CA Clarity Project & Portfolio Manager

Transcription

1 CA Clarity Project & Portfolio Manager Using CA Clarity PPM with Open Workbench and Microsoft Project v12.1.0

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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25 Chapter 2: Using CA Clarity PPM with Open Workbench This section contains the following topics: How to Set Up Open Workbench with CA Clarity PPM (see page 25) How to Open CA Clarity PPM Projects in Open Workbench (see page 32) How to Save Projects back to CA Clarity PPM (see page 37) How to Unlock Projects (see page 41) How to Manage Projects from Open Workbench (see page 43) How to Set Up Open Workbench with CA Clarity PPM Use the following process if you are using Open Workbench with CA Clarity PPM and are setting up Open Workbench for the first time: 1. Set up CA Clarity PPM project management options. Note: See the Administration Guide for more information. 2. Install Open Workbench and CA PPM Schedule Connect (see page 26). 3. Set up your browser. Do one of the following: Set Internet Explorer Web browser options (see page 27). Set Netscape Navigator Web browser options (see page 28). 4. Set the Log on to Server Open Workbench general option (see page 29). Chapter 2: Using CA Clarity PPM with Open Workbench 25

26 How to Set Up Open Workbench with CA Clarity PPM Install Open Workbench and CA Clarity PPM Schedule Connect If you have existing installations of Open Workbench and CA Clarity PPM Schedule Connect, you must uninstall the programs before installing newer versions. You must install <CAPPM Schedule Connect to enable communication between CA Clarity PPM and Open Workbench. If you already have Open Workbench installed, you need only to install CA Clarity PPM Schedule Connect. You can download Open Workbench and CA Clarity PPM Schedule Connect from the CA Clarity PPM DVD or from CA Clarity PPM. To download from the DVD, navigate to Clients\OpenWorkbench and click owbsetup.exe. To download from CA Clarity PPM, select the Open Workbench Download link from the Account Setting: Software Downloads page. The executable file name downloaded from CA Clarity PPM is wbsetup.exe. Run the executable to install the software. Note: See the CA Clarity PPM Common Features and Personal Options User Guide for more information on how to download software from CA Clarity PPM, including installing Open Workbench and CA Clarity PPM Schedule Connect. Uninstall Open Workbench and CA Clarity PPM Schedule Connect Best Practices: If you are using Open Workbench with CA Clarity PPM, before you upgrade to a newer version of Open Workbench and CA Clarity PPM Schedule Connect, first uninstall the programs. To uninstall Open Workbench and CA Clarity PPM Schedule Connect 1. Select Start, Settings, Control Panel, Add or Remove Programs. The Windows Add or Remove Programs dialog box opens. 2. Remove the following programs: Open Workbench CA Clarity PPM Schedule Connect 3. Delete the CA Clarity PPM Schedule Connect folder. Note: If you accepted the defaults during the installation, this folder is located in CA\Clarity folder of your Program Files directory. 26 Using CA Clarity PPM with Open Workbench and Microsoft Project

27 How to Set Up Open Workbench with CA Clarity PPM Set Microsoft Internet Explorer Web Browser Options If you are using Open Workbench with CA Clarity PPM, you can prevent the File Download window from opening when Internet Explorer encounters an encrypted page. Best Practices: Set the option to save secured information, such as encrypted pages, in your Temporary Internet Files folder. Clear the Do not save encrypted pages to disk option. Note: See Microsoft Internet Explorer Web browser Help for more information on setting Microsoft Internet Explorer Web browser options. Chapter 2: Using CA Clarity PPM with Open Workbench 27

28 How to Set Up Open Workbench with CA Clarity PPM Set Netscape Navigator Web Browser Options If you are using Open Workbench with CA Clarity PPM, when you open a project from CA Clarity PPM into Open Workbench, the Download Manager window may appear. You can close this window without taking any further action or you can prevent the Download Manager window from opening when Netscape Navigator encounters an encrypted page. Best Practices: Set the following browser options when you are connecting Open Workbench to CA Clarity PPM using CA Clarity PPM Schedule Connect. Note: See Netscape Navigator Web browser Help for more information on setting Netscape Navigator Web browser options. To set Netscape Navigator web browser options 1. With a Netscape Navigator Web browser window open, select Edit, Preferences. The Preferences dialog box opens. 2. Select Navigator, Downloads. The Downloads dialog box opens. 3. Change the download option as desired, and select Navigator, Help Applications. The Help Applications dialog box opens. 4. Click New. 5. Complete the following fields: Description Enter CA Clarity PPM Schedule Connect. Extension Enter nikusl. Open It Using The Default Application 6. Click OK. Select the check box. 28 Using CA Clarity PPM with Open Workbench and Microsoft Project

29 How to Set Up Open Workbench with CA Clarity PPM Set the Log on to Server Option If you are using Open Workbench with CA Clarity PPM, you must specify that you want the Log on to CA Clarity PPM dialog box to open each time you start Open Workbench. This dialog box allows you to specify whether or not you want to log on to CA Clarity PPM during an Open Workbench session. To set the option to be prompted to log on to the CA Clarity PPM server each time you start an Open Workbench session 1. Select Tools, Options. The General tab on the Options dialog box opens. 2. Complete the following fields: Log on to server 3. Click OK. Specifies whether you will be prompted to log on the CA Clarity PPM each time you start Open Workbench. Default: Cleared Chapter 2: Using CA Clarity PPM with Open Workbench 29

30 How to Set Up Open Workbench with CA Clarity PPM Set Up Connection to CA Clarity PPM from Open Workbench If you are using CA Clarity PPM with Open Workbench, you must manually log in to CA Clarity PPM. When you start Open Workbench, the Log on to CA Clarity PPM dialog box opens. If you installed CA Clarity PPM Schedule Connect from a CA Clarity PPM server, the host name, SSL, and user name default to the host name and CA Clarity PPM user name from which you installed CA Clarity PPM Schedule Connect. You can change these settings. Once you set up the connection and log in, CA Clarity PPM Schedule Connect remembers your settings. If you log on successfully, the existing CA Clarity PPM session is retained from one CA Clarity PPM-dependent feature to another until the CA Clarity PPM session expires. If you request a CA Clarity PPM-dependent Open Workbench feature after the session has expired, you must log on again. Note: Sessions are not persisted from one system to another except when opening a project from CA Clarity PPM. When you open a project from CA Clarity PPM to update it in Open Workbench, you implicitly log in to CA Clarity PPM. No additional setup is required if you open a project from CA Clarity PPM. Open Workbench defaults to offline mode when you cancel the log on operation or after you make three failed attempts to log on. To connect to CA Clarity PPM from Open Workbench 1. Start Open Workbench. The Log on to CA Clarity PPM dialog box appears. 2. Click Setup>>. Additional fields are exposed for you to set up the connection. 3. Complete the following: Note: Contact your administrator or see the CA Clarity PPM Administration Guide for more information. SSL Handling Determines the secure sockets layer (SSL) handling preference. Default: None Values: Full. SSL is used for all communications including logins and data exchanges. Login. SSL is used when logging in and is bypassed for all other data exchanges. None. No connection is used through SSL. 30 Using CA Clarity PPM with Open Workbench and Microsoft Project

31 How to Set Up Open Workbench with CA Clarity PPM CA Clarity PPM Host The name of the CA Clarity PPM server from which you will open a project or to which you will save a project. The server name is not the full URL. Example: corphost. Port (CA Clarity PPM Host) The port for the CA Clarity PPM server. For example, 80 is typically the port for a CA Clarity PPM Server. Login SSL Host Defines the name of the login SSL host. Port (Login SSL Host) Defines the port for the login SSL host. Proxy Host The name of your proxy server. Required only when accessing an authenticating proxy. The proxy server name is not the full URL. For example, enter corpproxy. Note: If you are accessing CA Clarity PPM through a non-authenticating proxy, enter the proxy host and port in the CA Clarity PPM Host and Port fields. Port (Proxy Host) The port for the proxy server. Proxy User Name The user name for connecting to the proxy server. Proxy Password 4. Click OK. The password for connecting to the proxy server. The connection to the CA Clarity PPM server is established. Chapter 2: Using CA Clarity PPM with Open Workbench 31

32 How to Open CA Clarity PPM Projects in Open Workbench How to Open CA Clarity PPM Projects in Open Workbench If you are using Open Workbench with CA Clarity PPM, you can open CA Clarity PPM projects from: CA Clarity PPM (see page 33). Open Workbench using CA Clarity PPM Schedule Connect. The command line (see page 36). Open Workbench (see page 34). Select File and open the file directly from the recently opened list. Note: If you are using Netscape Navigator, the browser must be aware of the CA Clarity PPM Schedule Connect MIME type before you can open the project in Open Workbench. Before opening CA Clarity PPM projects in Open Workbench: Ensure that the CA Clarity PPM project you want to open does not have the same project name as another project you have open in Open Workbench. Otherwise, the CA Clarity PPM project you open could replace the currently open project and any unsaved changes could be lost. Change the server settings in CA Clarity PPM Schedule Connect if you are attempting to open a CA Clarity PPM project from a different CA Clarity PPM server. If Open Workbench is running and Schedule Connect is already connected to a CA Clarity PPM server, Schedule Connect attempts to open a project with the same ID from the CA Clarity PPM server to which Schedule Connect is currently connected. If the project ID is not found, the project cannot open. When you open a CA Clarity PPM project in Open Workbench: And you open it in read/write mode, a lock is placed on the project. All of the master project's subprojects are loaded. Dependent tasks from other projects are loaded, but not the entire dependent project. All baseline data is loaded. To only load the current baseline, you must configure the project management settings in CA Clarity PPM and Open Workbench. You can open programs in Open Workbench using CA Clarity PPM in read-only mode. Note: See the Project Management User Guide for more information. 32 Using CA Clarity PPM with Open Workbench and Microsoft Project

33 How to Open CA Clarity PPM Projects in Open Workbench How Project Data is Shared Globally Across Projects Open Workbench shares certain types of project data globally across all of the projects you have open in Open Workbench. This information is retrieved from: CA Clarity PPM when you use Open Workbench with CA Clarity PPM. The global file when you have specified a global file location. The following project data is shared globally across all open projects: Week Start Base Calendar Guidelines URL You must have administrator access rights to edit global project settings in CA Clarity PPM. See the Project Management User Guide for more information. Open Projects in Open Workbench using CA Clarity PPM If you are using Open Workbench with CA Clarity PPM, you can open any project (active or inactive) that you have rights to view or edit in Open Workbench using CA Clarity PPM. To open projects from CA Clarity PPM, they must be formatted for Open Workbench. If you can view or edit a project, you can choose to open the project in read-only or read/write mode. If you only can view a project or if the project is currently locked, you can open the project as read-only. When you open a project from CA Clarity PPM, the following occurs: Your CA Clarity PPM login is sent automatically to Open Workbench. You do not need to log in to CA Clarity PPM Schedule Connect when you open a CA Clarity PPM project in Open Workbench. The project opens in Open Workbench. If Open Workbench is already running, that instance of the application is used. Any projects that you have open in Open Workbench remain open. Note: See the Project Management User Guide for more information. Chapter 2: Using CA Clarity PPM with Open Workbench 33

34 How to Open CA Clarity PPM Projects in Open Workbench Open CA Clarity PPM Projects using Open Workbench If you are using Open Workbench with CA Clarity PPM, you can open any CA Clarity PPM project you have rights to view or edit from Open Workbench using CA Clarity PPM Schedule Connect. Use the Open dialog box to open your project from Open Workbench. When you view the list of projects in the Open dialog box, the following icons display next to the project ID: You have Project - Edit Management access rights to the project. You have Project - Edit Management access rights to the project. Note: This icon displays if the project is a master project. You have read-only access to the project. You currently have the project open and locked. The project is currently locked by another user. Note: See the Project Management User Guide for more information. To open a CA Clarity PPM project using Open Workbench 1. Select File, Open. The Open dialog box opens and a list of available projects is displayed. 2. Use the following fields to select the project you want to open: CA Clarity PPM Host Displays the CA Clarity PPM server that Open Workbench is currently connected to when opening projects from CA Clarity PPM. Click to see a list of available project names. (Default view) Click to see a detailed list of available projects. Click to open Open Workbench.rmp project files or XML files from your computer or network. 34 Using CA Clarity PPM with Open Workbench and Microsoft Project

35 How to Open CA Clarity PPM Projects in Open Workbench Look in Displays the currently selected folder when opening Open Workbench.rmp project files or XML files from your computer or network. Click to open projects from CA Clarity PPM. You can filter the list by using the wildcard (*). 3. Complete the following fields, and click Open: Project Displays the unique identifier of the selected project. Files of type Defines the type of file you want to open. Values: Workbench files (*.rmp). Select to display a list of Open Workbench.rmp project files from your computer or network. CA Clarity PPM Projects. Select to display a list of CA Clarity PPM project files. XML files (.xml). Select to display a list of XML files from the selected folder on your computer or network. All files (*.*). Select to display all files in the current folder on your computer or network. Open as read-only Specifies whether you want to open the project in read-only mode. Default: Cleared Note: This check box is only available if you have edit rights to the selected project. If you have view rights to the project, this check box is selected and unavailable. Create Subprojects Specifies whether you want to open the selected project as a subproject in a new master project. Default: Cleared Note: You can save this new master project back to CA Clarity PPM. The project opens in Open Workbench. Chapter 2: Using CA Clarity PPM with Open Workbench 35

36 How to Open CA Clarity PPM Projects in Open Workbench Open CA Clarity PPM Projects from a Command Line You can open CA Clarity PPM projects using the command line. Use this method to open single and master projects without first starting Open Workbench. You can do this from the: DOS prompt Windows Run dialog box Properties definition for a Windows icon or Start menu item Use the following command line arguments to create or open CA Clarity PPM projects: The npwbench file.rmp /R CLARITY\[projectID] command opens one or more CA Clarity PPM projects. The project's subprojects are not opened. This command has the following format: npwbench file.rmp /R CLARITY\[projectID] projectid Defines the name of the CA Clarity PPM project you want to open. To open projects using a command line 1. Do one of the following: Select Start, Run. The Run dialog box opens. If you are using Microsoft Windows 2000 or Microsoft Windows XP, select Start, Programs, Accessories, Command Prompt. The Command Prompt window opens. If you are using Microsoft Windows NT, select Start, All Programs, Command Prompt. The Command Prompt window opens. 2. Enter the command line syntax and press the Enter key on your keyboard. 36 Using CA Clarity PPM with Open Workbench and Microsoft Project

37 How to Save Projects back to CA Clarity PPM How to Save Projects back to CA Clarity PPM If you are using Open Workbench with CA Clarity PPM, you can save projects to CA Clarity PPM using CA Clarity PPM Schedule Connect. You can: Save an existing project to CA Clarity PPM (see page 38). Save a new project created in Open Workbench back to CA Clarity PPM (see page 39). Save a copy of an existing project as a new project (see page 41). When you save a project updated in Open Workbench back to CA Clarity PPM: The saved project in CA Clarity PPM reflects updated schedules. The save process does not modify other project information, such as collaboration or financial information. The project remains open yet still locked in Open Workbench which allows you to continue updating the project if necessary. You must explicitly close the project to unlock it. Important! If you save a CA Clarity PPM project as an Open Workbench.rmp project file while the Retain Locks check box is selected and continue to edit it, and then save the project file again, a message appears letting you know that you are saving a non-working copy. If you continue, you will be unable to save the project back to CA Clarity PPM as the original copy. You can only save a copy of the project as a new project with its own unique project ID. Chapter 2: Using CA Clarity PPM with Open Workbench 37

38 How to Save Projects back to CA Clarity PPM Save Existing Projects back to CA Clarity PPM If you are using Open Workbench with CA Clarity PPM, you can save an existing project back to CA Clarity PPM. To do this, you must have edit rights and you must have a lock on the project. When you save an existing project back to CA Clarity PPM: And the project is locked, the project is saved but remains open in the view and locked. And the project is unlocked, a message appears letting you know you cannot save a read-only project. Once you save an existing project back to CA Clarity PPM, you can save the project as a new project. To save an existing project back to CA Clarity PPM 1. Select File, Save. The project is saved to CA Clarity PPM but remains open and locked. 2. Click Save As. The Save As dialog box appears. 38 Using CA Clarity PPM with Open Workbench and Microsoft Project

39 How to Save Projects back to CA Clarity PPM Save New Projects to CA Clarity PPM If you are using Open Workbench with CA Clarity PPM, you can create a new Open Workbench.rmp project file and then save it to CA Clarity PPM if: You have the access rights to create projects in CA Clarity PPM. The resources or charge codes referenced in the project exist in CA Clarity PPM. When you save the project to CA Clarity PPM, the following occurs automatically: You become the project manager in CA Clarity PPM with access rights to view and edit the project. The project is locked in CA Clarity PPM with your user name. Note: If you save an Open Workbench file as a CA Clarity PPM project record, then its External ID is the default ID you entered in the Project field in CA Clarity PPM. If it matches an existing project record's External ID, you cannot save the project to CA Clarity PPM. You can save a project over an existing project if you save the project using an existing CA Clarity PPM project ID. If you save over an existing project, the new project information replaces the existing project information. To save a new project to CA Clarity PPM 1. Select File, Save As. The Save As dialog box appears with a list of projects that you have rights to view or edit. CA Clarity PPM Host Displays the CA Clarity PPM server that Open Workbench is currently connected to when opening projects from CA Clarity PPM. Click to see a list of available project names. (Default view) Click to see a detailed list of available projects. Click to open Open Workbench.rmp project files or XML files from your computer or network. Click to save the project to CA Clarity PPM and to display available projects from CA Clarity PPM. Save in Displays the current folder when saving Open Workbench.rmp project files or XML files to your computer or network. You can filter the list by using the wildcard (*). Chapter 2: Using CA Clarity PPM with Open Workbench 39

40 How to Save Projects back to CA Clarity PPM 2. In the Project or File Name field, enter any set of characters in any case. Example If you enter a*, only projects starting with the letter a or A are displayed. (For the CA Clarity PPM project detail view only) You can sort the list by clicking column headings. Columns displayed include: Project ID. The unique project ID for the project. Name. Defines the name of the project. Locked By. The user name of a resource who is currently editing the project. Manager. The user name identified in CA Clarity PPM as the project manager for the project. Project Displays the project ID when saving the project to CA Clarity PPM. If the project ID is unique in CA Clarity PPM, a new project is saved to CA Clarity PPM. If the project ID exists in CA Clarity PPM, a confirmation message appears letting you know the ID already exists. Click Yes to replace the existing project with the new project information. File Name Displays the file name when saving Open Workbench.rmp project files or XML files to your computer or network. Enter the Open Workbench project name or enter the XML file name (.XML). Save as type Defines the type of file you want to save the project. Values: Workbench files (*.rmp). Saves the project to your computer or network as an Open Workbench.rmp project file. CA Clarity PPM Projects. Saves the project to CA Clarity PPM. XML Files (*.xml). Saves the project to you computer or network as an XML file. Retain Lock Specifies whether or not to hold the lock or unlock the project when saving it to your computer or network. Note: This check box is displayed when you choose Open Workbench or XML from the Save Type As drop-down. 3. Click Save. The project is saved to CA Clarity PPM. 40 Using CA Clarity PPM with Open Workbench and Microsoft Project

41 How to Unlock Projects Save Copies of Projects as New Projects in CA Clarity PPM If you are using Open Workbench with CA Clarity PPM, you can save a copy of an existing CA Clarity PPM project as a new project in CA Clarity PPM using Open Workbench. When you save a copy as a new project, all project information is copied to the new project. Both projects exist independently of each other. No file sharing occurs. To save a copy of a project as a new project in CA Clarity PPM 1. Log on to CA Clarity PPM, and open the project in Open Workbench. The project opens in Open Workbench. 2. Select File, Save As. The Save As dialog box appears. 3. Enter a new, unique CA Clarity PPM project ID, and click Save. A message appears asking if you want to unlock the original copy in CA Clarity PPM and remove the working copy from your computer or network. 4. Do one of the following: Click Yes to unlock original and remove the working copy. Click No to hold the lock on the original without removing the working copy. A copy of the project is saved. The project is locked and open in Open Workbench. Note: See the Project Management User Guide for more information. How to Unlock Projects You can do the following to unlock projects: Close and unlock projects from Open Workbench (see page 42). Unlock and Open projects from CA Clarity PPM. Close projects and hold the lock (see page 42). Chapter 2: Using CA Clarity PPM with Open Workbench 41

42 How to Unlock Projects Close and Unlock CA Clarity PPM Projects using Open Workbench If you are using Open Workbench with CA Clarity PPM and you open a project in read/write mode from CA Clarity PPM, a lock is placed on the project. You can unlock the project so that it can be edited by others by saving the project back to CA Clarity PPM and then closing it in Open Workbench without saving the project file to your computer or network. In general, projects are unlocked when you close them in Open Workbench, including when you exit Open Workbench with projects still open in CA Clarity PPM. If you have CA Clarity PPM administrator access rights, you can also unlock projects from CA Clarity PPM. Note: See the Project Management User Guide for more information. Close Projects and Hold the Lock If you are using Open Workbench with CA Clarity PPM, you can hold a lock when saving a project by saving it as a new project. You can also hold a lock by closing the project without saving it to CA Clarity PPM, and saving it locally as an Open Workbench file. You can close the project and hold the lock using the Save As dialog box. The name of the CA Clarity PPM server that hosts the project displays in the CA Clarity PPM Host field. To close the project and hold the lock 1. With the project open in Open Workbench, select File, Save As. The Save As dialog box opens. 2. Complete the following fields, and click Save: Save as type Defines the type of file you want to save the project. Values: Workbench files (*.rmp). Saves the project to your computer or network as an Open Workbench.rmp project file. CA Clarity PPM Projects. Saves the project to CA Clarity PPM. XML Files (*.xml). Saves the project to you computer or network as an XML file. Select Workbench Files (*.rmp). 42 Using CA Clarity PPM with Open Workbench and Microsoft Project

43 How to Manage Projects from Open Workbench Retain Lock Specifies whether or not to hold the lock or unlock the project when saving it to your computer or network. Note: This check box is displayed when you choose Open Workbench or XML from the Save Type As drop-down. Select this box. The Save As dialog box closes. 3. Select File, Close. The project closes without saving changes to CA Clarity PPM. Unlock and Open Projects from CA Clarity PPM If you are using Open Workbench with CA Clarity PPM, you can unlock and open a project directly from CA Clarity PPM. You can unlock the project locks to which you hold, and with administrator access rights, you can drop another user's lock. When the user whose lock you drop tries to save the project back to CA Clarity PPM, a message appears letting the user know the project is not locked. Note: See the Project Management User Guide for more information. How to Manage Projects from Open Workbench You can manage projects from Open Workbench in the following ways: Refresh project data (see page 44). Add resources or roles to projects (see page 45). Manage role assignments (see page 47). Vary resource billing rates (see page 48). Manage master and subprojects (see page 48). Manage external dependencies (see page 49). Manage multiple baselines (see page 49). Chapter 2: Using CA Clarity PPM with Open Workbench 43

44 How to Manage Projects from Open Workbench Refresh Project Data If you are using Open Workbench with CA Clarity PPM, it is possible for other users to update information in CA Clarity PPM that affects the project you have open and locked in Open Workbench. To verify that you have the latest information, you can refresh certain types of information from your project open in Open Workbench with any updates made in CA Clarity PPM. You can refresh: Global information, such as calendar and guidelines URL. You do not need to have a project open in Open Workbench to refresh global information. Project-specific information. To update all project data, you must have your project open in CA Clarity PPM in read/write mode. The options in the Options for [Project] section of the Update dialog box are unavailable if you open the project from CA Clarity PPM. Use the Update dialog box to determine what data you want to pull from CA Clarity PPM into your project in Open Workbench. To refresh project information 1. Select File, Update. The Update dialog box appears. 2. Select or clear the following check boxes: Calendars Specifies whether to refresh your project's current calendar with any changes made to the calendar in the CA Clarity PPM project. Note: Calendars are not specific to a resource. System Options Specifies whether to update your project's options, such as roles, and customized data mapping, with any changes made to the system options in CA Clarity PPM. Important! Selecting this option can change your working copy's default options. 3. Select or clear the following check boxes in the Options For [Project] section: Note: You must have the project open in read/write mode to select or clear check boxes in this section. New Notes Specifies whether to include only the task notes created since the project was opened or last refreshed in the update. Example: Another user added a note to an unplanned task on their CA Clarity PPM timesheet while the project was locked in Open Workbench. 44 Using CA Clarity PPM with Open Workbench and Microsoft Project

45 How to Manage Projects from Open Workbench Resources Refreshes all attributes for resources assigned to the project. Updates the project with revisions to resource data, such as updates to resource calendars. Assignment revisions, such as a change in the assignment estimate to complete (ETC), are not updated. Status Specifies whether to include changes to Actual Usage, Actual Thru, Pending Actuals, and Pending Estimates for assignments of the project in the update. New Tasks and Assignments Specifies whether to include new tasks and assignments that have been created since the project was opened or last refreshed in the update. Team Members 4. Click OK. Specifies whether to include changes to existing team members and bring in new team members that were added while you had the project locked in Open Workbench. Example: Another user added a new team member or updated an existing team member allocation, start date, or finish date while the project was locked in Open Workbench. The Update dialog box closes and the information you selected is refreshed in your local copy of the project. Add Resources and Roles to Projects You can add staff to your project by manually inserting a resource line item and entering the resource details directly in the resource detail pane of a view, such as the Gantt Chart view. To add a resource, right-click anywhere in the resource section and select Insert from the shortcut menu. You can also copy resources from another project you have open in Open Workbench and paste them into your project. Chapter 2: Using CA Clarity PPM with Open Workbench 45

46 How to Manage Projects from Open Workbench If you are using Open Workbench with CA Clarity PPM, you can add resources or roles to your project from: CA Clarity PPM. You can allocate a single role to the same project more than once. Accordingly, a role may appear more than once on the project staff in CA Clarity PPM. Each additional occurrence of the same role is appended by a number (for example, Programmer 1, Programmer 2, and Programmer 3), so that you can tell them apart. Note: See the Project Management User Guide for more information. Open Workbench. You can add resources and roles to a project by browsing from a list of available CA Clarity PPM resources. Use the Resources tab on the Project Properties dialog box to add resources to your project. When you add resources to your project, they are allocated at 100%. Global resources are those resources that are available to you to staff on projects when you are using Open Workbench with CA Clarity PPM. You can select a team of resources from a list of global resources and make them available to your project. The global list displays roles and resources to which you have booking rights. Note: You can also add a resource to a project by creating a new resource in Open Workbench and then adding the resource to CA Clarity PPM. To add resources or roles to a project using Open Workbench 1. Select File, Properties. The Description tab on the Project Properties dialog box opens. 2. Click the Resources tab. The Resources page opens. 3. Choose to view the Global Resource list by category or by role: Roles. When viewing the list by role, all resources assigned a role are listed under their role. Resources not associated with a role are listed in the No Role folder. Category. When viewing the list by category, all resources linked to a category are listed under their category. Resources not associated with a category are listed in the No Category folder. Note: If you are using Open Workbench with CA Clarity PPM and you have not defined resource categories in CA Clarity PPM, roles is selected and the list box is unavailable. 4. In the Global Resources grid, do one of the following: To select a role, expand the role folder and select the role name. Note: To view a list of roles and resources linked to the role, click the "+" sign or double-click the role folder. Role icon 46 Using CA Clarity PPM with Open Workbench and Microsoft Project

47 How to Manage Projects from Open Workbench To select individual resources, expand the role folder and select the resource name. Resource icon You can sort the list by clicking the column heading. 5. Click Add. The selected resources or roles are added to the Team Resources grid and are allocated to the project. 6. Click OK. The Project Properties dialog box closes. About Resource Role Assignments You can assign multiple roles to a resource in a single project. Roles are generic resources that represent the job responsibilities of the resources assigned to a project. A role defines the work function while a resource identifies the individual who performs that role. Examples of roles include project manager, programmer, and business analyst. The following types of resource roles are available: Primary. The default role assigned to a resource. You cannot save changes to the primary role back to CA Clarity PPM. Project-level. A role assigned to a resource for a specific project. Changes are saved back to CA Clarity PPM. Assignment-level. A role assigned to a resource for a specific task. Changes are saved back to CA Clarity PPM. Edit Resource Roles at the Assignment Level To view or edit the roles assigned to resources, you must edit the view in Open Workbench and add the Assignment Role field to the task detail pane. You can optionally add the Primary Role and Project Role fields to the resource detail pane. Important! Before you can edit resource roles from the task detail pane, make sure you have added the Assignment Role field to the pane. To edit a resource's role at the assignment level, from a view that displays the task detail pane, in the resource row for which you want to change the role, select the role from the Assignment Role drop-down. Note: All CA Clarity PPM roles display in the list. Chapter 2: Using CA Clarity PPM with Open Workbench 47

48 How to Manage Projects from Open Workbench Vary Resource Billing Rates You can vary a resource's billing rate to more accurately show the total cost a resource has on your project. For example, you may want to show a varying billing rate if a resource gets a pay raise mid-project. You can update a resource's billing rate using: CA Clarity PPM (If you are using Open Workbench with CA Clarity PPM). Open Workbench for performing what-if scenarios on your project. You can save the changes you make to the resource's billing rate to an Open Workbench.rmp project file but you cannot save these changes back to CA Clarity PPM. Example Suppose that a resource's billing rate is based on the following rate matrices: 2006 Rate Matrix. $50 billing rate for all resources and roles from January 2006 to December Rate Matrix. $55 billing rate for all resources and roles from January 2007 to December Network Administrator Rate Matrix. $65 billing rate for resources who are network administrators from January 10, 2006 to January 28, To vary a resource's billing rate, in a view that displays resource billing rate data, double-click the resource's Billing Rate cell and enter the new rate. To change altered billing rates back to a single rate for a resource, open the General tab on the Resource Properties dialog box and edit the rate. Note: See the Project Management User Guide for more information. About Master Project and Subprojects You can create a link between a project (master project) to a whole subproject or to parts of a subproject, such as a phase, activity, task, or milestone. You can associate any number of projects to a master project by inserting the subprojects into the master project. When you insert a whole subproject into the master project, you can choose to insert it in read/write or read-only mode. In contrast, when you insert a partial subproject into the master project, the subproject is always inserted in read-only mode. The ability to establish subproject links means you can create plans and track and analyze an individual project in detail while viewing, summarizing, and analyzing the progress of several projects at a higher level. You can use the a master project with subprojects to perform top-down planning and to share resource availability across projects. 48 Using CA Clarity PPM with Open Workbench and Microsoft Project

49 How to Manage Projects from Open Workbench Keep the following in mind when working with master projects and subprojects: Each time you open the master project, Open Workbench retrieves all required subproject data from the appropriate subproject. If you autoschedule the master project, the dates for its read-only subprojects change, but only temporarily. When you save the master after autoscheduling, the changes you make are not saved in the subproject. Thus, you can autoschedule at the master-project level to do what-if scenarios on subprojects, and when you want to apply the changes, open the subproject and autoschedule it directly. About External Project Dependencies An external dependency is a constraint you set outside of your project, such as a task on another project, that defines when a task is completed. External dependencies are either predecessor or successor tasks on other projects. If you are using Open Workbench with CA Clarity PPM, you can insert CA Clarity PPM project tasks as external dependencies into a project you have open in Open Workbench. About Multiple Baselines If you are using Open Workbench with CA Clarity PPM, you can create multiple baselines to track the progress of your projects from: CA Clarity PPM. Note: The project must be unlocked to create a new baseline. Open Workbench. Baseline data is stored at the summary-task and project level. Cost data is stored with the baseline. If you make subsequent changes to rates, they do not retroactively modify baseline costs. If you are using Open Workbench with CA Clarity PPM and you rebaseline the master project, only the data you enter directly in the master project is captured and not the data you enter in the subprojects. Chapter 2: Using CA Clarity PPM with Open Workbench 49

50 How to Manage Projects from Open Workbench From Open Workbench you can: Set a baseline to save a range of tasks, all tasks in a view, or all tasks in a project to a baseline. Create multiple baselines to maintain historical versions. View or edit project baseline properties. To save a baseline in CA Clarity PPM, you must have the access rights to modify baselines for the project. Note: See the Project Management User Guide for more information. 50 Using CA Clarity PPM with Open Workbench and Microsoft Project

51 Chapter 3: Using CA Clarity PPM with Microsoft Project This section contains the following topics: How to Set up Microsoft Project with CA Clarity PPM (see page 52) How CA Clarity PPM Projects are Opened in Microsoft Project (see page 61) How CA Clarity PPM Projects are Saved in Microsoft Project (see page 65) Unlock and Hold Locks on Projects (see page 68) Exit Microsoft Project (see page 68) How to Create Projects (see page 68) Add Resources to Projects Using CA Clarity PPM (see page 70) Add Resources or Roles to a Project Using Microsoft Project (see page 70) How to Assign Resources to Tasks (see page 71) Balancing the Workload (see page 73) How to Work with Subprojects (see page 73) How to Work with Baselines (see page 75) How Actuals are Managed (see page 78) Microsoft Project Field Mappings (see page 81) Chapter 3: Using CA Clarity PPM with Microsoft Project 51

52 How to Set up Microsoft Project with CA Clarity PPM How to Set up Microsoft Project with CA Clarity PPM Requirements for New and Existing Customers You must have the following components installed on your computer to use CA Clarity PPM with Microsoft Project: Microsoft Project. Important! You must enable macros to set up Microsoft Project with CA Clarity PPM Schedule Connect. Sun Java Runtime Environment (JRE). If you have the access rights to download software and if it is available from CA Clarity PPM on the Account Settings: Software Downloads page, you can download JRE from CA Clarity PPM. CA Clarity PPM Schedule Connect Note: You must install a version of CA Clarity PPM Schedule Connect that is compatible with the CA Clarity PPM server to which you are connecting. To check your CA Clarity PPM version, open the About page. About Upgrades Periodically check for CA Clarity PPM releases or patches. Accompanying release notes advise you if a CA Clarity PPM Microsoft Project Interface or CA Clarity PPM Schedule Connect upgrade is recommended or required. In general, you are not required to upgrade CA Clarity PPM Schedule Connect each time the CA Clarity PPM server is upgraded. However, you will not have installed on your computer the product enhancements and bug fixes. Use the following process to setup Microsoft Project with CA Clarity PPM: 1. Install CA Clarity PPM Microsoft Project Interface with CA Clarity PPM Schedule Connect (see page 53). 2. Set up Microsoft Project with CA Clarity PPM Microsoft Project Interface (see page 54). 3. Set browser options (see page 57). 4. Connect to a CA Clarity PPM server (see page 58). 5. Set up Microsoft Project (see page 59). 52 Using CA Clarity PPM with Open Workbench and Microsoft Project

53 How to Set up Microsoft Project with CA Clarity PPM CA Clarity PPM Microsoft Project Interface with CA Clarity PPM Schedule Connect You must install CA Clarity PPM Microsoft Project Interface with CA Clarity PPM Schedule Connect to take advantage of all features. If CA Clarity PPM Schedule Connect is already installed with Open Workbench, you must also install CA Clarity PPM Microsoft Project Interface with CA Clarity PPM Schedule Connect. To install CA Clarity PPM Microsoft Project Interface with CA Clarity PPM Schedule Connect 1. Close all instances of Microsoft Project, then download CA Clarity PPM Microsoft Project Interface installation executable from the CA Clarity PPM DVD. On the DVD navigate to Clients\MSPInterface and click mspsetup.exe, or if you have rights to download software from CA Clarity PPM, you can download CA Clarity PPM Microsoft Project Interface (which includes CA Clarity PPM Schedule Connect) from CA Clarity PPM. Note: See the Common Features and Personal Options User Guide for more information. A dialog box appears asking your language preference for the installer. 2. Select a language and click OK. A series of dialog boxes take you through the setup process. 3. Follow the instructions on each dialog box to continue. Note: If you have an existing installation, a message appears asking if you want to copy files to the same directory. Click Yes to continue. The setup may take a few moments. A dialog box appears when the files are copied to their destinations. 4. Select or clear the check boxes to launch the CA Clarity PPM Microsoft Project Interface and CA Clarity PPM Schedule Connect as desired and click Finish. Important! You must launch CA Clarity PPM Microsoft Project Interface with CA Clarity PPM Schedule Connect to enable communication between CA Clarity PPM and Microsoft Project. Note: If you have an existing installation, a message appears asking you to confirm the upgrade. Click Ok to continue. A series of installation dialog boxes take you through the process. 5. Follow the instructions on each dialog box to continue. Note: A dialog box for Program Maintenance may appear if CA Clarity PPM Schedule Connect is installed with Open Workbench. Click Repair to continue. The Install Completed dialog box appears last when the installation completes successfully. Chapter 3: Using CA Clarity PPM with Microsoft Project 53

54 How to Set up Microsoft Project with CA Clarity PPM Set Up Microsoft Project with CA Clarity PPM Microsoft Project Interface The MSPAdd2k.MPP file is the CA Clarity PPM Microsoft Project Interface macro that adds CA Clarity PPM Integration as a toolbar or menu in Microsoft Project. Before enabling the macro, check for the following: Macro security for Microsoft Project 2002 and Microsoft Project For Microsoft Project From Tools > Macros > Security, ensure that security is set to Medium. For Microsoft Project 2003 or Microsoft Project On the Security tab of the Tools > Options, ensure that the macro security is set to Medium. Close all instances of Microsoft Project. Once you enable the macro and you restart Microsoft Project, CA Clarity PPM Integration appears as a toolbar or menu, depending on your setup selection. To enable the CA Clarity PPM Microsoft Project Interface macro 1. Using Windows Explorer, navigate to the folder where the CA Clarity PPM Microsoft Project Interface macro is stored. By default: C:\Program Files\CA\Clarity\CA Clarity PPM MSPInterface\data 2. Double-click the MSPAdd2k.MPP file. Note: Do not open this file from Microsoft Project using File > Open. A dialog box appears asking if you want to enable macros. 3. Click Enable Macros. Microsoft Project launches and a dialog box appears asking if you want to display CA Clarity PPM Integration as a toolbar or menu. 4. Select either Toolbar or Menu and click OK. The macro is enabled and the CA Clarity PPM Microsoft Project Interface setup is complete. 54 Using CA Clarity PPM with Open Workbench and Microsoft Project

55 How to Set up Microsoft Project with CA Clarity PPM Uninstall the CA Clarity PPM Microsoft Project Interface and CA Clarity PPM Schedule Connect It is recommended that you uninstall CA Clarity PPM Microsoft Project Interface with CA Clarity PPM Schedule Connect before upgrading to a newer version. To uninstall CA Clarity PPM Microsoft Project Interface with CA Clarity PPM Schedule Connect 1. Click the Add or Remove Programs option from the Windows Control Panel. The Add or Remove Programs window opens. 2. Remove the following: CA Clarity PPM Microsoft Project Interface CA Clarity PPM Schedule Connect 3. Delete the CA Clarity PPM MSP Interface and CA Clarity PPM Setups folders. If you accepted the defaults during the installation, these folders are located in your Program Files directory. Chapter 3: Using CA Clarity PPM with Microsoft Project 55

56 How to Set up Microsoft Project with CA Clarity PPM Completely Uninstall the CA Clarity PPM Microsoft Project Interface from Microsoft Project To uninstall CA Clarity PPM Microsoft Project Interface completely from Microsoft Project, you need to remove CA Clarity PPM-specific macros and the CA Clarity PPM Integration toolbar or menu from Microsoft Project. Note: When upgrading, it is not necessary to completely uninstall CA Clarity PPM Microsoft Project Interface. To completely uninstall CA Clarity PPM Microsoft Project Interface from Microsoft Project 1. In Microsoft Project, open the Visual Basic Editor and navigate to ProjectGlobal (Global.MPT) > Microsoft Project Objects > ThisProject, and double-click ThisProject (Global.mpt). The Global.MPT window opens in the right pane. 2. Close the Visual Basic Editor and return to Microsoft Project. The Visual Basic Editor closes. 3. Select Tools, Organizer, and click the Modules tab. The Modules tab appears. 4. Select and delete all of the modules that start with Niku. 5. Click the Toolbars tab. The Toolbars tab appears. 6. Select and delete the CA Clarity PPM Integration toolbar. a. If you have chosen to set up the CA Clarity PPM Integration as a menu, right-click the CA Clarity PPM Integration menu, and select Customize. The Toolbars tab on the Customize dialog box opens. b. Select the Menu Bar check box and click Reset. The changes made to the Menu Bar toolbar are reset. 56 Using CA Clarity PPM with Open Workbench and Microsoft Project

57 How to Set up Microsoft Project with CA Clarity PPM Setting Browser Options The following browser option is suggested when connecting Microsoft Project to CA Clarity PPM using CA Clarity PPM Schedule Connect. Note: See Microsoft Internet Explorer for more information. To prevent the File Download window from appearing when the browser encounters an encrypted page 1. Go to Tools > Internet Options and click Advanced tab. 2. Clear the Do Not Save Encrypted Pages To Disk check box. Chapter 3: Using CA Clarity PPM with Microsoft Project 57

58 How to Set up Microsoft Project with CA Clarity PPM Connect to a CA Clarity PPM Server When you open a project from CA Clarity PPM to update in Microsoft Project, you implicitly log into CA Clarity PPM. No additional setup is required if you open a project from CA Clarity PPM. If you open a project from Microsoft Project, update it, and save it to CA Clarity PPM, you must manually log in to CA Clarity PPM. CA Clarity PPM Schedule Connect must be aware of the CA Clarity PPM server to which you want to connect. You must set up the connection the first time you try to connect to CA Clarity PPM. Once you set up the connection and log in, CA Clarity PPM Schedule Connect remembers your settings. You need only enter your password the next time you open in Microsoft Project and try to save projects or browse for resources in CA Clarity PPM. You can connect CA Clarity PPM Schedule Connect to only one CA Clarity PPM server at a time. You must change the connections settings if you want to open or save projects to a different CA Clarity PPM server. When pointing CA Clarity PPM Schedule Connect to another CA Clarity PPM server be sure to update the Proxy server setting if necessary. To log in and set up a connection to a CA Clarity PPM server 1. With Microsoft Project open, choose any option from the CA Clarity PPM Integration menu or toolbar. The Log on to CA Clarity PPM dialog box opens. 2. Type your CA Clarity PPM user name and password, click Setup>>. The fields to set up the connection are exposed. 3. Enter the following information as needed: SSL Handling Determines the secure sockets layer (SSL) handling preference. The following are the values: Full. SSL is used for all communications including logins and data exchanges. Login. SSL is used when logging in and bypassed for all other data exchanges. None. No connection through SSL. CA Clarity Host Defines the name of the CA Clarity PPM server from which you will open a project or to which you will save a project. It is not the full URL. Example: corpname 58 Using CA Clarity PPM with Open Workbench and Microsoft Project

59 How to Set up Microsoft Project with CA Clarity PPM Port The port for the CA Clarity PPM server. Example: 80 is typically the port for a CA Clarity PPM server. Proxy Host Port Required only when accessing an authenticating proxy. The name of your proxy server. It is not the full URL. For example, enter corpproxy. Note: If you are accessing CA Clarity PPM through a non-authenticating proxy, enter the proxy host and port in the CA Clarity Host and Port fields. The port for the proxy server. Proxy User Name The user name for connecting to the proxy server. Proxy Password The password for connecting to the proxy server. 4. Click OK to connect to the CA Clarity PPM server. Set up Microsoft Project In general, you can set up Microsoft Project as you like. This section provides guidelines for setting up Microsoft Project to work effectively with CA Clarity PPM features. To set Microsoft Project options, choose Options from the Tools menu. Note: See the Microsoft online help for more information. Options Calculation Description On the Calculation tab, select Automatic Calculation. Automatic calculation is the preferred setting, but it is not required. If you choose Manual Calculation, you must manually calculate the project before saving it to CA Clarity PPM. The project is recalculated whenever you open the project from CA Clarity PPM even if manual calculation is set in Chapter 3: Using CA Clarity PPM with Microsoft Project 59

60 How to Set up Microsoft Project with CA Clarity PPM Options Calendar View Save Description Microsoft Project. On the Calendar tab, click Set as Default to ensure the default start and end time matches the shift schedule on your system-wide standard calendar set in CA Clarity PPM. On the View tab, clear the Show links between projects dialog on open check box. This feature is incompatible with CA Clarity PPM external dependencies. If selected, this option is ignored. On the Save tab, change the file location as desired. In general, you can save.mpp files to any folder. However, if you share your computer with other users and update master projects, you must set the file location to a commonly shared folder. Contact your Windows administrator for assistance. 60 Using CA Clarity PPM with Open Workbench and Microsoft Project

61 How CA Clarity PPM Projects are Opened in Microsoft Project How CA Clarity PPM Projects are Opened in Microsoft Project You can open projects from: CA Clarity PPM CA Clarity PPM Microsoft Project Interface with CA Clarity PPM Schedule Connect Before opening projects: Ensure you have fully installed CA Clarity PPM Microsoft Project Interface with CA Clarity PPM Schedule Connect. If you do not have CA Clarity PPM Microsoft Project Interface installed and you open a project from CA Clarity PPM into Microsoft Project, a generic browser download occurs. Ensure projects you are attempting to open: Are not already open in Microsoft Project. Do not have the same project name as other projects you already have open in Microsoft Project. Otherwise, the project you open could replace the currently open project. Any unsaved changes in the open project are lost. Close any open dialog boxes or let any interactions with Microsoft Project complete before attempting to open projects using CA Clarity PPM Schedule Connect. CA Clarity PPM Schedule Connect may stall until other interactions with Microsoft Project are complete. Exit Microsoft Project and change the server settings in CA Clarity PPM Schedule Connect before attempting to open a project from a different CA Clarity PPM server. If you have Microsoft Project running and CA Clarity PPM Schedule Connect is already connected to a CA Clarity PPM server, CA Clarity PPM Schedule Connect attempts to open a project with the same ID from the CA Clarity PPM server that CA Clarity PPM Schedule Connect is currently connected to. If the project ID is not found, the project cannot open. Chapter 3: Using CA Clarity PPM with Microsoft Project 61

62 How CA Clarity PPM Projects are Opened in Microsoft Project Open Projects from CA Clarity PPM You can open any active projects you have rights to view or edit from CA Clarity PPM. To open projects from CA Clarity PPM, they must be formatted in Microsoft Project. You can open projects formatted in Open Workbench from the CA Clarity PPM Schedule Connect. If you can view or edit a project, you can choose to open the project as read-only or read/write. If you only can view a project or if the project is currently locked, you can open the project as read-only. Note: You cannot open projects with the same project ID and.mpp file name in Microsoft Project from different CA Clarity PPM servers on your computer. If you must open a project under these conditions, delete the.mpp file saved locally and then try to open the project with the duplicate project ID from the other CA Clarity PPM servers. When you open a project from CA Clarity PPM, the following occurs: Your CA Clarity PPM login is sent automatically to Microsoft Project. You do not need to log into CA Clarity PPM Schedule Connect when you open a project from CA Clarity PPM into Microsoft Project. The project opens into the Microsoft Project. If Microsoft Project is already running, that instance of the application is used. Any projects open in Microsoft Project remain open. To open projects from CA Clarity PPM 1. In CA Clarity PPM, go to the Projects page and click the name of the project you want to open. The Project Overview page displays. Note: See the Project Management User Guide for more information. 2. Ensure the project is formatted in Microsoft Project. Note: If the Scheduler Format field is not displayed, contact your CA Clarity PPM administrator for assistance. 3. Select one of the following: Read-Only. Opens the project unlocked in Microsoft Project. Any changes you make in Microsoft Project cannot be saved to CA Clarity PPM. If you have rights only to view to the project or if the project is locked by another user, Read-only is selected by default and the list box is unavailable. 62 Using CA Clarity PPM with Open Workbench and Microsoft Project

63 How CA Clarity PPM Projects are Opened in Microsoft Project Read/Write. Opens the project locked in Microsoft Project. You can save changes back to CA Clarity PPM. Until project is unlocked, other users only can open the project as Read-only. 4. Click Go. The project opens in Microsoft Project. Tasks created with dates set in CA Clarity PPM that are different than the project start date acquire Start No Earlier constraints to hold them there. Work effort estimates for each role on each task are loaded into Microsoft Project including the distribution of this work over time. Open CA Clarity PPM Projects from Microsoft Project You can open any active CA Clarity PPM project you have rights to view or edit from Microsoft Project using CA Clarity PPM Schedule Connect. This includes any Open Workbench or Microsoft Project-formatted projects. The Open from Clarity window displays a list of CA Clarity PPM projects. The CA Clarity PPM Host field defines the name of the CA Clarity PPM server to which Microsoft Project is connected. A list of active projects formatted for Open Workbench or Microsoft Project that you can edit or view are displayed in the table. Table column values: Project ID. The unique project ID (UNIQUE_NAME) for the project. Name. The project name. Locked By. The user name of a resource who is currently editing the project. If the selected project is locked, you can open the project as view only - even if you have rights to edit the project. Manager. The user name identified in CA Clarity PPM as the project manager for the project. To open a project from Microsoft Project 1. With Microsoft Project open, select Open from Clarity from the CA Clarity PPM Integration toolbar or menu. Note: If you are not connected to a CA Clarity PPM server or if you have not set up your connection to a CA Clarity PPM server, the Log on to CA Clarity PPM dialog box appears. Log in using your CA Clarity PPM user name and password, and if necessary set up the connection. The Open from Clarity window opens, displays a list of available projects. 2. Select the project you want to open or complete the following filter fields: Chapter 3: Using CA Clarity PPM with Microsoft Project 63

64 How CA Clarity PPM Projects are Opened in Microsoft Project Project ID The project's unique identifier. You can filter the list by entering any set of characters in any case and clicking Open. Example: entering 'a' displays only projects that contain the letter 'a' or 'A'. Local file name The projects' default local path and.mpp file name. Open as read-only Select the check box to open the selected project without locking it. This check box is available if you have edit rights for the selected project. If you open the project as read-only, and then choose to save to CA Clarity PPM, a message appears saying that the project is currently not locked and asks if you want to force a save. If you have only view rights, the check box is selected by default and unavailable. 3. Click Browse to save the file to a location other than the default location set in Microsoft Project. Note: The path and file name is determined by the Tools, Options, Save settings in Microsoft Project. Any changes to this setting do not take effect until the next time you start Microsoft Project. 4. Click Open. If the project is in Open Workbench format, a message appears letting you know that if you update the project in Microsoft Project some project information may be lost when you save it back to CA Clarity PPM. Click Yes to continue or No to cancel. If you already have a lock on the project and it is saved locally, but not to CA Clarity PPM, a message appears asking if you want to open the CA Clarity PPM version and replace the version saved locally. Click Yes to open the CA Clarity PPM version or No to cancel. 64 Using CA Clarity PPM with Open Workbench and Microsoft Project

65 How CA Clarity PPM Projects are Saved in Microsoft Project How CA Clarity PPM Projects are Saved in Microsoft Project You can save projects from CA Clarity PPM Microsoft Project Interface using CA Clarity PPM Schedule Connect: Save to CA Clarity PPM (see page 67). Saves an existing project to CA Clarity PPM. Save As to CA Clarity PPM (see page 65). Saves a new project created in Microsoft Project to CA Clarity PPM. When you save a project that you updated in Microsoft Project back to CA Clarity PPM, the saved project in CA Clarity PPM reflects the updated schedule. The.MPP project file is uploaded to CA Clarity PPM including discrete information, such as task schedules and resource work amounts. You and other users can open this project and see information such as custom views, Gantt chart annotations, and fields that are not mapped to CA Clarity PPM by default. Note: When you save a project using Microsoft Project's Save and Save As feature, it is only saved locally. You must save projects to CA Clarity PPM using CA Clarity PPM Schedule Connect. Save New Projects to CA Clarity PPM You can create a new project from Microsoft Project and then save it to CA Clarity PPM if the following are true: You have rights to create projects in CA Clarity PPM. Any resources or charge codes referenced in the project exist in CA Clarity PPM. Projects created in Microsoft Project are not password-protected. Otherwise, you cannot save them to CA Clarity PPM. In Microsoft Project, check the Save option of the project to determine if it is password protected. When you save a new project created in Microsoft Project to CA Clarity PPM, the following occurs automatically: You become the CA Clarity PPM project manager with rights to view and edit the project. The project is locked in CA Clarity PPM by your user name. Note: It is possible for you to save a project over an existing project by selecting the Save As to Clarity option from the CA Clarity PPM Integration toolbar or menu if the project ID exists in CA Clarity PPM. If you save over an existing project, the new project information replaces the existing project information. Unplanned tasks, assigned tasks with actuals are moved to the Deleted Tasks summary phase as deleted tasks. Chapter 3: Using CA Clarity PPM with Microsoft Project 65

66 How CA Clarity PPM Projects are Saved in Microsoft Project To save a new project to CA Clarity PPM 1. With the project open in Microsoft Project, select Save As to Clarity from the CA Clarity PPM Integration toolbar or menu. The Save As to Clarity dialog box appears with a list of active projects that you have rights to. 2. Define the following fields: Project ID The project ID of the project. If the project you are saving was opened from CA Clarity PPM at some point, the project ID stored in the project's.mpp file is used as the default project ID. If the project was never opened from CA Clarity PPM, the project title is used as the project ID. You can change the Project ID as desired. If the project ID is unique in CA Clarity PPM, a new project is saved to CA Clarity PPM. If the project ID exists in CA Clarity PPM, a confirmation message appears letting you know the ID already exists. Click Yes to replace the existing project with the new project information. Note: If you change the ID, the.mpp file name changes to match it. Local file name The default local path and.mpp file name of the project. The.MPP file name defaults to the project ID. Click Browse to change the path and file name. If the project name already exists, information from the new project replaces the existing project. Note: The path and file name is determined by the Tools, Option, Save settings in Microsoft Project. Any changes to this setting do not take effect until the next time Microsoft Project is started. Track Mode Indicates the tracking method used to enter time for this project. Values: Clarity. Staff members enter time against their assigned tasks using timesheets. None. Non-labor resources, such as expenses, materials, and equipment track actuals through Microsoft Project. Other. Indicates that actuals are imported from a third-party program. 3. Click Save As. The project is saved to CA Clarity PPM. The project remains open in Microsoft Project and a lock is placed on the project. 66 Using CA Clarity PPM with Open Workbench and Microsoft Project

67 How CA Clarity PPM Projects are Saved in Microsoft Project Saving Existing Projects as New Projects You can save a copy of an existing CA Clarity PPM project as a new project. When you save a copy as a new project, all project information is copied to the new project. Both projects exist independently of each other. No file sharing occurs. If you save a copy of a CA Clarity PPM project, your lock on that project is discarded unless you recently saved it as an.mpp file. Once you have saved a copy of the project, you can open the new project to update it. To save a copy of project as a new project 1. Open the project in Microsoft Project from CA Clarity PPM. The project opens. 2. Select Save As To CA Clarity PPM from the CA Clarity PPM Integration toolbar or menu. The Save As dialog box appears. 3. Enter a new, unique CA Clarity PPM project ID, and then click Save As. A copy of the project is saved as a new project in CA Clarity PPM. Save Existing Projects to CA Clarity PPM You must have edit rights to save an existing project back to CA Clarity PPM. You must also have a lock on the project. In general, you cannot save back to CA Clarity PPM if the project is locked by another user, or if you do not have a lock on it. If necessary, you can force a save. Once you have saved your existing project, you can continue to make changes to the project, even when it is locked. To save existing projects 1. With the project open in Microsoft Project, select Save To from the CA Clarity PPM Integration menu or toolbar. The project remains open and locked. If you do not have a lock on the project, a message appears asking if you want to force a save. Click Yes to save or click and No to cancel. Chapter 3: Using CA Clarity PPM with Microsoft Project 67

68 Unlock and Hold Locks on Projects Unlock and Hold Locks on Projects Unlock a project from Microsoft Project Unlock a project from CA Clarity PPM A lock is placed on a project when you open it in Read/Write mode. In general, projects are unlocked when they are closed in Microsoft Project including when you exit Microsoft Project with the projects still open. You can unlock a project from Microsoft Project. With the project open in Microsoft, save it to CA Clarity PPM. Close the project without saving it in Microsoft Project. The project is unlocked. You can unlock a project directly from CA Clarity PPM. When the user whose lock you drop tries to save the project back to CA Clarity PPM, a message appears letting the user know the project is not locked. The user can force a save. You must have administrator rights to drop another user's lock. To unlock a project from CA Clarity PPM 1. In CA Clarity PPM, go to the Projects page and click the name of the project you want to open. The Project Properties: Main page displays. If the project is locked by another user, an alert appears indicating the project is locked by a user. Note: See the Project Management User Guide for more information. 2. Click Unlock. The project locked is dropped. Exit Microsoft Project If you exit Microsoft Project without saving the project locally, a message appears asking you to save the project. If you save, the project is saved locally. It is not saved back to CA Clarity PPM. How to Create Projects You can do the following to create projects: Create a project in CA Clarity PPM (see page 69) to benefit from its methodology and template features. Create a project in Microsoft Project (see page 69). 68 Using CA Clarity PPM with Open Workbench and Microsoft Project

69 How to Create Projects Create a Project in CA Clarity PPM You can create a project in CA Clarity PPM and if desired, develop its plan. Note: See the Project Management User Guide for more information. To create and develop a project in CA Clarity PPM 1. On the Projects page, click new to create a new project. Define the project giving it a unique Project ID. Click Submit. 2. On the Projects page, click the new project to edit its properties. Change the Scheduler Format to Microsoft Project. Click Save. Note: If the Scheduler Format field does not appear on Create New Project page or any one of the Project Properties pages, contact your CA Clarity PPM administrator for assistance. 3. Develop the project in CA Clarity PPM as desired, or update the project in Microsoft Project. Create Projects in Microsoft Project You can create and develop a project in Microsoft Project and save it to CA Clarity PPM. Note: See the Microsoft online help for more information. Use the following steps to ensure the project is compatible with the CA Clarity PPM model. To create a project in Microsoft Project 1. Create a new project. 2. Save the project. Chapter 3: Using CA Clarity PPM with Microsoft Project 69

70 Add Resources to Projects Using CA Clarity PPM Add Resources to Projects Using CA Clarity PPM You can allocate resources in CA Clarity PPM by: Requisitioning resources Adding resources Replacing resources To add a resource to a project 1. Click the project link from the Projects page in CA Clarity PPM to edit its properties. 2. On the Staff subtab, click Add to add a resource to your project or click Requisition to request a resource. Depending on your selection, a page to search for and select resources appears, or a page to create a requisition appears. A single role can be allocated to the same project more than once. Accordingly, a role may appear more than once on the Project Team: Staff page. Each additional occurrence of the same role is appended by a number (for example, Programmer 1, Programmer 2, and so on), so you can tell them apart. Add Resources or Roles to a Project Using Microsoft Project You can add any CA Clarity PPM resource or role that you have rights to hard or soft book to a project opened in Microsoft Project. When you add a resource using CA Clarity PPM Schedule Connect, you must manually allocate these resources to tasks. When you browse for CA Clarity PPM resources, a list of available roles and resources appears. When you add a resource to the project, the resource's information is downloaded from CA Clarity PPM and allocated at 100% to the project just as if the resource was staffed in CA Clarity PPM. You can modify the resource's availability in the project and implicitly change the allocation to another value. You can also add a resource to a project directly in Microsoft Project by creating a new resource by entering an ID in the Initials field that matches the resource ID in CA Clarity PPM. The remaining resource attributes are set to match the CA Clarity PPM information when the project is saved and reopened from CA Clarity PPM. Keep in mind that the resource must exist in CA Clarity PPM in order to save the project to CA Clarity PPM. 70 Using CA Clarity PPM with Open Workbench and Microsoft Project

71 How to Assign Resources to Tasks To add CA Clarity PPM resources to a project 1. With the project open in Microsoft Project, click Browse Resources. The Browse Resources dialog box appears. 2. Select the resources you want to add to the project and click Add. Selected Resources/Roles The list of selected resources and/or roles that you will add to the project. Available Resources/Roles The list of resources and roles you have booking rights to. To select a role, expand the role folder and select the role name. To select individual resources, expand the role folder and select the resource name. 3. Click OK to add the selected resources or roles to the project. 4. Assign resources to tasks as desired. How to Assign Resources to Tasks You can assign resources to tasks from CA Clarity PPM or from Microsoft Project. In CA Clarity PPM, you can assign resources to tasks from the following pages: Work Breakdown Structure page Task Properties page or Assignment page by clicking the Assign or Replace button. Resource assignments created in CA Clarity PPM default to the Default Load Pattern specified by the Project Management Settings in the Administration Tool. Chapter 3: Using CA Clarity PPM with Microsoft Project 71

72 How to Assign Resources to Tasks When you open a CA Clarity PPM project in Microsoft Project, the following occurs: When the load balance pattern is set to Contoured in CA Clarity PPM, 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 the assignment already exists (i.e., previously opened in Microsoft Project and saved to CA Clarity PPM), the work contour in Microsoft Project does not change. When the assignment is a split task (i.e., has a gap between the end of the actual work and the start of the remaining work) and the load balance pattern is Contoured, the settings of following fields on the Microsoft Project Options dialog box determine how the work contour is set in Microsoft Project: The Updating Task Status Updates Resource Status check box on the Calculation tab. The Split In-progress Tasks check box on the Schedule tab. Updating Task Status Updates Resource Status Split In-progress Tasks Work Contour set to Selected Not Selected Contoured Selected Selected Flat Not Selected Not Selected Flat Not Selected Selected Flat Note: If the project's Track Mode field in CA Clarity PPM is set to Clarity or Other, the Updating Task Status Updates Resource Status check box is cleared, regardless of the user settings in Microsoft Project. 72 Using CA Clarity PPM with Open Workbench and Microsoft Project

73 Balancing the Workload The schedule for the work may change when opening the project in Microsoft Project. Examples Example 1 If you create a Front-loaded assignment in CA Clarity PPM with 40 hours on a 5-day task, CA Clarity PPM schedules that work as full-time over those five days. Microsoft Project will schedule those 40 hours over 8.33 days. Example 2 If you assign a resource uniformly to a 5-day task in CA Clarity PPM and then change the task duration to 10 days, the rate of work is reduced to half-time, retaining the total amount of work. Microsoft Project reschedules this change as full-time, shortening the task back to 5 days. Note: See the Project Management User Guide for more information. Balancing the Workload When resources are assigned to a fully-developed plan, you can balance the workload. The Level Resources feature is Microsoft Project's solution to balance the workload. This feature shifts task schedules without changing task durations or the distribution of work. It may not be sufficient for your requirements. If you choose not to use this feature, you can manually reassign work by modifying the model, such as manipulating assignment delays and assigning work contours. Note: See the Microsoft online help for more information. How to Work with Subprojects You can insert CA Clarity PPM projects as subprojects into a project open in Microsoft project. Subprojects load or open as read/write or read-only depending on how the master is opened and on the read/write status of each of the subprojects. You can do the following: Retrieve subprojects. Save subprojects. When you open master projects in Microsoft Project, subprojects are opened and linked to their master projects. In Microsoft Project, a shared resource pool project is created when resources are shared across multiple projects. Chapter 3: Using CA Clarity PPM with Microsoft Project 73

74 How to Work with Subprojects About the Shared Resource Pool When you open a master project in Microsoft Project for the first time, a shared resource pool project is created locally. Example, wireless_pool.mpp. This shared resource project enables the master project to share its resources with its subprojects. Note: The shared resource pool is associated with the master project and opens only when the master project opens. Subprojects opened as independent projects open without any associations to their master projects or shared resource pools. When you save a master project back to CA Clarity PPM, all project teams are updated with the resources from the shared resource pool, unless the subprojects are set to "Read-only". When you open a master project in Microsoft Project, subprojects are opened and linked to their master projects. In Microsoft Project, a shared resource pool project is created when resources are shared across multiple projects. 74 Using CA Clarity PPM with Open Workbench and Microsoft Project

75 How to Work with Baselines How to Work with Baselines Microsoft Project 2000 You can save a baseline of the project from Microsoft Project or from CA Clarity PPM. You can keep a copy of the schedule now, or at any point, by saving a baseline. The baseline is saved with the resources time-varying rate at the time a baseline revision takes place. Note: You must have Project - Modify Baseline rights for the project to save a baseline. Microsoft Project 2000 can support only a single baseline. When opening the project in Microsoft Project: A maximum of 11 baseline revisions is sent; one is marked as the Current revision. Information about the current revision is saved to the.mpp file and updated on the project plan in Microsoft Project. Note: If no baseline revisions are sent from CA Clarity PPM, CA Clarity PPM Schedule Connect ensures that the baseline information in the.mpp and on the project plan are cleared in Microsoft Project. When saving the project to CA Clarity PPM, CA Clarity PPM Schedule Connect checks for baseline information. If the plan has: A baseline: The baseline revision is sent and includes all information from the.mpp file. If no information is available from the.mpp file, the baseline revision is new, and the default ID, name, and description is used. Baseline detail records are sent as needed. No baseline. If no baseline information is available from the.mpp file, no baseline revision information is sent to CA Clarity PPM. Chapter 3: Using CA Clarity PPM with Microsoft Project 75

76 How to Work with Baselines Microsoft Project 2002 and later Microsoft Project 2002 and later can support up to 11 baselines. Multiple baselines are managed by saving each revision to baseline slots in the.mpp file. For example, the information for the Current revision is saved to the baseline slot, a previous baseline revision is saved to the baseline1 slot, and so on up to baseline10. When opening the project in Microsoft Project: A maximum of 11 baseline revisions is sent in descending order by the last date modified; one is marked as the Current revision. Information about each revision is saved to the.mpp file. The Current revision is used to update the project plan's baseline information and the any remaining baseline revisions are used to update the project plan's other baseline slots (i.e., baseline1 through baseline10) in the order they are received. If the project in Microsoft Project has baseline information for which no matching revision information is received, that baseline is cleared. If no baseline revisions are sent, all baseline information in the.mpp file is cleared in Microsoft Project. When saving the project to CA Clarity PPM, CA Clarity PPM Schedule Connect checks each possible baseline slot in the project, starting with the baseline slot and ending with the baseline10 slot: If a baseline slot has information, the revision information from the.mpp file is sent to CA Clarity PPM. If no information is available from a baseline slot from the.mpp file, the revision is new and the default ID, name and description is used for the revision. For example, if the information is from the baseline3 slot, the number 3 is appended to the default ID, name, and description. Note: If the.mpp file contains information for a revision whose matching baseline slot is empty, CA Clarity PPM Schedule Connect sends the revision information to CA Clarity PPM with a Delete flag, which tells CA Clarity PPM to delete the baseline revision. 76 Using CA Clarity PPM with Open Workbench and Microsoft Project

77 How to Work with Baselines Save the Baseline in Microsoft Project Note: See the Microsoft online help for more information. To save a baseline in Microsoft Project With the project open in Microsoft Project, select Tools > Tracking > Save Baseline from the menu bar. Save the Baseline in CA Clarity PPM You cannot lock a project when updating the baseline in CA Clarity PPM. Note: See the Project Management User Guide for more information. Chapter 3: Using CA Clarity PPM with Microsoft Project 77

78 How Actuals are Managed How Actuals are Managed The resources assigned to your project likely use timesheets in CA Clarity PPM to enter the weekly work they accomplish on their assigned project tasks. These timesheets automatically include tasks you have scheduled for that week. Timesheets must be submitted and approved before they can be posted to the project plan. Pending actuals are displayed in Microsoft Project before posting actuals. The Pending Actuals field is mapped to the Number2 field in Microsoft Project. When a timesheet is posted, the estimate to complete (ETC) on any assignment for which actuals were entered on that timesheet is modified. In most cases, the amount of the actuals reduce the ETC so that the total work on the assignment remains the same. In Microsoft Project, assignments with a work contour assigned Contoured ("Fixed" in CA Clarity PPM) are processed differently. In this case, the estimates that were scheduled on or before the week are replaced with the actuals and the estimates after the week are kept intact. The result, depending on when the estimates were scheduled in Microsoft Project, can be an increase or a decrease of total work. Note: In Microsoft Project, work contour assignments are reset to "Contoured" if you edit the work distribution. If you modify the total actual or remaining work distributions, the work contour is not modified. Most of the time, posting a timesheet does not immediately change the finish dates of the tasks that were on that timesheet. For example, when more actuals are entered than planned, the result is a new, reduced ETC. When less work is completed on a task during the week than was planned, this work is scheduled at the higher rate within the task schedule. In this case, when you open the project in Microsoft Project, the task is rescheduled and the finish date is delayed. Resource timesheets are assumed to be a complete accounting of the project work the resource did that week. If a scheduled task does not appear on the timesheet, it implies the resource completed no work on that task, and the task must be rescheduled for the following week or beyond. Note: When you open your project in Microsoft Project, it is scheduled. The project is scheduled even if you use Manual Calculation mode in Microsoft Project. As a result, task finish dates and resource work distribution in Microsoft Project can be different from CA Clarity PPM. 78 Using CA Clarity PPM with Open Workbench and Microsoft Project

79 How Actuals are Managed Manage Pending Actuals and Estimates Pending actuals are actuals on timesheets that have not yet been posted. You can view pending actuals on timesheets that pertain to your project by viewing the Number 2 field. In Microsoft Project, actuals are read-only because they are controlled by the timesheets in CA Clarity PPM. If there are no pending actuals for an assignment, -1 is displayed in the Number 2 field. The estimate-to-complete that team members see on their timesheets automatically reflects your plan. For example, suppose that you planned 80 hours to complete a task. On the resource's timesheet, 20 hours were posted for the previous week and 10 hours appear on this week's unapproved timesheet. The resource would see an estimate-to-complete of 50. Team members can communicate changes to the remaining plan by overriding this value. If team members do one of the following: Override this value, the requested changed number of hours is displayed in the Number1 field. Do not override this value, -1 is displayed. If you agree with the recommended changes to the plan, update the remaining hours on the assignment based on the value in the Number1 field and then reset the Number2 field to -1. This changes the value team members see on their timesheets. Note: You can only change the Number1 field to -1 to reset the value on team member's timesheets. You can view pending estimates in the Number1 field and pending actuals in the Number2 field from views in Microsoft Project, such as the Task Usage view. Replanning Once actuals have been posted to your project, re-work your plan to ensure that work is as balanced and that the rate of progress does not demand a change of scope, sequence, or other elements of the project. Chapter 3: Using CA Clarity PPM with Microsoft Project 79

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81 Appendix A: Microsoft Project Field Mappings This section contains the following topics: About Microsoft Project Field Mappings (see page 81) Project Information (see page 81) Resource Information (see page 85) Task Information (see page 88) Resource Assignment Information (see page 92) Notes (see page 94) Private Field (see page 95) About Microsoft Project Field Mappings This section identifies many of the standard Microsoft Project fields that are mapped to CA Clarity PPM fields. Notes are provided only when there is special information on how CA Clarity PPM Schedule Connect handles data exchanges between Microsoft Project and CA Clarity PPM. Where possible, the location of the field is provided with the default field name as it appears on the user interface. The CA Clarity PPM column of the mapping tables, first lists the CA Clarity PPM user interface field then the corresponding database table: column. Project Information The following are the field maps for project information: Schedule Project Baseline Manager Company Other Project Attributes Calendar Appendix A: Microsoft Project Field Mappings 81

82 How Actuals are Managed Schedule Maps fields from Project Information in Microsoft Project to fields in CA Clarity PPM. Microsoft Project CA Clarity PPM Notes Start Date Finish Date Schedule From Status Date Calendar Project Properties: Main: Schedule: Start Date PRJ_PROJECTS: PRSTART Project Properties: Main: Schedule: Finish Date PRJ_PROJECTS: PRFINISH Project Properties: Schedule: Start Imposed (not displayed by default) PRJ_PROJECTS: PRSTARTIMPOSED Project Properties: Schedule: Finish Imposed (not displayed by default) PRJ_PROJECTS: PRFINISHIMPOSED Project Properties: Schedule: As Of Date PRJ_PROJECTS: PRASOF Calendar PRCalendar: PRVALUE If Start Imposed is set to on in CA Clarity PPM, the Schedule From field is set to the Project Start Date when opening the project in Microsoft Project. Otherwise, Schedule From is set to the Project Finish Date. If the Schedule From field is set to the Project Start Date in Microsoft Project, the Start Imposed option is set to On and the Finish is imposed is set to Off when saving the project to CA Clarity PPM. Otherwise, Finish Imposed is set to On and the Start Imposed is set to Off. Since Microsoft Project does not allow this field to be programmatically set to NA, the existing value in this field is retained if the AS of Date in CA Clarity PPM is blank. When opening the project in Microsoft Project, this field is set to CA Clarity PPM s configured system calendar. 82 Using CA Clarity PPM with Open Workbench and Microsoft Project

83 How Actuals are Managed Microsoft Project CA Clarity PPM Notes This field is not saved back to CA Clarity PPM. Priority Project Properties: Schedule: Priority PRJ_PROJECTS: PRPRIORITY Priorities are translated between Microsoft Project s range (0-1000) and CA Clarity PPM range (36-0). Baseline Maps the fields in Microsoft Project to fields in CA Clarity PPM. Microsoft Project CA Clarity PPM Notes Baseline Start Baseline Finish Baseline Cost Baseline Work No mapping Project Properties: Baseline: Baseline Start (Not displayed by default) PRJ_BASELINE_ DETAILS: START_DATE Project Properties: Baseline: Baseline Finish (Not displayed by default) PRJ_BASELINE_ DETAILS: FINISH_DATE Project Properties: Baseline: Baseline Cost (Not displayed by default) PRJ_BASELINE_ DETAILS: COSTSUM Project Properties: Baseline: Baseline Work (Not displayed by default) PRJ_BASELINE_ DETAILS: USAGESUM PRJ_BASELINE_ DETAILS: CREATED_DATE When saving the project to CA Clarity PPM, this field is set to the current system date if baseline information is available Appendix A: Microsoft Project Field Mappings 83

84 How Actuals are Managed Microsoft Project CA Clarity PPM Notes from Microsoft Project. It is not the actual date the baseline was modified in Microsoft Project. Manager Maps the fields in Microsoft Project to fields in CA Clarity PPM. Microsoft Project CA Clarity PPM Notes Company Manager Title INV_PROJECTS: PRDEPARTMENT Project Properties: Main: General: Manager Title SRM_PPROJECTS: NAME When opening the project in Microsoft Project, this field is set to the user name in CA Clarity PPM identified as the project manager. This value is not saved back to CA Clarity PPM. Company Field Mapping Maps the fields in Microsoft Project to fields in CA Clarity PPM. Microsoft Project CA Clarity PPM Notes Company INV_PROJECTS: PRDEPARTMENT Other Project Attributes Maps the fields in Microsoft Project to fields in CA Clarity PPM. Microsoft Project CA Clarity PPM Notes Text5 Project Properties: Main: Schedule: Charge Code PRJ_PROJECTS: PRCHARGECODEID The charge code's ID (PREXTERNALID) is shown in Microsoft Project. To modify the charge code for a project, you must enter a charge code ID that already exists in CA Clarity PPM to save the project back to CA Clarity PPM. 84 Using CA Clarity PPM with Open Workbench and Microsoft Project

85 How Actuals are Managed Microsoft Project CA Clarity PPM Notes This is the default mapping, which you can change. Calendar Maps fields from Change Working Time in Microsoft Project to the Administration Base Calendar fields in CA Clarity PPM. The project calendar in Microsoft Project is always reset to the system calendar from CA Clarity PPM. Microsoft Project CA Clarity PPM Notes For Base Calendar Set Working Time for Selected Dates Calendar Name PRCalendar: PRNAME Base Calendar PRCalendar: PRBASECALENDARID PRCalendar: PRVALUE Not used for resource calendars. In Microsoft Project, only resource calendars have base calendars. Combines system calendars with their base calendars when this information is set in Microsoft Project. Calendar information defined in CA Clarity PPM is shown in the Set Working Time options in Microsoft Project. Resource Information Maps the fields from Resource Information in Microsoft Project to fields in CA Clarity PPM. Microsoft Project CA Clarity PPM Notes General Tab Resource Name Resource Properties: Main: General: Resource/Role SRM_RESOURCE: Full_Name The name of the role and non-labor resource in CA Clarity PPM. For labor resources, the concatenated last and first name of the resource without commas. When opening the project in Microsoft Project, commas are replaced with a space. When saving the project back to CA Clarity PPM, spaces are replaced with commas. Appendix A: Microsoft Project Field Mappings 85

86 How Actuals are Managed Microsoft Project CA Clarity PPM Notes Initials Resource Type Resource Properties: Main: Resource ID SRM_RESOURCE: UNIQUE_NAME Resource Properties: Main: Employment Type SRM_RESOURCE: RESOURCE_TYPE When saving the project to CA Clarity PPM, this field is used to check for an existing CA Clarity PPM resource ID. If the matching resource ID is found, the project is saved to CA Clarity PPM. If no matching resource ID is found, you are asked to provide a valid resource ID. In CA Clarity PPM, this field is set to: Work for labor resources and roles Material for all other resource types. Generic n/a Microsoft Project 2003 only. This field is set to On for roles and set to Off for resources. Booking Type n/a Microsoft Project 2003 only. Not mapped to CA Clarity PPM, but the value is retained in the.mpp file. Group Code Resource Properties: Main: Address SRM_RESOURCE: Resource Properties: Main: Category PRJ_RESOURCES: PRCATEGORY Resource Properties: Main: Input Type Code PRJ_RESOURCES: prtypecode 86 Using CA Clarity PPM with Open Workbench and Microsoft Project

87 How Actuals are Managed Microsoft Project CA Clarity PPM Notes Resource Availability In Microsoft Project, a resource s availability is the units a resource is available to work on the project. In CA Clarity PPM, a resource s availability is based on the resource s system-wide availability in hours and the percent a resource is allocated projects. When opening a project in Microsoft, the resource s availability is set from CA Clarity PPM using the following formula: Resource s system-wide Availability * Resource s Project % Allocation Maps resource availability fields in Microsoft Project to resource availability fields on the Project Team: Staff page and Resource Properties: Main - General page. Available From Available To Working Time tab PRJ_RESOURCE: PRAVAILCURVE PRTeam: PRALLOCCURVE Project Team: Staff: Start PRTeam: PRAVAILSTART Project Team: Staff: Finish PRTeam: PRAVAILFINISH Used only for labor resources in Microsoft Project. This field is combined with the resource-to-project allocation information when opening the project in Microsoft Project and, then gets factored out when saving the project to CA Clarity PPM. Used only for labor resources in Microsoft Project. This field is combined with resource availability when opening the project in Microsoft Project and then gets factored out when saving the project to CA Clarity PPM. When saving the project to CA Clarity PPM, this field is set to the date the resource is available to finish the project. If the Available To field is set to NA in Microsoft Project, this field in CA Clarity PPM is set to blank indicating that the resource is available when the project starts. When saving the project to CA Clarity PPM, this field is set to the date the resource is available to finish the project. If the Available To field is set to NA in Microsoft Project, this field in CA Clarity PPM is set to blank indicating that the resource is available when the project starts. Appendix A: Microsoft Project Field Mappings 87

88 How Actuals are Managed Microsoft Project CA Clarity PPM Notes Work Time information in Microsoft Project is set to the base calendar and any resource-specific exceptions from the resource s calendar settings on the Edit Resource Calendar page in CA Clarity PPM. The calendar is used only for labor resources in Microsoft Project. Costs tab When opening the project in Microsoft Project, cost information is set to the first cost rate table from the CA Clarity PPM rate matrix. Task Information Use the following fields to map task information: Tasks Task Baseline Guidelines Tasks Maps fields from Task Information in Microsoft Project to fields in CA Clarity PPM. Microsoft Project CA Clarity PPM Notes General tab Name Text1 Start Finish Duration Tasks Properties: Name PRTask: PRNAME Tasks Properties: ID PRTask: PREXTERNALID Task Properties: Start PRTask: PRSTART Task Properties: Finish PRTask: PRFINISH Project Tasks: Duration (not displayed by default) PRTask: PRDURATION When saving the project to CA Clarity PPM, this field is set to the CA Clarity PPM internal ID if it is blank in Microsoft Project. This field cannot be blank. Task ID s in the same project must be unique in CA Clarity PPM (except blank). The same calendar information is reflected in the Set Working Time in Microsoft Project. The same calendar information reflected in the Set Working Time options in the Change Working Time dialog. In Microsoft Project, the duration unit is set by the Duration Is Entered In field on the Schedule tab in the Tools Options dialog box. 88 Using CA Clarity PPM with Open Workbench and Microsoft Project

89 How Actuals are Managed Microsoft Project CA Clarity PPM Notes Elapsed durations are converted to their equivalent in worktime duration, but the model is changed. Priority Flag1 Project Tasks: Priority (not displayed by default) PRTask: PRPRIORITY Task Properties: Key Task PRTask: PRISKEY Priorities are translated between Microsoft Project s range (0-1000) and CA Clarity PPM's range (36-0). Precision is lost. This is the default mapping, which can be changed. Text5 Task Properties: Charge Code PRTask: PRCHARGECODEID The charge code's ID (PREXTERNALID) is shown in Microsoft Project. To modify the charge code for a task, you must enter any existing CA Clarity PPM charge code ID. This is the default mapping, which you can change. % Complete Project Tasks: Tasks: % Complete PRTask: PRSTATUS and PRTask: PRPCTCOMPLETE The task status is set to Started when the percent complete is greater than 0%, or to Complete when it is 100%. Otherwise, this field is set to Not Started. Note: The physical % complete in Microsoft Project 2002 is not mapped. Advanced tab Mark Task as Milestone Calendar Task Type Task Properties: Milestone PRTask: PRISMILESTONE Fixed Duration PRTask: PRISFIXED In Microsoft Project, any task can be flagged a milestone as a means to drive Gantt bar rules (e.g., drawing the diamond) and other features such as filtering. Microsoft Project automatically sets this flag when a task acquires a zero duration. You can use them in Microsoft Project, but the list of available calendars comes from CA Clarity PPM. All types in Microsoft Project are supported. In Microsoft Project: Fixed duration task type maps to True Fixed unit and fixed work maps to False. Appendix A: Microsoft Project Field Mappings 89

90 How Actuals are Managed Microsoft Project CA Clarity PPM Notes Effort Driven No Mapping Tasks flagged as Effort Driven in Microsoft Project take more processing. If there are many tasks, system memory requirements and performance may degrade noticeably. Constraints Constraints defined in Microsoft Project are stored in CA Clarity PPM, but you cannot edit them from CA Clarity PPM Schedule Connect. Microsoft Project automatically sets the Start No Earlier Than constraint when it is needed to hold a task start date. If there is a saved Start No Earlier Than constraint and Microsoft Project sets a later Start No Earlier Than constraint to hold a task start date, the saved Start No Earlier Than constraint is not set. Constraint Type No CA Clarity PPM user interface field available PRConstraint: PRTYPE When opening the project in Microsoft Project, CA Clarity PPM Schedule Connect only processes the first constraint it encounter if there are multiple constraints in CA Clarity PPM for a task. Constraint Date No CA Clarity PPM user interface field available PRConstraint:PRTIME Baseline Maps fields from task baseline information in Microsoft Project to fields in CA Clarity PPM. Microsoft Project CA Clarity PPM Notes Baseline Start Task Properties: Baseline: Baseline Start (Not displayed by default) PRJ_BASELINE_ DETAILS: START_DATE 90 Using CA Clarity PPM with Open Workbench and Microsoft Project

91 How Actuals are Managed Microsoft Project CA Clarity PPM Notes Baseline Finish Task Properties: Baseline: Baseline Finish (Not displayed by default) PRJ_BASELINE_ DETAILS: FINISH_DATE Baseline Cost Duration No mapping Task Properties: Baseline: (Not displayed by default) PRJ_BASELINE_ DETAILS: PREXTENSION Task Properties: Baseline: Baseline Usage (Not displayed by default) PRJ_BASELINE_ DETAILS: USAGESUM Task Properties: Baseline: Duration (Not displayed by default) PRJ_BASELINE_ DETAILS: DURATION Created_Date (not displayed by default) PRJ_BASELINE_ DETAILS: CREATED_DATE You must have Modify Baseline rights to save a baseline to CA Clarity PPM. When saving the project to CA Clarity PPM, this field is set to the current system date if baseline information is present in Microsoft Project. It is not the actual date the baseline was modified in Microsoft Project. Guidelines Maps fields from the File Properties in Microsoft Project to fields in CA Clarity PPM. Microsoft Project CA Clarity PPM Notes Hyperlink base Text2 Task Properties: Guidelines PRJ_PROJECTS: PRGUIDELINES No CA Clarity PPM user interface field available PRTask: PRGUIDELINES This is only the portion of the guidelines URL that is directly associated with the task. This is the default mapping, which you can change Appendix A: Microsoft Project Field Mappings 91

92 How Actuals are Managed Resource Assignment Information The following Resource Information is mapped from Microsoft Project to fields in CA Clarity PPM. Any assignment that exists in CA Clarity PPM when a timesheet for that resource is posted gets an Actuals Thru date equal to the end of the timesheet period. Conditions may exist where you inadvertently place remaining work prior to this date. The following are some examples: A task has actuals that end prior to the Actuals Thru date and has no remaining work, but you want to add work. You enter an updated Remaining Work amount and Microsoft Project places it at the end of the task, which is in the prior week. A task is scheduled to start next week and has not yet started. You remove a predecessor dependency on the task, which causes the task to be rescheduled two weeks ago. When these situations occur, CA Clarity PPM Schedule Connect moves the work beyond the Actuals Thru date when you save the project to CA Clarity PPM. A message appears warning you of the change. Microsoft Project CA Clarity PPM Notes Units Number1 Max % Load PRAssignment: PRESTMAX Task Assignment: Proposed ETC (Not displayed by default) PRAssignment: PRPENDESTSUM When opening the project in Microsoft Project, this field is set to the value in CA Clarity PPM multiplied by the resource's maximum units (or by 1 if the maximum unit is 0). This value is set only for the non-contoured assignment of labor resources to non-fixed tasks. When saving the project to CA Clarity PPM, this field is set to the assignment units divided by the resource's maximum units, or if either value is 0, sets the value to 1. This value is set only for assignments of labor resources. When opening the project in Microsoft Project, this field is set to the value in the field or to -1 if the Pending Estimates in CA Clarity PPM is blank. This field is saved to CA Clarity PPM only if: Either the project or the assigned resource is tracked in CA Clarity PPM (the Track Mode is set to Clarity or 92 Using CA Clarity PPM with Open Workbench and Microsoft Project

93 How Actuals are Managed Microsoft Project CA Clarity PPM Notes Other). Value is -1, which clears the Pending Estimates in CA Clarity PPM. Number2 Pending Actuals (not displayed by default) PRAssignment: PRPENDACTSUM This field is not saved back to CA Clarity PPM. Task Properties: Status PRAssignment: PRSTATUS This field is set to the following: Not Started if there are no actuals in Microsoft Project. Started if the remaining work is greater than 0. Resume Actuals Thru Date PRAssignment: PRactThru Complete if there is no remaining work. This field must always be on or after the last day of the actuals on the assignment. If either the project or the assigned resource has Track Mode set to None: This field may be implicitly modified to correspond with updates to actuals when saving the project to CA Clarity PPM. Actual Work Work Actuals PRJ_BASELINE_ DETAILS: PREXTENSION Assignment Properties Properties: Assignments: ETC PRASSIGNMENT: PREXTENSION If the Resume field is set beyond the first day of the remaining work, the remaining work is modified when saving the project to CA Clarity PPM. This information is saved to CA Clarity PPM only if the Track Mode is set to None for either the project or the assigned resource. This field is set when saving to CA Clarity PPM only if the assigned resource has Track Mode set to None. Appendix A: Microsoft Project Field Mappings 93

94 How Actuals are Managed Microsoft Project CA Clarity PPM Notes Baseline Start Baseline Finish Baseline Cost Baseline Work Assignment Properties: Baseline: Baseline Start Date (not displayed by default) PRJ_BASELINE_ DETAILS: START_DATE Assignment Properties: Baseline: Baseline Finish (not displayed by default) PRJ_BASELINE_ DETAILS: FINISH_DATE Assignment Properties: Baseline: Baseline Cost (not displayed by default) PRJ_BASELINE_ DETAILS: COSTSUM Assignment Properties: Baseline: Baseline Usage (not displayed by default) PRJ_BASELINE_ DETAILS: USAGESUM You must have Modify Baseline rights to save a baseline to CA Clarity PPM. Notes Maps fields from Files Properties or from Task Information, Resource Information, and Assignments in Microsoft Project to fields in CA Clarity PPM. Microsoft Project CA Clarity PPM Notes None PRNote: PRCREATEDBY This field is set to the name of the current user when saving the project to CA Clarity PPM. None PRNote: PRCREATEDTIME This field is set to the current system time when saving the project to CA Clarity PPM. Comments field for projects Notes field for tasks, resources, and assignments PRNote: PRVALUE Concatenates multiple notes on the same object (i.e., project, task, resource, or assignment) into a single Notes field when opening the project in Microsoft Project. 94 Using CA Clarity PPM with Open Workbench and Microsoft Project

95 How Actuals are Managed How notes are saved back to CA Clarity PPM The Internal ID is the key used to identify the note when saved to CA Clarity PPM. Do not edit the note or any information. New notes are added after the Add new note(s). The Intern[date/time note was entered by the user (internal ID)] note #1 [date/time note was entered by the user (internal ID)] note #2 Add new note(s) under here: A hard return starts a new note. Blank lines are removed. Private Field Text3 is for Resource, Project, Task, and Assignment. It is used for information that is required by CA Clarity PPM Schedule Connect. If Text3 is used for another purpose in your organization, change the mapping. Relevant mapping is for PRUID. It must be mapped somewhere; do not remove it without remapping. These mappings are system-wide. You cannot remap Text3 on one project and keep the same on other projects. Text4 is for Task work breakdown structure (WBS). It is used internally by CA Clarity PPM Schedule Connect to order the WBS when opening the project in Microsoft Project. You cannot remap this field. Microsoft Project CA Clarity PPM Notes Custom property/prversion PRJ_PROJECTS: PRVERSION Sets the version (internal use only) when opening the project in Microsoft Project and when saving back to CA Clarity PPM. Appendix A: Microsoft Project Field Mappings 95

96

97 Index A access rights (scheduler tools) 11 actuals (Microsoft Project) managing 78 pending actuals 79 replanning 79 B balancing 73 baselines (Microsoft Project) saving in 77 saving to CA Clarity PPM 77 working with 75 C CA Clarity PPM server (Microsoft Project) connecting (Microsoft Project) 58 host and port 58 logging in 58 connection fields (Microsoft Project) 58 connection setup (Microsoft Project) 58 D data exchanges (scheduler tools) about 13 merging concurrent timesheets 14 merging transactional changes 14 retrieving project information 14 I installation upgrading 55 M Microsoft Project field maps to CA Clarity PPM 81 MSPAdd2k.MPP 54 P project locks 68 projects adding resources 70 opening from 63 saving existing 67 saving from 65 saving new 67 proxy host and port 58 R resources adding to projects 70 assigning resources to tasks 70 shared resource pool 74 S Schedule Connect connecting to a CA Clarity PPM server 58 installing 53 uninstalling 55 scheduler tools about 10 cost rate 16 currency 16 external dependencies 22 formats 12 using together 22 working copies 13 subprojects retrieving 18 saving 21 Index 97