How do I configure automatic approval for people using the timesheet feature?

The most often desired configuration is for all users, or all users in a resource OBS tree, to have their timesheets automatically Approve when that user first Submit’s the timesheet.

As an Administrator, this is accomplished using the Edit Rights dialog.

Under the Right dropdown, select the T3 right. Then assign it to a node.

NOTE: The user to which the T3 right is assigned will be displayed as the Approver when you look at the user’s timesheet. So choose a user that makes sense for the node, or more commonly, choose a System account to represent the Approver in all T3 cases.

Only one user should have T3 rights to a node.


When you only want to allow a specific user to have their timesheets auto-approved, assign that user the T2 right.

How do I give a user rights to see and modify financial assignments on a single project?

The F1 financial edit right applies to individual projects; F0, F2, and F3 apply to nodes in the project tree (OBS) and therefore to all projects in the specified node.

The Financial checkbox in the rights dialog enables the “$” toolbar icon which launches the Financial module in Portfolio mode, i.e. showing the financial plan for all projects in the current Get Data session.

Hence, give the user F1 rights to one or more projects, F0 to the node(s) containing the projects, AND no other financial right:

  • The user will not have the “$” toolbar icon. The Show Financial Plan right click menu will appear only when the right click is in a cell on the row of a project to which the user has the F1 right.
  • Show Financial Plan opens the Financial module in single project mode.
  • The user can add/edit/delete financial assignments; NO checkout is required.

If you give the user the Financial checkbox in addition to F1 on a project AND F0 (Financial Read Only) on a project OBS node:

  • The “$” toolbar icon is present if the user has at least F0 rights to all Get Data project nodes.
  • Right click Show Financial Plan works as described above.
  • The Financial module can be opened in portfolio mode with the $ toolbar icon.
  • Edits to projects other than the F1 project are discarded when the Save Financial Data command is issued.


Get Data Profiles Question

When you do get data is it possible to set up profiles to select from?

Yes, the File > Save Settings feature in the Get Data dialog provides that function.

In the dialog just make node, date range, and other selections, click File > Save Settings, and give the “profile” a name which will later appear in the list of profiles below the Delete Settings menu command.

Project Demand Diagnostics

What is the meaning of the Demand Out of Bounds diagnostic filter?

There are two related diagnostic filters in the Filter menu drop down: Demand Out of Bounds and No Demand in Project Periods. They assess the relationship between project start-finish dates and the presence or absence of demand.

Demand Out of Bounds - Highlights cells on the Project Demand and Effort Forecasts sheets where demand occurs before the Start and after the Finish dates of a project.

No Demand in Project Periods - Highlights cells on the Project Demand and Effort Forecasts sheets where NO demand occurs between the Start and Finish dates of a project.

Project Demand Sheet

Double click drill down to Effort Forecasts on Project Device 2722




How should I approach using the Financial Module’s Labor Cost in my process?

The reason for configuring the Financial Item table (in Administer Lists) with an item with Name and Category “Labor” is that when an initial financial plan for a project is created, there may be NO detailed labor forecasts. The financial Labor item can be a placeholder for the initial estimates of labor cost.

After the project has been underway you will have detailed forecasts for labor demand and still later you may have labor actuals from a time tracking system. The real cost of the labor forecasts or actuals can be posted to the financial Labor item on the project to create a complete and accurate financial plan.

To post labor cost from labor demand or actuals, execute the following steps:

       1. Select cells in one or more rows on the Financial Detail or Portfolio Summary sheet.

The rows selected define the target projects which are to receive the posting.

The columns selected define the period range for posting: if the selection is entirely in period data cells the post goes to the selected periods only, if the selection is in the left label area, all periods are posted.

       2. Select Post Labor Forecasts or Post Labor Actuals from the menu.

The cost of the labor demand forecast or actuals will be posted to the specified areas.

If there is no financial Labor assignment on the project a financial Labor assignment is created.

If there is more than one financial Labor assignment, the operation is terminated.

If some projects have 0 or 1 labor assignments and others have duplicate labor assignments, you have the option to continue with the good ones or not.

How can I access labor cost when I have opened a saved .pdw file?

As of PDWare Portfolio build 611.116, the following steps enable access to labor costs from a saved .pdw file. The short way of saying these steps is “Open the .pdw file after logging into PDWare Portfolio database with the Login dialog.”

1.       Launch PDWare Portfolio

2.       Login to the database (this establishes financial rights if any)

3.       Cancel or OK in the Get Data dialog

4.       Open the saved .pdw file

Labor cost calculations in Pivot reports, Hierarchy modules, etc. as well as the Financial module for non-labor financials are available.

How do I create a report on my financial data in PDWare?

Use the report Pivot Source Data.

  1. Use one or more User Defined fields on the Financial Detail sheet in the Financial module to categorize financial items in ways you will want for reporting.

  2. Open the Financial module during a PDWare session.

  3. Launch the Pivot Source Data report (with the Financial module open).

  4. On the Pivot Specification sheet, select fields and value types needed for the report.

  5. Right Click > Create Report.

  6. On the MS Excel ribbon, click the Insert tab and select a Pivot type in the Tables section.

  7. In the Table Range box of the Create Pivot Table dialog, enter the name "PivotRange" (without the quote marks); click OK.

  8. Construct all the pivot tables and charts you need on as many sheets as you want.

  9. From the MS Excel File tab Save As to a .xlsm file type (so the macros will be available when you run the report in PDWare later).

How can I see phase date inconsistencies in PDWare Portfolio?

For purposes of this feature, a phase date inconsistency is defined as follows:

A phase date is inconsistent if it is later than a phase date (or Finish) to the right of it on the Project Data sheet.

Click the Tools > Highlight Phase Inconsistencies menu while on the Project Data sheet with phase date columns visible. Inconsistent dates are highlighted with yellow fill and large font . The menu is a toggle; unchecking it clears the highlighting.

A phase date is highlighted if any date to the right is earlier than it; the Finish date is highlighted if any phase date is later than it . The dates enclosed in the red rectangles in the screen shot above are the dates that cause the highlighting on the "earlier" phase date.

If there are any inconsistent dates, the Project Data sheet is temporarily filtered to display only those projects with inconsistent dates. (A temporary filter does not persist if any other operation involving a filter occurs.)

Autofit is applied to all columns with inconsistent dates. This means that those columns will appear if previously hidden and may be wider (or narrower) than previously specified.  When highlighting is turned off, previous column width settings are re-applied.

[Available in versions 611.93 and later.]


Some Project UDF fields have time stamps on date values

An immediate workaround is to put the string " date" (note the space) in the column title of any such field. This is case insensitive but the space is important: "( Date)" works but "(Date)" doesn't.

A second workaround is to export the sheet to Excel and apply a date format to the entire column in the exported workbook.

Finally, if the timestamps are in the database, a script can be written to clean them up.

Effort Forecasts filters to show 1) all assignments with a demand value that exceeds a resource’s capacity, and 2) all assignments for every resource with a total demand greater than capacity.

Two filter commands are available to support identification of issues with demand for named resources (as opposed to skill assignments).

These filters are designed to deal with two different problem cases. In one, a resource manager types “5” instead of “.5”. In the other, the resource manager adds an assignment for a resource with a demand value less than capacity but there are other assignments that produce total demand greater than capacity.

The commands are accessed on the PDWare menu bar with Filter > Special Filters > Overallocated on 1 Assignment or Overallocated Total.

The Effort Forecasts sheet is sorted by Resource Node and Resource name and then filtered to show only the relevant assignments. The Effort Forecasts sheet is activated if it is not the active sheet.

These filters can also be set by right click command in the Node Utilization report.

What is the meaning of the Productivity fields in the Financial module? How are they calculated?

The 5 productivity fields can be mapped to Project User Defined Fields (UDFs) which can then be selected for display on the Portfolio Summary and BFA View sheets. They are a crude measure of your "bang for the buck" spent in each of the 5 financial categories. Select the Financials menu command at the far right of the PDWare menu bar and then select Map Productivity Fields. In the dialog, select the UDFs for display of each item.

The 5 fields are:

  • Labor $ (dollar)  Productivity
  • Labor FTE  Productivity
  • Total Cost  Productivity
  • Non Labor  Productivity
  • Capital  Productivity

For each field (for each project) the dividend is the row total of Net Rev - Cost. The divisors are the row totals for each of the other types, e.g. Capital or FTE. FTE comes from the row total on the Project Demand sheet in the PortfolioData book. All others come from the row totals on the Portfolio Summary sheet in the Financial module.


NOTE: These values appear only in the financial module. They are not automatically saved to the corresponding UDFs on the Project Data sheet.

Why does sorting Effort Forecasts by Priority not produce a numerical sort if you are in Hierarchy Mode?

A double-click in the Priority title cell on Effort Forecasts means “Sort Effort Forecasts on project priority order (ascending or descending).” It does NOT mean “Sort Effort Forecasts on the values in the column.” The Project Demand sheet for example is always sorted in ascending project priority order. Project priority order is created by sorting first on Priority and then on Project Name. In hierarchy mode this means that the level 1 projects (programs) are sorted in that priority order. Then all their sub projects are sorted in priority order under them.

This project configuration

Project       Priority          Parent

Baker               15             Delta

Able               100

Delta             100

XRay            4000            Able

Looks like this in hierarchy mode:

Project       Priority          Parent

Able               100

    XRay          100.4000   Able

Delta             100

    Baker        100.15        Delta

Because some projects may not have assignments, it is possible to create the following apparently incorrect sort on Effort Forecasts.

Required Skill    Project    Priority

EE                        Xray         100.4000.

EE                        Baker       100.15.


Why do values in the Skills Analysis module differ from values in Project Hierarchy?

The short answer is that the allocation method in the Skills Analysis module is different from the optimization calculation method used elsewhere - by design. The Skills Analysis method provides a slightly less precise analysis with more precise node rollup options than are available with the Optimization options. The allocation method in the Skills Analysis module makes no distinction between resource and skill assignments. It summarizes all demand by Required Skill on Effort Forecasts. If a resource has an assignment with no Required Skill, that demand is summarized to a “skill” called “Resource-No Skill”.

The allocation method triggered by the PDWare optimization commands allocates ALL named resource assignments first and then uses any remaining unused capacity to satisfy shortfall as specified, either just on skill assignments or on skill assignments and on resource assignments with shortfall.

See the article about optimization options for more detail.

What are the differences among the optimization options? When should I use one rather than another?

Optimization is an analysis feature; it is used to highlight gaps and to create reports and charts. It never changes any values entered by users. The Optimize Allocation menu presents three options:

Use Unused for Skills,

Use Unused for All, and

Use Lower Priority Allocations.

PDWare Portfolio always does resource supply vs. demand analysis in project priority order on assignments with named resources (resources defined on the Resource Data sheet). When that is complete we have remaining capacity of resources and demand shortfall on assignments. All demand on skill assignments is shortfall as is any demand that exceeds remaining resource capacity on resource assignments. Shortfall is also called “unsatisfied demand”.

The optimization options apply remaining capacity to unsatisfied demand as specified by the selected option.

Use Unused for Skills  -  apply remaining capacity to skill assignments only This option shows where there is skill demand that should be converted to named resource assignments at some point AND shows where you have overallocated named resources. It can be considered a resource centered view of supply and demand.

Use Unused for All  -  apply remaining capacity to skill assignments and to resource assignment shortfall This option shows the extent to which you have people with the right skills to meet all demand. It can be considered a portfolio centered view of supply and demand.

Use Lower Priority Allocations  -  if shortfall remains after Use Unused for All, take satisfied demand from resource assignments on lower priority projects This option shows “better than the best”* you can do to satisfy demand in the current portfolio if you move resources from lower priority projects to higher priority projects with shortfall.

* “better than the best” because even very small, scattered amounts of remaining capacity are applied to unsatisfied demand, i.e. some of these allocations may be unrealistic. But the whole analysis is very useful as a first approximation to a solution.

What is Calculated Labor in the Financial module?

Calculated Labor is a row for each project summarizing the labor cost of all resource and skill demand values for that project on the Effort Forecasts sheet. If there is a financial item assignment with the category “Labor” for a project, the calculated labor forecast values can be “posted” to it on the Financial Detail sheet. (Actuals can be posted to Labor financial assignments in the same manner.)

How can I see remaining budget after financial actuals have been recorded?

The Chart BFA command in the Financial module can chart and report Actuals and Budget for Total Cost (or any other value summary type). The chart selection dialog has an option to calculate and chart cumulative values.  pic1

The chart shows values from the current financial assignments summarized by project. If you want to chart reported labor actuals, use the Post Labor Actuals right click command on the Financial Detail sheet before charting.

Periodic Values



Cumulative Values


How can I notify users whenever an assignment changes (e.g., Project Manager or Resource Manager of the assignment)?

This can be done using the PDWare Messenger module, which is available as an integrated part of iTeam, or as an additional module with Portfolio. Sample notifications include:

  • ·         Project assignment forecast changes
  • ·         Request creation/approval
  • ·         Time Sheet submission/approval

The application can be configured to notify users based on any PDWare event.

Please contact PDWare Support if the PDWare Messenger module has not yet been configured.