matrix. 3. Select the check box next to the row you want to copy. 4. Enter or change the following: From Date Defines the beginning of the effective date range for this row. To Date Defines the end of the effective date range for this row. 5. Select matrix criteria. The fields available for selection will vary based on the columns you assigned. For example, if you selected Location as the assigned column, select a location to define matrix criteria. 6. Enter or change the following: Rate Defines the billing rate to apply to the transaction. Standard Cost Defines the standard cost associated with any transaction matching the criteria established in the matrix. Actual Cost Defines the actual cost associated with a transaction matches the criteria established in the matrix. Chapter 8: Financial Administration 317

318 Financial Matrices Currency Specifies the currency for the row in the matrix. This value can be different for each row in the matrix and is assigned when a transaction match occurs. This field displays only when multi-currency is enabled. Default: Matrix Default Currency Cost Plus Code Specifies the cost plus code (and rule) used when a transaction matches the criteria established in the matrix. Click the Browse icon to select the cost plus code. 7. Click Submit. Test Cost/Rate Matrices You can enter a sample of the transactions types you usually enter to determine the expected results. Make sure you unlock the matrix before testing it. To test the matrix 1. Select Manage Matrix from the Finance menu. 2. Click the name of the matrix you want to test. 3. Click Edit Matrix Rows. 4. Click Test Matrix. 5. Complete the following fields: (The fields that display are dependent on the columns and rows you added to the matrix.) Test Date Defines the date the test is initiated. Filter/Sort Specifies the filtering criteria for the test. 6. Click Preview. 318 Administration Guide

319 Financial Matrices Copy Cost/Rate Matrices Copying a cost/rate matrix adds a new matrix using the defined properties of the existing matrix. To copy a cost/rate matrix 1. Select Manage Matrix from the Finance menu. The Manage Matrix page appears. 2. Select the check box next to the matrix you want to copy, and click Copy. The Copy Matrix Properties page appears. 3. Complete the following: Name Type Defines the unique name for the matrix. Limits: 40 characters Specifies the matrix types. Values: Administrative, Cost/Rate, or Tax Matrix Default Currency Specifies the default currency for this matrix. You can change the currency for each row added to the matrix. This field appears only if multi-currency is enabled. Location Entity Defines the location to which this matrix is assigned. Click the Browse icon to select another location. Defines the entity to which this matrix is assigned. Private Notes Indicates if this matrix is restricted to particular users. Specifies any additional information specific to this matrix. Chapter 8: Financial Administration 319

320 Financial Matrices 4. Click Save and Continue. The Matrix Properties: Assign Columns page appears. 5. Assign the permission levels to users, assign columns, edit matrix rows, and then click Finish from the content menu. The Matrix Properties: Finish page appears. 6. Click Finish. A new copy of the cost/rate matrix is created. Unlock Matrices Matrices that are currently being viewed or changed are locked and therefore cannot be viewed or changed by other users. To unlock a matrix 1. Select Manage Matrix from the Finance menu. 2. Click Locked Matrices. 3. Select the check box next to the matrix you want to unlock. 4. Click Unlock Matrices. 320 Administration Guide

321 Chapter 9: Chargeback Administration This section contains the following topics: About Chargebacks (see page 321) General Ledger Accounts (see page 323) Chargeback Rules (see page 325) Chargeback Errors and Warnings (see page 333) About Chargebacks Chargebacks are the inter-account transfers of costs, representing the debit-side of an accounting system. Chargebacks charge departments for their shared cost of investments and services they consumed during a specific time period. Credits represent the credit-side of an accounting system and give financial credit to departments for work they delivered during a specified period of time. To process chargeback transactions, you must set up general ledger accounts and create chargeback rules, such as standard debit rules, credit rules, or overhead rules. The rules you create depend on the type of chargeback processing you want to implement. Rules drive chargebacks and credits and determine the shared costs of investments and services. A chargeback rule is a set of unique properties that are matched to transactions when debiting and crediting departments. Chargeback rules are composed of: Header containing a unique set of properties that are matched with transactions during processing. General ledger (GL) account - department combinations to identify departments charged or credited for specified investments or services. Allocations to determine the distribution of shared costs or credits to departments. The following debit and credit rules are supported: Debit Rules. An investment-specific rule set up by the investment or service manager to charge departments for the cost of work delivered. Note: See the Financial Management User Guide for more information. Standard Rules. A general, global debit rule set up by the finance manager. Credit Rules. A rule to credit departments for the resources that perform the work. Credit rules are set up by the finance manager. Chapter 9: Chargeback Administration 321

322 About Chargebacks Overhead Rules. A rule that determines which GL accounts are debited for any overhead costs. Overhead rules are set up by the finance manager. Note: See the Financial Management User Guide for more information. GL Account and Chargeback Setup Requirements The following must be set up to work with chargeback and GL account administration: Entity must exist, including departments and locations Fiscal time periods must exist Charge codes and input codes must exist for matching rules to transactions during financial processing Financial classes must exist, such as transaction class and resource class, to uniquely describe rules when processing chargeback-related transactions Users must be granted access rights to manage GL accounts and standard, credit, and overhead rules. Access GL Account and Chargeback Administration You can access chargeback and GL account administration from the Chargebacks menu in the Administration Tool. 322 Administration Guide

323 General Ledger Accounts General Ledger Accounts General ledger (GL) accounts are the natural accounts used to debit or credit departments for costs. GL accounts are combinations of main account codes and subaccount codes that are used to categorize accounts. For example, your company may have designated Assets as 100 and Asset subaccounts as 111 for Petty Cash and 112 for Checking. When creating GL allocations for chargeback rules, the natural GL account combines with the department to form a full GL account. You can do the following: Create new GL accounts Edit the properties of GL accounts Delete GL accounts You can also import GL accounts into CA Clarity PPM from your organization's accounting system. Note: Contact your CA Clarity PPM administrator or see the Integration Guide for more information. Create GL Accounts To create a GL account 1. Select GL Accounts from the Chargebacks menu. The GL Account page appears. 2. Click New. The Create GL Account page appears. 3. Enter the following required information. Main Account ID Sub Account ID Entity 4. Submit to create the account. Chapter 9: Chargeback Administration 323

324 General Ledger Accounts Edit GL Accounts To edit the properties of a GL account 1. Click GL Accounts from the Chargebacks menu. The GL Account page appears. 2. Click the Natural Account Code link to edit the select GL account. 3. Edit the following as needed: Main Account ID Defines the first part of the natural account number. Sub Account ID Entity Defines the second part of the natural account number. Defines the entity associated with this GL account. Display-only after the account is created. Account Description Defines the account description. Account Class Defines the account class. Values: Balance Sheet or Profit and Loss Account Type Defines the account type. Values: Asset Liability Income Expense Is Active Indicates if this account is active and available for chargebacks. Overhead Indicates if this account is used to charge any costs to designated departments. If selected, be sure to create overhead rules. Capital Expense Indicates if this account used for capital expense. 324 Administration Guide

325 Chargeback Rules Noncash Expense Indicates if this account for noncash expense. 4. Submit the changes. Delete GL Accounts You can delete a GL account not referenced by any credit or debit rule. To delete GL accounts 1. Click GL Accounts from the Chargebacks menu. 2. Select the check box next to each account you want to delete. 3. Click Delete. 4. At the confirmation, click Yes. Chargeback Rules Chargeback rules determine which GL accounts get debited and credited for costs associated with investments or services. You can configure the unique codes Allocation Code (for standard rules) and Resource Credit Code (for credit rules) to auto-populate. Note: Contact your CA Clarity PPM administrator or see the Studio Developer's Guide for more information. Standard Rule Headers A standard rule can be globally applied to many investments or services when the same chargeback rules can be used to debit departments for costs. When setting up chargebacks, investment or service managers can choose to apply standard-based rules (set up by a finance manager) or investment-based rule (set up by the investment or service manager). Note: See the Financial Management User Guide for more information. Chapter 9: Chargeback Administration 325

326 Chargeback Rules Create Standard Allocation Rule Headers To create a standard rule header 1. Select Standard Rules from the Chargebacks menu. A list of existing standard rule headers appear. 2. Click New. The Create Standard Allocation Rule page appears. 3. Enter the following required information: Allocation Code Entity Defines the unique code used to classify the chargeback (or standard debit) rule. Required. Defines the entity associated with this chargeback rule. Required. Charge Code Modify Standard Rule Header Properties Defines the charge code. 4. Save changes and continue adding the GL accounts and the allocation percentage to debit accounts. To modify the properties of a standard rule header 1. Select Standard Rules from the Chargebacks menu. A list of rule headers appear on the Standard Rule page. 2. Select the Allocation Code link to edit the properties of the selected header. The Standard Rule: Properties - Details page appears. 3. Click the Main subtab. The Standard Rule: Properties - Main page appears. 4. Edit the following properties as needed: Allocation Code Entity Defines the unique code used to classify the chargeback (or standard debit) rule. Required. Defines the entity associated with this chargeback rule. Required. 326 Administration Guide

327 Chargeback Rules Utility Code 1, Utility Code 2 Custom properties. Available for selection only if lookup values have been defined in Studio. Note: Contact your CA Clarity PPM administrator or see the Studio Developer's Guide for more information. Charge Code Defines the charge code. Input Type Code Defines the input type code. Transaction Class Defines the transaction class. Charge Remainder to Overhead Specifies whether you want to charge any remaining costs to overhead. If you select this option, be sure to define overhead chargeback rules. Default: Cleared Status Code Indicates if the standard rule is available for chargebacks. Required. Values: Active. The rule is always considered and may be matched to a transaction when generating invoices. Inactive. The rule is not considered when generating invoices. On Hold. The rule may be considered and matched to a transaction if no active rule can be matched. 5. Submit your changes. Credit Rule Headers Credit rules identify the departments that are credited for the cost of delivered investments or services. Chapter 9: Chargeback Administration 327

328 Chargeback Rules Create Credit Rule Headers To create a credit rule header 1. Select Credit Rules from the Chargebacks menu. A list of existing rule headers appear. 2. Click New. The Create - Resource Credit page appears. 3. Enter the following required information. Resource Credit Code Defines the unique code used to classify the rule. Required. Status Code Entity Edit the Properties of Credit Rule Headers Indicates if the chargeback rule is active, inactive, or on hold. Rules must be active to credit accounts. Required. Defines the entity associated with this chargeback rule. Required. 4. Save changes and continue adding the GL accounts and allocation percentage credited. To edit the properties of a credit rule header 1. Select Credit Rules from the Chargebacks menu. A list of existing rule headers appear. 2. Click the Resource Credit Code link to edit the properties of the selected rule header. The Credit Rules: Properties - Details page appears. 3. Click the Main tab. The Credit Rules: Properties - Main page appears. 4. Complete the following fields: Resource Credit Code Required. Enter or change the unique code used to classify the rule. Status Code Indicates if the chargeback rule is active, inactive, or on hold. Rules must be active to credit accounts. Required. 328 Administration Guide

329 Chargeback Rules Entity Click the Browse icon to select an entity for this chargeback rule. Required. Location Defines the location. Department Defines the department. Resource Class Defines a resource class. Transaction Class Defines the transaction class. 5. Submit your changes. GL Allocations for Standard or Credit Rules GL Allocations identify the GL accounts and departments that are debited (for standard rules) and credited (for credit rules), and the percentage of the cost they are charged or credited. Chapter 9: Chargeback Administration 329

330 Chargeback Rules Add GL Accounts and Define Allocations To add a GL account and define allocations 1. Select Standard Rules or Credit Rules from the Chargebacks menu. A list of rules appears. 2. Click the Allocation Code link for standard rules or the Resource Credit Code link for credit rules to edit the properties of the selected rule. The Standard or Credit Rule Properties: Details page appears. 3. On the Details subtab, do one of the following: a. Click New to add an account to the rule and its define allocations. b. Click the GL Account link to edit allocations for an account already included in the rule. The Standard or Credit Allocation Rule Detail page appears. 4. Under the General section, do the following: a. Click the Browse icon to select or change the GL account. b. Click the Browse icon to select or change a corresponding department. By default, an empty row with fields for start and finish dates, and percentage appears. 5. In either the Start or Finish fields, use the date picker to select a period time. 6. Specify the percentage to set the allocation for the GL account. 7. Save to continue adding time periods and percentages. 8. Submit when done. Overhead Rules When the rules for standard or debit rules charge remaining costs to overhead, overhead rules determine which GL accounts are debited. Overhead rules can contain only one set of GL allocations. No header information is required. To charge departments for overhead costs, you must set up the following: GL accounts for overhead. Remaining costs are charged to either standard and debit rules. Note: See the Financial Management User Guide for more information. 330 Administration Guide

331 Chargeback Rules Create Overhead Rules To create an overhead rule 1. Select Overhead Rules from the Chargebacks menu. A list of existing rules appears. 2. Click New. The Overhead Rule Detail- New page appears. 3. Enter the following required information. Entity Defines the entity. GL Account Defines the GL account. Department Defines the department. 4. Save changes. Once saved, the properties of this rule become display-only. 5. Define the allocation rules Edit the Allocations for Overhead Rules To edit the allocation for an overhead rule 1. Select Overhead Rules from the Chargebacks menu. A list of rules appears. 2. Select the GL Account link to edit the properties of the select account. The Overhead Rules - Detail page appears. 3. In either the Start or Finish fields, use the date picker to select a period time. 4. Specify the percentage to set the allocation for the full GL account. 5. Save to continue adding time periods and percentages. 6. Submit changes. Chapter 9: Chargeback Administration 331

332 Chargeback Rules Set Up Resource Credits You need the Financial Maintenance - Financial Management access right to set up resource credits for posting to the general ledger account. Most IT departments charge back credits to the group for which they worked to allocate expenses and work. A resource credit indicates which department, entity, location, transaction class, or resource class should receive the credit. Incidents support resource credits. How to Remove GL Allocations from Chargeback Rules You can remove GL allocations from: standard rules or credit rules (see page 332). overhead rules (see page 332). Remove GL Allocations from Standard or Credit Rules You can remove GL allocations only if they are not referenced else where in CA Clarity PPM. To remove a GL allocation from a standard or credit rule 1. Select Standard Rules or Credit Rules from the Chargebacks menu. A list of rule headers appear. 2. Click the Allocation Code link or Resource Credit Code link to edit the properties of the selected rule. The Standard Rule: Properties - Details page appears. 3. Select the check box next to each GL allocation you want to remove from the rule, and click Delete. Remove GL Allocations from Overhead Rules To remove a GL allocation from an overhead rule 1. Select Overhead from the Chargebacks menu. A list of rules appear. 2. Click the GL Account link to edit the properties of the selected account. The Details page appears. 3. Select the check box next to each time period you want to remove from the rule. 4. Click Delete. 332 Administration Guide

333 Chargeback Errors and Warnings Delete Standard, Overhead, or Credit Rules You can delete standard, overhead, or credit rules. To delete a rule 1. Select Standard Rules, Overhead Rules, or Credit Rules from the Chargebacks menu. A list of available rule headers appears. 2. Select a check box next to each rule you want to delete. 3. Click Delete. 4. At the confirmation, click Yes. Chargeback Errors and Warnings Use the Messages page to view and monitor chargeback errors and warnings: Errors. If a chargeback error occurs, the transaction causing the error cannot be processed. You must fix these errors to process charges and credits. Warnings. Chargeback warnings inform you of potential problems that you can fix as needed. Once the errors and warning are corrected, messages are removed from this page. The following table includes some of the more common messages and their resolutions: Type Message Possible Resolution [Error disbursing debit charges (overallocation).] [Error disbursing overhead charges (overallocation).] Warning Error Error No Chargeback Type set on investment. No credit rule allocation details in range of transaction date. No debit rule allocation details in range of transaction date. Set the chargeback options for the investment. Note: See the Financial Management User Guide for more information. Define a GL allocation in the credit rule for the transaction date. Define a GL allocation in the debit rule for the transaction date. Note: See the Financial Management User Guide for more information. Chapter 9: Chargeback Administration 333

334 Chargeback Errors and Warnings Type Message Possible Resolution Error No matching credit rule found. Do one of the following: If no credit rule exists, create a new credit rule. Contact the finance manager. If a credit rule exists, compare its criteria with the transaction, and adjust or create a new rule to match the transaction, or adjust the transaction to match the rule. Contact the finance manager and investment manager. Note: See the Financial Management User Guide for more information. Error No matching debit rule found. Do one of the following. If no debit rule exists, create a new debit rule. Contact the investment or service manager. If a debit rule exists, compare its criteria with the transaction, and adjust or create a new rule to match the transaction, or adjust the transaction to match the rule. Contact the finance manager and investment manager. Note: See the Financial Management User Guide for more information. Error Warning Warning No overhead rule found. E r r o r The selected Department, Location combination is invalid. Unable to credit full amount of charge. WIP transaction expense type [Capital Expense Depreciation] does not match investment billing expense type [Capital Expense Depreciation]. Do one of the following: Create an overhead rule. Contact the finance manager. Clear the option to charge remaining costs to overhead on the debit rule. Note: See the Financial Management User Guide for more information. Ensure the properties of the credit rule indicate a valid department and location combination. Check the credit rule and verify that the GL allocation equals 100 percent for the specified transaction date. For more information, contact the finance manager. Do one of the following: Set the Expense Type of the WIP Transaction to match the Billing Expense Type of the investment. Contact the finance manager. Set the Billing Expense Type of the investment to match the Expense Type of the WIP Transaction. Contact the investment or service manager Note: See the Financial Management User 334 Administration Guide

335 Chargeback Errors and Warnings Type Message Possible Resolution Guide for more information. Monitor Chargebacks Errors and Warnings To monitor chargeback errors and warnings 1. Select Messages from the Chargebacks menu. A list of chargeback errors and warnings appear. 2. Review each error and warning: Investment Displays the name of the investment used in the transaction. Chargecode Displays the charge code type associated with the investment. Resource Displays the resource that incurred cost against the investment. Allocation Displays the rule on which the error or warning occurred. Allocation Type Indicates if the rule is a credit or debit. Allocation Subtype Indicates if the rule is standard or investment-based. Batch Date Displays the date the Generate Invoice job was run. Batch Run By Displays the user who initiated the Generate Invoice job. On hold Message Displays the error or warning. 3. Select the check box next to each message and do one of the following: Click On Hold. Click Release. 4. Correct the errors and warnings. Chapter 9: Chargeback Administration 335

336

337 Chapter 10: Demand Management Configurations This section contains the following topics: How to Set up for Incident Financial Defaults (see page 337) Incident Categories (see page 337) Incident Lookups (see page 342) Incident Jobs (see page 342) Check for Errors (see page 342) How to Set up for Incident Financial Defaults Before a resource can enter financial data for incidents, you must do the following: Set up the rate matrices (see page 304) and financially enable all resources that will work with incidents Create logical groups of investments (see page 338) Define default financial properties for investments (see page 291) Investments only support investment-level allocations and chargebacks. Incident Categories Part of setting up Demand Management is to create logical groups of investments called incident categories. Incident categories are a way for you to classify incidents of a particular type. They allow you to configure logical groupings of incidents that reflect your organization's structure. You can then create and associate investments with these incident categories. In small organizations where resources work with all incident categories, you may want to add all resources to a group, then assign the group to an incident category. In a larger organization where resources may be specialists, you might create groups, add resources to groups based upon their expertise, and then assign the groups to different incident categories. Chapter 10: Demand Management Configurations 337

338 Incident Categories Create Incident Categories Once you have created incident categories, resources can log incidents. Next you should define the incident category's properties, associate your investments with incident categories, and grant resources, groups, and OBS units' access to the incident category. Use the Create Incident Category page to create a new incident category. To create a new incident category 1. Select Incidents from the Data Administration menu. The Incident Category Setup page appears. 2. Click New. The Create Incident Category page appears. 3. Complete the following fields: Category Name Defines the short name for the incident category. Category ID Defines the unique identifier for the incident category. Description Defines a brief description. 4. Click Submit. 338 Administration Guide

339 Incident Categories Associate Investments with Incident Categories Once you catalog your investments, you can associate investments-assets, applications, products, services, and other work-with incident categories individually or using a batch process. For example, you can associate the monitor, keyboard, and mouse assets with the Hardware: Peripherals incident category. Use the Incident Category Associated Investments page to associate investments with an incident category. You can also associate investments with an incident category from the incident. Note: See the Demand Management User Guide for more information. Before associating your investments with an incident category, first choose which investments will be affected within an incident category. To associate an investment to an incident category 1. Select Incidents from the Data Administration menu. The Incident Category Setup page appears. 2. Click the name of incident category with which you want to associate your investment. The Incident Category Properties page appears. 3. Click Associated Investments from the content menu. The Incident Category Associated Investments page appears. 4. Click the Browse icon next to the Select Investments field, select an investment, and then click Add. 5. Click Save. Chapter 10: Demand Management Configurations 339

340 Incident Categories Control Access to Incident Categories To control which resources, groups, and OBS units have access to an incident category, use the pages in the Access to this Category section of the incident category. To control access to incident categories 1. Select Incidents from the Data Administration menu. The Incident Category Setup page appears. 2. Click the name of incident category with which you want to control access. The Incident Category Properties page appears. 3. Under Access to this Category, click: Full View Displays a list of all resources, groups, and OBS units that have access to this incident category, as well as the access rights those resources, groups, and OBS units have to this category. Resource Group Defines the resources to which you want to grant access to this incident category. Defines the groups to which you want to grant access to this incident category. OBS Unit Defines the OBS units to which you want to grant access to this incident category. 4. Click Add, and then select the check box next to each access right you want to grant, and click Next. 5. Select check box next to each entity (resource, group, or OBS unit) to which you want to grant the access right, and then click Add. Note: This list of entities that appears depends upon your selection. 340 Administration Guide

341 Incident Categories Set the Incident Category Priority Use the incident priority matrix to escalate incidents based on impact and urgency. You can set the priority levels for the matrix (for example, low, medium, or high). The impact values are plotted against the urgency values. The intersection of every impact and urgency value becomes the incident priority. When you change the incident priority matrix, incidents are not updated. When you save an existing incident, the incident priority is recalculated based on changes made to the incident priority matrix. Note: See the Demand Management User Guide for more information. To set the incident priority matrix 1. Select Incidents from the Data Administration menu. The Incident Category Setup page appears. 2. Click the Priority Setup tab. The Incident Priority Setup page appears. 3. Select the incident priority for a given impact and urgency combination, and click Save. Assign Investments to Incidents CA Clarity PPM is often not the primary data source for incidents. When you use the XOG to capture incidents from other systems and bring them into CA Clarity PPM, they are often imported with incomplete investment data. These incidents may have individual effort entries that may not be associated with an investment. When this happens, you can assign a single investment to all such effort entries. Note: See the XML Open Gateway Developer Guide for more information. To assign investments to incidents 1. Click Incidents from the Data Administration menu. The Incident Category Setup page appears. 2. Click the Assign Investment tab. The Assign Investments to Incidents page appears. 3. Select the check box next to the incident to which you want to assign an investment, and click Assign. The investment is assigned to the incident. Chapter 10: Demand Management Configurations 341

342 Incident Lookups Incident Lookups The following stock lookups for incidents are available: Incident Profiles Incident Category Incident Status, this static list lookup is displayed on the Incident Properties page as a pull-down. Use this lookup to set the status of the incident. Incident Type Incidents browse for Assignee Incidents browse for Reported by Project Manager browse for Incidents Resource Browse Impact (Required) Priority (Required) Urgency (Required) Incident Jobs CA Clarity PPM provides the following jobs for incidents: Post Incident Financials job Post Incident Effort Chargebacks Job Check for Errors To view a list of errors that were encountered during incident jobs 1. Select Incidents from the Data Administration menu. The Incident Category Setup page appears. 2. Click the Processing Errors tab. 342 Administration Guide

343 Chapter 11: Earned Value Management Configurations This section contains the following topics: Earned Value Reporting Periods (see page 343) Earned Value Reporting Periods The earned value reporting period defines the frequency and the interval for the Update Earned Value History job to take historical earned value snapshots of performance and save snapshot in the earned value history table. When using earned value methodologies to analyze project performance, the earned value reporting period is used by the job to take the snapshot and is saved based on a project's association to the period. The project manager associates the project to the appropriate period. When tracking for compliance with ANSI/EIA-748-A earned value management requirements, the project manager must associate all projects and contracts to a reporting period. Part of the United States Federal regulations is that for any particular reporting period, you must run and produce the contract performance reports. These reports must record your performance to date as well as for the current period. Best Practices: If your project has tasks that are associated with a contract, associate the project to the same earned value reporting period as the one that is associated to the contract. By setting up reporting periods, you define the time intervals used to save earned value (EV) data, such as weekly or monthly. These periods are used to store and calculate historical earned value. Note: See the Project Management User Guide for more information. Chapter 11: Earned Value Management Configurations 343

344 Earned Value Reporting Periods Create Earned Value Reporting Periods You must create the earned value reporting periods used by project managers for earned value analysis (EVA). When you define the reporting period, you define how often the report runs. Use the frequency field to specify the reoccurrence. Project managers associate the following to defined reporting periods: projects Historical earned value snapshots of project performance are taken based on this reporting period. Note: See the Project Management User Guide for more information. contracts Note: See the Earned Value Manager Product Guide for more information. Weekly Frequency Example If you want the reporting period reoccurrence to be every week, then enter 1 as the frequency. If you want it to reoccur every other week, then enter 2. If you want the reoccurrence to be twice a year, then enter 26. If you want the reoccurrence to be once a year, enter 52. To create an earned value reporting period 1. Select EV Reporting Periods from the Earned Value Management menu. The Earned Value Reporting Periods list page appears. 2. Click New. The Create Earned Value Reporting Period page appears. 3. Complete the following general fields: Name ID Defines the reporting period's name. Defines the reporting period's unique identifier. Description Active Defines the reporting period's description. Indicates if this reporting period is active. When the reporting period is active, project managers can associate projects to it. 344 Administration Guide

345 Earned Value Reporting Periods Default: Selected 4. Select one of the following as the period type: Values: Weekly, Monthly, Quarterly, Annually 5. Define the reoccurrence of the selected period type: Weekly Frequency. Defines the weekly interval (range 1-52) and the day of the week (Sunday through Saturday) on which the period starts. For example, to define the reoccurrence to be every two weeks, enter 2, or to define it to be twice a year, enter 26. Default: Weekly on Sundays starting this Sunday. Monthly Frequency. Defines the monthly interval on which the period is to start. Choose to have the reoccurrence start on a specific day (range 1-31) each month, or choose to have the reoccurrence start at monthly intervals (First, Second, Third, Fourth, or Last) on a specific day of the week (Sunday through Saturday). Default: Monthly starting on the first day of the month. Quarterly First Quarter Starts. Defines the month (January through December) on which the period's first quarter is to start. Frequency. Defines the quarterly interval on which the period is to start. Choose to have the reoccurrence start on a specific day (range 1-31) of the month each quarter, or choose to have the reoccurrence start at quarterly intervals (First, Second, Third, Fourth, or Last) on a specific day of the week (Sunday through Saturday). Default: Quarterly starting on January 1 Annually Every. Defines the month (January through December) on which the period is to start. Frequency. Defines the annual interval on which the period is to start. Choose to have the reoccurrence start on a specific day (range 1-31) of the month each year, or choose to have the reoccurrence start at annual intervals (First, Second, Third, Fourth, or Last) on a specific day of the week (Sunday through Saturday). Default: Annually starting on January 1 6. Click Submit. The new reporting period is created and displays in the list. Chapter 11: Earned Value Management Configurations 345

346 Earned Value Reporting Periods View a List of Earned Value Reporting Periods You can view a list of earned value reporting periods on the Earned Value Reporting Periods list page. To view a list of earned value reporting periods 1. Select EV Reporting Period from the Earned Value Management menu. The Earned Value Reporting Periods list page appears. Edit Earned Value Reporting Periods You can edit earned value reporting periods using the Earned Value Reporting Period: Update page. All of the fields that display on this page are the same fields that you defined when you first created the earned value reporting period. To edit an earned value reporting period 1. Open the earned value reporting period. The Earned Value Reporting Period: Update page appears. 2. Edit the following general fields: Name ID Defines the reporting period's name. Defines the reporting period's unique identifier. Description Active Defines the reporting period's description. Indicates if this reporting period is active. When the reporting period is active, project managers can associate projects to it. Default: Selected 3. Select one of the following as the period type: Values: Weekly, Monthly, Quarterly, Annually 346 Administration Guide

347 Earned Value Reporting Periods 4. Define the reoccurrence of the selected period type: Weekly Frequency. Defines the weekly interval (range 1-52) and the day of the week (Sunday through Saturday) on which the period starts. For example, to define the reoccurrence to be every two weeks, enter 2, or to define it to be twice a year, enter 26. Default: Weekly on Sundays starting this Sunday. Monthly Frequency. Defines the monthly interval on which the period is to start. Choose to have the reoccurrence start on a specific day (range 1-31) each month, or choose to have the reoccurrence start at monthly intervals (First, Second, Third, Fourth, or Last) on a specific day of the week (Sunday through Saturday). Default: Monthly starting on the first day of the month. Quarterly First Quarter Starts. Defines the month (January through December) on which the period's first quarter is to start. Frequency. Defines the quarterly interval on which the period is to start. Choose to have the reoccurrence start on a specific day (range 1-31) of the month each quarter, or choose to have the reoccurrence start at quarterly intervals (First, Second, Third, Fourth, or Last) on a specific day of the week (Sunday through Saturday). Default: Quarterly starting on January 1 Annually Every. Defines the month (January through December) on which the period is to start. Frequency. Defines the annual interval on which the period is to start. Choose to have the reoccurrence start on a specific day (range 1-31) of the month each year, or choose to have the reoccurrence start at annual intervals (First, Second, Third, Fourth, or Last) on a specific day of the week (Sunday through Saturday). Default: Annually starting on January 1 5. Click Submit. Your edits are saved. Chapter 11: Earned Value Management Configurations 347

348

349 Chapter 12: Reports and Jobs CA Clarity PPM provides a reports and jobs framework that enables: Users and administrators to run and schedule reports and jobs. Administrators to add and manage reports and jobs, which includes managing parameters, categories, and user access. This section contains the following topics: The Reports and Jobs Framework (see page 349) Report and Job Notifications (see page 353) Access to Reports and Jobs (see page 353) About the CA Clarity Universe for Reports (see page 353) CA Clarity PPM Business Objects Universes (see page 354) System Reports versus User-Defined Reports (see page 354) How to Create User-Defined Reports (see page 355) How to Set Up CA Clarity PPM for Reports (see page 356) CA Clarity PPM Business Objects Security Groups (see page 357) Develop New Jobs (see page 358) View and Edit Report and Job Definitions (see page 362) Run or Schedule Jobs to Run (see page 378) Scheduled Job Runs (see page 378) Report and Job Categories (see page 384) View the Job Log (see page 385) Access Rights to Manage Reports or Jobs (see page 385) The Reports and Jobs Framework The reports and jobs framework enables administrators to make reports and jobs available to users. It also enables users to run or schedule reports or jobs to run and to view generated reports or job logs. Chapter 12: Reports and Jobs 349

350 The Reports and Jobs Framework Report and Job Definitions Report and job definitions describe the report or job and makes them available for users to run. Each stock report and job is shipped with a corresponding definition. The report and/or job definition must exist for users to run the report or job. A report definition and job definition consists of the following: General properties for naming the report or job definition, report or job description, selecting the content source, executable type, and executable file name. Parameters for filtering report data or specifying the scope of a job. Incompatible reports and jobs for identifying reports and jobs that cannot run concurrently with the selected report or job. Assigned categories for identifying groups of like reports and jobs. For example, finance-related jobs may be grouped in the financial processing category. User access for identifying the resources, OBS units, or groups of users who have rights to run or manage a report or job. The reports and jobs framework. 350 Administration Guide

351 The Reports and Jobs Framework Executable Types A report or job's executable type specifies the method that is used to execute the report or job. The method is determined by the job listener used. A report executable type executes a Business Objects Crystal Report. CA Clarity PPM uses Business Objects, a third party reports server, to generate reports. These reports are saved and are stored on a Business Objects server. For CA Clarity PPM to be aware of reports, report definition files must reference the correct executable name, which is the name under which the file is stored on the Business Objects server. A job must reference one of several executable types. Jobs are sets of actions that are used to perform automated administrative processes on a regular basis. For example, populating or refreshing database tables and running background processes. A job may be composed of queries, statements, or procedures. For CA Clarity PPM to be aware of jobs, job definition files must reference an executable for the method used. The following lists the job executable types: Persistence Meta Data (PMD) Executes a set of queries at regular intervals. PMD does not contain business logic. For example, the following PMD statement executes the Post Incident Financials job: itl.incidentcostcalc Extensible Business Language (XBL) Java Implements business logic and executes queries. XBL is considered a super-set of PMD. For example, the following XQL and XBL statements execute the Post Timesheets job and Time Slicing job, respectively: posttimesheets.xql and blobcrack#blobcrack.xbl (Use when you cannot implement the business logic XBL). Executes queries. Java is considered a super-set of XBL and PMD. For example, the following Java statement performs the Calendar Background Process: com.niku.calendar.scheduler. CalendarBackgroundProcess Chapter 12: Reports and Jobs 351

352 The Reports and Jobs Framework SQL Stored Procedure Implements business logic as a stored procedure when operations are data intensive. For data intensive operations, a SQL stored procedure is selected over Java for implementing business logic. For example, the following stored procedure executes the Remove Job Logs and Report Library Entries job: cmn_job_logs_delete_sp Report and Job Generation Available Reports or Jobs Scheduled Reports or Jobs Report Library and Job Log Users and administrators can run and schedule reports and jobs from CA Clarity PPM. They also can view generated report output and job logs. Note: See the Common Features and Personal Options User Guide for more information. on generating reports. Available Reports or Available Jobs pages list all reports or jobs to which a user or administrator has access. The report type is the user's view of the report or job definition. Each available report or job has one corresponding report or job definition and one report or job type. From this view, you can select a report or job type and set run criteria. Scheduled Reports or Scheduled Jobs pages list all scheduled run instances a user or administrator has created. A single report can have many scheduled runs. You can manage scheduled runs from this view, such as check status or modify schedules. The Report Library page lists all generated reports the user has access to view. The report instance is the output generated from a scheduled run. The Job Log page lists all jobs logs available for the user to view. Note: You must set the job log option on the Job Definition page in order to for the job log to generate. If the scheduled report or job run recurs, then an instance of the report or job log is generated for each recurrence. For example, if a scheduled report run is set to recur monthly, then an instance of that report is created each month. Reports run immediately can be viewed immediately after they are generated. You also have the option to save and share reports and jobs with others. Job logs run immediately or scheduled are stored in the job log upon completion. 352 Administration Guide

353 Report and Job Notifications Report and Job Notifications You can set up to have notifications sent with report or job completion status. Report and job notifications are sent when a report or job you initiated, scheduled, or have been assigned to has completed or failed. If a job fails, check the job log for additional information. You can configure the subject and body of reports and jobs notifications to meet your organization's requirements. If a job fails and you are set up to receive notifications when a job fails, the reason for the failure is included in the . The method in which notifications are received by a recipient is dependent on the notification method the resource specifies on the Account Settings: Notifications page. For example, recipients can choose to receive report and job notifications via an alert, , and SMS. See the CA Clarity Basics User Guide for more information. Access to Reports and Jobs You can access report and job definitions from the CA Clarity PPM Administration Tool. Use the Reports Definitions page to access reports and use the Job Definitions page to access jobs. To view these pages, click Reports and Jobs from the Data Administration menu. You can access available reports and jobs from the CA Clarity PPM application. To do this, click Reports and Jobs from the Personal menu. By default the Reports: Available Reports page appears. Note: See the Common Features and Personal Options User Guide for more information. About the CA Clarity Universe for Reports When you run the CA Clarity PPM report installation from CA Clarity System Administration, a CA Clarity PPM-specific universe (CA_Clarity Universe) is created and pushes the stock CA Clarity PPM reports to the universe. The report definitions reside in the universe, a semantic layer containing metadata required to run, manage, and maintain the reporting infrastructure and content. Chapter 12: Reports and Jobs 353

354 CA Clarity PPM Business Objects Universes CA Clarity PPM Business Objects Universes CA Clarity PPM provides the following stock Business Objects universes: CA PPM Investments Universe CA PPM Investment Financials Universe CA PPM Resource Universe CA PPM Timesheet Universe The universes let you create ad hoc documents and Crystal reports more easily. Each universe is designed to handle the reporting needs of the area it represents. Note: See the Business Objects Universes for CA Clarity PPM Reference Guide for more information. System Reports versus User-Defined Reports CA Clarity PPM reports are Crystal Reports objects that must be deployed on the Business Objects report server. A system report is any CA Clarity PPM stock report. You can only reorder parameters in system reports. Otherwise the properties of system reports cannot be modified. You can run the stock reports as designed. Note: See the Common Features and Personal Options User Guide for more information. A user-defined report is any report you customize from a stock report or create from scratch. The properties of user-defined reports can be modified. To create a new report from scratch, you must use the Business Objects Crystal Reports Designer client. You must have a license to create new reports, which you can obtain from Business Objects. Refer to the Business Objects documentation for steps on creating new reports. 354 Administration Guide

355 How to Create User-Defined Reports How to Create User-Defined Reports To store your custom reports and ensure that they do not get overwritten during an upgrade, create a subfolder for them under the CA Clarity folder located in the Business Objects Infoview folder. When you upgrade CA Clarity PPM, standard reports in the CA Clarity folder are overwritten by the upgrade, but the contents of a subfolder you create and place under the CA Clarity folder are not overwritten. If you need more that one subfolder for custom reports, you can create as many as you need and name the subfolders to indicate the type of custom reports stored in them (for example, PMO Reports). The following figure shows an example of a custom reports subfolder and demonstrates where to place it in the InfoView folder hierarchy. + Home + My Folders - Public Folders + Auditor - CA Reports - CA Clarity + CA Custom Reports You can name the folder to indicate what type of custom reports it contains (for example, PMO Reports). Note: The folder name along with the report name becomes part of the executable name used in the report definition. Use the following process to create a new user-defined report: 1. Create the report using the Crystal Developer client or the Web Intelligence Designer. 2. Save the report to the Business Objects repository by selecting Enterprise and navigating to the CA Custom Reports subfolder. 3. Create a report definition (see page 363). Use the following process to create a user-defined report from a stock report: 1. Copy the stock report from the CA Clarity folder to the new CA Custom Reports subfolder. 2. Open the report from the Crystal Developer client or the Web Intelligence Designer and make the required changes. 3. Save the report to the Business Objects repository by selecting Enterprise and navigating to the CA Custom Reports subfolder. Chapter 12: Reports and Jobs 355

356 How to Set Up CA Clarity PPM for Reports 4. Create a report definition (see page 363). How to Set Up CA Clarity PPM for Reports Some reports are dependent on other CA Clarity PPM settings or jobs to generate data. Follow these steps to ensure reports can produce meaningful data. To set up CA Clarity PPM for reports: 1. Specify how to convert currencies when values are rolled up. 2. Specify a range of dates to include in the report. 3. Set up monthly time periods. 4. Set up the work-in-progress (WIP) settings so that data displays in financial transactions reports. 5. To run resource reports, post all timesheets before the Datamart starts to ensure that all data is in the system. 6. Set up the Datamart to use the specified currency and the OBS to include in data extraction. 7. Set up the job scheduler to run the Datamart Extraction job. 8. Set up reporting permissions by associating users with CA Clarity PPM Business Objects security groups (see page 357). 9. Run the Update Business Objects Reports Tables job so that the database tables are populated correctly for reports 356 Administration Guide

357 CA Clarity PPM Business Objects Security Groups CA Clarity PPM Business Objects Security Groups CA Clarity PPM provides basic Business Objects security groups. You can use the groups as is or extend them by modifying their security permissions for your own requirements. These security groups provide various levels of security to ensure that users within the groups can run, create, or administer BO reports. Once you have defined and configured your security groups, you must add users to these groups (that is, by having users join the groups). Best Practice: These CA Clarity PPM security groups that are created within Business Objects are overridden during an upgrade or when applying patches. Create your own groups using the CA Clarity PPM security groups as templates and change them as needed to avoid losing your security permission settings. You can view or modify these groups from the Business Objects Central Management Console (CMC) by selecting Users and Groups, and navigating to the Groups Hierarchy list: CA Clarity PPM provides the following security groups: CA-PPM-Reporting-User Users can run Business Objects reports within CA Clarity PPM and BusinessObjects InfoView. Users can only view the report history on their own executed report instances. CA-PPM-Reporting-Designer-User This group includes all the access available to the CA-PPM-Reporting-User group. In addition, users can: Create and update universe definitions using the Business Objects Universe Designer. Create Web Intelligence reports and publish reports. Create Crystal report definitions using the Business Objects Crystal Reports Designer client. Upload Crystal report definitions from InfoView. Run Import Wizard. Chapter 12: Reports and Jobs 357

358 Develop New Jobs CA-PPM-Reporting-Admin-User This group includes all the access available to the CA-PPM-Reporting-User group. In addition, users can: Create and update Business Objects users. Grant and remove access to the Business Objects folders, report definitions and instances, universes, and applications. Develop New Jobs CA Clarity PPM provides many stock jobs. If you cannot find a job that satisfies your requirements, you can also develop new customer-specific jobs. You must have programming experience to develop new jobs, such as writing queries, statements, procedures, and Java classes. To create a new job 1. Pick a method that best addresses the job you want to create and then write the queries, statements, or procedures for it. Guidelines for SQL stored procedure executable types. Guidelines for Java executable types. 2. Deploy the executable. 3. Create a job definition for the new job by referencing the executable type and name of the method. To enable the background scheduler to clean up all processing jobs at start up, you can set the isprimary attribute on the jobschedulerinstance element in properties.xml to true. Setting this attribute to true is useful when the background server shuts down and restarts while a job is executing. 358 Administration Guide

359 Develop New Jobs SQL Stored Procedure Guidelines for Creating Jobs When creating a new job using SQL stored procedures, you must pass the P_JOB_RUN_ID and P_JOB_USER_ID parameters. The parameter order for SQL stored procedures is important on SQL Server and Oracle. SQL Server We recommend the following when writing stored procedure for SQL server and for Oracle: The stored procedure must start as follows: CREATE PROCEDURE OR REPLACE PROCEDURE <my new job> NUMERIC, ) Oracle The stored procedure must start as follows: CREATE OR REPLACE PROCEDURE <my new job> ( P_JOB_RUN_ID IN NUMBER, P_JOB_USER_ID IN NUMBER, ) AS <procedure body> Other parameters are passed in the order they are listed in the Job Definition: Parameters page. Chapter 12: Reports and Jobs 359

360 Develop New Jobs Java Guidelines for Creating Jobs If you select Java as the executable type, use the following steps to create Java class, deploy and register it. To create a Java job 1. Create a Java class that performs the background processing. This class must implement the com.niku.union.interfaces.schedulerlistener interface. You only need to implement the scheduledeventfired() method of this interface. 2. Implement the Java class using the scheduledeventfired() method of the following interface: com.niku.union.interfaces.schedulerlistener 3. Compile the Java class. Make sure the compiler's CLASSPATH is aware of the following: $NIKU_HOME/lib/union.jar Note: Go to the Java Sun Microsystems web site for more information on creating a JAR file. For example, the following JAR command creates a JAR file from a Java class, jar cf mybackgroundjob.jar mybackgroundjob.class 4. Deploy by placing the executable (for example, mybackgroundjob.class) in the $NIKU_HOME/lib directory. 5. Register this job by creating a job definition. For the executable name, enter one of the following: The valid class name. For example, mybackgroundjob. The fully qualified class name if you made this class a part of a package. For example, com.myserver.jobs.background.mybackgroundjob. 6. For Weblogic or WebSphere, repackage niku.ear and redeploy it. Java Class Background Jobs (sample code) import com.niku.union.interfaces.jobschedulercontext; import com.niku.union.interfaces.schedulerlistener; /** * Kicks off a background process. * This class is primarily used by CA Clarity PPM Job Scheduler. Ken Chen */ public class mybackgroundjob implements SchedulerListener { /** * Constructor for the mybackgroundjob object */ public mybackgroundjob() { } /** * Kicks off the background processing. 360 Administration Guide

361 Develop New Jobs * jobcontext_ Contains information required by job. Exception */ public void scheduledeventfired(jobschedulercontext jobcontext_) throws Exception { /** * The JobSchedulerContext parameter contains the Job definition ( * jobcontext_.getjob() ) and the Job definition contains the value of the * OutputPath parameter defined for the scheduled report in Clarity. * * String outputpath = jobcontext_.getjob().getrunoutputpath(); * File f = new File(outputPath, "myoutput.txt"); */ if(jobcontext_ == null) { throw new Exception("Invalid JobContext"); } try { dosomework(); } catch (Exception e) { throw new Exception("Cannot dosomework()::" + e); } } private void dosomework(jobschedulercontext jobcontext_) throws Exception { } // Write your background processing logic here. // One important and useful thing you can get out of // jobcontext_ is the SecurityIdentifier. // SecurityIdentifier gives you handle to current user // information under which job is executed. // The user who often schedules the job. // is "scheduler". String username = jobcontext_.getsecurityidentifier().getusername(); // // username = "scheduler" // String sessionid = jobcontext_.getsecurityidentifier().getsessionid(); // // sessionid is the unique identifier for the job. // Every time job is invoked, sessionid will be different. //...job does its work. } Chapter 12: Reports and Jobs 361

362 View and Edit Report and Job Definitions View and Edit Report and Job Definitions View a List of Report and Job Definitions Use the Job Definitions page to view a list of all available reports and jobs definitions. You can edit only user-defined reports. To view a list of report and job definitions 1. Select Reports and Jobs from the Data Administration menu and select the Report and Job Definitions tab. 2. On the Jobs Definitions page, browse for or filter the report or job definitions you want to manage. Note: See the Common Features and Personal Options User Guide for more information. 3. Do one of the following: Create a new report or job definition. Edit the properties of a user-defined report or job definition. Activate, deactivate, or delete report or job definitions. Activate Reports or jobs Reports and jobs must be activated in order to run them. Deactivate Reports or Jobs To activate a report or job 1. On the Jobs Definitions page, select reports or jobs that are not active (that is, a check mark is not displayed in the Active column). 2. Click Activate. Delete Report or Job Definitions Reports or jobs must be deactivated when you are updating their definitions or want to suspend their usage. You can only deactivate user-defined jobs. To deactivate a report or job 1. On the Jobs Definitions page, select the check box next to each active reports or jobs (that is, a check mark is displayed in the Active column) that you want to deactivate. 2. Click Deactivate. Reports or jobs are deleted only when you are certain they are no longer run. If you are unsure, deactivate them. 362 Administration Guide

363 View and Edit Report and Job Definitions To delete a report or job 1. On the Jobs Definitions page, select the check box next to each report or job that you want to delete. 2. Click Delete. Create New Report or Job Definitions Use the [Report/Job] Definition pages to add new report or job definitions. You may need to create a new report or job definition if you created a user-defined report or developed a new job. To create a new report or job definition 1. Click Reports and Jobs from the Data Administration menu and click the Report and Job Definitions tab. The Jobs Definitions page appears. 2. Click New. The [Report/Job] Definition: Properties page appears. 3. Complete the following fields, and click Save and Continue: [Report/Job] Definition Name Defines a unique name for the report or job definition. [Report/Job] Definition ID Defines the unique identifier for the report or job definition. This field is display only if you are editing an existing report or job definition. Content Source Identifies the content source for the report or job. Select from the list to indicate the content source. Description Active Describers the report or job definition, such as a summary of the report output. Indicates if the report or job definition has been activated. Chapter 12: Reports and Jobs 363

364 View and Edit Report and Job Definitions Executable Type Specifies the executable type. This determines if the definition is a report or a job type. Values: Report. Defines the definition as a report definition. Java PMD SQL Stored Procedure XBL Default: Report Executable Name Defines the executable name for the report or job type you are defining. Values: Report. Enter the path and file name of the report as it is stored in the Business Objects InfoView folder. All report executable names are relative to the CA Clarity folder in InfoView. If the report is stored in the CA Clarity folder, only the file name of the report is entered (for example, Budget Forecast Analysis). If the report is stored in a subfolder under the CA Clarity folder, both the subfolder name and file name are entered in the field, separated by a forward slash. Example: CA Custom/Project Milestone Summary, where CA Custom is the folder and Project Milestone Summary is the file name. Java. Enter the class path (for example, com.niku.security. CleanUserSessionListener). PMD. Enter the PMD statement set name (for example, itl.incidentcostcalc) SQL Stored Procedure. Enter the name of the stored procedure (for example, IMM_ASSIGN_INCIDENT). XBL. Enter the XBL file name using the format, component#filename (for example, projmgr#projects/purgeprojects.xbl). 364 Administration Guide

365 View and Edit Report and Job Definitions The Parameters page appears. 4. Click New. The Parameter page appears. 5. Define the following parameters for the report or job definition, and click Save and Continue: Parameter Label Indicates the parameter name that users see. Bind Parameter Code Type Defines the parameter's bind code. For example, if the job executable type is an SQL stored procedure and the SQL stored procedure parameter name is "P_JOB_RUN_ID", then the bind parameter code is "P_JOB_RUN_ID". To map a parameter on a Business Objects report to a parameter in the CA Clarity PPM Report definition, the value of the CA Clarity PPM bind parameter code should be the same as the parameter name defined on the Crystal Report or Web Intelligence Report. Indicates the type of field for the parameter. Select a field type from the drop-down. If you select Browse or Pull-down, you must indicate whether the parameter is a multi-select or single-select lookup style and select a lookup using the Browse icon. If the parameter is a multi-select style, ensure that the Crystal Reports or Web Intelligence parameter is marked so as to allow multi-value selection. For example, on the Crystal Report parameter, you need to set "Allow multiple values=true". Default Indicates the read-only value of the parameter. Required if Read-only is selected. Required Indicates when selected that the parameter must have a value entered by users. Read-only Indicates that the parameter will be read-only if the field is selected. If you select Read-only, you must provide a value for the parameter in the Default field. Chapter 12: Reports and Jobs 365

366 View and Edit Report and Job Definitions You must define all report parameters that will be passed to the reports server from CA Clarity PPM regardless of whether the report is executed directly from CA Clarity PPM or indirectly from a link in another report. The Job Definition: Parameter Order page appears. 6. Set up the layout of the page, and click Save and Continue. The Job Incompatibilities page appears. 7. Compile a list of reports or jobs that cannot run concurrently with this report or job. 8. Select Associated Categories from the content menu. The Job Definition: Associated Categories page appears. 9. Complete the following steps: a. Click Add to assign categories to this report or job. The Select Job Categories page appears. b. Select a job category and click Add. The Job Definition: Associated Categories page appears. c. Click Continue. The Job Definition: Full Access View page appears. 10. Use the access pages to grant resources, groups, or OBS units rights to edit the report or job definition in the Administration Tool or to run the report or job from CA Clarity PPM. This grants instance access rights to this report or job. 11. Click Exit. The report or job definition is created. 366 Administration Guide

367 View and Edit Report and Job Definitions Edit Report or Job Definition Properties Use the [Report/Job] Definition: Properties page to edit the report or job's definition properties. To edit a report or job's definition properties 1. Select Reports and Jobs from the Data Administration menu. The Report Definitions page appears. 2. To edit a job definition, select the Job Definition tab. The Job Definitions page appears. 3. Click name of the job or report definition you want to edit. The [Report/Job] Definition: Properties page appears by default. 4. Edit the following: [Report/Job] Definition Name Defines the unique name for the report or job definition. [Report/Job] Definition ID Defines the unique report or job identifier. Display only if you are editing an existing report or job definition. Content Source Identifies the content source. Description Active Describes the report or job definition, such as a summary of the report output. Indicates if the report or job definition is active. Executable Type Specifies the executable type. This determines if the definition is a report or a job type. Values: Report. Defines the definition as a report definition. Java PMD SQL Stored Procedure XBL Default: Report Chapter 12: Reports and Jobs 367

368 View and Edit Report and Job Definitions Executable Name Defines the executable name for the report or job type. Values: Report. Enter the path and file name of the report as it is stored in the Business Objects InfoView folder. All report executable names are relative to the folder in InfoView. If the report is stored in the CA Clarity folder, only the file name of the report is entered (for example, Budget Forecast Analysis). If the report is stored in a subfolder under the CA Clarity folder, both the subfolder name and file name are entered in the field, separated by a forward slash (for example, CA Custom Reports/Project Milestone Summary, where CA Custom Reports is the folder and Project Milestone Summary is the file name). Java. Enter the class path (for example, com.niku.security. CleanUserSessionListener). PMD. Enter the PMD statement set name (for example, itl.incidentcostcalc) SQL Stored Procedure. Enter the name of the stored procedure (for example, IMM_ASSIGN_INCIDENT). XBL. Enter the XBL file name using the format, component#file name (for example, projmgr#projects/purgeprojects.xbl). Enable Log (For jobs only) Indicates if a log is generated when the job is run. Upon completion or failure of a job, you can view the job's log. Enable Output (For jobs only) If the job generates output (that is, in addition to the log), select Yes and then enter the output path. 5. Click Save and Exit. The report or job definition properties are updated. 368 Administration Guide

369 View and Edit Report and Job Definitions About Report and Job Definition Parameters Report and job parameters enable users who run reports or jobs to filter data in a report or to specify the scope of a job. Use the [Report /Job] Definition: Parameters page to manage the parameters of user-defined report or job definitions. To view this page, open the report or job definition and click Parameters from the content menu. Note: If you add a new parameter, make an existing parameter required, or remove a parameter from a report or job definition, scheduled runs are cancelled and their run status changes to "Cancelled". Saved parameter entries are also deleted. View a List of Report or Job Definition Parameters To view a list of report and job parameters 1. Click Reports and Jobs from the Data Administration menu. The Report Definitions page appears listing the report definitions. 2. To view a list of job definition parameters, select the Job Definition tab. The Job Definitions page appears listing the job definitions. 3. Click name of the job or report definition you want to view parameters. The [Report/Job] Definition: Properties page appears by default. 4. Click Parameters from the content menu. The [Report/Job] Definition: Parameters page appears listing the report/job parameters. Chapter 12: Reports and Jobs 369

370 View and Edit Report and Job Definitions Add New Report or Job Definition Parameters To add a new report or job definition parameter 1. Click Reports and Jobs from the Data Administration menu. The Report Definitions page appears listing the report definitions. 2. To add new job definition parameters, select the Job Definition tab. The Job Definitions page appears listing the job definitions. 3. Click name of the job or report definition you want to add new parameters. The [Report/Job] Definition: Properties page appears by default. 4. Click Parameters from the content menu. The [Report/Job] Definition: Parameters page appears listing the report/job parameters. 5. Click New. The Parameters page appears. 6. Define the parameter and click Submit and Exit. The new parameter is created. Define Report and Job Definition Parameters To define a report or job definition's parameters 1. Click Reports and Jobs from the Data Administration menu. The Report Definitions page appears listing the report definitions. 2. To define job definition parameters, select the Job Definition tab. The Job Definitions page appears listing the job definitions. 3. Click name of the job or report definition you want to define parameters. The [Report/Job] Definition: Properties page appears by default. 4. Click Parameters from the content menu. The [Report/Job] Definition: Parameters page appears listing the report/job definition's parameters. 5. Click the label of the parameter you want to edit. The Parameter page appears. 6. Enter the following: Parameter Label Defines the name of the parameter, which is displayed to users running the report or job. 370 Administration Guide

371 View and Edit Report and Job Definitions Bind Parameter Code Defines the parameter's bind code. For example, if the job executable type is an SQL stored procedure and the SQL stored procedure parameter name is "P_JOB_RUN_ID", then the bind parameter code is "P_JOB_RUN_ID". Chapter 12: Reports and Jobs 371

372 View and Edit Report and Job Definitions Type Specifies the parameter field type that is displayed to users when they select parameters to run their report or job. Values: Browse. Select this type when you have a long list of values that users can browse. Users click the Browse icon to select a single value from the lookup (that is, list of values) displayed. Example: Checkbox. Select this type to select boolean values (true/false). Example: Date. Select this type for date parameters. Users who are running reports or jobs can either enter a date or select a date from a calendar. Example: Pull-down. Select this type when you have a list of values that users can select from a drop-down list. Users click the Browse icon to select a single value from the lookup (that is, list of values) displayed. Example: Relative Date. Use this type to display a field to allow users to select a date relative to the day the report or job is run. The relative dates are presented in a drop-down list of calendar periods. Examples include Start of Current Year, Start of Current Week, and End of Current Year. Example: Text. Use this type to display a text field to users who are running reports or jobs. Example: 372 Administration Guide

373 View and Edit Report and Job Definitions Time Period. Use this type to display a field from which users can select a time period relative to the day the report or job is run. The drop down provides system-defined periods. Examples include Start of Next Period, Start of Previous Period, and End of Next Period. Example: Note: You must save changes to set default values for browse or pull-down parameter types. Lookup Style Indicates a parameter's lookup style. Choose either: Single-select. Allows users to select only one value for the lookup. Multiple-select. Allows users to select multiple values from a lookup. For example, a user could select multiple managers to appear on a report. Browse Identifies the lookup that supplies values for the browse list if Browse type is selected. Click the Browse icon to select a lookup. Default Indicates the read only value that is to display in the parameter field if it is defined as display-only. Required Specifies whether you want to require users to provide a value for this parameter setting; the criteria to run the report or job. Read-only Specifies whether you want to make this parameter display to users running the report or job as display-only. Note: Read-only parameters must have default values. 7. Click Submit. The new report/job definition's parameter is defined. Chapter 12: Reports and Jobs 373

374 View and Edit Report and Job Definitions Delete Report and Job Definition Parameters You can the delete parameters of user-defined reports or jobs. To delete a report and job definition parameter 1. Click Reports and Jobs from the Data Administration menu. The Report Definitions page appears listing the report definitions. 2. To delete job definition parameters, select the Job Definition tab. The Job Definitions page appears listing the job definitions. 3. Click name of the job or report definition you want to delete parameters. The [Report/Job] Definition: Properties page appears by default. 4. Click Parameters from the content menu. The [Report/Job] Definition: Parameters page appears listing the report/job definition's parameters. 5. Select the check box next to the parameter you want to delete, and click Delete. The parameter is deleted. 374 Administration Guide

375 View and Edit Report and Job Definitions Reorder Report or Job Definition Parameters Parameters are displayed to users in the order they were added to the report or job definition. Use the [Report/Job] Definition: Parameter Order page to change order of parameters. The order of parameters is important for SQL Stored Procedure jobs. You cannot access this page if no parameters are defined for the report or job. To reorder report or job definition parameters 1. Click Reports and Jobs from the Data Administration menu. The Report Definitions page appears listing the report definitions. 2. To reorder job definition parameters, select the Job Definition tab. The Job Definitions page appears listing the job definitions. 3. Click name of the job or report definition you want to reorder parameters. The [Report/Job] Definition: Properties page appears by default. 4. Click Parameter Order from the content menu. The [Report/Job] Definition: Parameter Order page appears listing the report/job parameters. 5. Select the parameter you want to reorder, use the arrows to move the parameter up or down the list, and click Save and Exit. The parameter is reordered. About Incompatible Report and Job Definitions Some reports, jobs, or instances of the same report or job cannot run at the same time. For example, you cannot concurrently run reports or jobs with the Datamart Extraction job if they are dependent on data resulting from the datamart extraction. Use the Job Incompatibilities page to identify the reports and jobs that cannot run at the same time as the selected report or job. You can also delete reports and jobs form this list if they become compatible. If you schedule to run an incompatible report or job listed, the scheduled run time of the incompatible reports or jobs is postponed until the running report or job completes. Chapter 12: Reports and Jobs 375

376 View and Edit Report and Job Definitions View a List of Incompatible Report or Job Definitions To view the incompatibility list Identify Incompatible Reports and Jobs 1. From the Data Administration, Reports and Jobs menu, select the Job Definition tab. 2. On the Job Definitions page, browse for or filter report or job definitions you want to edit. Note: See the Common Features and Personal Options User Guide for more information. 3. Click the Job Definition link to edit the job or report definition and click Incompatible Jobs from the content menu. 4. On the Job Incompatibilities page, browse for or filter incompatible reports or jobs. To identify incompatible reports and jobs 1. On the Job Incompatibilities page, click Add. 2. On the Select Job Definitions page, select the check box next to each report and job that cannot run with this report or job. Many reports or jobs may be incompatible with themselves (i.e., you cannot concurrently run multiple instances of the same report or job). 3. Click Add to add the incompatible report(s) or job(s) and return to the previous page. Remove Reports and Jobs from the Incompatibility List To delete reports and jobs from the incompatibility list 1. On the Job Incompatibilities page, select the check box next to each report or job to remove from the incompatibility list of this report or job. 2. Click Delete. Associate Report and Job Definitions with Categories Reports and jobs can be associated with categories that group reports and jobs in meaningful ways. Users running reports or jobs can use categories to filter reports and jobs. Use the [Report/Job] Definition: Associated Categories page to add or remove reports and groups from categories. 376 Administration Guide

377 View and Edit Report and Job Definitions View the Incompatibility List To view the incompatibility list Associate Categories with a Report or Job Remove Reports or Jobs from Categories 1. From the Data Administration, Reports and Jobs menu, click the Job Definition tab. 2. On the Job Definitions page, browse for or filter report or job definitions you want to edit. Note: See the Common Features and Personal Options User Guide for more information. 3. Click the Job Definition link to edit the job or report definition and click Associated Categories from the content menu. To associate a category with a report or job 1. From the Data Administration, Reports and Jobs menu, click the Job Definition tab. On the Job Definitions page, browse for or filter report or job definitions you want to edit. Note: See the Common Features and Personal Options User Guide for more information. 2. Click the Job Definition link to edit the job or report definition and click Incompatible Jobs from the content menu. 3. On the [Report/Job] Definition: Associated Categories page, click Add. 4. On the Select Job Categories page, select the check box next to each category you want to associate with the report or job. 5. Add the selections or continue to add more. The categories are updated to contain the new entries. To remove a report or job from a category 1. On the [Report/Job] Definition: Associated Categories page, select the check box next to each category you want to remove the report or job from. 2. Click Remove. Chapter 12: Reports and Jobs 377

378 Run or Schedule Jobs to Run Run or Schedule Jobs to Run You can view a list of all jobs that you have access to and run the job immediately or schedule it to run at a later time using the Jobs: Available Jobs page. To run or schedule jobs to run 1. Select Reports and Jobs from the Personal menu. The Reports: Available Reports page appears. 2. Select the Jobs tab and then the Available Jobs subtab. The Jobs: Available Jobs page appears. 3. Click the job type link for the job you want to run or schedule to run. The Job Properties page appears. 4. Define the job's run properties as needed and submit your changes. The job runs immediately or at its scheduled time. Scheduled Job Runs Use the Jobs: Scheduled Job page to check the run times of a job and to check the run status. All scheduled runs (except deleted ones) are listed regardless of their status. Use the Jobs: Scheduled Jobs page to view the status of scheduled runs. A scheduled run can have one of the following statuses: Cancelled. The scheduled run was stopped and future recurring runs permanently cancelled. Completed. The single, non-recurring scheduled run has completed. If the job definition is set to generate a log, you can view it in the Job Log. Note: Recurring scheduled runs never show a status of "Completed". Paused. The scheduled run is stopped temporarily. Running. The scheduled run is in progress. Scheduled. The scheduled run will start executing the job on its prescribed date and time. Waiting. The scheduled run has reached its scheduled run date and time, but cannot start executing the job until an incompatible report or job completes running. Pending for Process Engine. This status only appears if the process engine is not running prior to running the Assign Incident job. 378 Administration Guide

379 Scheduled Job Runs Define or Edit Scheduled Job Run Properties You can edit the properties of scheduled job runs that have statuses of "Cancelled" or "Completed" using the Job Properties page. Otherwise, you can only view job run properties. Note: If a job is scheduled to run only once, you can only edit its properties prior to the scheduled run time. To define or edit a scheduled job run's properties 1. Select Reports and Jobs from the Personal menu. The Reports: Available Reports page appears. 2. Select the Jobs tab and then the Available Jobs subtab. The Jobs: Available Jobs page appears. 3. Click the job type link for the job you want to define or edit. The Job Properties page appears. 4. Change the properties as desired in the following sections of the page: General Edit the name of the job. For scheduled runs, you can change the name to distinguish each instance of a run. For example, Retailing Banking - Monthly Rate Extraction run. For submitted scheduled job entries, a read only job ID and status is displayed. Parameters Set the parameters as desired. The parameters that are displayed vary based on the job you have open. If this section is not displayed, then no parameters were defined by your CA Clarity PPM administrator. Click Save Parameters if you want to save the defined set of parameters for reuse. Saved parameters display in the list on the Jobs: Available Jobs list page below the job type from which it is based. Chapter 12: Reports and Jobs 379

380 Scheduled Job Runs When Select the Immediately check box to run the job now and the Scheduled check box to schedule the job to run later. If you schedule the job to run, do the following: To run the job on a specific date, enter a future start date. Enter the start time in hours and minutes. To run the job at a recurring time, click the Set Recurrence link. Set the recurrence, such as weekly or monthly. Notify You can also set the recurrence of a scheduled job by using the UNIX Crontab. To use crontab to set the recurrence, select Use UNIX Crontab Entry Format and enter the schedule. For example: 0 0 1,15 * * means run the job at midnight on the 1st and 15th of every month. Note: See Sun Microsystem s documentation web site for more information on the UNIX Crontab format and special character usage. Specifies the users or groups who should receive job status notifications. Sharing Specifies the users and groups who can view the job log. 5. Submit your changes. 380 Administration Guide

381 Scheduled Job Runs Pause or Resume Scheduled Runs On the Jobs: Scheduled Jobs page, you can pause any job with a status of "Scheduled" and resume any paused job. Pausing a run temporarily stops a job from running. When in this state, the job cannot run at its scheduled time until you resume it. When you resume a job, it will run at its next schedule run time. To pause or resume a scheduled run 1. From the CA Clarity PPM application, select Reports and Jobs from the Personal menu. 2. Select the Jobs tab and the Scheduled Jobs subtab. The Jobs: Scheduled Reports page appears. 3. Browse for or filter the scheduled runs. Note: See the Common Features and Personal Options User Guide for more information. 4. Select the check box next to the scheduled run you want to pause or resume. 5. Do one of the following: a. Click Pause. The status changes to "Paused". b. Click Resume. The status changes to "Scheduled". The job will run at the next scheduled time. View Status of Scheduled Job Runs To view the status of a scheduled run 1. From the CA Clarity PPM application, select Reports and Jobs from the Personal menu. The Reports: Available Reports page appears. 2. Click the Jobs tab and then the Scheduled Jobs subtab. The Jobs: Scheduled Jobs page appears. 3. Browse for or filter the scheduled runs. The jobs display in the list. 4. Check their status. Note: See the Common Features and Personal Options User Guide for more information. Chapter 12: Reports and Jobs 381

382 Scheduled Job Runs Cancel Scheduled Job Runs You can cancel a schedule job run from the Jobs: Scheduled Jobs list page. Canceling a scheduled job run stops the job immediately and cancels any future runs, but continues running in the background. A cancelled job remains in the scheduled jobs list with a status of "Cancelled", and this status takes some time to reflect in the Jobs: Scheduled Jobs list page. Once you cancel a job run, you cannot change its status or edit any of its properties. To cancel a scheduled job run 1. From the CA Clarity PPM application, select Reports and Jobs from the Personal menu. The Reports: Available Reports page appears. 2. Click the Jobs tab and then the Scheduled Jobs subtab. The Jobs: Scheduled Jobs page appears. 3. Browse for or filter the scheduled runs. The jobs display in the list. 4. Select the check box next to the scheduled run you want to cancel, and click Cancel Job. The scheduled job's status changes to "Cancelled". Note: See the Common Features and Personal Options User Guide for more information. Delete Scheduled Job Runs You can remove scheduled job runs with a status of "Cancelled" or "Completed" using the Jobs: Scheduled Jobs page. Removing scheduled runs does not delete the job type or any of the run's job logs. To delete a scheduled job run 1. From the CA Clarity PPM application, select Reports and Jobs from the Personal menu. Then click the Jobs tab and the Scheduled Jobs subtab. The Jobs: Scheduled Reports page appears. 2. Select the check box next to the scheduled run you want to delete, and click Delete Job. The job is deleted. 382 Administration Guide

383 Scheduled Job Runs Delete Saved Parameters You can delete saved job parameters. Saved parameters display in the list on the Jobs: Available Jobs list page below the job type from which it is based. To delete saved job parameters 1. From the CA Clarity PPM application, select Reports and Jobs from the Personal menu. The Reports: Available Reports page appears. 2. Select the Jobs tab and then the Available Jobs subtab. The Jobs: Available Jobs page appears. 3. Select the saved job parameter that you want to delete, and click Delete. The saved parameter is deleted and no longer displays on the Jobs: Available Jobs list page. Chapter 12: Reports and Jobs 383

384 Report and Job Categories Report and Job Categories View the List of Categories There is a set of categories that you can use to group reports or jobs in meaningful ways. Report or job categories are used to filter reports and jobs. Use the Job Categories page to add and remove reports and jobs from categories. You cannot create new categories or delete categories. To view a list of categories 1. Click Reports and Jobs from the Data Administration menu and then click the Job Categories tab. 2. On the Job Categories page, browse for or filter incompatible reports or jobs. Note: See the Common Features and Personal Options User Guide for more information. for information on using filters. To add reports or jobs to a category 1. On the Job Categories page, click the Category link to add reports or jobs to it. 2. On the Job Category Properties page, click Add. A list of available reports or job definitions appears. 3. Select check box next to each report or job you want to add to the category. 4. Click Add. The selected reports and jobs are added to the category. To remove reports or jobs from a category 1. On the Job Categories page, click the Category link to remove reports or jobs from it. 2. On the Job Category Properties page, select the check box next to the report or job you want remove from the category. 3. Click Remove. The selected reports or jobs are removed from the category. 384 Administration Guide

385 View the Job Log View the Job Log Use the Jobs: Log page to view information about a job's run or delete outdated job logs. A job log consists of a read only version of its run properties and lists job entries, times, and any messages. If a job fails, the log indicates the nature of the error. You can also schedule the Remove Job and Library job to remove job logs and report instances periodically from the Report Library or Job Log. To view or delete a job log 1. From the CA Clarity PPM application, select Reports and Jobs from the Personal menu. Then click the Jobs tab and the Log subtab. The Jobs: Scheduled Reports page appears. 2. Browse for or filter the scheduled runs. Note: See the Common Features and Personal Options User Guide for more information. Access Rights to Manage Reports or Jobs You will need the following access rights to manage reports and jobs, and to run or schedule jobs to run: Reports and Jobs - Administrator Allows you to view reports and manage job definitions and report and job categories. Reports and Jobs - Create Definition If the resource has the Report and Jobs - Administer Access right, this access right allows a resource to create, edit, and view report and job definitions. Reports and Jobs - Edit Definition - All If the resource has the Report and Jobs - Administer Access right, this access right allows a resource to edit any report or job definition. Chapter 12: Reports and Jobs 385

386 Access Rights to Manage Reports or Jobs Reports and Jobs - Edit Definition Allows you to view and change reports and job definitions. This access right is dependent on the Reports and Jobs - Administrator access right also being granted. Type: Instance Jobs - Access Allows user access to the jobs pages. This right is dependent on either the Jobs - Run - All right or the user being granted instance level rights such as Job - Run, Job - View Output or Job - Edit Properties. Job - Edit Properties Allows you to view and edit the properties of jobs to which you have access. This right also allows you to reschedule and view output for the jobs. Job - Run Allows you to do the following for jobs you have access to: run jobs, edit job properties, and view job output. This right is dependent on the Jobs - Access access right being granted. Jobs - View Output Allows you to view the output of the jobs you have access to. This right is dependent on the Jobs - Access access right being granted. 386 Administration Guide

387 Appendix A: Stock Job Descriptions Stock jobs are the jobs shipped with CA Clarity PPM. Here you will find a list of the jobs with the descriptions, requirements, and parameters needed to run the job successfully. This section contains the following topics: Assign Incident Job (see page 388) Autoschedule Project Job (see page 388) Batch Printing Job (see page 390) Calendar Background Process Job (see page 390) Clean User Session Job (see page 391) Create Business Objects Users Job (see page 391) Datamart Extraction Job (see page 392) Datamart Rollup - Time Facts and Time Summary Job (see page 393) Delete Process Instance Job (see page 394) Delete Investments Job (see page 395) Execute a Process Job (see page 396) Generate Invoices (see page 397) Import Financial Actuals Job (see page 398) Index Contents and Documents for Searches Job (see page 399) Investment Allocation Job (see page 399) LDAP - Synchronize New and Changed Users Job (see page 400) LDAP - Synchronize Obsolete Users Job (see page 400) Oracle Table Analyze Job (see page 401) Post Incident Financials Job (see page 401) Post Timesheets Job (see page 402) Post Transactions to Financial Job (see page 403) Purge Documents Job (see page 404) Purge Financial Tables Job (see page 405) Purge Temporary Hierarchy Data Job (see page 406) Rate Matrix Extraction Job (see page 407) Remove Job Logs and Report Library Entries Job (see page 408) Send Calendar Reminders Job (see page 408) Time Slicing Job (see page 409) Update % Complete Job (see page 409) Update Business Objects Report Tables Job (see page 410) Update Earned Value History Job (see page 411) Update Hierarchy Data Job (see page 413) Update Earned Value Totals Job (see page 414) Validate Process Definitions Job (see page 415) Appendix A: Stock Job Descriptions 387

388 Assign Incident Job Assign Incident Job The Assign Incident job is run as part of the Assign Incidents process. The Assign Incidents process is a stock process that shows you how to build processes around incidents. The first step in that process, "Assign IT Worker", invokes the Assign Incident job which is a stored procedure. This job finds the least utilized IT resource that has the appropriate permissions to work on the incident based on the incident category. The following are the parameters for the Assign Incident Job: Process Instance ID Defines the ID of the process instance that calls this job. Step Instance ID Defines the ID of the step instance within the process that calls this job. Step Action ID Defines the ID of the action instance within the step that calls this job. Autoschedule Project Job Requirements Parameters This job creates or overwrites tentative project schedules by automatically scheduling tasks based on task dependencies, constraints, priority order, and related date and resource logic. This job can be run concurrently with other instances of this job. Autoscheduling must be set up in project management. Note: See the Project Management User Guide for more information. Project Defines the specific project for which this job will begin scheduling tasks. Note that no projects are displayed if you do not have the Management - Schedule In Browser right. Only projects for which you have Project Management - View rights appear for selection. 388 Administration Guide

389 Autoschedule Project Job OBS Unit Defines the specific OBS unit for which this job will begin scheduling projects. No projects are processed if you do not have the Management - Schedule In Browser right. All projects that are contained in the OBS unit and for which you have the Project Management - View access right are autoscheduled. If both a project and an OBS unit are selected, the project is ignored and the OBS unit is used. Autoschedule Date Defines the date from which this job will begin scheduling tasks. Ignore Tasks Starting Before Defines the date to exclude all tasks that start before this date from the schedule. Ignore Tasks Starting After Defines the date to exclude all tasks that start after this date from the schedule. Resource Constraints Indicates if resource allocations are considered during autoscheduling and minimizes overallocation. Schedule from Finish Date Indicates if this job will schedule backwards from the finish to the start date, rather than from the start date to the finish date. Subnets Indicates if a separate critical path is calculated for each subnet. Honor Constraints on Started Tasks Indicates if this job will autoschedule the remaining work on this task according to its normal autoschedule logic, including any task constraints and dependencies. Schedule Assignments on Excluded Tasks Indicates if this job will change the task's resource assignment dates while autoscheduling, as long as the new dates stay within the task's existing start and finish dates. Start Successors on Next Day Indicates if the Autoscheduler will start all successor tasks on the next day. Publish After Scheduling Indicates if changes made to the tentative plan are automatically published to the Plan of Record at the end of autoscheduling. If publishing is allowed, the tentative plan is deleted and the project is unlocked. Appendix A: Stock Job Descriptions 389

390 Batch Printing Job Batch Printing Job This job processes batch billing information. It reads output from database tables, parses it, formats it, and sends the output to a file or printer. Printing for batch billing must be set up in the Financial Management module. This job cannot run concurrently with other instances of this job. Note: See the Financial Management User Guide for more information. Calendar Background Process Job Requirements Restrictions Parameters This job performs calendaring housekeeping functions such as removing temporary data and updating upcoming recurring events. None This job cannot run concurrently with other instances of this job. None 390 Administration Guide

391 Clean User Session Job Clean User Session Job Requirements Restrictions Parameters This job removes the session-based user data stored in the application for the resource logged in to the application. The criteria for removing the data is the creation date/time of the data and session expiration time length must be before the date/time this job runs. User data contains references to the resource logged in to the application and any session-based data, such as Shopping Carts and Search Results that may have persisted. None This job cannot run concurrently with other jobs including other instances of this job. None More Information: CA Clarity PPM Business Objects Security Groups (see page 357) Create Business Objects Users Job Requirements Parameters This job creates missing, active CA Clarity PPM non-ldap users on Business Objects and adds these users to the CA-PPM-Reporting-User User Group in Business Objects. Users are created with a blank password and are prompted to change the password when initially logging in to BusinessObjects Infoview. You can run this job immediately or on a scheduled basis. Business Objects must be configured and running. Note: See the Installation Guide for more information. None Appendix A: Stock Job Descriptions 391

392 Datamart Extraction Job Datamart Extraction Job Requirements This job extracts data from the transactional database tables and stores them in easily understood reporting tables. These tables are the foundation for most reports that are delivered with CA Clarity PPM and are used for any custom reports. For Microsoft SQL Server 2005 with the SQL Server Agent enabled, you must add the CA Clarity PPM administrator account to the SQLAgentUserRole role to run datamart extraction jobs. See Microsoft SQL Enterprise Manager documentation for details on adding user accounts to the SQLAgentUserRole role. (Recommended) Run this job after the Time Slicing job. You must define daily time slice definitions to have a from date at least three months prior to the current date. Remove any datamart extraction options as a datamart setting that is required for the job. This is a setting for the Datamart Rollup - Time Facts and Time Summary Job. (Optional) Set up Datamart stoplights. Configure the following Datamart settings: Datamart Currency Datamart Entity Datamart Extraction Options Project OBS Mapping Resource OBS Mapping Restrictions This job cannot run concurrently with the following jobs: Datamart Extraction Other instances of this job cannot exist. Datamart Rollup - Time Facts and Time Summary Delete Investments Import Financial Actuals Post Timesheets Post Transactions to Financial Recalculate Cost of Capital Fields Time Slicing 392 Administration Guide

393 Datamart Rollup - Time Facts and Time Summary Job Parameters None Datamart Rollup - Time Facts and Time Summary Job This is an optional job that populates the following time facts and time summary tables for resources who want to develop custom reports: NBI_PM_PT_FACTS NBI_FM_PT_FACTS NBI_RT_FACTS NBI_PM_PROJECT_TIME_SUMMARY NBI_FM_PROJECT_TIME_SUMMARY NBI_RESOURCE_TIME_SUMMARY The populated data is not used in standard CA Clarity PPM reports. Requirements (Recommended) Run this job after the Datamart Extraction job. Restrictions This job cannot run concurrently with the following jobs: Datamart Rollup - Time Facts and Time Summary Other instances of this job cannot exist. Datamart Extraction Delete Investments Parameters None Appendix A: Stock Job Descriptions 393

394 Delete Process Instance Job Delete Process Instance Job Requirements Restrictions Parameters This job deletes a process instance with a status of "Done" or "Aborted". None This job cannot run concurrently with other instances of this job. Process Name Defines the name of process instance to delete. Process Instance Status Defines the status of process instance you want to delete. Finish Date From Defines the date from which all completed process instances within the selected date range will be deleted. Finish Data To Defines the date to which all process instances within the selected data range will be deleted. Process Instance OBS Object Type Defines the object type of process instance you want to delete, such as project name or asset name. Initiated By Defines the name of the user who initiated the process instance you want to delete. Initiator OBS 394 Administration Guide

395 Delete Investments Job Delete Investments Job Requirements This job permanently deletes investments-projects, programs, applications, assets, products, ideas, services, and other work-and their associated data including investment hierarchy, financial data, tasks, timesheets, documents, and time periods when marked for deletion. Additional access right includes the <Investment> - Delete access right. The project meets the following conditions: Must be inactive. Must be marked for deletion. Cannot contain time entries. Cannot contain WIP entries. (Recommended) Back up all projects before running this job. Restrictions This job cannot run concurrently with the following jobs: Delete Investments (other instances of this job cannot exist) Datamart Extraction Datamart Rollup - Time Facts and Time Summary Import Financial Actuals Post Timesheets Post Transactions to Financial Time Slicing Parameters None Appendix A: Stock Job Descriptions 395

396 Execute a Process Job Execute a Process Job This job executes a process that is not associated with any object. Requirements None. Restrictions It can only execute the processes that you have access to. It can only execute non-object based processes (that is, processes without a primary object). Parameters Process ID The ID of the process to execute. 396 Administration Guide

397 Generate Invoices Generate Invoices Requirements This job takes a set of unprocessed transactions, matches them with best-fitting chargeback rules from the investment hierarchies, and applies the rule to generate chargeback transactions. An invoice header is generated for every unique combination of department and fiscal time period. If an invoice already exists for the department-fiscal time period combination, and if the invoice is locked, the job cannot generate new chargeback transactions against the invoice. Instead new chargeback transactions are created for an invoice in the next, unlocked fiscal time period. Any errors or warnings caused by running this job can be viewed and monitored by your finance manager. A financial structure must be set up, including entity, financial classes, and rate matrices. Credit and overhead rules must be defined. Investment debit or Standard debit rules must be defined to process chargebacks. Note: See the Financial Management User Guide for more information. WIP transactions must be posted. Note: See the Financial Management User Guide for more information. Restrictions This job cannot run concurrently with other instances of this job. Parameters Entity Defines the entity for which to generate invoices. Regenerate Indicates if this job will process all transactions or only new and updated transactions. Options: All. Regenerates the chargeback transactions by applying existing rules. New Transactions/Adjustments. Processes only new unprocessed transactions or adjustments. Appendix A: Stock Job Descriptions 397

398 Import Financial Actuals Job Lock/Submit Indicates if all invoices from prior periods are automatically locked and submitted. If an invoice is already locked (for example, a user may be actively reviewing it), automatic submit may not occur. Options: Lock/Submit or None Override Manual Locks Indicates if this job can temporarily unlock previously generated invoices and regenerate them. Import Financial Actuals Job Requirements Restrictions This job updates task assignments with actuals entered in financial transactions and WIP adjustments. The assignment ETC is decremented through the transaction entry date (as in a Fixed Loading Pattern). ETC in the future is not decremented even if the amount of actuals is greater than the amount of ETC in the time period being posted. None This job cannot run concurrently with the following jobs: Import Financial Actuals (Other instances of this job) cannot exist. Datamart Extraction Delete Investments Parameters None 398 Administration Guide

399 Index Contents and Documents for Searches Job Index Contents and Documents for Searches Job Requirements Restrictions Parameters This job indexes the search contents (such as activities, events, discussions, and action items) and documents in CA Clarity PPM. None This job cannot run concurrently with other instances of this job. None Investment Allocation Job Requirements Restrictions Parameters This job updates the ETCSUM and EACSUM fields for investments based on the resources allocated to the investment. It calculates the sum of the ETC values for all the investment's assignments and stores the value in the ETCSUM field, and calculates the sum of the EAC values for all the investment's assignments and stores the value in the EACSUM field. This job may influence data or performance in Demand Management. You can run this job immediately or on a scheduled basis. None None None Appendix A: Stock Job Descriptions 399

400 LDAP - Synchronize New and Changed Users Job LDAP - Synchronize New and Changed Users Job Requirements This job synchronizes users that were added or modified in the LDAP server with the CA Clarity PPM user table. LDAP must be configured to run this job. You must be an authenticated LDAP user to view this report. Restrictions This job cannot run concurrently with any other instances of this job. Parameters None LDAP - Synchronize Obsolete Users Job Requirements Restrictions Parameters This job deactivates users who have been marked "Inactive" or who have been removed from the LDAP server via the CA Clarity PPM user table. To schedule this job, you must select LDAP as an Available Job filter LDAP must be configured to run this job. This job cannot run concurrently with other instances of this job. None 400 Administration Guide

401 Oracle Table Analyze Job Oracle Table Analyze Job Requirements Restrictions Parameters This job refreshes statistics used to determine the best path or execution for a query. Statistics must be analyzed under certain circumstances, such as when the schema or the data volume has changed. None This job cannot run concurrently with other instances of this job. Schema Name Post Incident Financials Job Requirements Restrictions Parameters This financial processing job posts the transactions of incident effort entries to the general ledger account. Run this job when you want to track the cost of maintaining non-project investments in your organization. Effort must be entered for the incident. This job cannot run concurrently with other instances of this job. Effort From Date Defines the from-date to which effort has been posted for this job to process. Click the Select Date icon to select a specific date, or select a relative date from the drop-down. Effort To Date Defines the to-date to which effort has been posted for this job to process. Click the Select Date icon to select a specific date, or select a relative date from the drop-down. Appendix A: Stock Job Descriptions 401

402 Post Timesheets Job Post Timesheets Job Requirements Restrictions This job posts timesheets that were approved for at least five minutes, and time periods with finish dates in the past (at least five minutes ago). This job does the following: Updates the task assignments and the Transaction Import table with the actuals on the timesheets. Advances Estimate To Complete (ETC) past the time period for the posted timesheets on all task assignments of the corresponding resources. Note: See the Common Features and Personal Options User Guide for more information. Timesheets must be set up. This job cannot run concurrently with the following jobs: Post Timesheets (other instances of this job cannot exist) Datamart Extraction Delete Investments Parameters None 402 Administration Guide

403 Post Transactions to Financial Job Post Transactions to Financial Job Requirements Restrictions This job verifies and transfers data from the Transaction Import tables to the Financial Management tables. This data may be the result of posted timesheets or transactions imported from external systems. Financial Management must be set up. Timesheets must be set up. This job cannot run concurrently with the following jobs: Post Transactions to Financials (other instances of this job cannot exist) Datamart Extraction Delete Investments Parameters Transaction From Date Defines the from-date to which transactions have been posted for this job to process. Click the Select Date icon to define a specific date, or select a relative date from the drop-down. Transaction To Date Defines the to-date to which transactions have been posted for this job to process. Click the Select Date icon to define a specific date, or select a relative date from the drop-down. By default, if you do not enter a to date, this job will only post transactions up to the current date. Appendix A: Stock Job Descriptions 403

404 Purge Documents Job Purge Documents Job Requirements Restrictions Parameters This job permanently deletes documents. CA Clarity PPM administrators should back up all documents stored in CA Clarity PPM or in the Knowledge Store. This job cannot run concurrently with other instances of this job. Purge All Documents for the Following Objects [Or] Retail Documents and Versions and purge the Prior Versions [Or Retail the [n] Most Recent Version and Purge the Prior Versions All Projects Project OBS Specific Project All Resources Resource OBS Specific Resource All Companies Company OBS Specific Company Knowledge Store 404 Administration Guide

405 Purge Financial Tables Job Purge Financial Tables Job Requirements This job permanently deletes all financial transactions for the specified project, including WIP entries. (Recommended) Back up all financial transactions before running this job. Grant the Financial Maintenance - Financial Management access right. Verify that the project has a status of "Closed" for the transactions you want to purge. Note: See the Project Management User Guide for more information. Restrictions This job cannot run concurrently with other instances of this job. Parameters None Appendix A: Stock Job Descriptions 405

406 Purge Temporary Hierarchy Data Job Purge Temporary Hierarchy Data Job Requirements Restrictions Parameters This job cleans up the data created as a part of computing aggregated costs for the portfolio management feature. This includes caching the values of aggregated costs and role demand for the investment hierarchy. The job is scheduled to run once a day automatically, but can be run on demand too. Run this job when there have been multiple changes in the investment hierarchy or in the properties of multiple investments. None This job cannot run concurrently with other instances of this job. Purging Option Indicates if all temporary data or outdated data has been cleared. Clearing all temporary data cleans up all the temporary as well as cached data. Clearing outdated temporary data preserves the cached data which is still valid and deletes other temporary data. CA recommends that you always select the Clear all temporary data. Required: Yes 406 Administration Guide

407 Rate Matrix Extraction Job Rate Matrix Extraction Job Requirements Restrictions Parameters This job extracts rate matrix information and populates the rate matrix extraction tables. Run this job each time the rate matrix has changed, when the financial properties of a project have changed, or when resources have been added to an investment. You can prepare and update the rate matrix data. While the job is running, you can use the rate matrix data. Best Practice: Preparing the rate matrix data takes more time than updating the rate matrix data. To minimize the time period during which the rate matrix data is unavailable, schedule two instances of the job, each with only one of the two parameters selected. A rate matrix must be set up. This job cannot run concurrently with other instances of this job. You must delete all scheduled instances of this job and reschedule the job using the Prepare Rate Matrix Data parameter and/or the Update Rate Matrix Data parameter. Extract Cost and Rate Information for the Scheduler Specifies whether you want cost and rate information extracted from a desktop scheduler. Default: Cleared Prepare Rate Matrix Data Specifies whether you want the updated rate matrix data added to a temporary table. The data in the NBI_PROJ_RES_RATES_AND_COSTS table stays intact. The rate matrix data is available. Default: Selected Update Rate Matrix Data Specifies whether you want to copy the updated rate matrix data from the temporary table to the NBI_PROJ_RES_RATES_AND_COSTS table. The rate matrix data is not available. Default: Selected Appendix A: Stock Job Descriptions 407

408 Remove Job Logs and Report Library Entries Job Remove Job Logs and Report Library Entries Job Requirements Restrictions Parameters This job removes job log and Report Library entries from databases that are older than a specified number of days. None This job cannot be run concurrently with any other instance of the Remove Job logs and Report Library Entries job. Job age for delete Report age for delete Send Calendar Reminders Job This job is used to send calendar reminder alerts, SMS, or messages. Requirements None Restrictions This job cannot run concurrently with other instances of this job. Parameters None 408 Administration Guide

409 Time Slicing Job Time Slicing Job Requirements Restrictions This job processes all configured time slices and updates discrete transactional data for task assignment actuals, Estimate To Complete (ETC) and baselines, time sheet actuals, team and assignment data from a scenario, resource allocations to projects and resource availability. None This job cannot run concurrently with the following jobs: Time Slicing Other instances of this job cannot exist. Datamart Extraction Delete Investments Parameters None Update % Complete Job The Update % Complete job updates the percent (%) complete values whenever you change project or task data that affects the percent complete calculation. This job is only run if the % Complete Calculation Method is set to Duration or Effort. This is a field on the project scheduling properties page. You must schedule this job to update the percent complete values automatically. In addition, the following operations trigger this job to run: Publishing the tentative schedule. See the Project Management User Guide for more information. Posting actuals and distributing them to the project plan. See the Project Management User Guide for more information. This job is scheduled to run automatically every 30 minutes, but you can also run this job on demand. Appendix A: Stock Job Descriptions 409

410 Update Business Objects Report Tables Job Requirements Restrictions Parameters Best Practice: Schedule this job to run recurrently at an appropriate interval, for example, every 10 minutes. None None None Update Business Objects Report Tables Job Requirements Parameters This job populates tables used within the CA Clarity PPM Business Objects universe, depending on the selection of three optional parameters. You can select the tables that you want populated by selecting the appropriate parameter. You can run this job immediately or on a scheduled basis. None Update Portfolio Content Indicates the tables for portfolios and their investments are to be updated. Update WBS Index Indicates that tables for efficient phase-level and activity-level reports are to be updated. Update Universe Calendar Indicates that calendar tables are to be updated for reporting such as FTE hours (typical 8-hour work day and 40-hour work week). 410 Administration Guide

411 Update Earned Value History Job Update Earned Value History Job The Update Earned Value History job calculates earned value for a project or set of projects and creates earned value snapshots of the time sliced data. This data is based on the earned value reporting period assigned to the project and the parameters that you select. The earned value snapshot is used for historical earned value analysis (EVA) and reporting. The snapshots are stored in rows in the PRJ_EV_HISTORY (earned value history) table. You can use this reporting data to write reports. Example: Monthly with Three Day Lag This job invokes the Update % Complete job before it runs and completes. This job runs on a recurring schedule based on how often your organization reports on your earned value data. This job uses the lag value to determine the day to take the snapshot. A snapshot is taken on the first day following the defined lag, providing you do not run the job on that day. If you schedule this job to run monthly starting 2/1/10 with a lag of three days and you have associated the project to an earned value reporting period whose period type is defined as Monthly and frequency is the first day of the month, a snapshot for January 2010 is generated only when the job runs on 2/04/10 or later. Appendix A: Stock Job Descriptions 411

412 Update Earned Value History Job For each project that meets the job's parameter criteria, this job: Finds the project's associated earned value reporting period and saves the project's tasks earned value data based upon that period. Locks the project's Earned Value Reporting Period field. Note: See the Project Management User Guide for more information. Requirements To create a historical snapshot, the project must: Be associated to an earned value reporting period. Have a current baseline. Restrictions This job cannot run concurrently with any other instance of the Update Earned Value History job. Parameters The following parameters are provided: Note: If you do not complete any of the parameters, then all projects are processed. Project Defines the name of the project. OBS Unit Defines the name of the OBS Unit. Project Manager Lag Defines the name of the project manager. Determines the number of days to wait before taking the snapshot. Use this setting to defer taking a historical snapshot so that your organization can reconcile actuals from one system to another. Rewrite Existing Snapshot Indicates whether you want this job to regenerate the current reporting period snapshot and replace the existing current periodic snapshot with updated data. When cleared, those projects that already have periodic snapshots are ignored. Default: Cleared 412 Administration Guide

413 Update Hierarchy Data Job Show Projected ACWP Indicates whether you want this job to create data for the projected actual cost of work performed (ACWP) of all level-1 tasks in the work breakdown structure (WBS) for a project. Default: Cleared (disabled) Show Projected BCWP Indicates whether you want this job to create data for the projected budgeted cost of work performed (BCWP) of all level-1 tasks in the work breakdown structure (WBS) for a project. Default: Cleared (disabled) Show Projected BCWS Indicates whether you want this job to create data for the projected budgeted cost of work scheduled (BCWS) as of the date for projects and project tasks. Default: Cleared (disabled) Update Hierarchy Data Job Requirements Restrictions Parameters This job flattens the percentage allocations between the investments in the hierarchy. Run this job when there have been multiple changes in the investment hierarchy. This job is scheduled to run automatically every 10 minutes, but you can also run this job on demand. You should not decrease the frequency of this job, as many objects depend on this job to get the flattened view of percentage allocation between the investments. None This job cannot run concurrently with any other instance of the Update Hierarchy Data job, nor the Generate Invoices job. None Appendix A: Stock Job Descriptions 413

414 Update Earned Value Totals Job Update Earned Value Totals Job Restrictions Parameters The Update Earned Value Totals job tracks project progress by calculating earned value and updating costs. This job invokes the Update % Complete job before it runs and completes. Calculates and records the project's current earned value data totals through the current date for a project or set of projects based on the parameters you select. The data is stored in a reserved row in the PRJ_EV_HISTORY (earned value history) table. The saved current earned value data totals are displayed in fields on projects and tasks. This job is scheduled to run regularly. You can schedule this job to run in the background. You can invoke this job on demand from within the project by updating the earned value. Note: See the Project Management User Guide for more information. This job cannot run concurrently with any other instance of the Update Earned Value Totals job. The following parameters are provided: Note: If you do not complete any of the parameters, then all projects are processed. Project Defines the name of the project. OBS Unit Defines the name of the OBS Unit. Project Manager Defines the name of the project manager. 414 Administration Guide

415 Validate Process Definitions Job Validate Process Definitions Job Restrictions Requirements This job checks for the integrity of a process such as if a subprocess called by the process is active, or if a step action condition is valid. This job can be very useful when you use process definition XOG to import a big number of process definitions. All process definitions imported into the target system are not validated and in draft mode. You can then run this job to batch validate and activate process definitions. In various cases (such as during ODF object deletion, object attribute deletion, or process deactivation), certain processes can be invalidated. You can schedule this job regularly to validate the process definitions. None Validate process definitions that the login user has Process Definition - View access rights. Optionally activate the process definitions when they are validated. Parameters Status Re-validation is required. Automatically activate when validated Executable Type File Name System Type Appendix A: Stock Job Descriptions 415

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417 Index A About page, adding company name 15 access rights assigning instance rights 41 automatically granted 60 by group 40 granting to resources 38, 39 process 169 removing from resources 39 administrative methods creating 309 deleting 310 audit trail, viewing global audits 150 autoscheduling projects 388 B base calendars about 252 creating 252 deleting 255 editing 254, 255 batch cycles about 287 adding 287 assignments 288 definitions 287 deleting 289 deleting labels 289 batch output entries adding 289 deleting 290 browse window characteristics 141 business processes 153 C cancelling process instances 215 subprocesses 215 capital expense, identifying GL account as 324 charge codes 234 about 234 creating 235 deleting 236 editing 235 in chargeback rules 322 chargeback setup accessing 322 creating rules 325 prerequisites 322 chargebacks about 321 rules 321 warnings 333 charts creating color pallette 18 selecting consistent colors 19 specifying graph format 15 company classes about 278 deleting 280 editing 279 company name, adding to About page 15 cost key definition specifying 301 viewing 301 cost plus codes deleting 308 setting up 306 cost plus rules defined 306 deleting 309 marking up actuals or standard costs 306 credit rules creating headers 327 editing headers 328 D database analyzing Oracle schema 401 Datamart configuring 105 creating stoplights 118 deleting stoplights 119 editing entities 119 extracting data 392 mapping OBS 107 populating time tables 393 processing 409 scheduling 114 set stoplights 118 setting up entities 106 Index 417

418 specify currency 106 default rate matrix administrative costs and rates 110 cost plus 110 defining 138 Document Manager setup set authorized file extensions 15 document templates adding to activities 241 deleting from activities 243 locking or unlocking 242 documents templates 241 dynamic query lookups browse window characteristics 141 creating 137, 138 defining lookup filters 141 defining the query 138 parent window characteristics 140 E entities about 257 creating 259 deleting 269 financial plan defaults 265 fiscal time periods 263 how to setup 258 escalations monitoring process 227 steps 191 viewing process 199 EV calculation methods about 249 setting the default 251 EV reporting periods about 343 creating 344 editing 346 viewing a list of 346 EV settings about EV calculation methods 249 about EV reporting periods 343 earned value management configurations 343 setting the default EV calculation method 251 F financial classes about 269, 276 in chargeback rules 322 financial locations 269 associating with departments 273 creating 271 deleting 275 naming examples 270 viewing parent/child locations 273 financial management activating foreign currencies 296 administrative methods and costs 309 batch printing 390 chargeback job 406 cost key definitions 300 defining cost plus codes 306 delete financial transactions 405, 413 entities 257 fiscal time periods 108 importing actuals 398 posting incident financials 401 posting transactions 403 purging temporary hierarchy data 406 setting up conversion rates 296 time reporting periods 232 transaction classes 284 units of measure 299 vendors 302 financial plan defaults about 265 removing line items 269 selecting line items 266 setting up 266 finish step in processes 158 fiscal time periods about 263 activating 265 creating 264 deleting 265 editing 265 entities 263 G general ledger (GL) accounts about 323 account types 324 creating 323 defining Administration Guide

419 deleting 325 editing 324 removing 332 groups about 161 assigning access rights 42 assigning instance rights to 41 associating with steps 194 creating 40 defining 161 H home page reset 29 set to current timesheet 29 I incidents assign investments to incident categories 341 category mapping 337 category priority setup 341 configuring demand management 337 creating new incident categories 338 managing incident lookups 342 input type codes 236 creating 236 deleting 238 editing 237 invalid transactions 240 investment allocations 399 investment classes about 280 creating 281 editing 281 invoices about chargebacks 321 generating 397 J job runs in processes 185 jobs about 159 Autoschedule Project 388 Deleting Investments 395 managing incompatible job list 375 Update Earned Value History 411 Update Earned Value Totals 414 viewing the job log 385 joins about 164 first-in-line 164 merge (XOR) 164 multi-thread 164 multi-threaded processes 164 rendezvous 164 wait and merge 164 L licensing license types 102 viewing access rights by license type 103 viewing user count by license type 103 lookups about 128 changing 145 create dependency levels for static lists 136 creating static list 130 deactivating 142 deactivating values 143 defining filters for dynamic query 141 deleting 144 dynamic query lookups 128 filtering 147 partitioning 129 reactivating inactive 143 reactivating values 144 static dependent list 128 static list 128 system 128 system-restricted 128 types 128 user-defined 128 M maintenance cleaning up session-based user data 391 deleting documents 404 managing calendar events 390 sending calendar reminders 408 managing access to processes 219 process instances 211 matrices about 304 adding 304 changing 320 copying 319 Index 419

420 deleting 320 finishing 319 private 304 types of 304 matrix rows adding 315 changing 315 copying 317 N noncash expense, identifying GL account as 324 NSQL 138 O objects auto-numbering 127 slicing 122 OBS about 43 and financial setup 44 assigning to OBS unit 42 associating objects to 49 creating 45 removing associations to objects 50 setting up datamart 107 OBS types creating 45 deleting 57 disabling access 54 enabling access 54 for departments and locations 44 general properties 47 levels 47 OBS units bulk adding 52 creating 50 deleting 53 moving to another level 53 overhead defining GL account as 324 modifying standard rule header properties 326 overhead rules creating 330 defining GL allocations 331 deleting 333 P parameters 142 parent window associations 131 characteristics 140 dynamic query lookup 140 passwords inactivity rules 26 managing 26 options 26 resetting 27 setting format rules 25 personal page 19 adding to 20 changing links 21 deleting from 21 plan defaults 265 process definitions job, validating 415 process engines managing pipelines in queues 223 monitoring performance 221 monitoring pipelines 223 starting processes immediately 223 viewing pipelines 223 process flow diagram characteristics 201 configuring settings 201 support for east-asian languages 201 viewing 201 process flow diagrams configuring the settings 202 displaying east-asian languages 202 process groups about 194 creating 194 reordering 194 updating 194 process instance steps, monitoring 214 process step actions about 158 about subprocesses 159 action types 159 creating 185 creating custom scripts 185 creating manual actions 185 custom scripts 159 error handling 159 how to set up 179 manual Administration Guide

421 post conditions 183 pre-conditions 182 properties 180 step-level escalations 191 step-level notifications 192 subprocesses in step actions 185 system 159 processes activating 217 cancelling 215 copying 218 defining steps 158 deleting 219 deleting instances using jobs 394 editing 217 executing 396 executing jobs 396 filtering 216 how to create 173 managing number of pipelines 223 monitoring 214 properties 174 restarting 215 revalidating 210 starting 212 steps for validation 205 user rights 219 validating 205 process-level escalations, setting 196 project classes about 280 creating 281 deleting 282 project management configurations about 229 setting the default options 244 R rate matrices effecting rate increases 316 extracting 407 setting up default 110 report definitions assigning to categories 376 creating 363 deleting 362 editing parameter properties 370 editing properties 367 managing parameters 369 reordering parameters 375 reports access rights 385 administrator access rights 385 deactivating 362 deleting 362 managing 362 removing job logs 408 resource access rights 37 resource classes about 276 creating 277 deleting 278 editing 277 resources about 29 activating 32 controlling 24, 32 creating 29 deactivating 32 default resource booking options 252 managing access 24, 32 risks score 256 setting risk threshold 256 rooms and equipment associating with resources 36 changing 35 managing 34 types 35 runtime errors, correcting 213 S scheduled runs cancelling 382 deleting 382 pausing 381 resuming 381 skills adding 33 changing 34 managing 33 splits about 162 about matching join types with 167 decision point 162 multi-choice 162 parallel 162 serial 162 Index 421

422 standard rule headers creating 325 edit properties of 326 editing 325 start step 158, 182 static dependent list 134 creating 134, 135 defining values for 137 static list lookups, defining values for 132 system settings 14 T tax authorities adding 311 changing 311, 312 deleting 313 managing 310 tax authority code 110 tax codes 110 tax method 110 tax structure 110 time administration about 234 transaction log 240 time reporting periods creating 232 deleting 234 editing 233 viewing a list of 232 time slicing about 120 BLOB 120 changing 124 create requests 122 datamart 120 deleting requests 126 timesheets posting 402 setting up options 230 transaction classes about 284 deleting 287 editing 286 transaction entry defaults 293 U deleting 300 user sessions 23 V validation rules monitoring status 208 process level 206 step-level 206 vendors adding 302 changing 302 deleting 303 viewing available processes 173 process event messages 226 process steps 194 W work-in-progress classes about 282 creating 283 deleting 284 editing 283 units of measure adding 300 changing Administration Guide