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Agile Product Lifecycle Management Product Portfolio Management User Guide Release 9.3.3 E39293-01 |
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# 10 Configuring Product Portfolio Management

Agile PLM is highly configurable and provides administrators considerable flexibility in determining the display and behavior of various Agile objects to suit discrete business needs. Configuration options are available both in Agile Java Client and Agile Web Client.

## 10.1 Administration in Agile Java Client

The administrative features in Agile's Java Client help you configure and adapt Agile PLM to fit the way you already do business. Administrator nodes let you manage users and tailor aspects of Agile PLM to meet your company's requirements.

Detailed instructions on how to carry out all Agile PLM administration tasks are provided in the Agile PLM Administrator Guide. Some configuration settings that are required for Product Portfolio Management are listed here. You must be familiar with administering Agile objects in order to carry out the PPM configuration tasks described here.

### 10.1.1 Product Portfolio Management Configuration Checklist

Use the following checklist to configure Agile PLM server settings for Product Portfolio Management. For instructions on how to carry out these configuration tasks, refer the Agile PLM Administrator Guide.

- Configure the Projects Class - Change base class and class names according to your business requirement. Enable, disable, or rename Page Two tabs and attributes.

- Configure Subclasses of the Projects Class - Configure the Page Three tab and attributes. Create new autonumbers or modify predefined autonumbers.

- Customize Lists - Create new lists or modify predefined lists to display attributes for user selection.

- Configure Criteria - Define the criteria by which workflow and access control should be determined.

- Configure Workflows - Define the workflows you require to facilitate your business processes.

- Define Users - Define the users and resource pools (user groups) who will participate in projects.

- Configure Roles and Privileges - Assign those users appropriate roles, such as Program Manager, Program Team Member, Program Administrator etc. Check the privileges assigned to the predefined roles and modify if necessary.

- Configure SmartRules - Make sure you properly configure SmartRules related to MSP integration, timesheet entries, adding activities to completed Projects, commenting, and other SmartRules related to workflows.

- Configure Notifications - Configure settings for the predefined notifications or create new ones.

- Configure My Assignments - Define the attributes that should display in your My Assignments tab. Enable, disable or rename the attributes as appropriate.

- Define Company Profile - Specify the name, address, phone number, URL, and the corporate currency for your company.

- Define Currency Exchange Rates - Ensure that currency exchange rates are current to reflect accurate project costs.

- Configure the Dashboard - Define what tabs and tables you want displayed in the Dashboard.

- Configure Status Indicators - Define status attributes for Schedule, Cost, Quality, and Resource status tracking.

- Configure Default Roles - Specify which Agile PLM roles are assigned automatically to users when a task is delegated to them or when a Microsoft Project is published to Agile PPM.

- Configure Quick View for Projects - Configure the display of the Quick View dialog that provides details of the project object. Define what fields and action buttons should display to facilitate user action.

- Configure Events - Define custom actions that should occur before, after, or during predefined events.

- Set Up Task Configuration - Schedule execution of project-specific background tasks.

### 10.1.2 Notes on Data Settings

The following section provides information you need to keep in mind while configuring classes and sub-classes in Agile PLM.

#### 10.1.2.1 Object Classes for Deliverables

The objects that a user can specify as a deliverable are determined by several factors:

- If the appropriate Agile solution is installed at your site. For example, in order to select a Declaration, Agile PG&C must be installed at your site.

- Whether the user has the appropriate privileges to discover and read the object.

Class | Target Event Attribute | Notes | Deliverables tab table | Add by
--- | --- | --- | --- | ---
Item base class | Lifecycle | Defined in Agile Administrator Classes node, Lifecycle Phases tab. Controlled by the Agile change process. | Affected By | Search Create New
Changes base class | Workflow.Status | Target status list is dependent on the workflow that has been selected for the specified object. | Affected By Affects | Search Create New
Manufacturer Part class | Lifecycle | Defined in Agile Administrator Classes node, Lifecycle Phases tab. Not controlled by the Agile change process. | Affected By | Search Create New
Manufacturer class | Lifecycle | Defined in Agile Administrator Classes node, Lifecycle Phases tab. Not controlled by the Agile change process. | Affected By | Search Create New
File Folder base class | Lifecycle | Defined in Agile Administrator Classes node, Lifecycle Phases tab. Not controlled by the Agile change process. | Affected By | Search Create New
PSR base class | Workflow.Status | Target status list is dependent on the workflow that has been selected for the specified object. | Affected By Affects | Search Create New
QCR base class | Workflow.Status | Target status is dependent on the workflow that has been selected for the specified object. | Affected By Affects | Search Create New

#### 10.1.2.2 Enabling the Calculate Attributes

By default, all costs are calculated. However, by enabling the General Info tab Calculate attributes, the end user can choose whether to use the calculated cost or a cost value that he enters. The Calculate attributes are list type attributes that use a Yes/No selection list. When the Calculate attributes are disabled (not visible), the default setting is Yes (calculate). See also "How Total Cost is Determined."

With the exception of Labor costs, each of the cost fields shown in the table below has an associated Calculate attribute. You can enable all the Calculate attributes or only the Calculate attributes you want to use.

If the Calculate attribute is visible and the end user has the privilege to modify the attribute, he has the option to select Yes or No.

- Yes - When rolling up the costs of the current activity to its parent activity, use the calculated cost of the current activity's children.

- No - When rolling up the costs of the current activity to its parent activity, do not use the calculated cost, rather, use the cost entered in the cost field. In this case, there will be no rollups. Instead, cost will be calculated based on the values specified for the parent activity.

To use a Calculate attribute you must:

- Enable the appropriate Calculate attribute of the object's General Info tab. (Settings > Data Settings > Classes)

- Edit the appropriate Modify privilege masks by adding the Calculate attribute to the Applied To property of the privilege mask. (Settings > User Settings > Privileges > Modify)

For example, in order to use the Yes/No selection list for Calculate Capital Cost - Budget on the General Info tab of Activities, the user must have a Modify privilege mask for Activities that includes Activity.General Info.Calculate Capital Cost - Budget in the Applied To property.

The following table shows the cost attributes, their associated Calculate attributes, and the Modify privilege mask attributes that must be added to the Modify privilege mask Applied To property.

General Info tab Cost attribute: | Enable the associated General Info tab Calculate attribute: | Add to the appropriate Modify privilege mask Applied To property:
--- | --- | ---
Actual Labor Cost Budgeted Labor Cost Estimated Labor Cost to Completion | Actual Labor Cost and Budgeted Labor Cost are always calculated. Estimated Labor Cost to Completion can be edited on the General Info tab; it is not calculated. No Calculate attributes are provided for labor costs. | (Not applicable)
Actual Capital Cost | Calculate Capital Cost - Actual | <object>.General Info.Calculate Capital Cost - Actual
Budgeted Capital Cost | Calculate Capital Cost - Budget | <object>.General Info.Calculate Capital Cost - Budget
Estimated Capital Cost to Completion | Calculate Capital Cost - EAC | <object>.General Info. Calculate Capital Cost - EAC
Actual Fixed Cost | Calculate Fixed Cost - Actual | <object>.General Info.Calculate Fixed Cost - Actual
Budgeted Fixed Cost | Calculate Fixed Cost - Budget | <object>.General Info.Calculate Fixed Cost - Budget
Estimated Fixed Cost to Completion | Calculate Fixed Cost - EAC | <object>.General Info. Calculate Fixed Cost - EAC
Actual Flex Cost | Calculate Flex Cost - Actual | <object>.General Info.Calculate Flex Cost - Actual
Budgeted Flex Cost | Calculate Flex Cost - Budget | <object>.General Info.Calculate Flex Cost - Budget
Estimated Flex Cost to Completion | Calculate Flex Cost - EAC | <object>.General Info. Calculate Flex Cost - EAC

#### 10.1.2.3 Configuring Display of Date Attributes in Schedule Tab

In the Schedule tab, the order and display of date attributes in the header row of the activities table are controlled by settings for Date Group Table, Actual Date Group Table and Estimated Date Group Table attributes in Java Client (Admin > Classes > Activities > User Interface Tabs > Schedule > Attributes:Schedule). Settings for these group attributes override settings for individual date attributes.

You can enable or disable these attributes and also reorder the attributes to appear in the sequence you want them to appear.

#### 10.1.2.4 Variances Displayed in the General Info Tab Summary Table

The following variance calculations appear in the summary table at the top of the General Info tab of Activity objects and Gate objects. Use the Classes node to make the variance calculations visible in the summary table by enabling the attributes. Work days indicate the variance in scheduled days of work. Calendar days indicate the variance according to days on the calendar. A four week variance would appear as 20 work days and 28 calendar days.

If Actual and Estimated date fields are blank, no variance calculations are performed for those attributes.

Use the Classes node to choose which variance calculations will be visible in the summary table by enabling or disabling the attributes. In addition, you can use the Applied To property of PPM object Read privilege masks to control which users can read these attributes.

Variance attribute | Difference between
--- | ---
Estimated Start Variance Work Days | Estimated Start Date - Scheduled Start date (in work days)
Estimated Duration Variance Work Days | Estimated Duration - Schedule Duration (in work days)
Estimated Finish Variance Work Days | Estimated Finish Date - Scheduled Finish date (in work days)
Estimated Start Variance Calendar Days | Estimated Start Date - Scheduled Start date (in calendar days)
Estimated Duration Variance Calendar Days | Estimated Duration - Schedule Duration (in calendar days)
Estimated Finish Variance Calendar Days | Estimated Finish Date - Scheduled Finish date (in calendar days)
Actual Start Variance Work Days | Actual Start Date - Scheduled Start date (in work days)
Actual Duration Variance Work Days | Actual Duration - Schedule Duration (in work days)
Actual Finish Variance Work Days | Actual Finish Date - Scheduled Finish date (in work days)
Actual Start Variance Calendar Days | Actual Start Date - Scheduled Start date (in calendar days)
Actual Duration Variance Calendar Days | Actual Duration - Schedule Duration (in calendar days)
Actual Finish Variance Calendar Days | Actual Finish Date - Scheduled Finish date (in calendar days)

### 10.1.3 Notes on Setting Up Roles

The following section provides information you need to keep in mind while setting up Roles for users.

#### 10.1.3.1 Default Roles Assigned Automatically to Agile PPM Users

The Default Role node allows you to specify which Agile PLM roles are assigned automatically to users when a task is delegated to them or when a Microsoft Project, along with its users and roles, is published to Agile PLM.

Access to the Default Role node requires that the administrator user have PPM Default Role selected in the Applied To property of that user's Administrator privilege mask. For more information, see the Agile PLM Administrator Guide.

When you open the Default Role node, the Default Role window appears. It lists two Agile PPM roles:

- Default MSP Synchronization Role - Controls the role assigned to a user from a Microsoft Project that was published to Agile PLM. By default, the user is assigned the Program Team Member role.

- Default Object Owner Role - Controls the role assigned to a user when another user delegates a task to him. By default, the user is assigned the Program Manager role.

The Default Object Owner Role is also assigned to the object owner in the Team tab when an activity is created. When an activity is delegated, the role is assigned to the delegated owner only after the delegated owner accepts the delegation.

You can change the roles used for Microsoft Project synchronization or task delegation. By default, available roles you can choose are:

- Change Analyst

- Program Team Member

- Program Manager

- Resource Pool Owner

- Program Administrator

If you have modified the Agile PPM roles or defined additional roles for Agile PPM, the list of roles in the Default Role Role(s) lists may differ from the list above. For more information, see "How the Lists of Available Agile PPM Roles are Determined."

To change default roles used for Microsoft Project synchronization and task delegation:

1. Under System Settings > Product Portfolio Management, double-click Default Role. The Default Role window opens.

2. Double-click the Default MSP Synchronization Role to open it.

3. Click the Role(s) list and select a role.

4. Click Save.

5. Click Close to close the window.

6. In the Default Role window, double-click the Default Object Owner Role to open it.

7. Click the Role(s) list and select a role.

8. Click Save.

9. Click Close to close the window.

#### 10.1.3.2 How the Lists of Available Agile PPM Roles are Determined

There are several actions in Agile PLM where the Agile administrator or the end user is required to select an Agile PPM role from a list. Agile PPM role-selection actions include:

- When the Agile administrator selects the Default MSP Synchronization Role or the Default Object Owner Role, as described above.

- When the end user adds team members or resources to the Team tab of an activity.

The Agile PPM roles that appear in these lists are roles assigned to the login user that include at least one privilege mask with an object type of activities or gates. For example, the Agile-supplied Change Analyst role includes the privilege mask Subscribe to Gates Class; therefore, the Change Analyst role appears in the list of available PPM roles. If you were to remove that privilege mask (thus removing all activity and gate privilege masks) from the Change Analyst role, the Change Analyst role would no longer appear on the list of available Agile PPM roles.

End users do not need to have these PPM roles assigned at the system level (that is, in the Roles property of their User Profiles), as these roles are applied only on specific Agile PPM objects.

### 10.1.4 Notes on Assigning PPM-specific Privileges

The following section provides information on PPM-specific privileges and what you must keep in mind while assigning these privileges to users.

#### 10.1.4.1 Create from Template Privilege

This privilege, enabled for the Program Administrator and Program Manager roles, allows the user to create a project from an existing template. Users who do not have either of the "Program" roles will also need to have the following privileges in order to use the Create from Template privilege:

- Read privilege for the template that is being accessed

- Create privilege to create subclasses in the template

#### 10.1.4.2 Share, Grant, and Delegate Owner Privileges

Share, Grant, and Delegate Owner privileges cannot be inherited from a project role or default role. These privileges need to be assigned to users separately, as appropriate.

#### 10.1.4.3 Microsoft Project Privilege

Depending on the AppliedTo property of a Microsoft Project privilege mask, the Microsoft Project privilege allows the user to perform specific tasks between Microsoft Project and Agile PPM. By default, this privilege mask is enabled for the Program Administrator and Program Manager roles.

This privilege contains five properties in the Applied To field.

- Launch in Edit Mode - launch a PPM project Microsoft Project in Edit mode

- Launch in Read Only - launch a PPM project Microsoft Project in Read Only mode

- Publish from MS Project - publish from Microsoft Project

- Save As XML-Edit - save PPM project data in XML in Edit mode

- Save As XML-Read Only - save PPM project data in XML in Read Only mode

To enable these properties, move the required properties from the Choices list to the Selected list.

Before Agile PLM Release. 9.2.2, the Modify privilege contained the capability to access MS Project, which is now broken out to the Microsoft Project privilege. In addition to this privilege, you must enable General Info.Lock User and General Info.Schedule Editor in the Modify privilege to access MS Project in PPM Gantt Chart.

#### 10.1.4.4 Update All Timesheets Privilege

This privilege is enabled for the Timesheet Administrator role, and allows the user to administer all timesheets recorded in Agile PLM. With this privilege, a user can do the following:

- Search and view timesheets for other users, using the Timesheet Tab tools. For more information, see "Searching for Timesheets."

- View all tasks for a selected user, then view and change timesheet data recorded for each task, using the View and Personalize tools. For more information, see "Defining Timesheet Views."

This privilege overrides system privileges for viewing tasks. The user need not be a team member on the task in order to perform these actions.

#### 10.1.4.5 Adding Project Contents in Modify Privilege

In PLM 9.2.2, the Relationships tab was renamed to Content, for PPM objects. However, in the Projects classes, the properties under the Content tab are displayed under the Attributes: Relationships tab.

You can add other objects or contents to an existing project such as Customers, File Folders and so on. To enable this privilege, two properties have been added - Content.Name and Content.Rule. The AppliedTo property of any Modify privilege mask can be tailored to permit the user to add content (that is, add relationships) or add a Content rule (that is, add a rule to a relationship) based on the Name and Rule attributes, respectively, being enabled in the AppliedTo property.

To enable the ability to add content (Name attribute) and content rules (Rule attribute), in the Modify privilege mask's AppliedTo property, move Content.Name and Content.Rule properties from the Choices list to the Selected list. These properties are displayed in the AppliedTo property list as Activity.Content.Name and Activity.Content.Rule, and as Gates.Content.Name and Gates.Content.Rule. (Note that in other classes, the format will read, for example, Substances. Relationships.Name.)

For more details on the AppliedTo property, see the section, "AppliedTo Capability" in the Agile PLM Administrator Guide.

#### 10.1.4.6 Accessing Gantt Charts

In Agile PLM 9.2, the Gantt base privilege was removed. The Gantt capability is now covered by Read Program Schedule and Modify Program Schedule privilege masks. For more information, see the following section.

#### 10.1.4.7 Modify Privilege Mask Applied To Properties that Control Specific User Actions

Agile PLM uses Modify privilege mask Applied To properties to determine and control certain specific user actions and capabilities in Agile PPM. For example, if a user has a role that includes a Modify privilege mask for activities and the Applied To property includes the Activities.Schedule.Name attribute, then that user is able to use the Add function on the Schedule tab.

Agile PLM roles and privilege masks allow you to define very specific and narrow Agile PPM user capabilities if required. For detailed information about privilege masks, see Agile PLM Administrator Guide.

The following table lists the Modify privilege mask Applied To properties and which PPM actions they control.

This table uses <object> as a place holder for the class or subclass name in the Applied To attribute column. The actual class or subclass name in any privilege mask is determined by the reusable criteria specified in the privilege mask. If you view the example privilege masks mentioned in the Notes column, the Applied To properties will be appropriate for that specific privilege mask (for example, Activities.General Info.Lock User).

Object-level actions

Action or capability provided | Applied To attribute | Example Privilege Mask / notes
--- | --- | ---
Lock or unlock projects Lock and Unlock | <object>.General Info.Lock User | Example - Modify Program Schedule.
Cancel Locked Project UnlockAllows user to cancel the locked condition of a project that was locked by a different user. | <object>.General Info.Locked From Program | Example - Cancel Lock Program.
Edit the Gantt chart Gantt Chart | <object>.General Info.Lock User and <object>.General Info.Schedule Editor | Example - Modify Program Schedule (for Lock User). and Example - Read Program Schedule (for Schedule Editor). Note that the user requires modify privilege for both of these attributes in order to edit the Gantt chart.
Read the Gantt chart Gantt Chart | <object>.General Info.Schedule Editor (and the user does not also have<object>.General Info.Lock User) | Example - Read Program Schedule. If the user has Modify applied to General Info.Schedule Editor, but he lacks Modify applied to Lock User, he will be able to open and read the Gantt chart, but he will not be able to edit the Gantt chart.
Save as XML Microsoft® Project >Save As XML | <object>.General Info.Schedule Editor | Example - Read Program Schedule. Note that this is a Modify type privilege mask, not a Read type privilege mask. Note: Save as XML and Launch in Edit Mode set the Schedule Editor attribute to MSP. This disables the roll-up of dates in Agile PPM.
Launch in Microsoft Project in read-only mode Microsoft® Project >Launch as Read Only | <object>.General Info.Schedule Editor | Example - Read Program Schedule. Note that this is a Modify type privilege mask, not a Read type privilege mask.
Launch in Microsoft Project in edit mode Microsoft® Project >Launch in Edit Mode | <object>.General Info.Schedule Editor and <object>.General Info.Lock User | Example - Read Program Schedule. Note that this is a Modify type privilege mask, not a Read type privilege mask. and Example - Modify Program Schedule Note: Save as XML and Launch in Edit Mode set the Schedule Editor attribute to MSP. This disables the roll-up of dates in Agile PPM.
Publish from Microsoft Project Microsoft® Project >Publish From Microsoft® Project | <object>.General Info.Lock User | Example - Modify Program Schedule.
Substitute Resource Actions > Substitute Resource | <object>.Team.Name | Example - Modify All Programs, Phases, Tasks and Gates.
Change Parent Actions > Change Parent | <object>.Schedule.Name | Example - Add Programs, Example - Add Phases, Example - Add Tasks.
Change Archive Status Actions > Change Archive Status | <object>.General Info.Archived | Example - Modify All Programs, Phases, Tasks and Gates.
Delegate Delegate an activity (you are the owner) to a different owner Actions > Delegate | <object>.General Info.Delegated Owner | Example - Modify All Programs, Phases, Tasks and Gates.
Change Owner--Edit the Owner field of an activity from the General Info tab. | <object>.General Info.Owner | Example - Read All Programs, Phases, Tasks and GatesModify All Programs, Phases, Tasks and Gates
Delete Delete the current object Actions > Delete | Always requires a Delete privilege mask for the current object where the delete action is performed in Agile PPM. Requires Delete privileges for subordinate objects on the current object's Schedule tab. If there is a parent object, Delete of the current object also requires the following: Delete privilege mask for the parent object. •Modify privilege mask for the parent object: <parent object>.Schedule.Name | When the current PPM object is deleted in Agile PPM Web Client, all three privilege masks are required (if there is a parent object). Current object Delete privilege Children objects Delete privileges Parent object Delete privilege Parent object Modify Schedule.Name

Schedule tab actions

Action or capability provided | Applied To attribute | Example Privilege Mask / notes
--- | --- | ---
Add activities Add button | <object>.Schedule.Name | Example - Add Programs, Example - Add Phases, Example - Add Tasks.
Delete activities Delete button | <object>.Schedule.Name for the current Schedule tab object. Requires Delete privileges for the deleted object and the deleted object's subordinate objects. | The user must have Modify privilege applied to Schedule.Name for the object where the Delete activities action (on the Schedule tab) is preformed. Also requires Delete privileges for the deleted objects and their children. Example - Add Programs, Example - Add Phases, Example - Add Tasks. Note: Delete privileges for the current objects are not required.
Edit > Dependencies | <object>. Dependencies Dependent Upon.Name for the object in Schedule tab row that is being edited. | Example - Modify All Programs, Phases, Tasks and Gates.
Edit > Display Order | <object>.Schedule.Name | Example - Add Programs, Example - Add Phases, Example - Add Tasks.
Edit > Reschedule | <object>.General Info. Schedule Start Date and <object>.General Info. Schedule End Date | The user must have modify privilege masks that allow him to modify the Schedule Start Date and Schedule End Date of the object where the Reschedule action (on the Schedule tab) is performed. Example - Modify All Programs, Phases, Tasks, and Gates.
Edit > Add Team | <object>.Team.Name | Example - Add Programs, Example - Add Phases, Example - Add Tasks.
Create Baseline | <object>.Schedule.Name | Example - Add Programs, Example - Add Phases, Example - Add Tasks.
Remove Baseline | <object>.Schedule.Name | Example - Add Programs, Example - Add Phases, Example - Add Tasks.

Dependencies tab actions

Action or capability provided | Applied To attribute | Example Privilege Mask / notes
--- | --- | ---
Add activities Add button | <object>.Schedule.Name | Example - Add Programs, Example - Add Phases, Example - Add Tasks.
Add or remove dependencies Add button Remove button | <object>. Dependencies Dependent Upon.Name | Example - Modify All Programs, Phases, Tasks and Gates.

Team tab actions

Action or capability provided | Applied To attribute | Example Privilege Mask / notes
--- | --- | ---
Add team members Add button | <object>.Team.Name | Example - Modify All Programs, Phases, Tasks and Gates. Modify privilege for attribute Team.Name allows the user only to add or to remove team members. In order to edit the Team table, the user must have additional modify privileges for the specific Team table attributes; refer to the row below.
Edit team member Edit button | <object>.Team.%_Allocation <object>.Team.Actual_Hours <object>.Team.Assigned From <object>.Team.Roles | In order to edit the Team table, the user must also have a modify privilege mask with explicit Applied To properties for the specific Team table attributes that needs to be edited, for example, Actual Hours.

Content tab actions

Action or capability provided | Applied To attribute | Example Privilege Mask / notes
--- | --- | ---
Set mandatory content | Activities.Content.Mandatory | To be able to make a Yes/No selection in the Content tab Mandatory column, the user must have a modify privilege mask with explicit Applied To properties for the Mandatory attribute.

#### 10.1.4.8 About Privileges for Gantt Chart and Microsoft Project

The table above includes definitions of the Modify privilege masks necessary to grant users:

- The ability to open an Agile PPM activity in Gantt Chart and, therefore, edit that activity and its children, including creating new children.

- The ability to Launch in Microsoft Project an Agile PPM activity and, therefore, edit that activity and its children, as well as create new children.

When activities are edited in Gantt or Microsoft Project, Agile Create privilege masks and Modify privilege masks pertaining to the editing of the contents of specific fields cannot be checked within the Gantt or Microsoft Project applications. For example, it is possible that a user may not be able to create a particular Agile PPM subclass when working in Agile PPM, but he will be able to create that subclass in Gantt or Microsoft Project. In a similar manner, a user may not be able to edit the content of specific Agile PPM object attributes when working in Agile PPM, but he will be able to edit those fields in Gantt or Microsoft Project.

Caution: If you wish to precisely limit the create and modify attribute privileges of some users, then do not give those users the ability to edit in Gantt or Microsoft Project. Gantt and Microsoft Project edit capabilities are more appropriate for Agile PPM users requiring broad create and modify capabilities.

#### 10.1.4.9 Delete Object Privileges for Gantt Chart and Microsoft Project

When a user edits an Agile PPM project in the Gantt Chart or he uses Microsoft Project > Launch in Edit Mode to edit in Microsoft Project, he can perform many actions including deleting objects (activities or gates), changing the parent, changing dates or adding dependencies.

When the user uploads his changes to the Agile PPM server (Update function in Gantt Chart, Agile > Publish to PPM in Microsoft Project), Agile PLM checks to ensure that the user has the appropriate delete privilege masks for all activities and gates deleted. If the user does not have the appropriate delete privilege mask for an object that was deleted in Gantt Chart or Microsoft Project, none of the modifications made will be written to the Agile database. An error message informs the user that the action requires the necessary delete privileges.

Therefore, you can define mandated activities in Agile PPM, that is, activities that cannot be deleted from a project. This is enforced by configuring Delete privilege masks that do not allow users to delete mandated activities. See "Setting Up Restricted Delete Privileges."

#### 10.1.4.10 Setting Up Restricted Delete Privileges

The Agile-supplied Delete privileges masks are very broad, for example, Delete All Programs, Phases, and Gates allows the user to delete any object in the Projects base class, with no restriction. To create a restricted Delete privilege mask, create a reusable criterion that defines the objects the user will be allowed to delete, then use that criteria to create a Delete privilege mask. (For more information about reusable criteria and privilege masks, see the Agile PLM Administrator Guide).

When a user modifies a PPM project in the Gantt Chart or in Microsoft Project, the restricted Delete privilege masks are applied when the user updates or publishes back to Agile PPM.

Here are some examples of how you might set up and use restricted Delete privilege masks:

- Create a specific subclass for mandated activities that you will not allow to be deleted. You can then create reusable criteria that either exclude the mandated subclass, or include all subclasses except the mandated subclass.

  - Object Type: Activities General Info. Activities Type Not Equal to Mandated Task

    Where Mandated Task is a subclass you created to use for tasks that cannot be deleted. This allows all other Activities subclasses to be deleted, but Mandated Tasks cannot be deleted.

- Create individual criteria and individual Delete privilege masks for each subclass, but do not create or assign a Delete privilege mask for the Mandated Task subclass. For example, you might create Delete privilege masks using the reusable criteria:

  Object Type:Programs

  Object Type: Phase

  Object Type: Task

  (No Delete privilege mask created for Mandated Task.)

- Define an object attribute that determines whether the task is mandated or not. This allows users to define mandated tasks on a case-by-case basis. This designation can be set up in a template and new projects copied from the template will carry over the value.

Once you have defined the attribute, you can create reusable criteria that evaluate the contents of that attribute. For example:

Page Two.List01 Not Equal to Mandated

Where Page Two.List01 is a list field that you have defined in order to set whether an activity is mandated or not.

Additionally:

- You must define a list for the Page Two.List01 attribute, for example, list selections Mandated and Non-Mandated.

- In order to limit who may edit the Page Two.List01 attribute, you must create and assign Modify privilege masks that allow and disallow the ability to change whether or not a task is mandated. Including Page Two.List01 in the Applied To property of a Modify privilege mask allows the user to change this attribute. Typically, you will allow very few users to change this attribute.

Caution If you plan to use restricted Delete privileges for Agile PPM, remove any broadly-defined Delete privilege masks from the Agile PPM roles.

Agile privilege masks are additive. If a user has a Delete privilege mask that restricts delete privileges for Mandated Task subclass objects, but he also has the Delete All Programs, Phases, and Gates privilege mask (which allows him to delete any object in the Programs base class), then the user will be able to delete Mandated Task subclass objects.

#### 10.1.4.11 Settings Required for Menu Command: Actions > Change to Canceled

The Actions > Change to Canceled menu command allows users to cancel the displayed project object and automatically cancel all its children (change workflow status to Canceled). In addition, users can also cancel leaf node objects by using the Change Status button.

Regardless of which method the user chooses, his ability to change the workflow status of a PPM object (including cancelling a PPM object) is determined both by the workflow status property Valid Manual Next Status setting and by the user's assigned Change Status privilege masks.

The Agile-supplied default Change Status privilege masks for PPM objects provide the ability to change statuses from any status to any other status. If you use custom Change Status privilege masks for PPM objects, review them to verify that the end users will be able to perform a top-level cancellation.

#### 10.1.4.12 Enabling Assign Action in User Groups

Resource Pool owners can assign pending assignments to resources across projects from the User Groups page in Agile Web Client. User groups that have resources with percentage allocation to any project appear in this tab. When you click on a user group name a set of tabs display details of that user group. Under the Assignments tab, you can select a user and click Assign to assign a task. This Assign action button is made available based on a setting in the Agile Java Client.

To enable the Assign action button:

1. In the Java Client Admin tab, navigate to User Settings > Privileges.

2. Double-click on Modify.

3. Search and locate the Modify User Groups privilege. Double-click on the table row to view details.

4. Click the down arrow next to the Applied to field.

5. Move User groups.Assignments.Name from the Choices list to the Selected list and click Save. For details on the AppliedTo property, see the topic "AppliedTo Capability" in the Agile PLM Administrator Guide.

The User Groups > Assignments tab is not available for configuration in Java Client.

#### 10.1.4.13 Configuring Stationary Gates

To allow selected users to define a Gate as a Stationary Gate, you must first create a specific privilege in Java Client Administrator. Then you can assign this privilege to a particular Role, and assign that role only to users who should be able to modify stationary gates.

To configure a privilege to modify stationary gates:

1. In the Java Client Admin tab, navigate to User Settings > Privileges.

2. Create a new privilege. You can call it ModifyStationaryGates, for example.

3. In the Privilege Criteria field, choose All Gates.

4. In the Applied to field, click the down arrow to open the selection dialog.

5. Under Choices, select Gates.GeneralInfo.EnableStationaryGate.Click on the right arrow to move it to the Selected list.

6. Click Ok to save your changes.

### 10.1.5 Notes on Setting Up SmartRules

The following section provides information you need to keep in mind while setting up SmartRules.

#### 10.1.5.1 Automatic Installation from PPM SmartRule

Auto-Installs From PPM is a SmartRule that can be set to Allow, Disallow, or Warning. This SmartRule controls the automatic installation of Microsoft Project (2002 and 2003) DLLs into a user's system Registry. Installation of the DLLs enables seamless publishing using an Agile menu within Microsoft Project. Auto-Installs From PPM also controls the installation of Sun's JRE for the java-based Gantt Chart. The JRE is required to launch the Gantt Chart.

The default setting for Auto-Installs From PPM SmartRule is Allow. Set this to Disallow if your company does not want any applications to be automatically installed.

If end users do not have Administrator rights on their PCs, you should consider setting Auto-Installs From PPM to Disallow and have your IT organization load the DLLs and/or JRE.

If Auto-Installs From PPM is set to Allow and a user does not have Administrator rights on his PC, selecting the Gantt Chart or Microsoft Project buttons in Agile PPM will initiate the installation process but it will not successfully install. This will happen every time a user selects one of these buttons and will become a usability issue.

IT departments can do system-wide installations of the JRE or Microsoft Project DLLs, in which case, the functionality of the Microsoft Project integration and Gantt Chart will be fully supported regardless of the setting of this SmartRule. Auto-Installs From PPM SmartRule governs only the automatic installation of the JRE or Microsoft Project DLLs; it does not govern the launch of these applications.

### 10.1.6 Configuring Status Display

Status tracking for projects is achieved by the use of appropriate status indicator settings in Java Client. These can be configured to display the types of statuses you want to monitor, using names, icons, colors, and other settings of your choice.

#### 10.1.6.1 Status Nodes

The Status nodes provide visibility into whether a project's targets in the areas of Schedule, Cost, Quality, and Resources are currently being met (the 1 value), currently not being met (the 2 value), or are seriously off the target (the 3 value).

The Rollup Health Status attribute on the General Info tab of an activity object determines whether that activity object is included in the rollup. By default, statuses from leaf node activities (tasks with no children) roll up to higher levels in the project structure (Rollup Health Status = Yes). The user can determine which objects are excluded from the rollup by editing the Rollup Health Status attribute on the General Info tab to No. This enables the user to include or exclude a selected activity in the rollup.

#### 10.1.6.2 Changing the Status Names the User Sees

In Agile PPM Web Client, the health statuses are attributes on the General Info tab. They are also reported in the health status indicators in the upper right of the activity window. By default, these are named: Overall Status, Schedule Status, Cost Status, Resource Status, and Quality Status.

To change the labels or names that appear in Agile PLM Web Client, modify the names of the health status attributes on the General Info tab of Activities or Gates class.

For example, to change the name of the Activities object's Cost Status attribute to Accounting Status, change its name on the Classes node. The new name, Accounting Status, appears on the Activities object's General Info tab; it also appears in the health status indicators in the upper right of the activity window.

#### 10.1.6.3 Modifying Status Node Settings

When you open one of the Status nodes (Schedule, Cost, Quality, or Resource), the appropriate Status window appears. The properties on the main table are Order (1, 2, or 3), Name, Description, and Enabled. The buttons are Create and Delete.

When you double-click anywhere in the row of a status table, the object opens to the General Information tab. You can edit the fields in this window as necessary.

Quality and Resource status are not programmatically set by Agile PPM. These fields can be renamed and used for other status purposes, such as Risk. These are subjective ratings. Cost and Schedule status are always calculated according to the thresholds set. It is not possible to turn off this automatic calculation.

#### 10.1.6.4 Schedule Status

The Schedule Status window reports the status of the project regarding schedule.

The Overdue Value can be either a positive number or a negative number.

The Overdue Value can be either days or a percentage of the duration.

To set the Overdue Type (Days or Percentage):

1. In Agile Administrator, open the Schedule Status node under Settings | System Settings | Product Portfolio Management.

   The Schedule Status window opens with the General tab displayed on top.

2. On the General tab, in the Overdue Type drop-down list, select either Days or Percentage.

3. When you are finished, click Save.

To modify the Schedule Status values:

1. In Agile Administrator, open the Schedule Status node under Settings | System Settings | Product Portfolio Management.

   The Schedule Status window opens with the General tab displayed.

2. Click the Status tab to display the schedule statuses.

3. Double-click the status row you want to modify. The schedule status window is displayed.

4. Make the desired modifications.

   It is important that you follow the guidelines explained in the section "Schedule Status Guidelines" in the Agile PLM Administrator Guide.

5. When you are finished, click Save.

##### 10.1.6.4.1 Schedule Status Guidelines

The following table shows the default Schedule Status settings (Overdue Type = Days).

Order | Name | Description | Overdue Value | Icon
--- | --- | --- | --- | ---
1 | On Track | On Track | 0 | Green
2 | Needs Attention | Needs Attention | 1 | Yellow
3 | Off Track | Off Track | 5 | Red

In order for the schedule status to evaluate correctly, follow these rules when setting the Overdue Value attributes:

- All three states (On Track, Needs Attention, and Off Track) must have a value for Day_Overdue. A blank value is not valid, however, zero (0) is a valid value.

- The Overdue Value values must be ascending values that follow the order. That is, On Track (1) must have the lowest value, Needs Attention (2) must have a higher value than On Track, and Off Track (3) must have a higher value than Needs Attention.

- The above rules apply for both Overdue Type = Days and Overdue Type = Percentage.

- The following tables show some examples of valid Overdue Value settings:

Overdue Value settings, Days:

Order | Name | Overdue Value Days | Overdue Value Days | Overdue Value Days | Overdue Value Days
--- | --- | --- | --- | --- | ---
1 | On Track | -10 | -5 | 0 | 5
2 | Needs Attention | -5 | 0 | 5 | 10
3 | Off Track | 0 | 5 | 10 | 15

Overdue Value settings, %

Order | Name | Overdue Value % | Overdue Value % | Overdue Value %
--- | --- | --- | --- | ---
1 | On Track | -150 | -150 | 0
2 | Needs Attention | -100 | 0 | 50
3 | Off Track | 0 | 75 | 100

##### 10.1.6.4.2 How Schedule Status is Determined

If the activity's workflow status is Not Started, Schedule Status is determined by comparing the current date against the calculation of the Scheduled Start Date and the Overdue Value.

If the activity's workflow status is In Process, Schedule Status is determined by comparing the current date against the calculation of the Scheduled End Date and the Overdue Value. The following examples illustrate how Needs Attention and Off Track statuses are determined:

Overdue Value Days | Overdue Value % of Duration | Task Duration | Calculation | Schedule Status changes when the current date is...
--- | --- | --- | --- | ---
5 | 10 | Scheduled End Date + 5 | 5 days after the scheduled end date | <specify date>
-5 | 10 | Scheduled End Date - 5 | 5 days before the scheduled end date | <specify date>
0 | 10 | Scheduled End Date | On the scheduled end date | <specify date>
5 | 2 | Scheduled End Date + 5 | 5 days after the scheduled end date | <specify date>
-5 | 2 | Scheduled End Date - 5 | 5 days before the scheduled end date (not dependent on duration) | <specify date>
-150 | 10 | -150% * 10 = -15 days | 15 days before the scheduled end date | <specify date>
-100 | 10 | -100% * 10 = -10 days | 10 days before the scheduled end date | <specify date>
-50 | 10 | -50% * 10 = -5 days | 5 days before the scheduled end date | <specify date>
0 | 10 | 0% * 10 = 0 days | On the scheduled end date | <specify date>
50 | 10 | 50% * 10 = 5 days | 5 days after the scheduled end date | <specify date>
100 | 10 | 100% * 10 = 10 days | 10 days after the scheduled end date | <specify date>
150 | 10 | 150% * 10 = 15 days | 15 days after the scheduled end date | <specify date>

#### 10.1.6.5 Cost Status

The Cost Status window reports the status of the project regarding cost and budget. Total Cost is the sum of the four cost types: Labor Cost, Capital Expenses, Fixed Cost and Flex Cost. The Cost Status color indicator is based on comparing Total Budgeted Cost to the sum of Total Actual Cost and Total Estimated to Completion and determining the percentage over Total Budgeted Cost.

The Percentage value cannot be a negative number.

Order | Name | Description | Percentage | Icon
--- | --- | --- | --- | ---
1 | On Budget | On Budget | 0 | Green
2 | Off Budget | Off Budget | 5 | Yellow
3 | Over Budget | Over Budget | 10 | Red

#### 10.1.6.6 Quality Status

The Quality Status window reports the status of the project regarding issues of quality.

Order | Name | Description | Icon
--- | --- | --- | ---
1 | Meets Quality | Meets Quality | Green
2 | Below Quality | Below Quality | Yellow
3 | Poor Quality | Poor Quality | Red

#### 10.1.6.7 Resource Status

The Resource Status window reports the status of the team, or users with similar skill sets. Resource status allows you to evaluate the assignment of resources to programs and to help manage employees' workloads.

Order | Name | Description | Icon
--- | --- | --- | ---
1 | Staffed | Staffed | Green
2 | Under Staffed | Under Staffed | Yellow
3 | Not Staffed | Not Staffed | Red

### 10.1.7 Configuring UI Data Display

In Web Client, you can click on the Quick View tool tip that appears when you place your mouse cursor over an object to see details of that object. The task editing dialog that opens allows the user to view and edit subclass details. As an administrator, you can define the primary fields that task owners are required to edit and design how these fields should display. Task owners can then edit task details without having to navigate to the task details.

To configure the display, you must first define and select each component that you want to display in the dialog, such as attribute groups, tables and action menus. Think of attribute groups, tables, and actions as the building blocks of the task editing dialog. These can be combined in different ways to form different layouts. All you have to do is select the components, and assemble them into specific layouts. One layout can be associated to any one subclass.

The configuration for this is done in the UI Configuration Data node of the Java Client Admin tab.

#### 10.1.7.1 UI Configuration Data

To configure a Quick View dialog:

1. Navigate to System Settings > Product Portfolio Management.

2. Click UI Configuration Data. The UI Configuration window opens.

3. Configure the following:

   - Attribute Groups

   - Configure Tables

   - Configure Action Groups

1. Assign a layout.

To configure an attribute group:

1. Click Attribute Groups.

2. Provide a name for the group. For example, "Cost" or "Schedule".

3. From the Available Attributes list, select the attributes that you want to display. You can use the drop-down list to filter the attributes by subclass. Make sure the Name field is in one of the attribute groups to ensure that it is in the header.

4. Use the forward arrow button to move the selected attributes to the Selected Attributes area. You can reorder the selected attributes using the arrow buttons.

5. Click Add to add the selected attributes to the dialog.

To configure tables:

1. Click Tables.

2. Choose a table and provide a display name for it. For example, "Relationships".

3. From the Available Columns list, select the columns that you want to display.

4. Use the forward arrow button to move the selected columns to the Selected Columns area. You can reorder the selected columns using the arrow buttons.

5. Click Add to add the selected columns to the dialog.

To configure Action Groups:

1. Click Action Groups.

2. Provide a name for the group. For example, "Task Actions".

3. From the Available Actions list, select the actions that you want to display for workflow sign-offs. For example, Approve, Reject, and Mark Complete.

   - To add a process extension to an action, click New. In the dialog that opens, specify the Action Name and then select a process extension to apply.

   - To change the name of a selected action, click Edit and enter a new name for the action in the dialog that opens.

   - To delete a selected action name, click Delete. You can only delete action names that you created.

4. Use the forward arrow button to move the selected actions to the Selected Actions area. You can reorder the selected actions using the arrow buttons.

5. Click Add to add the selected actions to the dialog.

To assign a layout:

1. Click Layout.

2. In the Define Layout For field, choose the object for which you want to assign a layout. For example, Program.

3. Select the desired attribute group, table and action group.

4. Use the forward arrow button to move your selections to the Form area. You can reorder the components using the arrow buttons.

5. Click Add to assign the layout for the specified object.

You can verify the results of your configuration actions in the Project Summary page.

## 10.2 Administration in Agile Web Client

A limited amount of configuration can be performed for PPM in Agile Web Client, primarily related to object display.

### 10.2.1 Configuring Project Summary Display

You can configure the layout and widgets of the Summary page if you have the Administrator privilege with "PPM Summary Page Configuration" as an AppliedTo value. This configuration applies to all Activities across the Agile PLM system.

To configure the Project Summary widget:

1. On the Summary page, click Configure.

2. To avoid displaying this widget in the Summary page, deselect the check box next to the widget name.

3. To configure the data that appears in the widget, click the Edit link that appears at the top right corner.

   - For Project Summary and Project Gates widgets, you need to manually configure the fields that are displayed. Select the fields you want from the Hidden Fields column on the left and move them to the Displayed Fields column on the right. You can reorder the displayed fields using the up and down arrows.

   - For all other widgets, you can only edit the widget name.

4. After you make changes to a widget, click Apply for the changes to take effect.

5. Click Save to save your settings, or click Cancel to revert to the default settings. Saved settings are immediately reflected on the Project Summary page.

### 10.2.2 Configuring the Dashboard

Each Dashboard tab contains a set of configurable widgets that display information in tables and charts. You can configure which of these widgets should display in each tab and where they should appear.

To configure each Dashboard tab:

1. In Agile Web Client Tools and Settings > Administration menu, choose Dashboard Configuration.

2. In the Configure Tab field, select the tab you wish to configure. The widgets available for the selected tab are displayed in the Available Content column.

3. Move the widgets you want displayed to the Row columns.

4. Use the direction arrows to reorder the widgets as desired.

5. When you finish configuring all the tabs, click Save.

6. To exit the configuration window, click Close.

7. Refresh the Dashboard to see your changes.

### 10.2.3 Personalizing the Project Summary Page

You can personalize the Project Summary page to display chosen widgets only, in the order in which you want to see them.

The Summary page offers a two-column view - one wide and one narrow. Each column contains a set of configurable widgets.

To personalize summary page widgets:

1. On the Project Summary page, click Personalize. Two sets of configurable widgets are displayed.

2. To avoid displaying a widget in the Summary page, deselect the check box next to the widget name.

3. To change the order in which the widgets display, drag each one up or down to the desired location.

4. After you make changes, click Save for the changes to take effect.

### 10.2.4 Configuring Timesheet Display

The Timesheet feature enables you to view records of actual time reported against all In Process projects in the system. Project managers with appropriate privileges can view time transactions reported against a project or group of projects, in order to conduct audits across projects, business units, or other criteria.

The Timesheet tab is visible only if your user settings are configured appropriately.

To display the Timesheet tab:

1. Click My Settings on the left panel.

2. In the Preferences tab, click Edit to make the fields editable.

3. Under Display Preferences, change the Show Timesheet option to Yes.

The Timesheet tab is now displayed next to My Assignments.

When you change preference settings, you must log out and then log in again for the changes to become effective.

## 10.3 Configuring Microsoft Project Integration

Integration with Microsoft Project 2010 is supported. For successful synchronization of data between MicroSoft Project and PPM, the MSPSyncMapping.properties file must be configured with the appropriate values. This file is available in the Agile PLM installation directory (under ..\agileDomain\applications\application.ear\APP-INF\classes\ ) along with the agile.properties file.

Follow the instructions within the file to map attributes in the recommended format.

See "Automatic Installation from PPM SmartRule" for more information about automatic installation of the appropriate DLLs.

See also:

- "Modify Privilege Mask Applied To Properties that Control Specific User Actions" for information about modify privilege mask properties that control access to Microsoft Project integration features.

- "Transferring Microsoft Project Work Values to Agile PPM as Days Effort".

- "Using Custom Agile PPM Subclasses in Microsoft Project".

### 10.3.1 Using Custom Agile PPM Subclasses in Microsoft Project

If you have defined custom Agile PPM subclasses, users can specify those subclasses in Microsoft by using Microsoft Project column Text29.

To enable the use of custom Agile PPM subclasses in Microsoft Project:

1. In Microsoft Project, right-click on the column headers.

2. Select Insert Column.

3. Select Text29 for the field name. The default Agile PPM subclass names are displayed.

4. As you create new tasks and enter them, you can type in this field the name of any custom Agile PPM activity subclass. If you leave the field blank, the Agile PPM default subclasses are used.

The subclass name you enter must be spelled correctly; if the name is not spelled correctly, the out-of-box default subclass names will be displayed.

### 10.3.2 Transferring Microsoft Project Work Values to Agile PPM as Days Effort

In Agile, days effort is always calculated based on the % allocation and duration. Agile requires an allocation to a resource or resource pool in order for days effort to be populated.

To handle the publishing of tasks from Microsoft Project, where work values are entered, you can set up a global resource pool to hold the work/days effort values. If you set up a global resource pool, users will notice that tasks which satisfy these conditions have a global resource pool associated to them on the Team tab.

To set up the global resource pool:

1. Enter the resource pool name in the MSPSyncMapping.properties file.

2. Restart the server.

3. Create the resource pool ensuring that:

- You use the name you entered in the MSPSyncMapping.properties file.

- The resource pool is a Global resource pool.

The resource pool must be created as Global in order to enable the mapping.

Important: This mapping is ignored and work values are discarded if either of the following is true:The resource pool name is configured in the properties file, but the resource pool does not exist (not created).The resource pool name is configured in the properties file and the resource pool has been created, but it does not meet the criteria; it is not a Global resource pool.