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Setting Project Preferences

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Project Preferences allow system administrators to create and set the global defaults for projects. These settings provide the ability to set other preferences that impact project, task and issue behavior. 

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. It is strongly recommended that before the initial setup the system administrator and managers communicate with each other regarding work needs and the workflow processes in your organization to ensure that all needs are accounted for in the settings. 

Preferences are established individually for projects or for tasks and issues as a group.

To locate your system's Project Preferences:

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

Project Status

New Project Status

This field sets the default status for all newly created projects. 

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 Duration or Planned Hours of tasks.  For example, using duration factors in each task on the project to determine the overall percent complete for the project or each subtask for the parent task. 
If you select Duration, make sure you have filled out 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.

Condition

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

Create Baseline Automatically

When the status of the projects changes to Current, Workfront automatically creates a baseline (snapshot) of task and project details. 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).
Your system administrator chooses one of the following settings:
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.
Calculate the Performance Index Method based on Costs: Workfront uses Planned Labor Cost to calculate performance metrics like EAC and CPI. In this case, ensure that your job roles or users are associated with cost 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. The project manager can change this setting with each project. 
Your system administrator chooses one of the following settings:
Calculate at Project Level: EAC for the parent task and project are determined by entering the actual hours/actual labor cost into the EAC Formulas. This calculation includes Actual Hours/ 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/ 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 on how the Estimate at Completion calculates, see "Estimate at Completion."

As a project manager, you can also change this preference at the project level, in the Finance tab of the project. For more information about editing the Finance sub-tab of a project, see "Understanding the Project Finance Sub-tab."

Timelines

Schedule Mode for Projects

This sets the default date project schedules are based on when they are created. 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.
Using Completion Date, new tasks use the As Late As Possible task constraint and project managers are prompted to provide a Planned Completion Date for the project.
NOTE If your project does not have a schedule assigned and you have selected When multiple users are assigned to a task, use the schedule of the... option in your Project Preferences, Workfront uses the system default schedule. Therefore, anytime the project timeline calculation needs a project schedule, and none has been assigned, the system default schedule is used. For more information on schedules, see "Creating Default Schedules."

Automatically Recalculating Project Timelines

When projects are created, projected timelines can be adjusted to account for changes. You can determine when this occurs for projects in your system. Project managers can recalculate a timeline manually (projected and planned), or choose to run automatic recalculations (projected only) when the selected conditions are met.

Multiple Users Assigned to a Task

In a collaborative work environment it is not uncommon to assign more than one person to complete a task. Users can have unique schedules from one another (personal time, daily schedule, etc.). In these situations, the system administrator configures in Workfront which schedule to use in the event that there is a conflict between multiple users' schedules on a task. Either the project schedule or the schedule of the primary user assigned to the task can be used. For more information, see "Creating Default Schedules."

Timeline Calculations

System administrators can set the number of hours in a typical workday. (The default is eight hours.) 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 settings the task duration is calculated based on planned hours, Workfront converts those hours into days in order to show the duration as days. The system refers to the typical hours per day and converts the duration based on the information entered. 
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 the timeline engine uses when calculating allocations for your projects. For more information about the FTE, see "Understanding FTE."
These values are used when:
  • Planning projects timelines and logging time against projects.
These values are not used when:

Custom Quarters

Select Enable Custom Quarters to configure a custom quarter for your Workfront system. 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 as a way to submit project requests. The system administrator can define preferences to determine which tabs are visible on the Business Case form. We recommend that you enable Costs, Scorecards, and Risks so other tools run properly.

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

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 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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