common features and personal options user guide

CA Clarity Project & Portfolio Manager

Common Features and Personal Options User Guide

v12.0.0

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Contents

Chapter 1: Introduction 13 Personal Options and Views Overview .................................................................................... 14 Company-wide Information and Views ................................................................................... 14 Common Features............................................................................................................... 15 Access Right Types.............................................................................................................. 16 Configuration Versus Customization....................................................................................... 17 Content in Guides ............................................................................................................... 18

Chapter 2: Working with Departments 19 About Departments ............................................................................................................. 19

How to Get Started with Departments .............................................................................. 20 Department Access Rights .............................................................................................. 20

Create Departments ............................................................................................................ 22 How to Manage General Department Information..................................................................... 23

Manage Department General Properties ............................................................................ 23 Define Department Budgets ............................................................................................ 25

View a List of Sub-Departments ............................................................................................ 26 Manage Department Locations .............................................................................................. 27 Manage Subscribed Services................................................................................................. 28 View and Analyze Department Portfolios................................................................................. 30 Manage Department Resources ............................................................................................. 31 View a List of Department Investments and Services................................................................ 32 Delete Departments ............................................................................................................ 33

Chapter 3: Organizer 35 Organizer Overview............................................................................................................. 35 View the Organizer.............................................................................................................. 36 Action Items....................................................................................................................... 36

View Action Items and Item Details.................................................................................. 37 Create Action Items ....................................................................................................... 37 Modify Action Items ....................................................................................................... 39 Add and Remove Action Item Assignees............................................................................ 40 Delete Action Items ....................................................................................................... 41

Contents 5

Tasks ................................................................................................................................ 42 Calendar Events.................................................................................................................. 43

View Calendar Events..................................................................................................... 43 Create Calendar Events .................................................................................................. 44 Modify Calendar Events .................................................................................................. 46 Remove Participants from Calendar Events........................................................................ 46 Delete Calendar Events .................................................................................................. 47 Change the Calendar View .............................................................................................. 47

Processes .......................................................................................................................... 48 View Initiated or Available Processes ................................................................................ 49 Start Processes ............................................................................................................. 50 Modify Processes ........................................................................................................... 51 View and Correct Process Run-time Errors......................................................................... 52 Delete Processes and Process Instances............................................................................ 53 Cancel Process Instances ................................................................................................ 54

Notifications ....................................................................................................................... 55 View Notifications and Details.......................................................................................... 56 Delete Notifications........................................................................................................ 56

Chapter 4: Your Overview Page 57 View the Overview Page....................................................................................................... 57 How to Personalize the Overview Page ................................................................................... 58

Access Personalize Pages ................................................................................................ 58 Change the Title of a Portlet............................................................................................ 59 Add Portlets to Your Overview Page.................................................................................. 60 Manage Filter Portlets on Your Overview Page.................................................................... 61 Remove Portlets from Your Overview Page ........................................................................ 62 Restore Overview Page Defaults ...................................................................................... 63

Overview Page Tabs ............................................................................................................ 63 Overview Page Contents ...................................................................................................... 66

Action Items Portlet ....................................................................................................... 67 My Projects Portlet......................................................................................................... 67 Events Portlet ............................................................................................................... 68 Favorite Links Portlet ..................................................................................................... 68 Notifications Portlet........................................................................................................ 69 Event Invitations Portlet ................................................................................................. 69 Favorite Photos Portlet ................................................................................................... 69 Site Links Portlet ........................................................................................................... 70

Chapter 5: Documents and Folders 71 Document Repository Overview............................................................................................. 71

6 Common Features and Personal Options User Guide

Knowledge Store Access Rights........................................................................................ 72 Knowledge Store Permissions .......................................................................................... 72 View the Knowledge Store .............................................................................................. 73 Access the Document Manager ........................................................................................ 74

Folders .............................................................................................................................. 74 Create Folders............................................................................................................... 75 Add Documents to Folders .............................................................................................. 76 Download Files from Folders............................................................................................ 78 Edit Folder Properties ..................................................................................................... 79 Edit Folder Permissions................................................................................................... 80 Delete Folders............................................................................................................... 81

How to Manage Documents .................................................................................................. 81 Open Documents for Viewing Only ................................................................................... 82 Save Documents to your Desktop .................................................................................... 82 Check Out Documents .................................................................................................... 83 Undo Document Checkout............................................................................................... 83 Check In Documents ...................................................................................................... 84 Edit Document Properties ............................................................................................... 85 Edit Document Permissions ............................................................................................. 85 Review Document History ............................................................................................... 86 Copy Documents ........................................................................................................... 86 Move Documents to Different Folders ............................................................................... 87 Work with Document Versions ......................................................................................... 88 Work with Document Processes ....................................................................................... 89 Delete Documents ......................................................................................................... 91

Chapter 6: Timesheets 93 Timesheet Overview ............................................................................................................ 93

Timesheets Access Rights ............................................................................................... 93 How to Get Started with Timesheets................................................................................. 95 Specify Entry Type and Charge Codes............................................................................... 96

How to Enter Time .............................................................................................................. 97 How to Add Tasks to Timesheets...................................................................................... 97 Enter Work Hours into Timesheets ................................................................................... 99 Split Entry Type Codes and Charge Codes ........................................................................100 Time Entry ETC ............................................................................................................100 Delete Entries from Timesheets ......................................................................................101 Submit, Approve, and Adjust Timesheets .........................................................................101

Timesheet Notes ................................................................................................................105 Add Notes to Task Entries or Timesheets..........................................................................105 View and Edit Timesheet Notes.......................................................................................106 Delete Timesheet Notes.................................................................................................107

Contents 7

How to Approve and Analyze Timesheets...............................................................................107 Approve Submitted Timesheets ......................................................................................108 Return Timesheets........................................................................................................108 Notify Resources about Overdue Timesheets.....................................................................109 Compare Adjusted and Original Timesheets ......................................................................109 Compare Actuals to Estimates ........................................................................................110 Delete Timesheets ........................................................................................................110 Receive Notifications for Submitted Timesheets.................................................................110

CA Clarity PPM Offline Timesheets ........................................................................................110 Prerequisites for Downloading CA Clarity PPM Offline Timesheets .........................................111 Enter Server Information into CA Clarity PPM Offline Timesheets .........................................111 Download and Install CA Clarity PPM Offline Timesheets .....................................................112 Open and Update CA Clarity PPM Offline Timesheets ..........................................................113

Chapter 7: Reports 119 Stock Reports....................................................................................................................119 About Report Security.........................................................................................................120 Reports Access Rights.........................................................................................................120 Jobs Affecting Report Data ..................................................................................................122 View a List of Reports .........................................................................................................122 Run or Schedule Reports To Run ..........................................................................................122 Scheduled Report Runs .......................................................................................................123

Define or Edit Scheduled Report Run Properties ................................................................123 View the Status of Scheduled Report Runs .......................................................................126 Pause or Resume Scheduled Report Runs.........................................................................127 Cancel Scheduled Report Runs .......................................................................................127 Delete Scheduled Report Runs........................................................................................128 Delete Saved Report Parameters.....................................................................................128

Add Reports to the My Reports Portlet...................................................................................129 Set Up Report Status Notifications ........................................................................................129 Grant View Permissions to Report Runs .................................................................................130 View Generated Reports......................................................................................................131 Delete Generated Reports ...................................................................................................131

Chapter 8: Account Settings 133 How to Manage your Account...............................................................................................133 Update Personal Information ...............................................................................................134 Designate Proxies ..............................................................................................................136 Change the Font Size..........................................................................................................137 Notifications Setup .............................................................................................................137

Notification Functional Areas ..........................................................................................137


Manage Your Notification Settings ...................................................................................139 Specify Notification Methods...........................................................................................139

Software Downloads...........................................................................................................140 Software Download Access Rights ...................................................................................140 Download Software.......................................................................................................141

Chapter 9: Searches and Filters 143 About Filters......................................................................................................................143

Filter and Sort Lists.......................................................................................................144 Save Filters .................................................................................................................144 Use Saved Filters..........................................................................................................145 Clear Filter Fields..........................................................................................................145 Show All Items in Lists ..................................................................................................145 Build Power Filters ........................................................................................................145 Use Filter Portlets .........................................................................................................147 Delete Saved Filters ......................................................................................................147

Global Search Tool .............................................................................................................148 Perform Basic Searches .................................................................................................148 Perform Advanced Searches ...........................................................................................149 Global Search Techniques ..............................................................................................150

Chapter 10: Page and Portlet Configuration 155 Configuration Overview.......................................................................................................156

Fields and Page, Portlet, and Filter Layouts.......................................................................157 Gantt Chart Data and Layout..........................................................................................157 Time-Scaled Data and Layout .........................................................................................158 How to Configure List Pages and Portlets..........................................................................158

How to Configure List Filters ................................................................................................168 Access List Filters .........................................................................................................168 Add and Remove List Filter Fields....................................................................................169 Change List Filter Field Display Settings ...........................................................................169 Change List Filter Field Names and Display Properties ........................................................170 Change List Filter Field Properties ...................................................................................171

Change Gantt Chart Data Display Settings .............................................................................173 How to Configure Time-Scaled Values ...................................................................................176

Change Time Periods on Portlets.....................................................................................176 Configure Column Settings.............................................................................................177

How to Configure Graph Portlets ..........................................................................................179 Temporarily Apply or Remove Consistent Colors Usage from Graphs ....................................179 Configure Graph Portlets to Use Consistent Colors and Color Key.........................................180

Contents 9

Chapter 11: Viewing and Posting Discussion Topics 181 About Discussions ..............................................................................................................181 How to Manage Project or Programs Discussions.....................................................................182 Create New Discussion Topics ..............................................................................................183 Post Messages to Discussion Topics ......................................................................................184 Post Replies to Messages.....................................................................................................185 View Discussion Threads .....................................................................................................186

Expand and Collapse Discussion Threads..........................................................................187 Display the Participants of a Discussion Topic .........................................................................187 Modify Topics and Messages ................................................................................................188

Chapter 12: Lists 189 Hierarchical Lists................................................................................................................189

Sort Hierarchical Lists ...................................................................................................189 Expand and Collapse Rows in Hierarchical Lists .................................................................190 Filter Hierarchical Lists ..................................................................................................190 Configure Hierarchical Lists ............................................................................................190

Actions Menu.....................................................................................................................191 Access the Actions Menu................................................................................................191 Change Column Sort Order ............................................................................................192 Data Export .................................................................................................................193 Edit Data Fields ............................................................................................................197 Select All Items in Lists .................................................................................................198

Chapter 13: Audit Records 199 Audit Overview ..................................................................................................................199 View Audit Records.............................................................................................................201

Appendix A: Crystal Reports Stock Report Descriptions 203 Budget/Forecast Analysis Report ..........................................................................................203 Chargeback GL Account Activity Report .................................................................................207 Customer & Provider Chargeback Report ...............................................................................210 Customer Invoice Report.....................................................................................................213 Key Tasks and Milestone Status Report .................................................................................217 Missing Time Report ...........................................................................................................219 Portfolio Alignment Report...................................................................................................222 Investment Status Report ...................................................................................................226 Project Transactions Inquiry Report ......................................................................................231 Resource Assignments Report ..............................................................................................237 Resource by Role Description Report.....................................................................................240


Contents 11

Timesheet Detail Report......................................................................................................243

Appendix B: Actuate Stock Report Descriptions 247 Budget/Forecast Analysis Report ..........................................................................................248 Company Listing Report ......................................................................................................249 Customer Invoice Report.....................................................................................................250 Key Tasks and Milestone Status Report .................................................................................251 Missing Time Report ...........................................................................................................252 OBS Listing Report .............................................................................................................253 Portfolio Alignment Report...................................................................................................253 Pre-Billing Report ...............................................................................................................254 Project Analysis and Profitability Report.................................................................................255 Project Listing Report .........................................................................................................256 Project Snapshot Report......................................................................................................258 Project Stoplight Report ......................................................................................................259 Project Transactions Inquiry Report ......................................................................................260 Resource Assignments Report ..............................................................................................261 Resource Bench Report .......................................................................................................262 Resource Calendar Report ...................................................................................................263 Resource Listing Report ......................................................................................................264 Resource Utilization History Report .......................................................................................265 Resources by Skill Report ....................................................................................................266 Revenue Forecast Report ....................................................................................................267 Skills Listing Report............................................................................................................268 Timesheet Detail Report......................................................................................................269 Transactions Inquiry Report.................................................................................................270 Unfilled Roles Report ..........................................................................................................271 WIP Aging By Customer Report ............................................................................................273 WIP Summary Report .........................................................................................................274 XDM Issues Report .............................................................................................................275

Index 277

Chapter 1: Introduction

A number of options and features are common to all of the user modules. Access to these features and options depend on your access rights, and on your companys use of the product. These options and features are designed to help you use the application more efficiently and effectively.

This section contains the following topics:

Personal Options and Views Overview (see page 14) Company-wide Information and Views (see page 14) Common Features (see page 15) Access Right Types (see page 16) Configuration Versus Customization (see page 17) Content in Guides (see page 18)

Chapter 1: Introduction 13

Personal Options and Views Overview

Personal Options and Views Overview With personal options and views you can quickly access information about yourself or work-related information that important to you. You can access the following:

Overview

A home page to quickly access the action items to which you have been assigned, and to view notifications about various events and alerts you have received. You can customize this page according to your needs by changing its contents and layout.

Organizer

Access your daily work by viewing and managing your action items, tasks, and events. You can monitor your progress on tasks from this page.

Timesheets

Complete and submit your time spent on the tasks to which you have been assigned.

Reports and Jobs

Run reports and jobs that are related to the work you perform.

Note: See the Administration Guide for more information on running jobs.

Account Settings

Change your contact information, revise the application font settings, and to download related software.

The personal options and views that are available depend on your access rights.

You can access personal options and views from the Personal menu in the product. You can access the organizational options from the Organization menu.

Company-wide Information and Views You can access information about your company by accessing documents that all users can view.

Knowledge Store

View, edit, download, and delete documents and folders to which you have access.

Document Manager

View, edit, download and delete documents and folders available from projects.


Common Features

Common Features Common features are available throughout CA Clarity PPM. Using common features is the same regardless of how you accessed them.

The following lists the common features:

Search and Filter

You can perform basic and advanced searches from many pages within the product. In addition, CA Clarity PPM provides a number of search filters that allow you to search for specific objects using search filters with specific criteria.

Hierarchical list navigation

You can sort, filter, or configure standard flat lists and hierarchical lists.

Configuration options

Allows you to perform a number of configurations to change the pages and portlets you use to better suit your needs.

Discussion boards

You can create discussion topics within certain objects to allow you to discuss the particulars of that object with those who have access to it.

User actions

You can perform a number of user actions from most list pages. You can either configure these lists to change their layout, sort them by multiple columns, export the data to an Excel spreadsheet, or edit the data in the list columns.

Audit

You can view audit records that show deletions, additions, and updates to data in the object.


Access Right Types

Access Right Types Access to CA Clarity PPM and its features are managed through access rights. Access rights are available from many levels to offer maximum flexibility and protection to users.

Access rights can be assigned by CA Clarity PPM administrators, resource managers, and project managers. If you are unsure of your access rights, contact your manager or your CA Clarity PPM administrator.

Each CA Clarity PPM user guide describes the access rights you need to work with the features described in the guide.

The following describes the available access right types:

Global

A global access right is often followed by All, such as Reports - View Output - All. All means you can perform the action on all instances of that object. For example, the Reports - View Output - All access right allows you to view the output of all reports. Similarly, the Process - Manage - All access right allows you to manage all processes.

Instance

Instance access rights are given by specifying the instance of an object, such as the Report - View Output right enables you to view the output of a specific report. Typically, most users are given instance-level access rights to the specific object instances they work with.

Group

Your CA Clarity PPM administrator can grant instance and global access rights at the group level, so that if you are a member of a group, you will receive whatever access rights the group has been given.

OBS

Your CA Clarity PPM administrator can grant instance and global access rights at the OBS unit or department level, so that if you are member of an OBS unit or department, you will receive whatever access rights your OBS unit or department has been given.


Configuration Versus Customization

Configuration Versus Customization Many pages and portlets are configurable. In this context, configure means using the user-interface to change field and column appearance on a page or portlet, or to add or remove fields, columns, or portlets to a page. No special programming or software knowledge is required.

Users with the appropriate access rights and with some programming skills can use Studio to make more complex configurations and to create user-designed fields, pages, and portlets.

Note: See the Studio Developer's Guide for more information about using Studio.

Default, Out-of-the-box, and Custom Values and Fields

As you use the various modules, and configure them to better suit your needs, it is important to understand the distinction between default, out-of-the-box, and custom values, fields, portlets, and pages.

Default

Default values, fields, portlets, and pages are those that are displayed right after you have installed CA Clarity PPM, and before your administrator has made any configurations or customizations.

Out-of-the-box

These values and fields are included with CA Clarity PPM. Many of the out-of-the-box fields, portlets, and pages display for you, but others may not appear on pages or portlets until you choose them while configuring the page or portlet. For example, the Project Properties: Baseline page displays the Usage and BCWP (Budgeted Cost of Work Performed) columns by default. However, CA Clarity PPM also provides a number of related columns, such as ACWP (Actual Cost of Work Performed) and EAC (Estimated At Completion), that you can add to the page. These columns are examples of out-of-the-box values. The columns on a page tell the application which data to retrieve and/or calculate for display.

Custom

Custom values, fields, pages, and portlets are user designed, typically using Studio. Your CA Clarity PPM administrator can make custom values and fields available for selection as configuration options on the appropriate pages.


Content in Guides


Content in Guides The content in the CA Clarity PPM guides is based on the out-of-the-box versions of CA Clarity PPM. If you or your CA Clarity PPM administrator has configured a page or portlet, the procedures for that page or feature in the guide may be different.

Chapter 2: Working with Departments

With departments, you can manage department resources, financials, and other department-related information from one central location.


About Departments (see page 19) Create Departments (see page 22) How to Manage General Department Information (see page 23) View a List of Sub-Departments (see page 26) Manage Department Locations (see page 27) Manage Subscribed Services (see page 28) View and Analyze Department Portfolios (see page 30) Manage Department Resources (see page 31) View a List of Department Investments and Services (see page 32) Delete Departments (see page 33)

About Departments CA Clarity PPM departments represent units in the organizational structure of your company. You can centrally manage and have access to a variety of information about your department, including:

Resources, the members of a department. Investments such as projects, services, assets, or applications that your

department manages.

Income statements to monitor and approve charges for delivered services or investments.

Note: See the Financial Management User Guide for more information on income statements.

Portfolio management to build scenarios and analyze your departments health and alignment.

Subscriptions to services or investments managed by other departments whose resources help support your department functions.

Recovery statements to monitor credit received or pending for services your department delivered to other departments.

Note: See the Financial Management User Guide for more information on recovery statements.

Audit trail of changes made to your department.

Chapter 2: Working with Departments 19

About Departments

How to Get Started with Departments

The following must be set up before you can work with departments:

An entity must exist. Note: Contact your CA Clarity PPM administrator or see the Administration Guide for more information on managing entities.

Users must be granted department access rights.

Department Access Rights

You need the following access rights to work with departments.

Department - Create

Allows the user to create departments. This right also includes the Department - Navigate right.

Type: Global

Department - Edit

Allows the user to edit and delete specific departments. This access right includes the Department - View access right, but not the Department - Navigate access right.

Type: Instance

Department - Edit - All

Allows the user to edit and delete all departments. This access right includes the Department - View - All access right.

Type: Global

Department - Edit Access Rights

Allows users to edit the access rights for a specific department. This right does not include the Department - Navigate right or the Department - View rights.

Type: Instance

Department - Edit Access Rights - All

Allows the user to edit access rights for all departments. This access right does not include the Department - Navigate access right or the Department - View access right.

Type: Global


About Departments

Department - Navigate

Allows the user to navigate to department pages. The user will need additional access rights to view the list of available departments.

Type: Global

Department - View

Allows the user to view only specified departments. This access right does not include the Department - Navigate access right.

Type: Instance

Department - View - All

Allows the user to view all departments. This right also includes the Department - Navigate right.

Type: Global

Department - View Chargeback Information

Allows the user to view invoices and recovery statements of specific departments.

Type: Instance

Department - View Chargeback Information

Allows the user to view invoices and recovery statements of all departments.

Type: Global

Department Invoice - Approve and Reject

Allows the user to approve or reject invoices of specific departments.

Type: Instance

Department Invoice - Lock, Regenerate and Submit for Approval

Allows the user to lock, regenerate, and submit invoices for approval of specific departments.

Type: Instance


Create Departments

Create Departments You can create and initially define a department by naming it, associating it with an entity, and optionally selecting a parent department, department manager, and business relationship manager.

When you create a department, a corresponding OBS unit is also created based on the selected entity and the parent department. Only CA Clarity PPM administrators can view OBS hierarchies.

To create a department

1. Select Departments from the Organization menu.

A list of existing departments appears on the Departments page.

2. Click New.

The Create Department page appears.

3. Enter the following required information:

Name

Defines the name of the department.

Limits: 50 characters

ID

Defines the unique department ID. Once the department is created, this field cannot be changed.

Your CA Clarity PPM administrator can set the ID for autonumbering.

Note: Contact your CA Clarity PPM administrator or see the Studio Developer's Guide for more information.

Limits: 32 characters

Entity

Defines the entity used to associate an organizational structure and financial defaults with the department. Once the department is created, this field cannot be changed.

Parent Department

Indicates if this department is a child (or sub-department). Required only if this department is a child to another department.

Description

Defines the detailed information about the department.

Limits: 240 characters.


How to Manage General Department Information

4. Enter or change the following fields as needed.

Change the department manager. Select a business relationship manager. Delegate invoice approval to sub-departments.

5. Save or submit to create the department.

How to Manage General Department Information You can do the following to manage general department information:

Create Departments (see page 22). Update Department General Properties (see page 23), such as department

name, department manager, and business relationship manager.

Define Department Budget Properties (see page 25).

Manage Department General Properties

To manage department general properties

1. Select Departments from the Organization menu and then click the name of the department you want to edit.

The Department Properties: Main - General page appears.

2. Edit the following information as needed:

Name

Defines the name of the department. Required when creating a new department. You can change the name after submitting.

ID

Defines the ID that uniquely identifies the department. Required when creating a new department. Read only after submitting the new department.

Note: Contact your CA Clarity PPM administrator or see the Studio Developer's Guide for more information on setting this ID for autonumbering.

Entity

Defines the entity that is used to associate an organizational structure and financial defaults with the department. Required when creating a new department. Read only after submitting the new department.



Parent Department

Defines the parent department name. Optionally, click the Browse icon to select a parent department.

Example: The Retail Banking IT department is a parent to the Application Development group.

Description

Defines the detailed department description. Required when creating a new department. You can update the description after submitting.

IT Consumer

Display only. Specifies whether this department has subscribed to at least one service.

Default: Cleared

IT Provider

Display only. Specifies whether this department manages or owns at least one service.

Default: Cleared

Department Manager

Defines the department manager. By default, this field is populated with the resource ID of the user who created the new department. The user selected as the department manager is automatically granted the Department - Edit access right.

Business Relationship Manager

Defines the user who is a liaison between this department and other departments. The user selected as the business relationship manager is automatically granted the Department - View access right.

Delegate Invoice Approval

Specifies whether you want to allow sub-departments to approve invoices. You can select this option only if the parent department has delegated invoice approval to the sub-department.

Default: Cleared

3. Submit your changes.



Define Department Budgets

You can plan for and keep track of budgeted and forecasted costs, and benefits for your department.

You can define budget properties to evaluate metrics such as the investments budgeted cost, NPV, ROI, and breakeven information, or you can let the application calculate this for you, using the cost of capital. You can also set the start and end date over which the budget will be experienced. The application assumes that the money flows constantly and evenly over this period.

To define budget properties


The Department Properties: Main page appears.

2. Click Budget from the content menu.

The Department Properties: Main - Budget page appears.

3. Complete the following fields:

Currency

Displays the home currency. If multi-currency is enabled, select the currency.

Planned Cost

Defines the budgeted and forecasted costs. This value is distributed between the Planned Cost Start and the Planned Cost Finish dates.

Planned Cost Start and Planned Cost Finish

Defines the dates when the planned cost starts and finishes.

Planned Benefit

Defines the total planned benefit the department will receive.

Planned Benefit Start and Planned Benefit Finish

Defines the dates when planned benefit starts and finishes.

NPV

Displays the net present value (NPV). NPV is calculated based on the following formula: NPV = Benefit - Cost Over Time.

ROI

Displays the Return on Investment (ROI). ROI is calculated based on the following formula: NPV/Benefit.


View a List of Sub-Departments

Planned Breakeven

Displays the date when the planned cost will equal the planned benefit.

Calculate NPV Data

Indicates that budget dates follow the department dates.

4. Submit changes.

View a List of Sub-Departments You can view a list of sub-departments associated with your department.

The department hierarchy is established by selecting parent department when creating departments or editing department details.

To view sub-departments



2. Click the Sub-department subtab on the Properties tab.

The Department Properties: Sub-department page appears.

3. View the list of sub-departments.


Manage Department Locations

Manage Department Locations You can view a list of department locations, and add or remove locations from a department. A department can have multiple locations.

Note: Contact your CA Clarity PPM administrator or see the Administration Guide for more information if your location is not available or listed, or for more information on managing locations.

Your administrator can also associate locations with departments.

View Department Locations

To view list of department locations



2. Click Locations subtab on the Properties tab.

The Department Properties: Locations page appears.

3. Do the following:

a. Add a new department location.

b. Browse or filter department locations.

c. Delete a department location from the list.

Add Department Locations

You can only add locations to a department that are from the same entity.

To add department locations

1. On the Department Properties: Locations page, click Add.

The Add Locations page appears.

2. Select the check box next to each location you want to add.

3. Click Add to add the location to the list.

Remove Department-Locations Associations

You can remove the association between department and location if the following is true for either the department and location:

Not referenced in the rate matrix Not used by financially enabled investments No financial transactions exist for the department


Manage Subscribed Services

Not used by financially enabled company Not set as a default system department Not used by a financially enabled resource

To remove a department location from the list

1. On the Department Properties: Locations page, select the check box next to the location you want to remove from the list.

2. Click Remove.

The location is removed from the list.

Manage Subscribed Services You can view a list of services the department has subscribed to, subscribe to services, and remove subscriptions. When a department subscribes to at least one service, the department becomes an IT consumer. You can also define subscription properties and key metrics by which to measure the performance of the services to which you are subscribing.

View the Subscription List

To view the subscription list



2. Click the Subscriptions tab.

The Department Subscriptions page appears.

Subscribe to Services

To subscribe to a service

1. On the Department Subscriptions page, click Add.

The Service List page appears.

2. Browse for or filter available services.

3. Select the check box next to each service you want to subscribe to.

4. Click Add.

The selections appear in the subscription list.


Manage Subscribed Services

Remove Subscriptions

To remove a subscription

1. On the Department Subscriptions page, select the check box next to each subscription you want to remove the list.

2. Click Delete.

3. At the confirmation, click Yes.

Define Subscription Properties

To define properties for a subscription

1. On the Department Subscriptions page, click the Properties icon next to a subscription.

The Subscription Properties: Main page appears.

2. Enter the values in the property fields as applicable.

Note: See the IT Service Management User Guide for more information on each property field.

3. Submit your entries.

Define Subscription Key metrics

To define key metrics for a subscription

1. On the Department Subscriptions page, click the Properties icon next to a subscription.

The Subscription Properties: Main page appears.

2. Select the Key Metrics subtab.

3. Click New.

The Create Key Metric page appears.

4. Enter the following information for each key metric:

Code Name Target start date, target finish date and target value Actual start date, actual finish date, and actual value


View and Analyze Department Portfolios

View and Analyze Department Portfolios You can access your department portfolios, create scenarios, and evaluate the performance of the department from the Department: Properties page.

There are two types of department portfolios:

Customer Department Portfolios. The portfolios for departments that fund investments. Customer portfolios allow you to see the costs of shared investments in each related portfolio. If the portfolio type is Customer, all of the investments for which the department is charged are included in the portfolio. Investments are included in the customer department portfolios as long as chargeback rules exist to charge that department.

Provider Department Portfolios. The portfolios for departments that own the investments. If the portfolio type is Provider, all of the investments that the department owns are included in the portfolio. Investments are included in the provider department portfolios as long as they are owners of those investments.

Department portfolios can be either Provider or Customer but not both at the same time. Departments that own investments and fund investments can potentially have provider and customer department portfolios.

You can create one or more portfolios for your department.

Note: See the Portfolio Management User Guide for more information on how to create department portfolios.

To access department portfolios

1. Select Departments from the Organization menu and then click the name of the department whose portfolio you want to analyze.

The Department: Properties: Main - General page appears.

2. Click the Portfolios subtab.

The Department: Properties page appears displaying the list of portfolios associated with that department.

3. Click the name of the portfolio.

The Portfolio: Properties: General page appears.

Note: See the Portfolio Management User Guide for more information on how to manage portfolios, building scenarios, and analyzing data.


Manage Department Resources

Manage Department Resources You can view a list of department member and access resource information, such as capacity and demand. From your department you are better able to manage and plan for a resources workload.

Resources become members of a department when they are associated with a department OBS. A resource can belong to only one department.

Note: See the Resource Management User Guide for more information.

Plan Capacity for Department Resources

To plan for department resource capacity

1. Select Departments from the Organization menu and the name of the department you want to edit.


2. Click the Resources tab.

The Department Resources page appears.

3. Use the Scenario toolbar to create or access capacity planning and portfolio scenarios.

Note: See the Portfolio Management User Guide for more information on using scenarios.

View Aggregate Resource Capacity and Demand

The Department Resource Aggregation portlet shows the aggregated demand versus capacity for the department and all included sub-departments.

Demand is comprised of all the work that resources in the department are allocated to do plus all the work that roles are allocated to do that is specified as coming from the department. Capacity is the aggregation of the availability of all resources allocated to the department.

To view aggregate resource capacity and demand

1. On the Department Resources page, view the Department Resource Aggregation portlet:

Department

Displays the department or any of its sub-departments.

Allocation

Displays the aggregated full-time employee availability for each time period. Click the arrow icons to view previous or next time periods.


View a List of Department Investments and Services

2. Do one of the following:

Click the Resources icon to view the list of resources that are members of the department, or edit a resources properties or allocations.

Click the Role icon for a department or sub-department to view the roles in that department or sub-department, or edit a roles properties or allocations.

Note: See the Resource Management User Guide for more information on resource or role properties and allocations.

View a List of Department Resources

The Department Resource portlet shows a list of all resources who are members of the selected department and optionally subdepartments.

To view the list of department resources

1. On the Department Resources page, view the Department Resource portlet.

2. Browse or filter resources as needed.

3. Select the Show Resources in Subdepartments check box if you want to include resources from subdepartments.

View a List of Department Investments and Services You can view a list of investments and services that your department owns or manages. From this page, you can access, view, and edit investment or service details.

Investments and services are tied to a department when they are associated with a department OBS. An investment or service can belong to only one department.

When your department owns at least one service, the department becomes an IT provider.

Note: See the Project Management User Guide for more information on associating projects to a department.

Note: See the Portfolio Management User Guide for more information on associating other investments to a department.

Note: See the IT Service Management User Guide for more information on associating services to a department.


Delete Departments


View Investments

To view department investments



2. Click the Investments tab.

The Department Investments page appears.

3. Filter or browse for the investment or service.

4. Click the Investment link to view and edit the selected investment or service.

Delete Departments You can delete a department if it is not associated with a location. When you delete a department, its sub-departments are also deleted.

To delete a department

1. Select Departments from the Organization menu.

A list of departments appears on the Departments page.

2. Browse or filter the departments you want to delete.

3. Remove any location association from the departments you wish to delete.

4. Select the check box next to each department.

5. Click Delete.

6. At the confirmation, click Yes.

Chapter 3: Organizer

You can use the Organizer to access your action items, tasks, calendar events, processes, and notifications from a single location.


Organizer Overview (see page 35) View the Organizer (see page 36) Action Items (see page 36) Tasks (see page 42) Calendar Events (see page 43) Processes (see page 48) Notifications (see page 55)

Organizer Overview The Organizer provides you with a central access point for all of the action items, tasks, calendar events, processes, and alert notifications to which you have been assigned or invited. This allows you to see the big picture from a single location without having to access different areas within CA Clarity PPM.

Use the Organizer to do your daily work. The Organizer contains the following tabs for you to access different functional areas:

Action Items. Access, view, and manage all of your action items. Tasks. View and track the progress of the tasks to which you have been

assigned.

Calendar. Manage calendar events that you create and those to which you have been invited.

Processes. View, run, filter, and delete the processes to which you have access.

Notifications. View your received alert notifications.

Chapter 3: Organizer 35

View the Organizer

View the Organizer To view the Organizer

1. Select Organizer from the Personal menu.

The Organizer: Action Items page appears.

2. To view another page, click the tab.

The contents of the tab appear. For example, to view a list of all the notifications that have been assigned to you, click the Notifications tab.

Action Items Action items are units of non-task work that you assign to yourself or to others and that others assign to you. You can use action items to track the progress of projects and to ensure that a project is complete and on time.

While you create your personal action items from the Organizer, you create your project-specific action items from within a project. The Organizer: Action Items page lists all of the personal and project-specific action items that you create and those that others created and assigned to you.

A check mark in the Is Proxy column indicates if the person assigned to the item was assigned by proxy. A check mark in the Is Escalated column indicates that the action item has been escalated to you from someone else.

The last column on the right may contain one of two colored icons. The Over Due Action Item icon indicates the action item is overdue, the On Schedule icon indicates the action item is on time.


Action Items

View Action Items and Item Details

You can view a list of your action items and their details and accordingly take actions on them.

To view your list of action items and item details



2. From this page, you can do the following:

Change the status for an action item and save it. Create a new action item. Delete an action item.

3. Click an action items name to view its details.

The Action Item Details page for that action item appears. You can take the following actions for this action item:

Set status for all assignees. Select a status for all assignees and click Apply. Click Submit to return to the Organizer: Action Items page and view the change of status applied to all action item assignees.

Remove assignees. Edit action item properties. Delete the action item.

Create Action Items

You can create both personal and project-related action items. Personal action items are those that you create from the Organizer. Project-related action items are those that you create from within a project. This section describes how to create a personal action item.

To create a new personal action item



2. Click New.

The Action Item Properties: Create page appears.

3. In the General section, complete the following fields:

Subject

Defines the name for this action item.


Action Items

Description

Defines the description of the action item.

Priority

Specifies the priority level of the action item.

Values: Low, Medium, or High

Due Date

Defines the date the action item is due for completion. If desired, select the hour and minute the action item is due.

Recurring

Indicates if the action item to occur at regular intervals. If the action item is to occur only once, clear this check box.

Frequency

Specifies how often the action item to reoccur. For example, enter 1 in the Frequency field if you need to create a status report each week.

Units

Specifies the time period during which the action item will reoccur.

Values: Days, Weeks, Months, and Years

Until

Indicate the last date on which you want the action item to reoccur.

4. In the Notify section, complete the following fields:

Notify Assignees

Indicates if a notification is sent (via email message, to the Overview: General page, or via SMS) to the assigned resource.

Send Reminder

Indicates if a reminder email notification is sent to the assigned resource (or resources) when the action item is due.

Time Before Reminder

If the Send Reminder check box is selected, defines the amount of time before the item is due that you want the reminder to occur. For example, enter 15 in this field, and select Minutes in the Units field.


Action Items

Units

If the Send Reminder check box is selected, specifies the time unit you want to use for the reminder.

5. In the Assignees section, click the Browse icon to select the resources to whom you want to assign the action item.

6. Click Submit.

Modify Action Items

You can modify an action items general, notification, and assignee properties from the Action Item Properties page. Note that you cannot modify the details of action items created by and assigned to you by other resources except to update your status on those action items.

You can change any of the fields on this page including adding and removing assignees.

To modify an action item



2. Click the action item name that you want to modify.

The Action Item Details page appears. The fields on this page are read-only versions of those that appear on the Action Item Properties: Create page. From this page, you can do the following:

Remove assignees from the action item. Set action item status for all assignees. Click the Select menu for all

assignees and select a status that you want to apply to all assignees.

Set the action item status for an individual assignee. Click the Status menu for an individual assignee and select a status that you want to apply to only that assignee. Then, click Save.

Remove one or more assignees from the action item. Select the assignee that you want to remove and click Remove.

Delete the action item. 3. Click Edit.

The Action Item Properties page appears.

4. To apply your modifications to all occurrences of this action item, select the All Occurrences of this action item field at the bottom of the page.

5. Click Submit.


Action Items

Add and Remove Action Item Assignees

When you create an action item, you assign it to resources who will access the item. You can also add or remove assignees from an existing action item. Use the Action Item Properties page to add and remove action item assignees.

You can also select an assignee directly from the Action Item Details page and click Remove. The assignees name is removed from the Action Item Details page. Click Submit to save your changes and return the Organizer: Action Items page.

To add or remove an assignee



2. Click an action item name.

The Action Item: Details page appears.

3. Click Edit.

The Action Item Properties page appears.

4. In the Assign To list field, do one of the following:

Click the Browse icon to browse and add assignees. The Select Resources window opens. Select the names of the desired resource(s) and click Add. The Select Resources window closes. The names of the newly assigned resources appear in the Assign To list field on the Action Item Properties page.

Select the assignee you want to remove and click the Remove icon. 5. Click Submit.


Action Items

Delete Action Items

When you create an action item, you become the action items owner. As the owner, you can modify and delete it. Use the Organizer: Action Items page or the Action Item Details page to delete action items.

To delete multiple action items



2. Select each action item you want to delete.

3. Click Delete.

The Delete Confirmation page appears.

4. Confirm the prompt by clicking Yes.

The action item is deleted.

To delete an individual action item

1. From the Organizer: Action Items page, click the action items name.

The Action Items Details page appears.

2. Click Delete at the bottom of the page.

The Delete Confirmation page appears.

3. Confirm the prompt by clicking Yes.

The Organizer: Action Items page appears displaying the action item as deleted.


Tasks

Tasks Use the Organizer: Tasks - Personal page to view all personal tasks that you created and those others assigned to you. You can also use this page to view a projects work breakdown structure, and view and to modify task details.

You cannot be assigned tasks on other investments, such as applications, services, or ideas.

To view your list of personal and assigned tasks

Select Organizer from the Personal menu, and then click the Tasks tab.

The Organizer: Tasks - Personal page appears and a task entry will appear on your task list for each assigned task.

The following columns appear on the task list:

Task

Displays the name of the task. Click this link to view and edit task details. Your access rights to the investment will determine the fields you can edit.

Start, Finish

Displays the start and finish date of the assigned task.

Actuals

Displays the number of hours posted to the resources timesheet. Actuals will appear after the Post Timesheets job is run.

Pending Actuals

Displays the number of hours entered on the resources timesheet that are waiting to be posted. Pending Actuals appear after the resource submits time against the tasks.

ETC

Displays the estimated hours to complete the task.

Status

Displays the state of the task.

Values:

Not Started. No time has been posted against the task. Started. Automatically changes the status to "Started" when time was

posted against the task.

Completed. Automatically changes the status to "Completed" when the task ETC has zero hours and the task status is updated to "Completed".


Calendar Events

Calendar Events Calendar events are milestones, such as meetings or appointments, that are scheduled for a specific time and location. A calendar event can include one or more participants.

The Organizer: Calendar page lists all of the calendar events to which you have been invited or you have created.

View Calendar Events

You can view all of your scheduled calendar events on the Organizer: Calendar pages.

To access your calendar

Select Organizer from the Personal menu, and click the Calendar tab.

The Organizer: Calendar Day View - Personal page appears by default.

You can also access the Organizer: Calendar page from other organizer pages by selecting the Calendar tab. To view a list of all events along with date and time of event, duration, and other information, from the Organizer: Calendar pages toolbar, click the Events link.


Calendar Events

Create Calendar Events

You can create calendar events from any calendar viewday, week, or month from the Organizer: Calendar Events page. You can complete just the required fields and then return to complete the remaining fields as you have the information available.

Use the Event Properties page to define your new calendar event. You can access the Event Properties page by clicking Events from the Organizer: Calendar Day View - Personal page, and then clicking New.

To create a new calendar event



2. Click the Calendar tab.

The Organizer: Calendar Day View - Personal page appears.

3. Click the + (plus sign) next to the hour on which the event will occur.

The Event Properties page appears.

4. In the General section of the page, complete the following fields:

Subject

Defines the name for the event.

Location

Defines the location for the event.

Description

Defines the description of the event.

5. In the When section of the page, complete the following fields:

Date

Specifies the date on which the event is to occur.

Start Time

Specifies the time at which the event is to start.

Duration

Indicates the events duration.

Recurring

Indicates if you want the event to reoccur.


Calendar Events

Recur Every

Specifies the time period in which the event will reoccur.

Values: Days, Weeks, Months, and Years

Until

Specifies the last date on which the event will reoccur.

6. To select participants for the event, in the Participants section, do one of the following:

If you know the user name for each project participant you want to invite, or if you know the name of the group, enter the names in the Quick Add field, then click Add. Use commas to separate each name.

To view the list of project participants or groups available for the event, do the following:

a. Click Add below the Quick Add field.

The Browse Resources page appears.

b. Select the participants you want to invite to the event and then, click Add.


c. In the Participants section, select the required participants and click Add next to the Quick Add field.

7. To check the availability of the selected participants, click Check Availability.

The Check Availability page appears. The final invited project participants or groups display in the participants list.

8. In the Notify section, complete the following fields to notify participants of the event :

Notify Participants

Indicates if an email notification is sent to invitees.

Send Reminder

Indicates if a reminder is sent to invitees about the event.

Reminder time before event

Specifies when the reminder is sent.

Values: minutes, hours, days, or weeks

9. Click Submit.

The Organizer: Calendar Day View - Personal page appears. The event displays on your calendar on the event date, and is listed on the Organizer: Calendar Events page.


Calendar Events

Modify Calendar Events

Use the Event Properties page to modify an existing calendar event.

To modify a calendar event





3. From the toolbar, click Events.

The Organizer: Calendar Events page appears.

4. Click the subject of the event that you want to modify.


5. Modify the events general, time, participant, or notification attributes as desired.

Remove Participants from Calendar Events

Use the Event Properties page to remove a participant from a calendar event. Select the participant you want to remove and click Remove.


Calendar Events

Delete Calendar Events

Use the Event Properties page to delete an existing calendar event.

To delete a calendar event





3. On the toolbar, click Events.

The Organizer: Calendar Events page appears.

4. Click the subject of the event that you want to delete.


5. Click Delete.

A confirmation page appears.

6. Click Yes.

The event is removed from the Organizer: Calendar Events page.

Change the Calendar View

Use the Organizer: Calendar Day View - Personal page to view the calendar. By default calendar view is the day view. This view displays each hour of the day, listing each event in the allotted time period it is taking place or due.

To change the calendar to the week or month view


The Organizer: Action Items page appears by default.



3. Click Week or Month from the page toolbar.

The page refreshes to display one of the following selected views:

Day

Displays calendar events for a specific day.

Week

Displays calendar events for a given week.


Processes

Month

Displays calendar events for a given month.

Processes A process is a series of actions resulting in an end. Steps comprise the series of actions. All processes have the following underlying characteristics:

A start step and finish step. Post-conditions and pre-conditions to connect the steps.

Each step performs a single action that is intended to move the process toward its completion. Each time a process is startedeither via a manual action or automated triggera process instance is created.

Note: Processes are not explicitly mark as complete. The completeness of a process instance depends on the status of the steps it contains. When the Finish step is completed, the process instance ends.

You can view the following processes from the Organizer:

Initiated. Process instances that you started or to which you have view access.

Available. Processes available for you to initiate and to edit their definitions.

Note: See the Administration Guide for more information about how to create processes and the different access rights you need to start processes.


Processes

View Initiated or Available Processes

You can filter and view a list of initiated or available process. From these lists, you can do the following:

For initiated processes, view status, or click a process link to view the step details.

For available processes, start processes, or click a process link to edit its definition. You can also create new processes.

Note: To view a list of all global available processes, you must be a process administrator.

To view initiated or available processes



2. Click the Processes tab.

The Organizer: Initiated Processes page appears.

3. Click the Initiated subtab or Available subtab as needed to view processes you initiated and to view processes that are available for you to view.

A list page with initiated or available processes appears.


Processes

Start Processes

Use the Organizer: Available Processes page to start processes. Each time you start a process, a process instance is created.

From this page, you can start non-object based processes for which you have access rights:

Note: To start object-based processes, you must access these processes from the Processes tab within the object.

To start a process



2. Select the Processes tab.


3. Select the Available subtab.

The Organizer: Available Processes page appears.

4. Select the check box next to the process you want to start.

5. Click Start.

The Organizer: Initiated Processes page appears displaying the new process instance.


Processes

Modify Processes

You can modify processes when the mode is set to "Draft or On Hold. You cannot modify processes with the mode is set to Active.

To modify a process



2. Click the Processes tab.


3. Select the Available subtab from the page toolbar.

The Organizer: Available Processes page appears.

4. Click the name of the process you want to modify.

The Process Definition: Properties page appears for that process.

5. Do the following:

a. Modify the generic attributes for this process.

b. Update the process steps as desired by adding, renaming, deleting, adding conditions to, or altering actions.