www.regouniversity.com
Clarity Educational Community
Tools and Techniques for Basic Administration
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
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Clarity Educational Community
Course Overview
• Administration Overview
• Objects
• Lookups
• OBS/Security
• Portlets
• Processes
Appendix
• Settings
• General
• Project
Management
• Resources/Roles
• Datamart and time slices
• Financial Setup
• Support Items
• Exercises
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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.
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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.
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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.
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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.
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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
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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
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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.)
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Objects – Attribute Data Types
When creating a new attribute, the procedure used depends on the data
type selected. These are the data types available for creating attributes.
1.
String
8.
Lookup
2.
Large String
9.
Multi-Valued lookup
3.
Number
10. Attachment
4.
Formula
11. Time-varying
5.
Money
12. URL (Links to actual data)
6.
Boolean
13. Virtual fields (Not actual data)
7.
Date
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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.
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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.
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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 Type
Description
Static List
Use 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 Queries
Use 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
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lookup inside a dynamic query lookup.
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.
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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
•
•
Edit
•
•
This is what the user sees when a new entry in the Object is created
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.
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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)
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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
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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.
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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
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Organizational Breakdown Structure (OBS)
OBS Creation
1.
2.
3.
4.
5.
Administration>OBS
Click New
Name OBS (this is what will display to users)
Create unique id. Ex: xx_ex_obs
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
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OBS – Quick Create
Quick Create allows you to
quickly add multiple OBS
values with the same parent
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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
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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
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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
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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.
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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 can’t 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 doesn’t 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”
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Security Architecture
Group
OBS
Rights
Global
Rights
OBS Level
Instance
Rights
Person
Automatic
Rights
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Security – Special Rights
• Collaborator Manager rights
• Doesn’t 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.
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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.
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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
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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 PDF’s
• 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 shouldn’t see (often neglected in test scripts)
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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 isn’t 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 don’t)
• 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
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Security - Licensing Implications
• Licensing Portlets
• Audit them periodically and compare results to licensing PDF’s
to validate what the portlet seems to be saying
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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 Portlets—small windows of information
presented as graphs, tables, or web page snippets—that 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.
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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
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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
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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.
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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
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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
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Data Administration
Creating a Process
1.
2.
3.
4.
Design
Draw it out
Create Process
a. Associate Object
b. Steps
1) PRE-CONDITION
2) ACTION
3) POST-CONDITION
Validate / Activate
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Data Administration
Example Process (Lock Fields and Set Status)
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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
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Questions
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.
Phone
888.813.0444
Email
info@regouniversity.com
Website
Thank you for attending
regoUniversity 2015!
www.regouniversity.com
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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
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Appendix
• Settings
• General
• Project Management
• Resources/Roles
• Datamart and time slices
• Financial Setup
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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
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Project Management settings
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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
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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.
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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.
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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
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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
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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)
•
•
Four types of resources or roles in Clarity
•
•
•
•
•
Used for planning and scheduling work effort to be replaced by named resources when
the work commences.
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.
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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.
2.
3.
4.
Administration>Organization and Access>Resources
Click New Button
Enter user information on Properties page.
Click Save and Return
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Resources/Roles
Update Resource added on Admin Side
1.
2.
3.
4.
Home>Resource Management>Resources
Click on name of resource
Enter Values for all required fields
Click Save and Return
Financially Enable a Resource
1.
2.
3.
4.
5.
Access Resource from Home side using above steps
Click on Properties tab, select Financial drop down
Fill in required fields
Select Financially Active Checkbox.
Click Save and Return
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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
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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
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Data Administration
Adding a New Slice
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Data Administration
Adding a New Slice
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Data Administration
New Slice
• Last run date will be blank until the Time Slicing job runs.
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Data Administration
New Slice
• Last Run date is populated which means data is available.
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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.
#
1
2
3
10
11
Slice Name
DAILYRESOURCEAVAILCURVE
DAILYRESOURCEACTCURVE
DAILYRESOURCEESTCURVE
DAILYRESOURCEALLOCCURVE
DAILYRESOURCEBASECURVE
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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.
#
4
5
6
7
Slice Name
MONTHLYRESOURCEACTCURVE
MONTHLYRESOURCEESTCURVE
MONTHLYRESOURCEALLOCCURVE
MONTHLYRESOURCEAVAILCURVE
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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.
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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.
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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.
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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.
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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
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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.
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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.
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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.
Clarity
Database
BLOB: Binary Large Object
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Data Administration
Time Slice Overview
Time Slice Tables
Timeslice job
Clarity
Database
Daily
Weekly
Bi-Weekly
Monthly
Quarterly
Yearly
…more
Portlets, Reports, Dashboards…
Images obtained from CA documentation
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Data Administration
• Time Slices are found under Administration / Time Slices
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Data Administration
Timeslice 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 Request’s range.
Images obtained from CA documentation
Item
What is being sliced
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.
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Clarity Educational Community
Feb-16
Jan-16
Dec-15
Nov-15
Oct-15
Sep-15
Aug-15
Jul-15
Jun-15
May-15
Apr-15
Mar-15
Feb-15
Jan-15
Dec-14
Qtr
Nov-14
Oct-14
Sep-14
Qtr
Aug-14
Jul-14
Jun-14
Qtr
May-14
Apr-14
Mar-14
Feb-14
Jan-14
Data Administration
Time Slice Setup 1/1/14
Slice Range
Qtr
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Clarity Educational Community
Feb-16
Jan-16
Dec-15
Nov-15
Oct-15
Sep-15
Aug-15
Jul-15
Jun-15
May-15
Apr-15
Mar-15
Qtr
Feb-15
Jan-15
Dec-14
Qtr
Nov-14
Oct-14
Sep-14
Qtr
Aug-14
Jul-14
Jun-14
May-14
Apr-14
Mar-14
Feb-14
Jan-14
Data Administration
Time Slice Setup 1/1/14
Rollover
Slice Range
Qtr
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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
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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.
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Data Administration
Reports and Jobs
•
Access Report and Job Definitions: Admin>Data Administration>Reports and Jobs
•
•
•
Run Reports and Jobs: Home>Personal>Reports and Jobs
Add reports to Overview Page for quicker access
•
•
•
Inactivate and Reactivate Reports or Jobs
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
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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
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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
Best Practice
Home Currency
• One Entity if Possible
Billing Currency
• Only use Department and
Location if needed for rates,
Exchange Rates
otherwise – just one of each
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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
Best Practice
• Default where possible
• Align Transaction Class to
Financial Reporting Needs.
Expense
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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
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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
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Financials - Resources & Roles
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Financials - Investments
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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
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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
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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
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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
Best Practice
Other
• Be a part of
RegoXchange to get our
Post to WIP Job.
Slicing
Investment Allocation
Update Hierarchy Data
• Communicate Posting
Schedule
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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
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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.
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