University Program Office. Clarity - Quick Reference Guide Project and Portfolio Management Tool. Published - 14 September 2017 (Launch Version)

Transcription

1 University Program Office Clarity - Quick Reference Guide Project and Portfolio Management Tool 1 Published - 14 September 2017 (Launch Version)

2 Getting Started with Clarity To access Clarity click the Launch Clarity button at UPO.UNSW.EDU.AU Note: Only bookmark the UPO website. The Launch Clarity button has a code which logs you into Clarity. If you bookmark directly into Clarity you won t get access. Need Help with Clarity? Try this first... If you get stuck trying to do something in Clarity, activate CA Productivity Accelerator by clicking the Learn link in the top right corner of the screen. It will show you how to use the screen you are on, anywhere inside of Clarity. Then try this... The UPO Clarity website has Quick Reference Guides and videos to help you navigate your way around key features. There are also quick tips to solve common issues. Then finally try this... Contact the IT Service Centre. They can be contacted on (02) or itservicecentre@unsw.edu.au. They will ensure your issue is handled by the right person to provide a solution. Have feedback? If you have any feedback, suggested improvements or new feature requests, send your thoughts to the Clarity team at upoclarity@unsw.edu.au 2

3 Using CA Productivity Accelerator Access the CA Productivity Accelerator by clicking the Learn link at the top right of any screen Access help by clicking this link at the top right corner of any screen Note: The help function will give you a written explanation of the functions on your current screen. The Learn function is an interactive experience that will help step you through your current screen. When you select Learn, a pop up window will list the activities you can do on your current page. You then have the choice of See it, Try it, Know it or Do it. See It! You can choose this option to see an on screen animation of how to do it. Try It! You can choose this option to step through the clicks, the system will prompt you to click in the right places. Know It! You can choose this option to test your knowledge of the clicks you need to make. Do It! You can choose this option to open a pop up window which will step through the clicks in your live system. 3

4 Getting Around Clarity Select HOME on any page to pull open the main menu. From here navigate across the functions of Clarity. Click Projects to access all public projects. Click a tab once to go the section. Click a second time to access a submenu (if available). 4

5 Finding your projects Select the + icon to access the Filter options You can find all projects you are managing Your saved filters appear here for easy access. Click the Save Filter button to save regularly used filters for quick access 5

6 Reviewing Project Details Click the Properties tab to view and edit project details Click Actions then select Add to My Projects to have current project displayed on your default dashboard Red boxes indicate required fields. Stakeholders are used by Clarity for reporting 6

7 Risks, Issues and Change Requests The Issues/Risks/Change Request tab defaults to Risks. Select the other options through the submenu. Click New and then complete the required information in the pop up window 7

8 Project Scheduling A project s schedule is built through adding tasks Access a Gantt chart view of the project schedule by clicking Tasks and selecting Gantt from the submenu Add new tasks by clicking New and completing the required information Note: The Gantt view allows you to drag and drop tasks to reorder them within the schedule. 8

9 Creating, Reviewing and Updating Financial Plans Cost Plan Is where you maintain your project forecast. You can also see your actuals here as well. Budget Plan Is where you can see the approved budget for your project. This comes from your project business case. You can not change this, new versions are added if have a new budget approved. You can also see your actuals against budget here. Benefit Plan In the future, you will see the approved financial benefits of your project here. 9

10 Create and Update Status Reports Create a new status report by clicking Status Reports through the project s Properties tab submenu and click New Status Report Naming Convention YYYYMMMDDProject_Name *Project Name can be an abbreviation Complete the relevant sections of the status report and click Save 10

11 Copy your last Project Status Report Once you have created a new Project Status Report and saved it, you can copy in your previous report s content Under the Actions menu, select Copy. Select your last Project Status Report to insert the contents into your current report. You can then edit to update. 11

12 Printing your reports To access reports that are printable (ie Project Status Reports) or more detailed reports select the Home link and then Advanced Reporting You can then select View List (in the Reports section) to see all of the reports available to you Note Live data is synchronized with the reporting system every hour. Any information entered in the 15 minutes before the top of the hour will not appear in reports until the next hour. For example: Anything entered between 2.45pm and 3.45pm will be in reports after 4pm. Anything entered between 10.45am and am will be in reports after 12pm. 12

13 Knowledge Store The Knowledge Store is where you can find documents related to UPO Project Management. This includes Quick Reference Guides, guidelines and frameworks. Access the Knowledge Store by selecting the Home link and then Knowledge Store 13

14 You might also see additional tabs If you need to use this tab, you will receive specific instructions. This tab will show sub-projects or programs that the current project is related to. Both Parent and Children relationships are shown here. If you need to use this tab, you will receive specific instructions. Use this tab to add and manage who has access to your project This tab is used to upload and access Project documents, access team discussions and meeting action items. 14