CA Clarity Project & Portfolio Manager

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1 CA Clarity Project & Portfolio Manager Using CA Clarity PPM with Open Workbench and Microsoft Project 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.

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5 Contents Chapter 1: Scheduler Tools 9 About CA Clarity PPM Schedule Connect User Rights Scheduler Formats Project Locks Working Copies Data Exchanges How Project Information is Retrieved and Saved How Concurrent Timesheets and Transaction Changes are Merged Cost Rate and Currency Data Subprojects How Subprojects are Retrieved How Subprojects are Saved External Dependencies Using Both Scheduler Tools Together How to Install Client Software from CA Clarity PPM Chapter 2: Using CA Clarity PPM with Open Workbench 25 How to Set Up Open Workbench with CA Clarity PPM Install Open Workbench and CA Clarity PPM Schedule Connect Uninstall Open Workbench and CA Clarity PPM Schedule Connect Set Microsoft Internet Explorer Web Browser Options Set Netscape Navigator Web Browser Options Set the Log on to Server Option Set Up Connection to CA Clarity PPM from Open Workbench How to Open CA Clarity PPM Projects in Open Workbench How Project Data is Shared Globally Across Projects Open Projects in Open Workbench using CA Clarity PPM Open CA Clarity PPM Projects using Open Workbench Open CA Clarity PPM Projects from a Command Line How to Save Projects back to CA Clarity PPM Save Existing Projects back to CA Clarity PPM Save New Projects to CA Clarity PPM Save Copies of Projects as New Projects in CA Clarity PPM How to Unlock Projects Close and Unlock CA Clarity PPM Projects using Open Workbench Close Projects and Hold the Lock Contents 5

6 Unlock and Open Projects from CA Clarity PPM How to Manage Projects from Open Workbench Refresh Project Data Add Resources and Roles to Projects About Resource Role Assignments Vary Resource Billing Rates About Master Project and Subprojects About External Project Dependencies About Multiple Baselines Chapter 3: Using CA Clarity PPM with Microsoft Project 51 How to Set up Microsoft Project with CA Clarity PPM CA Clarity PPM Microsoft Project Interface with CA Clarity PPM Schedule Connect Set Up Microsoft Project with CA Clarity PPM Microsoft Project Interface Uninstall the CA Clarity PPM Microsoft Project Interface and CA Clarity PPM Schedule Connect Completely Uninstall the CA Clarity PPM Microsoft Project Interface from Microsoft Project Setting Browser Options Connect to a CA Clarity PPM Server Set up Microsoft Project How CA Clarity PPM Projects are Opened in Microsoft Project Open Projects from CA Clarity PPM Open CA Clarity PPM Projects from Microsoft Project How CA Clarity PPM Projects are Saved in Microsoft Project Save New Projects to CA Clarity PPM Saving Existing Projects as New Projects Save Existing Projects to CA Clarity PPM Unlock and Hold Locks on Projects Exit Microsoft Project How to Create Projects Create a Project in CA Clarity PPM Create Projects in Microsoft Project Add Resources to Projects Using CA Clarity PPM Add Resources or Roles to a Project Using Microsoft Project How to Assign Resources to Tasks Balancing the Workload How to Work with Subprojects About the Shared Resource Pool How to Work with Baselines Save the Baseline in Microsoft Project Save the Baseline in CA Clarity PPM How Actuals are Managed Using CA Clarity PPM with Open Workbench and Microsoft Project

7 Manage Pending Actuals and Estimates Replanning Appendix A: Microsoft Project Field Mappings 81 About Microsoft Project Field Mappings Project Information Resource Information Task Information Resource Assignment Information Notes Private Field Index 97 Contents 7

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9 Chapter 1: Scheduler Tools To help you manage large scale replanning or to take advantage of automatic scheduling algorithms, CA Clarity PPM lets you open projects in Open Workbench and Microsoft Project using CA Clarity PPM Schedule Connect: This section contains the following topics: About CA Clarity PPM Schedule Connect (see page 10) User Rights (see page 11) Scheduler Formats (see page 12) Project Locks (see page 12) Working Copies (see page 13) Data Exchanges (see page 13) Cost Rate and Currency Data (see page 16) Subprojects (see page 17) External Dependencies (see page 22) Using Both Scheduler Tools Together (see page 23) How to Install Client Software from CA Clarity PPM (see page 23) Chapter 1: Scheduler Tools 9

10 About CA Clarity PPM Schedule Connect About CA Clarity PPM Schedule Connect CA Clarity PPM Schedule Connect provides full bidirectional connection between CA Clarity PPM and Open Workbench and CA Clarity PPM and Microsoft Project. The changes you make in CA Clarity PPM or a scheduler tool are automatically synchronized. You are always working with the most up-to-date information. With CA Clarity PPM Schedule Connect, you can: Open projects in either Open Workbench or Microsoft Project for reviewing or editing. Save projects updated or new projects created in Open Workbench or Microsoft Project back to CA Clarity PPM, where the latest project information can be viewed by others or used by CA Clarity PPM Portfolio Management features for further analysis. Browse a list of CA Clarity PPM resources and allocate selected resources to the project open in Open Workbench or Microsoft Project. Important! Updating a single project using both Open Workbench and Microsoft Project is not supported. You must choose one scheduler tool to make scheduling changes for the life of the project. CA Clarity PPM Schedule Connect enables the exchange of data between CA Clarity PPM and a scheduler tool. With CA Clarity PPM Schedule Connect, you get: Improved performance. When opening and saving a project, all information is sent to and from CA Clarity PPM in one large block. Simultaneous communication between CA Clarity PPM and Open Workbench or Microsoft Project. Data can be sent to the schedulers before an entire block of data has been received from the server. Security. Supports SSL and proxy servers without requiring you to open special ports. 10 Using CA Clarity PPM with Open Workbench and Microsoft Project

11 User Rights User Rights The following access rights are required to create and manage projects using CA Clarity PPM with Open Workbench and with Microsoft Project: To open a project Project - View Management (Read-Only), or Project - Edit Management (Read/Write) To create a project Project - Create To display resources and roles to which you have been granted access rights Resource - Soft Book - All Resource - Hard Book - All To change the allocations of a resource Resource - Soft Book Resource - Hard Book Note: You must have Hard Book rights to change the allocation of a resource who was hard-booked. To set the baseline of a project: Project - Edit Management Project - Modify Baseline If you are granted the Project - Modify Baseline right at the instance or organizational breakdown structure (OBS) level, you are implicitly granted the Project - Edit Management right. If you are granted the Project - Modify Baseline - All right at the global level, you are not granted the Project - Edit Management right. You must also explicitly be granted the Project - Edit right and the Project - Edit Management right to set the baseline. Note: See the Project Management User Guide for more information. Chapter 1: Scheduler Tools 11

12 Scheduler Formats Scheduler Formats When you create a project in CA Clarity PPM, by default the scheduler format is configured for Open Workbench. When you open a project from CA Clarity PPMto one of the scheduler tools, you must select a project that is formatted for the scheduler. If your organization uses both Open Workbench and Microsoft Project as its project scheduling tool, ask your CA Clarity PPM administrator to configure the Project Properties page in CA Clarity PPM to display the Scheduler Format field. Note: Projects created in either Open Workbench or Microsoft Project are automatically saved in the scheduler format they were created in. Project Locks When opening projects in Open Workbench or Microsoft Project, you can choose to open the project as read-only or as read/write. Read-only means no lock is placed on the project when opening it in a scheduler tool. Users can edit the project locally, but cannot save changes to CA Clarity PPM. Read/write means a lock is placed on the project when opening it in a scheduler tool. This prevents other users from updating the project and potentially overriding any changes while another user is making changes to the project. When a project is locked: You can hold the lock until you close the project. You can update and save the project, and continue updating the project without losing the lock. This feature lets you update projects locally for extended periods of time. It also lets you share updated project information with other users as you continue to make changes. Other users can open a locked project as read-only. Users can make changes locally, but they cannot save the project to CA Clarity PPM. In Microsoft Project, users can force a save. If users force a save, a message appears warning them that they may override changes made since they opened the project. In Open Workbench, users can save the project as a new project. If users try to save a read-only project, a message appears and they can choose to save the file as a new project. A project is unlocked when the user who locked the project saves it to CA Clarity PPM without saving it locally and then closes the project. If you have administrator rights, you can also unlock a project from CA Clarity PPM. 12 Using CA Clarity PPM with Open Workbench and Microsoft Project

13 Working Copies Working Copies A working copy lets you update a project offline for extended periods of time. When a project is open in a scheduler tool and then saved to a file, a working copy is created. You can save projects locally as:.rmp files in Open Workbench when the Retain Locks check box is selected..mpp files in Microsoft Project. Unless the project is saved to CA Clarity PPM during the same session, the project remains locked and you can continue updating it in the scheduler tool. The next time you try to save the working copy, the scheduler tool assumes that you want to save to back to CA Clarity PPM. Data Exchanges When you open and save projects, CA Clarity PPM Schedule Connect coordinates updates between CA Clarity PPM and the scheduler tools, even when changes occur concurrently. To enable this coordination of data, Microsoft Project fields are mapped to CA Clarity PPM fields. You can do this using Studio. Note: Contact your CA Clarity PPM administrator or see the Studio Developer's Guide for more information on how to use Studio. Keep the following in mind when working in Studio: The PRNAME field in the MSPField table must be entered in all lower case and be set to the attribute ID value used in Studio. CA Clarity PPM does not map custom assignment attributes to Microsoft Project. Open Workbench is completely integrated with CA Clarity PPM. No field mapping is required. Key information such as resources, calendars, and the costing rules is controlled in CA Clarity PPM. Any changes to global information from a scheduler tool cannot be saved back to CA Clarity PPM. You can only save changes to global information locally. For example, if you create a resource in the scheduler tool and then reference it in your project. you can only save the project back to CA Clarity PPM if you create the resource in CA Clarity PPM first. Certain types of information are protected and cannot be updated or edited from either scheduler tool. For example, you can edit actuals when resources are configured to use CA Clarity PPM timesheets. When you submit actuals, the project plan is recalculated when the actuals are merged with the estimates. Chapter 1: Scheduler Tools 13

14 Data Exchanges How Project Information is Retrieved and Saved When saving a project to CA Clarity PPM, information about a project including its tasks and assignments is updated - except for the following: Resource and charge code information is not updated or created. Time-tracking information on tracked assignments is not updated. Unplanned tasks and assignments are not updated or deleted - even when forcing a save. Assignments, tasks, projects, and team members with submitted actuals cannot be deleted. When you try to delete an assignment with actuals, the estimates are set to zero. When you try to delete a task with actuals, the task is marked as complete. Tasks cannot be deleted and are relocated under a Deleted Tasks summary task in the Work Breakdown Structure (WBS). The logic in CA Clarity PPM either creates this phase or reuses an existing phase. The name of the task is initially set to Deleted Tasks. However, the ID is set to a non-localized value so that it can be recognized in both CA Clarity PPM and the scheduler tool based on the language settings. How Concurrent Timesheets and Transaction Changes are Merged You can update timesheets or financial transactions in CA Clarity PPM that may affect information on projects that you are updating. When a project is locked, most timesheets and transaction updates that affect a project are blocked. The following changes are retained and merged when saving projects to CA Clarity PPM: Unplanned tasks. Unplanned tasks are placed in an Unplanned Tasks summary task in the scheduler tool until a project manager moves the unplanned tasks. Unplanned tasks occur when team members: Create new unplanned tasks. Note: The Project - Edit Project Plan access right is required. Create an unplanned assignment by recording actual time against tasks to which team members are not assigned. When the project is saved to CA Clarity PPM, unplanned tasks and assignments are not deleted. Any unplanned tasks and assignments that you have open in a scheduler tool are marked as planned when they are saved to CA Clarity PPM. This enables you to delete unplanned tasks and assignments from the scheduler tool at a later time. 14 Using CA Clarity PPM with Open Workbench and Microsoft Project

15 Data Exchanges Pending Estimates. Team members can set pending estimates from CA Clarity PPM. If you change this field from the scheduler tool on a tracked assignment, the change is ignored when saving to CA Clarity PPM, except when the Pending Estimates feature is set to either accept or reject the pending estimate values and is not concurrently modified by a team member in CA Clarity PPM. Notes. Team members can add notes to tasks from CA Clarity PPM. Actuals. Both approved actuals and unapproved actuals show as pending actuals in the project plan. Note: Assignments are tracked when the Track Mode field in CA Clarity PPM for associated projects and resources is set to Clarity or Other. Actual, Actuals Thru Date, Pending Actuals and for Pending Estimates data (except for setting it to blank) is maintained from CA Clarity PPM. Any changes you make to these fields from Open Workbench or Microsoft Project are ignored. Chapter 1: Scheduler Tools 15

16 Cost Rate and Currency Data Cost Rate and Currency Data Cost Rates Currencies Cost rate and currency data is retrieved from the CA Clarity PPM rate matrix. Note: Contact your CA Clarity PPM administrator or see the Administration Guide for more information on defining and using CA Clarity PPM cost/rate matrices. Cost rates (also known as billing rates) determine the cost associated with a resource assigned to a task in a project. The cost rates shown in the scheduler tools are retrieved from the Actual Cost field in the CA Clarity PPM rate matrix when opening the project. These costs are generally shown over time by task and at the project level. The scheduler tools support time-varying and project-specific cost rates. Changes to the cost rates made from the scheduler tools are for what-if purposes only and cannot be saved to CA Clarity PPM. Monetary values in the scheduler tools are displayed in the home currency set by the project. Monetary values of a project include actual, estimated, and baseline amounts for expense resource assignments, project budgets, custom field values, and resource cost rates. No conversion is required for expense resource assignments, project budgets, or custom fields values. Resource rates are converted since the home currency of the resource may not be the same as the home currency of the project. Microsoft Project uses the 3-character ISO code of home currency to convert the currency based on currency format options set in Microsoft Project. Open Workbench uses a single, session-wide currency. If the Actual Cost field in the CA Clarity PPM rate matrix contains multiple currencies, they are converted to the currency specified in the project. If a global file location is specified, the session currency is used when Open Workbench is started. If a global file location is not specified, Open Workbench uses the 3-character ISO code of the home currency set in the project. Note: See the Open Workbench User Guide for more information. The conversion may fail if the conversion between the resource s rate and the project s home currency is not set in CA Clarity PPM. A message appears letting you know that system was unable to convert the resource s cost rate to the source currency of the target currency. If the conversion fails, contact your CA Clarity PPM administrator for assistance. When different currencies are loaded in: 16 Using CA Clarity PPM with Open Workbench and Microsoft Project

17 Subprojects Microsoft Project. A message appears when different currencies are associated with linked projects. For example, when subprojects use a different currency than their master, or when projects with a shared resource pool use different currencies. Open Workbench. A message appears if the project loaded does not use the system currency. You can set Open Workbench to show messages when loading projects with different currencies. Note: See the Open Workbench User Guide for more information. Subprojects A master project references other projects known as subprojects. Subprojects are part of the master project. Subprojects are used for scheduling and viewing. Subprojects load or open as read/write or read-only depending on how the master is opened and on the read/write status of each of the subprojects. When you open a master project: Open Workbench, subprojects are loaded in the master project, not opened on their own. In Open Workbench, you can insert a specific task, known as a partial subproject, in the a master project. Only that task is linked to the master - not the entire subproject. Microsoft Project, subprojects are opened and linked to their master projects. In Microsoft Project, a shared resource pool project is created when resources are shared across multiple projects. When subprojects are opened Microsoft Project, and linked to their master projects, a shared resource pool project is created if resources are shared across multiple projects. Chapter 1: Scheduler Tools 17

18 Subprojects How Subprojects are Retrieved Opening or Loading Subprojects When you have a master project open in a scheduler tool, subprojects and nested subprojects are opened in Microsoft Project or loaded in Open Workbench. Example Consider the following: If you open Project A, then Project B, C, and D are also opened or loaded. Note: Use care when linking subprojects to multiple master projects. You can reference subprojects many times from different projects. In Open Workbench only, CA Clarity PPM ignores any subprojects causing a loop when a circular relationship occurs. 18 Using CA Clarity PPM with Open Workbench and Microsoft Project

19 Subprojects Handling Read/Write and Read-Only Subprojects Read-only subprojects open or load as read-only, unless the subprojects are already open as read/write or are subsequently opened as read/write. In this case, the subprojects in the master temporarily change to read/write. Read/write subprojects open or load as read/write as long as the master is open as read/write. Example Consider the following: If you open Project A as read/write, Project B opens as read-only, Project C opens as read-only, and Project D opens as read/write. Note: You can update read/write master projects and subprojects, and master projects linked to other master projects from different computers as long as the user who first checked out the master project checks it in before the second user checks it out. Chapter 1: Scheduler Tools 19

20 Subprojects Checking Access Rights and Locks on Subprojects When opening a master project, access rights and locks are checked in all subprojects before loading them. Each subproject is checked for the following: Insufficient rights to open as read-only. The master project cannot open if you do not have sufficient rights to subprojects. A message appears letting you know that you do not have sufficient rights to subprojects. Insufficient rights to open as read/write, but sufficient rights to open as read-only. If you try to open a master with subprojects as read/write when you only have read-only rights, a message appears. If you have sufficient rights, you can choose to open the subprojects as read-only. Unable to acquire a lock because another user locked the project. If you try to open a master with subprojects as read/write that are already locked by another user, a message appears asking if you want to open them as read-only. Unable to acquire a lock because you already have a lock on the project. If you try to open a master with subprojects as read/write that you already have locked, a message appears asking if you want to reacquire the lock and revert the projects to their current versions in CA Clarity PPM. Note: If the subproject is already open as read/write in the scheduler tool, this version is used instead of opening another version from CA Clarity PPM. 20 Using CA Clarity PPM with Open Workbench and Microsoft Project

21 Subprojects How Subprojects are Saved When a master project is saved, all of its read/write subprojects are also saved. Each subproject is saved individually in its own transaction. Before attempting to save the project, each subproject in a master is checked for the following: Subproject does not exist in CA Clarity PPM. A message appears saying that you cannot update or create the project because the referenced subproject(s) do not exist in CA Clarity PPM. Insufficient rights to update read/write subproject. A message appears saying that you do not have rights to update the referenced subprojects. Subproject is not locked. A message appears saying that you cannot update the project because the subproject(s) is not locked. Subproject has mismatched version in CA Clarity PPM. A message appears saying that you cannot update the project because newer versions of the subproject(s) exist in CA Clarity PPM. You cannot force a save on subprojects. Resource or charge code does not exist in CA Clarity PPM. A message appears saying you cannot update the project because the subproject(s) reference resources or charge codes that do not exist in CA Clarity PPM. Referenced task does not exist (Open Workbench only). A message appears saying that you cannot update or save the project because the tasks of partial subproject(s) do not exist in CA Clarity PPM. Chapter 1: Scheduler Tools 21

22 External Dependencies External Dependencies You can create dependencies between tasks that are not in the same project. An external dependency occurs between two different projects that are not linked by a common master project. The external task is listed in the plan, but unavailable for editing. You cannot edit the external task from the project in which it is referenced. External constraints are fixed. Scheduling does not change the behavior of external tasks. Note: An internal dependency occurs between projects referenced from a common master project such as when you insert subproject tasks into a project. Tasks are listed in the plan are available for editing just like any another task. You can insert dependencies into an open project without having to open the project from which the dependent relationship is created: In Open Workbench, you can insert dependencies by browsing for them. In Microsoft Project, you can insert dependencies by typing the file name and task ID of the dependent task. You must have both files open in Microsoft Project to create the external dependency. Note: See the Microsoft online help for more information. No special rights are required to insert an external dependency into a project or to view linked tasks in your plans. When a project with external dependencies is open in the scheduler tool, all external tasks are retrieved with their task-level attributes and their external dependencies. No other information is retrieved. In Microsoft Project, the task ID of the external dependency is displayed as the [Project Name]\[Task ID]. For example, wireless_upgrade\5. In Open Workbench, the external dependency by default is placed in the plan before the task when the dependency is inserted as a predecessor, or after the task when it is inserted as a successor. You can modify dependent relationships of a task by editing its task properties. Note: See the Open Workbench User Guide for more information. When you save a project with external dependencies, external tasks are updated as needed. 22 Using CA Clarity PPM with Open Workbench and Microsoft Project

23 Using Both Scheduler Tools Together Using Both Scheduler Tools Together Generally, updating projects using both Open Workbench and Microsoft Project is not the best way to share project information with other users. Both scheduler tools offer different features, and more importantly, each tool uses different models of the project schedule and produce a different scheduling results. However, you may want to use both Open Workbench and Microsoft Project when you want to permanently transfer from one tool to the other. Keep in mind that both Open Workbench and Microsoft Project have data that the other tool cannot represent. This data cannot be retrieved when opening the project from CA Clarity PPM. For example, you cannot see any of Microsoft Project's user text fields in Open Workbench. Conversely, you cannot see Open Workbench's scheduling options, such as Lock for Scheduling and Max % in Microsoft Project. How to Install Client Software from CA Clarity PPM You can download client software to your computer using the Account Settings: Software Downloads page in CA Clarity PPM. Client software includes Open Workbench, CA Clarity PPM Microsoft Project Interface, Adobe SVG Viewer, CA Clarity PPM Offline Timesheets, and Sun Java Runtime Environment (JRE). To download software from CA Clarity PPM: Your CA Clarity PPM administrator must set up the installation files on the CA Clarity PPM server. You must have Software Download access rights to each software to download them from CA Clarity PPM. You must have administrator rights on your computer to install the software. Note: Even with download access rights, the software you need to download may not be available from the Account Settings: Software Downloads page. Contact your CA Clarity PPM administrator for assistance if you are unable to download the required client software. Note: See the Common Features and Personal Options User Guide for more information. Chapter 1: Scheduler Tools 23

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