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Setting Project Preferences

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As a system administrator, you can create and set the global defaults for projects by configuring your Project Preferences. These settings impact project, task, and issue behavior. 

To locate your system's Project Preferences:

  1. Navigate to Setup in your Global Navigation Bar.
  2. Click Project Preferences.
  3. Click Projects.

Project preferences impact work at all levels of the creation process in Workfront.

For example, preferences established here impact a manager’s ability to create work and a user’s ability to update work. We recommend that before you initially set up Project Preferences you communicate with your users and discuss the work that needs to be done and the workflows in your organization to ensure that all needs are accounted for in the settings. 

 

Project Status

Consider updating the following fields:

New Project Status

The status you specify here is the status of every new project in the system.

Calculate Percent Complete 

The percent complete of a project or parent task is based on the overall progress of the tasks. This information can be calculated based on either the Duration or the Planned Hours of the tasks on the project.   When using Duration, the Duration of each task on the project determines the overall percent complete for the project or the Duration of each subtask determined the overall percent complete for the parent task.  If you select Duration, make sure you have specified the Typical Hours per Work Day and Typical Work Days per Week in the Timelines section. Workfront uses this information when calculating the task's percent complete based on Duration. When using Planned Hours, ensure that all your tasks on project have the amount of Planned Hours defined, and it is not zero. 

Condition

This option allows users to set the Condition of a project manually (On Target, At Risk, In Trouble) or have Workfront set the Condition (Progress Status) automatically based on the project's progression on the timeline.

For more information about the Condition of projects, see "Understanding Project Condition."

Create Baseline Automatically

When this is enabled, Workfront automatically creates a baseline (snapshot) of task and project details when the status of the project changes to Current.

For more information about creating baselines, see "Creating Baselines."

Calculate Performance Index

The Performance Index Method (PIM) for the project controls the method Workfront uses to calculate Earned Value metrics such as  Cost Performance Index (CPI) and  Estimate At Completion. (EAC)

Select from the following:

Calculate the Performance Index Method based on Hours: 

Workfront uses Planned Hours to calculate performance metrics like EAC and CPI. When the PIM is calculated based on hours, the EAC is displayed as a number of hours. Ensure that you have a value for Planned Hours, other than zero. 

Calculate the Performance Index Method based on Costs: 

Workfront uses Planned Labor Cost to calculate performance metrics like EAC and CPI. Ensure that your job roles or users are associated with Cost per Hour rates. When the PIM is calculated based on Costs, the EAC is displayed as a currency value. 

This setting can be modified at the project level, by the project manager, using the Finance sub-tab of the Project Details tab. 

Estimate at Completion

This setting controls which data Workfront uses to calculate the Estimate at Completion (EAC) which represents the projected total cost of your project. 
Select from the following:
Calculate at Project Level: EAC for the parent task and project are determined by entering using Actual hours or Actual Labor Cost in the EAC Formulas. This calculation includes Actual Hours or Costs and Expenses added directly to the parent task or project.
Roll up from Tasks/ Subtasks: EAC for the parent task and project are determined by summing up the EAC for each child task. This calculation excludes Actual Hours or Actual Costs and Expenses added directly to the parent task or project.
This setting can be modified at the project level, by the project manager, using the Finance sub-tab of the Project Details tab. 
For more information about editing the Finance sub-tab of a project, see "Understanding the Project Finance Sub-tab."
For more information on how the Estimate at Completion calculates, see "Estimate at Completion."

Timelines

Consider updating the following fields:

Schedule Mode for Projects

This sets whether your new projects are scheduled from Start Date or from Completion Date when they are created. 

When using Start Date, new tasks default to the As Soon As Possible Task Constraint and project managers are prompted to provide a Planned Start Date for the project.

When using Completion Date, new tasks default to the  As Late As Possible  Task Constraint and project managers are prompted to provide aPlanned Completion Date  for the project.

When multiple users are assigned to a task use the schedule of the ...

If your project does not have a schedule assigned or if the users assigned to your tasks do not have a Schedule assigned to them, Workfront uses the system default schedule to calculate the timeline of the tasks. 

If your project has a schedule assigned and the users assigned to the tasks also have a schedule assigned to them, in the case when you assign multiple users to the same task, Workfront uses the following schedules, based on this setting:

Primary Assignment: Workfront uses the schedule of the Primary Assignment on the task to calculate timelines.

Project: Workfront uses the schedule of the project to calculate the timeline of each task.

For more information on schedules, see "Creating Default Schedules."

Timeline Calculations

Typical Hours per Work Day: 

You can set the number of hours in a typical workday for your organization in this field.
The default is eight hours.

Typical Work Days per Week:
You can also set the standard workweek for your organization.
The default is five days.

Typical Hours per Work Day and Typical Work Days per Week

are used to convert days to hours, or weeks to days. For example, if you have a task with 8 Planned Hours and according to the Duration Type of the task, the Duration is calculated based on Planned Hours, Workfront converts those hours into days in order to show the Duration as days.  

When you define the Typical Hours per Work Day and the Typical Work days per Week fields, Workfront calculates the Full Time Equivalent (FTE) value for your system. This is what Workfront uses when calculating allocations for your users.

For more information about the FTE, see "Understanding FTE."

These values are used when:
  • Planning projects timelines, budgeting for resources, or logging time against projects.
These values are not used when:

Custom Quarters

Select Enable Custom Quarters to configure custom quarters for your Workfront system. Custom quarters are usually quarters that do not match the traditional breakdown of quarters during a calendar year. You can add multiple custom quarters.

For more information on how you can use custom quarters, see  "Enabling Custom Quarters for Projects."

Business Cases

A Business Case is used by Workfront to submit project requests. You can define preferences to determine which tabs are visible on the Business Case form. We recommend that you enable the following fields in order for other tools, like the Portfolio Optimizer, to update properly:

  • Goals
  • Costs (Expenses & Resource Estimates)
  • Scorecard
  • Risks
  • Custom Form

For more information about what each field displays, see "Defining a Business Case." 

After the system administrator enables the sections on the Business Case, a Project Owner can then create a Business Case at the project level. 
For more information about creating a Business Case, see "Creating a Business Case."

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Life after Death

After a Project has been marked as Complete, people can still ...

These preferences establish your organization’s rules regarding whether a task or an issue can be deleted after the project status has been marked Complete.

Select from the following options:
Delete Tasks: Select this option to allow users to delete tasks from a project after the project has been marked Complete.
Delete Issues: Select this option to allow users to delete issues from a project after the project has been marked Complete.

After a Project has been marked as Complete, Dead, or is Pending Approval, people can still ... 

These preferences establish your organization’s rules regarding what happens to tasks, issues, documents, and other objects in a project after the project status has been marked CompleteDead, or is Pending Approval

Select from the following options:

Add/Edit Tasks: Select this option to allow users to:

  • Edit tasks within a project after the project has been marked Complete, Dead, or is Pending Approval.
  • Add tasks to a project that has been marked Complete or Dead. (You cannot add tasks to a project that is Pending Approval.)

Add/Edit Issues: Select this option to allow users to:

  • Edit issues within a project after the project has been marked Complete, Dead, or Pending Approval.
  • Add issues to a project after the project has been marked Complete or Dead. (You cannot add issues to a project that is Pending Approval.)

Add Documents (projects, tasks & issues): Select this option to allow users to add documents to a project (or to add documents to tasks and issues within the project) after the project has been marked Complete or Dead. 
This option does not apply to projects that are pending approval.


Attach Templates: Select this option to allow users to attach templates to a project after the project has been marked Complete or Dead.
This option does not apply to projects that are pending approval.

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This article last updated on 2018-04-03 18:39:02 UTC