Project - Info Tab (Extended or Default)

The Info tab allows you to enter general information about the project. In the Extended or Default Project views, reference information such as client, currency, manager, and marketing data, management and ownership assignments, and project operational controls are available.

If a less complex project setup is desired, the Simple Project view is available. This allows you to enter tasks and various general and pricing information about the project. For more information, see Project - Info Tab (Simple).

General

In the General area, enter general information about the project.

  Field Description
Code Enter a unique code for the project. Once a code has been entered and submitted, it cannot be changed.
This field automatically prepopulates and be read-only if an auto-counter has been defined for this type of document.
Name Enter a name to identify the project. The name does not have to be unique.
  Alternate Name Enter an alternate name for the project. This field may b e used to provide a more descriptive or more comprehensive name for the project.
Client Enter or select the client that the project belongs to. Only active and pending active clients can be selected.
Currency Enter or select an active currency. This defines the project currency that the project financials, such as budget and fee amounts, belong to. This selection cannot be changed once the document has been in a final state.
  Fee Amount

Enter an overall fee amount for the project. This amount does not have any revenue recognition and is independent of budgets.
  Total Budget Effort Displays a read-only total of the project's effort budgets (i.e. those entered via the Tasks or Earned Value tabs).
  Start Date Displays the date that the project starts. This is set on the root task level of the project. This date must be no less than 01/01/1900.
  Finish Date Displays the expected finish date for the project. This is set on the root task level of the project. This date must be no less than 01/01/1900.
  Contract Enter or select an active or pending inactive contract to associate with the project.
  Work Type Enter or select an active work type. This is used to categorize and classify projects for reporting purposes.
  Business Unit Enter or select an active business unit. This is used to categorize and classify projects for reporting purposes.
  Market Segment Enter or select an active market segment. This is used to categorize and classify projects for reporting purposes.
  Service Line Enter or select an active service line. This is used to categorize and classify projects for reporting purposes.
  Agency Enter the active Agency associated with the project. This defaults to blank.
  Description Enter a description of the project.
  Comment Enter a comment about the project.
  Status Select the status of the project.
  Template

Authorized users can select Template to mark the project as a project template. A project template cannot have history, such as one or more charged tasks, and must be an inactive project.

Template is unchecked by default.

 

Note: Once a project has moved to a final state, the Template property cannot be modified for the project.
 
 

See Also: To create a new project using a project template, see Copy Project.

Defaults for New Project

When a new project is created, the default values for the following fields are as noted below when the user is mapped to an employee code in the User Authorization set up.

  • Company: the Company of the user's employee document is used.
  • Organization: the Organization of the user's employee document is used.
  • Currency: the Currency of the Company of the user's employee document is used.
  • Manager: the Employee code of the user's employee document is used.

When the user is not mapped to an employee code in the User Authorization set up, and, if only one active Company, Currency, or Posting Group exists in the database, then those values become the new project's defaults. Otherwise, the default value is blank for all fields.

Responsibility

In the Responsibility area, enter company and organization ownership and management assignments for the project.

In the first column, the red dot indicates a required property and the blue symbol indicates a default property.

  Field Description
Company Enter or select the company that owns the project. Only active and pending active companies can be selected.
Organization Enter or select the organization that owns the project. Only active and pending active organizations within the Company can be selected.
Manager Enter or select the project manager. Only active and pending active employees can be selected.
  Director Enter or select the project director. This can be used for various roles above project manager. Only active and pending active employees can be selected.
  Administrator Enter or select the project administrator. Only active and pending active employees can be selected.

Project Controls

In the Project Controls area, enter the controls for how the project is to be managed. You may also define the types of inputs that are allowed for the project.

  Field Description
  Variance Level

Select the task level where revenue and variance will be calculated and posted. When using a Variance Budget Method, this also determines the levels where budgets can be entered.

When Lowest is selected, the lowest level task is used. Once a budget is added on a level, the budget must be deleted before a child task can be added below the task.
  Organization Variance Responsibility

Select if each organization is responsible for variance or if one organization will be responsible for the variance.

  • All: Variance is calculated for each organization that charges to the project based on the amount budgeted for the organization.
  • One: Only the organization assigned to the task at the variance level can have variance. Other organizations will earn revenue equal to effort and have zero variance.
  Budget Category Variance Responsibility

Select if each budget category is responsible for variance or if one budget category will be responsible for the variance.

  • All: Variance is calculated for each budget category that charges to the project based on the amount budgeted for the budget category.
  • One: The default budget category defined in Global Settings will take the variance and the remaining budget categories will earn revenue equal to effort and have zero variance.
 

Budget Method

The available options are Variance or Detail. Select Variance if budgeting is dictated by the Variance Level, Organization Variance Responsibility and Budget Category Variance Responsibility. Select Detail to allow budgeting for any organization and any budget category at the lowest task level regardless of the other three settings.

 

See Also: For more information, see the Project Budgeting Overview.
  Revenue Basis Select from options of Cost or Effort. This required property displays only in the Extended View and indicates whether revenue on a project should be recognized and based on effort or cost. For new projects, Revenue Basis is set based on the project's company. This property can be changed at any time but must be Cost or Effort to pass validation.
  Sync Fee Amount to Total Budget Effort

Select to set the project to automatically update the overall fee when budget changes are made. The Fee Amount will then always be in line with budgets when working with the project. The Sync Fee Amount to Total Budget Effort defaults to unselected.
Posting Group Enter or select a project posting group. This provides the accounts to which the financial amounts on the project will be posted. Only active posting groups with a matching Company can be selected. In addition, if the Use Revenue Provisions option is selected, the Allow Revenue Provisions option must be selected for the posting group.
  Authorization Basis

Select the basis for organization selection for budgeting and control. The default is Organization which requires explicit selection of organizations within stated companies.

Or the user may select Company which allows all of the organizations (present or future) that belong to the stated company to charge the project.
 

Regular Labor

 Select if regular labor, which is entered through timesheets, can be charged to the project.
  Regular Expense Select if regular expenses, which is entered through vouchers, can be charged to the project.
  Labor Adjustment Select if labor adjustments, which are entered through prebill transfers and labor adjustments, can be charged to the project.
  Expense Adjustment Select if expense adjustments, which are entered through prebill transfers and expense adjustments, can be charged to the project.
  Work Calendar Enter or select an active work calendar. This determines the working days on a project and is used for task and resource scheduling. When a calendar is not selected, all days are considered working days.
  Scheduling Preference

Select how Start, Finish, and Duration date interact on a task.

  • Date: The project schedule is date driven, so changes to dates will adjust the duration.
  • Duration: The project schedule is duration driven, so changes to a date will adjust the other date, and will not change the duration.

For more information, see Start Date, Finish Date, and Duration Relationships.
  Auto-Publish Labor Assignments

Select if assignments for the project should automatically be published when the project is approved and processed to a Final state. This option allows Project Managers and Task Managers to bypass the need to use the Resource Plan screen to publish assignments so employees can immediately see their assignments on the Staff Dashboard and pull their assignments into their timesheet.

If this option was not selected when the project was originally created and submitted and then is selected, all existing and new scheduled assignments will be published when the project is submitted. However, if this option is deselected with existing, published assignments, the existing assignments remain published but new scheduled assignments will not be published.
  Use Revenue Provisions

Select to enable revenue provisions on the project by task. This option is only available in the Extended View. If the Allow Revenue Provisions option is not selected for the Posting Group, the project will not validate. When selected, Effort at Completion does not affect revenue, provisions cover actual and anticipated effort overruns, and provision values are calculated and can be entered on the Earned Value tab.

For additional information about how provisions work, see Provisions Overview.
  WIP Adjustment Task

Enter or select the WIP adjustment task. This option is only available n the Extended View. Final or draft input tasks can be selected. The list of available tasks is not limited by the status of the task or any input authorization options.

Note: When the Use Revenue Provisions option is selected, this selection is required. However, this field is not validated until the project's status is changed to any status other than Active and does not display as required.

Locations

In the Location area, enter the definition for where the project is located.

Field Description
Code Enter a unique alphanumeric key to identify the project location. Once a code has been entered and the document has been submitted to final, it typically cannot be changed.
Name Enter a name to describe the project location. The name does not have to be unique.
Description Enter a description about the project location.
  Fax Number Enter a fax number for the project location.
  Mailing Address

Select if this address can be used to send and receive mail. If selected, Street, City, and Country are required.
  Phone Number Enter a telephone number for the project location.
Street Enter the street address. This field is required when Mailing Address is selected.
City Enter the city. This field is required when Mailing Address is selected.
State/Province Enter or select the state or province. This field is required when Mailing Address is selected and the selected Country is set to have States or Provinces. For more information, see Country.
Zip/ Postal Code Enter the zip or postal code. This field is required when Mailing Address is selected and the selected Country is set to have postal codes. For more information, see Country.
Country Enter or select the country. This field is required when Mailing Address is selected.
Primary Select if the location is the main location associated with the project. One primary location must be selected for each project, and by the first location added is selected as the primary but can be changed to a different location. Once marked as the primary location, the location attributes for the location are used as restrictions in the inquiries.

Contacts

In the Contacts, select contacts to associate with a project.

  Field Description
  Client Displays the client to which the contact belongs.
  Owner Displays the owner to which the contact belongs.
  Primary Select if this is the primary contact for the change order. When there is only one contact selected, it is automatically marked as the primary contact.
Contact

Enter or select a contact.
  Contact Description Displays the contact's description.
  Contact Owner Displays the employee who manages the relationship with the contact.
Email

Displays the email address of the contact.
  Family Name Displays the last name of the contact.
  Given Name Displays the first name of the contact.
  Middle Name Displays the middle name of the contact.
  Mobile Number Displays a mobile phone number for the contact.
Phone Number

Displays the telephone number of the contact.
  Prefix Displays a prefix for the contact's name, such as Mr, Ms, Dr.
  Primary Property

Displays the primary property of the contact.
  Suffix Displays a suffix for the contact's name, such as MD, MS, PA, III.
  Vendor Displays the vendor to which the contact belongs.
Title Displays the title of the contact.

Change Orders

In the Change Orders area, add change orders to associate with the project and a task.

  Field Description
Change Order Enter an active change order. Change orders already associated with the selected task are excluded.
  Change Order Award Date Displays the change order award date.
  Change Order Client Displays the client associated with the change order.
  Change Order Comment Displays the comments associated with the change order.
  Change Order Company Displays the company associated with the change order.
  Change Order Currency Displays the change order currency.
  Change Order Description Displays the change order description.
  Change Order Fee Displays the change order fee.
  Change Order Manager Displays the change order manager.
  Change Order Organization Displays the organization associated with the change order.
  Change Order Parent Displays the change order parent.
  Change Order Stage Displays the stage of the change order.
  Change Order Status Displays the status of the change order.
Task Enter or select an active or inactive task from the current project.
  Task Billable Displays if the task is billable.
  Task Company Displays the company associated with the task.
  Task Manager Displays the task manager.
  Task Organization Displays the organization associated with the task.
  Task Status Displays the status of the task.

Opportunities

In the Opportunities area, add opportunities to associate with the project and a task. This association allows you to analyze related budgets, effort, revenue, and cost on chargeable / awarded and non-chargeable / general acquisition tasks.

  Field Description
Flag Displays if the item has been added or edited.
Opportunity Enter or select an active opportunity. There is not a limit, and one opportunity can be related to multiple tasks, as needed.
  Opportunity Award Date Displays the opportunity award date.
  Opportunity Client Displays the client associated with the opportunity.
  Opportunity Comment Displays the comments associated with the opportunity.
  Opportunity Company Displays the company associated with the opportunity.
  Opportunity Currency Displays the opportunity currency.
  Opportunity Description Displays the opportunity description.
  Opportunity Fee Displays the opportunity fee.
  Opportunity Manager Displays the opportunity manager.
  Opportunity Organization Displays the organization associated with the opportunity.
  Opportunity Parent Displays the opportunity's parent opportunity.
  Opportunity Stage Displays the stage of the opportunity.
  Opportunity Status Displays the status of the opportunity.
Task Enter or select an active or inactive task from the current project.
  Task Billable Displays if the task is billable.
  Task Company Displays the company associated with the task.
  Task Manager Displays the task manager.
  Task Organization Displays the organization associated with the task.
  Task Status Displays the status of the task.