Caclarityppm Usingcaclarityppm Owb Msp Guide Enu

Using CA Clarity PPM with Open Workbench and

Microsoft Project

v12.1.0

CA Clarity™ Project & Portfolio

Manager

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Contents 5

Contents

Chapter 1: Scheduler Tools 9

About CA Clarity PPM Schedule Connect ......................................................... 10

User Rights ..................................................................................... 11

Scheduler Formats .............................................................................. 12

Project Locks ................................................................................... 12

Working Copies ................................................................................. 13

Data Exchanges ................................................................................ 13

How Project Information is Retrieved and Saved ............................................. 14

How Concurrent Timesheets and Transaction Changes are Merged ............................ 14

Cost Rate and Currency Data .................................................................... 16 Subprojects .................................................................................... 17

How Subprojects are Retrieved .............................................................. 18

How Subprojects are Saved ................................................................. 21

External Dependencies .......................................................................... 22

Using Both Scheduler Tools Together ............................................................ 23

How to Install Client Software from CA Clarity PPM ............................................... 23

Chapter 2: Using CA Clarity PPM with Open Workbench 25

How to Set Up Open Workbench with CA Clarity PPM ............................................. 25

Install Open Workbench and CA Clarity PPM Schedule Connect ................................ 26 Uninstall Open Workbench and CA Clarity PPM Schedule Connect ............................. 26

Set Microsoft Internet Explorer Web Browser Options ......................................... 27

Set Netscape Navigator Web Browser Options ................................................ 28

Set the Log on to Server Option ............................................................. 29

Set Up Connection to CA Clarity PPM from Open Workbench .................................. 30

How to Open CA Clarity PPM Projects in Open Workbench ........................................ 32

How Project Data is Shared Globally Across Projects .......................................... 33

Open Projects in Open Workbench using CA Clarity PPM ...................................... 33

Open CA Clarity PPM Projects using Open Workbench......................................... 34 Open CA Clarity PPM Projects from a Command Line ......................................... 36

How to Save Projects back to CA Clarity PPM..................................................... 37

Save Existing Projects back to CA Clarity PPM ................................................ 38

Save New Projects to CA Clarity PPM......................................................... 39

Save Copies of Projects as New Projects in CA Clarity PPM .................................... 41

How to Unlock Projects.......................................................................... 41

Close and Unlock CA Clarity PPM Projects using Open Workbench ............................. 42

Close Projects and Hold the Lock ............................................................ 42

6 Using CA Clarity PPM with Open Workbench and Microsoft Project

Unlock and Open Projects from CA Clarity PPM ............................................... 43

How to Manage Projects from Open Workbench .................................................. 43

Refresh Project Data ........................................................................ 44

Add Resources and Roles to Projects ......................................................... 45

About Resource Role Assignments ........................................................... 47 Vary Resource Billing Rates ................................................................. 48

About Master Project and Subprojects ....................................................... 48

About External Project Dependencies ........................................................ 49

About Multiple Baselines .................................................................... 49

Chapter 3: Using CA Clarity PPM with Microsoft Project 51

How to Set up Microsoft Project with CA Clarity PPM .............................................. 52

CA Clarity PPM Microsoft Project Interface with CA Clarity PPM Schedule Connect .............. 53

Set Up Microsoft Project with CA Clarity PPM Microsoft Project Interface ....................... 54

Uninstall the CA Clarity PPM Microsoft Project Interface and CA Clarity PPM Schedule Connect

............................................................................................ 55

Completely Uninstall the CA Clarity PPM Microsoft Project Interface from Microsoft Project ..... 56

Setting Browser Options .................................................................... 57

Connect to a CA Clarity PPM Server .......................................................... 58 Set up Microsoft Project ..................................................................... 59

How CA Clarity PPM Projects are Opened in Microsoft Project ..................................... 61

Open Projects from CA Clarity PPM .......................................................... 62

Open CA Clarity PPM Projects from Microsoft Project .......................................... 63

How CA Clarity PPM Projects are Saved in Microsoft Project ....................................... 65

Save New Projects to CA Clarity PPM......................................................... 65

Saving Existing Projects as New Projects ..................................................... 67

Save Existing Projects to CA Clarity PPM ..................................................... 67

Unlock and Hold Locks on Projects ............................................................... 68 Exit Microsoft Project ........................................................................... 68

How to Create Projects .......................................................................... 68

Create a Project in CA Clarity PPM ........................................................... 69

Create Projects in Microsoft Project .......................................................... 69

Add Resources to Projects Using CA Clarity PPM .................................................. 70

Add Resources or Roles to a Project Using Microsoft Project ...................................... 70

How to Assign Resources to Tasks ............................................................... 71

Balancing the Workload ......................................................................... 73

How to Work with Subprojects .................................................................. 73 About the Shared Resource Pool ............................................................. 74

How to Work with Baselines ..................................................................... 75

Save the Baseline in Microsoft Project........................................................ 77

Save the Baseline in CA Clarity PPM ......................................................... 77

How Actuals are Managed ....................................................................... 78

Contents 7

Manage Pending Actuals and Estimates ...................................................... 79

Replanning ................................................................................. 79

Appendix A: Microsoft Project Field Mappings 81

About Microsoft Project Field Mappings....................................................... 81

Project Information ......................................................................... 81 Resource Information ....................................................................... 85

Task Information ........................................................................... 88

Resource Assignment Information ........................................................... 92

Notes ...................................................................................... 94

Private Field ................................................................................ 95

Index 97


Chapter 1: Scheduler Tools

To help you manage large scale replanning or to take advantage of automatic

scheduling algorithms, CA Clarity PPM lets you open projects in Open Workbench

and Microsoft Project using CA Clarity PPM Schedule Connect:

This section contains the following topics:

About CA Clarity PPM Schedule Connect (see page 10)

User Rights (see page 11)

Scheduler Formats (see page 12)

Project Locks (see page 12)

Working Copies (see page 13)

Data Exchanges (see page 13)

Cost Rate and Currency Data (see page 16)

Subprojects (see page 17)

External Dependencies (see page 22)

Using Both Scheduler Tools Together (see page 23)

How to Install Client Software from CA Clarity PPM (see page 23)

About CA Clarity PPM Schedule Connect


About CA Clarity PPM Schedule Connect

CA Clarity PPM Schedule Connect provides full bidirectional connection between

CA Clarity PPM and Open Workbench and CA Clarity PPM and Microsoft Project.

The changes you make in CA Clarity PPM or a scheduler tool are automatically

synchronized. You are always working with the most up-to-date information.

With CA Clarity PPM Schedule Connect, you can:

■ Open projects in either Open Workbench or Microsoft Project for reviewing or

editing.

■ Save projects updated or new projects created in Open Workbench or

Microsoft Project back to CA Clarity PPM, where the latest project information

can be viewed by others or used by CA Clarity PPM Portfolio Management

features for further analysis.

■ Browse a list of CA Clarity PPM resources and allocate selected resources to

the project open in Open Workbench or Microsoft Project.

Important! Updating a single project using both Open Workbench and Microsoft

Project is not supported. You must choose one scheduler tool to make scheduling

changes for the life of the project.

CA Clarity PPM Schedule Connect enables the exchange of data between CA

Clarity PPM and a scheduler tool. With CA Clarity PPM Schedule Connect, you

get:

■ Improved performance. When opening and saving a project, all information

is sent to and from CA Clarity PPM in one large block.

■ Simultaneous communication between CA Clarity PPM and Open Workbench

or Microsoft Project. Data can be sent to the schedulers before an entire

block of data has been received from the server.

■ Security. Supports SSL and proxy servers without requiring you to open

special ports.

User Rights


User Rights

The following access rights are required to create and manage projects using CA

Clarity PPM with Open Workbench and with Microsoft Project:

To open a project

■ Project - View Management (Read-Only), or

■ Project - Edit Management (Read/Write)

To create a project

■ Project - Create

To display resources and roles to which you have been granted access

rights

■ Resource - Soft Book - All

■ Resource - Hard Book - All

To change the allocations of a resource

■ Resource - Soft Book

■ Resource - Hard Book

Note: You must have Hard Book rights to change the allocation of a resource

who was hard-booked.

To set the baseline of a project:

■ Project - Edit Management

■ Project - Modify Baseline

If you are granted the Project - Modify Baseline right at the instance or

organizational breakdown structure (OBS) level, you are implicitly granted

the Project - Edit Management right. If you are granted the Project - Modify

Baseline - All right at the global level, you are not granted the Project - Edit

Management right. You must also explicitly be granted the Project - Edit

right and the Project - Edit Management right to set the baseline.

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

Scheduler Formats


Scheduler Formats

When you create a project in CA Clarity PPM, by default the scheduler format is

configured for Open Workbench. When you open a project from CA Clarity PPMto

one of the scheduler tools, you must select a project that is formatted for the

scheduler.

If your organization uses both Open Workbench and Microsoft Project as its

project scheduling tool, ask your CA Clarity PPM administrator to configure the

Project Properties page in CA Clarity PPM to display the Scheduler Format field.

Note: Projects created in either Open Workbench or Microsoft Project are

automatically saved in the scheduler format they were created in.

Project Locks

When opening projects in Open Workbench or Microsoft Project, you can choose

to open the project as read-only or as read/write.

■ Read-only means no lock is placed on the project when opening it in a

scheduler tool. Users can edit the project locally, but cannot save changes to

CA Clarity PPM.

■ Read/write means a lock is placed on the project when opening it in a

scheduler tool. This prevents other users from updating the project and

potentially overriding any changes while another user is making changes to

the project.

When a project is locked:

■ You can hold the lock until you close the project. You can update and save

the project, and continue updating the project without losing the lock. This

feature lets you update projects locally for extended periods of time. It also

lets you share updated project information with other users as you continue

to make changes.

■ Other users can open a locked project as read-only. Users can make changes

locally, but they cannot save the project to CA Clarity PPM.

■ In Microsoft Project, users can force a save. If users force a save, a

message appears warning them that they may override changes made

since they opened the project.

■ In Open Workbench, users can save the project as a new project. If

users try to save a read-only project, a message appears and they can

choose to save the file as a new project.

A project is unlocked when the user who locked the project saves it to CA Clarity

PPM without saving it locally and then closes the project. If you have

administrator rights, you can also unlock a project from CA Clarity PPM.

Working Copies


Working Copies

A working copy lets you update a project offline for extended periods of time.

When a project is open in a scheduler tool and then saved to a file, a working

copy is created. You can save projects locally as:

■ .RMP files in Open Workbench when the Retain Locks check box is selected.

■ .MPP files in Microsoft Project.

Unless the project is saved to CA Clarity PPM during the same session, the

project remains locked and you can continue updating it in the scheduler tool.

The next time you try to save the working copy, the scheduler tool assumes that

you want to save to back to CA Clarity PPM.

Data Exchanges

When you open and save projects, CA Clarity PPM Schedule Connect coordinates

updates between CA Clarity PPM and the scheduler tools, even when changes

occur concurrently.

To enable this coordination of data, Microsoft Project fields are mapped to CA

Clarity PPM fields. You can do this using Studio.

Note: Contact your CA Clarity PPM administrator or see the Studio Developer's

Guide for more information on how to use Studio.

Keep the following in mind when working in Studio:

■ The PRNAME field in the MSPField table must be entered in all lower case and

be set to the attribute ID value used in Studio.

■ CA Clarity PPM does not map custom assignment attributes to Microsoft

Project.

Open Workbench is completely integrated with CA Clarity PPM. No field mapping

is required.

Key information such as resources, calendars, and the costing rules is controlled

in CA Clarity PPM. Any changes to global information from a scheduler tool

cannot be saved back to CA Clarity PPM. You can only save changes to global

information locally. For example, if you create a resource in the scheduler tool

and then reference it in your project. you can only save the project back to CA

Clarity PPM if you create the resource in CA Clarity PPM first.

Certain types of information are protected and cannot be updated or edited from

either scheduler tool. For example, you can edit actuals when resources are

configured to use CA Clarity PPM timesheets. When you submit actuals, the

project plan is recalculated when the actuals are merged with the estimates.

Data Exchanges


How Project Information is Retrieved and Saved

When saving a project to CA Clarity PPM, information about a project including its

tasks and assignments is updated - except for the following:

■ Resource and charge code information is not updated or created.

■ Time-tracking information on tracked assignments is not updated.

■ Unplanned tasks and assignments are not updated or deleted - even when

forcing a save.

Assignments, tasks, projects, and team members with submitted actuals cannot

be deleted. When you try to delete an assignment with actuals, the estimates are

set to zero. When you try to delete a task with actuals, the task is marked as

complete.

Tasks cannot be deleted and are relocated under a Deleted Tasks summary task

in the Work Breakdown Structure (WBS). The logic in CA Clarity PPM either

creates this phase or reuses an existing phase. The name of the task is initially

set to Deleted Tasks. However, the ID is set to a non-localized value so that it

can be recognized in both CA Clarity PPM and the scheduler tool based on the

language settings.

How Concurrent Timesheets and Transaction Changes are Merged

You can update timesheets or financial transactions in CA Clarity PPM that may

affect information on projects that you are updating. When a project is locked,

most timesheets and transaction updates that affect a project are blocked.

The following changes are retained and merged when saving projects to CA

Clarity PPM:

■ Unplanned tasks. Unplanned tasks are placed in an Unplanned Tasks

summary task in the scheduler tool until a project manager moves the

unplanned tasks. Unplanned tasks occur when team members:

■ Create new unplanned tasks.

Note: The Project - Edit Project Plan access right is required.

■ Create an unplanned assignment by recording actual time against tasks

to which team members are not assigned.

When the project is saved to CA Clarity PPM, unplanned tasks and

assignments are not deleted. Any unplanned tasks and assignments that you

have open in a scheduler tool are marked as planned when they are saved to

CA Clarity PPM. This enables you to delete unplanned tasks and assignments

from the scheduler tool at a later time.

Data Exchanges


■ Pending Estimates. Team members can set pending estimates from CA

Clarity PPM. If you change this field from the scheduler tool on a tracked

assignment, the change is ignored when saving to CA Clarity PPM, except

when the Pending Estimates feature is set to either accept or reject the

pending estimate values and is not concurrently modified by a team member

in CA Clarity PPM.

■ Notes. Team members can add notes to tasks from CA Clarity PPM.

■ Actuals. Both approved actuals and unapproved actuals show as pending

actuals in the project plan.

Note: Assignments are tracked when the Track Mode field in CA Clarity PPM for

associated projects and resources is set to Clarity or Other. Actual, Actuals Thru

Date, Pending Actuals and for Pending Estimates data (except for setting it to

blank) is maintained from CA Clarity PPM. Any changes you make to these fields

from Open Workbench or Microsoft Project are ignored.

Cost Rate and Currency Data


Cost Rate and Currency Data

Cost rate and currency data is retrieved from the CA Clarity PPM rate matrix.

Note: Contact your CA Clarity PPM administrator or see the Administration Guide

for more information on defining and using CA Clarity PPM cost/rate matrices.

Cost Rates

Cost rates (also known as billing rates) determine the cost associated with a

resource assigned to a task in a project. The cost rates shown in the scheduler

tools are retrieved from the Actual Cost field in the CA Clarity PPM rate matrix

when opening the project. These costs are generally shown over time by task

and at the project level.

The scheduler tools support time-varying and project-specific cost rates.

Changes to the cost rates made from the scheduler tools are for what-if purposes

only and cannot be saved to CA Clarity PPM.

Currencies

Monetary values in the scheduler tools are displayed in the home currency set by

the project. Monetary values of a project include actual, estimated, and baseline

amounts for expense resource assignments, project budgets, custom field

values, and resource cost rates.

No conversion is required for expense resource assignments, project budgets, or

custom fields values. Resource rates are converted since the home currency of

the resource may not be the same as the home currency of the project.

■ Microsoft Project uses the 3-character ISO code of home currency to convert

the currency based on currency format options set in Microsoft Project.

■ Open Workbench uses a single, session-wide currency. If the Actual Cost

field in the CA Clarity PPM rate matrix contains multiple currencies, they are

converted to the currency specified in the project.

If a global file location is specified, the session currency is used when Open

Workbench is started. If a global file location is not specified, Open Workbench

uses the 3-character ISO code of the home currency set in the project.

Note: See the Open Workbench User Guide for more information.

The conversion may fail if the conversion between the resource’s rate and the

project’s home currency is not set in CA Clarity PPM. A message appears letting

you know that system was unable to convert the resource’s cost rate to the

source currency of the target currency. If the conversion fails, contact your CA

Clarity PPM administrator for assistance.

When different currencies are loaded in:

Subprojects


■ Microsoft Project. A message appears when different currencies are

associated with linked projects. For example, when subprojects use a

different currency than their master, or when projects with a shared

resource pool use different currencies.

■ Open Workbench. A message appears if the project loaded does not use the

system currency. You can set Open Workbench to show messages when

loading projects with different currencies.


Subprojects

A master project references other projects known as subprojects. Subprojects

are part of the master project. Subprojects are used for scheduling and viewing.

Subprojects load or open as read/write or read-only depending on how the

master is opened and on the read/write status of each of the subprojects.

When you open a master project:

■ Open Workbench, subprojects are loaded in the master project, not opened

on their own. In Open Workbench, you can insert a specific task, known as a

partial subproject, in the a master project. Only that task is linked to the

master - not the entire subproject.

■ Microsoft Project, subprojects are opened and linked to their master

projects. In Microsoft Project, a shared resource pool project is created when

resources are shared across multiple projects.

When subprojects are opened Microsoft Project, and linked to their master

projects, a shared resource pool project is created if resources are shared

across multiple projects.

Subprojects


How Subprojects are Retrieved

Opening or Loading Subprojects

When you have a master project open in a scheduler tool, subprojects and

nested subprojects are opened in Microsoft Project or loaded in Open

Workbench.

Example

Consider the following:

If you open Project A, then Project B, C, and D are also opened or loaded.

Note: Use care when linking subprojects to multiple master projects. You can

reference subprojects many times from different projects. In Open Workbench

only, CA Clarity PPM ignores any subprojects causing a loop when a circular

relationship occurs.

Subprojects


Handling Read/Write and Read-Only Subprojects

Read-only subprojects open or load as read-only, unless the subprojects are

already open as read/write or are subsequently opened as read/write. In this

case, the subprojects in the master temporarily change to read/write.

Read/write subprojects open or load as read/write as long as the master is open

as read/write.

Example

Consider the following:

If you open Project A as read/write, Project B opens as read-only, Project C

opens as read-only, and Project D opens as read/write.

Note: You can update read/write master projects and subprojects, and master

projects linked to other master projects from different computers as long as the

user who first checked out the master project checks it in before the second user

checks it out.

Subprojects


Checking Access Rights and Locks on Subprojects

When opening a master project, access rights and locks are checked in all

subprojects before loading them. Each subproject is checked for the following:

■ Insufficient rights to open as read-only. The master project cannot open if

you do not have sufficient rights to subprojects. A message appears letting

you know that you do not have sufficient rights to subprojects.

■ Insufficient rights to open as read/write, but sufficient rights to open as

read-only. If you try to open a master with subprojects as read/write when

you only have read-only rights, a message appears. If you have sufficient

rights, you can choose to open the subprojects as read-only.

■ Unable to acquire a lock because another user locked the project. If you try

to open a master with subprojects as read/write that are already locked by

another user, a message appears asking if you want to open them as

read-only.

■ Unable to acquire a lock because you already have a lock on the project. If

you try to open a master with subprojects as read/write that you already

have locked, a message appears asking if you want to reacquire the lock and

revert the projects to their current versions in CA Clarity PPM.

Note: If the subproject is already open as read/write in the scheduler tool, this

version is used instead of opening another version from CA Clarity PPM.

Subprojects


How Subprojects are Saved

When a master project is saved, all of its read/write subprojects are also saved.

Each subproject is saved individually in its own transaction. Before attempting to

save the project, each subproject in a master is checked for the following:

■ Subproject does not exist in CA Clarity PPM. A message appears saying that

you cannot update or create the project because the referenced

subproject(s) do not exist in CA Clarity PPM.

■ Insufficient rights to update read/write subproject. A message appears

saying that you do not have rights to update the referenced subprojects.

■ Subproject is not locked. A message appears saying that you cannot update

the project because the subproject(s) is not locked.

■ Subproject has mismatched version in CA Clarity PPM. A message appears

saying that you cannot update the project because newer versions of the

subproject(s) exist in CA Clarity PPM. You cannot force a save on

subprojects.

■ Resource or charge code does not exist in CA Clarity PPM. A message

appears saying you cannot update the project because the subproject(s)

reference resources or charge codes that do not exist in CA Clarity PPM.

■ Referenced task does not exist (Open Workbench only). A message appears

saying that you cannot update or save the project because the tasks of

partial subproject(s) do not exist in CA Clarity PPM.

External Dependencies


External Dependencies

You can create dependencies between tasks that are not in the same project. An

external dependency occurs between two different projects that are not linked

by a common master project. The external task is listed in the plan, but

unavailable for editing. You cannot edit the external task from the project in

which it is referenced. External constraints are fixed. Scheduling does not

change the behavior of external tasks.

Note: An internal dependency occurs between projects referenced from a

common master project such as when you insert subproject tasks into a project.

Tasks are listed in the plan are available for editing just like any another task.

You can insert dependencies into an open project without having to open the

project from which the dependent relationship is created:

■ In Open Workbench, you can insert dependencies by browsing for them.

■ In Microsoft Project, you can insert dependencies by typing the file name and

task ID of the dependent task. You must have both files open in Microsoft

Project to create the external dependency.

Note: See the Microsoft online help for more information.

No special rights are required to insert an external dependency into a project or

to view linked tasks in your plans.

When a project with external dependencies is open in the scheduler tool, all

external tasks are retrieved with their task-level attributes and their external

dependencies. No other information is retrieved.

■ In Microsoft Project, the task ID of the external dependency is displayed as

the [Project Name]\[Task ID]. For example, wireless_upgrade\5.

■ In Open Workbench, the external dependency by default is placed in the plan

before the task when the dependency is inserted as a predecessor, or after

the task when it is inserted as a successor. You can modify dependent

relationships of a task by editing its task properties.


When you save a project with external dependencies, external tasks are updated

as needed.

Using Both Scheduler Tools Together


Using Both Scheduler Tools Together

Generally, updating projects using both Open Workbench and Microsoft Project

is not the best way to share project information with other users. Both scheduler

tools offer different features, and more importantly, each tool uses different

models of the project schedule and produce a different scheduling results.

However, you may want to use both Open Workbench and Microsoft Project

when you want to permanently transfer from one tool to the other.

Keep in mind that both Open Workbench and Microsoft Project have data that the

other tool cannot represent. This data cannot be retrieved when opening the

project from CA Clarity PPM. For example, you cannot see any of Microsoft

Project's user text fields in Open Workbench. Conversely, you cannot see Open

Workbench's scheduling options, such as Lock for Scheduling and Max % in

Microsoft Project.

How to Install Client Software from CA Clarity PPM

You can download client software to your computer using the Account Settings:

Software Downloads page in CA Clarity PPM. Client software includes Open

Workbench, CA Clarity PPM Microsoft Project Interface, Adobe SVG Viewer, CA

Clarity PPM Offline Timesheets, and Sun Java Runtime Environment (JRE).

To download software from CA Clarity PPM:

■ Your CA Clarity PPM administrator must set up the installation files on the CA

Clarity PPM server.

■ You must have Software Download access rights to each software to

download them from CA Clarity PPM.

■ You must have administrator rights on your computer to install the software.

Note: Even with download access rights, the software you need to download

may not be available from the Account Settings: Software Downloads page.

Contact your CA Clarity PPM administrator for assistance if you are unable to

download the required client software.

Note: See the Common Features and Personal Options User Guide for more

information.


Chapter 2: Using CA Clarity PPM with

Open Workbench


How to Set Up Open Workbench with CA Clarity PPM (see page 25)

How to Open CA Clarity PPM Projects in Open Workbench (see page 32)

How to Save Projects back to CA Clarity PPM (see page 37)

How to Unlock Projects (see page 41)

How to Manage Projects from Open Workbench (see page 43)

How to Set Up Open Workbench with CA Clarity PPM

Use the following process if you are using Open Workbench with CA Clarity PPM

and are setting up Open Workbench for the first time:

1. Set up CA Clarity PPM project management options.

Note: See the Administration Guide for more information.

2. Install Open Workbench and CA PPM Schedule Connect (see page 26).

3. Set up your browser. Do one of the following:

■ Set Internet Explorer Web browser options (see page 27).

■ Set Netscape Navigator Web browser options (see page 28).

4. Set the Log on to Server Open Workbench general option (see page 29).



Install Open Workbench and CA Clarity PPM Schedule Connect

If you have existing installations of Open Workbench and CA Clarity PPM

Schedule Connect, you must uninstall the programs before installing newer

versions.

You must install <CAPPM Schedule Connect to enable communication between

CA Clarity PPM and Open Workbench. If you already have Open Workbench

installed, you need only to install CA Clarity PPM Schedule Connect.

You can download Open Workbench and CA Clarity PPM Schedule Connect from

the CA Clarity PPM DVD or from CA Clarity PPM. To download from the DVD,

navigate to Clients\OpenWorkbench and click owbsetup.exe. To download from

CA Clarity PPM, select the Open Workbench Download link from the Account

Setting: Software Downloads page. The executable file name downloaded from

CA Clarity PPM is wbsetup.exe. Run the executable to install the software.

Note: See the CA Clarity PPM Common Features and Personal Options User

Guide for more information on how to download software from CA Clarity PPM,

including installing Open Workbench and CA Clarity PPM Schedule Connect.

Uninstall Open Workbench and CA Clarity PPM Schedule Connect

Best Practices: If you are using Open Workbench with CA Clarity PPM, before

you upgrade to a newer version of Open Workbench and CA Clarity PPM Schedule

Connect, first uninstall the programs.

To uninstall Open Workbench and CA Clarity PPM Schedule Connect

1. Select Start, Settings, Control Panel, Add or Remove Programs.

The Windows Add or Remove Programs dialog box opens.

2. Remove the following programs:

■ Open Workbench

■ CA Clarity PPM Schedule Connect

3. Delete the CA Clarity PPM Schedule Connect folder.

Note: If you accepted the defaults during the installation, this folder is

located in CA\Clarity folder of your Program Files directory.



Set Microsoft Internet Explorer Web Browser Options

If you are using Open Workbench with CA Clarity PPM, you can prevent the File

Download window from opening when Internet Explorer encounters an

encrypted page.

Best Practices: Set the option to save secured information, such as encrypted

pages, in your Temporary Internet Files folder. Clear the Do not save encrypted

pages to disk option.

Note: See Microsoft Internet Explorer Web browser Help for more information

on setting Microsoft Internet Explorer Web browser options.



Set Netscape Navigator Web Browser Options

If you are using Open Workbench with CA Clarity PPM, when you open a project

from CA Clarity PPM into Open Workbench, the Download Manager window may

appear. You can close this window without taking any further action or you can

prevent the Download Manager window from opening when Netscape Navigator

encounters an encrypted page.

Best Practices: Set the following browser options when you are connecting

Open Workbench to CA Clarity PPM using CA Clarity PPM Schedule Connect.

Note: See Netscape Navigator Web browser Help for more information on

setting Netscape Navigator Web browser options.

To set Netscape Navigator web browser options

1. With a Netscape Navigator Web browser window open, select Edit,

Preferences.

The Preferences dialog box opens.

2. Select Navigator, Downloads.

The Downloads dialog box opens.

3. Change the download option as desired, and select Navigator, Help

Applications.

The Help Applications dialog box opens.

4. Click New.

5. Complete the following fields:

Description

Enter CA Clarity PPM Schedule Connect.

Extension

Enter nikusl.

Open It Using The Default Application

Select the check box.

6. Click OK.



Set the Log on to Server Option

If you are using Open Workbench with CA Clarity PPM, you must specify that you

want the Log on to CA Clarity PPM dialog box to open each time you start Open

Workbench. This dialog box allows you to specify whether or not you want to log

on to CA Clarity PPM during an Open Workbench session.

To set the option to be prompted to log on to the CA Clarity PPM server

each time you start an Open Workbench session

1. Select Tools, Options.

The General tab on the Options dialog box opens.

2. Complete the following fields:

Log on to server

Specifies whether you will be prompted to log on the CA Clarity PPM each

time you start Open Workbench.

Default: Cleared

3. Click OK.



Set Up Connection to CA Clarity PPM from Open Workbench

If you are using CA Clarity PPM with Open Workbench, you must manually log in

to CA Clarity PPM. When you start Open Workbench, the Log on to CA Clarity PPM

dialog box opens. If you installed CA Clarity PPM Schedule Connect from a CA

Clarity PPM server, the host name, SSL, and user name default to the host name

and CA Clarity PPM user name from which you installed CA Clarity PPM Schedule

Connect. You can change these settings. Once you set up the connection and log

in, CA Clarity PPM Schedule Connect remembers your settings. If you log on

successfully, the existing CA Clarity PPM session is retained from one CA Clarity

PPM-dependent feature to another until the CA Clarity PPM session expires. If

you request a CA Clarity PPM-dependent Open Workbench feature after the

session has expired, you must log on again.

Note: Sessions are not persisted from one system to another except when

opening a project from CA Clarity PPM.

When you open a project from CA Clarity PPM to update it in Open Workbench,

you implicitly log in to CA Clarity PPM. No additional setup is required if you open

a project from CA Clarity PPM. Open Workbench defaults to offline mode when

you cancel the log on operation or after you make three failed attempts to log on.

To connect to CA Clarity PPM from Open Workbench

1. Start Open Workbench.

The Log on to CA Clarity PPM dialog box appears.

2. Click Setup>>.

Additional fields are exposed for you to set up the connection.

3. Complete the following:

Note: Contact your administrator or see the CA Clarity PPM Administration

Guide for more information.

SSL Handling

Determines the secure sockets layer (SSL) handling preference.

Default: None

Values:

■ Full. SSL is used for all communications including logins and data

exchanges.

■ Login. SSL is used when logging in and is bypassed for all other data

exchanges.

■ None. No connection is used through SSL.



CA Clarity PPM Host

The name of the CA Clarity PPM server from which you will open a project

or to which you will save a project. The server name is not the full URL.

Example: corpHost.

Port (CA Clarity PPM Host)

The port for the CA Clarity PPM server.

For example, 80 is typically the port for a CA Clarity PPM Server.

Login SSL Host

Defines the name of the login SSL host.

Port (Login SSL Host)

Defines the port for the login SSL host.

Proxy Host

The name of your proxy server. Required only when accessing an

authenticating proxy. The proxy server name is not the full URL.

For example, enter corpProxy.

Note: If you are accessing CA Clarity PPM through a non-authenticating

proxy, enter the proxy host and port in the CA Clarity PPM Host and Port

fields.

Port (Proxy Host)

The port for the proxy server.

Proxy User Name

The user name for connecting to the proxy server.

Proxy Password

The password for connecting to the proxy server.

4. Click OK.

The connection to the CA Clarity PPM server is established.

How to Open CA Clarity PPM Projects in Open Workbench



If you are using Open Workbench with CA Clarity PPM, you can open CA Clarity

PPM projects from:

■ CA Clarity PPM (see page 33).

■ Open Workbench using CA Clarity PPM Schedule Connect.

■ The command line (see page 36).

■ Open Workbench (see page 34). Select File and open the file directly from

the recently opened list.

Note: If you are using Netscape Navigator, the browser must be aware of the CA

Clarity PPM Schedule Connect MIME type before you can open the project in

Open Workbench.

Before opening CA Clarity PPM projects in Open Workbench:

■ Ensure that the CA Clarity PPM project you want to open does not have the

same project name as another project you have open in Open Workbench.

Otherwise, the CA Clarity PPM project you open could replace the currently

open project and any unsaved changes could be lost.

■ Change the server settings in CA Clarity PPM Schedule Connect if you are

attempting to open a CA Clarity PPM project from a different CA Clarity PPM

server.

If Open Workbench is running and Schedule Connect is already connected to

a CA Clarity PPM server, Schedule Connect attempts to open a project with

the same ID from the CA Clarity PPM server to which Schedule Connect is

currently connected. If the project ID is not found, the project cannot open.

When you open a CA Clarity PPM project in Open Workbench:

■ And you open it in read/write mode, a lock is placed on the project.

■ All of the master project's subprojects are loaded.

■ Dependent tasks from other projects are loaded, but not the entire

dependent project.

All baseline data is loaded. To only load the current baseline, you must configure

the project management settings in CA Clarity PPM and Open Workbench. You

can open programs in Open Workbench using CA Clarity PPM in read-only mode.




How Project Data is Shared Globally Across Projects

Open Workbench shares certain types of project data globally across all of the

projects you have open in Open Workbench. This information is retrieved from:

■ CA Clarity PPM when you use Open Workbench with CA Clarity PPM.

■ The global file when you have specified a global file location.

The following project data is shared globally across all open projects:

■ Week Start

■ Base Calendar

■ Guidelines URL

You must have administrator access rights to edit global project settings in CA

Clarity PPM.

See the Project Management User Guide for more information.

Open Projects in Open Workbench using CA Clarity PPM

If you are using Open Workbench with CA Clarity PPM, you can open any project

(active or inactive) that you have rights to view or edit in Open Workbench using

CA Clarity PPM. To open projects from CA Clarity PPM, they must be formatted

for Open Workbench.

If you can view or edit a project, you can choose to open the project in read-only

or read/write mode. If you only can view a project or if the project is currently

locked, you can open the project as read-only.

When you open a project from CA Clarity PPM, the following occurs:

■ Your CA Clarity PPM login is sent automatically to Open Workbench. You do

not need to log in to CA Clarity PPM Schedule Connect when you open a CA

Clarity PPM project in Open Workbench.

■ The project opens in Open Workbench. If Open Workbench is already

running, that instance of the application is used. Any projects that you have

open in Open Workbench remain open.




Open CA Clarity PPM Projects using Open Workbench

If you are using Open Workbench with CA Clarity PPM, you can open any CA

Clarity PPM project you have rights to view or edit from Open Workbench using

CA Clarity PPM Schedule Connect. Use the Open dialog box to open your project

from Open Workbench.

When you view the list of projects in the Open dialog box, the following icons

display next to the project ID:

You have Project - Edit Management access rights to the project.

You have Project - Edit Management access rights to the project.

Note: This icon displays if the project is a master project.

You have read-only access to the project.

You currently have the project open and locked.

The project is currently locked by another user.


To open a CA Clarity PPM project using Open Workbench

1. Select File, Open.

The Open dialog box opens and a list of available projects is displayed.

2. Use the following fields to select the project you want to open:

CA Clarity PPM Host

Displays the CA Clarity PPM server that Open Workbench is currently

connected to when opening projects from CA Clarity PPM.

Click to see a list of available project names.

(Default view) Click to see a detailed list of available projects.

Click to open Open Workbench .rmp project files or XML files from

your computer or network.



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.



Open CA Clarity PPM Projects from a Command Line

You can open CA Clarity PPM projects using the command line. Use this method

to open single and master projects without first starting Open Workbench. You

can do this from the:

■ DOS prompt

■ Windows Run dialog box

■ Properties definition for a Windows icon or Start menu item

Use the following command line arguments to create or open CA Clarity PPM

projects:

The npWBench file.rmp /R CLARITY\[projectID] command opens one or more CA

Clarity PPM projects. The project's subprojects are not opened.

This command has the following format:

npWBench file.rmp /R CLARITY\[projectID]

projectID

Defines the name of the CA Clarity PPM project you want to open.

To open projects using a command line

1. Do one of the following:

■ Select Start, Run.

The Run dialog box opens.

■ If you are using Microsoft Windows 2000 or Microsoft Windows XP, select

Start, Programs, Accessories, Command Prompt.

The Command Prompt window opens.

■ If you are using Microsoft Windows NT, select Start, All Programs,

Command Prompt.

The Command Prompt window opens.

2. Enter the command line syntax and press the Enter key on your keyboard.

How to Save Projects back to CA Clarity PPM



If you are using Open Workbench with CA Clarity PPM, you can save projects to

CA Clarity PPM using CA Clarity PPM Schedule Connect. You can:

■ Save an existing project to CA Clarity PPM (see page 38).

■ Save a new project created in Open Workbench back to CA Clarity PPM (see

page 39).

■ Save a copy of an existing project as a new project (see page 41).

When you save a project updated in Open Workbench back to CA Clarity PPM:

■ The saved project in CA Clarity PPM reflects updated schedules. The save

process does not modify other project information, such as collaboration or

financial information.

■ The project remains open yet still locked in Open Workbench which allows

you to continue updating the project if necessary. You must explicitly close

the project to unlock it.

Important! If you save a CA Clarity PPM project as an Open Workbench .rmp

project file while the Retain Locks check box is selected and continue to edit it,

and then save the project file again, a message appears letting you know that

you are saving a non-working copy. If you continue, you will be unable to save

the project back to CA Clarity PPM as the original copy. You can only save a copy

of the project as a new project with its own unique project ID.



Save Existing Projects back to CA Clarity PPM

If you are using Open Workbench with CA Clarity PPM, you can save an existing

project back to CA Clarity PPM. To do this, you must have edit rights and you

must have a lock on the project.

When you save an existing project back to CA Clarity PPM:

■ And the project is locked, the project is saved but remains open in the view

and locked.

■ And the project is unlocked, a message appears letting you know you cannot

save a read-only project.

■ Once you save an existing project back to CA Clarity PPM, you can save the

project as a new project.

To save an existing project back to CA Clarity PPM

1. Select File, Save.

The project is saved to CA Clarity PPM but remains open and locked.

2. Click Save As.

The Save As dialog box appears.



Save New Projects to CA Clarity PPM

If you are using Open Workbench with CA Clarity PPM, you can create a new

Open Workbench .rmp project file and then save it to CA Clarity PPM if:

■ You have the access rights to create projects in CA Clarity PPM.

■ The resources or charge codes referenced in the project exist in CA Clarity

PPM.

When you save the project to CA Clarity PPM, the following occurs automatically:

■ You become the project manager in CA Clarity PPM with access rights to view

and edit the project.

■ The project is locked in CA Clarity PPM with your user name.

Note: If you save an Open Workbench file as a CA Clarity PPM project record,

then its External ID is the default ID you entered in the Project field in CA Clarity

PPM. If it matches an existing project record's External ID, you cannot save the

project to CA Clarity PPM. You can save a project over an existing project if you

save the project using an existing CA Clarity PPM project ID. If you save over an

existing project, the new project information replaces the existing project

information.

To save a new project to CA Clarity PPM

1. Select File, Save As.

The Save As dialog box appears with a list of projects that you have rights to

view or edit.

CA Clarity PPM Host

Displays the CA Clarity PPM server that Open Workbench is currently

connected to when opening projects from CA Clarity PPM.

Click to see a list of available project names.

(Default view) Click to see a detailed list of available projects.

Click to open Open Workbench .rmp project files or XML files from

your computer or network.

Click to save the project to CA Clarity PPM and to display available

projects from CA Clarity PPM.

Save in

Displays the current folder when saving Open Workbench .rmp project

files or XML files to your computer or network.

You can filter the list by using the wildcard (*).



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.

How to Unlock Projects


Save Copies of Projects as New Projects in CA Clarity PPM

If you are using Open Workbench with CA Clarity PPM, you can save a copy of an

existing CA Clarity PPM project as a new project in CA Clarity PPM using Open

Workbench. When you save a copy as a new project, all project information is

copied to the new project. Both projects exist independently of each other. No

file sharing occurs.

To save a copy of a project as a new project in CA Clarity PPM

1. Log on to CA Clarity PPM, and open the project in Open Workbench.

The project opens in Open Workbench.

2. Select File, Save As.


3. Enter a new, unique CA Clarity PPM project ID, and click Save.

A message appears asking if you want to unlock the original copy in CA

Clarity PPM and remove the working copy from your computer or network.

4. Do one of the following:

■ Click Yes to unlock original and remove the working copy.

■ Click No to hold the lock on the original without removing the working

copy.

A copy of the project is saved. The project is locked and open in Open

Workbench.



You can do the following to unlock projects:

■ Close and unlock projects from Open Workbench (see page 42).

■ Unlock and Open projects from CA Clarity PPM.

■ Close projects and hold the lock (see page 42).



Close and Unlock CA Clarity PPM Projects using Open Workbench

If you are using Open Workbench with CA Clarity PPM and you open a project in

read/write mode from CA Clarity PPM, a lock is placed on the project. You can

unlock the project so that it can be edited by others by saving the project back to

CA Clarity PPM and then closing it in Open Workbench without saving the project

file to your computer or network.

In general, projects are unlocked when you close them in Open Workbench,

including when you exit Open Workbench with projects still open in CA Clarity

PPM. If you have CA Clarity PPM administrator access rights, you can also unlock

projects from CA Clarity PPM.


Close Projects and Hold the Lock

If you are using Open Workbench with CA Clarity PPM, you can hold a lock when

saving a project by saving it as a new project. You can also hold a lock by closing

the project without saving it to CA Clarity PPM, and saving it locally as an Open

Workbench file.

You can close the project and hold the lock using the Save As dialog box. The

name of the CA Clarity PPM server that hosts the project displays in the CA

Clarity PPM Host field.

To close the project and hold the lock

1. With the project open in Open Workbench, select File, Save As.

The Save As dialog box opens.

2. Complete the following fields, and click Save:

Save as type

Defines the type of file you want to save the project.

Values:

■ Workbench files (*.rmp). Saves the project to your computer or

network as an Open Workbench .rmp project file.

■ CA Clarity PPM Projects. Saves the project to CA Clarity PPM.

■ XML Files (*.xml). Saves the project to you computer or network as

an XML file.

Select Workbench Files (*.rmp).

How to Manage Projects from Open Workbench


Retain Lock

Specifies whether or not to hold the lock or unlock the project when

saving it to your computer or network.

Note: This check box is displayed when you choose Open Workbench or

XML from the Save Type As drop-down.

Select this box.

The Save As dialog box closes.

3. Select File, Close.

The project closes without saving changes to CA Clarity PPM.

Unlock and Open Projects from CA Clarity PPM

If you are using Open Workbench with CA Clarity PPM, you can unlock and open

a project directly from CA Clarity PPM. You can unlock the project locks to which

you hold, and with administrator access rights, you can drop another user's lock.

When the user whose lock you drop tries to save the project back to CA Clarity

PPM, a message appears letting the user know the project is not locked.



You can manage projects from Open Workbench in the following ways:

■ Refresh project data (see page 44).

■ Add resources or roles to projects (see page 45).

■ Manage role assignments (see page 47).

■ Vary resource billing rates (see page 48).

■ Manage master and subprojects (see page 48).

■ Manage external dependencies (see page 49).

■ Manage multiple baselines (see page 49).



Refresh Project Data

If you are using Open Workbench with CA Clarity PPM, it is possible for other

users to update information in CA Clarity PPM that affects the project you have

open and locked in Open Workbench. To verify that you have the latest

information, you can refresh certain types of information from your project open

in Open Workbench with any updates made in CA Clarity PPM. You can refresh:

■ Global information, such as calendar and guidelines URL. You do not need to

have a project open in Open Workbench to refresh global information.

Project-specific information. To update all project data, you must have your

project open in CA Clarity PPM in read/write mode. The options in the Options for

[Project] section of the Update dialog box are unavailable if you open the project

from CA Clarity PPM. Use the Update dialog box to determine what data you want

to pull from CA Clarity PPM into your project in Open Workbench.

To refresh project information

1. Select File, Update.

The Update dialog box appears.

2. Select or clear the following check boxes:

Calendars

Specifies whether to refresh your project's current calendar with any

changes made to the calendar in the CA Clarity PPM project.

Note: Calendars are not specific to a resource.

System Options

Specifies whether to update your project's options, such as roles, and

customized data mapping, with any changes made to the system options

in CA Clarity PPM.

Important! Selecting this option can change your working copy's

default options.

3. Select or clear the following check boxes in the Options For [Project] section:

Note: You must have the project open in read/write mode to select or clear

check boxes in this section.

New Notes

Specifies whether to include only the task notes created since the project

was opened or last refreshed in the update.

Example: Another user added a note to an unplanned task on their CA

Clarity PPM timesheet while the project was locked in Open Workbench.



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.

Add Resources and Roles to Projects

You can add staff to your project by manually inserting a resource line item and

entering the resource details directly in the resource detail pane of a view, such

as the Gantt Chart view. To add a resource, right-click anywhere in the resource

section and select Insert from the shortcut menu. You can also copy resources

from another project you have open in Open Workbench and paste them into

your project.



If you are using Open Workbench with CA Clarity PPM, you can add resources or

roles to your project from:

■ CA Clarity PPM. You can allocate a single role to the same project more than

once. Accordingly, a role may appear more than once on the project staff in

CA Clarity PPM. Each additional occurrence of the same role is appended by

a number (for example, Programmer 1, Programmer 2, and Programmer 3),

so that you can tell them apart.


■ Open Workbench. You can add resources and roles to a project by browsing

from a list of available CA Clarity PPM resources. Use the Resources tab on

the Project Properties dialog box to add resources to your project. When you

add resources to your project, they are allocated at 100%. Global resources

are those resources that are available to you to staff on projects when you

are using Open Workbench with CA Clarity PPM. You can select a team of

resources from a list of global resources and make them available to your

project. The global list displays roles and resources to which you have

booking rights.

Note: You can also add a resource to a project by creating a new resource in

Open Workbench and then adding the resource to CA Clarity PPM.

To add resources or roles to a project using Open Workbench

1. Select File, Properties.

The Description tab on the Project Properties dialog box opens.

2. Click the Resources tab.

The Resources page opens.

3. Choose to view the Global Resource list by category or by role:

■ Roles. When viewing the list by role, all resources assigned a role are

listed under their role. Resources not associated with a role are listed in

the No Role folder.

■ Category. When viewing the list by category, all resources linked to a

category are listed under their category. Resources not associated with a

category are listed in the No Category folder.

Note: If you are using Open Workbench with CA Clarity PPM and you have

not defined resource categories in CA Clarity PPM, roles is selected and the

list box is unavailable.

4. In the Global Resources grid, do one of the following:

■ To select a role, expand the role folder and select the role name.

Note: To view a list of roles and resources linked to the role, click the "+"

sign or double-click the role folder.

Role icon



■ To select individual resources, expand the role folder and select the

resource name.

Resource icon

You can sort the list by clicking the column heading.

5. Click Add.

The selected resources or roles are added to the Team Resources grid and

are allocated to the project.

6. Click OK.

The Project Properties dialog box closes.

About Resource Role Assignments

You can assign multiple roles to a resource in a single project. Roles are generic

resources that represent the job responsibilities of the resources assigned to a

project. A role defines the work function while a resource identifies the individual

who performs that role. Examples of roles include project manager,

programmer, and business analyst. The following types of resource roles are

available:

■ Primary. The default role assigned to a resource. You cannot save changes to

the primary role back to CA Clarity PPM.

■ Project-level. A role assigned to a resource for a specific project. Changes

are saved back to CA Clarity PPM.

■ Assignment-level. A role assigned to a resource for a specific task. Changes

are saved back to CA Clarity PPM.

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.

Edit Resource Roles at the Assignment Level

Important! Before you can edit resource roles from the task detail pane, make

sure you have added the Assignment Role field to the pane.

To edit a resource's role at the assignment level, from a view that displays the

task detail pane, in the resource row for which you want to change the role,

select the role from the Assignment Role drop-down.

Note: All CA Clarity PPM roles display in the list.



Vary Resource Billing Rates

You can vary a resource's billing rate to more accurately show the total cost a

resource has on your project. For example, you may want to show a varying

billing rate if a resource gets a pay raise mid-project. You can update a

resource's billing rate using:

■ CA Clarity PPM (If you are using Open Workbench with CA Clarity PPM).

■ Open Workbench for performing what-if scenarios on your project.

You can save the changes you make to the resource's billing rate to an Open

Workbench .rmp project file but you cannot save these changes back to CA

Clarity PPM.

Example

Suppose that a resource's billing rate is based on the following rate matrices:

■ 2006 Rate Matrix. $50 billing rate for all resources and roles from January

2006 to December 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.


About Master Project and Subprojects

You can create a link between a project (master project) to a whole subproject or

to parts of a subproject, such as a phase, activity, task, or milestone. You can

associate any number of projects to a master project by inserting the

subprojects into the master project. When you insert a whole subproject into the

master project, you can choose to insert it in read/write or read-only mode. In

contrast, when you insert a partial subproject into the master project, the

subproject is always inserted in read-only mode.

The ability to establish subproject links means you can create plans and track

and analyze an individual project in detail while viewing, summarizing, and

analyzing the progress of several projects at a higher level. You can use the a

master project with subprojects to perform top-down planning and to share

resource availability across projects.



Keep the following in mind when working with master projects and subprojects:

■ Each time you open the master project, Open Workbench retrieves all

required subproject data from the appropriate subproject.

■ If you autoschedule the master project, the dates for its read-only

subprojects change, but only temporarily. When you save the master after

autoscheduling, the changes you make are not saved in the subproject.

Thus, you can autoschedule at the master-project level to do “what-if”

scenarios on subprojects, and when you want to apply the changes, open the

subproject and autoschedule it directly.

About External Project Dependencies

An external dependency is a constraint you set outside of your project, such as a

task on another project, that defines when a task is completed. External

dependencies are either predecessor or successor tasks on other projects.

If you are using Open Workbench with CA Clarity PPM, you can insert CA Clarity

PPM project tasks as external dependencies into a project you have open in Open

Workbench.

About Multiple Baselines

If you are using Open Workbench with CA Clarity PPM, you can create multiple

baselines to track the progress of your projects from:

■ CA Clarity PPM.

Note: The project must be unlocked to create a new baseline.

■ Open Workbench.

Baseline data is stored at the summary-task and project level. Cost data is

stored with the baseline. If you make subsequent changes to rates, they do not

retroactively modify baseline costs.

If you are using Open Workbench with CA Clarity PPM and you rebaseline the

master project, only the data you enter directly in the master project is captured

and not the data you enter in the subprojects.



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.



Chapter 3: Using CA Clarity PPM with

Microsoft Project


How to Set up Microsoft Project with CA Clarity PPM (see page 52)

How CA Clarity PPM Projects are Opened in Microsoft Project (see page 61)

How CA Clarity PPM Projects are Saved in Microsoft Project (see page 65)

Unlock and Hold Locks on Projects (see page 68)

Exit Microsoft Project (see page 68)

How to Create Projects (see page 68)

Add Resources to Projects Using CA Clarity PPM (see page 70)

Add Resources or Roles to a Project Using Microsoft Project (see page 70)

How to Assign Resources to Tasks (see page 71)

Balancing the Workload (see page 73)

How to Work with Subprojects (see page 73)

How to Work with Baselines (see page 75)

How Actuals are Managed (see page 78)

Microsoft Project Field Mappings (see page 81)

How to Set up Microsoft Project with CA Clarity PPM



Requirements for New and Existing Customers

You must have the following components installed on your computer to use CA

Clarity PPM with Microsoft Project:

■ Microsoft Project.

Important! You must enable macros to set up Microsoft Project with CA

Clarity PPM Schedule Connect.

■ Sun Java Runtime Environment (JRE). If you have the access rights to

download software and if it is available from CA Clarity PPM on the Account

Settings: Software Downloads page, you can download JRE from CA Clarity

PPM.


Note: You must install a version of CA Clarity PPM Schedule Connect that is

compatible with the CA Clarity PPM server to which you are connecting. To

check your CA Clarity PPM version, open the About page.

About Upgrades

Periodically check for CA Clarity PPM releases or patches. Accompanying release

notes advise you if a CA Clarity PPM Microsoft Project Interface or CA Clarity PPM

Schedule Connect upgrade is recommended or required.

In general, you are not required to upgrade CA Clarity PPM Schedule Connect

each time the CA Clarity PPM server is upgraded. However, you will not have

installed on your computer the product enhancements and bug fixes.

Use the following process to setup Microsoft Project with CA Clarity PPM:

1. Install CA Clarity PPM Microsoft Project Interface with CA Clarity PPM

Schedule Connect (see page 53).

2. Set up Microsoft Project with CA Clarity PPM Microsoft Project Interface (see

page 54).

3. Set browser options (see page 57).

4. Connect to a CA Clarity PPM server (see page 58).

5. Set up Microsoft Project (see page 59).



CA Clarity PPM Microsoft Project Interface with CA Clarity PPM Schedule Connect

You must install CA Clarity PPM Microsoft Project Interface with CA Clarity PPM

Schedule Connect to take advantage of all features. If CA Clarity PPM Schedule

Connect is already installed with Open Workbench, you must also install CA

Clarity PPM Microsoft Project Interface with CA Clarity PPM Schedule Connect.

To install CA Clarity PPM Microsoft Project Interface with CA Clarity

PPM Schedule Connect

1. Close all instances of Microsoft Project, then download CA Clarity PPM

Microsoft Project Interface installation executable from the CA Clarity PPM

DVD.

On the DVD navigate to Clients\MSPInterface and click mspsetup.exe, or if

you have rights to download software from CA Clarity PPM, you can

download CA Clarity PPM Microsoft Project Interface (which includes CA

Clarity PPM Schedule Connect) from CA Clarity PPM.

Note: See the Common Features and Personal Options User Guide for more

information.

A dialog box appears asking your language preference for the installer.

2. Select a language and click OK.

A series of dialog boxes take you through the setup process.

3. Follow the instructions on each dialog box to continue.

Note: If you have an existing installation, a message appears asking if you

want to copy files to the same directory. Click Yes to continue.

The setup may take a few moments. A dialog box appears when the files are

copied to their destinations.

4. Select or clear the check boxes to launch the CA Clarity PPM Microsoft Project

Interface and CA Clarity PPM Schedule Connect as desired and click Finish.

Important! You must launch CA Clarity PPM Microsoft Project Interface with

CA Clarity PPM Schedule Connect to enable communication between CA

Clarity PPM and Microsoft Project.

Note: If you have an existing installation, a message appears asking you to

confirm the upgrade. Click Ok to continue.

A series of installation dialog boxes take you through the process.

5. Follow the instructions on each dialog box to continue.

Note: A dialog box for Program Maintenance may appear if CA Clarity PPM

Schedule Connect is installed with Open Workbench. Click Repair to

continue.

The Install Completed dialog box appears last when the installation

completes successfully.



Set Up Microsoft Project with CA Clarity PPM Microsoft Project Interface

The MSPAdd2k.MPP file is the CA Clarity PPM Microsoft Project Interface macro

that adds CA Clarity PPM Integration as a toolbar or menu in Microsoft Project.

Before enabling the macro, check for the following:

■ Macro security for Microsoft Project 2002 and Microsoft Project 2003.

■ For Microsoft Project 2002. From Tools > Macros > Security, ensure that

security is set to Medium.

■ For Microsoft Project 2003 or Microsoft Project 2007. On the Security tab

of the Tools > Options, ensure that the macro security is set to Medium.

■ Close all instances of Microsoft Project.

Once you enable the macro and you restart Microsoft Project, CA Clarity PPM

Integration appears as a toolbar or menu, depending on your setup selection.

To enable the CA Clarity PPM Microsoft Project Interface macro

1. Using Windows Explorer, navigate to the folder where the CA Clarity PPM

Microsoft Project Interface macro is stored. By default:

C:\Program Files\CA\Clarity\CA Clarity PPM MSPInterface\data

2. Double-click the MSPAdd2k.MPP file.

Note: Do not open this file from Microsoft Project using File > Open.

A dialog box appears asking if you want to enable macros.

3. Click Enable Macros.

Microsoft Project launches and a dialog box appears asking if you want to

display CA Clarity PPM Integration as a toolbar or menu.

4. Select either Toolbar or Menu and click OK.

The macro is enabled and the CA Clarity PPM Microsoft Project Interface

setup is complete.



Uninstall the CA Clarity PPM Microsoft Project Interface and CA Clarity PPM

Schedule Connect

It is recommended that you uninstall CA Clarity PPM Microsoft Project Interface

with CA Clarity PPM Schedule Connect before upgrading to a newer version.

To uninstall CA Clarity PPM Microsoft Project Interface with CA Clarity

PPM Schedule Connect

1. Click the Add or Remove Programs option from the Windows Control Panel.

The Add or Remove Programs window opens.

2. Remove the following:

■ CA Clarity PPM Microsoft Project Interface


3. Delete the CA Clarity PPM MSP Interface and CA Clarity PPM Setups folders.

If you accepted the defaults during the installation, these folders are located

in your Program Files directory.



Completely Uninstall the CA Clarity PPM Microsoft Project Interface from Microsoft

Project

To uninstall CA Clarity PPM Microsoft Project Interface completely from Microsoft

Project, you need to remove CA Clarity PPM-specific macros and the CA Clarity

PPM Integration toolbar or menu from Microsoft Project.

Note: When upgrading, it is not necessary to completely uninstall CA Clarity PPM

Microsoft Project Interface.

To completely uninstall CA Clarity PPM Microsoft Project Interface from

Microsoft Project

1. In Microsoft Project, open the Visual Basic Editor and navigate to

ProjectGlobal (Global.MPT) > Microsoft Project Objects > ThisProject, and

double-click ThisProject (Global.mpt).

The Global.MPT window opens in the right pane.

2. Close the Visual Basic Editor and return to Microsoft Project.

The Visual Basic Editor closes.

3. Select Tools, Organizer, and click the Modules tab.

The Modules tab appears.

4. Select and delete all of the modules that start with Niku.

5. Click the Toolbars tab.

The Toolbars tab appears.

6. Select and delete the CA Clarity PPM Integration toolbar.

a. If you have chosen to set up the CA Clarity PPM Integration as a menu,

right-click the CA Clarity PPM Integration menu, and select Customize.

The Toolbars tab on the Customize dialog box opens.

b. Select the Menu Bar check box and click Reset.

The changes made to the Menu Bar toolbar are reset.



Setting Browser Options

The following browser option is suggested when connecting Microsoft Project to

CA Clarity PPM using CA Clarity PPM Schedule Connect.

Note: See Microsoft Internet Explorer for more information.

To prevent the File Download window from appearing when the

browser encounters an encrypted page

1. Go to Tools > Internet Options and click Advanced tab.

2. Clear the Do Not Save Encrypted Pages To Disk check box.



Connect to a CA Clarity PPM Server

When you open a project from CA Clarity PPM to update in Microsoft Project, you

implicitly log into CA Clarity PPM. No additional setup is required if you open a

project from CA Clarity PPM.

If you open a project from Microsoft Project, update it, and save it to CA Clarity

PPM, you must manually log in to CA Clarity PPM. CA Clarity PPM Schedule

Connect must be aware of the CA Clarity PPM server to which you want to

connect. You must set up the connection the first time you try to connect to CA

Clarity PPM.

Once you set up the connection and log in, CA Clarity PPM Schedule Connect

remembers your settings. You need only enter your password the next time you

open in Microsoft Project and try to save projects or browse for resources in CA

Clarity PPM.

You can connect CA Clarity PPM Schedule Connect to only one CA Clarity PPM

server at a time. You must change the connections settings if you want to open

or save projects to a different CA Clarity PPM server. When pointing CA Clarity

PPM Schedule Connect to another CA Clarity PPM server be sure to update the

Proxy server setting if necessary.

To log in and set up a connection to a CA Clarity PPM server

1. With Microsoft Project open, choose any option from the CA Clarity PPM

Integration menu or toolbar.

The Log on to CA Clarity PPM dialog box opens.

2. Type your CA Clarity PPM user name and password, click Setup>>.

The fields to set up the connection are exposed.

3. Enter the following information as needed:

SSL Handling

Determines the secure sockets layer (SSL) handling preference. The

following are the values:

– Full. SSL is used for all communications including logins and data

exchanges.

– Login. SSL is used when logging in and bypassed for all other data

exchanges.

– None. No connection through SSL.

CA Clarity Host

Defines the name of the CA Clarity PPM server from which you will open

a project or to which you will save a project. It is not the full URL.

Example: corpName



Port

The port for the CA Clarity PPM server.

Example: 80 is typically the port for a CA Clarity PPM server.

Proxy Host

Required only when accessing an authenticating proxy.

The name of your proxy server. It is not the full URL. For example, enter

corpProxy.

Note: If you are accessing CA Clarity PPM through a non-authenticating

proxy, enter the proxy host and port in the CA Clarity Host and Port

fields.

Port

The port for the proxy server.

Proxy User Name

The user name for connecting to the proxy server.

Proxy Password

The password for connecting to the proxy server.

4. Click OK to connect to the CA Clarity PPM server.

Set up Microsoft Project

In general, you can set up Microsoft Project as you like. This section provides

guidelines for setting up Microsoft Project to work effectively with CA Clarity PPM

features.

To set Microsoft Project options, choose Options from the Tools menu.


Options Description

Calculation On the Calculation tab, select

Automatic Calculation. Automatic

calculation is the preferred setting, but

it is not required.

If you choose Manual Calculation, you

must manually calculate the project

before saving it to CA Clarity PPM. The

project is recalculated whenever you

open the project from CA Clarity PPM

even if manual calculation is set in



Options Description

Microsoft Project.

Calendar On the Calendar tab, click Set as

Default to ensure the default start and

end time matches the shift schedule on

your system-wide standard calendar

set in CA Clarity PPM.

View On the View tab, clear the Show links

between projects dialog on open check

box. This feature is incompatible with

CA Clarity PPM external dependencies.

If selected, this option is ignored.

Save On the Save tab, change the file

location as desired. In general, you

can save .MPP files to any folder.

However, if you share your computer

with other users and update master

projects, you must set the file location

to a commonly shared folder.

Contact your Windows administrator

for assistance.

How CA Clarity PPM Projects are Opened in Microsoft Project



You can open projects from:

■ CA Clarity PPM

■ CA Clarity PPM Microsoft Project Interface with CA Clarity PPM Schedule

Connect

Before opening projects:

■ Ensure you have fully installed CA Clarity PPM Microsoft Project Interface

with CA Clarity PPM Schedule Connect. If you do not have CA Clarity PPM

Microsoft Project Interface installed and you open a project from CA Clarity

PPM into Microsoft Project, a generic browser download occurs.

■ Ensure projects you are attempting to open:

■ Are not already open in Microsoft Project.

■ Do not have the same project name as other projects you already have

open in Microsoft Project.

Otherwise, the project you open could replace the currently open project.

Any unsaved changes in the open project are lost.

■ Close any open dialog boxes or let any interactions with Microsoft Project

complete before attempting to open projects using CA Clarity PPM Schedule

Connect. CA Clarity PPM Schedule Connect may stall until other interactions

with Microsoft Project are complete.

■ Exit Microsoft Project and change the server settings in CA Clarity PPM

Schedule Connect before attempting to open a project from a different CA

Clarity PPM server.

If you have Microsoft Project running and CA Clarity PPM Schedule Connect is

already connected to a CA Clarity PPM server, CA Clarity PPM Schedule Connect

attempts to open a project with the same ID from the CA Clarity PPM server that

CA Clarity PPM Schedule Connect is currently connected to. If the project ID is

not found, the project cannot open.



Open Projects from CA Clarity PPM

You can open any active projects you have rights to view or edit from CA Clarity

PPM. To open projects from CA Clarity PPM, they must be formatted in Microsoft

Project.

You can open projects formatted in Open Workbench from the CA Clarity PPM

Schedule Connect.

If you can view or edit a project, you can choose to open the project as read-only

or read/write. If you only can view a project or if the project is currently locked,

you can open the project as read-only.

Note: You cannot open projects with the same project ID and .MPP file name in

Microsoft Project from different CA Clarity PPM servers on your computer. If you

must open a project under these conditions, delete the .MPP file saved locally

and then try to open the project with the duplicate project ID from the other CA

Clarity PPM servers.

When you open a project from CA Clarity PPM, the following occurs:

■ Your CA Clarity PPM login is sent automatically to Microsoft Project. You do

not need to log into CA Clarity PPM Schedule Connect when you open a

project from CA Clarity PPM into Microsoft Project.

■ The project opens into the Microsoft Project. If Microsoft Project is already

running, that instance of the application is used. Any projects open in

Microsoft Project remain open.

To open projects from CA Clarity PPM

1. In CA Clarity PPM, go to the Projects page and click the name of the project

you want to open.

The Project Overview page displays.


2. Ensure the project is formatted in Microsoft Project.

Note: If the Scheduler Format field is not displayed, contact your CA Clarity

PPM administrator for assistance.

3. Select one of the following:

■ Read-Only. Opens the project unlocked in Microsoft Project. Any

changes you make in Microsoft Project cannot be saved to CA Clarity

PPM.

■ If you have rights only to view to the project or if the project is locked by

another user, Read-only is selected by default and the list box is

unavailable.



■ Read/Write. Opens the project locked in Microsoft Project. You can save

changes back to CA Clarity PPM. Until project is unlocked, other users

only can open the project as Read-only.

4. Click Go. The project opens in Microsoft Project.

Tasks created with dates set in CA Clarity PPM that are different than the

project start date acquire Start No Earlier constraints to hold them there.

Work effort estimates for each role on each task are loaded into Microsoft

Project including the distribution of this work over time.

Open CA Clarity PPM Projects from Microsoft Project

You can open any active CA Clarity PPM project you have rights to view or edit

from Microsoft Project using CA Clarity PPM Schedule Connect. This includes any

Open Workbench or Microsoft Project-formatted projects.

The Open from Clarity window displays a list of CA Clarity PPM projects. The CA

Clarity PPM Host field defines the name of the CA Clarity PPM server to which

Microsoft Project is connected. A list of active projects formatted for Open

Workbench or Microsoft Project that you can edit or view are displayed in the

table.

Table column values:

■ Project ID. The unique project ID (UNIQUE_NAME) for the project.

■ Name. The project name.

■ Locked By. The user name of a resource who is currently editing the project.

If the selected project is locked, you can open the project as view only - even

if you have rights to edit the project.

■ Manager. The user name identified in CA Clarity PPM as the project manager

for the project.

To open a project from Microsoft Project

1. With Microsoft Project open, select Open from Clarity from the CA Clarity

PPM Integration toolbar or menu.

Note: If you are not connected to a CA Clarity PPM server or if you have not

set up your connection to a CA Clarity PPM server, the Log on to CA Clarity

PPM dialog box appears. Log in using your CA Clarity PPM user name and

password, and if necessary set up the connection.

The Open from Clarity window opens, displays a list of available projects.

2. Select the project you want to open or complete the following filter fields:



Project ID

The project's unique identifier. You can filter the list by entering any set

of characters in any case and clicking Open.

Example: entering 'a' displays only projects that contain the letter 'a' or

'A'.

Local file name

The projects' default local path and .MPP file name.

Open as read-only

Select the check box to open the selected project without locking it.

This check box is available if you have edit rights for the selected project.

If you open the project as read-only, and then choose to save to CA

Clarity PPM, a message appears saying that the project is currently not

locked and asks if you want to force a save.

If you have only view rights, the check box is selected by default and

unavailable.

3. Click Browse to save the file to a location other than the default location set

in Microsoft Project.

Note: The path and file name is determined by the Tools, Options, Save

settings in Microsoft Project. Any changes to this setting do not take effect

until the next time you start Microsoft Project.

4. Click Open.

If the project is in Open Workbench format, a message appears letting you

know that if you update the project in Microsoft Project some project

information may be lost when you save it back to CA Clarity PPM. Click Yes to

continue or No to cancel.

If you already have a lock on the project and it is saved locally, but not to CA

Clarity PPM, a message appears asking if you want to open the CA Clarity

PPM version and replace the version saved locally. Click Yes to open the CA

Clarity PPM version or No to cancel.

How CA Clarity PPM Projects are Saved in Microsoft Project



You can save projects from CA Clarity PPM Microsoft Project Interface using CA

Clarity PPM Schedule Connect:

■ Save to CA Clarity PPM (see page 67). Saves an existing project to CA Clarity

PPM.

■ Save As to CA Clarity PPM (see page 65). Saves a new project created in

Microsoft Project to CA Clarity PPM.

When you save a project that you updated in Microsoft Project back to CA Clarity

PPM, the saved project in CA Clarity PPM reflects the updated schedule. The .MPP

project file is uploaded to CA Clarity PPM including discrete information, such as

task schedules and resource work amounts. You and other users can open this

project and see information such as custom views, Gantt chart annotations, and

fields that are not mapped to CA Clarity PPM by default.

Note: When you save a project using Microsoft Project's Save and Save As

feature, it is only saved locally. You must save projects to CA Clarity PPM using

CA Clarity PPM Schedule Connect.

Save New Projects to CA Clarity PPM

You can create a new project from Microsoft Project and then save it to CA Clarity

PPM if the following are true:

■ You have rights to create projects in CA Clarity PPM.

■ Any resources or charge codes referenced in the project exist in CA Clarity

PPM.

■ Projects created in Microsoft Project are not password-protected. Otherwise,

you cannot save them to CA Clarity PPM. In Microsoft Project, check the Save

option of the project to determine if it is password protected.

When you save a new project created in Microsoft Project to CA Clarity PPM, the

following occurs automatically:

■ You become the CA Clarity PPM project manager with rights to view and edit

the project.

■ The project is locked in CA Clarity PPM by your user name.

Note: It is possible for you to save a project over an existing project by selecting

the Save As to Clarity option from the CA Clarity PPM Integration toolbar or menu

if the project ID exists in CA Clarity PPM. If you save over an existing project, the

new project information replaces the existing project information. Unplanned

tasks, assigned tasks with actuals are moved to the Deleted Tasks summary

phase as deleted tasks.



To save a new project to CA Clarity PPM

1. With the project open in Microsoft Project, select Save As to Clarity from the

CA Clarity PPM Integration toolbar or menu.

The Save As to Clarity dialog box appears with a list of active projects that

you have rights to.

2. Define the following fields:

Project ID

The project ID of the project.

If the project you are saving was opened from CA Clarity PPM at some

point, the project ID stored in the project's .MPP file is used as the

default project ID. If the project was never opened from CA Clarity PPM,

the project title is used as the project ID.

You can change the Project ID as desired. If the project ID is unique in

CA Clarity PPM, a new project is saved to CA Clarity PPM. If the project ID

exists in CA Clarity PPM, a confirmation message appears letting you

know the ID already exists. Click Yes to replace the existing project with

the new project information.

Note: If you change the ID, the .MPP file name changes to match it.

Local file name

The default local path and .MPP file name of the project. The .MPP file

name defaults to the project ID.

Click Browse to change the path and file name. If the project name

already exists, information from the new project replaces the existing

project.

Note: The path and file name is determined by the Tools, Option, Save

settings in Microsoft Project. Any changes to this setting do not take

effect until the next time Microsoft Project is started.

Track Mode

Indicates the tracking method used to enter time for this project.

Values:

■ Clarity. Staff members enter time against their assigned tasks using

timesheets.

■ None. Non-labor resources, such as expenses, materials, and

equipment track actuals through Microsoft Project.

■ Other. Indicates that actuals are imported from a third-party

program.

3. Click Save As.

The project is saved to CA Clarity PPM. The project remains open in Microsoft

Project and a lock is placed on the project.



Saving Existing Projects as New Projects

You can save a copy of an existing CA Clarity PPM project as a new project. When

you save a copy as a new project, all project information is copied to the new

project. Both projects exist independently of each other. No file sharing occurs.

If you save a copy of a CA Clarity PPM project, your lock on that project is

discarded unless you recently saved it as an .MPP file.

Once you have saved a copy of the project, you can open the new project to

update it.

To save a copy of project as a new project

1. Open the project in Microsoft Project from CA Clarity PPM.

The project opens.

2. Select Save As To CA Clarity PPM from the CA Clarity PPM Integration toolbar

or menu.


3. Enter a new, unique CA Clarity PPM project ID, and then click Save As.

A copy of the project is saved as a new project in CA Clarity PPM.

Save Existing Projects to CA Clarity PPM

You must have edit rights to save an existing project back to CA Clarity PPM. You

must also have a lock on the project.

In general, you cannot save back to CA Clarity PPM if the project is locked by

another user, or if you do not have a lock on it. If necessary, you can force a

save.

Once you have saved your existing project, you can continue to make changes to

the project, even when it is locked.

To save existing projects

1. With the project open in Microsoft Project, select Save To from the CA Clarity

PPM Integration menu or toolbar.

The project remains open and locked.

If you do not have a lock on the project, a message appears asking if you

want to force a save. Click Yes to save or click and No to cancel.

Unlock and Hold Locks on Projects


Unlock and Hold Locks on Projects

A lock is placed on a project when you open it in Read/Write mode. In general,

projects are unlocked when they are closed in Microsoft Project including when

you exit Microsoft Project with the projects still open.

Unlock a project from Microsoft Project

You can unlock a project from Microsoft Project.

With the project open in Microsoft, save it to CA Clarity PPM. Close the project

without saving it in Microsoft Project. The project is unlocked.

Unlock a project from CA Clarity PPM

You can unlock a project directly from CA Clarity PPM. When the user whose lock

you drop tries to save the project back to CA Clarity PPM, a message appears

letting the user know the project is not locked. The user can force a save.

You must have administrator rights to drop another user's lock.

To unlock a project from CA Clarity PPM

1. In CA Clarity PPM, go to the Projects page and click the name of the project

you want to open.

The Project Properties: Main page displays. If the project is locked by

another user, an alert appears indicating the project is locked by a user.


2. Click Unlock.

The project locked is dropped.

Exit Microsoft Project

If you exit Microsoft Project without saving the project locally, a message

appears asking you to save the project. If you save, the project is saved locally.

It is not saved back to CA Clarity PPM.

How to Create Projects

You can do the following to create projects:

■ Create a project in CA Clarity PPM (see page 69) to benefit from its

methodology and template features.

■ Create a project in Microsoft Project (see page 69).

How to Create Projects


Create a Project in CA Clarity PPM

You can create a project in CA Clarity PPM and if desired, develop its plan.


To create and develop a project in CA Clarity PPM

1. On the Projects page, click new to create a new project. Define the project

giving it a unique Project ID. Click Submit.

2. On the Projects page, click the new project to edit its properties. Change the

Scheduler Format to Microsoft Project. Click Save.

Note: If the Scheduler Format field does not appear on Create New Project

page or any one of the Project Properties pages, contact your CA Clarity PPM

administrator for assistance.

3. Develop the project in CA Clarity PPM as desired, or update the project in

Microsoft Project.

Create Projects in Microsoft Project

You can create and develop a project in Microsoft Project and save it to CA Clarity

PPM.


Use the following steps to ensure the project is compatible with the CA Clarity

PPM model.

To create a project in Microsoft Project

1. Create a new project.

2. Save the project.

Add Resources to Projects Using CA Clarity PPM


Add Resources to Projects Using CA Clarity PPM

You can allocate resources in CA Clarity PPM by:

■ Requisitioning resources

■ Adding resources

■ Replacing resources

To add a resource to a project

1. Click the project link from the Projects page in CA Clarity PPM to edit its

properties.

2. On the Staff subtab, click Add to add a resource to your project or click

Requisition to request a resource.

Depending on your selection, a page to search for and select resources

appears, or a page to create a requisition appears.

A single role can be allocated to the same project more than once.

Accordingly, a role may appear more than once on the Project Team: Staff

page. Each additional occurrence of the same role is appended by a number

(for example, Programmer 1, Programmer 2, and so on), so you can tell

them apart.

Add Resources or Roles to a Project Using Microsoft Project

You can add any CA Clarity PPM resource or role that you have rights to hard or

soft book to a project opened in Microsoft Project. When you add a resource

using CA Clarity PPM Schedule Connect, you must manually allocate these

resources to tasks.

When you browse for CA Clarity PPM resources, a list of available roles and

resources appears.

When you add a resource to the project, the resource's information is

downloaded from CA Clarity PPM and allocated at 100% to the project just as if

the resource was staffed in CA Clarity PPM. You can modify the resource's

availability in the project and implicitly change the allocation to another value.

You can also add a resource to a project directly in Microsoft Project by creating

a new resource by entering an ID in the Initials field that matches the resource

ID in CA Clarity PPM. The remaining resource attributes are set to match the CA

Clarity PPM information when the project is saved and reopened from CA Clarity

PPM. Keep in mind that the resource must exist in CA Clarity PPM in order to save

the project to CA Clarity PPM.

How to Assign Resources to Tasks


To add CA Clarity PPM resources to a project

1. With the project open in Microsoft Project, click Browse Resources. The

Browse Resources dialog box appears.

2. Select the resources you want to add to the project and click Add.

Selected Resources/Roles

The list of selected resources and/or roles that you will add to the

project.

Available Resources/Roles

The list of resources and roles you have booking rights to.

To select a role, expand the role folder and select the role name. To

select individual resources, expand the role folder and select the

resource name.

3. Click OK to add the selected resources or roles to the project.

4. Assign resources to tasks as desired.


You can assign resources to tasks from CA Clarity PPM or from Microsoft Project.

In CA Clarity PPM, you can assign resources to tasks from the following pages:

■ Work Breakdown Structure page

■ Task Properties page or Assignment page by clicking the Assign or Replace

button.

Resource assignments created in CA Clarity PPM default to the Default Load

Pattern specified by the Project Management Settings in the Administration Tool.



When you open a CA Clarity PPM project in Microsoft Project, the following

occurs:

■ When the load balance pattern is set to Contoured in CA Clarity PPM, the

work contour in Microsoft Project is set to Flat if the assignment is newly

created and you are opening the project in Microsoft Project for the first

time. If the assignment already exists (i.e., previously opened in Microsoft

Project and saved to CA Clarity PPM), the work contour in Microsoft Project

does not change.

■ When the assignment is a split task (i.e., has a gap between the end of the

actual work and the start of the remaining work) and the load balance

pattern is Contoured, the settings of following fields on the Microsoft Project

Options dialog box determine how the work contour is set in Microsoft

Project:

– The Updating Task Status Updates Resource Status check box on the

Calculation tab.

– The Split In-progress Tasks check box on the Schedule tab.

Updating Task

Status Updates

Resource Status

Split In-progress Tasks Work Contour set to

Selected Not Selected Contoured

Selected Selected Flat

Not Selected Not Selected Flat

Not Selected Selected Flat

Note: If the project's Track Mode field in CA Clarity PPM is set to Clarity or Other,

the Updating Task Status Updates Resource Status check box is cleared,

regardless of the user settings in Microsoft Project.

Balancing the Workload


The schedule for the work may change when opening the project in Microsoft

Project.

Examples

Example 1

If you create a Front-loaded assignment in CA Clarity PPM with 40 hours on

a 5-day task, CA Clarity PPM schedules that work as full-time over those five

days. Microsoft Project will schedule those 40 hours over 8.33 days.

Example 2

If you assign a resource uniformly to a 5-day task in CA Clarity PPM and then

change the task duration to 10 days, the rate of work is reduced to half-time,

retaining the total amount of work. Microsoft Project reschedules this change

as full-time, shortening the task back to 5 days.


Balancing the Workload

When resources are assigned to a fully-developed plan, you can balance the

workload. The Level Resources feature is Microsoft Project's solution to balance

the workload. This feature shifts task schedules without changing task durations

or the distribution of work. It may not be sufficient for your requirements.

If you choose not to use this feature, you can manually reassign work by

modifying the model, such as manipulating assignment delays and assigning

work contours.


How to Work with Subprojects

You can insert CA Clarity PPM projects as subprojects into a project open in

Microsoft project. Subprojects load or open as read/write or read-only depending

on how the master is opened and on the read/write status of each of the

subprojects.

You can do the following:

■ Retrieve subprojects.

■ Save subprojects.

When you open master projects in Microsoft Project, subprojects are opened and

linked to their master projects. In Microsoft Project, a shared resource pool

project is created when resources are shared across multiple projects.

How to Work with Subprojects


About the Shared Resource Pool

When you open a master project in Microsoft Project for the first time, a shared

resource pool project is created locally. Example, wireless_pool.mpp. This

shared resource project enables the master project to share its resources with its

subprojects.

Note: The shared resource pool is associated with the master project and opens

only when the master project opens.

■ Subprojects opened as independent projects open without any associations

to their master projects or shared resource pools.

■ When you save a master project back to CA Clarity PPM, all project teams are

updated with the resources from the shared resource pool, unless the

subprojects are set to "Read-only".

■ When you open a master project in Microsoft Project, subprojects are opened

and linked to their master projects. In Microsoft Project, a shared resource

pool project is created when resources are shared across multiple projects.

How to Work with Baselines



You can save a baseline of the project from Microsoft Project or from CA Clarity

PPM. You can keep a copy of the schedule now, or at any point, by saving a

baseline.

The baseline is saved with the resources time-varying rate at the time a baseline

revision takes place.

Note: You must have Project - Modify Baseline rights for the project to save a

baseline.

Microsoft Project 2000

Microsoft Project 2000 can support only a single baseline.

When opening the project in Microsoft Project:

■ A maximum of 11 baseline revisions is sent; one is marked as the Current

revision.

■ Information about the current revision is saved to the .MPP file and updated

on the project plan in Microsoft Project.

Note: If no baseline revisions are sent from CA Clarity PPM, CA Clarity PPM

Schedule Connect ensures that the baseline information in the .MPP and on

the project plan are cleared in Microsoft Project.

When saving the project to CA Clarity PPM, CA Clarity PPM Schedule Connect

checks for baseline information. If the plan has:

■ A baseline:

– The baseline revision is sent and includes all information from the .MPP

file. If no information is available from the .MPP file, the baseline revision

is new, and the default ID, name, and description is used.

– Baseline detail records are sent as needed.

■ No baseline. If no baseline information is available from the .MPP file, no

baseline revision information is sent to CA Clarity PPM.



Microsoft Project 2002 and later

Microsoft Project 2002 and later can support up to 11 baselines. Multiple

baselines are managed by saving each revision to baseline slots in the .MPP file.

For example, the information for the Current revision is saved to the baseline

slot, a previous baseline revision is saved to the baseline1 slot, and so on up to

baseline10.

When opening the project in Microsoft Project:

■ A maximum of 11 baseline revisions is sent in descending order by the last

date modified; one is marked as the Current revision.

■ Information about each revision is saved to the .MPP file.

■ The Current revision is used to update the project plan's baseline information

and the any remaining baseline revisions are used to update the project

plan's other baseline slots (i.e., baseline1 through baseline10) in the order

they are received.

■ If the project in Microsoft Project has baseline information for which no

matching revision information is received, that baseline is cleared.

■ If no baseline revisions are sent, all baseline information in the .MPP file is

cleared in Microsoft Project.

When saving the project to CA Clarity PPM, CA Clarity PPM Schedule Connect

checks each possible baseline slot in the project, starting with the baseline slot

and ending with the baseline10 slot:

■ If a baseline slot has information, the revision information from the .MPP file

is sent to CA Clarity PPM.

■ If no information is available from a baseline slot from the .MPP file, the

revision is new and the default ID, name and description is used for the

revision. For example, if the information is from the baseline3 slot, the

number 3 is appended to the default ID, name, and description.

Note: If the .MPP file contains information for a revision whose matching

baseline slot is empty, CA Clarity PPM Schedule Connect sends the revision

information to CA Clarity PPM with a Delete flag, which tells CA Clarity PPM to

delete the baseline revision.



Save the Baseline in Microsoft Project


To save a baseline in Microsoft Project

With the project open in Microsoft Project, select Tools > Tracking > Save

Baseline from the menu bar.

Save the Baseline in CA Clarity PPM

You cannot lock a project when updating the baseline in CA Clarity PPM.


How Actuals are Managed



The resources assigned to your project likely use timesheets in CA Clarity PPM to

enter the weekly work they accomplish on their assigned project tasks. These

timesheets automatically include tasks you have scheduled for that week.

Timesheets must be submitted and approved before they can be posted to the

project plan. Pending actuals are displayed in Microsoft Project before posting

actuals. The Pending Actuals field is mapped to the Number2 field in Microsoft

Project.

When a timesheet is posted, the estimate to complete (ETC) on any assignment

for which actuals were entered on that timesheet is modified. In most cases, the

amount of the actuals reduce the ETC so that the total work on the assignment

remains the same.

In Microsoft Project, assignments with a work contour assigned Contoured

("Fixed" in CA Clarity PPM) are processed differently. In this case, the estimates

that were scheduled on or before the week are replaced with the actuals and the

estimates after the week are kept intact. The result, depending on when the

estimates were scheduled in Microsoft Project, can be an increase or a decrease

of total work.

Note: In Microsoft Project, work contour assignments are reset to "Contoured" if

you edit the work distribution. If you modify the total actual or remaining work

distributions, the work contour is not modified.

Most of the time, posting a timesheet does not immediately change the finish

dates of the tasks that were on that timesheet. For example, when more actuals

are entered than planned, the result is a new, reduced ETC.

When less work is completed on a task during the week than was planned, this

work is scheduled at the higher rate within the task schedule. In this case, when

you open the project in Microsoft Project, the task is rescheduled and the finish

date is delayed.

Resource timesheets are assumed to be a complete accounting of the project

work the resource did that week. If a scheduled task does not appear on the

timesheet, it implies the resource completed no work on that task, and the task

must be rescheduled for the following week or beyond.

Note: When you open your project in Microsoft Project, it is scheduled. The

project is scheduled even if you use Manual Calculation mode in Microsoft

Project. As a result, task finish dates and resource work distribution in Microsoft

Project can be different from CA Clarity PPM.



Manage Pending Actuals and Estimates

Pending actuals are actuals on timesheets that have not yet been posted.

You can view pending actuals on timesheets that pertain to your project by

viewing the Number 2 field. In Microsoft Project, actuals are read-only because

they are controlled by the timesheets in CA Clarity PPM.

If there are no pending actuals for an assignment, -1 is displayed in the Number

2 field.

The estimate-to-complete that team members see on their timesheets

automatically reflects your plan. For example, suppose that you planned 80

hours to complete a task. On the resource's timesheet, 20 hours were posted for

the previous week and 10 hours appear on this week's unapproved timesheet.

The resource would see an estimate-to-complete of 50.

Team members can communicate changes to the remaining plan by overriding

this value. If team members do one of the following:

■ Override this value, the requested changed number of hours is displayed in

the Number1 field.

■ Do not override this value, -1 is displayed.

If you agree with the recommended changes to the plan, update the remaining

hours on the assignment based on the value in the Number1 field and then reset

the Number2 field to -1. This changes the value team members see on their

timesheets.

Note: You can only change the Number1 field to -1 to reset the value on team

member's timesheets.

You can view pending estimates in the Number1 field and pending actuals in the

Number2 field from views in Microsoft Project, such as the Task Usage view.

Replanning

Once actuals have been posted to your project, re-work your plan to ensure that

work is as balanced and that the rate of progress does not demand a change of

scope, sequence, or other elements of the project.


Appendix A: Microsoft Project Field

Mappings


About Microsoft Project Field Mappings (see page 81)

Project Information (see page 81)

Resource Information (see page 85)

Task Information (see page 88)

Resource Assignment Information (see page 92)

Notes (see page 94)

Private Field (see page 95)

About Microsoft Project Field Mappings

This section identifies many of the standard Microsoft Project fields that are

mapped to CA Clarity PPM fields. Notes are provided only when there is special

information on how CA Clarity PPM Schedule Connect handles data exchanges

between Microsoft Project and CA Clarity PPM.

Where possible, the location of the field is provided with the default field name as

it appears on the user interface. The CA Clarity PPM column of the mapping

tables, first lists the CA Clarity PPM user interface field then the corresponding

database table: column.

Project Information

The following are the field maps for project information:

■ Schedule

■ Project Baseline

■ Manager

■ Company

■ Other Project Attributes

■ Calendar



Schedule

Maps fields from Project Information in Microsoft Project to fields in CA Clarity

PPM.

Microsoft Project CA Clarity PPM Notes

Start Date Project Properties: Main:

Schedule: Start Date

PRJ_PROJECTS: PRSTART

Finish Date Project Properties: Main:

Schedule: Finish Date

PRJ_PROJECTS: PRFINISH

Schedule From Project Properties:

Schedule: Start Imposed

(not displayed by default)

PRJ_PROJECTS:

PRSTARTIMPOSED

Project Properties:

Schedule: Finish Imposed

(not displayed by default)

PRJ_PROJECTS:

PRFINISHIMPOSED

If Start Imposed is set to

“on” in CA Clarity PPM, the

Schedule From field is set

to the Project Start Date

when opening the project

in Microsoft Project.

Otherwise, Schedule From

is set to the Project Finish

Date.

If the Schedule From field

is set to the Project Start

Date in Microsoft Project,

the Start Imposed option

is set to On and the Finish

is imposed is set to Off

when saving the project to

CA Clarity PPM.

Otherwise, Finish

Imposed is set to On and

the Start Imposed is set to

Off.

Status Date Project Properties:

Schedule: As Of Date

PRJ_PROJECTS: PRASOF

Since Microsoft Project

does not allow this field to

be programmatically set

to NA, the existing value

in this field is retained if

the AS of Date in CA

Clarity PPM is blank.

Calendar Calendar

PRCalendar: PRVALUE

When opening the project

in Microsoft Project, this

field is set to CA Clarity

PPM’s configured system

calendar.




This field is not saved back

to CA Clarity PPM.

Priority Project Properties:

Schedule: Priority

PRJ_PROJECTS:

PRPRIORITY

Priorities are translated

between Microsoft

Project’s range (0-1000)

and CA Clarity PPM range

(36-0).

Baseline

Maps the fields in Microsoft Project to fields in CA Clarity PPM.


Baseline Start Project Properties: Baseline:

Baseline Start (Not displayed by

default)

PRJ_BASELINE_

DETAILS:

START_DATE

Baseline Finish Project Properties: Baseline:

Baseline Finish (Not displayed by

default)

PRJ_BASELINE_

DETAILS:

FINISH_DATE

Baseline Cost Project Properties: Baseline:

Baseline Cost (Not displayed by

default)

PRJ_BASELINE_

DETAILS:

COSTSUM

Baseline Work Project Properties: Baseline:

Baseline Work (Not displayed by

default)

PRJ_BASELINE_

DETAILS:

USAGESUM

No mapping PRJ_BASELINE_

DETAILS: CREATED_DATE

When saving the project to CA Clarity

PPM, this field is set to the current system

date if baseline information is available




from Microsoft Project. It is not the actual

date the baseline was modified in

Microsoft Project.

Manager



Company INV_PROJECTS:

PRDEPARTMENT

Manager Project Properties: Main: General:

Manager

When opening the project in Microsoft

Project, this field is set to the user name

in CA Clarity PPM identified as the project

manager. This value is not saved back to

CA Clarity PPM.

Title Title

SRM_PPROJECTS:

NAME

Company Field Mapping



Company INV_PROJECTS:

PRDEPARTMENT

Other Project Attributes



Text5 Project Properties: Main:

Schedule: Charge Code

PRJ_PROJECTS:

PRCHARGECODEID

The charge code's ID (PREXTERNALID) is

shown in Microsoft Project. To modify the

charge code for a project, you must enter

a charge code ID that already exists in CA

Clarity PPM to save the project back to CA

Clarity PPM.




This is the default mapping, which you

can change.

Calendar

Maps fields from Change Working Time in Microsoft Project to the Administration

Base Calendar fields in CA Clarity PPM.

The project calendar in Microsoft Project is always reset to the system calendar

from CA Clarity PPM.


For Calendar Name

PRCalendar: PRNAME

Not used for resource calendars.

Base Calendar Base Calendar

PRCalendar:

PRBASECALENDARID

In Microsoft Project, only resource

calendars have base calendars.

Combines system calendars with their

base calendars when this information is

set in Microsoft Project.

Set Working Time for

Selected Dates

PRCalendar: PRVALUE Calendar information defined in CA

Clarity PPM is shown in the Set Working

Time options in Microsoft Project.

Resource Information

Maps the fields from Resource Information in Microsoft Project to fields in CA

Clarity PPM.


General Tab

Resource Name Resource Properties: Main:

General: Resource/Role

SRM_RESOURCE: Full_Name

The name of the role and non-labor

resource in CA Clarity PPM. For labor

resources, the concatenated last and first

name of the resource without commas.


Project, commas are replaced with a

space. When saving the project back to

CA Clarity PPM, spaces are replaced with

commas.




Initials Resource Properties: Main:

Resource ID

SRM_RESOURCE: UNIQUE_NAME


PPM, this field is used to check for an

existing CA Clarity PPM resource ID.

If the matching resource ID is found, the

project is saved to CA Clarity PPM. If no

matching resource ID is found, you are

asked to provide a valid resource ID.

Resource Type Resource Properties: Main:

Employment Type

SRM_RESOURCE:

RESOURCE_TYPE

In CA Clarity PPM, this field is set to:

■ Work for labor resources and roles

■ Material for all other resource types.

Generic n/a Microsoft Project 2003 only.

This field is set to On for roles and set to

Off for resources.

Booking Type n/a Microsoft Project 2003 only.

Not mapped to CA Clarity PPM, but the

value is retained in the .MPP file.

Email Resource Properties: Main: Email

Address

SRM_RESOURCE: EMAIL

Group Resource Properties: Main:

Category

PRJ_RESOURCES: PRCATEGORY

Code Resource Properties: Main: Input

Type Code

PRJ_RESOURCES: prTypeCode




Resource Availability

In Microsoft Project, a resource’s availability is the units a resource is available to work on the project.

In CA Clarity PPM, a resource’s availability is based on the resource’s system-wide availability in hours

and the percent a resource is allocated projects.

When opening a project in Microsoft, the resource’s availability is set from CA Clarity PPM using the

following formula:

Resource’s system-wide Availability * Resource’s Project % Allocation

Maps resource availability fields in Microsoft Project to resource availability fields on the Project Team:

Staff page and Resource Properties: Main - General page.

PRJ_RESOURCE: PRAVAILCURVE Used only for labor resources in Microsoft

Project.

This field is combined with the

resource-to-project allocation

information when opening the project in

Microsoft Project and, then gets factored

out when saving the project to CA Clarity

PPM.

PRTeam:

PRALLOCCURVE

Used only for labor resources in Microsoft

Project.

This field is combined with resource

availability when opening the project in

Microsoft Project and then gets factored

out when saving the project to CA Clarity

PPM.

Available From Project Team: Staff: Start

PRTeam:

PRAVAILSTART


PPM, this field is set to the date the

resource is available to finish the project.

If the Available To field is set to NA in

Microsoft Project, this field in CA Clarity

PPM is set to blank indicating that the

resource is available when the project

starts.

Available To Project Team: Staff: Finish

PRTeam:

PRAVAILFINISH


PPM, this field is set to the date the

resource is available to finish the project.

If the Available To field is set to NA in

Microsoft Project, this field in CA Clarity

PPM is set to blank indicating that the

resource is available when the project

starts.

Working Time tab




Work Time information in Microsoft Project is set to the base calendar and any resource-specific

exceptions from the resource’s calendar settings on the Edit Resource Calendar page in CA Clarity PPM.

The calendar is used only for labor resources in Microsoft Project.

Costs tab

When opening the project in Microsoft Project, cost information is set to the first cost rate table from the

CA Clarity PPM rate matrix.

Task Information

Use the following fields to map task information:

■ Tasks

■ Task Baseline

■ Guidelines

Tasks

Maps fields from Task Information in Microsoft Project to fields in CA Clarity PPM.


General tab

Name Tasks Properties: Name

PRTask: PRNAME


PPM, this field is set to the CA Clarity PPM

internal ID if it is blank in Microsoft

Project.

This field cannot be blank.

Text1 Tasks Properties: ID

PRTask: PREXTERNALID

Task ID’s in the same project must be

unique in CA Clarity PPM (except blank).

Start Task Properties: Start

PRTask: PRSTART

The same calendar information is

reflected in the Set Working Time in

Microsoft Project.

Finish Task Properties: Finish

PRTask: PRFINISH

The same calendar information reflected

in the Set Working Time options in the

Change Working Time dialog.

Duration Project Tasks: Duration (not

displayed by default)

PRTask: PRDURATION

In Microsoft Project, the duration unit is

set by the Duration Is Entered In field on

the Schedule tab in the Tools Options

dialog box.




Elapsed durations are converted to their

equivalent in worktime duration, but the

model is changed.

Priority Project Tasks: Priority (not


PRTask: PRPRIORITY

Priorities are translated between

Microsoft Project’s range (0-1000) and

CA Clarity PPM's range (36-0).

Precision is lost.

Flag1 Task Properties: Key Task

PRTask: PRISKEY

This is the default mapping, which can be

changed.

Text5 Task Properties: Charge Code

PRTask: PRCHARGECODEID

The charge code's ID (PREXTERNALID) is

shown in Microsoft Project. To modify the

charge code for a task, you must enter

any existing CA Clarity PPM charge code

ID.


can change.

% Complete Project Tasks: Tasks: % Complete

PRTask: PRSTATUS

and

PRTask: PRPCTCOMPLETE

The task status is set to Started when the

percent complete is greater than 0%, or

to Complete when it is 100%. Otherwise,

this field is set to Not Started.

Note: The physical % complete in

Microsoft Project 2002 is not mapped.

Advanced tab

Mark Task as Milestone Task Properties: Milestone

PRTask:

PRISMILESTONE

In Microsoft Project, any task can be

flagged a milestone as a means to drive

Gantt bar rules (e.g., drawing the

diamond) and other features such as

filtering. Microsoft Project automatically

sets this flag when a task acquires a zero

duration.

Calendar You can use them in Microsoft Project, but

the list of available calendars comes from

CA Clarity PPM.

Task Type Fixed Duration

PRTask: PRISFIXED

All types in Microsoft Project are

supported. In Microsoft Project:

■ Fixed duration task type maps to True

■ Fixed unit and fixed work maps to

False.




Effort Driven No Mapping Tasks flagged as Effort Driven in Microsoft

Project take more processing.

If there are many tasks, system memory

requirements and performance may

degrade noticeably.

Constraints

Constraints defined in Microsoft Project are stored in CA Clarity PPM, but you cannot edit them from CA

Clarity PPM Schedule Connect.

Microsoft Project automatically sets the Start No Earlier Than constraint when it is needed to hold a task

start date. If there is a saved Start No Earlier Than constraint and Microsoft Project sets a later Start No

Earlier Than constraint to hold a task start date, the saved Start No Earlier Than constraint is not set.

Constraint Type No CA Clarity PPM user interface

field available

PRConstraint: PRTYPE


Project, CA Clarity PPM Schedule Connect

only processes the first constraint it

encounter if there are multiple

constraints in CA Clarity PPM for a task.

Constraint Date No CA Clarity PPM user interface

field available

PRConstraint:PRTIME

Baseline

Maps fields from task baseline information in Microsoft Project to fields in CA

Clarity PPM.


Baseline Start Task Properties: Baseline:

Baseline Start

(Not displayed by default)

PRJ_BASELINE_ DETAILS:

START_DATE




Baseline Finish Task Properties: Baseline:

Baseline Finish (Not displayed by

default)


FINISH_DATE

Task Properties: Baseline: (Not



PREXTENSION

Baseline Cost Task Properties: Baseline:

Baseline Usage (Not displayed by

default)


USAGESUM

You must have Modify Baseline rights to

save a baseline to CA Clarity PPM.

Duration Task Properties: Baseline:

Duration (Not displayed by

default)


DURATION

No mapping Created_Date (not displayed by

default)


CREATED_DATE


PPM, this field is set to the current system

date if baseline information is present in

Microsoft Project. It is not the actual date

the baseline was modified in Microsoft

Project.

Guidelines

Maps fields from the File Properties in Microsoft Project to fields in CA Clarity

PPM.


Hyperlink base Task Properties: Guidelines

PRJ_PROJECTS: PRGUIDELINES

Text2 No CA Clarity PPM user interface

field available

PRTask: PRGUIDELINES

This is only the portion of the guidelines

URL that is directly associated with the

task.


can change



Resource Assignment Information

The following Resource Information is mapped from Microsoft Project to fields in

CA Clarity PPM.

Any assignment that exists in CA Clarity PPM when a timesheet for that resource

is posted gets an Actuals Thru date equal to the end of the timesheet period.

Conditions may exist where you inadvertently place remaining work prior to this

date. The following are some examples:

■ A task has actuals that end prior to the Actuals Thru date and has no

remaining work, but you want to add work. You enter an updated Remaining

Work amount and Microsoft Project places it at the end of the task, which is

in the prior week.

■ A task is scheduled to start next week and has not yet started. You remove

a predecessor dependency on the task, which causes the task to be

rescheduled two weeks ago.

When these situations occur, CA Clarity PPM Schedule Connect moves the work

beyond the Actuals Thru date when you save the project to CA Clarity PPM. A

message appears warning you of the change.


Units Max % Load

PRAssignment: PRESTMAX


Project, this field is set to the value in CA

Clarity PPM multiplied by the resource's

maximum units (or by 1 if the maximum

unit is 0). This value is set only for the

non-contoured assignment of labor

resources to non-fixed tasks.


PPM, this field is set to the assignment

units divided by the resource's maximum

units, or if either value is 0, sets the value

to 1. This value is set only for

assignments of labor resources.

Number1 Task Assignment: Proposed ETC

(Not displayed by default)

PRAssignment: PRPENDESTSUM


Project, this field is set to the value in the

field or to -1 if the Pending Estimates in

CA Clarity PPM is blank.

This field is saved to CA Clarity PPM only

if:

■ Either the project or the assigned

resource is tracked in CA Clarity PPM

(the Track Mode is set to Clarity or




Other).

■ Value is -1, which clears the Pending

Estimates in CA Clarity PPM.

Number2

Pending Actuals (not displayed by

default)

PRAssignment: PRPENDACTSUM

This field is not saved back to CA Clarity

PPM.

Task Properties: Status

PRAssignment: PRSTATUS

This field is set to the following:

■ Not Started if there are no actuals in

Microsoft Project.

■ Started if the remaining work is

greater than 0.

■ Complete if there is no remaining

work.

Resume Actuals Thru Date

PRAssignment: PRactThru

This field must always be on or after the

last day of the actuals on the assignment.

If either the project or the assigned

resource has Track Mode set to None:

■ This field may be implicitly modified

to correspond with updates to actuals

when saving the project to CA Clarity

PPM.

■ If the Resume field is set beyond the

first day of the remaining work, the

remaining work is modified when

saving the project to CA Clarity PPM.

Actual Work Actuals


PREXTENSION

This information is saved to CA Clarity

PPM only if the Track Mode is set to None

for either the project or the assigned

resource.

Work Assignment Properties Properties:

Assignments: ETC

PRASSIGNMENT: PREXTENSION

This field is set when saving to CA Clarity

PPM only if the assigned resource has

Track Mode set to None.




Baseline Start Assignment Properties: Baseline:

Baseline Start Date (not displayed

by default)


START_DATE

Baseline Finish Assignment Properties: Baseline:

Baseline Finish (not displayed by

default)


FINISH_DATE

Baseline Cost Assignment Properties: Baseline:

Baseline Cost (not displayed by

default)


COSTSUM

Baseline Work Assignment Properties: Baseline:

Baseline Usage (not displayed by

default)


USAGESUM

You must have Modify Baseline rights to

save a baseline to CA Clarity PPM.

Notes

Maps fields from Files Properties or from Task Information, Resource

Information, and Assignments in Microsoft Project to fields in CA Clarity PPM.


None PRNote: PRCREATEDBY This field is set to the name of the current

user when saving the project to CA Clarity

PPM.

None PRNote: PRCREATEDTIME This field is set to the current system time

when saving the project to CA Clarity

PPM.

Comments field for

projects

Notes field for tasks,

resources, and

assignments

PRNote:

PRVALUE

Concatenates multiple notes on the same

object (i.e., project, task, resource, or

assignment) into a single Notes field

when opening the project in Microsoft

Project.



How notes are saved back to CA Clarity PPM

The Internal ID is the key used to identify the note when saved to CA Clarity PPM.

Do not edit the note or any information. New notes are added after the Add new

note(s).

The Intern[date/time note was entered by the user (internal ID)]

note #1

[date/time note was entered by the user (internal ID)]

note #2

Add new note(s) under here:

A hard return starts a new note. Blank lines are removed.

Private Field

Text3 is for Resource, Project, Task, and Assignment. It is used for information

that is required by CA Clarity PPM Schedule Connect. If Text3 is used for another

purpose in your organization, change the mapping.

Relevant mapping is for PRUID. It must be mapped somewhere; do not remove

it without remapping. These mappings are system-wide. You cannot remap

Text3 on one project and keep the same on other projects.

Text4 is for Task work breakdown structure (WBS). It is used internally by CA

Clarity PPM Schedule Connect to order the WBS when opening the project in

Microsoft Project. You cannot remap this field.


Custom

property/prVersion

PRJ_PROJECTS: PRVERSION Sets the version (internal use only) when

opening the project in Microsoft Project

and when saving back to CA Clarity PPM.

Index 97

Index

A

access rights (scheduler tools) • 11

actuals (Microsoft Project)

managing • 78

pending actuals • 79

replanning • 79

B

balancing • 73

baselines (Microsoft Project)

saving in • 77

saving to CA Clarity PPM • 77

working with • 75

C

CA Clarity PPM server (Microsoft Project)

connecting (Microsoft Project) • 58

host and port • 58

logging in • 58

connection fields (Microsoft Project) • 58

connection setup (Microsoft Project) • 58

D

data exchanges (scheduler tools)

about • 13

merging concurrent timesheets • 14

merging transactional changes • 14

retrieving project information • 14

I

installation

upgrading • 55

M

Microsoft Project

field maps to CA Clarity PPM • 81

MSPAdd2k.MPP • 54

P

project locks • 68

projects

adding resources • 70

opening from • 63

saving existing • 67

saving from • 65

saving new • 67

proxy host and port • 58

R

resources

adding to projects • 70

assigning resources to tasks • 70

shared resource pool • 74

S

Schedule Connect

connecting to a CA Clarity PPM server • 58

installing • 53

uninstalling • 55

scheduler tools

about • 10

cost rate • 16

currency • 16

external dependencies • 22

formats • 12

using together • 22

working copies • 13

subprojects

retrieving • 18

saving • 21

Documents

Caclarityppm Usingcaclarityppm Owb Msp Guide Enu