Projects

1. How do I add a new project?

2. How do I change a project name?

3. What is the purpose of assigning a 'project type'?

4. How do I view existing project tasks?

5. How do I add a task to an existing project?

6. What is the purpose of the 'speculative' tick box available when adding tasks?

7. On the Summary page, the users assigned to the Project Team are showing, but how do I add more?

8. How do I resource users who work weekends as part of their core hours/working week?

9. How do I stop one project manager from seeing another project manager's projects?

10. My task is 45% complete, how can I add this to my task in the project?

11. How do I stop people logging time to a task of a project?

12. How do I archive completed projects?

13. When reporting on my projects how do I exclude uninstructed (pending) work stages?

14. Some approved time is not available for billing when I run a Refresh Due on the Invoice Schedule?
    

     

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   How do I add a new project?

To add a new project, go to Projects and click , located directly above the list of existing projects.

2. How do I change a project name?

To change a project name:

1. Go to Projects.

2. From the Projects list, click the name of the project you wish to change.

3. In the Project Name box, type the new or corrected project name and click .

3. What is the purpose of assigning a 'project type'?

It is used to differentiate between different types of projects.

It has no functional impact, but is for visual differentiation and can be used as a filter in reports to only view data for certain project types.

4. How do I view existing project tasks?

To view a project's existing work structure, go to Projects and select the relevant project.

From the project sub-menu select either Work Structure or Gantt.

5. How do I add a task to an existing project?

To add a task to an existing project, go to Projects and select the relevant project.

From the project sub-menu select Work Structure and then click , located directly above the list of existing tasks.

Alternatively, from the project sub-menu select Gantt, click and hold down your left mouse button on the new task button located directly below the close button, and drag the hand cursor to the existing task you wish to insert this new task below.

6. What is the purpose of the 'speculative' tick box available when adding tasks?

Clients who use this feature typically mark time as Speculative during the bid cycle of a project i.e. before it is won.

Or if time is being logged to a stage, it has not been completely agreed and they therefore may not get paid for the work they have done until it has been.

The Actual Time v Budgeted Time report includes a filter option to include or exclude speculative time logged to a project.

7. On the Summary page, the users assigned to the Project Team are showing, but how do I add more?

You probably have set on the filter.  Click > Assign users by ticking the relevant boxes > Click .

8. How do I resource users who work weekends as part of their core hours/working week?

The core working hours for the user may need to be changed in their user record in Admin (Admin > Users > User Profile).

Once their core working hours have been set, resource the user within the project.

9. How do I stop one project manager from seeing another project manager's projects?

Identify which security groups can view specific projects, and then create Security Profiles in the Admin section (Admin > Project settings > Security profiles) for each project manager.

 For each Security Profile:

1. Click Start > Control Panel.The Control Panel is displayed.

2. Click Appearance and Themes, and then Display. The Display Properties screen appears.

3. Click the Settings tab. The screen resolution is displayed.

4. Add the Security Group to which each manager belongs.

5. Navigate to the project and on the summary page select the security profile from the Security Profile drop-down list.

6. Apply Security Profile A to projects of project manager A; and apply Security Profile B to projects of project manager B.

10. My task is 45% complete, how can I add this to my task in the project?

Select the appropriate task and in the % Complete box type "45", and then click Save.  See also Adding project tasks. The percentage you add in the box will update the Work In Progress Report.

11. How do I stop people logging time to a task of a project?

To prevent user's from being able to log time to a specific project task, set the project tasks status to a 'complete' status.

12. How do I archive completed projects?

Go to Projects, click the project name, and in the Summary sub screen click .

13. When reporting on my projects how do I exclude uninstructed (pending) work stages?

Ensure all of your uninstructed stages' Statuses are set to Pending (this will be named as defined via Admin > Project Settings > Task Statuses) via Projects > Work Structure* > Task Details or Projects > Gantt > Task Details.

You can then choose to exclude stages of this status using the Task Status filter, for example on the Revenue vs Target report.

14.  A user's logged time is not available for billing when I run a Refresh Due on the Invoice Schedule?
    
    

To ensure logged items can be picked up by As Logged invoice rules you will need to check the following areas:

• All items (time and expenses) must be approved. Only approved items will be picked up by As Logged invoice rules.
• The approved item must be picked up by a Rate Set. Any approved time or expense item that does not meet the criteria of the Rate Set will be ignored by the Invoice Rule, i.e. the correct tasks, users, and dates are specified in the Rate Set.
• The user cannot have a Charge Rate of £0 in the Rate Set. Approved time will be ignored by the invoice rule if a user's charge rate is £0.
  
• The invoice rule must be active.
• Ensure the invoice rule is configured to pick up the approved item, i.e. the correct tasks, users, and dates are specified in the Invoice Rule.
• Items that have been transferred from another project using the Transfer Data tool will need to be removed from the original project by running a Refresh Due on that project, and then a Refresh Due should be run on the Target project so it can be picked up by the correct rule.
• Lastly, if you have checked all of the above then it is likely that the approved item has already been attached to an existing invoice. Invoice items can only be associated with one invoice.
  

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