Creating a Standard Project

Create the Project

1. Click on the Project Control tab 
2. Click on the Create A Project button 
3. Please complete the following fields: 
   1. Department should be set to the Department that the project will fall under
   2. Client should be set to the client for whom the project is being created for
   3. Contact should be set to your primary contact within the client’s business 
   4. Project Title should be set to the title of the project you're creating
   5. Description should be a brief description of your project
   6. Location should be set to the location of the project
   7. Sector should be set to the most approriate categorisation
   8. Date Received should be the date the project was received by the client
   9. Project Value Type should be set to the most approriate section
   10. Costing Display Layout should be set depending on the costings view desired
   11. Project Status should be set depending on the stage of the project
   12. Project Coordinator should be set to the name of the person managing the project 
   13. Please enter other fields that might be mandatory on project creation within your business
4. Click the Create button to create your project 

Add the Project Variations

When you’ve created your project, the system will take you to a View Project screen. There will be a series of tabs underneath the main project details. 

1. Click on the Variations tab – you’ll see a default variation created 
2. For each variation that you want to add under the project: 
   1. Click the Create button at the top of the variations list 
   2. Set the Parent Job as the job under which your variation will sit 
   3. If your variation is not a Parent Job, please enter the Code to be created
   4. Set the Description to a short, concise summary of your variation 
   5. The Charge Type should be set to the most appropriate option 
   6. Click the Save button to create the variation
   7. If you want to upload any documents associated with that activity, do so in the Attachments tab 
   8. Click Close to close the pop-up 

Changing the status of a variation

Once work is finished on a variation within the project, you can close it off. This is really just an indicator that the variation is complete, but it will also stop anyone logging more costs (either purchases or timesheets) against the variation going forward. 

1. Open the project that you’re interested in through the Project Control tab 
2. Click on the Variations tab to bring up the list of variations within that project 
3. In the right-hand column you’ll see a status saying either Open or Closed 
4. To close an open activity: 
   1. Click on the Open Status 
   2. Click the Close On radio button and enter the date from which no further POs or time should be logged 
   3. Click the Save button to close the variation
5. To re-open a closed variation: 
   1. Click on the Closed status 
   2. Click the Open radio button 
   3. Click the Save button

Changing the status of a project

This is generally only ever done by the Finance team. They’ll close a project once all sales invoices have been issued by: 

1. View the project to be closed 
2. Click the Project Closeout tab
3. Click the Close Project button