ca project and portfolio management v14.x: ms project integration: tips, tricks and what's new...

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

2 © 2015 CA. ALL RIGHTS RESERVED.@CAWORLD #CAWORLD

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

and/or obligations of CA or its licensees under any existing or future license agreement or services agreement relating to any CA software

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

development, release and timing of any features or functionality described in this presentation remain at CA’s sole discretion.

Notwithstanding anything in this presentation to the contrary, upon the general availability of any future CA product release referenced in

this presentation, CA may make such release available to new licensees in the form of a regularly scheduled major product release. Such

release may be made available to licensees of the product who are active subscribers to CA maintenance and support, on a when and if-

available basis. The information in this presentation is not deemed to be incorporated into any contract.


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


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


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


Integration Overview


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


Identify and Install the MSP Interface


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


Install the MSP Interface Tips


Set Defaults and Options


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


Identify Field Mappings


Custom Views and Creating a Project


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


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


Resources and MS Project


Resources and MS Project

Staff a Plan– Should ALWAYS be done in CA PPM

– Resource Allocation button


The Four (4) As

Availability

Allocation

Assignment

Actuals


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


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.


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.


Identify Task Management GuidelinesTerminology Differences Between CA PPM and Microsoft Project Continued


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.


Identify Task Management GuidelinesTerminology Differences Between CA PPM and Microsoft Project Continued


% 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.


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


Control the Project


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


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


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


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.


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


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


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


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


Q & A


For More Information

To learn more, please visit:

http://cainc.to/Nv2VOe

CA World ’15

http://cainc.to/Nv2VOe

http://bit.ly/1wbjjqX

ca project and portfolio management v14.x: ms project integration: tips, tricks and what's new...

Technology