Www.regouniversity.com Clarity Educational Community Tools and Techniques for Basic Administration
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- Slide 1
- www.regouniversity.com Clarity Educational Community Tools and
Techniques for Basic Administration
- Slide 2
- 2 Clarity Educational Community Login to Clarity Please logon
go your current DEVELOPMENT environment. If you do not have access
to a DEV environment use our RegoU environment:
http://regou02.dev.regoconsulting.net:8082 User Name = ruserxx
(01-15) Password = niku2000
- Slide 3
- 3 Clarity Educational Community Administration Overview Objects
Lookups OBS/Security Portlets Processes Support Items Exercises
Course Overview Appendix Settings General Project Management
Resources/Roles Datamart and time slices Financial Setup
- Slide 4
- 4 Clarity Educational Community Administration overview
Administration tasks can be broken down into one-time and on-going
tasks One-time tasks are initial settings that are created at the
time Clarity is set up and then evaluated annually or as needed One
time tasks include setup of new objects and attributes On-going
tasks include regular administrative tasks that are needed such as
posting, updating time periods, regular reporting, etc.
- Slide 5
- 5 Clarity Educational Community Clarity Studio Clarity Studio
is the interface used to create and deploy portals, dashboards,
menus and objects that can be configured or customized to match the
needs of the organization. Your organization must have a Clarity
Studio license to use this functionality. The user must have
Administration-Studio access assigned as well as rights to
create/edit Objects, Portlets and Pages.
- Slide 6
- 6 Clarity Educational Community Objects - Overview Objects are
the major functional components of Clarity. Objects define the
attributes (fields), subpages (links), page layout, and views that
make up your configured instance of CA Clarity PPM pages. In
addition to stock objects that are delivered with the system,
custom objects can be created as needed by the organization. Use
the default objects or create custom objects and subobjects to
manage information for your specific business needs. Once the
Object is created, add attributes, links and actions and setup the
views.
- Slide 7
- 7 Clarity Educational Community Objects Overview cont. Each
object has four distinct pieces that can be configured:
1.Properties 2.Attributes 3.Links 4.Views Things to remember: There
are reserved words that cannot be used in naming the Object.
Attributes cannot be deleted CA recommends not adding more than 100
custom attributes to a single custom object as it may impact
performance.
- Slide 8
- 8 Clarity Educational Community The Investment object The
Investment object allows you to define object attributes that will
be used across multiple objects. This streamlines the creation
process and insures consistency across objects Attributes may be
re-labeled on the shared objects if needed (although the field ID
remains the same). Attributes defined at the investment level are
available to all stock objects but do not have to be used. Updates
to Investment attributes need to be made at the Investment
level
- Slide 9
- 9 Clarity Educational Community Objects - Types Stock Objects
Primary standard objects: 1.Project 2.Task 3.Team 4.Resource
5.Company 6.Application Custom Objects There are two kinds of
custom objects: 1.Master objects 2.Sub-objects
- Slide 10
- 10 Clarity Educational Community Objects - Attributes
Attributes are the fields on any object that store information. The
attributes of each object are available on the Attribute screen
within the object. Many attributes are delivered out-of-the-box but
an unlimited amount of additional attributes can be created as
needed using Clarity Studio. Once created, attributes can be
organized and placed on views and portlets and used for reporting.
(Example: Start Date is an attribute of the project object.)
- Slide 11
- 11 Clarity Educational Community 8.Lookup 9.Multi-Valued lookup
10.Attachment 11.Time-varying 12.URL (Links to actual data)
13.Virtual fields (Not actual data) 1.String 2.Large String
3.Number 4.Formula 5.Money 6.Boolean 7.Date When creating a new
attribute, the procedure used depends on the data type selected.
These are the data types available for creating attributes. Objects
Attribute Data Types
- Slide 12
- 12 Clarity Educational Community Objects Calculated Fields
Calculated attributes can be created to display a read only value
that is calculated dynamically. Values are calculated from existing
system values and are calculated when the page is accessed and not
stored in the database. The resulting value showing the results of
the calculation can only be one of the following data types,
depending on the function. Number: This data type is used for a
calculated attribute that requires a number value such as a sum or
an average of several numbers. String: This data type is used for a
calculated attribute that requires the concatenation of two or more
values, for example, the value of the attribute "created_by" and
the constant "2007." An example of the value produced by the
concatenation is "ssmith 2007. Date: This data type is used to
calculate dates using basic arithmetic or to provide the current
date.
- Slide 13
- 13 Clarity Educational Community Objects Calculated Fields
cont. The following attribute types cannot be used with calculated
attributes. 1.Formula 2.Time-varying 3.Attachment 4.Long String
5.Multi-Value Lookups 6.Virtual Note: Source fields for a
calculated attribute cannot be deleted from the system.
- Slide 14
- 14 Clarity Educational Community Objects - Lookups A lookup is
a field in which the user can select from a drop down or pull down
list of predefined choices. The choices can be static values
entered by an administrator or dynamic values returned from
querying the database. Lookups can be displayed as a value or an
icon Lookup TypeDescription Static ListUse this type of lookup when
working with a standard set of values. Static list lookups are
often used as pull-down lists for fields, reports, and custom
forms. Static Dependent Lists Use this type of lookup to create a
hierarchy of lookups and values. Items that appear on the second
and subsequent lists depend upon choices previously made by the
user. For example, if the user selects "USA" from a country browse
list, then a state list may appear from which the user can select
an appropriate state Dynamic QueriesUse this type of lookup to
capture data from the Clarity database in real time to populate the
drop-down or browse lists. (Using NSQL) These lookups provide the
most up-to-date values possible and are often used inside browse
windows. Note: You can nest a static lookup inside a dynamic query
lookup. You cannot nest a static dependent lookup inside a dynamic
query lookup.
- Slide 15
- 15 Clarity Educational Community Static Dependent lookups vs.
Parameterized Lookups A static dependent lookup is a single field
with a structured hierarchy. Users select the highest level and
drill down to the lower level value. A parameterized lookup is two
separate lookups that have been joined with a formula. These are
defined as two separate fields and can be updated individually.
Once the formula has linked the fields, the value of the primary
lookup can control the available values in the secondary lookup.
They can also be reported on separately. The Project type/Project
category field in Clarity is a sample of a parameterized
lookup.
- Slide 16
- 16 Clarity Educational Community Objects Views Object views
control what users see in the interface. The views can have
attributes added or removed from them to enhance the user
experience. Views can also be hidden from or shown in view based on
display conditions such as security or a specific lookup value
being chosen There are three types of views. Create This is what
the user sees when a new entry in the Object is created Edit This
is what the user sees when accessing a record in the object that
has already been created such as accessing a project List This is
the view that a user sees when first entering the object such as
clicking on the Projects link on the Home menu.
- Slide 17
- 17 Clarity Educational Community Page security and conditions
Use the Sub-page properties to select Secure to add options to make
the page viewable to only assigned users Use the Display conditions
to make a page visible only if other conditions are met (e.g. only
show this page if Planned Cost is greater than $100k)
- Slide 18
- 18 Clarity Educational Community Audit Trail Consider using the
audit trail vs. required fields Audit trail retains list of Who
made the change Original Value New Value Date of change
- Slide 19
- 19 Clarity Educational Community Organizational Breakdown
Structure (OBS) An Organizational Breakdown Structure (OBS) is a
company defined hierarchical structure used to categorize projects
and resources used for reporting and filtering from both a visual
and functional perspective. Created from Admin Main Menu
Administration>Resource Organization and Access>OBS Many OBSs
can be created as are needed for the organization, but there is a
limit of five that can be attached to a data mart. There can be
multiple OBSs with security enabled. If the OBS is security
enabled, ALL users in the system should be added to that OBS.
- Slide 20
- 20 Clarity Educational Community Organizational Breakdown
Structure (OBS) Components to consider OBS Type Levels OBS Type
Determined by the needs of the business. May have a single
Corporate OBS or create several OBS structures to organize and
report data as needed. Examples of Common Criteria Geographical
location Resource roles and or order of authority Project size,
type, initiative Products
- Slide 21
- 21 Clarity Educational Community Organizational Breakdown
Structure (OBS) OBS Creation 1.Administration>OBS 2.Click New
3.Name OBS (this is what will display to users) 4.Create unique id.
Ex: xx_ex_obs 5.Choose Parent Level. Click Save and Return.
Maintaining OBS Use caution when deleting OBS legs as reporting may
be affected. Edit OBS legs that are being replaced if historical
data is not needed Add new OBS legs to existing structure
- Slide 22
- 22 Clarity Educational Community OBS Quick Create Quick Create
allows you to quickly add multiple OBS values with the same
parent
- Slide 23
- 23 Clarity Educational Community Security Rights Based Model
Inherent rights: (Automatically granted by the system) Instance
rights: used for specific objects (i.e. projects, resources) Global
rights: providing access to all specified functions of Clarity
Groups: access rights based on membership in a group for users who
share common responsibilities (Role Based) Organizational Breakdown
Structure (OBS): User access assigned to objects in Clarity (i.e.
projects, resources) that are linked to a parent-child hierarchy
Studio Based Conditional views: views that are displayed when a
preset condition is met Secure sub-objects/pages: Sub-objects and
sub-pages can be set up with security access rights. Process-flow
driven security (locking fields): Process workflows can be set to
lock data fields for read-only
- Slide 24
- 24 Clarity Educational Community Security Rights Based Inherent
Rights Automatically applied when user is first added to Clarity or
the user name is associated with a particular field on an object.
Two Kinds Revocable Resource Enter Time (for themselves)
Irrevocable User Favorites Menu Edit Instance Rights Provide access
to specific instance of particular object type. Can be assigned to
an individual or group Should be used minimally as they are
difficult to manage and administer
- Slide 25
- 25 Clarity Educational Community Security Rights Based Global
Rights Provide broad access to objects of a particular type and
enables users to access a general area of the application to
perform a specific function or to all instances of an object These
rights override any other associated instance or OBS level rights
Recommended where possible for performance reasons Groups Defined
as a set of users who perform a similar set of functions or role
based Contains a collection or combination of rights that are
applicable to each member of that group. A single resource may be
associated with any number of groups May contain a collection of
Instance, OBS and Global level rights Easy way to assign multiple
rights to several people at once Easy to administer
- Slide 26
- 26 Clarity Educational Community Security Studio Based
Conditional Views Display conditions can be built for an object as
a way to limit visibility to a view by an individual user or to a
group. Securing Subobjects (Subpages) Applying page level security
hides the page from unauthorized users. Creating a secure sub-page
allows it to be invisible to those who do not need to see it.
- Slide 27
- 27 Clarity Educational Community Security Implicit vs. Explicit
Pre-requisites Some rights are useless without another right
(example: does no good to give someone the rights to create
Security Groups if they cant get to the Admin side of the system)
Therefore the other right has to be given Sometimes Clarity will
automatically (implicitly) give the pre-requisite Rights [will not
show in list of rights in the UI] Example: Give someone
Administration Authorization to manage rights of other users and
groups and they will get Administration access but doesnt show in
list of rights Sometimes Clarity will NOT automatically give the
pre-requisite right and you must Explicitly grant it for the
original right to mean anything Example: Administration Partition
Models means nothing unless you manually also give Administration
Access
- Slide 28
- 28 Clarity Educational Community Security Architecture 28 OBS
Rights Global Rights Automatic Rights Instance Rights Person Group
OBS Level
- Slide 29
- 29 Clarity Educational Community Security Special Rights
Collaborator Manager rights Doesnt show in security model screens.
Only the current Collaboration Manager can make someone else a
Collaboration Manager Incident Security In order to gain access to
incidents, incident categories must be created within the
administration section (Data Incidents). Next, a person/group/OBS
can be given rights to manage or select the incident category.
Sub-page Security The first step is to mark a sub-page as secure.
This action will create two rights within the security
administration section edit and view for that subpage. These rights
can then be given to a person/group/OBS.
- Slide 30
- 30 Clarity Educational Community Security Special Rights Field
Level Security Read Only Field A field can be made read-only. This
is useful when it is populated by a process or auto-numbered Locked
Field A field can be locked or unlocked by the process at certain
point(s) in the object lifecycle. Calculated Field The editable
field can be put on a secure subpage, then a calculated field
(based on the editable field) can be displayed on the main subpage
having the appearance of being read-only Dependent Lookup Field
This is only available in later versions, but it is possible to
have one lookup field display values based on the value of another
lookup field on the same object. This will need to be done with
query based lookups.
- Slide 31
- 31 Clarity Educational Community Steps to Implement a Security
Model Try to have people receive their rights only once If a person
gets security through OBS rights and group rights or through
multiple groups, it will slow down performance in some pages/views
Do not use single instance rights where security groups make sense
Minimize security maintenance Architect security in such a way that
when new people are added or people change groups or roles that
changing their rights take a minimum amount of effort Determine OBS
structure early on Even if the OBS structure remains at a high
level, 2-3 levels, having those levels agreed upon will make
changes easier if other levels are required in the future
Understanding what each right means The definition of each right
Understand licensing implications of different rights
- Slide 32
- 32 Clarity Educational Community Steps to Implement a Security
Model Define Security Roles Not same as Primary Role or their
Security Groups Theoretical, not in the system Example: Timesheet
user is not a Primary Role and it may mean membership Pick a
philosophy (will discuss later) Do it on paper first (your security
model design) Can use OOTB groups as suggestions or material to
brain chew on but you will likely not use them. Set up the model in
Clarity Can be done concurrent with other implementation coding
Create dummy data Create dummy users one per role (not same as a
group) Look at dummy users in Licensing Portlets Challenge any
discrepancies to published PDFs Do the math of license implications
of your current design Log in as dummy user and Test and simulate
Can you see what you should in that role? Can you NOT see what you
shouldnt see (often neglected in test scripts)
- Slide 33
- 33 Clarity Educational Community Security Exposure Philosophies
Underlying Philosophies Open by default, restrict only when needed
Closed by default, open only when absolutely needed Blended Open by
default for everything but Financial information (pay grades,
rates, etc) which should be fully closed Choice of philosophy Often
driven by standards and compliance (SOX) Otherwise blended approach
works best. Closed by default creates overhead for the Support team
that isnt proven to be necessary. Also causes system to have to run
more logic to determine access. This means Global rights but within
the limits of their licensing (no need to give timesheet users the
rights to manage projects if they dont) Auditing versus Security If
someone is just worried that someone else will alter a field and no
one will know who did, then consider auditing Too much auditing can
cause performance issues on some versions of Clarity
- Slide 34
- 34 Clarity Educational Community Security - Licensing
Implications Licensing Portlets Audit them periodically and compare
results to licensing PDFs to validate what the portlet seems to be
saying
- Slide 35
- 35 Clarity Educational Community Portlets and Portlet Pages-
Overview Portlets are snapshots into CA Clarity PPM data and can
consist of grids, graphs, or snippets of HTML. You select data to
display in the Portlet. While Portlets do not replace CA Clarity
PPM reports, they can be considered as mini-reports. Portlets
obtain information and business intelligence from CA Clarity PPM,
from other databases within the enterprise, and from external
sources available in HTML, such as business news and network status
information. Each portal page is comprised of a set of
Portletssmall windows of information presented as graphs, tables,
or web page snippetsthat appear automatically on the desktops of CA
Clarity PPM users with the appropriate access privileges. Users can
further personalize their portal pages by deciding which Portlets
to show or hide and where to show them on the page.
- Slide 36
- 36 Clarity Educational Community Portlets - Types Chart
Portlets Provide graphic views into CA Clarity PPM data, such as
pie and line charts. Grid Portlets Are lists or tables of data that
can be filtered on-the-fly. HTML Portlets Formatted in HTML, these
Portlets grab web page content and plug it into a CA Clarity PPM
page. Data can be extracted from other internal or external web
sites. Filter Portlets Used to apply a common filter to all
Portlets on a page. Interactive Portlets Display visually-rich,
real-time CA Clarity PPM information using imported Xcelsius
visualizations
- Slide 37
- 37 Clarity Educational Community Data Administration Processes
Administration>Data Administration>Processes Processes
automate repetitive steps that you would otherwise perform manually
though the user interface. To accurately reproduce a user action,
the process impersonates the process initiator to perform the
process steps. A process includes a series of steps that result in
an end. Each step performs a single or multiple actions that moves
the process toward its completion. All processes have a start and a
finish step. Processes use pre and post conditions to connect the
steps. Clarity provides stock processes that you can use to:
Approve documents Approve timesheets Approve ideas Implement
scenarios
- Slide 38
- 38 Clarity Educational Community Data Administration Process
Steps The Process Steps provide the foundation for the Clarity
Processes. Start and End steps are always required and are
automatically created even if you do not explicitly define them.
You can add and define intermediate steps. Each step can consist of
multiple actions that must be performed by an assigned Clarity User
or the CA Clarity PMO.
- Slide 39
- 39 Clarity Educational Community Data Administration Process
Logic The Process logic is defined as the Pre-Condition or
Post-Condition of each step. When defining a pre-condition to a
step, you can use attributes from multiple objects added to the
process. For example, you can create pre-conditions that: Check the
status of action items Check between object attribute values Wait
for a sub-process to complete before joining the master process
After defining the pre-conditions that trigger a step, you must
define post-conditions that connect this step to the next step or
the end step. When defining a post-condition, for example, you can
create post-conditions that: Check the status of action items Check
between object attributes values (except for MVL attributes) Wait
for a sub-process to complete before joining the master
- Slide 40
- 40 Clarity Educational Community Data Administration Process
Actions Process actions can be defined as: Manual Actions System
Actions Run a Job Create Sub-processes Use a custom GEL Script
- Slide 41
- 41 Clarity Educational Community Data Administration Creating a
Process 1.Design 2.Draw it out 3.Create Process a.Associate Object
b.Steps 1)PRE-CONDITION 2)ACTION 3)POST-CONDITION 4.Validate /
Activate
- Slide 42
- 42 Clarity Educational Community Data Administration Example
Process (Lock Fields and Set Status)
- Slide 43
- 43 Clarity Educational Community Common Support Issues Check
for Transaction Posting Issues Processes in Error and
Troubleshooting Add Time Reporting Period Modifying Time Slices
Using a Custom Object to track Work Requests Using RegoXchange
portlets
- Slide 44
- 44 Clarity Educational Community Questions Phone 888.813.0444
Email info@regouniversity.com Website www.regouniversity.com We
hope that you found this session informative and worthwhile. Our
primary goal was to increase your understanding of the topic and CA
PPM in general. There were many concepts covered during the
session, if you would like to contact any presenter with questions,
please reach out to us. Thank you for attending regoUniversity
2015!
- Slide 45
- 45 Clarity Educational Community Hands On Exercises Exercise 1:
Create New Object Exercise 2: Create Subpage in Object Exercise 3:
Create Lookup Exercise 4: Create Attributes in Object (all types),
edit field sizes and make fields required both on field and view
Exercise 5: Modify Create, Edit and List views Exercise 5:
Create/Modify Security Group for New Object and New Subpage
Exercise 6: Create Grid Portlet based on new Object Exercise 7: Add
new Grid Portlet to Portlet Page Exercise 8: Create workflow to
trigger action item on new Object
- Slide 46
- 46 Clarity Educational Community Appendix Settings General
Project Management Resources/Roles Datamart and time slices
Financial Setup
- Slide 47
- 47 Clarity Educational Community General Settings System
Options These features support the definition of general Clarity
configurations Invalid Login Limit, Timeout Limits, Change Password
Requirements, etc. Navigation: Administration Tab>System
Options>General Settings Site Links Create site links that
appear on the General page for quick access to websites outside of
Clarity Downloads Download MSP Connector and other available
integrations
- Slide 48
- 48 Clarity Educational Community Project Management
settings
- Slide 49
- 49 Clarity Educational Community Project Management Settings
General Settings Navigation: Administration>Project
Management>Settings Timesheet Options Administration>Project
Management>Timesheet Options Recommended settings Indirect Time
should be disabled. Charge Code and Input Type Code should be
removed. 7 days before and 7 days after is the default setting for
Clarity to identify task assignments to populate on the timesheet.
Consider increasing the window (i.e. 14 before and 14 after) if the
project schedules are not updated regularly. Timesheet columns
sequence is Notes Icon, Investment, Phase Description, Daily
Actuals, Total, ETC
- Slide 50
- 50 Clarity Educational Community Project Management Settings
Time Reporting Periods Administration>Project Management>Time
Reporting Periods In this section, the Application Administrator
can create and manage the time reporting periods. Weekly time
reporting periods are used. Set the start date to the company
standard. This is usually Saturday, Sunday or Monday. Time periods
should be opened or closed based on COMPANY accounting rules. When
a month is closed out, and no more entries are allowed, then those
periods should also be closed in Clarity.
- Slide 51
- 51 Clarity Educational Community Project Management Settings
Charge Codes Administration>Project Management>Charge Codes
Charge Code is one of the project financial fields not requiring
the Financials Module to be enabled. Allows a COMPANY to define an
additional financial dimension for projects. Charge Code is also
available as an element in the rate/cost matrices and can be used
to determine the rates and costs to be applied to financial
transactions. Input Type Code Administration>Project
Management>Input Type Code Is one of the Resource financial
fields Allows the end user to define an additional financial
dimension for resources. Input Type Code is also available as an
element in the rate/cost matrices and can be used to determine the
rates and costs to be applied to financial transactions. Each
resource may be assigned an Input Type Code value within the
Resource General Properties page.
- Slide 52
- 52 Clarity Educational Community Charge Code and Cost type In
version 13.3(?), the Cost type field was introduced Cost type
values are Capital and Operating For those using Charge code for
that, there is a job to update the Cost type automatically There
are a few considerations Cost type is not available on Debit rules
or Credit rules for Chargebacks Cost type is not an available field
on the Transaction Entry screen Cost type is not available on the
timesheet and cannot be changed at the assignment level
- Slide 53
- 53 Clarity Educational Community Project Management Settings
Base Calendars Administration>Project Management>Base
Calendars Application Administrator can set up the base calendars,
which reflect standard holidays where a resource is located or
track otherwise unavailable work days. Organization resources use
the calendar as their base calendar. Exception calendars may be
selected and assigned to those applicable resources. Resources may
also select non work days such as vacation on their own
calendars
- Slide 54
- 54 Clarity Educational Community Resources/Roles A Resource is
a person or object (such as a piece of equipment or material) that
is used to perform a task or capture a non-labor expense. A Role is
a generic description of a function performed by a named resource.
(i.e. Developer, Business Analyst, Project Manager) Used for
planning and scheduling work effort to be replaced by named
resources when the work commences. Four types of resources or roles
in Clarity Labor: This type designates the performance of work by a
named resource or a role. Equipment: This type refers to any type
of machinery used to perform a job. For example, a tractor is a
piece of equipment, as are computers, printers, and fork-lifts.
Material: Any type of material used to perform a job, such as
training guides, chemicals, or fuel. Expense: This type identifies
the costs that are associated with a resource or a role. It can
also be used to identify any non-labor costs. NOTE: Roles are
assigned to projects to help identify task work effort and
timelines. Named Resources eventually replace roles in order to
perform the work and complete the tasks.
- Slide 55
- 55 Clarity Educational Community Resources/Roles Resource
Creation Application side: contains information regarding resource
that will be necessary when they are staffed to projects and enter
time Admin side: holds information regarding resource that will be
necessary when logging into application and using Clarity. Referred
to as User Profile Changes in either side flows through to the
other Steps to Create User Profile 1.Administration>Organization
and Access>Resources 2.Click New Button 3.Enter user information
on Properties page. 4.Click Save and Return
- Slide 56
- 56 Clarity Educational Community Resources/Roles Update
Resource added on Admin Side 1.Home>Resource
Management>Resources 2.Click on name of resource 3.Enter Values
for all required fields 4.Click Save and Return Financially Enable
a Resource 1.Access Resource from Home side using above steps
2.Click on Properties tab, select Financial drop down 3.Fill in
required fields 4.Select Financially Active Checkbox. 5.Click Save
and Return
- Slide 57
- 57 Clarity Educational Community Resources/Roles Create a new
Labor Role 1.Home>Resource Management>Resources 2.Change Is
Role Filter to yes in filter options and click Filter to display
existing roles 3.Click New 4.Select Role on Select Resource Type
page that displays. 5.Select Labor for Resource Type. Click Next
6.Populate Required fields. Click Save Financially Enable a Role
1.Select role using Is Role filter as shown in Create a Role
2.Click on Properties>Financial 3.Check Financially Active box
and populate Transaction Class and Resource Class 4.Click Save and
Return
- Slide 58
- 58 Clarity Educational Community Resources/Roles Create a new
Non-Labor Role 1.Home>Resource Management>Resources 2.Change
Is Role Filter to yes in filter options and click Filter to display
existing roles 3.Click New 4.Select Role on Select Resource Type
page that displays. 5.Select Equipment, Material or Expense for
Resource Type. Click Next 6.Populate Required fields. Click Save
Financially Enable a Role 1.Select role using Is Role filter as
shown in Create a Role 2.Click on Properties>Financial 3.Check
Financially Active box and populate Financial Department, Financial
Location, Transaction Class and Resource Class. 4.Click Save and
Return
- Slide 59
- 59 Clarity Educational Community Adding a New Slice Data
Administration
- Slide 60
- 60 Clarity Educational Community Data Administration Adding a
New Slice
- Slide 61
- 61 Clarity Educational Community Data Administration New Slice
Last run date will be blank until the Time Slicing job runs.
- Slide 62
- 62 Clarity Educational Community Data Administration New Slice
Last Run date is populated which means data is available.
- Slide 63
- 63 Clarity Educational Community Data Administration Types of
Slices There are five DAILY out of the box slices. These slices are
used to populate the datamart and some reporting tables. These
should NEVER have their names changed. #Slice Name
1DAILYRESOURCEAVAILCURVE 2DAILYRESOURCEACTCURVE
3DAILYRESOURCEESTCURVE 10DAILYRESOURCEALLOCCURVE
11DAILYRESOURCEBASECURVE
- Slide 64
- 64 Clarity Educational Community Data Administration Types of
Slices There are four MONTHLY out of the box slices. These slices
are not used to populate the datamart but are used in reporting.
#Slice Name 4MONTHLYRESOURCEACTCURVE 5MONTHLYRESOURCEESTCURVE
6MONTHLYRESOURCEALLOCCURVE 7MONTHLYRESOURCEAVAILCURVE
- Slide 65
- 65 Clarity Educational Community Data Administration Internal
Slices There are internal slices that cannot be seen or modified
via the browser. These slices are used in Team Detail and Resource
Planning time scaled views. These slices are slices and built
instantly as soon as data is saved in the UI. Internal slices
require the initial Datamart settings to be set up before they can
be populated.
- Slide 66
- 66 Clarity Educational Community Data Administration Best
Practices/Datamart Slices Since the daily slices populate the
datamart, keep your daily slices to a minimum. Use monthly or
weekly slices if possible. Try to avoid using daily dates in
portlets. The Datamart Job should be ran nightly. Do not run during
the day.
- Slide 67
- 67 Clarity Educational Community Data Administration Best
Practices/Time Slices Actuals : Keep your daily slices to a
minimum. ETCs : There is no need for ETCs in the past. Suggestion
is to keep the From date as the start of the current month.
Baselines : If the client does not use baselines, set the number of
periods to 0. The logical configuration for Baseline slice data
should start at the beginning of actuals and extend through
estimates. Availability : Align the From Date to the same From date
as actuals and set the number of periods to cover the range.
- Slide 68
- 68 Clarity Educational Community Data Administration Suggested
Approach for Time Slice Records One year in the past: Actuals
Timesheets One year in the past and 2 years in the future:
Baselines Variances Allocations Two years in the future: Estimates
Availability NOTE: Timeslices must not be removed, but they may be
modified. 1.Editing a Timeslice causes its data to be removed from
the DataMart, and then reloaded based on the new definition.
2.Click on the Timeslice ID to edit the Timeslice. 3.Click on the
New button to add a Timeslice. Save all changes. Note: If there is
a large volume of data, 1 or more years worth, you should schedule
the changing of Time Slice records outside of the normal work day.
It may take one or more hours for the Time Slice records to
refresh.
- Slide 69
- 69 Clarity Educational Community Data Administration Your Data
Options Clarity has three main places where data is stored: Core
Clarity Tables (Real Time) Resources Investments Datamart (Nightly)
NBI_PRT_FACTS Time Slices (Near Real Time) PRJ_BLB_SLICES
PRJ_BLB_SLICEREQUESTS
- Slide 70
- 70 Clarity Educational Community Data Administration Datamart
settings The Datamart provides point in time flat file report
tables. There are five (5) sections to Datamart settings Datamart
Currency: All financial data in the Datamart is stored in one
currency. To set up the Datamart, you need to specify the single
currency for the Datamart. Only one currency can be used for
reporting Datamart Entity: Relates to Financial Attributes. Only
one Entity can be used. Customization of Datamart Extraction:
Certain Datamart tables can be excluded from the Datamart
extraction job if these tables are not needed for reporting.
Project Organizational Structure Mapping: Setting the default
Project OBS enables these OBS structures to act as a catch-all in
the Datamart for Projects that have not been associated with an
OBS. In order to change these settings, the Datamart must be
refreshed. Resource Organizational Structure Mapping: Setting the
default Resource OBS enables these OBS structures to act as a
catch-all in the Datamart for Resources that have not been
associated with an OBS. In order to change these settings, the
Datamart must be refreshed.
- Slide 71
- 71 Clarity Educational Community Data Administration Datamart
settings The values used in the Datamart Settings page are shared
by all users. Only one Entity and Currency value are defined. They
cannot be changed once the first Datamart job runs. It is
recommended to turn on (check) all three Datamart Extraction
customization fields. It is recommended to add all appropriate
Project and Resource OBS structures for downloading. A default OBS
for each OBS type in the Datamart settings must be specified in
order for it to be used in the Datamart extraction. There can be up
to five OBS structures attached to a Datamart. Note: The presence
of the New Button on this screen means there is one or more
additional OBS structures that can be attached.
- Slide 72
- 72 Clarity Educational Community Data Administration Time
Slices Administration>Data Administration>Time Slices Clarity
enables you to run both prepared and ad hoc reports from its
database. A BLOB, or Binary Large Object, is a data type in the
database that can store large amounts of data. In Clarity, BLOBs
are used to store time-scaled data in a single field in the
database. A time slice is the readable portion of the table that
contains data that is derived from the sliced BLOB. Because most
reporting tools cannot read these objects, Clarity cracks them with
a Time Slice job and stores the obtained data in a flat table for
easy retrieval for reporting. Allows Niku to group data into weeks,
months, quarters, etc for more efficient queries. BLOB: Binary
Large Object Clarity Database
- Slide 73
- 73 Clarity Educational Community Data Administration Time Slice
Tables Portlets, Reports, Dashboards Timeslice job Daily Weekly
Bi-Weekly Monthly Quarterly Yearly more Clarity Database Images
obtained from CA documentation Time Slice Overview
- Slide 74
- 74 Clarity Educational Community Data Administration Time
Slices are found under Administration / Time Slices
- Slide 75
- 75 Clarity Educational Community Data Administration ROLLOVER
INTERVAL Frequency with which Clarity updates the From Date and
shifts the time slice range. FROM DATE This is beginning date in
your Slice Requests range. SLICE PERIOD Specifies the period to use
for each time slice request. NUMBER OF PERIODS Specify the number
of periods you would like reported. EXPIRATION This is the next
rollover date. LAST RUN DATE Last time the time slice job processed
a particular slice request. Item What is being sliced Images
obtained from CA documentation Timeslice Administration
- Slide 76
- 76 Clarity Educational Community Data Administration Slice
Range Qtr Jan-14 Feb-14 Mar-14 Apr-14 May-14 Jun-14 Jul-14 Aug-14
Sep-14 Oct-14 Nov-14 Dec-14 Jan-15 Feb-15 Mar-15 Apr-15 May-15
Jun-15 Jul-15 Aug-15 Sep-15 Oct-15 Nov-15 Dec-15 Jan-16 Feb-16 Time
Slice Setup 1/1/14
- Slide 77
- 77 Clarity Educational Community Data Administration Slice
Range Qtr Jan-14 Feb-14 Mar-14 Apr-14 May-14 Jun-14 Jul-14 Aug-14
Sep-14 Oct-14 Nov-14 Dec-14 Jan-15 Feb-15 Mar-15 Apr-15 May-15
Jun-15 Jul-15 Aug-15 Sep-15 Oct-15 Nov-15 Dec-15 Jan-16 Feb-16
Rollover Time Slice Setup 1/1/14
- Slide 78
- 78 Clarity Educational Community Data Administration Time Slice
Troubeshooting Is the Time Slicing running? Frequency Non-Prod
Environments Make sure the reporting periods are reasonable Do
people really need that much data? Start Dates Correct? Quarterly
dates correct. Weekly dates correct in line with time reporting
periods. Is the slice value needed? Custom Slices Baseline
Slices
- Slide 79
- 79 Clarity Educational Community Data Administration Other Time
Slice Considerations Resetting a slice. Do not touch the slice! Do
not do it during business hours! Datamart ramifications. Know what
portlets use slices.
- Slide 80
- 80 Clarity Educational Community Data Administration Reports
and Jobs Access Report and Job Definitions: Admin>Data
Administration>Reports and Jobs Inactivate and Reactivate
Reports or Jobs Run Reports and Jobs: Home>Personal>Reports
and Jobs Add reports to Overview Page for quicker access
Home>Personal>Reports and Jobs Select desired report, click
Add to My Reports Button Launch Clarity Report
Home>Personal>Reports and Jobs Click Report Name Select
Parameters including scheduling. Click Submit
- Slide 81
- 81 Clarity Educational Community Financials Best Practices Keep
Things as Simple as Possible Spend Time on the Full Architecture
Clarity is Cash Based No concept of P&L / Depreciation Clarity
is NOT the Company Financial System of Record; Clarity will never
match general ledger 100% Clarity is a MANAGEMENT tool enough
information to make decisions Start with required outputs, how do
you need to classify financial data; involve finance team
- Slide 82
- 82 Clarity Educational Community Financials - Entities
Financial OBS Department (Object and OBS) Location (Object and OBS)
Linked to a Department Defaults Default Financial Plans Fiscal
Periods Used within datamart jobs Used on Financial Plans-Cost
Plans and Budgets Currencies Home Currency Billing Currency
Exchange Rates Best Practice One Entity if Possible Only use
Department and Location if needed for rates, otherwise just one of
each
- Slide 83
- 83 Clarity Educational Community Financials - Classifications
Resource Classes Internal / External Specialized Resources Company
Classes Default to Corp Lines of Business Work In Process (WIP)
Classes Default Investment Classes Default Transaction Classes
Labor Equipment Material Expense Best Practice Default where
possible Align Transaction Class to Financial Reporting Needs.
- Slide 84
- 84 Clarity Educational Community Financials Other Attributes
Input Type Code on Resource Record (required for processing)
Billable Non-Billable Cost Type on Project Object Capital Operating
Charge Code on Investments (required for processing) Capital
Expense Roles on Resource Record Available to Rate Matrix Best
Practice Determine Charge Code usage vs. Cost Type Roles Understand
difference between Primary and Assignment Roles
- Slide 85
- 85 Clarity Educational Community Financials - Rate Matrix
Define Columns to Derive Rates Exact Rates Aggregate Rates
Non-Labor $1 Defaults End Dating Best Practice Determine Charge
Code usage vs. Cost Type
- Slide 86
- 86 Clarity Educational Community Financials - Resources &
Roles
- Slide 87
- 87 Clarity Educational Community Financials - Investments
- Slide 88
- 88 Clarity Educational Community Financials - Tasks Tasks Must
Have Charge Code to Process Financially: Charge Code Project Level
Summary Level Task Cost Type: Used for Portfolio Alignment in 13.3
Project Level Summary Level Task
- Slide 89
- 89 Clarity Educational Community Financial Plans Cost Plans:
Three ways to create a Cost Plan Manual New From Investment Team
New from Task Assignments Choose the Classes to display in your
Cost Plan. The Cost Plan populates the Planned Costs field at the
project level Actual costs will pull into the cost plan for
variance comparison by time period. Best Practice Set Cost Plan
Update Policy, how cost plans are to be created. Default Cost Plans
to show key financial metrics
- Slide 90
- 90 Clarity Educational Community Financial Plans Budget Plans:
A cost plan becomes a budget plan when the cost plan of record is
submitted for approval and approved Same structure and view as a
cost plan a saved/static version. Benefit Plans: Once you create a
benefit plan Clarity will make the planned cost fields read only.
The Benefit Plan populates Planned Benefit at the project level. If
the Benefit Plan is attached to the Budget, it populates Budgeted
Benefit at the project level. Realized Benefits-manual entry Best
Practice Align Budget and Baseline processes
- Slide 91
- 91 Clarity Educational Community Financial Jobs Summary Post
Timesheets Post Transactions to Financial Review Invalids (fix)
Post Transactions to Financial Post to WIP Import Financial Actuals
Other Slicing Investment Allocation Update Hierarchy Data Best
Practice Be a part of RegoXchange to get our Post to WIP Job.
Communicate Posting Schedule
- Slide 92
- 92 Clarity Educational Community Financials - Actual Costs -
Timesheets Base Setup Determine Posting Cadence Adjustment
Postings? Approval Policy Auto-approval? Timesheet Adjustment
Policy Number of Open Time Periods Best Practice Whatever your
posting and processing cadence is, make sure it is well
communicated. Postings modify project dates and financials,
therefore important to have a transparent and predictable
schedule
- Slide 93
- 93 Clarity Educational Community Financials - Actual Costs
Manual Transactions In the create entry section on the application
side, you must first create a voucher Vouchers can be Expense types
or Other Within the voucher, you can create multiple transactions
Transactions must have a date, investment, task, charge code,
resource id, transaction class, input type code, and the various
costs and amounts Run Post Transactions to Financial Run the Post
to WIP Run import financial actuals job Afterwards, check the admin
side for invalid transactions If there are some, fix the needed
fields and repost Run the investment allocation job (adjust the
investment list fields) Best Practice Have Rego build a better
interface for entering these costs, or have us build application
integration from your financial system of record.