Project Costing Creating a Project - 31f... 4 Project Activities - 31f... 7 Maintaining Project Activity Status... 9 Modifying a Project

Transcription

1 PROJECT COSTING

2 Table of Contents Creating a Project - 31f... 4 Project Activities - 31f... 7 Maintaining Project Activity Status... 9 Modifying a Project Activity...11 Managing Project Cost Budgets - 31f...13 Adding a Team Member to a Project...17 Linking a Document to a Project - 30b...19

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4 Creating a Project - 31f Creating a Project Purpose: Use this document in order of steps to create a project in ctclink. Audience: Finance This process is sequential - It is very important to complete these tasks in the order of steps shown below. Navigation: > Project Definitions > General Information > Add a New Value Enter information in the following required fields: 1. Business Unit: Defaults (The value defaults from your User setup. Can be changed if you have access to multiple business'). 2. Project: NEXT (Accept default value - DO NOT CHANGE; the system will use this value to auto numbering upon saving new projects). 3. Create: Blank Project (Accept default value - DO NOT CHANGE. The Create drop down menu contains additional options: Project form Copy; Project from Microsoft Project; Project form Template; Project Template). 4. Select Add. Enter the information in the following required fields: 5. Descriptions: Enter a description for the new project. (Max 30 characters). 6. Integration: Enter or use the look up icon to select a valid value. 7. Project Type: Enter or use the look up icon to select a valid value. (Optional input used for reporting purposes). Page 4

5 8. Project Status: O (Open) - Accept this default value. 9. Start Date: MM/DD/YYYY - Enter the date the project is scheduled to begin. (The start date cannot be after the start date of any activity). 10. End Date: MM/DD/YYYY - Enter the date the project ends. (The end date cannot be prior to the end date of a project activity). 11. Select Save. Notice that upon saving, the system creates a new project and assigns a Project ID. 12. Select the Location tab. 13. Use the Location Code to identify the facility where the project is based. 14. Enter or click the look up icon for Location Code and select a valid location code from the list. 15. Select Save. Page 5

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7 Project Activities - 31f Purpose: Use this document to create a project activity in ctclink. Audience: Finance Creating a Project Activity Navigation: > Activity Definitions > Project Definitions Enter information in the following required fields: 1. Business Unit: Defaults - accept Default Value (The value defaults from your User setup. You can change if if you have access to multiple Business Units). 2. Project: Enter or use the look up icon to select a valid Project ID. (For this activity, select the Project ID you created in Step 1 - Creating a Project). 3. Select Search. Use the Project Activity page to create an activity and assign it to a project. Enter information in the following required fields: 4. Activity Name: Enter the desired information. (Max 20 characters) 5. Activity: NEXT (You can accept this default and allow the system to use auto-numbering to assign the next available activity number OR you can enter a 5 character long code). 6. Start Date: Defaults from the Project Start Date. (The activity start date can be changed to a later date. This date cannot be earlier than the Project Start Date). 7. Select the Details tab. Page 7

8 8. Activity Type: Enter or use the look up icon to select a valid value from the list. 9. Activity Owner: Optional (You can associate a Team Member as Activity Owner or leave blank). 10. Processing Status: Active - accept the default value. (This field also delivers an Inactive status to allow users to inactivate an activity). 11. Select Save. Page 8

9 Maintaining Project Activity Status Purpose: Use this document as a reference for updating the status of a project activity in ctclink. Audience: College staff responsible for creating and managing projects. Navigation: Main Menu > > Activity Definitions > Status Maintaining Project Activity Status 1. On the Status page, enter the search criteria to locate the project. 1. If it did not default, enter or select the business unit in the Business Unit field. 2. Enter or select the project ID in the Project field. 3. Click the Search button. 2. Use the Status page to change the status of one or more project activities. Options available: Open, Pending and Closed. Note: Closed activities can have no further transactions associated to them. 1. Enter or select the status effective date in the Effective Date field. 2. Enter or select the activity status in the Status field. 3. Click the Save button. Page 9

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11 Modifying a Project Activity Purpose: Use this document as a reference for updating (modifying) a project activity in ctclink. Audience: College staff responsible for creating and managing projects Navigation: Main Menu > > Activity Definitions > Project Activities Modifying a Project Activity 1. On the Project Activities page, enter search criteria to locate the project. 1. If it did not default, enter or select the business unit in the Business Unit field. 2. Enter the project ID in the Project field. 3. Click the Search button. 2. Use the Project Activities tab to modify items within the Project Activities section. 1. Adjustments may be made to any of the open fields. In this example, the Percent Complete is modified to reflect 20%. 2. Click the User Fields tab. Page 11

12 3. Use theuser Fields tab to add additional data. 1. For example, enter any data in the Field 1 field. Note: Field names are limited to 10 characters and automatically switch to all uppercase upon saving. 2. Click the Save button. Page 12

13 Managing Project Cost Budgets - 31f Managing PC Budgets Navigation: > Budgeting > Budget Plan > Add a New Value Enter the following information into the required fields: 1. Business Unit: Defaults-accept default value. (The value defaults from your User setup. You can change if you have access to multiple Business Units). 2. Project: Enter or use look up icon to select a valid Project ID. (For this activity, select the Project ID you created in Step 1 - Creating a Project). 3. Select Add. Use the Budget Plan page to create Project Plan Budget. Enter information in the following required fields: 4. Description: Enter the desired information. (Max 25 characters). 5. Select the Budget Details button. 6. Select the Budget Items icon in the Project Budget Details section. Page 13

14 Enter the following information: 7. Project Budget Item: Enter or use the look up Budget Item button to select valid value from the list. 8. Spread Option: click the drop down button in the Select Spread field and select Adjust by Amount. 9. Budget Adjustment: Enter a dollar amount for the Budget Item. 10. Select the Distribute Budget button. The system will display this message: Page 14

15 11. Select Yes. 12. Select OK to return to the Budget Detail page. 13. In the Budget Item row, click the Select Spread drop down button and select Even Spread. 14. Select Save. The system spread evenly the amount across the periods and update page from "Budget not eligible for finalization" to "Budget eligible for finalization" 15. Select the Return to Budget Plan link. Page 15

16 16. Select the Finalize button. 17. The system displays a Message confirming the Finalization process was initiated. 18. Select OK to continue. 19. Select the Process Monitor link. 20. Select the Refresh button as needed to verify Run Status Success. Page 16

17 Adding a Team Member to a Project Purpose: Use this document as a reference for adding a team member, including a project manager, to a project in ctclink. Audience: College staff responsible for creating and managing projects. Navigation: Main Menu > > Project Definitions > Team Adding a Team Member to a Project 1. Use the Team page to enter search criteria to locate the project. 1. If it did not default, enter or select the appropriate business unit in the Business Unit field. 2. Enter or select the Project ID in the Project field. 3. Click the Search button. 2. On the Team Detail page, click the Add a new row button in the Project Team Members section to add a team member to a project. Page 17

18 3. Use the Team Detail page to enter the new team member details: 1. Enter or select the employee ID in the Employee ID field. 2. Enter their address in the ID field. 3. Enter or select the role in the Project Role field. 4. If the staff member is the project manager, then check the Project Manager check box. 5. Enter the start date for the employee in the new role in the Start Date field. 6. Enter the end date for the employee in the new role in the End Date field. 7. Click the Save button. 8. Click the Return to Project Team Summary link. Page 18

19 Linking a Document to a Project - 30b Purpose: Use this document as a reference for adding important reference documents to a project in ctclink. Audience: College staff responsible for creating and managing projects. Navigation: Main Menu > > Project Definitions > General Information Linking a Document to a Project 1. On the General Information page, enter search criteria on the Find an Existing Value tab to locate the project. 1. If it did not default, enter or select the business unit in the Business Unit field. 2. Enter the project ID in the Project field. 3. Click the Search button. 2. Click the Attachments tab. Page 19

20 3. Click the Add button within the Document Attachments section to add documents related to the project. Note: Documents may only be added one at a time. 4. On the File Attachment window, click the Browse button. 5. Use the Choose File to Upload window to locate your file: 1. Navigate to the location on your computer of the file you want to attach and click on the file to populate the File name field. 2. Click the Open button. Page 20

21 6. Click the Upload button. 7. Click the Save button. Note: While large files may be loaded, it s recommended to load smaller files and save before attempting to load a large file (10MB+) as it may take some time to upload. Page 21

22 Note: After adding one or more documents, if they should need to be deleted, use the Delete button; or you can view using the View button. Page 22