OpenWorkbench UserGuide ENU PDF
OpenWorkbench UserGuide ENU PDF
User Guide
v2.0.00
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Contents
Chapter 1: Get Started with Open Workbench 11
Introduction to Open Workbench .............................................................................................................................. 11 How to Set Up Open Workbench ............................................................................................................................... 12 Define Open Workbench General Options ......................................................................................................... 13 Define Open Workbench Default Options .......................................................................................................... 16 Define Open Workbench File Location Options .................................................................................................. 19 Define Open Workbench WBS Level Labels ........................................................................................................ 20 Define Open Workbench View Display Colors .................................................................................................... 21 Define Time Scales .............................................................................................................................................. 22 How to Set Up Open Workbench with CA Clarity PPM .............................................................................................. 24 Set CA Clarity PPM Project Management Options .............................................................................................. 24 Install Open Workbench and CA Clarity PPM Schedule Connect ........................................................................ 25 Set Microsoft Internet Explorer Web Browser Options ...................................................................................... 25 Set Netscape Navigator Web Browser Options .................................................................................................. 26 Uninstall Open Workbench and CA Clarity PPM Schedule Connect ................................................................... 27 Open Workbench Navigation Basics .......................................................................................................................... 27 About the File Menu ........................................................................................................................................... 28 About the Ribbon Bar.......................................................................................................................................... 29 About Views and the View Library ...................................................................................................................... 34 About Grid Columns and Rows ........................................................................................................................... 35 About Cutting and Copying Project Data ............................................................................................................ 36 About Cutting and Copying Cells ......................................................................................................................... 40 Monitor Process Progress .......................................................................................................................................... 41 Start Open Workbench............................................................................................................................................... 41 Quick Filter by Resources ........................................................................................................................................... 42 About Calendars ......................................................................................................................................................... 42 Choose Calendar to Apply to Projects ................................................................................................................. 43 Edit Calendars ..................................................................................................................................................... 44 Create New Calendars ......................................................................................................................................... 45 Define Work Schedule and Holidays ................................................................................................................... 46 Reset Holidays and Non-standard Workdays...................................................................................................... 46 Print Calendars .................................................................................................................................................... 47 Delete Calendars ................................................................................................................................................. 47 Access Online Help ..................................................................................................................................................... 48
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49
Create Projects ........................................................................................................................................................... 50 Create Projects from a Command Line ............................................................................................................... 51 Create Resources........................................................................................................................................................ 52 About Resources ................................................................................................................................................. 52 About Labor and Non-Labor Resource Types...................................................................................................... 53 Add Resources and Roles to Projects .................................................................................................................. 53 Create Project Tasks ................................................................................................................................................... 55 About Tasks ......................................................................................................................................................... 56 About Establishing Task and Resource Constraints ............................................................................................ 56 Assign Resources to Tasks .......................................................................................................................................... 57 About Resource Loading Patterns ....................................................................................................................... 58 Set Resource Loading Pattern ............................................................................................................................. 62 Save Projects to Files .................................................................................................................................................. 63 How Project Data is Shared Globally Across Projects ................................................................................................ 64 Open Projects from a File ........................................................................................................................................... 64 How to Open CA Clarity PPM Projects in Open Workbench ...................................................................................... 65 Open Projects in Open Workbench using CA Clarity PPM .................................................................................. 66 Open CA Clarity PPM Projects using Open Workbench ...................................................................................... 66 Open CA Clarity PPM Projects from a Command Line ........................................................................................ 69
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How to Develop Project Schedules ............................................................................................................................ 72 How to Schedule Projects using Open Workbench .................................................................................................... 73 Recalculate Task Duration .......................................................................................................................................... 74 Baseline Projects ........................................................................................................................................................ 75 Baselines and Earned Value Computations......................................................................................................... 76 Set Baselines ....................................................................................................................................................... 77 Display Baseline Data in Views ............................................................................................................................ 78 Edit Baselines ...................................................................................................................................................... 78 Rebaseline Projects ............................................................................................................................................. 79 Multiple Baselines with Master Projects and Subprojects .................................................................................. 80 Clear Baseline Values .......................................................................................................................................... 82 Delete Baselines .................................................................................................................................................. 82 Autoschedule Projects................................................................................................................................................ 83 Define Autoschedule Parameters ....................................................................................................................... 85 About Autoscheduling Master Projects .............................................................................................................. 86 Autoschedule Projects from a Start Date ............................................................................................................ 87 Autoschedule Projects from a Finish Date .......................................................................................................... 88 Autoschedule by Task Priority ............................................................................................................................. 89 Override Task Lock during Autoschedule ............................................................................................................ 90
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Manually Schedule Projects ....................................................................................................................................... 91 Schedule Subnets ....................................................................................................................................................... 93 Calculate Critical Path ................................................................................................................................................ 94 How Critical Path is Calculated............................................................................................................................ 95
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Find Information in Projects ....................................................................................................................................... 97 Define Search Criteria to Find Data ..................................................................................................................... 98 Update Project Data ................................................................................................................................................... 99 Define Project Description Properties ................................................................................................................ 99 Define Project Scheduling Properties ............................................................................................................... 100 Define Project Resources Properties ................................................................................................................ 101 View Tasks Marked as Key Tasks ....................................................................................................................... 104 Manage Multiple Projects ................................................................................................................................. 105 Define Project Advanced Properties ................................................................................................................. 115 Add Notes.......................................................................................................................................................... 116 Update Task Data ..................................................................................................................................................... 119 Define Task General Properties ........................................................................................................................ 120 About Defining Task Resources Properties ....................................................................................................... 125 About Task Dependencies Properties ............................................................................................................... 130 Define Task Advanced Properties ..................................................................................................................... 142 Add Notes.......................................................................................................................................................... 146 Edit Multiple Tasks ............................................................................................................................................ 150 Change Task Location in Project WBS ............................................................................................................... 151 Shift Tasks ......................................................................................................................................................... 152 Delete Tasks ...................................................................................................................................................... 153 Update Resource Data ............................................................................................................................................. 153 Define Resource or Role General Properties and Availability ........................................................................... 154 Edit Resource Periodic Availability .................................................................................................................... 155 Define Resource Advanced Properties .............................................................................................................. 156 Define Resource Calendar ................................................................................................................................. 157 Add Notes.......................................................................................................................................................... 158 How to Enter Pending Estimates ....................................................................................................................... 161 Remove Resource Actual Usage on Tasks ......................................................................................................... 164 About Editing Multiple Resources ..................................................................................................................... 165 Manage CA Clarity PPM Projects using Open Workbench ....................................................................................... 166 Refresh Project Data ......................................................................................................................................... 166 About Resource Role Assignments ................................................................................................................... 168 Cost Rate and Currency Data ............................................................................................................................ 170 About the CA Clarity PPM Rate Matrix ............................................................................................................. 171 About the CA Clarity PPM Rate Matrix Extraction Job ...................................................................................... 171
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Display Resource Billing Rates in Views ............................................................................................................ 172 Vary Resource Billing Rates ............................................................................................................................... 172 About Multiple Baselines .................................................................................................................................. 172 How to Save Projects back to CA Clarity PPM ................................................................................................... 173 About CA Clarity PPM Project Locks.................................................................................................................. 178 About Printing Project Data ..................................................................................................................................... 180 Select Printer and Print Layout Options ............................................................................................................ 181 Prepare Pages for Printing ................................................................................................................................ 182 Preview Project in a View Before Printing ........................................................................................................ 183 Print Projects from Views.................................................................................................................................. 184
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Tracking and Analysis Overview ............................................................................................................................... 185 How to Track Projects .............................................................................................................................................. 186 Track Projects by Total Actual Usage ................................................................................................................ 186 Track Projects by Periodic Actual Usage ........................................................................................................... 187 Track Projects by Task Status ............................................................................................................................ 187 How to Track Resources ........................................................................................................................................... 187 Track Resources by Total Actual Usage ............................................................................................................. 188 Track Resources by Periodic Actual Usage ........................................................................................................ 188 Actual Cost of Resource Task Assignments ....................................................................................................... 188 Analyze Projects ....................................................................................................................................................... 189 How to Determine When and What to Analyze................................................................................................ 189 Validate Project Plan Data ................................................................................................................................ 190 Analyze Projects with Earned Value Variances ................................................................................................. 191 About Analyzing Projects with Current Baseline ............................................................................................... 193
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Create and Edit Filter Files ....................................................................................................................................... 195 Create New Filters from Existing Filter Files............................................................................................................. 196 Create and Edit Sort Files ......................................................................................................................................... 197 Create New Sorts from Existing Sort Files ................................................................................................................ 198 Add View, Filter, or Sort Files to Library Groups ...................................................................................................... 198
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About Views ............................................................................................................................................................. 199 About Spreadsheet Views ................................................................................................................................. 200 About CPM Network Views ............................................................................................................................... 200 About the Open Workbench Library ........................................................................................................................ 202 Add New Library Groups ................................................................................................................................... 203
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Change Items in Library Groups ........................................................................................................................ 203 Apply Views, Filters, Sorts to Library Groups .................................................................................................... 204 Define Views in Library Groups ......................................................................................................................... 204 Add Views to Library Groups ............................................................................................................................. 204 Remove Views from Library Groups ................................................................................................................. 205 Configure Gantt Charts............................................................................................................................................. 205 Create Views ............................................................................................................................................................ 207 View Definition Dialog Box ................................................................................................................................ 207 About Field Names on Views ............................................................................................................................ 212 Apply Formats to Cells in Views ........................................................................................................................ 215 Apply Filters to Views ............................................................................................................................................... 217 Apply Views to Projects ............................................................................................................................................ 217 Insert and Delete Rows in Views .............................................................................................................................. 218 About Changing View Display Colors ....................................................................................................................... 218 Customize Colors............................................................................................................................................... 218 Define View Display Colors ............................................................................................................................... 221 Save Views ................................................................................................................................................................ 222 Edit Views ................................................................................................................................................................. 223
Chapter 8: Highlights
225
About Highlights ....................................................................................................................................................... 225 Create Highlights ...................................................................................................................................................... 226 Define Highlight Settings .......................................................................................................................................... 227 Define Highlight Conditions ..................................................................................................................................... 228 Define Highlight Formats ......................................................................................................................................... 229 Change the Appearance of Fonts in Highlights ................................................................................................. 229 Change Gantt Symbol and Color Settings ......................................................................................................... 230 Define Highlight Font Settings .................................................................................................................................. 231 Edit CPM Symbol and Color Settings ........................................................................................................................ 232 Save Highlights ......................................................................................................................................................... 233 Remove Highlights.................................................................................................................................................... 233 Delete Highlights ...................................................................................................................................................... 234
Glossary Index
235 241
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Define the default options (see page 16): a. b. c. Define the assignment options (see page 17). Define the dependency options (see page 18). Define the percent complete value.
3. 4. 5. 6.
Define the file location options (see page 19). Define the WBS level labels (see page 20). Define the view display colors (see page 21). Define the time scales (see page 22).
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Default Project Format Defines the project format for your Open Workbench project. Default: *.RMP Options:
*.RMP. Defines the default project format as Open Workbench .rmp files. *.XML. Defines the default project format as XML files. CA Clarity PPM. Defines the default project format as CA Clarity PPM project files.
Guideline URL Defines the default Uniform Resource Locator (URL) or the directory path where guidelines for your organization are located. Default: Cleared 3. 4. 5. 6. Define note categories (see page 117). Define the currency used in calculations (see page 15). Define the first week of the year (see page 16). If you are using Open Workbench with CA Clarity PPM, specify that you want the Log on to CA Clarity PPM dialog box to appear each time you start Open Workbench (see page 14). Click OK. The general options are saved and the Options dialog box closes.
7.
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3.
Click OK.
User Locale. This is the default selection. First Week Contains 1/1. This selection includes January 1st in Week 1. First Full Week After 1/1. This selection does not include January 1st in Week 1, but starts the following week. ISO. Based on the ISO calendar, this selection displays 53 weeks in a year, instead of the default 52 weeks.
3.
Click OK.
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WBS level names must be unique. When deleting levels, at least four levels are retained in the WBS.
Task in Subproject The Task in Subproject icon specifies a task inside an inserted (entire) subproject, as viewed from the master project. Subproject Task The Subproject Task icon specifies an individually-inserted subproject task, as viewed from the master project. Instead of inserting the entire subproject, you inserted only the subproject task. To define the WBS Level Labels 1. Select "Preferences" from the application menu at the top left. The General tab on the Options dialog box opens. 2. Click the WBS tab. The WBS options display. 3. Complete the following fields, and click OK: Milestone Label Defines the label that is used for milestones.
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Default: Milestone Task Label Defines the label that is used for project tasks. Default: Task Summary Levels Label Displays a list of the WBS levels in the order they appear in the WBS. Default: Phase, Activity The Options dialog box closes.
Project Start. The start date of the first task in the project. Today's Date. The current system date. Project Committed Actuals Start. The date of the first committed actuals on the first task. Next Pending Start. The start date of the next task estimated to start. Project As-of Date. The date of the last change made to the project or the last time it was saved. Pending Actuals Start. The first date of the currently-collected uncommitted actuals. Project Fiscal Start. The start of the current fiscal period. User Defined Date. Allows you to enter a start date.
Finish Date Defines the finish date for the time scale. Note: To edit this date, you must select User Defined Date from the Period Finish Date drop-down. Period Finish Date Specifies the finish date for the time scale. Default: Cleared
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Add one or more tabulated fields to the view's definition. Select the Tabulate check box in the Formatting Options dialog box for at least one of the view's tabulated fields. Choose Customized from the Scale drop-down.
Note: You cannot use user-defined dates with a view that displays a Gantt chart. For Gantt time scales, Customized is not a Scale option and the Period Finish Date field is unavailable. However, you can use user-defined dates with views that display tabulated fields. Number of Periods Enter the number of time scale periods. This feature is unavailable if you select Customized Scale from the drop-down list. Scale Select the time period increments you want to display in the Gantt chart heading columns. You can display one customized or user-defined period for each field name. Default: Weekly Values: Weekly, Daily, Monthly, Quarterly, Semi-annually, Annually, or Customized Show Week Number Select this check box to display the week number in the heading for each time period. Week numbers begin at the start of the fiscal year. This option is enabled when you select Weekly from the Scale drop-down list. Note: Week 1 includes January 1, a standard in the U.S. and the U.K. 3. Click OK. The Time Scale dialog box closes.
Set Internet Explorer Web browser options (see page 25). Set Netscape Navigator Web browser options (see page 26).
4.
Set the Log on to Server Open Workbench general option (see page 14).
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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.
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Select File, Recent File list to select and open a recently-opened project file. Exit Select File, Exit to close all open program windows and project files and exit Open Workbench.
In the Edit group: Delete (Delete) Select Delete to delete the selected information from the project. Modify (F8) Select Modify to edit information for a selected object. To edit a task, select the task and select Edit, Modify. To edit a resource, select the resource and select Edit, Modify. Insert (Insert) Select Insert to insert a row in a spreadsheet view. Phase Change the type of the currently marked task into a phase task. The indentation level of the phase is determined by its parent task. Milestone Change the type of the currently marked task into a milestone. Task Change the type of the currently marked task into a work task. Indent Change the indentation level of the currently marked phase task by indenting it one level further. I.e. after marking a Phase and pressing "Indent", the task will be an Activity. Outdent Change the indentation level of the currently marked phase task by indenting it one level less. I.e. after marking an Activity and pressing "Outdent", the task will be a Phase. Undo (Ctrl+Z) Select Undo to reverse most actions. Note: If your most recent action is irreversible, the Undo command is disabled. Redo (Ctrl+Y) Select Redo to reverse a previous undo, if that is possible. Note: If your most recent undo action is irreversible, the Redo command is disabled.
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In the Search group: Quick Search The Quick Search allows you to quickly find tasks by name. Simply type part of the name you are searching for into the text entry field. The currently active view will instantaneously reflect the results of the filtering. Extended Find (Ctrl+F) Select Extended Find to construct search criteria from one or more field names. Find Next (F4) Select Find Next to find the next occurrence of the search criteria you specified in the Find dialog box. In the Quickfilter group: Quick Filter by Resource Use the Resource drop down in the Quickfilter group to quickly filter the view by a selected resource or all resources. Quick Filter by Type In the Zoom group: In Out
In the Baselines group: Define Baselines Select Define to set (see page 77) or clear (see page 82) a baseline for the active project, view, or selected tasks. Manage Baselines Select Manage to display all available baselines and select the one that will be used to calculate display information. In the External group: External Subprojects Select Subprojects to see a list of subprojects in the current project (see page 112), insert (see page 110) a new subproject, or delete (see page 114) a subproject. External Dependencies Select External Dependencies to view (see page 138) a list of external dependencies, create (see page 138), or delete (see page 140) external dependencies. In the Assignments group: Transfer Select Transfer to transfer assignments on the currently marked task from one resource to another. In the View group: New Displays the View Definition dialog box where you can create a new view. New Filter Displays the Filter Definition dialog box where you can create a new filter. New Sort Displays the Sort Definition dialog box where you can create a new sort. Save After changing the current view or creating a new view, Select Save View to display the Save View Definition dialog box where you can name the file and choose a directory and library group, where you want to save the active view. Refresh (F5) Select Refresh to update the data in the current view.
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Manage Library Select View, Library to view, add, and remove groups and the views, sorts, and filters they contain. Colors and Shapes Select Colors and Shapes to review and edit the highlights currently in use. In the Clarity group: Update Select File, Update to update the current project with specified data from CA Clarity PPM. 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. 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. Note: You must have the project open in read/write mode to select or clear this check box. 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. Note: You must have the project open in read/write mode to select or clear this check box.
Status Specifies whether to include changes to Actual Usage, Actual Thru, Pending Actuals, and Pending Estimates for assignments of the project in the update. Note: You must have the project open in read/write mode to select or clear this check box. 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. Note: You must have the project open in read/write mode to select or clear this check box. Team Members 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. Note: You must have the project open in read/write mode to select or clear this check box. In the Calendar group: Edit Calendar Select Calendar to choose the calendar (see page 43) you want to apply to every project you open in Open Workbench. You can also create, edit, or delete user-defined calendars.
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Tab-separated text. A common format supported by many spreadsheet and word processing programs. If you cut a range of text in Open Workbench, you can paste it to any other application that supports tab-separated text. Open Workbench proprietary format. Open Workbench uses its own internal data format for cutting and pasting information inside Open Workbench projects. Objects. In Open Workbench, an object is a task (summary or detail) or a resource. To select an object in a spreadsheet view, click its row header. Gantt chart. You can only copy and paste in Gantt chart data formats. You can copy and paste text and graphics in a Windows application.
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Column headings. The entire Gantt chart timescale as it is configured, even if it extends beyond what displays on the screen. Gantt chart colors. Subproject data and icons. Hidden columns, the data displayed in each column, and its column heading. Note: Once you paste the data, this data no longer displays as hidden.
Dependency lines if dependency relationships are displayed in the Gantt, and if the dependency lines begin and end within the area you selected.
To copy and paste a Gantt chart 1. Select the entire view, a task, or a series of tasks and the corresponding Gantt. Note: Although you cannot select column headings, this data gets copied. 2. Right-click and select Copy from the shortcut menu. This information is temporarily stored on the clipboard. 3. Select a location in which to paste the Gantt chart, and select Edit, Paste.
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You can only cut, copy, and paste data in spreadsheet views. When you paste cells, the clipboard content is inserted at the selected location in the project. If you select a cell in the spreadsheet to which you want to paste, the selected cell's content is replaced with the copied data from the clipboard. To avoid this, before you paste clipboard content, insert a blank row in the spreadsheet. When you cut and then paste or copy and then paste cell text containing a task, the task's dependencies and resource assignments are not pasted. If you cut and then paste or copy and then paste a phase-level task that does not have a WBS level displayed, a new task is created because there was no WBS data in the cell.
If you only select tasks to copy, all of the task's associated resources are copied. You can paste dependencies. Open Workbench handles sub-projects and their data components differently under different conditions, and the conditions of pasting these components varies accordingly:
Referenced project data. When you insert individual WBS items from another project into your project, either by selecting Tools, Subprojects, Insert or by right-clicking and selecting Insert Subproject from the shortcut menu, you paste only references to those items, not their actual data. To copy and then paste data, copy the content from the other project first and then paste it into your project. Subproject (mixed) data. When you insert an entire subproject into a project, the subproject's tasks are added as actual data, even though the line representing the project itself is a reference. A more efficient way to copy and paste entire project data is to:
Insert the project as a subproject in Open Workbench. Open the project by itself and copy all items in the standard way (to the clipboard), then open the target and paste the items in the standard way. (Use this method for pasting into Open Workbench or a third-party application, such as Microsoft Project.) Import the project from a third-party application, such as Microsoft Project.
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About Calendars
Use the Calendars dialog box to choose the calendar you want to apply to every project you open in Open Workbench, to temporarily modify the work week schedules, and to assign common vacations, holidays, or other periods of zero availability. You can also create a new calendar or edit an existing calendar for use by all projects you open in Open Workbench. Projects use a calendar to define work schedules and holidays. Open Workbench provides a standard calendar by default. An Open Workbench project (.rmp) file may also have other calendars associated with it if you created new calendars while working with the file. If you have defined a global file location (see page 19), then your new calendars and edits to existing calendars are saved for future use when you exit Open Workbench. If you are working on different projects that use different calendars with the same name and you open one or more .rmp files during an Open Workbench session, the calendar in the first opened project is the one used by all projects, even if those projects use calendars with the same name.
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About Calendars
About Calendars
Edit Calendars
Use the Calendars dialog box to edit or delete the project calendar. The fields in the System Options section of the page apply to all projects you have open in an Open Workbench session. Use the fields in the Calendar Editing section of the page to create a new calendar and to select the calendar on which to base the new calendar. Use the calendar's scroll bar to scroll forward or backward through the months of the year. You can save the changes you make to the calendar to use them later only if you have defined a global file location. You can make changes in any case, but when you save the project back to CA Clarity PPM, unless you have defined a global file location, the CA Clarity PPM calendar you edit reverts to their original settings. Note: If you are using Open Workbench with CA Clarity PPM, the changes you make to CA Clarity PPM calendars are not saved back to CA Clarity PPM. In the calendar grid, you can do the following:
Select weekday column headings to select all the weekdays throughout all months and years of the calendar to apply your changes. Select single or multiple days to apply your changes. Click the scroll bar to move to next or previous month. Select a single day and click Workday to set the selected day to a workday (see page 46). Resources are expected to be available for use on this day. Select a day and click Holiday to set the selected day to a non-workday (see page 46). Resources are not expected to be available for use on this day. Remove individual holiday and non-standard workday exceptions and reset the selected days to their base calendar settings (see page 46). Remove all holiday and non-standard workday exceptions and reset the calendar to the base calendar settings (see page 46).
To edit a calendar 1. Select Edit Calendar from the Project ribbon. The Calendars dialog box appears. 2. In the System Options section, define the following fields: Hours per Day Displays the number of hours that can be worked per day. Hours per Week Displays the number of hours that can be worked per week. Week Start Specifies the day on which the normal work week begins.
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About Calendars
Values: Monday, Tuesday, Wednesday, Thursday, Friday, Saturday, Sunday Current Calendar Specifies the name of the calendar that you want to apply to all projects. Default: Standard 3. In the Calendar Editing section, define the following fields: Name Defines the name of the calendar. Based On Specifies the base calendar on which to base this calendar. If you are creating a new calendar, it inherits the settings of the base calendar. 4. Click OK. The Calendars dialog box closes.
About Calendars
Choose the name of the new calendar from the Current Calendar drop-down. Choose the other system options you want to apply to the calendar.
To reset individual holidays or non-standard work days, click a date and click Reset. To reset the entire calendar, click Reset All.
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About Calendars
Print Calendars
When you print a calendar, you print a snap shot of the month currently displayed in the Calendar grid on the Calendars dialog box. You can print one month at a time. To print a calendar 1. Select Edit Calendar from the Project ribbon. The Calendars dialog box appears. 2. In the Calendar grid, choose the month you want to print. The month displays in the grid. 3. In the Calendar Editing section, click Print. The Print dialog box opens. 4. Choose a printer and click OK. The print job is sent to the printer and Print dialog box closes. 5. Click OK. The Calendars dialog box closes.
Delete Calendars
You can only delete the calendars you create in Open Workbench. If a calendar is displayed in the Current Calendar drop-down in the System Options section of the Calendars dialog box, and you currently have open projects, it is being used by those projects and you cannot delete it, even if it is a user-defined calendar. When you delete user-defined calendars, the default calendar is automatically applied to all open projects. Note: You cannot delete the standard calendar that comes with Open Workbench and is used by Open Workbench (.rmp) project files. To delete a calendar 1. Select Edit Calendar from the Project ribbon. The Calendars dialog box appears. 2. In the System Options section, choose the name of the calendar that you want to delete from the Current Calendar drop-down, and click Delete. The calendar is deleted. 3. Click OK. The Calendars dialog box closes.
Get context-sensitive help specifically for the dialog box you have open. From any open dialog box, click Help. The Help page designed specifically for that dialog box opens. Open the Online Help to view all help topics.
Select the question mark icon from the top right of the ribbon bar or Press F1 on your keyboard. The Online Help window opens. Use the Help Table of Contents or Index to locate the information you need.
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Create Projects
Create Projects
A project is a related set of tasks performed to achieve a specific objective. Before planning a project, you should have a general idea of what it entails, who is responsible for managing and working on it, when it needs to be done, and how much it will cost. Once you create your project you will want to populate it with phases, activities, and tasks, and perform other important project management tasks, such as assign resources to tasks and create project schedules. You can store the projects that you create as files on your computer, a server, or a network location. Use the Project Properties dialog box to define your new project. This dialog box consists of five tabs: Description, Scheduling, Resources, Key Tasks, Advanced, and Notes. Note: If you are using Open Workbench with CA Clarity PPM, you can store projects directly to CA Clarity PPM. You must have CA Clarity On Demand Schedule Connect installed to do this. To create a new project 1. Select File, New. A new project is created. 2. Select File, Properties. The Description tab on the Project Properties dialog appears. 3. Complete the following field: ID Defines the ID for the project. 4. Click OK. The project properties are saved. 5. Save your project.
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Create Projects
DOS prompt Windows Run dialog box Properties definition for a Windows icon or Start menu item
Use the following command line arguments to create CA Clarity PPM projects: The npWBench /r file.rmp + /rR CLARITY\[projectID] command creates a new master project with a Read-only project file and a Read-only CA Clarity PPM project. This command has the following format:
npWBench /r [file].rmp + /rR CLARITY\[projectID]
file Defines the name of the master project you want to create. projectID Defines the name of the CA Clarity PPM project you want to create. The npWBench [file].rmp + /r CLARITY\[projectID file2].rmp /r repoName\[probED2] command creates a new master project in read/write mode and opens two CA Clarity PPM subprojects in read-only mode. This command has the following format:
npWBench [file].rmp + /r CLARITY\[projectID file2].rmp /r repoName\[probED2]
file Defines the name of the master project you want to create. projectID file2 Defines the name of the first CA Clarity PPM subproject you want to create. probED2 Defines the name of the second CA Clarity PPM project you want to create.
Create Resources
Create Resources
You can manually enter resources in the resource detail pane of a view, define their properties, and assign them to tasks. The resources that you create are automatically available for you to assign to tasks in your project. Best Practices: If you are using Open Workbench with CA Clarity PPM, create the resources in CA Clarity PPM. Any new resources you create in Open Workbench must have matching resource IDs in CA Clarity PPM in order to save the project to CA Clarity PPM. You can define resources by categories for reporting and analysis, as groups of more than one, or as roles, such as "Business Analyst." Resources can use different units of measure. Once you create a resource, you define its properties in the Resource Properties dialog box. You can access the Resource Properties dialog box from views that displays the resource detail pane. To view usage for material and expense non-labor resources, you must set the view's format to cost. To view usage for expense non-labor resources, you must define the billing rate for resources. To create a resource 1. In a view that displays the resource detail pane, such as the Gantt Chart view, right-click a resource and select Insert from the shortcut menu. A new empty resource row is added to the resource detail pane. 2. Right-click the empty resource row, and select Modify from the shortcut menu. The General tab on the Resource Properties dialog box opens. 3. Define the resource's general and advanced properties, and click OK. The Resource Properties dialog box closes. Note: See the Resource Management User Guide for more information.
About Resources
Resources provide the necessary people needed to ensure projects are completed on time and within budget. 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.
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Create Resources
Labor. Defines any person or role who works or completes tasks. Equipment. Defines any type of machinery used to perform a job, such as delivery trucks, printers, and computers. Material. Defines any type of material used to perform a job, such as training guides, chemicals, or fuel. Expense. Defines any costs associated with a resource or a role, such as the cost of traveling to a customer site.
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.
Create Resources
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 Project Properties from the application menu at the top right corner of the window. 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
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.
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If the view displays task-specific columns, click in the new task's cells to enter task-related data, such as the task's name, or Right-click the new task row and select Modify from the shortcut menu. The General Tab on the Task Properties dialog box opens.
About Tasks
Tasks constitute the work steps of your project. During the project planning process, you define the tasks that you need to complete in order to accomplish your project's objectives. In Open Workbench, project tasks are organized according to a Work Breakdown Structure (WBS). The default WBS for Open Workbench includes the following default hierarchical levels:
Note: You can change the labels used to identify your WBS levels. Phases are the major steps required to achieve the project's goal. Most well defined projects have multiple phases with specific objectives. Within each phase there are any number of activities leading to the completion of the phase's objectives. You can further divide each activity into tasksthe smallest identifiable project componentand milestones, which mark significant events or dates used to measure a project's progress. The number of tasks you can add to a project or a WBS is limited only by the memory and disk space on your computer.
Fixed Duration. A fixed duration task is a constrained task that must finish in a specific amount of time. Fixed-duration tasks are constant and are not driven by resource assignments. A fixed-duration task is also called a time-constrained task. When you autoschedule, the task's length is not changed on the project. Variable Duration. A Variable Duration task is a constrained task that can change when you autoschedule your project. Variable-duration tasks depend on the availability and number of assigned resources. A variable-duration task is also called a resource-constrained task. When you autoschedule, the task's length is adjusted around the assigned resource's remaining availability, loading patterns, and maximum percent loading.
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To select a contiguous range of resources, press the Shift key on your keyboard and click a range of resources. To select a non-contiguous range of resource, press the Ctrl key and individually click resources.
The selected resource is assigned to the task and appears in the Assigned Resources grid. 3. Click OK. The Task Properties dialog box closes.
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The Front loading pattern allocates resource usage as early in the task as possible. Resources are assigned to get work done as early as their availability permits. The resource's maximum percentage on a task and resource availability are taken into account when assigning resources to tasks using this loading pattern. Note: To use this loading pattern, you must set the resource's maximum percentage on the task. Graphically, this loading pattern can look like this:
DAYS: Work Effort = 8.0
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HOURS
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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.
3.
If you are saving the project record as an Open Workbench .rmp project file, complete the following field: 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. Important! If you do not check this box, you can have issues saving your changes to CA Clarity PPM. The project is saved and the Save As dialog box closes.
CA Clarity PPM when you use Open Workbench with CA Clarity PPM. The global file when you have specified a global file location (see page 19).
The following project data is shared globally across all open projects:
You must have administrator access rights to edit global project settings in CA Clarity PPM. See the Project Management User Guide for more information.
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CA Clarity PPM (see page 66). Open Workbench using CA Clarity PPM Schedule Connect. The command line (see page 69). Open Workbench (see page 66). 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.
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.
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.
You have Project - Edit Management access rights to the project. Note: This icon displays if the project is a master project.
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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 Open from the application menu at the top left corner of the window. 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. 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.
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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:
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.
6. 7. 8. 9.
10. If needed, do one of the following, and Autoschedule the project again:
Manually adjust the schedule by shifting tasks (see page 152). Refine dependency relationships (see page 130).
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The minimum length of time required to complete each task (task duration (see page 123)) The resource usage (see page 126) on each task (used to automatically determine durations)
2. 3.
Determine the ETC (see page 127) for each resource. Determine each task's resource loading pattern (see page 58) from one of the available loading patterns. A Loading Pattern defines how work is spread across the duation of a task. A resource's loading pattern defines how resource assignments are used to complete tasks when you recalcuate task duration and autoschedule your project. There are five patterns available to best help replicate how team members work on tasks. Autoschedule the project (see page 83).
4.
The recalculation process also maximizes resource use to shorten task duration whenever possible. If a task is inherently over committed, recalculating task duration can extend its duration to eliminate any inherent resource over commitment for that period. The exception to this is when the task is fixed. When you assign multiple resources to a task and you recalculate the task's duration, Open Workbench computes the duration for each resource separately and selects the longest duration to determine the total task duration. All incomplete tasks in the selected range are adjusted, except for fixed tasks. If you recorded resource actual usage on the task, the ETC is modified. Tasks with a Contour loading pattern are recalculated as Uniform. The recalculation process also replaces patterns created by Autoschedule, and computes duration based on total availability per task. Locked or completed tasks are not impacted by the recalculation process. Instead, if the task has an ETC, the incomplete portion of the task is modified. Example 1 Resource availability is 8 hours per day and the maximum percentage is 50% (the resource can work on this task 4 hours per day). If usage is 12 days, when you recalculate the task duration, the task's duration computes to 24 business days. Example 2 Resource availability is 4 hours per day and the maximum percentage is 50% (the resource can work on this task 2 hours per day). If usage is 12 days, when you recalculate the task duration, the task's duration computes to 48 days.
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Baseline Projects
Baseline Projects
A baseline is a snapshot of the original project plan that you preserve for later comparison with the current plan. You can baseline to evaluate a project and compare it to an approved plan. Baselining preserves a version of the plan that does not change as work on the project progresses, unless you baseline the project again. You can baseline a task, a selected range of tasks, all tasks in a view, or the entire project. When you create a baseline, you preserve information such as start dates, finish dates, and usage from that moment in time. You can then compare the current plan with the baseline plan to determine if the project is proceeding as expected. The appropriate time for you to baseline a task or resource assignment data is after management approves the project plan and before the task starts and actuals are tracked. This gives you a reference against which to measure the project progress. If the plan goes through several review cycles, and management approves a new basis for measurement, you can rebaseline the task so that you can compare the revisions with the original plan. Open Workbench supports multiple baselines so you can create new baselines as the project progresses.
Baseline Projects
Cost Variance (CV), where CV is equal to BCWP minus ACWP. Schedule Variance (SV), where SV is equal to BCWP minus BCWS Cost Performance Index (CPI), where CPI is equal to BCWP divided by ACWP.
Use the EVA fields to track work performance to account for cost and schedule variances. For example, Open Workbench computes BCWS using the following formula:
BCWS = (cumulative baseline usage from the start date through the Project as-of date) x (the resource billing rate)
Note: You must baseline your project to attain date or EAC variances.
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Baseline Projects
Set Baselines
Use the Multiple Baselines dialog box to set baselines and to re-baseline your project. This dialog box lists the baselines that you have already set on the project. When you set a new baseline, its default name is Baseline1 and it is marked as the current baseline. If the project already has a baseline named Baseline1, then when you set a new baseline its name is Baseline2. You can edit the name after you capture the baseline. You must select all levels of the WBS to re-baseline your project. When you re-baseline tasks that have changedsuch as changes to a resource's ETCthe data is not rolled up to the summary task level. Data, however, is rolled down to a phase's tasks when you re-baseline at the summary task level. To set a baseline 1. Select Tools, Baselines, Multiple Baselines. The Multiple Baselines dialog box opens. 2. Click New. A new baseline is set and is displayed in the list. 3. Click OK. The Baseline dialog box closes.
Baseline Projects
Task Baseline Cost Task Baseline Usage Task Baseline Usage (aggregated) Assignment Baseline Cost.
2.
In the resource detail pane, add the Resource Baseline Cost field.
To display a baseline 1. Double-click the Gantt chart. The Gantt dialog box appears. 2. 3. In the Gantt Bars group, select the Baseline check box. Click OK. The baseline markers appear next to the Gantt bars on the Gantt chart.
Edit Baselines
Use the Multiple Baselines dialog box to edit a baseline's name, description, and code, and to set a baseline as the current baseline. To edit a baseline 1. Select Manage from the Baselines group in the Project ribbon. The Multiple Baselines dialog box opens. 2. To set a baseline as the current baseline, select the Current check box next to the baseline you want to set as the current baseline. Note: You can select one baseline as the current version. 3. Click OK. The Baseline dialog box closes.
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Baseline Projects
Rebaseline Projects
Use the Set Baseline dialog box to re-baseline your project. When you rebaseline your project, the current baseline is replaced with the new baseline data. Note: When you choose to rebaseline the view or selected tasks, the project baseline values are not updated. You must select all levels of the WBS to rebaseline your project, view, or selected tasks. When you rebaseline tasks that have changedsuch as changes to a resource's ETCthe data is not rolled up to the summary task level. Data, however, is rolled down to a phase's tasks when you re-baseline at the summary task level. When this is the case, you are asked to . To rebaseline a project 1. Select Define from the Baselines group in the Project ribbon. The Baseline dialog box opens. 2. Do the following:
In the Scope section, select Project. In the Baseline Settings section, select Set. Click OK. When prompted, click Yes to confirm that you want to overwrite the prior version of the baseline data with the new version.
Baseline Projects
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Baseline Projects
Baseline Projects
To clear the baseline of all the tasks in the current project, select Project. To clear the baseline of the tasks in the active view, select View. To clear the baseline of the selected tasks, select Selected Task(s).
3.
In the Baseline Settings section, select Clear. An Open Workbench dialog box appears warning you that clearing the baseline replaces your existing baseline data.
4.
Click Yes to accept the change. The baseline values are cleared.
Delete Baselines
Use the Multiple Baselines dialog box to delete a baseline or to edit your baseline. If you want to delete a previous baseline but that baseline is marked as current, clear the baseline's Current field before deleting. You can only delete the current baseline if it is the only baseline listed. To delete a baseline 1. Select Manage from the Baselines group in the Project ribbon. The Multiple Baselines dialog box opens. 2. Select the baseline row you want to delete, and click Delete. The baseline is deleted. The baseline row no longer displays in the grid.
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Autoschedule Projects
Autoschedule Projects
Autoschedule is an automated way for you to create project schedules. Autoschedule schedules tasks based on an internal set of rules that are set by the system. Each task is scheduled:
To use availability as early in the project as possible To start at the earliest or latest possible time, subject to constraints To minimize the duration of the critical path.
Before scheduling, Autoschedule automatically calculates the project's critical path. Autoschedule does the following in this order: 1. 2. Schedules work that has no flexibility, such as actual work, fixed assignments, and all work on locked tasks, and reduces the remaining availability accordingly. Processes the remaining tasks in order of a calculated priority subject to task dependencies. As each task is processed, remaining availability is reduced accordingly.
Autoschedule uses the following factors to determine the order in which subproject tasks are scheduled, and are considered in this order: 1. 2. 3. 4. 5. The task has a Must Start On or Must Finish On scheduling constraint The task's priority (lower values rank higher) The task's float (lower values rank higher) The task has started The task's physical location in the WBS. Tasks located towards the top of the WBS rank higher
If two or more tasks have equaling factors, the next factor in the queue is taken into account. For example, if you have two tasks, both with no defined scheduling constraints and a priority of 5, and the first task's float is less than the second task's, the first task is scheduled before the second. By default, Autoschedule operates on the entire project, but does not change tasks that:
Start earlier than the date you enter for Ignore Tasks Starting Before Start later than the date you enter for Ignore Tasks Starting After Are marked as locked or completed Note: You can override the task lock.
Have actuals, except for the time period between the last actuals thru date and the finish date
Autoschedule Projects
Autoschedule performs three passes of the project to create a schedule that satisfies all dependencies and does not overallocate selected resources. Each includes a forward pass and a backward pass. To develop a schedule, the following three passes are performed whether you schedule from the project start or finish date:
During the first pass, Autoschedule creates a baseline schedule and performs a priority sort to resolve potential scheduling conflicts. During the second pass, the schedule is created. When Autoschedule considers resource constraints, Autoschedule first makes a pre-pass. During the third pass, Autoschedule recalculates the critical path based on the schedule developed in the second pass.
Important! You can set dependencies, constraints, and resource availability so that it is impossible for Autoschedule to produce a schedule free of dependency violations or resource over allocations.
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Autoschedule Projects
Autoschedule Projects
Note: If you choose to schedule from the finish date, the Start Date field toggles to the Finish Date field. Honor Constraints on Started Tasks Specifies whether you want Autoschedule to honor any constraints or dependencies you have on tasks with a status of "Started". Default: Cleared Note: If you choose to honor constraints on started tasks, you run the risk of overallocating resources or violating task dependencies. Schedule Assignments on Locked Tasks Specifies whether you want Autoschedule to move the assignment ETC within the scheduling Start Date and the task's Finish Date. Default: Cleared Start Successors on Next Day Specifies whether you want Autoschedule to start successor tasks with zero lag the day after the predecessor task finishes. When cleared, successor tasks start the same day as the predecessor task finishes as long as the resource has availability left. Default: Cleared Note: This applies to variable-duration tasks only. 4. Click OK. The project or selected tasks are scheduled.
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Autoschedule Projects
The task has a status of "Started" or "Completed". The task has a Must Start On scheduling constraint. The task is marked as Locked for Scheduling. The task has resource assignments with fixed loading patterns before the entered start date.
To schedule your project from a start date 1. Select Autoplan from the Schedule group in the Project ribbon. The Autoschedule dialog box opens. 2. Enter the date on or after which you want to begin scheduling tasks in the Start Date field, make sure the Schedule from Finish Date field is cleared, and click OK. The project or selected tasks are scheduled.
Autoschedule Projects
Calculates the late finish and late start dates Moves the late finish date forward Checks for any fixed loading pattern assignments Adjusts the late start or late finish date to make sure the fixed assignments are within the project's date range
To autoschedule your project from a finish date 1. Select Autoplan from the Schedule group in the Project ribbon. The Autoschedule dialog box opens. 2. Select the Schedule from Finish Date check box to perform a backwards schedule from a defined deadline date. The Start Date field toggles to the Finish Date field. The current project finish date displays in the Finish Date field. 3. Enter the project's anticipated finish date in the Finish Date field, and click OK. The project or selected tasks are scheduled from the finish date.
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Autoschedule Projects
Numbers 0 through 9 are given the highest priority level. Numbers 11 through 36 are given the lowest priority level.
For example, if the task has a priority of 0 through 9, it is given the highest priority during scheduling. If the task has a priority of 11 through 36, it is given the lowest priority during scheduling. In the case of dependencies, Autoschedule assumes that a predecessor task has a priority at least equal to its successor. In some cases, dependency relationships override individual task priority during the scheduling process.
Autoschedule Projects
Assignments that have a fixed loading pattern set are not be scheduled (No change in behavior). Variable assignments that have Front, Back, or Uniform loading are scheduled. Variable assignments that have a loading pattern other than fixed on locked tasks are scheduled before any other assignments. If a variable assignment is on a fixed task, it is scheduled before any assignment on variable tasks. Variable assignments on locked tasks are scheduled without regard to the resource's work on other tasks, within the same project. The assignment does not get over allocated and the assignments loading pattern is honored. When forward scheduling, work is distributed between the task's Actuals Thru date or the Autoschedule date, whichever is later, and the task's finish date. If the Autoschedule date is later than the tasks finish date, all work is placed on the tasks Finish Date since the task duration can not be extended because the task is fixed. When backward scheduling, work is distributed between the task's Finish Date or the Autoschedule date, whichever is earlier, and the task's Start date or the Actuals Thru date. If the Autoschedule date is prior to the latter of the task Start date and the Actuals Thru date, all work is placed on the later date. When scheduling variable assignments on locked and fixed tasks, neither the task's start nor finish are changed.
To override the task lock during Autoschedule 1. Select Autoplan from the Schedule group in the Project ribbon. The Autoschedule dialog box opens. 2. Select the Schedule Assignments on Locked Tasks check box, and click OK. The project or selected tasks are scheduled and the lock on tasks is overridden.
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As-of Defines the date that is used as a reference point when performing Earned Value Analysis (EVA) calculations. If you do not enter an as-of date, zero (0) displays in earned value fields such as Actual Cost of Work Performed (ACWP) and Budgeted Cost of Work Performed (BCWP). Priority Defines the order in which subprojects are scheduled within a master project. The priority amount you enter here is used as the default priority for summary tasks; any lower-level WBS tasks that have been marked as inheriting the priority of its parent assumes this priority amount. Default: 10 Values: 0 through 36 (A lower number indicates a higher priority) Example: If the project has a priority of 0 through 9, its tasks are given the highest priority during scheduling. If the project has a priority of 11 through 36, its tasks are given the lowest priority during scheduling. 4. In the Critical Path section, complete the following, and click OK: Type Defines on which dates to base the critical path during CPM calculations. Default: Current Values:
Current. Open Workbench uses the project task's current start and end dates to determine the critical path. Baseline. Open Workbench uses the start and finish dates and durations from the current baseline to determine the critical path.
Subnets (All Projects) Specifies whether you want CPM to calculate the project's critical path separately for each subnet. When cleared, one critical path is calculated for the entire project. Default: Cleared The Project Properties dialog box closes.
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Schedule Subnets
Schedule Subnets
Subnets are a set of tasks in a project that have dependencies among themselves. During Autoschedule, you can choose to calculate and display separate critical paths for each subnet and for each task that does not have dependencies. Otherwise, only one critical paththe longest pathis calculated for the project. Use the Subnets (All Projects) check box on the Scheduling tab to specify whether you want CPM to calculate the project's critical path separately for each subnet. There are several key benefits to scheduling subnets:
If you are working with a master project that contains multiple projects, you can calculate and display the critical path of each subproject and not just the longest critical path. If you are working with a project where you have structured the work breakdown structure to support multiple concurrent critical paths, you can display all critical paths. If you have a project that contains management tasks that span the project's life, you can display the management tasks and the true critical path.
To set up your project to calculate separate critical paths 1. Select File, Properties. The General tab on the Project Properties dialog box appears. 2. Click the Scheduling tab. A list of the project's scheduling properties display. 3. In the Critical Path section of the page, select the Subnets (All Projects) check box. Your project is set up to calculate separate critical paths. 4. Do one of the following:
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Tasks that are part of the longest duration chain are on the critical path. Fixed duration tasks are always on the critical path Project finish date is the sole reference date used to calculate both the early and late schedules. Float can be zero or greater than zero; it cannot be negative. Task status has no bearing on dependency violations or the critical path calculation. A task that is not on the dependency network cannot have an early schedule or late schedule; hence, it cannot be on the critical path. Resource constraints do not affect the critical path calculation.
To arrive at the critical path, Open Workbench performs two passes through the dependency network.
The second pass works backward through the network starting from the project finish date to determine each task's late start and late end date. The last task of each branch of the network has a late end date equal to the project finish date. To calculate the late end date for a task's predecessor(s), Open Workbench subtracts the task's duration from the project finish date. Adjustments are made for gaps or overlaps by adding or subtracting from the duration. The late start date is calculated by subtracting the task's duration from the late end date. Open Workbench repeats this process for each task in the network. Note: The predecessor of a Start-Start dependency has the same late start date as the successor. The predecessor of a Finish-Finish dependency has the same late end date as the successor.
Calculate Float
Open Workbench calculates the float for each task by subtracting the early start date from the late start date. Float is the number of days that a task's initiation or completion can be delayed without adversely affecting the project finish date. Float is calculated using the following formula: Late Start - Early Start. Tasks with a float of zero (0) appear on the critical path.
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The search fields display in the Criteria grid. 3. In the Compare column of the Criteria grid, select a comparison relationship for the field name from the drop-down. Default: Equal Values: Equal, Not Equal, Greater, Less, Not Less, and Not Greater Note: The choices available are dependent on the fields you have selected. 4. In the Value column of the Criteria grid, do one of the following for the field name: 1. 2. Click the cell and select a comparison relationship from the drop-down. Double-click the cell and enter a value. Important! The value you enter must be valid. 5. In the And/Or column of the Criteria grid, choose one of the following to define the link type: And Finds data that matches the current and following field names and comparison conditions you enter, and to link multiple search criteria. Or Finds data that matches either the current or following search criteria. 6. Click OK. The Find dialog box closes. The first occurrence of matching data displays in the project. 7. To search for other occurrences of matching data, select Edit, Find Next. Another search is performed and displays in the project.
98 User Guide
% Complete Calculation Method Specifies the method for calculating the percent complete value for the project and associated tasks. Values:
Manual. Use this method if you want to enter the percent complete value for the project and for tasks at any level in the work breakdown structure manually. Duration. Use this method if you track percent complete for the project and for summary tasks based on duration. Completed Duration is the percentage of the task duration that is considered to be complete. Completed Duration for a summary task is the sum of (% Complete * Duration) for all descendant detail tasks. Total Duration is the sum of the duration for all descendant detail tasks. You manually enter the percent complete value for detail tasks. The % complete is automatically calculated based on the following formula: Effort. Use this method to calculate the percent complete for all tasks automatically. Labor Actuals is the sum of all actuals posted for labor resources. Labor Estimates is the sum of all ETC for these resources. The percent complete is automatically based on the following formula:
3.
Add (see page 53) or remove (see page 103) resources or roles to your project Define the project's resource's properties, such as the resource's ID, name, or category View a list of resources added to the project (see page 102) Choose your project's team form a list of global resources (see page Error! Bookmark not defined.).
You can manually enter resources (see page 53) in the resource detail pane of a view, define their properties, and assign them to tasks. Resource that you create in the Resource detail pane of a view display in the Team Resources grid on the Resources tab. To define the project's resources properties 1. Select Project Properties from the application menu at the top left corner of the window. The Description tab on the Project Properties dialog box opens. 2. Select the Resources tab. The list of resources added to the project display in the Team Resources grid. 3. Complete the following fields in the Team Resources grid: ID Defines the resource's external ID. Name Defines the resource's name. Category Defines the category to which this resource is associated. Use Categories to select and filter different groups and classes of tasks, notes, or resources in the view. 4. 5. To display resources by category or role hierarchy, choose a display type from the Display Resource By drop-down. Click OK. The Project Properties dialog box closes.
A Key Task is a task that you consider to be of key importance to the project. When you mark a task as a key task, its status does not impact any other Open Workbench behavior. Use the Key Tasks tab on the Project Properties dialog box to:
View a list of key tasks on your project Revert key tasks to standard tasks (see page 105)
To edit a key task, edit the task's fields in a spreadsheet view, such as the Gantt Chart view. To view a project's key tasks 1. Select Project Properties from the application menu at the top left corner of the window. The Description tab on the Project Properties dialog box opens. 2. Click the Key Tasks tab. A list of the project's key tasks display. 3. View the following key task data, and click OK: ID Defines the key task's external ID. Status Defines the key task's status. Choices: Not started, Started, or Completed Name Defines the key task's name. Project Defines the project name associated to the key task. Finish Defines the date the key task is scheduled to finish. Note: You can edit the finish date provided you have not assigned a resource to the task and the task is a fixed duration task. Baseline Finish Defines the date the key task is scheduled to finish based on the current baseline. The Project Properties dialog box closes.
Create master project and subproject relationships (see page 106). Create links between one project (master project) to all or any sets of phases, activities, tasks, and milestones in another project (subproject). You can combine any number of subprojects in a master project.
Create dependency relationships (see page 131) between tasks in the same project or to tasks in different projects. Use dependencies to manage the relative timing of tasks. Dependencies give you a greater understanding of your project's work flow, and helps to pinpoint weaknesses in project plans.
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.
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.
Note: You cannot insert XML project files into master projects. A list of available projects display. 3. Click the name of the subproject from the Projects list, and then expand the summary level tasks to see and select the task you want to insert into the master project. Complete the following fields, and click Select: Open as read-only Specifies whether you want to add the project, subproject, or subproject task in read-only mode in the master project. When you insert a subproject into a master project in read-only mode, any changes you make to the subproject from the master project are not saved. Default: Cleared
4.
Note: This check box is only available if you have edit rights to the selected project, subproject, or subproject task. If you opened the master project in read-only mode, this check box is selected and is unavailable. Create Subprojects Specifies if you want the ability to create subprojects from the inserted subproject. Default: Cleared Note: If you are inserting a partial subproject, this check box is selected and unavailable. Task Displays the name of the selected task or summary task. The selected subproject task is inserted into the master project.
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.
Note: You cannot insert XML project files into master projects. A list of available projects display. 3. 4. Click the name of the subproject you want to insert into the master project from the Projects list. Complete the following fields, and click Select: Open as read-only
Specifies whether you want to add the project, subproject, or subproject task in read-only mode in the master project. When you insert a subproject into a master project in read-only mode, any changes you make to the subproject from the master project are not saved. Default: Cleared Note: This check box is only available if you have edit rights to the selected project, subproject, or subproject task. If you opened the master project in read-only mode, this check box is selected and is unavailable. Create Subprojects Specifies if you want the ability to create subprojects from the inserted subproject. Default: Cleared Note: If you are inserting a partial subproject, this check box is selected and unavailable. The selected subproject is inserted into the master project.
The changes you make to subprojects are reflected at the master-project level when you open the master project next, unless you have both the master and subproject open simultaneously. If you inserted the subproject as read-only into your maser project, you can edit its option, but the changes you make cannot be saved.
To define a subproject's task options 1. Right-click a subproject task in the view and select Modify from the shortcut menu. The Task Properties dialog box opens. 2. Click the Subproject tab. The Subproject page opens. 3. Complete the following fields on the page, and click OK: Project Review the subproject's name. Read-only Select to display the subprojects as read-only in the master project. Note: This field displays as read-only and is unavailable if you inserted the subproject task as read-only. The Task Properties dialog box closes.
To delete a subproject task, expand the summary level tasks to see and select the subproject task you want to delete from the Tasks list. To delete the entire subproject, select the subproject (proxy task) you want to delete from the Subprojects list.
3.
Click Delete. The subproject or subproject task is removed from the master project and no longer displays in the Subprojects list.
4.
Select displayed check boxes. Enter numeric values, currency, or dates. Enter words or phrases. Choose options from drop-down lists.
You can manually edit the project % Complete value provided you have set the percent complete calculation method (on the Description tab of the Project Properties dialog box) to Manual. Add the % Complete field to a view to edit the value from a view. Note: The fields that are available for editing are dependent on your access rights. If a field is not available for selection or editing, it is disabled (by default). To define project advanced properties 1. Select Project Properties from the application menu at the top left corner of the window. The Description tab on the Project Properties dialog box opens. 2. Click the Advanced tab. The project advanced properties display. 3. In the fields grid, click a cell in the Value column and enter a value for the field, and click OK. The project advanced properties are defined and the Project Properties dialog box closes.
Add Notes
Notes let you record project-specific information for yourself or for other staff members. Use the Notes tab on the Project Properties, Task Properties, and the Resource Properties dialog boxes to record the information. You can view, add, edit, and remove notes. You can also change the notes categories, as well as see historical comments. Before adding a note, you can check it for spelling errors. To add a note 1. From the Project Properties, Task Properties, or the Resource Properties dialog box, click the Notes tab. The Notes tab displays. 2. Do the following: a. b. Enter the note in the text box. Enter or select a category to which the note is associated from the Category drop-down. Note: If you add a new notes category, you must specify a global file location (see page 19) to make it available for future use. c. Click Add.
The note appears as the last item in the History grid. 3. Click OK. The dialog box closes.
Edit Notes
Use the Notes tab on the Project Properties, Task Properties, and Resource Properties dialog boxes to edit notes. To edit a note 1. From the Project Properties, Task Properties, or the Resource Properties dialog box, click the Notes tab. The Notes tab displays. 2. Select the note you want to modify from the History grid, do one of the following, and click Modify:
To change the content of the note, change the data in the text field, and click Modify. To change the note's category, enter or choose a category from the Category drop-down.
Your changes are saved. 3. Click OK. The dialog box closes.
Add a note (see page 116) in the text box. Select a note in the History grid.
3.
Enter or select a category to which the note is associated from the Category drop-down. Note: If you add a new notes category, you must specify a global file location (see page 19) to make it globally available for use.
4.
Click Add. The note appears as the last item in the History grid.
5.
Delete Notes
Use the Notes tab on the Project Properties, Task Properties, and Resource Properties dialog boxes to delete a note. To delete a note 1. From the Project Properties, Task Properties, or the Resource Properties dialog box, click the Notes tab. The Notes tab displays. 2. Select the note you want to delete from the History grid and click Delete. The note is deleted from the History grid. 3. Click OK. The dialog box closes.
If you select a phase or activity that is part of a master project or a subproject, only the General, Advanced, and Notes tabs display. If you select a task or milestone that is part of a master project or a subproject, all tabs except the Subprojects tab display. If you select a single task that was inserted into a master project as a subproject, all of the tabs display, including the Subprojects tab.
You can also update a task by right-clicking it in a spreadsheet view to access the shortcut menu which displays a list of task-related commands. You can edit subproject task properties if you have Read/Write access or are saving a master project as an Open Workbench project (.rmp) file. You can also select multiple tasks and use one dialog box to edit the properties that they have in common or to define common properties. Use the Task Properties - Multiple Selections dialog box to do this.
Current. The values displayed are the current values when calculating the critical path. Baseline. The values displayed are automatically generated during project baselining and are read-only. Early. The values displayed are automatically generated when you autoschedule your project and are read-only. An early schedule indicates the earliest a task can be completed, based on all the dependencies and constraints. Late. The values displayed are automatically generated when you autoschedule your project and are read-only. A late schedule indicates the latest a task can be completed, based on all the dependencies and constraints.
To define task general properties 1. From a view that displays the task detail pane, right-click the task you want to define, and select Modify from the shortcut menu. The General tab on the Task Properties dialog box opens. 2. Complete the following fields, and click OK: Name Defines the name of the task. Category Defines the name of the group or class to which this task belongs. ID Defines the unique identification code for this task. Type Defines the task type. Values: Milestone, Task, Phase, or Activity Default: Task Key Task (Type) Specifies whether the task is essential to the project and is a key task.
Duration If this task is fixed, defines the length of time, in number of business days, that this task takes to complete. Values: 1 through 20,863. Fixed (Duration) Specifies whether the task duration is fixed or variable. Default: Cleared (Variable) Priority Defines the task priority or priority inheritance if the task does not inherit the priority from parent or any higher WBS level. Default: 10 if the parent task priority (or any higher WBS level) has not been set. Values: 0 through 36. The lower the number, the higher the priority. Example: If the task has a priority of 0 through 9, it is given the highest priority during scheduling. If the task has a priority of 11 through 36, it is given the lowest priority during scheduling. Inherited (Priority) Specifies whether you want this task to assume the priority of its parent task, or the next highest WBS level. When selected, the Priority field is not available. Default: Selected 3. In the Schedule grid, define the following fields and click OK. Start Defines the task start date for the current schedule. Default: Today's date or the next business date after today's date Finish Defines the task finish date for the current schedule. Note: If you do not enter a finish date, Open Workbench calculates the date based on the tasks duration and start date. Status Defines the task completion status. Values: Not Started, Started, or Completed Default: Started
% Complete Defines the progress of the task as a percentage. Regardless of the setting for the percent complete calculation method (on the Description tab of the Project Properties dialog box), you can always edit the percent complete value for milestone tasks. This value can also be used in earned value calculations.
If the percent complete calculation method is set to Manual, you can edit this field for the project and for all summary and detail tasks. If the percent complete calculation method is set to Effort, the value in this field is automatically calculated for the project and all summary and detail tasks. If the percent complete calculation method is set to Duration, the value in this field is automatically calculated for the project and summary tasks based on the values manually entered for the detail tasks.
You can enter 100 as the percent complete value for tasks with a status of "Started". You can only mark tasks as "Completed" if the resource assigned to the task has no remaining ETC on the task. If you change the status of the task to "Completed", the % Complete field automatically updates to 100. If you then reduce the percent complete value, the status changes to "Started". If the task is a milestone, you can select a status of "Completed" or "Not Started". If the task has an ETC greater than zero or has actuals but it has not started, you cannot change the status to "Not Started" unless you first remove the ETC and actuals from the task. If the task has an ETC greater than zero, you cannot select a status of "Completed".
To enter a total ETC value, enter the ETC in the non-time scaled ETC column. To enter ETC in a specific time period, enter the ETC in the time scaled ETC column.
3.
For cost-based resources, such as expense resources, change the ETC format from Hours\Days to Cost, and save the project. The resource's ETC on a task is changed.
If the resource from which you are transferring the assignment has not posted actuals on the task, the resource is removed from the task. If the resource from which you are transferring the assignment has posted actuals on the task, the resource remains assigned to the task and the remaining ETC is transferred to the new resource.
To transfer task assignments between resources 1. Select Transfer from the Assignments group in the Project ribbon. The Transfer Assignments dialog box opens. 2. Select the name of the resource from which to transfer the assignment from the Transfer assignments from this resource drop-down. The resource's task grid populates with a list of all the tasks assigned to that resource. 3. 4. In the task grid, select the task to transfer to the new resource. Select the name of the resource to which to transfer the assignment from the to this resource drop-down. The resource's task grid populates with a list of all the tasks assigned to that resource. 5. Do one of the following:
Click the right arrow button (>) to transfer the selected task from the assigned resource to the new resource. Click the All right arrow button (All >) to transfer all listed assignments from the assigned resource to the new resource. Click the left arrow button (<) to transfer assignments from the resource listed in the to this resource drop-down to the resource listed in the Transfer assignments for this resource drop-down. Click the All left arrow button (All <) to transfer all assignments from the resource listed in the to this resource drop-down to the resource listed in the Transfer assignments for this resource drop-down.
6.
Finish-Start. The predecessor task's finish date determines the successor task's earliest possible start date. With this dependency type, the successor task cannot start until its predecessor task finishes. Finish-Finish. The predecessor task's finish date determines the successor task's earliest possible finish date. With this dependency type, the successor task cannot finish until its predecessor task finishes. Start-Start. The predecessor task's start date determines the successor task's earliest possible start date. With this dependency type, the successor task cannot start until its predecessor task starts. Start-Finish. The predecessor task's start date determines the successor task's earliest possible finish date. With this dependency type, the successor task cannot finish until its predecessor task starts.
The dependency type that is used when creating dependency links is the default dependency type you defined on the Defaults tab on the Options dialog box. Open Workbench's default dependency type is Finish-Start. Once you create the dependency, you can edit the dependency type.
To select a contiguous range of tasks, press the Shift key on your keyboard and click a range of tasks. To select a noncontiguous range of tasks, press and hold the Ctrl key on your keyboard and click the tasks.
4.
Double-click the task. Select a task and drag your selection into the Dependencies grid. Select a task and click Add Predecessor or Add Successor. Right-click a task and choose Add Predecessor(s) or Add Successor(s) from the shortcut menu.
The selected task is added as a dependency. 5. Click OK. The Task Properties page closes.
To select a contiguous range of tasks, press the Shift key on your keyboard and click a range of tasks. To select a non-contiguous range of tasks, press the Ctrl key and individually click tasks.
2.
Right-click the successor task, and select Make Successor from the shortcut menu. The selected tasks are added as predecessors to the successor task.
3.
To verify your selection, right-click the successor task, and select Dependencies from the shortcut menu. The Dependencies tab on the Task Properties dialog box opens. The predecessor tasks are listed in the Dependencies grid.
To create multiple successors for a task or milestone 1. In a view that displays the task detail pane, select the tasks you want to add as successor tasks.
To select a contiguous range of tasks, press the Shift key on your keyboard and click a range of tasks. To select a non-contiguous range of tasks, press the Ctrl key and individually click tasks.
2.
Right-click the predecessor task, and select Make Predecessor from the shortcut menu. The selected tasks are added as successors to the predecessor task.
3.
To verify your selection, right-click the predecessor task, and select Dependencies from the shortcut menu. The Dependencies tab on the Task Properties dialog box opens. The successor tasks are listed in the Dependencies grid.
Default: Daily Options: Daily or Percent 3. Click OK. The internal task dependency is modified.
Select displayed check boxes. Enter numeric values, currency, or dates. Enter words or phrases. Choose options from drop-down lists.
Note: The fields that are available for editing are dependent on your access rights. If a field is not available for selection or editing, it is disabled (by default). To define a task's advanced properties 1. From a view that displays the task detail pane, right-click a task and select Modify from the shortcut menu. The Task Properties dialog box opens. 2. Click the Advanced tab. The task's advanced properties display. 3. In the Fields grid, click a cell in the Value column and enter a value for the following fields: Note: The value you can enter depends on the field you have selected. % Complete Enter a value between 0 and 99 to identify the percentage of work that has been completed for a task. When the tasks are 100% complete, Open Workbench automatically inserts 100 into this field. Actual % Spent Indicates the completeness of a task out of 100%. ACWP Defines the actual cost of work performed, which is the cost of the completed portion of assignments to a task based on the actual usage. AV
Defines the difference between the Budgeted Cost of Work Scheduled (BCWS) and the Actual Cost of Work Performed (ACWP). BAC Defines the budget at completion, which is the budgeted cost of resource usage for the baseline plan. Baseline Fixed Duration? Defines whether the baseline is set for a fixed duration BCWP Defines the budget cost of work performed. BCWP is the cost of the completed portion of a task based on baseline total usage. BCWP is also an earned value calculation. BCWS Defines the budget cost of work scheduled, which is the cost of baseline total usage through the Project As-of date. Category Defines the name of the group or class to which this task belongs. EAC Defines the estimate at completion, which totals the cost incurred to date and the expected costs for incomplete tasks to give a projected figure. Unplanned? Defines whether the task is unplanned. 4. Click OK. The task's advanced properties are defined and the Task Properties dialog box closes.
If a task's status is "Started", the Start constraint date is read-only and you cannot edit it. If a task's status is "Completed", all constraint dates are read-only and you cannot edit them. If a task is a summary task that constrains detail tasks, you cannot add the summary task constraints.
Note: If a row in a column is gray, you cannot enter a value. To define a task's scheduling constraints 1. From a view that displays the task detail pane, right-click the task you want to define scheduling constraints, and select Modify from the shortcut menu. The General tab on the Task Properties dialog box opens. 2. Click the Advanced tab. A list of task-related values displays. 3. In the Constraints grid, define the dates for the following constraint types, and click OK: Must Start On Defines the exact date on which the task must start. This date is always respected unless the task is locked to other dates or it causes a resource overload. Note: This constraint overrides the Start No Earlier Than and the Start No Later Than constraint dates. Start No Earlier Than Defines the date after which the task must start. Start No Later Than Defines the date before which the task must start. Must Finish On
Defines the exact date on which the task must finish. This date is always respected unless the task is locked to other dates or it causes a resource overload. Note: This constraint overrides the Finish No Earlier Than and the Finish No Later Than constraint dates. Finish No Earlier Than Defines the date on or after which the task must finish. Finish No Later Than Defines the date on or before which the task must finish. The Task Properties dialog box closes. The task scheduling constraint is added.
Add Notes
Notes let you record project-specific information for yourself or for other staff members. Use the Notes tab on the Project Properties, Task Properties, and the Resource Properties dialog boxes to record the information. You can view, add, edit, and remove notes. You can also change the notes categories, as well as see historical comments. Before adding a note, you can check it for spelling errors. To add a note 1. From the Project Properties, Task Properties, or the Resource Properties dialog box, click the Notes tab. The Notes tab displays. 2. Do the following: a. b. Enter the note in the text box. Enter or select a category to which the note is associated from the Category drop-down. Note: If you add a new notes category, you must specify a global file location (see page 19) to make it available for future use. c. Click Add.
The note appears as the last item in the History grid. 3. Click OK. The dialog box closes.
Edit Notes
Use the Notes tab on the Project Properties, Task Properties, and Resource Properties dialog boxes to edit notes. To edit a note 1. From the Project Properties, Task Properties, or the Resource Properties dialog box, click the Notes tab. The Notes tab displays. 2. Select the note you want to modify from the History grid, do one of the following, and click Modify:
To change the content of the note, change the data in the text field, and click Modify. To change the note's category, enter or choose a category from the Category drop-down.
Your changes are saved. 3. Click OK. The dialog box closes.
Add a note (see page 116) in the text box. Select a note in the History grid.
3.
Enter or select a category to which the note is associated from the Category drop-down. Note: If you add a new notes category, you must specify a global file location (see page 19) to make it globally available for use.
4.
Click Add. The note appears as the last item in the History grid.
5.
Delete Notes
Use the Notes tab on the Project Properties, Task Properties, and Resource Properties dialog boxes to delete a note. To delete a note 1. From the Project Properties, Task Properties, or the Resource Properties dialog box, click the Notes tab. The Notes tab displays. 2. Select the note you want to delete from the History grid and click Delete. The note is deleted from the History grid. 3. Click OK. The dialog box closes.
You cannot insert new tasks from this dialog box. If any of the selected tasks are subproject tasks, you cannot change task properties. If you select detailed tasks and summary tasks together, those tabs not applicable to summary taskssuch as the Dependencies and Resources tabsdo not display. When entering a value in a field for which the value must be unique, the first selected task assumes the entered value, and subsequent tasks assume unique incremental numbers. For example, if you enter an ID of ENG while editing a group of three tasks, Task 1 is given ENG as its ID , Task 2 an ID of ENG-0, and Task 3 an ID of ENG-1. Some advanced properties are disabled because the value is not common to all selected tasks.
To select multiple tasks 1. In a view that displays the task detail pane, do one of the following:
To select a contiguous range of tasks, press the Shift key on your keyboard and click a range of tasks. To select a noncontiguous range of tasks, press the Ctrl key on your keyboard and individually click tasks.
The tasks are selected. 2. Right-click one of the tasks and select Modify from the shortcut menu. The General tab on the Task Properties - Multiple Selections dialog box opens.
Shift Tasks
You can manually change a task's schedule by dragging its Gantt bars to a new position. When you move Gantt bars, a pop-up window displays the new dates. The task's start and finish dates change to reflect its new position in the Gantt. Changes you make to start and finish dates automatically update the task's start and finish dates. To view this information, open the General tab on the Task Properties dialog box. You can also shift task start and finish dates interactively on the Gantt chart in either of the following ways:
You can shift start or finish dates, extending the task duration relative to the surrounding time frame. You can shift the entire task to a new position relative to the surrounding time frame, keeping the task duration intact.
Dependency relationships may impact your ability to change task start and finish dates, and their duration. You can shift only one task at a time. You cannot:
Shift tasks if you have selected the Freeze Gantt Bars check box in the Gantt dialog box. Move completed tasks. Set the start dates of tasks to begin after the start date of their resource assignments. A task's start date can only be before or on the assignment start date. Set the finish date of tasks to end before the finish date of their resource assignments. A task's finish date can only be on or after the last assignment date. Change the end date of a variable-duration task to a date later than the end date of the last end date of the assignments, regardless of the loading pattern. You can, however, change the end date on fixed-duration tasks. Change the start and finish dates of variable-duration tasks that have resource assignments with ETC. Instead, you can move these tasks. Change the start date of tasks that have actuals entered against them, unless the task is of a fixed duration and the start date is earlier than the earliest actuals entered. Set task durations longer than the recalculated duration if the variable tasks have resource assignments with ETC. However, you can drag Gantt bars to new positions on the Gantt chart, changing task start and finish dates.
Delete Tasks
You can delete a task from your project manually in the view, such as the Gantt Chart view. To delete the task, right-click the task and select Delete Task from the shortcut menu.
Note: If you are using Open Workbench with CA Clarity PPM, zero (0) availability is supported. Default: The amount defined on the calendar, typically 8.0 Limits: > 0 From Enter the first date the resource is available to work on projects. To Enter the last date the resource is available to work on projects. The Resource Properties dialog box closes.
Select displayed check boxes. Enter numeric values, currency, or dates. Enter words or phrases. Choose options from drop-down lists.
Note: The fields that are available for editing are dependent on your access rights. If a field is not available for selection or editing, it is disabled (by default). To define a resource's advanced properties 1. From a view that displays the resource detail pane, right-click a resource and select Modify from the shortcut menu. The General tab on the Resource Properties dialog box opens. 2. Click the Advanced tab. The resource's advanced properties display. 3. In the fields grid, click a cell in the Value column and enter a value for the field, and click OK. The resource's advanced properties are defined and the Resource Properties dialog box closes.
To select a day of the week throughout all months and years of the calendar, click the header for the day of the week. All days for the selected day of the week are highlighted.
5.
Click Workday to set the selected day to a work day. The resource is available according to its availability setting.
Click Holiday to set the selected day to a non work day. The resource is unavailable to work on the selected dates.
Click Reset to remove holiday and workday exceptions and return the selected day to the base calendar settings. Click Reset All to remove all holiday and workday exceptions and return the calendar to its base calendar settings.
6.
Add Notes
Notes let you record project-specific information for yourself or for other staff members. Use the Notes tab on the Project Properties, Task Properties, and the Resource Properties dialog boxes to record the information. You can view, add, edit, and remove notes. You can also change the notes categories, as well as see historical comments. Before adding a note, you can check it for spelling errors. To add a note 1. From the Project Properties, Task Properties, or the Resource Properties dialog box, click the Notes tab. The Notes tab displays. 2. Do the following: a. b. Enter the note in the text box. Enter or select a category to which the note is associated from the Category drop-down. Note: If you add a new notes category, you must specify a global file location (see page 19) to make it available for future use. c. Click Add.
The note appears as the last item in the History grid. 3. Click OK. The dialog box closes.
Edit Notes
Use the Notes tab on the Project Properties, Task Properties, and Resource Properties dialog boxes to edit notes. To edit a note 1. From the Project Properties, Task Properties, or the Resource Properties dialog box, click the Notes tab. The Notes tab displays. 2. Select the note you want to modify from the History grid, do one of the following, and click Modify:
To change the content of the note, change the data in the text field, and click Modify. To change the note's category, enter or choose a category from the Category drop-down.
Your changes are saved. 3. Click OK. The dialog box closes.
Add a note (see page 116) in the text box. Select a note in the History grid.
3.
Enter or select a category to which the note is associated from the Category drop-down. Note: If you add a new notes category, you must specify a global file location (see page 19) to make it globally available for use.
4.
Click Add. The note appears as the last item in the History grid.
5.
Delete Notes
Use the Notes tab on the Project Properties, Task Properties, and Resource Properties dialog boxes to delete a note. To delete a note 1. From the Project Properties, Task Properties, or the Resource Properties dialog box, click the Notes tab. The Notes tab displays. 2. Select the note you want to delete from the History grid and click Delete. The note is deleted from the History grid. 3. Click OK. The dialog box closes.
Task Estimate to Complete Task Pending Estimates Task Pending Estimate Override? Task Pending Actuals Task Pending Actuals?
Clear the Act Thru date to remove all actuals. Change the Act Thru date to an earlier date to convert any actual usage that has been recorded after the date back to ETC usage.
3.
You cannot insert a new resource from the Multiple Selections dialog box. Values are displayed if all the selected resources have the same entry or setting for that field. If a field is editable and the selected resources do not have the same entry or setting, the fields appear empty. Non-editable fields are disabled. When changing fields for which the value must be unique, a series of entries is created. For example, if you assign an ID of 12345 to a group of three resources, the entries for each task are 12345, 12345-0, and 12345-1. The unique field appears empty after the field no longer has the same entry. If the selected resources have different settings, check boxes can appear disabled and selected. On the Advanced tab of the Multiple Selections dialog box, groups of options can appear shaded. You can select them to reset their attributes for all the selected resources.
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 Update from the Clarity group in the Project ribbon. 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. 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 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. 4. Click OK. The Update dialog box closes and the information you selected is refreshed in your local copy of the project.
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.
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.
To edit the resource's primary role, scroll to the Primary Role field. To edit the resource's role on the project, scroll to the Project Role field.
Note: If you are using Open Workbench with CA Clarity PPM, the project roles that are listed are all the resource roles defined in CA CLARITY PPMCA Clarity PPMe from the drop-down, and click OK. The selected resource role is applied to the resource. The Resource Properties dialog box closes.
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 2006. 2007 Rate Matrix. $55 billing rate for all resources and roles from January 2007 to December 2007. Network Administrator Rate Matrix. $65 billing rate for resources who are network administrators from January 10, 2006 to January 28, 2006.
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.
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. 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.
Save an existing project to CA Clarity PPM (see page 174). Save a new project created in Open Workbench back to CA Clarity PPM (see page 175). Save a copy of an existing project as a new project (see page 177).
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.
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 Save from the application menu at the top left corner of the window. The project is saved to CA Clarity PPM but remains open and locked. 2. Click Save As. The Save As dialog box appears.
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 Save As from the application menu at the top left corner of the window. 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 (*).
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.
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.
Read-only mode, a lock is not placed on the project. When you do not lock a project, other users can edit the project locally, but cannot save changes to CA Clarity PPM. Read/write mode, a lock is placed on the project. Project locks prevent others from updating the project and potentially overriding any changes while you are making changes to the project.
You hold the lock until you close the project. You can update and save the project, and continue updating the project without losing the lock. When you hold the lock, you can update the project locally for extended periods of time. You can also share updated project information with other users as you continue to make changes. Other users can open the project in read-only mode. Users can make changes locally, but they cannot save the changes to the project in CA Clarity PPM. If users make changes, they can save the project as a new project. If users try to save a project they have open in read-only mode, a message appears notifying them that they cannot save the project but that they can save the file as a new project.
Note: See the Project Management User Guide for more information.
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). 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.
Status. Displays the status of the selected printer, such as Ready, Offline, or In Use. Type. Displays the type of printer selected. Where. Displays where the printer is located on the network. Comment. Displays additional information about the selected printer, such as physical location or type information.
To select printer and print layout options 1. Select Print Setup from the Print section in the application menu at the top left corner of the window. The Print Setup dialog box opens. 2. 3. In the Printer section of the page, specify the name of the Windows printer in the Name field. To specify options for the selected printer, click Properties. The Windows Printer Document Properties dialog box opens. Note: The options available vary depending on the printer you have selected. 4. In the Paper section of the page, complete the following fields: Size Select the paper size, such as Letter or A4. Source Select the source (such as a paper tray) in the printer. 5. In the Orientation section of the page, complete the following fields: Portrait Select to have the document oriented 8 wide by 11 tall. Landscape Select to have the document oriented 11 wide by 8 tall. 6. To connect to a network printer, click Network. The Windows Connect to Printer dialog box opens. 7. Click OK. Your print selection is printed.
To send print the project, click Print. To see the next page, click Next Page. To see the previous page, click Prev Page. To see two pages display side by side, click Two Page. To look more closely at an area of the print preview, click Zoom In. To get an overview of the print preview page, click Zoom Out. To close the print preview without printing, click Close.
Identify deviations Determine causes of deviations Determine the importance of deviations Decide on corrective actions
Deviations are differences between expectations and actuality, including variances traditionally used by project managers to compare planned and actual performance. Open Workbench incorporates a number of field names that you can use in views to produce the analysis project managers need to track work performance, spot trouble areas, and account for cost and schedule variances. The list of field names in the View Definition dialog box contains many calculated variance elements and performance indices, and several field names that you can use in an analysis to signal potential trouble (for example, Critically Late?). Use these fields in views to directly identify tasks with deviations.
Track total actual usage (see page 186) Track periodic actual usage (see page 187) Track task status (see page 187) Track baseline status
Track total actual usage (see page 188) Track periodic actual usage (see page 188) Track resource actual cost (see page 188)
Analyze Projects
Analyze Projects
You can examine all or any part of your project at whatever level of detail you need using Open Workbench. The analysis you may want to perform on a periodic basis includes:
Situational: Getting the project summary. Problem Solving: Determining what has gone wrong with the project and why. Potential Problem Spotting: Determining what might happen if you make a particular change.
Have you defined enough information for each task? Ask this question during initial project planning. Use the Gantt Chart view to perform the analysis.
Who are the key resources? Ask this question while scheduling (or rescheduling). Use the Resource Assignment view to perform the analysis.
On which tasks are these resources working? Ask this question while scheduling (or rescheduling). Use the Resource Assignment view to perform the analysis.
Is everything on schedule? Ask this question periodically during the project life cycle. Use the Variance Analysis view to perform the analysis.
How did actual effort compare with the project plan? Ask this question periodically throughout the project and when the project is finished. Use the Variance Analysis view to perform the analysis.
Analyze Projects
All tasks should have assigned resources (see page 57). All task dependencies should be defined (see page 130). All tasks should have nonzero estimates (see page 127).
All tasks set to start or finish before the reference date have been tracked correctly. Actuals have been entered for all resources up to the reference date.
Note: See the Common Features and Personal Options User Guide for more information.
Analyze Projects
Cost Variance (CV), where CV is equal to BCWP minus ACWP. Schedule Variance (SV), where SV is equal to BCWP minus BCWS
Cost Performance Index (CPI), where CPI is equal to BCWP divided by ACWP.
Analyze Projects
Project's as-of date Resource's actuals Note: If you are using Open Workbench with CA Clarity PPM, record the resource's actuals in CA Clarity PPM.
Resource's ETC Resource's billing rate Note: If you are using Open Workbench with CA Clarity PPM, define the resources billing rate in the rate matrix.
Performance Indices
Variance analysis fields are also used to calculate a range of indices that provide a useful guide to evaluating project and resource performance. Examples of performance index fields are Schedule Performance Index (SPI), Cost Performance Index (CPI), and Schedule Variance Index (SVI). To view this data, you must first add the fields to the view.
Analyze Projects
Budgeted Cost of Work Performed (BCWP) Cost Variance (CV) Cost Variance Index (CVI) Schedule Variance (SV) Schedule Variance Index (SVI) Schedule Variance Performed (SVP) Cost Performance Index (CPI) Budgeted Cost of Work Scheduled (BCWS) Actual Cost of Work Performed (ACWP) as a percent of the baseline budget
Periodic reviews of these measures can help you uncover trends over time as your project progresses. Examples of percent complete index fields include Perform % Complete, Schedule % Complete, and Actual % Spent. To view this data, first add the field to a view.
And/Or Select And or Or to add another row to the filter. Note: The data type of the value must correspond to the field name. For example, if the field name is numeric, the value must also be numeric. You can use wildcard characters (* for any number of characters or ? for single characters) to search for substrings within field names. The Filter Definition dialog box closes and the Save Filter Definition dialog box opens. 5. To save the filter as a new filter, complete the following fields, and click Save: Save in Defines the folder or subfolder. Files list Defines the name of the file to which the existing file will be overwritten. File name Defines the file name. Save as type Specifies the default file type. Note: You must use the default extension to add the filter or sort to a library file. Library Group Defines the filter file's library group from which you will access the filter. Values: Favorites, Planning, Executing, Controlling, Filters & Sorts, or other group names. A confirmation dialog box appears if you are saving an edited filter.
About Views
Views are the means by which you display a project plan and other project data. You can use views to enter project data, add or delete tasks, and otherwise modify a project plan. Open Workbench provides standard views, sorts, filters, and highlights to display, enter, and organize project information. You can apply views, sorts, filters, and highlights to see different aspects of your project and access specific project information. The Open Workbench window displays a Library that contains views which you can apply to projects. The view that is set as the default view is automatically displayed in this window, even if you have not opened a project. If you have not set your default view, this window is blank. Project data is displayed in views that take the form of spreadsheets, which can use Gantt charts to graphically display project status and task relationships, or Critical Path Method (CPM) Network views, which display task relationships and the projects critical path. Most of the predefined views in Open Workbench are spreadsheet views. CPM Network views display in an organizational chart format, with the boxes representing task dependencies rather than organizations. Both types of views use field names in their definitions to determine what data they display, and both are created in the View Definition dialog box. Each type displays project information in a different format.
About Views
A task detail pane containing editable project data on tasks A pane displaying a Gantt chart and a time scale A resource detail pane containing editable data on resources that are available for task assignments or that are assigned to tasks
The default Gantt Chart view is available from the Favorites library group.
About Views
Edit (see page 223) the properties and display attributes of existing views. Add (see page 203) new library groups and views. Create and edit filters (see page 195) and sorts (see page 197). Apply filters and sorts to any view (see page 204).
Favorites. This library group contains the Gantt Chart, CPM Network, and Phase Level Gantt standard views. Planning. This library group contains the WBS Definition, Dependency Definition, and Resource Assignment standard views. Executing. This library group contains the Schedule and Dependency Status standard views. Controlling. This library group contains the Status Update, Unused Availability, Variance Analysis, Revise Schedule standard views. Filters & Sorts. This library group contains the Clear Filters, Clear Sorts, Key Tasks, Sort by Resource, and Pending ETC standard views.
Pct Expend. Display the percentage of work expended on the task versus the estimated amount of work. No Pct. Do not display any percentages. Pct Complete. Display the percentage of work that has been completed to date. Act Thru. Display the percentage of actuals posted against a task to date, versus the estimated actuals.
Baseline Specifies whether to display baseline bars beside the task progress bars. When selected, the Stacked check box is enabled.
Float Specifies whether to display bars indicating the amount of float in tasks. Float is the number of days that a task's initiation or completion can be delayed without adversely affecting the project finish date. Float is calculated using the following formula: Late Start - Early Start. Stacked Specifies whether to superimpose baseline data on the existing project data. Show Dependencies Specifies whether to display dependencies. When selected, you can view and edit dependency relationships directly in a Gantt chart. Freeze Gantt Bars Specifies whether to prevent users from manually extending or shortening Gantt bars on the Gantt chart. Show Summary Task Progress Specifies whether to show summary task progress, Discontinuous Select to display bars indicating breaks in task-related work, such as holidays and weekends. Filter segments less than Defines the maximum number of days to filter segments. 3. In the Display Dates section, complete the following fields, and click OK: Width Defines the Gantt charts width in display pixels. Today's Date Specifies whether to use the current system date as the Gantt chart's display date. Project Start Specifies whether to use the start date of the first task in the project as the Gantt chart's display date. As-of Date Specifies whether to use the As-of date as the Gantt chart's display date. Note: Enter this date on the Advanced tab on the Project Properties dialog box (see page 115).
Create Views
Project Finish Specifies whether to use the finish date of the last task in the project as the Gantt chart's display date. Holiday Specifies whether to use non-work days as the Gantt chart's display date. Pending Finish Specifies whether to use the end of the current time period as the Gantt chart's display date. The Gantt dialog box closes.
Create Views
Use the Layout tab on the View Definition dialog box to create new views. This page contains two grids. The list of field names from which you can create your view displays in the grid on the left. The layout selection grid displays columns for each field name added to the view. You can insert and remove columns as needed. You can also format the cells in a column, such as defining the cells character width and alignment. The view's name displays at the top of the view after the project name, and on the header when you print the view. The view status displays at the bottom of the view if you have the Display Status Bar option selected on the General tab on the Options dialog box. To create a view, first define the view's layout and then describe the view. The views you create are saved as .rwv view files.
Layout. Use this tab to define the view's layout. Description. Use this tab to define the view. Sort. Use this tab to define sorts for the view. Filter. Use this tab to define filters for the view.
Create Views
Insert a column. Select the column in front of where you want the new column to appear and press the Insert key on your keyboard. Remove a column. Select the column and press the Delete key on your keyboard. Format the cells in a column. Click one of the cells in the column and click Format Cell. The Formatting Options dialog box opens, where you can describe the view (see page 215).
To define a view's layout 1. Select New View from the View group in the Project ribbon. The Layout tab on the View Definition dialog box opens. 2. In the list of field names, double-click item icons to expand the folder and display field names, and drag them to a cell in the layout selection grid. For example, you can expand the Task Information folder, expand the Description subfolder, and drag a task field name such as Short Name to a cell in the grid. To replace an existing field cell, drag the field to that cell. To add the field as a new cell in the grid, drag it to an empty cell.
Create Views
Spreadsheet. Displays data in a table format. CPM. Displays data as a graphical model of tasks and their relationships.
Default: Spreadsheet Level of Analysis Specifies the WBS Level that you want to display in the view. Data rolls up from the task level to the level selected. Values: Task, Project, Phase, Activity, and WBS Level Example: If you select Activity, the view contains the activity and phases, but not tasks and milestones. Resource LOA Indicates whether you can see consolidated data on resources. This field is used with the filter tool. If you filter a view for a specific resource and select this check box, you can see only information for that resource in the view. If you clear this check box and filter on resources, only the associated tasks are filtered out and not the assignments. Name Defines the name the view. Note: If you do not name your view, the view name defaults to the file name. Author Defines the name or the resource designing the view or managing the project. Default: CA Clarity PPM View Status 1 Defines the status of the current view. View Status 2 Defines the status of the current view. Notes Enter any notes related to the view definition, such as situations in which the view can be useful, or suggestions on how to modify the view for further analysis. 5. Click OK. The view is created and the View Definition dialog box closes.
Create Views
5.
Create Views
Create Views
Create Views
Select field names and drag them onto cells in the grid. Enter a field name in a grid cell. The field name must be preceded by =. Place the cursor in a cell, and double-click a field name.
Create Views
Place the cursor in a cell, and then select a field name and press the Insert key on your keyboard.
Note: When you add a field to a blank column, a new column automatically appears to the right of that column. 5. Click OK. The View Definition dialog box closes.
Override the old view with your changes, or Save your changes as a new file that you can apply later to other views.
Create Views
Create Views
Defines whether to make the field display-only and prevent other users from changing the data. Some cells are always protected. Default: Cleared Blank if Zero Defines whether to make the field appear blank if its value is zero. Default: Cleared Column Totals Defines whether to show the total for all the values in a column in a separate pane. Date totals represent the earliest or latest date in the range, depending on the field; for example, the total for Start date is the earliest date in the range. Default: Cleared Tabulate Defines whether to arrange data in a tabular format. Default: Cleared Note: The default is cleared unless there is another tabulated field name in the same column. WBS Indent Defines whether to indent tasks based on Work Breakdown Structure levels. Default: Cleared 6. To specify how time scales appear in a view, click Time Scale. The Time Scale dialog box opens. 7. Click OK. The View Definition dialog box closes.
Display a single view of the project by applying a view that replaces the current view. To display one view of a project, from the Library, open a group and click a view.
Display multiple views of a project simultaneously. When you open a new view for a project, a separate window for each view appears. This is helpful when you want to see different aspects of the same project and want to easily switch between views.
To display multiple views of the same project In the Library, right-click a view icon and choose New Window from the context menu. 1.
Customize Colors
When you customize view display colors, all open views use those colors. Use the Display tab of the Options dialog box to turn horizontal and vertical line display on or off, select line and background colors from the color palette, and add new colors to the palette. To customize view display colors 1. Select Preferences from the application menu at the top left corner of the window. The General tab on the Options dialog box opens. 2. Click the Display tab. The display options display. 3. 4. Choose color options from the Horizontal Lines, Vertical Lines, Background Color 1, or Background Color 2 pull-downs. Click OK.
Select a color from the Basic Colors palette. Select a color from the Basic Colors palette, and then use the color matrix on the right side of the dialog box to edit the color. Click Define Custom Color to create an entirely new color, and then use the color matrix on the right side of the dialog box to edit the color. Note: This button is disabled if you are already viewing custom colors.
6.
Click Add to Custom Colors. The color is added to the color palette.
7.
8.
Click OK.
Select a color from the palette. Click None to turn off horizontal or vertical line display.
5. 6.
Click the up arrow to close the drop-down list and apply your selection. Click OK.
Select Object if you want row colors to alternate object-by-object. Depending on a view's definition, an object can contain many rows of information. For example, a task may display its name and list all of its resource assignments. Select Line if you want background colors to alternate line-by-line.
Save Views
Save Views
Use the Save View Definition dialog box to specify the name of the view, its directory, and the library file where you want to save the active view. You can save the modifications you make to a view as a new view, or you can replace the current view with your modified view. To save a view 1. 2. Open and edit the current view. Select Save from the View group in the Project ribbon. The View Definition Save Query dialog box opens. 3. Click one of the following: Create Creates a new view without altering the existing view. The Save View Definition dialog box opens. Replace Replaces the view with your changes. The view is saved and the View Definition Save Query dialog box closes. 4. If you are creating a new view, complete the following fields: Save In Select the directory in which you want to save the current view. File name Defines the name of the view file. Files list Displays the name of the view file to which you want to save. Save as type Defines the type of file you want to save the view. Note: When you save a view, a file name is assigned to the view using the following convention:
filename.rwv
Library Group Defines the name of the group in which you want the view to appear. This determines the view's placement on the Library. 5. Click OK. A new view file is created and saved. The Save View Definition dialog box closes.
Edit Views
Edit Views
Use the Layout and Description tab on the View Definition dialog box to edit the fields and columns in an existing view. After you have edited the view, you can overwrite the previous view settings or save your changes as a new view. Saving new or edited views so that you can use them again. While you can save a view to any library group, you can save it to the Favorites library group if you will use it often. To edit a view 1. Select Manage Library from the View group in the Project ribbon. The View library dialog opens. 2. Select the view from the library dialog and press Edit. The Layout tab on the View Definition dialog box opens. 3. 4. Add (see page 213) or remove field names or columns (see page 214) to the view. Click the Description tab. The view's description fields display. 5. Complete the following fields, and click OK: View Type Select Spreadsheet or CPM. Spreadsheet views display data in a table format. Note: You cannot sort or filter CPM views. However, you can zoom in, zoom out, and use the Panning Overview option to focus on a smaller window of dependencies. The Panning Overview option appears when you right-click on a dependency box in a CPM view. Level of Analysis Select the WBS Level that you want to display in the view. Data rolls up from the task level to the level selected. For example, if you set the Level of Analysis to Activity, the view will contains the activity and phases, but not tasks and milestones. Resource LOA Select this check box to see consolidated data on resources. This field is used in conjunction with the filter tool. If you filter a view for a specific resource and select this check box, you will see only information for that resource in the view. If you unselect this check box and filter on resources, only the associated tasks are filtered out and not the assignments. Name Name the view, if desired. The name displays at the top of the view after the project name, and on the header when printing the view. If you create a new view, and do not populate the name field, the name field will automatically populate with the file name when you save it.
Edit Views
Author Enter your name or the name of the person designing the view or managing the project, if desired. View Status 1 Enter a note about the status of the current view, if desired. View Status 2 Enter a note about the status of the current view, if desired. Note: The status fields display at the bottom of the view if you have the Display Status Bar option selected on the General tab in the Options dialog box. Notes Enter any notes related to the view definition, such as situations in which the view might be particularly useful, or suggestions on how to modify the view to further aid the analysis. The View Definition dialog box closes.
Chapter 8: Highlights
This section contains the following topics: About Highlights (see page 225) Create Highlights (see page 226) Define Highlight Settings (see page 227) Define Highlight Conditions (see page 228) Define Highlight Formats (see page 229) Define Highlight Font Settings (see page 231) Edit CPM Symbol and Color Settings (see page 232) Save Highlights (see page 233) Remove Highlights (see page 233) Delete Highlights (see page 234)
About Highlights
Highlights are the fonts, colors, symbols, and patterns you can define for highlighting project data. Open Workbench offers a variety of highlights that you can use to make views and printed reports easier to read, analyze, and understand. You can define highlights for:
Cells in CPM views Data appearing in spreadsheet views Gantt chart bars and symbols
There is no limit to the number of highlights and highlight conditions you can create. You can create duplicate highlight conditions. Open Workbench applies highlights in the order listed in the Highlight Condition dialog box. When duplicate highlight conditions exist, the last condition entered is the one applied to the view. While you can create and save many highlight files, you can apply only one (the default highlight file) to open projects. If you create multiple highlight files, you can specify which one to use by changing the default location and file name of the highlight file.
Create Highlights
Create Highlights
When inserting field names in the Type of Element column, insert them into a cell on a row that already displays a highlight format you want applied. You can insert the same field name multiple times into different rows in the Type of Element column. Each occurrence of a field name appears differently when you display a project, depending on which highlight condition applies. To highlight project data, you must first select field names to highlight. To create a highlight 1. Select Colors and Shapes from the View group in the Project ribbon. The View Highlights dialog box opens. 2. 3. 4. Select the field names that are part of the highlighting criteria. To do this, insert field names into cells in the Type of Element column. Define the conditions (see page 229) under which you want to see the highlight applied to this information. Define how you want this information to look (see page 228).
Save the current highlights (.rwh) file. Save the modified settings in a new highlights file.
Select a color Click Other. The Color dialog box opens where you can add a custom color (see page 219) to the palette.
4.
c. d. 5. 6.
Select the Black Border check box to draw a black border around a Gantt bar or endpoint. Select the Draw Border check box to draw a color border around the Gantt bar. Click OK to save your changes.
Save Highlights
Save Highlights
Use the Save As dialog box to save Open Workbench .rwh highlights files. To create a new highlights file, change the name of the file you edited. To save a highlights file 1. Select Colors and Shapes from the View group in the Project ribbon. The View Highlights dialog box opens. 2. Click Save. The Save As dialog box opens. 3. Complete the following fields on the page, and click Save: Save in Defines the folder or subfolder to which to save the file. Files list Displays a list of existing file names. File name Defines the name of the file. Save as type Defines the type of file you want to save. Default: .rwh Your highlights file is saved.
Remove Highlights
If you do not want to highlight any project data, clear the default highlight file location. The default highlight file and location is set on the Locations tab of the Options dialog box.
Delete Highlights
Delete Highlights
To delete a highlight 1. Select Colors and Shapes from the View group in the Project ribbon. The View Highlights dialog box opens. 2. Select the row for the highlight you want to delete, and press the Delete key on your keyboard. The highlight is deleted. 3. Click Save. The Save As dialog box opens. 4. Save your changes (see page 233).
Glossary
Glossary 235
Availability A resource's availability is the amount of time a resource is available and can be allocated to a project. Baseline A baseline is a snapshot of the project schedule taken earlier in the project that you can later use to measure project progress against earlier estimates of project progress. Category Use Categories to select and filter different groups and classes of tasks, notes, or resources in the view. Critical Path Critical path is a set of tasks in a project for which any delay or expansion lengthens the project or causes project deadlines to slip. The critical path determines the project's earliest finish date. Autoschedule uses the critical path value to determine the tasks that drive the project deadlines and constraints. Critical Task Critical tasks have a float of zero or less; therefore, when a critical task is delayed, the project finish date or other deadlines are affected. Dependency A dependency provides you with a means of ordering the relationship, timing, and logical sequence between a task within the same project (internal dependency) or between a task in your project and a task that is external to the project (external dependency). Dependency Type Dependency Type is the constraint you place on the detail task or milestone's start or finish date. You can create the following types of dependencies to establish the relationship between the start and finish dates of dependent tasks:
Finish-Start. The predecessor task's finish date determines the successor task's earliest possible start date. With this dependency type, the successor task cannot start until its predecessor task finishes.
Finish-Finish. The predecessor task's finish date determines the successor task's earliest possible finish date. With this dependency type, the successor task cannot finish until its predecessor task finishes. Start-Start. The predecessor task's start date determines the successor task's earliest possible start date. With this dependency type, the successor task cannot start until its predecessor task starts. Start-Finish. The predecessor task's start date determines the successor task's earliest possible finish date. With this dependency type, the successor task cannot finish until its predecessor task starts.
Dependency Violation A dependency violation is a dependency link that has been improperly set. Duration Duration is the length of time, in business days, a task requires from conception to completion, including the start and finish dates. Earned Value Analysis (EVA) Earned Value Analysis (EVA) is a statistical operation that compares the project's present actuals against what was planned. For example, it may compare the length of time a task would take, according to a baseline budget plan, to the actual length of time it took. EVA is also called Performance Measurement. Estimate To Complete (ETC) Estimate To Complete (ETC) is the estimated time for a resource to complete an assignment. Fixed Duration A fixed duration task is a constrained task that must finish in a specific amount of time. Fixed-duration tasks are constant and are not driven by resource assignments. A fixed-duration task is also called a time-constrained task. Float Float is the number of days that a task's initiation or completion can be delayed without adversely affecting the project finish date. Float is calculated using the following formula: Late Start - Early Start Global File The Global File is the default location of global settings, such as calendars, resource files, and note categories.
Glossary 237
Global Resources 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. Highlights Highlights are the fonts, colors, symbols, and patterns you can define for highlighting project data. Key Task A Key Task is a task that you consider to be of key importance to the project. When you mark a task as a key task, its status does not impact any other Open Workbench behavior. Lag Lag is the predetermined amount of time between the start and/or finish time of two tasks in a project plan. Lag Type Lag Type is the unit of measure for the value you enter for lag. You can specify lag in terms of time or percent. Choices are Daily or Percent. Percentage of duration is usually based on the length of the predecessor task. However, if you specify the dependency type as Finish-Finish, the percentage of duration is based on the length of the successor task. Library An Open Workbench library is a .rwl library file that stores view Library data, including the names of library groups that categorize views, sorts, and filters. Libraries also store the paths to and names of views, sorts, and filters that appear in the library groups. Loading Pattern A Loading Pattern defines how work is spread across the duation of a task. A resource's loading pattern defines how resource assignments are used to complete tasks when you recalcuate task duration and autoschedule your project. There are five patterns available to best help replicate how team members work on tasks. Negative Lag Negative Lag is the amount of time or percentage of task duration in which two tasks can be simultaneously in process in a project plan.
Notes Notes let you record project-specific information for yourself or for other staff members. Pending Estimate A pending estimate is the pending state of ETC until a resource's project manager accepts or rejects the new value. You can edit the ETC, though you should only change it if you complete the assignment ahead of schedule or if you need more hours. Project Status A project status shows the results compared to the project plan. Status is determined in terms of costs, resources, deliverables, and whether the project is started, not started, or complete. In Open Workbench, a status indicator reflects the status of a project, or for a program, the status of its component projects. Resources Resources are the people needed to make sure a project is completed on time. Resources are assigned to project tasks. Roles 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. Subnets Subnets are a set of tasks in a project that have dependencies among themselves. During Autoschedule, you can choose to calculate and display separate critical paths for each subnet and for each task that does not have dependencies. Task Priority The Task Priority controls the order in which tasks are scheduled during autoschedule, subject to dependencies and task and resources constraints. Autoschedule, therefore, schedules tasks with higher priority ahead of tasks with lower priority. Variable Duration A Variable Duration task is a constrained task that can change when you autoschedule your project. Variable-duration tasks depend on the availability and number of assigned resources. A variable-duration task is also called a resource-constrained task. Views
Glossary 239
Views are the means by which you display a project plan and other project data. Global Resources 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.
Index
A
actual cost, viewing for resource task assignments 188 actual usage defining resource actual usage on tasks 126 removing resource actual usage on tasks 164 advanced properties for projects 115 for resources 156 for tasks 142 assignment options, defining Open Workbench default 17 autoschedule projects by task priority 89 defined 83 defining parameters 85 from a finish date 88 from a start date 87 master projects 86 overriding task lock during 90 defining resource 157 defining work schedule and holidays 46 deleting 47 editing 44 printing 47 resetting holidays and non-standard workdays 46 constraints defining task scheduling 144 establishing resource 56 establishing task 56 cost rate 170 critical path calculating 94, 95 for projects 91 currency about currency data and cost rate 170 defining for calculations 15
D
default dependency options 18 default options 16, 17, 18 dependencies about dependency relationships 131 about external 137 about internal 132 about lag in dependency relationships 132 about task 130 and master projects and subprojects 141 creating external task 138 creating internal task 133 creating multiple internal dependencies 134 deleting external task 140 deleting internal task 137 displaying dependency relationships 141 editing external task 139 editing internal task 136 printing task 140 saving projects with external 138 viewing a list of external task 138
B
baselines analyzing projects with current 193 calculating variances 192 clearing values 82 deleting 82 displaying in views 78 earned value computations in 76 editing 78 multiple baselines 173 multiple baselines with master projects and subprojects 80, 81 rebaseling projects 79 setting 77 billing rates billing rates, displaying in views 171 varying 172
C
calendars about 42 applying to projects 43 creating 45
E
earned value analyze project with variances 191 baselines and 76
Index 241
data required for analysis 192 percent complete indices 193 editing 150, 165
F
files creating and editing filter 195, 196 creating and editing sort 197, 198 creating and editing view 207 opening projects from 64 saving projects to 63 viewing filter 198 viewing sort 198 viewing view 198 filters applying 204 creating and editing files 195, 196 managing 195 quick filter by resource 42 setting up filters for views 210 viewing filter files 198 first week of year, define Open Workbench 16 for projects 99
K
key tasks defining tasks as 122 reverting to standard tasks 105 viewing tasks marked as 104
L
lag 132 library groups adding views to 204 applying filters to 204 applying sorts to 204 applying views to 204 changing items in 203 creating 203 defining views in 204 removing views from 205 loading patterns about resource 58 setting resource 62 locks about 178 holding project 179 overriding task locks during autoscheduling 90 retaining 63, 173, 175 unlocking CA Clarity PPM projects from Open Workbench 180
G
gantt chart views 205 general options, define Open Workbench 13, 15, 16 getting started with Open Workbench 11 global file location 19 grid columns deleting 35 deleting rows from 36 inserting 35 inserting rows in 36 resizing 36
M
managing CA Clarity PPM projects 166 manually scheduling projects 91 master projects about autoscheduling 86 about subprojects and 106 deleting subprojects from 114 dependency relationships between subprojects and 141 editing subproject access in 113 editing subprojects from 113 inserting subproject tasks into 108 inserting subprojects into 110 multiple baselining with 80 printing a list of subrprojects from 114 resource and role availability 106 multiple baselines
H
help accessing Open Workbench 48 highlights conditions 228 creating 226 deleting 234 editing CPM symbols and color settings 232 font settings 231 formats 229 removing 233
analyzing data in 81 setting 81 multiple projects and subnets 114 managing 105
N
navigation basics 27, 34, 35, 36 negative lag 132 note categories 118 notes adding 116 associating notes to note categories 118 deleting 119 editing 117 viewing a list of 116
O
Open Workbench accessing Help 48 introduction to 11 setting up 12, 13, 16, 19, 20, 21, 22, 24, 25, 26, 27 starting 41
P
pending estimates accepting 162 displaying data in views 162 how to enter 161 rejecting 163 percent complete 193 percent expended amount 146 periodic actual usage tracking projects by 187 tracking resources by 188 printing preparing pages for 182 previewing view before 183 project data 180, 184 selecting printer and print layout options 181 views 184 projects about creating and building 49 adding notes 116 adding resources or roles to 53 analyzing 185, 189, 193 baselining 75
calculating variances 192 closing CA Clarity PPM projects 180 creating 50, 51 creating tasks for 55 defining description properties 99 determining consistency of plan data 190 determining the accuracy of plan data 190 determining the completion of plan data 190 displaying data in views 199 evaluating project performance 192 finding information in 97, 98 managing 97 managing multiple 105 opening CA Clarity PPM 65, 66, 69 opening from a file 64 printing 180, 184 refreshing project data 166 saving projects with external dependencies 138 saving to files 63 scheduling 71, 72, 73, 74, 75, 83, 91, 93, 94 sharing data globally across projects 64 tracking 185, 186, 187 unlocking CA Clarity PPM projects from Open Workbench 180 updating data 99 validating data 190 properties defining project advanced 115 defining project description 99 defining project key task 104 defining project notes 116 defining project resources 101 defining project scheduling 100 defining resource advanced 156 defining resource calendar 157 defining resource general 154 defining resource notes 116 defining task advanced 142 defining task dependencies 130 defining task general 120 defining task notes 116 defining task resources 125
R
rate matrix defined 171 rate matrix extraction job 171 resource types
Index 243
about labor 53 about non-labor 53 resources about 52 about labor resource types 53 about non-labor resource types 53 adding notes 116 adding to projects 53 and availability 154 assigning to tasks 57, 58, 62 availability 106, 154, 155 calendar 157 defining actual usage on tasks 126 defining ETC on tasks 127 defining general properties 154 defining maximum percentage on tasks 128 defining resource advanced properties 156 displaying billing rates in views 172 establishing constraints 56 evaluating resource performance 192 releasing from task assignments 128 removing actual usage on tasks 164 removing ETC 127 tracking and analyzing 185, 187 transferring task assignments between 129 updating data 153 varying biling rates 172 roles about resource role assignments 168 adding to projects 55 editing resource roles at the assignment level 169 editing resource roles at the project level 168
S
saving projects as new projects to CA Clarity PPM 175 saving copies of existing projects as new projects 177 to CA Clarity PPM 173 to files 63 with external dependencies 138 saving views 222 scheduling defining task scheduling constraints 144 developing project schedules 72 subnets 93 using Open Workbench 73
searching, defining search criteria to find data 98 setting defaults 16, 19, 20, 21, 22 setting up Open Workbench 12, 13, 16, 19, 20, 21, 22, 24 sharing project data globally across projects 64 sorts applying 204 creating or editing files 197, 198 managing 195 setting up sorts for views 211 viewing sort files 198 staffing adding resources or roles to projects 53 removing resources or roles from projects 103 viewing the list of resources staffed on projects 102 subnets and multiple projects 114 scheduling 93 subprojects about master projects and 106 access in master projects 113 defining subproject task options 112 deleting from master project 114 dependency relationships between master projects and 141 editing from master project 113 identifying subprojects in master project WBS 112 inserting into master projects 110, 111 inserting subproject tasks into master projects 108 multiple baselining with 80 opening in new master projects 111 printing subprojects from master project 114 symbols and colors 232
T
task duration defining 123 editing 123 recalculating 74 task priority autoscheduling projects by 89 defining 124 task status defining 120 task status, editing 125
tracking projects by 187 tasks about 56 adding notes 116 assigning resources to 57 changing location in WBS 151 creating 55 defining advanced properties 142 defining as key tasks 122 defining dependencies properties 130 defining general properties 120 defining resources properties 125 defining scheduling constraints 144 defining subproject task options 112 deleting 153 editing multiple 150 establishing constraints 56 inserting subproject tasks into master projects 108 locking 145 percent expended 146 releasing resources from assignments 128 removing resource ETC on 127 shifting 152 transferring assignments between resources 129 updating data 119 viewing actual cost of assignments 188 time-scaled value, formatting fields as 215 total actual usage tracking projects by 186 tracking resources by 188 tracking methods periodic actual usage 187, 188 task status 187 total actual usage 186, 188
and filters 210, 217 applying 204 applying filters to 217 applying formats to cells in 215 configuring gantt chart 205 CPM Network 200, 201 creating 207 defining view description 208 defining view layout 208 deleting 218 deleting rows from 218 displaying colors 218 displaying project plan data using 199 displaying resource billing rates in 172 editing 208, 223 inserting 218 inserting rows in 218 printing 184 removing fields from 212, 214 saving 222 setting up sorts for 211 spreadsheet 200 viewing view files 198
V
view display colors changing 21 defining 21, 218 view shortcut bar hiding 35 repositioning 34 restoring hidden 35 views about 199 adding fields to 212, 213
Index 245