The Administration workspace Setup tab aims at providing all the tools needed to select and adapt the features to be used in the project, allowing the user to precisely tailor the experience as close to his/her needs as possible.
The main toolbar is located on the top of the view and aims at providing the most important project information and commands.
The display of the main toolbar differs depending on the tab currently selected and whether the project is locked or unlocked.
Here is the list of the buttons users can encounter in the Home Page workspace:
New | Allows the user to create a new project. | |
Publish | Publishes any changes to the current project, but only if the current project is the active Working version. | |
Edit | Opens the Project Administration dialog box. | |
Lock | Locks the project so that other users cannot modify it. Upon locking a project, the Undo and Redo commands become available. Note: This command is only available if the project is not yet locked by any user. | |
Unlock | Unlocks a previously locked project. Note: This command is only available if the project has been locked by the logged-in user. | |
Undo | Erases the previous change done, reverting the project to its previous state. Note: This command is only available if the project has been locked by the logged-in user. | |
Redo | Reverses the action of the Undo command. Note: This command is only available if the project has been locked by the logged-in user. | |
Status Report History | Opens the Status Report History full screen view. | |
Manage Baselines | Opens the Manage Baselines dialog box. | |
Workflow Actions | Allows the user to modify the Workflow State Vote associated with the project. | |
Workflow | Displays the Workflow Information dialog box. | |
More | Provides access to the following commands:
|
To activate a feature, the user needs to click on the corresponding icon:
Empty | Indicates that the feature is deactivated. Clicking on it activates the corresponding feature. | |
Activated | Indicates that the feature is activated for the selected project. Clicking on it deactivates the corresponding feature. |
The Home Page Features section provides the following options:
Evaluation | Makes the Evaluation feature available, allowing the user to describe and score his/her project. Activating this option displays the following views:
|
Connections | Makes the Connection feature available, allowing the user to connect the project with others. Activating this option displays the following views:
|
Dependencies | Makes the Dependency feature available for the project. Activating this option displays the following views:
In addition, other views containing options for creating dependencies or containing dependency-related alerts, for instance, will also be impacted. Clicking on the Gear () button opens the Dependencies Advanced Attributes popup. |
Work Packages | Makes the Work Package feature available for the project. Activating this option displays the Home Page workspace, Work Packages tab. |
Objectives | Makes the Objectives feature available for the project. Activating this option will display the Home Page workspace, Objectives tab. |
Benefits | Makes the Benefits feature available for the project. Activating this option will display the Home Page workspace, Benefits tab. |
The Dependencies Advanced Attributes popup provides the following fields:
Master Planning | Makes the selected Program available in the Master Planning workspace. The Master Planning workspace provides executives with a simpler and quicker way to monitor the key projects of their organization. This option is only available for projects whose Nature is "Program". |
Default Mapping | Allows the user to define the default way the Source object (Project or Task) of a dependency is going to be displayed on the Target Task:
|
Default Task Synchronization | Allows the user to define the Task completion value used for synchronization: % Completed (default) or Completed Date. |
Force Task Splitting | Activates the task "Allow Splitting" attribute by default upon synchronizing a Dependency. Reminder: The “Allow Splitting” attribute defines whether or not the uncompleted portion of a task can be separated from its completed portion. |
Allow the project to be a source | Allows the selected project to be chosen as a Source Object for a Project-to-Task Dependency. |
Allow the tasks to be a source | Allows the selected project's tasks to be chosen as a Source Object for a Task-to-Task Dependency. |
Task as Source | Allows the user to define which tasks are available for selection upon creating a new dependency:
|
Dependency Date Base | Allows the user to choose the Baseline to take into account for the Dependency Source dates. |
The Work Features section provides options that will mainly impact the Work workspace:
Agile | Makes the Agile feature available for the project. Activating this option will display the following views:
In addition, other views containing options for creating Agile objects or containing Agile-related alerts and indicators, for instance, will also be impacted. Clicking on the Gear () button opens the Agile Advanced Attributes popup. |
Work Items | Upon activating this option, the user will have the opportunity to activate each Work Item category individually (i.e., Action, Change Request, Deliverable, and Issues) for the project. Activating Work Items will impact the following views:
In addition, other views containing options for creating Work Items or containing Work Item-related alerts and indicators, for instance, will also be impacted. Clicking on the Gear () button opens the Work Items Advanced Attributes popup. |
Billing | Makes the Billing feature available for the project. Activating this option will display the following views:
In addition, other views containing options for managing Billable elements, or containing Billing-related alerts and indicators for instance, will also be impacted. Clicking on the Gear () button opens the Billing Advanced Attributes popup. |
Phases & Gates | Makes the Phases & Gates feature available for the project. Activating this option will display the Work workspace, Phases & Gates tab. In addition, various other views containing options for managing Phases & Gates or containing Phase & Gate-related alerts and indicators, for instance, will also be impacted. Clicking on the Gear () button opens the Phases & Gates Advanced Attributes popup. |
Tracking | Makes the Work workspace Tracking tab available, allowing the user to track the project using the Team Members’ Timesheets. Clicking on the Gear () button opens the Tracking Advanced Attributes popup. |
Risks | Makes the Risk Management feature available for the project. Activating this option will display the following views:
In addition, various other views containing options for managing Risks or containing Risk-related alerts and indicators, for instance, will also be impacted. Clicking on the Gear () button opens the Risks Advanced Attributes popup. |
The Agile Advanced Attributes popup provides the following Agile attributes:
Key | Any Backlog Item is identified by a unique and searchable Key. The user can modify the prefix of existing Backlog Items by entering a new value and clicking on the Update () button located on the right-hand side of the field. Important Changing the Agile Key prefix will also apply to the Work Object's one, but clicking on the "Update" button will only impact the existing Backlog Item' Key. |
Business Liaison | Allows the Product Owner to identify one or several users as Business Liaison. The Business Liaison is the person in charge of coordinating the customer needs with the Agile Team. This field is for information purposes only. |
Allow Backlog Item Conversion | Defines whether or not tools to convert Backlog Items into tasks are made available. Upon activating this option, the Convert () command will become available in the spreadsheet toolbar of the Full Backlog view upon selecting a Backlog Item. Note: This feature is only available if the Show Convert Buttons option in the System Settings workspace, Agile Settings folder, Global Options tab is switched on. |
Done Criteria | Allows users to enter a list of criteria that must be met before a product increment, often a story, is considered as Completed. |
Backlog Item Workflow | Allows the user to select the Backlog Item Workflow. This field is only editable if the project has no Backlog Items. |
Default Iteration Duration | When an Iteration is created, the Finish date will be, by default, calculated by adding the Default Iteration Duration to the Start date. Note: This option takes into account the project Calendar. |
WIP Limit | Allows the user to enter the value over which the WIP indicator will turn red. |
Performance Chart | Allows the user to select the chart that is to be displayed in the Home Page view (Burndown or Burnup). |
Burndown Data | Allow the user to choose whether the Burn Down chart should display Effort or Story Points values. Note: This option also applies to the Burn Up chart. |
Backlog Item Default Release Value | Allows the user to define whether the Backlog Item Release field should be automatically populated with the Release defined at the Backlog Item's Iteration or Epic level. This defines a priority; when the Default value is not available, the field will be filled in with the other object's Release (if any). |
Gantt Synchronization Options | Allows the user to define for which Agile Objects the linked Gantt Tasks' % Completed is going to be synchronized upon clicking on the Agile Problems panel "Update" button. |
Alert Options | Allows the user to filter the alerts that will be displayed in the Agile Synchronization Problems panel. In this way, the Project Manager is notified only for the alerts he/she is interested in viewing. |
Card Options | Allow the user to choose which element should be displayed in the Backlog Item card. For more information, please refer to the Backlog Item Card Slots options article (System Settings workspace, Agile Settings folder, Global Options tab). |
Backlog Item Sections Options | Allow the user to choose which Backlog Item dialog box sections are available, and if they should be activated by default. For these options to be taken into account, the user needs to Publish the project with the command displayed below. Note: The Publish action is only available for projects whose Version is “Working”. |
Enable Acceptance popup upon completion | When the Acceptance Backlog Item section is activated, the Enable Acceptance Workflow popup option is available. It allows the user to be prompted to update the "Acceptance" field upon completing a Backlog Item. |
The Work Items Advanced Attributes popup provides the “Key” field, which allows the user to define the prefix of the Work Object Key when automatically numbering the Work Objects. By default, the Key corresponds to the Project ID.
When redefining the project Key, in cases where some Work Objects already exist, the user will have to use the Update () button located on the right-hand side of the field, for all the existing Work Objects to be updated with the new prefix.
The Billing Advanced Attributes popup provides the following information:
Billing Mode | The Billing Mode is used to specify how Labor Revenues (Billable Amount values) are managed. Three different modes are available:
|
Enable Revenues for Reporting | Provides the Total Revenues in the Performance Dashboards. This option is only available if the corresponding setting is activated in the System Settings workspace, Project Settings folder, Billing tab. |
Task Billable by default | Allows the user to define if upon creating the task, the newly created task should be automatically marked as Billable or not. |
Revenue Rate Source | Upon selecting an option, the corresponding spreadsheet is displayed at the bottom of the dialog box. |
The Phases & Gates Advanced Attributes popup provides the following fields:
Use Current Baseline | Allows the user to use the Current Baseline to calculate the OTD Status. Note: This field is editable only if the Enable Project OTD Baseline Selection setting has been activated by the Administrator in the System Settings workspace, Project Settings folder, Display Preferences tab. |
OTD Baseline | Allows the user to choose the Baseline used to calculate the OTD Status. |
OTD Tolerance (read-only) | Indicates the % shift between the Phase or Gate Actual Finish and Baseline Finish dates deemed acceptable. Note: The OTD Tolerance is defined by the Administrator in the System Settings workspace, Project Settings folder, Display Preferences tab. |
Enable Mandatory Deliverables Check When Approving Gate (read-only) | Indicates whether or not the user will be able to Approve a Gate if the mandatory deliverables are not completed. Note: The Enable Mandatory Deliverables Check When Approving Gate option is set by the Administrator in the System Settings workspace, Project Settings folder, Workflow Options tab. |
Based on the options above, the OTD Status is calculated as follows:
Red | Not completed and late (Finish > OTD Baseline Finish + OTD Tolerance, or Finish > Today’s date) | |
Amber | Completed late (Finish > OTD Baseline Finish + OTD Tolerance) | |
Green | Completed on Time (Finish ≤ OTD Baseline Finish + OTD Tolerance) | |
None | Not Completed and On Time (Finish < OTD Baseline Finish + OTD Tolerance) |
The Tracking Advanced Attributes popup provides the following fields:
Actuals from Tracking Source Only | Indicates whether or not the Project Manager can edit the Labor Assignments Actual Effort values. |
Review Timesheet Before Apply | Indicates whether or not the Resource Manager must Review the Timesheet to make the “Apply” command available. |
Review Timesheet Before Approve | Indicates whether or not the Resource Manager must Review the Timesheet to make the “Approve” command available. |
Enable Impact Management | Allows the user to define whether or not the Impact Management full screen view should be available upon applying Timesheets. |
Tracking Default View Mode | Allows the user to choose which view mode will be set by default for the Project when reviewing Timesheets: By Tasks or By Resources. |
The Risks Advanced Attributes popup provides the “Key” field, which allows the user to define the prefix of the Work Object Key when automatically numbering the Work Objects. By default, the Key corresponds to the Project ID.
When redefining the project Key, in cases where some Work Objects already exist, the user will have to use the Update () button located on the right-hand side of the field, for all the existing Work Objects to be updated with the new prefix.
The Administration Features section provides the following options:
Lessons Learned | Displays the following views:
|
Documents | Displays the following views:
|
Attachments | Displays the following views:
|
The Activity Management section allows the user to select the tab that should be displayed first in the Work workspace. The following options are available: Gantt, Task List, Agile, and Work Items.
In addition, when some additional Gantt views have been implemented for the Gantt tab, Scheduler mode, the user can define which Gantt should be displayed by default.
Gantt Preferences are defined in the System Settings workspace, Project Settings folder, Global Options tab, Gantt Preferences sub-tab.
The Resource Management section allows the user to define whether or not a Resource Acquisition Capability should be used
Resource Acquisition | Allows the user to define whether or not a Resource Acquisition Capability should be used. Once this option is activated, he/she will have the opportunity to choose the Resource Origin (Allocations, Project Requests, or Work Package Requests), and whether or not to use Dedicated Resources. Note When the Resources Allocations option is activated, and if the Administrator has set the "Enable Allocation Type" setting option to "Both", the user can access the Allocations Advanced Attributes popup by clicking on the Gear () button. The Allocations Advanced Attributes popup allows him/her to define how to create Allocations (Direct Allocations, and/or Allocations linked to Requests). |
Generic Resources | Allows the user to define and assign predefined resource profiles. |
Cost Items | Allows the user to manage and assign Cost Items. |
The Default View sub-section allows the user to define which one of the Resources (default), Tasks, or Cost Items tabs should come first in the Resources workspace.
In addition, the following assignments options can be set:
Uniform/Non-Uniform | Allows the user to define whether or not the “Allow Non-Uniform” attribute should be set to “Yes” by default. |
Default Distribution Type | The Distribution Type governs how the resource is allocated over the length of a task. The following equation is used to relate the Duration, Rate, and Total Effort within a resource assignment: DURATION x RATE = TOTAL EFFORT. |
The Finance section allows the user to activate the following features:
Budget | Makes available the Budget feature for the project. Activating this option will mainly impact the Finance workspace. |
Transactions | Makes the Transactions feature available for the project. Activating this option will display the following views:
When several Transaction Modes and/or Levels are enabled, the Gear () icon is displayed. Upon clicking on it, the user can select the enabled Transaction Modes ("Dated", "Distributed", or "Both") and Level ("Project", "Task", or "Both"). |
Savings | Makes the Savings feature available for the project. Activating this option will display the following views:
|
Forecast Costs | Makes available the Forecast Costs feature for the project. Activating this option will mainly impact the Finance workspace. |
Clicking on the Advanced Attributes button opens the Finance Advanced Attributes popup.
The Finance Advanced Attributes popup can display the following fields:
Soft Assignment Cost Source | Allows the user to choose whether the cost source comes from the organization or the job classification when soft assignments are assigned to tasks. |
Default Resource Assignment Cost Source | The Default Resource Assignment Cost Source allows the user to define the default source for the Resource Assignment Actual Cost. |
Ranking Cost Source | Allows the user to choose whether the Business Case Cost displayed in the Portfolio Ranking workspace should come from the Total Cost or the Forecast Cost. This option is only available for Business Cases, if the “Enable Ranking Cost Source Selection” option has been activated by the Administrator in the System Settings workspace, Budget/Finance Settings folder. |
Discount Rate | Allows the user to define the rate of return used in a discounted cash flow analysis to determine the present value of future cash flows. The Discount Rate is the value that will be taken into account in the Net Present Value calculation. NPV = Cash Flowt / (1 + Discount Rate)t . |
Cost Center | Allows the user to associate the project's cost to a Cost Center. Once a Cost Center has been identified, the user will have the opportunity to easily compare the resulting Cost with the corresponding Cost Center’s Budget. |
Forecast Labor Type | Allows the user to choose whether the Labor Forecast should be displayed in terms of “Cost” or “Effort”. |
Enable Project Cost Center Reallocation In % | Allows the user to enter a Reallocation % value in the Finance workspace, Budget tab. Settings This option is only available when the corresponding setting has been activated in the System Settings workspace, Budget/Finance Settings folder, Budget section. |
It also provides the read-only lists of the Organizations (with the related Cost Center and Cost), Job Classifications (with the corresponding Cost and Revenue Rate), and Resources in the respective sub-tabs.
The Reporting & Alerts section allows the user to activate the following features:
Status Reports | Makes available the Status Reports feature for the project. Activating this option will display the following views:
In addition, various other views displaying the last submitted report will also be impacted. Clicking on the Gear () button opens the Status Report Preferences dialog box. |
Problems | Makes the alerts available in the following views:
|
Milestones Monitoring | Makes available the Milestone Monitoring feature for the project. Activating this option will display the Monitoring tab of the Administration workspace. |
Clicking on the Advanced Attributes button opens the Reporting & Alerts Advanced Attributes popup.
The Health Score Preferences section provides the necessary fields to set up the weight of each Health Score component.
The Chat Notifications section provides all the tools for the Project Manager to set up Webhooks. In doing so, some notifications will be pushed to a chat tool of the user’s choosing upon performing some actions.
Upon activating the “Allow Webhooks” option, the Webhooks spreadsheet will be displayed, allowing the user to define new Webhooks.
New | Allows the user to add a new row to the spreadsheet to define a Webhook. The user can then directly enter in the cells the Webhook Name, URL, and Status. | |
Delete | Allows the user to delete defined Webhooks. This option is only available if at least one Webhook is selected (i.e., the corresponding checkbox is ticked). | |
Edit | Opens the Webhook Details dialog box, allowing the user to define which events trigger a Notification. |