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