4.7 Projects

Projects

Creating a Project

Creating a Project

 

This page describes creating a project and includes the following sections :

 

 

 

 

Before Getting Started

 

Before building your project in Clarizen, it is important to gain a general understanding of how to navigate the system, and to familiarize yourself with the Clarizen environment, which by design, enables navigating from almost any location within the system to any other system location. Several options and methods are available, such as drop-down masthead menus, the Navigation Panel and internal links. Items and item types, and the respective related items in Clarizen are represented by
hyperlinked text which facilitate 'drilling- down' to items of varying associations, achieved by simply clicking the link.

The Clarizen Navigation Panel is a permanent feature which remains collapsed when not in use on the left-hand side of the screen. Once clicked, the panel expands, enabling system-wide access to options for managing work, including global searchingadding new items, managing Custom Actions, recent items and Favorites, as well as navigating to the listed modules .

 

Note: The inclusion of specific modules in the Navigation Panel is defined by your organization's Admin user via the Layout Settings .

 

 

 

Getting Started

 

  1. Click

    The Navigation Panel opens.
  2. Click New and select Project .

The Add New Project pop-up window or in-line editor opens.

 

Note: Clarizen in-line editors are equipped with and ​ options, whereas pop-up windows are not.
Layouts for defining new items can be configured to display information and/or fields as pop-up windows or as inline editors by your organization's Admin user, via Layout Settings .

 

 

Figure 1: Add New Project

  1. Enter the project name.

    To upload a custom icon , click the project icon on the left.

  1. In the Template field, click to select a template. (Optional.)

Note: Selecting a template bases the project on the selected template, meaning the template properties define the configuration and planning of the project's overall architecture and strategy for achieving deliverables.
The template may include user assignment.

 

  1. In the Project Manager field, click to select a project manager (other than the default project manager).
  2. In the Constraint Type field, click to define the project constraint type .
  3. Click the Start Date field to define the project's start date .
  4. Click the Due Date field to define the project's due date.
​Note: Working with a start date (ASAP) enables you to plan your project top-down (for example, building a project plan that dictates the end-date). Setting your project with a due date (ALAP) enables you to do bottom-up planning (for example, planning a project with a constraint end- date ).

 

  1. Click

    ​ The new project opens in Item Detail view .
  2. To create a portfolio of several projects, activate the Portfolio setting, which can be found in the property card (use the property search field to locate)

 

 

 

 

The Roadmap

 

The first thing you may notice in the view is the Roadmap.

Figure 2: The Roadmap

 

Clarizen's Project Roadmap feature provides a birds-eye view of a project (and any sub projects) and enables viewing the health
and progress of each major phase or deliverable (called project milestones ) on a timeline.

The Roadmap is populated automatically as milestones are added to a project.

 

 

The Work Plan

 

The Work Plan or WBS (Work Breakdown Structure) enables access to your current project's tree from where you can
manage work items , hierarchy and the time tracking and progress impact of your work items.

 

Figure 3: Work Plan

 

Adding a new work item to the project is achieved by selecting the project, clicking Add on the Common ribbon and selecting
the relevant work item from the drop-down menu.

 

Figure 4: Adding a Work Item

 

 

Clarizen Work Items Overview

 

What’s a Milestone?

A Clarizen milestone can either be used as a gateway or as a hammock:

  • A gateway milestone is basically a point of time in which the content of delivery is moved from one phase to another.
    'At this point the project moves from one phase to the next.' Completion is represented by either an approval or a
    rejection of the gateway.
  • A hammock milestone represents a major deliverable which can be dependent on external dates for both its start and finish
    points, with dates normally derived from the sub-tasks, and is generally used to represent a project phase.

To create a hammock milestone, simply add sub-tasks to your milestone. The milestone start, end and overall duration
periods are automatically set based on the sub-tasks. Additionally, the milestone's progress is aggregated from the tasks
within.

 

Note: In Clarizen project hierarchy, milestones always sit below a project and above a task
(as displayed in the Work Plan shown above). Milestones can not have sub-milestones.

 

Sub-Projects

There are probably many different project types running in your organization. Some of them may be simple work plans with just a few milestones and tasks while others may encompass several sub-projects each of which represents a different point of your project.

Adding sub-projects into your current project is simple and you can even choose to add an existing project.

Sub-project scheduling and financial information is of course aggregated up into your main project automatically.

Finally, if you have sub-projects within your current project you can easily view them all on the Roadmap by clicking the
Show All button on the Roadmap ribbon .

 

Shortcuts

The shortcut option enables you to select an existing work item from any other draft or active project running within your organization and have them available as a 'read-only' view on your WBS. Shortcuts are a great way to reference external work items by enabling you to create inter-project dependencies or to enable external impacting within your current project.

You can add a shortcut to any level of your project, and shortcuted milestones will even appear in your Roadmap. Another great usage for shortcuts is for the creation of project portfolios.
When creating a project portfolio, simply select the shortcut option from the drop-down menu and search for the relevant projects you’d like to link in and select them. These projects become 'read-only' views of the original work items that are
also seen in the project Roadmap.

 

Note: Project level settings enable defining whether or not shortcuts affect project progress, effort calculations, finances or neither.

 

 

Building the Project

 

Hierarchy

Setting up a project hierarchy is the first step to creating a project in Clarizen. Decide on your milestones (major goal points/deliverables/phases), determine what tasks need to be added to hammock milestones and decide on which gateway points you will be using for your workflow. There are many projects which may require sub-projects or milestones with managers other than the project manager. Changing the work item manager simply requires you to select the ' Manager' column of a specific work item and editing the manager name. Once you select a different manager for a given work item, the new manager is able to plan their part of the project, set dates and assign resources (if they are to delegate the work to others).

 

Tip: Copy and paste between cells of the same type in the Work Plan grid. For example, to assign multiple tasks to the same manager, or to assign the same list of resources across multiple tasks.

 

Dependencies

After setting up your project hierarchy, the next step is to establish dependencies.

Basically, dependencies are work items that are either predecessors or dependent upon others.

The four kinds of dependencies with respect to ordering work items are:

  • Finish to Start (FS)
  • Finish to Finish (FF)
  • Start to Start (SS)
  • Start to Finish (SF)

All four may be used within your project to determine the schedule plan of what your project work flow will be.

 

Duration

The duration of a work item represents the time span between the start and the end date.

In Clarizen you can choose to either work with a manually set start and due date or simply input the overall duration.

Using manually set S tart and Due dates for a work item does not allow for automatic date settings based on dependencies, which is why it is recommended to work with overall duration.

Placing a duration on a task automatically sets the start and due dates based off of the project start or due date as well as any dependent work items. There is a difference between the overall 'work' and the overall 'duration' of a work item, and you can play with either or both of these options.

 

It is highly recommended that you switch to your 'Scheduling' view to easily access the 'Work' field of each individual task.
The Work column notifies of how much effort (in man-hours / person-hours) needs to be put into a work item during the
established 'duration'.

 

For example: a task may have a duration of 1 month, but during that 1 month, only 4 days of effort needs to be completed in order to complete the task. To input the duration and/or work for a given work item, simply type in the number and then h for hours, d for days, w for weeks, m for months and cd , cw , cm for calendar days, weeks and months respectively.

 

Note: For hammock work items, the work and duration are aggregated from the sub-items and thus cannot be set manually. If you want to set an estimate work effort on a project level which will not be over-riden by the sub items,
it's recommended to use the Budgeted Work field.

 

Resources

Now that the overall plan for the project is completed, it’s time for the most important part: Assigning resources .

Resource assignment can be done in several ways in Clarizen. Before assigning a resource to a work item, you need to ensure
your users are in Clarizen. If not send them invitations to join Clarizen.

​One easy method to assign resources is simply to click the Resource column field in a grid . Clicking the resource's icon displays
the resource's current availability for this period, enabling you to see if the resource is overloaded for the work item period.

Another simple method for assigning resources can be achieved when working in a team-centric view and incorporating the
Clarizen Team Panel /

 

 

Activation

Clarizen projects and work items have five defined states which can be set by project managers and work item

managers (but not by resources or reviewers ).

 

  1. Draft – The planning stage. Scoping out project work, budget and resourcing.
  2. Active - When your project is ready to start. It is fully scoped, fully resourced and is ready to begin execution,
    it does not matter if it has not reached its targeted start date. Tasks and milestones may have dependencies on
    predecessor tasks and milestones, so whilst a task may be active it may not yet be executable.
  3. On Hold - if a project or individual work item has stalled for some reason, such as the customer postpones a decision,
    budget is exhausted, project sponsor drops support.
  4. Canceled – the project or individual work item will not be executed.
  5. Completed – No further work is planned.

You can work with both Active and Draft work items in the same project. In fact, there may be a few items within your project
that are On Hold or even Canceled.

 

 

Updating Tasks Progress

 

Several methods are available for updating task progress.

  • % completion
  • Actual & Remaining effort
  • Done/not done
  • Actual Effort Updated from Timesheets + combination of manual completion

The method you choose depends on what information you intend to gather from your resources regarding work item progress.
Once a progress update is made to a task, Clarizen automatically updates that work item within the project itself.

 

Via the Project Detail View

The Project module is the first place where you can start updating task progress. You can filter through projects by selecting
projects in a specific state as well as what type of role you have in projects. The module displays information on the overall
projects' health and enables you to drill-down into a project by selecting it, directing you to its Item Detail view .
The Work Plan shows a project's various ongoing tasks in hierarchical order, enabling you to filter through according
to current state (in the works, active, draft, on hold or upcoming) as well as by your role (manager, resource or reviewer ).

Once you filter through your tasks you can then begin the updating process. You may notice that both projects and tasks have
a green/orange/red color coding next to them. These colors represent the scheduling status of your work item:
'On Track'/'At Risk'/'Off Track'/'Not Active' respectively.

 

To update your progress on a task, select the task and upda t e either the % Complete field, Actual Effort or Remaining Effort
field columns.

 

Note: If your Remaining Effort is equal the original Work - Actual Effort , there is no need to insert a Remaining
Effort
value, it is calculated automatically.

 

 

Via Email

Task progress can be updated via email, meaning that email only users can always update their progress even when they
do not have login access to Clarizen. Email updates are not limited to email only users; in fact, all users can update task progress
when they are on the go.

 

Updating tasks via email is possible when you receive a 'Progress Update Request' email in your inbox.

Such emails are either generated automatically by the system (the days of the week that these emails are sent on is determined
in System Settings ), or you can send emails manually by selecting the Email option in a view ribbon .

 

 

Once opened, this type of email lists the tasks currently assigned to you, what you have so far reported on each task, and
what progress Clarizen currently expects from you.
You are provided with options of how to update your progress:

  • Clicking the 'Quick Update' opens a window providing the option to enter your 'Actual % Completed'. Alternatively, enter
    your 'Actual Effort' or 'Remaining Effort'.
    Once you have updated your progress, click Submit. Clarizen is automatically updated.
  • Clicking the 'My Progress is According to Plan' hyperlink informs Clarizen that your reported percent complete is equal to
    the expected percent complete. Clarizen is automatically updated.

Additionally, when updating task progress via emails, you can insert a note that links to the task within the WBS.

 

Note: Progress Update emails can be set to only contain links to Clarizen tasks if you prefer resources to not report
progress using this method.

 

 

Via Task's Item Detail View

As with updating via the Project module, updating task progress can be done via a task's actual Item Detail view,

accessed by either navigating directly to the task in the Task module or from the Work Items module or via the Roadmap .

Select the task and upda t e either the % Complete field, Actual Effort or Remaining Effort field columns.

 

Via Timesheets

The Timesheets module is used by organizations to track actual hours of work on individual work items.

Report task progress via Timesheets by clicking located on the Common ribbon .

The Timesheets module contains a list of all reportable work items that can be filtered to find a specific work item .

You can enter the hours worked on each individual day f or each reportable work item.

 

For overtime hours on a work item that also has regular hours, select the specific item grid line and click Duplicate line
on the Common ribbon . The work item line then replicates and you can enter additional hours and mark them as overtime.

 

Once you have completed entering hours for the given timeframe click Submit on the Common ribbon and the entered hours
are sent to your project manager or direct manager for approval.

 

Once approval is granted, the hours are reflected in the related project and % Completed is displayed on individual work items.

 

Note: Although Timesheets a required to be submitted, 'Approvals' can be disabled or enabled for your organization,
and you can define — per work item — whether or not the work item's Actual Effort is updated by Timesheets.
 
 
 

Uploading Files

 

Clarizen enables uploading supported file types of up to 25MB to a work item . You also have the ability to upload and utilize
Google Docs and Box to a work item.

Uploading files to a project is done from either a Module view grid , Item Detail view , or via the Quick Peek , an exclusive
Clarizen feature which accesses Data Previews without leaving the context of the current view.

To attach a file, select the item in the grid and either click in the ribbon, the Add Related link (located

in the Relations Panels in either of the above view types) or by clicking ' + ' located on the lower left-hand section of both
single and multi relation Data Previews .

 

Click the Files icon.

 

Figure 5: Add Files

 

The Add File window opens.

 

 

The Add File window enables keeping a shortcut to an existing file if you are using a shared server within your
organization, or other such document sharing system (such as Google Docs or Box ) , browse to a file to upload, define
the file type, name and a description (details to help locate files using the Global Search) . You can view all files attached
to a project in one view by clicking Collaboration View on the Utilities ribbon in either the Project , Tasks or Work Items
modules.

 

 

 

Discussions

 

Clarizen discussions are an effective method for inputting additional knowledge and/or sharing data and exchanging ideas on work items.

You can create new discussions and participate in existing discussions, including discussions on all items (such as work items, cases, files and more). New discussions can be initiated from the Discussions section of the Relations Panel in either a Module view or Item Detail view, or from the Social module Discussions Feed Panel .

 

Figure 6: Discussions

 

Discussion posts work like off-line chats; always fully threaded and time and date stamped to notify of when the post was added.

When adding a new post, simply enter your text. When work item team members , managers or reviewers log in to Clarizen,

they are alerted to new posts added to a work item they are involved in (automatically ' following '), and can reply. E ach reply is time and date stamped and
the entire thread of the conversation is saved. You can view all posts attached to a project in one view by clicking Collaboration
View
on the Utilities ribbon in either the Project , Tasks or Work Items modules .

 

 

Expense Sheets

 

Expenses are your expenditures linked to work activities, letting you keep track of project-related expenses or general expenses. Expenses can be easily associated to project activities, which in turn automatically calculates the related work item’s actual cost and revenue base. The billable expenses are included into the project’s revenue.
 
You can generate expense reports for reimbursable business trips and run a wide range of predefined reports, including customer billing, resource expense summaries, and more.

 

Just as with uploading a file, creating a new Expense Sheet to add a project can be done from either a Module view grid, Item Detail view, or via the Quick Peek.

Click the Add Related link, found in Relations Panels in either of the above view types, or click the ' + ' located on the lower left-hand section of both single and multi relation Data Preview windows, accessed by clicking the Quick Peek.

 

Click the Expense Sheets icon.

 

Figure 7: Add Expense Sheets

 

The Add Expense Sheets multi-find window opens, providing options to create a new Expense Sheet from scratch or utilize an existing one to add to the project.

Alternatively, you can navigate to the Expense Sheet module and click Add Expense Sheet on the Common ribbon.

A dated new Expense Sheet window opens providing fields to configure including the details required by your organization.

 

You can then start entering the lines for each expense. When adding a new line to an Expense Sheet, enter a description, what the expense category is (i.e. flights, materials, etc.), your date incurred and invoiced and then the local amount
and exchange rate. The 'Amount' column field is calculated automatically based on the exchange rate.

You can then select whether the line item is billable to the customer and whether or not you will be reimbursed.

You can upload a receipt into the line item in the same way you would upload a file to a work item.

Finally, under the Work Item column, select the specific work item (if any) to link the specific expense to.

Once you have completed entering the line items, click Send Approval Request on the ribbon.

The expenses are submitted to the expense approver.

The expense approver receives an notification email notifying of the newly submitted Expense Sheet.

Once approval is granted, the expenses are linked to the finances of the selected work item.

 

Sharing Projects

Projects can be shared easily with licensed and unlicensed users as links or widgets. Links can be shared only with licensed users because Clarizen permissions are necessary to view information.

Widgets are read only, real time information which can be shared with licensed and unlicensed users without Clarizen permissions.

Sharing as Links

  1. Select one or more projects to share
  2. In the Ribbon click on Share
  3. Select Link to send the project(s) link in an email to licensed users who have access to the specific projects.
    For more information see Sharing Links

 

Sharing as Widgets

  1. Select one or more projects to share
  2. In the Ribbon click on Share 
  3. Select Widget to send project widget links in an email to licensed and/or unlicensed users. Widgets are read only so users can view real time information without having Clarizen permissions. 
  4. Select a view of the project to share. Views include: Entire view, Selected items, Gantt view of selected items, and the Roadmap view of selected items
  5. Click on Options to customize the widget. Options are context sensitive depending on the views. Click on the Gantt or Roadmap views below for detailed options.
  1. In Expires set an expiration date for the widget by clicking on the calendar icon
  2. Enable Show the 'Related items' panel
  3. Clear All deselects all items listed above, select individual items as necessary
  4. Define whether to Require a password
  5. Define whether to Enable links
  6. Click Next to send the widget
  7. Email the widget to licensed or unlicensed users who can view real time information
  8. The widget can be sent with iframe tags so it can be embedded in a webpage
    For more information on sending the widget review Sharing Information

 

Using Templates

Using Templates

 

This page describes creating new projects using templates and includes the following sections :

 

 

 

 

About Creating New Projects Using Templates

 

Using templates to provide the basic framework for creating new projects from a previously built project saved in the
system or from a project imported from MS-Project saves you time. All fields and data are maintained when a project is
saved as a template. When creating the new project, the template properties define the configuration and planning of the
project's overall architecture and strategy for achieving deliverables. The template may include user assignment.

 

 

Creating a New Project Using a Template

 

  1. Please read ' Before Getting Started ' and Steps 1 through 3 of 'Getting Started' .

 

Figure 1: Add New Project Pop-up Window

 
Note: Clarizen in-line editors are equipped with and ​ options, whereas pop-up windows are not.
Layouts for defining new items can be configured to display information and/or fields as pop-up windows or as inline
editors by your organization's Admin user, via Layout Settings .

 

  1. In the Template field, click .

    The Select Template find window opens listing the organizational templates ( DEFAULT ).

Figure 2: Select Template

 

  • Click ​  to change the list to Clarizen 'out of the box' templates.

Figure 3: Select Which Templates

 

 

Figure 4: Filters

 

  1. Select a template.
  • Uncheck the item type properties not to be included in the new project.

Note: The item type property checkboxes located at the base of the Select Template find window are checked when the window initially opens ( DEFAULT ) .

 

  1. Click

The Add New Project pop-up window or in-line editor loads with the selected template properties.


Figure 5: Add New Template Project

  1. Click

    The new project opens in Item Detail view .

​ 

Import From MS Project

Importing From MS Project

This page describes importing a project from MS Project into Clarizen and includes the following sections:

 

Uploading Conditions

Clarizen maintains the framework of project plans managed in MS-Project, but due to system differences, the following conditions may vary:

  • Resources that are assigned to milestones in MS-Project, are not assigned to milestones in Clarizen
  • If non-working days differ in the applications project components (project, task , milestone), start and end dates are
    shifted in order to synchronize deadlines
  • In order to execute the process, you must first save your project in MS-Project as an XML file

 

Saving an MS-Project File as an XML File

To import a project from MS-Project, you first need to save your project in MS-Project as an XML file and than proceed with the import process. The following steps describe how to save your project in MS-Project as an XML file:

  1. Open the project in MS-Project.
  2. Click File located on the menu bar, and select Save As .
    The Save As dialog box opens.
  3. From the Save In drop-down list, select the destination either on your computer or on the server of where you would
    like to save the XML output file.
  4. In the File name text box, enter the project name you are saving as an XML file.
  5. From the Save as type drop-down list, select type XML Data .
  6. Click Save .
    The project is saved as an XML file.

 

Uploading the MS Project to Clarizen

Once you have saved your project in MS-Project as an XML file, you can upload it to the server.

XML files larger than 10MB should first be compressed into .zip files and then uploaded into Clarizen, this will ensure a speedier upload.

To import the XML file into Clarizen do the following:

  1. open the Navigation panel
  2. From the New submenu Select Import from MS-Project .
    The Import Project From MS Project dialog opens.

    Figure 1: Import Project From MS Project Dialog
  3. Click
  4. Browse to and select the .XML or .zip project file required.
  5. Click

    The .XML or .zip file is loaded in the dialog.


    Figure 2: Project Selected
  6. Click

    The system performs a data integrity verification to ensure that the data is not corrupt. After confirmation a validation report, including a summary of the project that has been imported, is displayed on the screen.


    Figure 3: Validation
  7. Check options as necessary:
    • Decide whether to import new Users from the MS-Project file into your Clarizen organization using the
      Import Users check box.
    • Regulate whether to send an invitation email to the imported Users, use the corresponding Send Email
      Invitation to New
      Users check box.
    • To assign people that are already part of your Clarizen organization to tasks during the importation
      process, check the Assign Users check box.
    • To import the last saved baseline and the other information in the file, check the Baseline check box.
    • Select '% Complete to import' from the drop-down menu.
    Note:

    Users who do not have assigned email addresses during the importation process are automatically assigned the email address of the User currently logged into Clarizen.
    To operate these Users within the system, update each User's email address in Users of the Settings subsystem. Users can then activate the Forgot Your Password link from the Login page. The system sends an email including the User password.

  8. Click

    The project is imported to Clarizen.

    ​Figure 4: Importing Project


    ​Figure 5: Data Import Confirmed
  9. Click

    The imported project opens in Overview View (DEFAULT) .

 

 

Field Mapping Table - Import From MS Project To Clarizen

 

Project

 

Milestone

 

Task

 

 

Field Mapping Table - Import To MS Project From Clarizen

The below field mapping tables are provided:

 

Project

 

Milestone

 

Note:

MS Project displays data according to Actual Start/Actual Finish dates, assuming these fields are not blank, rather than planned start and end dates.

 

Task

 

Note:

MS Project displays data according to Actual Start/Actual Finish dates, assuming these fields are not blank, rather than planned start and end dates.

Resource

 

Projects Module

View Navigator

View Navigator

 

Clarizen's View Navigator 'out-of-the-box' default view options vary from module to module. The figure below shows the
Projects module out-of-the-box' default view options.

 

Figure 1 : Project s Module View M anager

 

Team Panel

Team Panel

The Projects module supports including Clarizen's Team Panel to the view. The addition of the Team Panel creates a
team-centric view to better assist with team collaboration on all deliverables.

 

Figure 1: Projects ' Team-centric' Scheduling View

 

Grid

Grid 

The grid is Clarizen's standard data table display for viewing, managing and editing data and items in most modules .
A grid display is one of three display type options used to configure several of the out-of-the-box view options available in the View Navigator for most modules.

Using the Time Range Filter enables filtering the grid to show items and events occurring during the actual period/date(s) defined.

C licking the icon, located above the ribbon enables managing grid column sets , which can then be further filtered and sorted .

 

Figure 1: Projects Grid

 

Searching and Filtering

Searching and Filtering

The Projects module can be searched and filtered for items and data using the Contextual Search and the Time Range Filter .

 

Note: Clarizen can be searched globally using th e Global Search tool .

 

Ribbon

Ribbon

The Projects module ribbon , located under the masthead (at the top-left) provides controls for performing actions on selected items .

Figure 1: Projects Module Ribbon

 

Relations Panel

Relations Panel

The Projects module grid displays include t he Relations Panel , located on the right-hand side of the screen.

 

The Relations Panel displays any related items, such as assigned resources , files , and discussions, etc.) of a selected item type in the grid, as well as cases including bugs, issues and requests, and enables working with the related items while staying in context of your original view.

The panel is blank when multiple ​items are selected.

 

Properties Card

Properties Card

A project's properties card can be accessed from the Projects module by selecting the project in the grid , and clicking located in the Relations Panel .

 

 

The Roadmap

The Roadmap

This page describes the Clarizen Roadmap and includes the following sections:

 

About the Roadmap

The Clarizen Roadmap is an an interactive color-coded timeline chart with start and finish dates reflecting real-time visibility to deliverables, and forms a high level bird's-eye view of the status and progress of a project's tasks and milestones in progress.

Figure 1: Roadmap
Note:

The Roadmap view requires several field sets to be be available to you in your profile settings:

  • To view the roadmap you need ability to see the following fields: Start Date , Due Date and Duration
  • To switch to baseline view, you will also need permissions on: Baseline Start Date, Baseline Due Date and Baseline Duration
  • To switch to the planned vs actual view, you will also need permissions on: Actual Start Date, Actual End Date and Actual Duration

 

 

Roadmap Icons

 

ROADMAP VIEW OPTIONS

The roadmap view has several display options

  • Standard - Displays all of the selected projects in a standard view
  • Flat - Mainly used for portfolios, this display option creates a flat view for all of the projects within
  • Baseline - Displays an additional block showing the Project's baseline 
  • Plan vs. Actual - Displays an additional block showing planned vs. actual information on the project's timeline

 

To toggle the various roadmap display options:
  1. Click the 
    The Roadmap view options appear
  2. Select the desired view to toggle between the available display options

 

 

Navigating the Roadmap

 

Figure 2: Roadmap Ribbon

The ribbon enables adding new milestones and notes , sharing a Roadmap widget, selecting the view of interest, and printing the current view.

 

The Zoom slide control zooms Roadmap segments.

 

The Fit button sizes the entire Roadmap to fit the screen horizontally.

 

 

Viewing and Updating Work Items from Roadmap

Click an item icon in the Roadmap to open the item's Mini-Properties Card .

 

Figure 3: Mini Properties Card

The Mini-Properties C ard enables you to update the importance, status, progress, and other key properties of a work item .

To view a full Properties Card of the selected item, which includes all fields, click the Advanced link.

To set the visibility of a work item on the Roadmap, click the Visibility field value and select the relevant value from the drop-down.

 

Manage Viewing Milestones and Tasks

You can manage milestone and task viewing in the Roadmap by clicking the relevant work item and then clicking the Visibility  field in the Mini-Properties Card. Roadmap Visibility has the following three settings:

  • Hide from Roadmap
  • Show in Roadmap
  • Show with Date

Selecting Show with Date shows the item's due date above the selected item.

 

 

Selecting Projects to View on Roadmap

When selecting a project with sub-projects or multiple projects, you can choose to view all projects within the Roadmap.

Two methods for selecting the projects to view are: ​

  • Click located on the ribbon,

    OR
  • Click located adjacent to the project icon. ​

    The Project expands revealing a tree of sub-projects.

To choose a specific project, click the sub-project's icon in the Roadmap tree.

Figure 4: Roadmap Tree

 

  • Click to collapse the Roadmap tree​.

 

Adding Items

When creating new Roadmap items, a popup window enables defining content, and for notes, setting the privacy settings.

Once saved, the new item is attached to the project, the icon is visible as a Roadmap annotation both on the selected date and to the right-hand side of the project icon.

 

The following items may be added to a Roadmap:

 

 

New Milestones

 

  1. Click located on the Roadmap ribbon .

    The Add Milestone window opens enabling you to choose a blank milestone or a Template milestone.

Figure 5: Add Milestone

 

  1. Drag and drop the relevant milestone onto the required due date on the Roadmap.

    The New Milestone dialog window opens.

Figure 6: New Milestone

 

  1. Define the milestone name and specific due date.
  2. Click

    Data is sent to the server, the new milestone is added.

 

Adding New Specific Date Milestones and Notes

  1. Hover the mouse pointer over the desired date in the Roadmap.

    The date call-out updates as the pointer moves horizontally.

  2. Click the required date location.

    The option pop-up appears.

  1. Select either the Milestone or Note option.



The selected option dialog opens with the selected date.

Figure 7: Add Note or New Milestone

 

  1. Enter the data in the resulting dialog:
  • For a new note :

    a) Enter and format note text.

    b) Define Public or Private.
  • For a new milestone :

    a) Define Blank Milestone or From template .
    If 'From template' selected, browse to the template.

    b) Define the milestone name.

 

  1. Click

    Data is sent to the server, the new specific date milestone or note is added.

 

 

Sharing the Roadmap

Clarizen can generate Roadmap Widgets which can be shared between people and customers via the web or emails .

 

  1. Click  located on the Roadmap ribbon.

    The Roadmap Widget Generator window opens.
     

Figure 8: Roadmap Widget Generator

 

  1. Define the following parameters:
  • Define the Widget Expiry Date
  • Define whether to Expand the first level
  • Define whether to Restrict access to advanced properties
  • Define whether to Restrict viewing Plan vs. Actual and Baseline views
    • Select which view to show: Baseline, Plan vs. Actual, or Standard roadmap views

  • Define whether to require a password
  • Define which roadmap view appears
  1. Click Next to send the widget
  2. Email the widget to licensed or unlicensed users who can view real time information
  3. The widget can be sent with iframe tags so it can be embedded in a webpage

    For more information on sending the widget review Sharing Links.

 

Interactive Gantt

Interactive Gantt

The Interactive Gantt is the definitive tool for task management that aids in the exercise of easily viewing and editing your tasks by providing a graphic task management.

The Gantt is a display option in the work plan that allows you to see items as bars spanning their duration.

It provides improved task management capabilities not only by furnishing a more visible and graphical display of task timelines, but also by allowing the ability to update and reallocate tasks from within the Gantt interactively in a split view screen showing both the Gantt and the tasks data table. The Gantt view increases visibility of project progress and scheduling as well.

The Interactive Gantt is extremely helpful during the initial project planning phase, as well as to track progress and scheduling during the execution phase.

Clarizen allows you to even share Gantt charts to all internal and external stakeholders in your organization via customized widgets for complete visibility.  

 

Key Features

The Interactive Gantt contains several key features including:

  • A unified side by side view of the data grid and Gantt chart
  • A Dynamic and interactive Gantt chart providing real time insights on your tasks
  • Drag and drop capabilities for:
    • Adjusting Start date and Due date
    • Reporting work by changing the task's % Complete
    • Reordering of work items
    • Creating dependencies between tasks

 

Accessing and defining the Interactive Gantt View

The Gantt chart view is accessible from the Utilities action bar in the Project module overview and the Work Item module as well as in the project's detailed Workplan view in the gear menu under Manage Columns.

Accessing the interactive Gantt View

In the Project and Work Item modules, select the project(s) / work item(s) you wish to view, open the Utilities Tab and click . A standalone view of the selected project(s) / Work item(s) is opened in a new screen displaying both the Gantt and relevant columns side by side.

In the detailed project work plan view the Gantt will be displayed inline side by side with the Grid view. To remove the Gantt open the gear icon and change the view from Gantt to Grid.

You can also define the Gantt as the default selection for the view in the view editor, see Creating, Editing and Deleting Views

Defining the interactive Gantt View

The Gantt view can be defined to show a Standard, Critical Path, Baseline, or Plan vs. Actual display. The view can also be defined to show labels and the percent complete directly on the Gantt view.

 

To define the Gantt Display options:
  1. Click the  within the relevant view
  2. Under Manage select Gantt display

    The Gantt display window opens.
  3. Select the desired view from the Display As menu 
  4. Select whether to show or hide Gantt bar labels using the Include labels checkbox
  5. Select whether to show or hide the percent complete within the bar using the Show % complete checkbox
  6. Select the desired labels for each of the available label positions
    Note:
    • You can use any number of labels.
    • The available label positions are: before, after, above, or below the bar.
    • Label availability depends on the Gantt view type selected
  7.   Click  to save the changes and close the window.

 

Controlling the Interactive Gantt View 

The Gantt view results can be searched and filtered much like any view in Clarizen, see Searching And Filtering. In addition you can control the timeframe displayed using the zoom slider.

The time frame indicator includes two headers, the main header (title) displaying the selected view and a sub header showing details.

The available time frames include: 

  • A yearly view where the main title will show the year and the sub header will show quarters, for example 2015 and Q1, Q2, etc.
  • A Quarterly view where the main title will show the quarters and the sub header will show months, for example 2015 and Q1 2015 and January, February, etc.
  • A Monthly view where the main title will show the month and the sub header will show weeks based on the day of the month, for example January 2015 and 3,10,17,etc. (day of month)
  • A Weekly view where the main title will show the week and the sub header will show the dates within the week, for example 03/01/2015-09/01/2015 and 3,4,5,etc.
  • A Daily view where the main title will show the selected day and the sub header will show hours, for example 03/01/2015 and 1,2,3,…,14,15,16, etc.

The format of the Actual full dates  (day. Month and year), are based on the organizational setting.

Use the zoom slider to control the displayed time frame. 

The Fit button automatically sizes the entire Gantt view to fit the screen.

 

Interactive Gantt Visualization Legend

The interactive Gantt is both shape and color coded to help quickly identify and understand the view displayed.

Work items with Duration set to 0 are shown as diamonds, regular work items are displayed as a rounded rectangle bar while hammocks are represented by a two sided call-out bar with teeth.

Dependencies are represented by arrows connecting the various work items.

An Orange vertical line indicates Today’s date

The interactive color coding is as follows:

  • Projects marked as portfolios are displayed in Olive green
  • Projects are displayed in Blue
  • Milestones are displayed in Green
  • Tasks are displayed in Amber
  • The Bar Opacity indicates the work progress, Saturated colors represent % completed where the lighter color indicates planned work not yet complete
  • Exceptions are marked gray
  • When selecting the critical path display option, work items at risk will have a red border surrounding the Bar
  • When selecting the baseline or plan vs. actual display options, an additional thinner bar is displayed beneath the main bar

 

Using the Interactive Gantt

The Gantt view is fully interactive where changes made in the Work Plan Grid affect the Gantt and vice versa.

This allows you to manage your projects and tasks with ease. 

Hovering over an item on the Gantt will display a quick peek Gantt bubble sowing the relevant fields based on the Gantt display option and profile settings for each user. 

Based on your individual user permission, you can edit the fields shown ion the bubble as well as utilize drag and drop capabilities to:

  • Move items to change their order and even move them between hammocks
  • Change the start date and due dates of the relevant work item. This will change the item's duration and affect all of the relating work items 
  • Report progress on a work item
  • Create, Move, and Delete dependencies

 

Note:

On any drag and drop action, a warning message will pop up to confirm the action

 

To move items in the Gantt:
  1. Hover over the center of the item's bar until the cursor changes to a 4-way (move) arrow 
  2. Click and drag the bar to the location you wish to move it to
  3. Release the mouse button

 

To change the item's Duration:
  1. Move your cursor to the beginning or the end of the work item's Bar until the cursor changes to a horizontal 2-way (stretch) arrow 
  2. Click and drag the bar back or forward to change the Start date or Due date of the work item
  3. Release the Mouse button

Alternatively, hover over the work item bar until the quick peek bubble appears and manually change the relevant filed.

 

To create dependencies:
  1. Move the item as described above
  2. Release the mouse button while the cursor is directly on top of another work item's bar
  3. A dependency is created between the two items

 

Sharing and Printing the Gantt

The Gantt view can printed, shared as a link or as a widget.

Sharing the Gantt is done from the Project level or on the standalone Gantt view.

To print the Gantt:
  1. In the Gantt view open the Utilities tab
  2. Click 
    The Print preview window opens
  3. Define the Gantt print options:
    • Full Gantt - prints the entire Gantt 
    • Current view - prints only the view currently displayed
    • Specific period -  allows you to define a specific time frame to display
  4. Move the page column separator between the list (grid) and the Gantt view to determine what columns will be printed
  5. Use the zoom slider to adjust the desired zoom for the Gantt
  6. Define the print options, page size and orientation
  7. Click 

 

To share the Gantt as a widget:
  1. In the standalone view Click  located on the Common toolbar
    The Share Widget Gantt screen opens
  2. Define the various widget restrictions:
    • Add an expiration date
    • Restrict the Gantt view to only one display option
    • Limit access to the widget to Clarizen users only by selecting the Require password option
  3. Define the Workplan view you wish to share
  4. Click 
  5. Define the sharing method:
    • Copy the Link to create a hyperlink which you can use on any page
    • Select the 'include  iframe code so this URL can be embedded' option to create an HTML code that you can embed on any HTML page
    • Type or select email recipients in order to send the link as an email
      you also have the option to personalize the email by clicking Personalize message
  6. Click  to close the window and complete the sharing process

 

Project Budget

Project Budget

This page describes project bu d get and includes the following sections :

 

Work Driven Financial Calculations

Cost/Revenue from the Project Work Plan

If you have cost and revenue Rates defined in Clarizen and have a work item , say a task that's billable ; cost and revenue rates of resources assigned to the task factor into the Expected Cost and Expected Revenue of the task according to the work * resources rates.

Once the work is being delivered, the Actual Effort field updates, causing the Actual Cost and Actual Revenue fields to update according to the Actual Effort * Resource Rates (which can have a higher overtime rate factored in too, which is why the Timesheets module overtime can be defined).

If you are not using Rates in Clarizen, enter in your Budgeted Cost and Expected Revenues manually.

You can also do this by setting your Fixed Cost , which updates the Budgeted Cost .
Even if you are using Rates; when you set a Fixed Cost it overrides the calculated Budgeted Cost .

Note that costs and revenues roll up from the tasks to the project, however, if you manually set the actuals at the project level, it blocks the said rollup.

In the example in Figure 1 b elow, the manually set $227 is blocking the roll up of the $640 and $21,500.

Notice that Fixed Cost does not roll up directly, but rather as it is affecting the Budgeted Cost , you’l see it factored in there.

 

Figure 1: Roll up Blocked

 

High Level Budget

If you want to set a high level budget for your project which is independent of any work or expense calculations, then you should use the Total Estimated Cost field.

Figure 2: Total Estimated Cost

 

Project Expenses

The Expense roll-up system setting defines whether the incurred cost of expenses are added to the cost of the work item/project.

Figure 3: Expenses in System Settings

 

If you do want this, then, like the parallel process with Clarizen Timesheets, if you also have an approval process, you only see the effect on the project's financials once expenses have been approved.

Checking this box means that once you’ve added expenses and had them approved, you can see the updates in the Finance tab of the related task or project with the expense-specific information in the Expenses sub-Tab.

See below how the $21,500 Actual Expenses feed into the Actual Cost and, as they exceed the Budgeted Cost you can see the Cost Balance is negative (-$1,500), over 100% has been invested and the Budget Status is considered Off Track .

Figure 4: Actual Expenses Exceed Budgeted Cost

 

Planning Expenses

You can add Planned Expenses into a project and into an individual task. Here we can see that I have Direct Planned Expenses on the project as a project (for example, admin cost, rental overheads), but the Planned Expenses shows me the Direct Planned Expenses of any tasks in that project + the Direct Planned Expenses of the project.

Figure 5: Planning Expenses

 

Reporting Expenses

The simplest way to add expenses are via the side panel, by either going to an existing Expense Sheet or adding a new Expense Sheet .

You may want to add a new Expense Sheet if previous Expense Sheets have already been approved, which normally indicates that any financial processing requests have been sent to your Finance team.

Figure 6: Reporting Expenses

 

Billable Expenses

The Figure below shows we spent $120 on a client entertainment meal; luckily they agreed to cover the cost so our expense is billable and our $120 is considered as both a cost and revenue.

Figure 7: Billable Expenses

Notice that there’s also a Reimburse toggle on an expense, however this is not used by any project calculations, yet it is in the User Expense Summary report for payroll purposes.

If your expenses are billable, they are also considered as revenue.

Notice the the Actual Expenses, in the case where we spent on client entertainment, is used in both Actual Cost and Actual Revenue calculations.

 

Budget Status Indicator

The budgetary status of work items is displayed with a green, orange or red colored button, representing a status of On Track , At Risk or Off Track respectively.

Notice that it is highly visible as one of the 2 'Traffic lights' (Red – orange– Green) indicators used on the default projects thumbnail view on the Projects module.

Figure 7: Budget Status Indicators

 

Note that this is not shown if you do not have Financial permissions or if your project is in Draft or Canceled state.

 

Budgetary Status Calculation

The budgetary status is calculated as follows for leaf items (meaning work items with no sub-items):

  • Off Track = If CPI (Cost Performance Index) is less than: 1-({Remaining Efforts/ [Actual Efforts+ Remaining Efforts]}*0.1)
  • At Risk = If 1-({Remaining Efforts / [Actual Efforts+ Remaining Efforts]}*0.1) less than the CPI and CPI is less than 1
  • On Track = If the CPI is greater than or equal to 1

 

The budgetary status is calculated as follows for hammock work items ( parent work items):

  • Off Track = If calculation stated above for leaf items is equal to off track
  • At Risk = If calculation stated above for leaf items is not equal to off track, and at least one child item's budget status
    is NOT equal to on track
  • On Track = If calculation stated above for leaf items is equal to on track and all child item's budget status are
    equal to on track

 

CPI — The Cost Performance Index (CPI) measures the actual cost efficiency of a work item. This is a read only field that automatically calculates EV/actual cost, that is (budgeted cost * %completion) / actual cost.

Earned Value — The Earned Value (EV) is used to measure the progress of a work item by calculating how much of the budget has been used in a work item at any given time.
This is a read only field that automatically calculates the budgeted cost * %completion.
A good overview of Earned Value Management can be read on Wikipedia .

 

The CPI calculation and other financial fields can be seen here .

 

Beyond Standard Budgetary Calculation

If you have budgets which are not necessarily work effort driven, such as budgets with up front equipment costs, you may find Clarizen's Budget Status indicator less useful and may consider a custom formula field to reflect your project financial status in a way that’s more meaningful to your organization.

 

Budgetary Status

Budgetary Status

 

This page describes Budgetary Status in Clarizen and includes the following sections:

 

Work Item Status Display

The budgetary status of work items is displayed as follows:

— On Track

— At Risk

— Not Active

— Off Track

 

 

Leaf Items

The budgetary status is calculated as follows for leaf items (meaning work items with no sub-items):

  • Off Track = If CPI (Cost Performance Index) is less than: 1-({Remaining Efforts/ [Actual Efforts+ Remaining Efforts]}*0.1)
  • At Risk = If 1-({Remaining Efforts / [Actual Efforts+ Remaining Efforts]}*0.1) less than the CPI and CPI is less than 1
  • On Track = If the CPI is greater than or equal to 1

 

Hammock Items

The budgetary status is calculated as follows for hammock work items ( parent work items):

  • Off Track = If calculation stated above for leaf items is equal to off track
  • At Risk = If calculation stated above for leaf items is not equal to off track, and at least one child item's budget status is NOT equal to on track
  • On Track = If calculation stated above for leaf items is equal to on track and all child item's budget status are equal to on track

Relevant Budget Fields

CPI — The Cost Performance Index (CPI) measures the actual cost efficiency of a Work Item. This is a read only field that automatically calculates EV/actual cost, that is (budgeted cost * %completion) / actual cost

 

Earned Value — The Earned Value (EV) is used to measure the progress of a work item by calculating how much of the budget has been used in a work item at any given time.

This is a read only field that automatically calculates the budgeted cost * %completion.

A good overview of Earned Value Management can be read on Wikipedia .

 

The CPI calculation and other financial fields can be seen here .

 

Financial Fields

Financial Fields

This page describes Clarizen's financial fields and includes the following sections:

 

About Financial Fields

Work item financial fields can only be viewed by Financial users and are therefore dependent on the permission levels defined accordingly (whereby internal users must have financial permissions).

Financial users can access the financial fields either by creating views with dedicated column sets , or by viewing work item Properties Cards .

 

Standard Finance Fields

The following fields are standard Finance fields:

Total Estimated Cost

This field is manually entered and represents the Estimated Overall cost of completing the work item.

Budgeted Cost

This field is rolled up from sub work items within the work item.
Where budgeted cost is calculated using the cost rate linked to resources , or fixed cost.
Alternatively, this field can be manually entered by the Financial user assigned to the work item.

Expected Revenue

This field is automatically rolled up from billable sub work items of a billable work item.
Where expected revenue is calculated using the billing rate linked to resources, or fixed price.
Alternatively, this field can be manually entered by the Financial user assigned to the work item.

Fixed Cost

The fixed cost is a manually entered field that represents a fixed cost on a work item (doesn't take into account the assigned resources cost rates).
If this field is entered, it overrides the budgeted cost of the specific work item.

Fixed Price

The fixed price is a manually entered field that represents a fixed price on a work item (doesn't take into account the assigned resources billing rates).
If this field is entered, it overrides the expected revenue of the specific work item.

Actual Cost

The actual cost is an automatically calculated field that takes into account the actual progress completed on a each individual work item, and then rolled up into the parent objects.
Actual cost is calculated by multiplying the actual effort by the cost rates of the individual employees assigned to a task .

This field can be manually updated by a Financial user within a work item.

Actual Revenue

The actual revenue is an automatically calculated field that takes into account the actual progress completed on a each individual billable work item, and then rolled up into the Billable parent objects.
Actual revenue is calculated by multiplying the actual effort by the billing rates of the individual employees assigned to a task.

This field can be manually updated by a Financial user within a work item.

Cost Balance

This is an read only field that automatically calculates the budgeted cost - actual cost

Revenue Balance

This is a read only field that automatically calculates the actual revenue - expected revenue

Profit

This is a read only field that automatically calculates the profit of a work item or the actual revenue - actual cost

% Profitability

This is a read only field that automatically calculates the % profitability or the (profit/actual revenue) * 100

% Invested

This is a read only field that automatically calculates the actual investment in the work item or (actual cost/budgeted cost) *100

 

Cost Performance Tab

The fields located in the Cost Performance tab measures the efficiency of a work item based on the actual and planned costs.

Earned Value

The Earned Value (EV) is used to measure the progress of a work item by calculating how much of the budget has been used in a work item at any given time.

This is a read only field that automatically calculates the budgeted cost * %completion

The Earned Value (EV) calculation for projects calculates the sum of all EV calculations of the sub-items associated with the project.

 

CPI

The Cost Performance Index (CPI) measures the actual cost efficiency of a work item.

This is a read only field that automatically calculates EV/actual cost

SPI

The Schedule Performance Index (SPI) measures the progress and efficiency of a work item.
This is a read only field that automatically calculates EV/(Budgeted Cost*Expected Progress)

ETC

The Estimate to Complete (ETC) is used to determine what the expected cost of completing the work item will be.
This is a read only field that automatically calculates (budgeted cost-EV)/(CPI*SPI)

EAC

The Estimate at Complete (EAC) is used to determine what the expected overall costs of a work item will be upon completion.
This is a read only field that automatically calculates actual cost + ETC

TCPI

The To Complete Performance Index (TCPI) measures the expected cost efficiency of a work item at it's completion.
This is a read only field that automatically calculates (EAC - EV)/(budgeted cost - actual cost)

Cost Variance

The Cost Variance measures the difference between the earned value and the actual cost.

This is a read only field that automatically calculates EV - actual cost

 

Revenue Performance Tab

The fields located in the Revenue Performance tab measures the efficiency of a work item based on the actual and planned revenues.

Revenue EV

The Revenue Earned Value (Revenue EV) is used to measure the progress of a work item by calculating how much revenue is expected in a work item at any given time.

This is a read only field that automatically calculates budgeted revenue * %completion

The Revenue Earned Value (Revenue EV) calculation for projects calculates the sum of all Revenue EV calculations of the sub-items associated with the project.

Revenue EAC

The Revenue Estimate at Complete (Revenue EAC) is used to determine what the expected overall revenue of a work item will be upon completion.

This is a read only field that automatically calculates actual revenue + revenue ETC

Revenue ETC

The Revenue Estimate to Complete (Revenue ETC) is used to determine what the additional expected revenue of a work item will be at its completion.

This is a read only field that automatically calculates (expected revenue- revenue EV)/(RPI*SPI)

RPI

The Revenue Performance Index (RPI) measures the actual revenue efficiency of a work item.

This is a read only field that automatically calculates revenue EV/actual revenue

RTCPI

The Revenue to Complete Performance Index (RTCPI) measures the revenue that will be required to meet the projected revenue expectations upon completion of the work item.

This is a read only field that automatically calculates (revenue EAC - revenue EV)/(expected revenue - actual revenue).

 

Expenses Tab

The Expenses tab gathers data of all expenses from within a work item, which is then rolled up into the parent work item.

Planned Expenses

Sum of all expenses planned for a work item and sub-items.

This is a read only field that automatically calculates the 'Direct Planned Expenses' of the work item and all of its sub-items.

Direct Planned Expenses

Enables you to manually enter the planned expenses of the specific work item.

This field will be used to calculate the "Planned Expenses"

Planned Billed Expenses

Sum of all planned billed expenses for a work item and sub-items.

This is a read only field that automatically calculates the "Direct Planned Billed Expenses" of a work item and all of its sub-items.

Direct Planned Billed Expenses

Enables you to manually enter the planned billed expenses of the specific work item.

This field will be used to calculate the 'Planned Billed Expenses'.

Actual Expenses

Sum of all approved expenses that are related to a work item and sub-items.

This is a read only field that is automatically calculated by summing up all the approved expenses of a work item and its sub-items.

Projected Expenses

Sum of all expenses that have not yet been approved that are related to the work item and sub-items.

This is a read only field that is automatically calculated by summing up all the submitted (not yet approved) expenses of a work item and its sub-items.

Actual Billed Expenses

Sum of all expenses that are both billable and approved that are related to the work item and sub-items.

This is a read only field that is automatically calculated by summing up all the approved billable expenses of a work item and its sub-items.

Project Billed Expenses

Sum of all expenses that are billable and not yet approved that are related to the work item and sub-items.

This is a read only field that is automatically calculated by summing up all the submitted (not yet approved) billable expenses of a work item and its sub-items.

 

Work Plan (WBS)

Work Plan (WBS)

Work Plan panels provide a clear, easy to follow view of work items broken down into sub-items in a tree format.
In project management terminology, this is a WBS, a work breakdown structure.

 

Discussions

Discussions 

Discussions on a specific project in Clarizen can be initiated, shared and replied to in order to facilitate work item team or group collaboration.

Discussions centered on a specific project appear in the Projects module Relations Panel and dedicated panels in project Item Detail views .

Note: Discussion panels shows w hen no discussion exist.

 

Setting up Project Specific Rates & Prices 

Setting up Project Specific Rates & Prices

In general, project price is calculated using Billing Hourly Rates defined at the Organization and User levels (see Costs and Billing Rates ).

In addition Clarizen allows a Financial user to define project specific billing rates and prices , used for calculations of the project prices based on the time tracking reports:

  • Modify default billing rates of the job titles already defined in the organization specifically for the project.(to learn how to do this see Manage Project Specific Job Titles Rates section of the application help)
  • Change resource hourly rates for specific work item (project, milestone, task). (to learn how to do this see Manage Resource Rates & Work Item Price section of the application help)
  • Modified resource job title in specific work item . (to learn how to do this see Manage Resource Rates & Work Item Price section of the application help)
  • Define fixed price of specific work item. (to learn how to do this see Manage Resource Rates & Work Item Price section of the application help)

 

Work Driven Financial Calculations

Work Driven Financial Calculations

Cost/Revenue from the Project Work Plan

If you have Cost and Revenue Rates defined in Clarizen and if you have billable work items, the Cost and Revenue rates of the Resources assigned to the task will factor into the Expected Cost and Expected Revenue of the task according to the Work * Resources Rates.

Once the work is being delivered, the Actual Effort will update and this will cause the Actual Cost and Actual Revenue to update according to the Actual Effort * Resource Rates (which can have a higher overtime rate factored in too, which is why in Timesheets you see that you can mark overtime).

If you are not using Rates in Clarizen you’ll have to enter in your Budgeted Cost and Expected Revenues manually.

You can also do this by setting your Fixed Cost which will update the Budgeted Cost.

Even if you are using Rates, when you set a Fixed Cost it overrides the calculated Budgeted Cost.

Note that costs and revenues roll up from the Tasks to the Project, however, if you manually set the actuals at the Project level it will block this rollup see below that the manually set $227 is blocking the rollup of the $640 and $21,500.

Notice that Fixed Cost does not roll up directly, but rather as it is affecting the Budgeted Cost, you’ll see it factored in there.

 

High Level Budget

If you want to set a high level Budget for your Project which is independent of any work or expense calculations, then you should use the Total Estimated Cost field.

 

Project Expenses

System Setting 4.5 defines whether you want the Expenses to affect related Projects.

If you do want this, then, like the parallel process with Clarizen timesheets, if you also have an approval process, you’ll only see the effect on the Projects financials once the Expenses have been approved.

Checking this box means that once you’ve added Expenses and had them approved, you can see the updates in the Finance tab of the related Task or Project with the Expense-specific information in the Expenses sub-Tab.

See below how the $21,500 Actual Expenses feed into the Actual Cost and, as they exceed the Budgeted Cost you can see the Cost Balance is negative (-$1,500), over 100% has been invested and the Budget Status is considered Off Track.

 

Planning Expenses

You can add Planned Expenses into a Project and into an individual Task (see that the fields have a darker border meaning they are not calculated.

Here we can see that I have Direct Planned Expenses on the Project as a Project (e.g. admin cost, rental overheads), but the Planned Expenses shows me the Direct Planned Expenses of any tasks in that project + the Direct Planned Expenses of the Project.

 

Viewing Expenses in the Work Plan

If you plan to work extensively with Expenses you might want to expose those Expense fields in a custom column view as they are not included in the standard Financial views (Budget, Extended Budget, Revenue, Baseline – Finance).

Planned Expenses feed into the Budgeted Cost of the Task or Project, however, if they are Billable, they are also considered as Revenue and I would also see them on the Planned Billed Expenses.

Once my Expenses have been reported as Expense entries on an Expense Sheet, I'll see them aggregated in the Projected Expenses (or it's twin Projected Billed Expenses) and once they are approved they'll become Actual Expenses (or Actual Billed Expenses).

 

Reporting Expenses

The simplest way to add Expenses are in the side panel by either going to an existing Expense Sheet or Adding a New Expense Sheet.

You'll probably want to add a New Expense Sheet if any previous Expense sheets have already been Approved which will normally indicate that any financial processing requests have already been sent to your Finance team.

 

Billable Expenses

See below we spent $120 on a client entertainment meal – luckily they have agreed to cover the cost so our expense is billable and our $120 is considered as both a cost and revenue.

You’ll also notice that there’s also a Reimburse checkbox on an expense but this is not used by any project calculations, however it is in the User Expense Summary report for payroll purposes.

If your Expenses are Billable they are also considered as Revenue – notice how the Actual Expenses in our case which we spent on client entertainment is used in both Actual Cost and Actual Revenue calculations.

 

Budget Status Indicator

The Budgetary Status of work items is displayed with either a Green, Orange or Red colored button, representing a status of On Track, At Risk or Off Track respectively.

 

Note:
This is not shown if you have no Financial Permissions or if your project is in Draft or Cancelled state.

 

Budget Status Calculation

The budgetary status is calculated as follows for leaf items (i.e. work items with no sub items):

  • Off Track = If CPI (Cost Performance Index) is less than: 1-((Remaining Efforts/ (Actual Efforts+ Remaining Efforts))*0.1)
  • At Risk = If 1-((Remaining Efforts / (Actual Efforts+ Remaining Efforts))*0.1) less than the CPI and CPI is less than 1
  • On Track: If the CPI is greater than or equal to 1


The budgetary status is calculated as follows for hammock work items (i.e parent work items):

  • Off Track = If calculation stated above for leaf items is equal to off track
  • At Risk = If calculation stated above for leaf items is not equal to off track, and at least one child item's budget status is NOT equal to on track
  • On Track = If calculation stated above for leaf items is equal to on track and all child item's budget status are equal to on track


The Cost Performance Index (CPI) measures the actual cost efficiency of a work item. This is a read only field that automatically calculates EV/actual cost, that is (budgeted cost * %completion) / actual cost

Earned Value The Earned Value (EV) is used to measure the progress of a work item by calculating how much of the budget has been used in a work item at any given time.

This is a read only field that automatically calculates the budgeted cost * %completion.

You can read a good overview of Earned Value Management on Wikipedia

 

Beyond Standard Budgetary Status Calculation

If you have budgets which are not necessarily work effort driven, such as those with up front equipment spends, then you may find Clarizen's Budget Status indicator less useful and you may want to consider a custom formula field that reflects your project financial status in a way that’s more meaningful to your business.

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Comments

  • Avatar
    Suzanne Yee

    the due date of the project level should be updating to “03/17/16” in your example. Please submit a ticket… this should not be happening. Use that same screenshot in the ticket. Click on “submit a request” at the top of this page…

  • Avatar
    Suzanne Yee

    don't know how to attach screen shot let me know

  • Avatar
    Tom Do

    Hi Suzanne Yee,

    Could you tell us which example and where specifically you are looking at?

  • Avatar
    Michael

    I need to create a task, but the duration is concurrent with other tasks. Is this option available in Clarizen ?

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