ca project and portfolio management v14.x: ms project integration: tips, tricks and what's new...
TRANSCRIPT
Pre-Con Education: CA Project and Portfolio Management v14.x MS Project Integration Tips, Tricks and What’s New for You
Kismet Silva-Smith
Agile Management
CA Technologies
Instructor
AMX05E
@TwitterHandle
#CAWorld
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For Informational Purposes Only
Terms of this Presentation
© 2015 CA. All rights reserved. All trademarks referenced herein belong to their respective companies. The presentation provided at CA
World 2015 is intended for information purposes only and does not form any type of warranty. Some of the specific slides with customer
references relate to customer's specific use and experience of CA products and solutions so actual results may vary.
Certain information in this presentation may outline CA’s general product direction. This presentation shall not serve to (i) affect the rights
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product; or (ii) amend any product documentation or specifications for any CA software product. This presentation is based on current
information and resource allocations as of November 18, 2015, and is subject to change or withdrawal by CA at any time without notice. The
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Notwithstanding anything in this presentation to the contrary, upon the general availability of any future CA product release referenced in
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Abstract
The session will show you where and how Microsoft Project and CA Project and Portfolio Management (CA PPM) bi-directionally map data, how to create and manage tasks, assignments and scheduling, as well as updating task status and work. It includes a broad discussion where and when data should be entered in CA PPM and MS Project, on defining data elements and how to capture them.
Kismet Silva-Smith
CA Technologies
Instructor
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Results
MS Project and CA PPM bi-directionally maps data, manages tasks, assignments and scheduling as well as updating task status. The CA PPM project acts as the ‘umbrella’ for PM methodology . The result is a project that follows Project Management and Scheduling standards.
SummaryMS Project Integration with CA PPM
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Agenda
INTEGRATION OVERVIEW
CUSTOM VIEWS AND CREATING A PROJECT
Q AND A
RESOURCES AND MS PROJECT
WORK BREAKDOWN STRUCTURE
CONTROL THE PROJECT
1
2
3
4
5
6
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Integration Overview
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Identify the MS Project Integration2 Lines Max
Microsoft® Project Interface– Schedule Connect
Project Properties– Settings Page
Set Scheduler to Microsoft Project
PICK ONE AND STICK WITH IT PER PROJECT
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Identify and Install the MSP Interface
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Bi-Directional
New xml file – same location as the .mpp file
Usually in the My Documents folder
Supportable – old integration no longer supported by Microsoft
When you launch a plan from the CA PPM screen,
it exports this plan to your local client system.
After you complete updating your session from
within Microsoft Project, you will select Save
from the CA PPM Integration toolbar to retain
your updates
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Install the MSP Interface Tips
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Set Defaults and Options
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Set Defaults and Options Continued
Tips
– At a minimum, you must set the File – Project
Option defaults at the application level
– Additionally, you will want to check and modify
these settings on the individual projects that
were created before you adjusted these File –
Project Option defaults
– These projects would have inherited the former
default settings
– Application Level Defaults allow all new projects
to inherit the default settings.
– Setting should also be reset for Legacy projects
that are being brought into CA PPM
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Identify Field Mappings
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Custom Views and Creating a Project
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Custom Views Gantt Chart View
Add the Key Task Column
Add the Charge Code Column
– Only if you let Users select
Task Usage View
actual work
remaining
Custom View
Combined View
Gantt Chart on the top
Task Usage on bottom
Modify Existing Views to Create Custom Views
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Create Projects – RULE OF THUMB
Anything on the Properties Tab and Team Tab
– Enter/Edit/Update in CA PPM
Anything on the Tasks Tab
– Enter/Edit/Update in MS Project
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Resources and MS Project
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Resources and MS Project
Staff a Plan– Should ALWAYS be done in CA PPM
– Resource Allocation button
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The Four (4) As
Availability
Allocation
Assignment
Actuals
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Work Breakdown Structure
There are often misunderstandings about the meanings of the terms “duration” and “work”
A task has duration amount and work amount, which may not always be equivalent values
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Define Work, Units and Duration
For a Fixed Units task, Microsoft Project recalculates Duration when you overwrite the Fixed Units value.
For a Fixed Duration task, Microsoft Project recalculates Work when you overwrite the Fixed Duration value.
For a Fixed Work task, Microsoft Project recalculates Duration when you overwrite the Fixed Work value.
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Identify Task Management GuidelinesTerminology Differences Between CA PPM and Microsoft Project
Microsoft Project Term CA PPM Term Meaning
Work Usage
Work is the total amount of effort scheduled to be performed on a task in the specified duration of all assigned resources.In Microsoft Project:
Work = Remaining Work + Actual WorkIn CA PPM:
Usage = ETC + Actuals
Remaining Work
Estimate to Complete (ETC)
The estimated remaining hours required to complete the task.
Actual Work Actuals The actual hours reported and posted by the team member(s).
Max UnitsProject
Allocation
Units represent the quantity of a resource assigned to a project. Suppose a resource has a daily availability of 8 hours. If the resource were allocated to a project to 100% or the resource or the Max Units equals 1, this means the resource will spend their full day on that particular day.On the other hand, a Max Units value of 25% means they will spend 2 hours of their total 8 hours per day on that project.
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Identify Task Management GuidelinesTerminology Differences Between CA PPM and Microsoft Project Continued
Microsoft Project Term CA PPM Term Meaning
UnitsTask
AssignmentThis is a subset of Max Units. Units represent the quantity of a resource assigned to a task.
Duration Duration
CA PPM Definition: The number of business days as inclusive of the Start Date and Finish Date regardless of whether a split may/may not be located during the task.
Microsoft Project Definition: Calculates the duration of a task by counting the amount of active working time between the scheduled start and end of the task. This is generally the time from task start to finish, not counting time between split tasks.
% Complete % Complete % Complete is a manually entered field in both applications.
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Identify Task Management GuidelinesTerminology Differences Between CA PPM and Microsoft Project Continued
Microsoft Project Term CA PPM Term Meaning
% Work Complete
% ExpendedThese are calculated fields.CA PPM defines this as: Actuals / Usage.Microsoft Project defines this as: Actuals / Total Work.
Type(Task Level)
Variable(Resource Availability
driven)Fixed
DurationBoolean:
Checked or Uncheked
The available Type options in Microsoft Project are Fixed Work, Fixed Units, and Fixed Duration. Keep in mind the Microsoft Project equation: Work = Units * Duration.
In CA PPM, checking the Fixed Duration box prevents the task duration from being changed by CA PPM regardless of the amount of work on the task.
Split Task Split TaskIn CA PPM it’s the same term but a different approach to creating the split. In Microsoft Project, adding splits to a task does not change the Duration, but will change the Elapsed Duration.
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Determine the Schedule
Some of the common elements of
Project Management get a bit more
complicated when using CA PPM and
Microsoft Project together
Status = Complete
– Microsoft Project
Zero out remaining work for all
resource assignments
– CA PPM
Zero-out the Estimate to Complete
value, select ‘Completed’ from the
drop-down in the ‘Status’ field
Remaining Work & Pending Estimate To
Complete
– Entry Precedence
– Work Contour
– Summary Tasks
– Blank Task Names
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Control the Project
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Baseline the Project
A Baseline will create a point-in-time capture of your project plan that you
can refer to, and measure against
– Baselines can include either the full or partial project WBS
Update to existing baselines
– Full baseline
– Update partial (tasks) baseline
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Baseline the Project
CA PPM can only have one Baseline active, but Microsoft Project can view several at a time
Microsoft Project can store 11 baselines, while CA PPM can store as many as you need
– If there are more than 11 project baselines stored in CA PPM, the latest 11 will download to Microsoft Project when
you open the project
CA PPM has security rights associated with creating and modifying baselines
– you will still be able to run the baseline functionality in Microsoft Project, but the data will not be saved to CA PPM
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Define Track Mode Settings This setting permits or restricts a
specific project from accepting
actuals from a timesheet and/or
permits the project manager to
enter actuals directly into the
project plan
The Track Mode is found in two
locations:
– Project level: Properties >
Settings
– Resource level: Properties
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Define Track Mode Settings
The following chart contains rules surrounding the capture of actuals using CA PPM Timesheets in conjunction with Microsoft Project
Project A Track Mode Resource X Track Mode Result
PPM PPM Actuals are entered via CA PPM Timesheets only.
PPM None Actuals for Resource X can only be entered via MSP for all projects. Resource X will not be able to fill in Timesheets in CA PPM.
None PPM Actuals for Project A will be entered via MSP; its task will never appear on CA PPM Timesheets. Resource X will track time for all other projects via CA PPM Timesheets.
None None Actuals for Resource X and Project A can only be entered via MSP.
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Tips Resources can be open for time entry at the resource, project and project assignment
level. If a resource is not open for time entry in all three places, they are not able to use
CA PPM timesheets.
Time periods should be created and status (open or closed) should be managed by an
application administrator
Timesheets are submitted, approved and posted in CA PPM Timesheets – only posted
timesheets appear as actuals
– Actuals on Timesheets, which have been saved but not yet posted, will appear as Pending Actuals
in Microsoft Project. These can be viewed using MSP mapping
– Do not update Actuals in Microsoft Project if the Track Mode is PPM or Other
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Apply Actuals
Be Vigilant on Timesheets– When work begins on the project, actuals will begin to be recorded against the
plan
– Impress upon your team members to track their time accurately and on the appropriate day or your plan‘s finish date may unnecessarily be delayed
Tasks not reported on a time sheet may change due to the posting of the assigned resource‘s time sheet. CA PPM assumes that a person's time sheet is a complete accounting of the project work they completed that week. If a scheduled task did not appear on the time sheet, it implies no work was completed by the resource on that task, and must be rescheduled for the following week or beyond
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Pending Actuals
There are three possible values you may see:– ‘0’ indicates that you are looking at a Summary task
– ‘-1’ indicates that there are no Pending Actuals entered on the timesheet as of that day
– A value other than ‘0’ or ‘-1’ indicates that the value you see is the team member’s cumulative Pending Actuals up through that day in that time period
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Pending Estimates
There are three possible values you may see:– ‘0’ indicates that you are looking at a Summary task
– ‘-1’ indicates that a Pending Estimate has not been entered for the task
– A value other than ‘0’ or ‘-1’ indicates that the team member has entered a Pending Estimate to identify a revision to the remaining estimate for the task
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Q & A
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For More Information
To learn more, please visit:
http://cainc.to/Nv2VOe
CA World ’15