or Query to select records.This screen is the focal point for project setup. Use this screen to define the structure of the project, including the number and length of levels. Set up charging criteria and validations and turn other functions off or on, such as project work force and billable status. Determine project type (cost reimbursable, fixed price, T&M, etc.), and project classification (direct project, B&P, indirect project, etc.), and edit those choices at lower levels of the project setup. Finally, you can set up the customer, project manager, and owning organization and other information.
This screen is similar to the Basic Info screen (Projects » Project Setup » Project Master) but has additional functions to enhance the setup of your projects. Seventeen different subtasks, available through the italicized buttons, are available. These subtasks provide direct access to the other setup screens where you can initialize all the different functions and settings for your projects.
After you enter data for the subtask, saving the screen automatically returns you to this screen, where you can access another subtask. This screen centralizes the setup of your projects and assists you in entering all the data for a given project. You can use the Basic Info screen to set up your project and use the subtasks in this screen to set up additional project data.
Use this screen to initialize a project. Additional maintenance of the data on this screen is required only when the information changes, or if a change is required for any of the charging criteria.
Enter a project, up to 30 alphanumeric characters, for the project to be set up. Projects must always be added from the highest (top) level to the lowest. Entry in the reverse order will cause an error message to be displayed.
The top level, or length of the initial segment, of the Project must
correspond to the length of the level 1 segment in the Project Segment
Lengths table window in the Project Settings screen. This is a required
field. You can use or Query to select records.
Enter a descriptive name of up to 25 alphanumeric characters for the project entered. This is a required field.
If the project entered is a top-level project, (no other entries have been made), this field will be initialized with a 1. If the project entered is not a top-level project, the level number defined by the number of characters and delimiters entered will be displayed, and the Project Levels table, in the Project Levels Setup subtask, cannot be edited. This is a display-only field.
Enter an optional six-character abbreviation for the project in this field. Only one abbreviation is allowed for each project. Any abbreviation set up can be used in many transaction screens as an alternative to entering the project. For screens where a Proj Abbreviation field is available, entry of the abbreviation in that field on any transaction will "pull in" the associated project. Normally, you would not enter a project abbreviation unless you have selected the Allow Charging check box in the Charging Criteria group box.
This check box controls the setup of revenue and billing information for the project. Its default value is selected. If it is selected, the Basic Revenue Info screen (Projects » Project Setup » Revenue Setup) or the Project Billing Info screen (Projects » Billing » Billing Master or Projects » Project Setup » Revenue Setup) can be set up. If it is not selected, any information entered in the Basic Revenue Info or Project Billing Info screens that you try to save will generate an error message. Note that selecting or clearing this check box does not automatically make a project billable or unbillable. If the criteria for billing a project have been met, this check box will not prevent the bill from being calculated; it controls only whether the billing information can be set up.
Use this drop-down list to select the Costpoint products that you want to include in the export processes. Depending on your selection in this field, you can export data for this project to Deltek Time & Expense and Deltek Time Collection. You can run export processes in the Export Data to Deltek Time & Expense 5.x screen (People » Labor » Time Collection (ET) Interface), the Export Data to Deltek Time Collection 3.x and 4.x screen (People » Labor » Time Collection (ET) Interface), and the Export Data to Deltek ET 2.x screen (People » Labor » Time Collection (ET) Interface). This field should only be populated at the level of the project where labor will be charged.
You can select the following options based on the Costpoint products for which you are licensed and your selection in the Version drop-down list in the Corporate Settings subtask of the Labor Settings screen (People » Labor » Labor Controls):
Time Collection Project – Select this option if you want to export data for this project to Deltek Time Collection. Use the Export Data to Deltek Time Collection 3.x and 4.x screen to export the data for this project to Deltek Time Collection. If you are also licensed for the Costpoint Employee Expense product and wish to export data for this project to Deltek Expense, you should use the Time & Expense Project selection for this field.
Time & Expense Project - Select this option if you want to export data for this project to Deltek Time & Expense. Use the Export Data to Deltek Time & Expense 5.x screen to export the data for this project to Deltek Time & Expense. This option is only available if you have version 6.0 or greater of Deltek Time & Expense.
Expense Project - Select this option if you want to export data for this project to Deltek Expense. Use the Export Data to Deltek Time & Expense 5.x screen to export the data for this project to Deltek Time & Expense. This option is only available if you are licensed for Deltek Expense.
None – Select this option if you do not wish to export data for this project to Deltek Time Collection or Deltek Expense.
Select a classification type. This drop-down list will display the system-defined classes of projects that will require separate treatment, due to the varying requirements of each classification. Separate treatment may include using special processes to cost labor or materials, or may simply mean that each of the classifications can be sorted separately for reporting purposes. Valid options include:
Direct Projects
Bid & Proposal
Independent Research & Development
Indirect Projects
Inventory Projects
Work In Process
Several types of Intercompany Projects.
If the project entered is not a top-level, the default value of the classification from the top-level project will be displayed. If you select the Allow Edit check box at the top-level, any classification can be selected. However, if the Allow Edit check box is not selected, the default top-level classification cannot be changed. This is a required field.
These check boxes are displayed at all levels of a project, and control the ability to change the selection of certain key information about the project. When you set up a project, information that is entered will cascade down to lower levels and default in automatically, regardless of the value of the Allow Edit check box. The check box simply determines whether the default can be changed at the lower levels.
The Allow Edit check box can be cleared at any level of a project, and all lower-level Allow Edit check boxes will be cleared accordingly. (This means that the ability to restrict edits of data cascades down automatically from the level at which it was originally restricted). However, if a check box is selected after having been previously cleared, the change does not cascade down to lower levels. They must be changed one at a time.
Select a project type. This drop-down list will contain the user-supplied types of projects in terms of their cost treatment. Generally, Project Types would include: Cost Reimbursable, Fixed Price, Time & Materials, etc., but could be any "type" that you want to track. No special processing will be generated based on this type. However, there are some reports, for example the Revenue Summary report, which can be sorted by type.
If the project entered is not a top-level, the default value of the Project Type from the top-level project will be displayed. If the Allow Edit check box at the top-level is selected, any selection of Project Type can be made. However, if the Allow Edit check box is not selected, the default top-level Project Type cannot be changed. This is a required field.
Enter a customer number from the Accounts Receivable Customer table that corresponds with the main customer for the project.
You can use in this field.
The unlabeled field to the right displays the name of the selected customer. If the project entered is a top-level, the customer name will be displayed. If the project entered is not a top-level, the default value of the customer number and name from the top-level project will be displayed. If the Allow Edit check box at the top-level is selected, you can select any customer number and name. However, if the Allow Edit check box is not selected, the default top-level customer number and name cannot be changed.
Enter an employee from the Basic Employee Info table that corresponds
with the project manager for the project. You can use
in this field. You can optionally leave this field
blank if the project is to be managed by a non-employee, such as a subcontractor.
This field displays the name of the selected employee. If you left the Project Manager field blank, you can enter the name of a non-employee, such as a subcontractor, who will be managing this project. If the project entered is a top-level, the employee name will be displayed. If the project entered is not a top-level, the default value of the employee and name from the top-level project will be displayed. If the Allow Edit check box at the top-level is selected, you can select any employee and name. However, if the Allow Edit check box is not selected, the default top-level employee and name cannot be changed.
Enter the prime contract number (the number on the signed contract with the customer) if the project entered is a top-level. If the project entered is not a top-level, the default value of the prime contract number from the top-level project will be displayed. If the Allow Edit check box at the top-level is selected, you can enter any prime contract number. However, if the Allow Edit check box is not selected, the default top-level prime contract number cannot be changed.
Enter the applicable subcontractor number (the number on the signed contract with the subcontractor) if the project entered is a top-level. if the project entered is not a top-level, the default value of the subcontractor Number from the top-level project will be displayed. If the Allow Edit check box at the top-level is selected, you can enter any subcontractor number. However, if the Allow Edit check box is not selected, the default top-level subcontractor number cannot be changed.
Enter the applicable purchase order number if the project entered is a top-level number. If the project entered is not a top-level, the default value of the purchase order number from the top-level project will be displayed. If the Allow Edit check box at the top-level is selected, you can enter any purchase order number. However, if the Allow Edit check box is not selected, the default top-level purchase order number cannot be changed. If you print invoices on the Form 1034, this purchase order number will be inserted into the Requisition Number and Date field on the Form 1034.
Select this check box to apply Cost of Money (COM, FCCOM, Cost of Capital) rates to the project selected. You can update the COM rates in the Pool Rates subtask of the Cost Pools screen (Projects » Cost and Revenue Processing » Cost Pool Setup).
Select the choice for COM rates if the project entered is a top-level. If the project entered is not a top-level, the default value of the selection from the top-level project will be displayed. If the Allow Edit check box at the top-level is selected, you can make any selection. However, if the Allow Edit check box is not selected, you cannot change the default top-level selection. Normally, if Cost of Money applies to a project, this check box should be selected at the top level of the project and the Allow Edit check box should be cleared. In other words, the entire project is subject to cost of money. Cost of money usually applies to contracts with the federal government.
Select this check box if you want to include the actual costs incurred by this project in the Comma Separated Value (CSV) file created by the Cobra Interface (Others » Product Interfaces » Cobra Interface). This check box is available only at the top-level of the project. If you select this check box, the actual costs of the entire project, including all lower levels, will be included in the Cobra extraction process. If you leave this check box empty, you will not be able to include this project or any of its levels in the Cobra Interfaces screens. Please see the screen documentation for the Cobra Interfaces for more information on this process.
Use this field to enter a Cobra mapping value. Cobra mapping values are used by the Cobra Interface process to link Costpoint projects to Cobra programs. If you select the Project Cobra UDEF option in the Costpoint Mapping column of the Maintain Cobra Charge Templates screen (Others » Product Interfaces » Cobra Interface), you can enter a user-defined value in this field and use it to link to a value in the Cobra system. You would generally use this field if there was a value in Cobra that was not easily linked to anything in Costpoint. For more information on the Cobra Interfaces process, see the screen documentation (Others » Product Interfaces » Cobra Interface).
Use this group box to control numerous options for customizing the charging criteria of this project.
Select this check box if the project is active for charging purposes. It initially defaults to active when a project is set up, but can be changed. If you do not select this check box, project/account/organization combinations in the Maintain Valid Project/Account/Orgs screen (Projects » Project Setup » Project Master) will not automatically be set to Inactive. However, both the flag on individual project/account/org combinations, as well as this global flag, are validated during transaction entry. This flag takes precedence over the Active flag in the Project/Account/Org table.
Select this check box if charging is allowed at this level of the project. It initially defaults to empty, which means that no charging is allowed regardless of the status of the project/account/org combinations. If the check box is selected, charging can occur on valid charging combinations.
Select an account group. This drop-down list displays all of the account groups that were set up in the Project Account Groups screen (Projects » Project Setup » Controls). The account group determines the "set" of accounts that can be charged on this project. Only accounts belonging to the account group selected can be charged on this project.
Since the account group controls how many of the functions will work in the revenue and billing computations, you should view the account groups as permanent once charging has started. Changes should occur only when absolutely necessary.
For more information on Project Account Groups, please see Projects Special Topic PJ-18, "Project Account Groups."
If the project entered is not a top-level, the default value of the Account Group from the top-level project will be displayed. If the Allow Edit check box at the top-level is selected, any selection of Account Group can be made. However, if the Allow Edit check box is not selected, the default top-level Account Group cannot be changed. This is a required field.
Select this check box if you want to be able to edit the project account group at project levels beneath this one. If you select this check box, you will be able to change the project account group for the next level down. If you do not select this check box, you will not be able to change the project account groups at lower levels. The Allow Edit flag is always a default from the level above it.
Select this check box to limit the accounts that can be charged on this project. This check box is disabled if you selected the Limit which Orgs can charge specific Accts check box or the Limit Accounts to P/O/A check box. If you select this check box, you can populate the Maintain Project/Account Validation screen (Projects » Project Setup » Controls) with the accounts that you would like to charge on this project. The accounts available for this project will first be limited to the accounts in the project's project account group.
For more information on the project/account/organization validation process, please see Projects Special Topic PJ-17, "Proj/Acct/Org Validations."
Select this check box to limit the organizations that can charge this project. This check box is disabled if you selected the Limit which Orgs can charge specific Accts check box or if the Limit Accounts to P/O/A check box is available. If you select this check box, the project/org combination must be in the Maintain Valid Project/Organizations table
For more information on the project/account/organization validation process, please see Projects Special Topic PJ-17, "Proj/Acct/Org Validations."
This check box will appear on this screen only if you have selected the Validate Project Charging by Organizations check box in the Project Settings screen (Projects » Project Setup » Controls). If you select this check box, the validation process will review the entire project/account/organization combination. This means the combination must exist in the PROJ_ORG_ACCT table before it can be charged. If you do not select this check box, the validation may be performed on project/account and/or project/organization combinations instead of on the project/account/organization combinations. This process is detailed in the Limit Accounts and Limit Orgs sections.
This check box will appear on this screen only if you did not select the Validate Project Charging by Organizations check box in the Project Settings screen (Projects » Project Setup » Controls). If you select this check box, only the project/account portion of the project/account/org combinations will be validated. If you uncheck the Limit Accounts to P/O/A check box, you can validate the project/account combinations from the Maintain Project/Account Validation screen by selecting the Limit Accounts check box. Note that the Limit Orgs check box is always disabled if Limit Accounts to P/O/A check box is available.
Enter the organization number that "owns" the project. This is the "home" organization for the project.
This organization will receive all revenue and profit, as well as billed and unbilled receivables if one of the following selections has been made:
Owning Organization was selected in the Default Revenue Posting By group box in the Project Settings screen (Projects » Project Setup » Controls)
Owning Organization was selected in the Post Revenue to the group box in the Basic Revenue Info screen (Projects » Project Setup » Revenue Setup)
If the project entered is a top-level, enter the owning organization number. If the project entered is not a top-level, the default value of the organization number from the top-level project will be displayed. If the Allow Edit check box at the top-level is selected, you can select any organization number. However, if the Allow Edit check box is not selected, the default top-level organization number cannot be changed. This is a required field.
Select this check box to control the selection of the owning org at the lower levels of the project. If you select this check box, no changes can be made to the owning org at lower levels of the project. The default for the Owning Organization field will always be the organization that was entered one level above; you can change it only if the Allow Edit check box was empty at the higher level.
The default value of this check box is taken from the Maintain Project Types screen (Projects » Project Setup » Controls). If this field is set to Y for this project's type, the default for this check box will be selected. If that field is set to N, the default for this check box will be empty. This default selection can be changed in this screen. If you select this check box, the project owning organization will be used as the default during transaction entry. The default organization can be changed during transaction entry.
Click this button to open a subtask where you can change the owning organization or view information about any changes to the owning org. To change an owning org, make the change in the Owning Organization field and save the Maintain Project Master screen (the Organizational History subtask will be initialized so you can complete the change information).
If you select this check box, employees and/or vendors who are allowed to charge the project MUST be set up in the Project Work Force screens. This "set" of employees and/or vendors will be the only ones who can charge the project and the "set" will be validated on each timesheet entry. This check box defaults to empty.
If the check box is not selected, no validation of employees or vendors will occur.
The status of this check box will be the default for each of the lower levels of the project. The status of the Allow Edit check box will determine whether or not you can change the Project Work Force Required check box.
Select this check box if you want to be able to change the status of the Project Work Force Required check box at lower levels of the project. If you select this check box, you can change the Project Work Force Required at lower levels of the project tree. If you do not select this check box, you cannot change the status of the Project Work Force Required check box.
Select this check box to use the top level of this project for work force validation. It initially defaults to cleared. If this project is using the employee or the vendor work force, this option allows you to enter the authorized employees or vendors at the top level and have those selections be valid for all lower levels of the project. If you are using either work force and plan on using the same employees or vendors for all branches of the project tree, you can save setup time by selecting this check box and entering the employees or vendors at the top level of the project. This selection is available only for the top level of the project tree.
You can use the 17 italicized buttons to access other setup screens. After you enter the data, saving the subtask will automatically return you to the Maintain Project Master screen so that you can access another subtask. See the documentation for these screens for more information.
The 17 buttons call up subtasks for Government Contract Info, Deliverables, Modifications, Basic Revenue Info, Project Billing Info, Define Rate Sequence, Project Total Ceilings, Project Direct Cost Ceilings, Project Burden Cost Ceilings, Project Hours Ceilings, Project Employee Hours Ceilings, Project Vendor Hours Ceilings, Cost of Goods Sold, Maintain Cost Fee Overrides, Maintain Burden Fee Overrides, User-Defined Info, and Maintain Multiplier Overrides.
Click this button to open the Project Location subtask, where you can maintain project location data. This data is used primarily in conjunction with the Lien Waiver functionality. Lien Waivers print on unique forms by state, and many of the state forms require the project’s location.
Click this button to open the Setup Account/Org Links subtask. With this subtask, you can initialize the project/account/org combinations in the PROJ_ORG_ACCT table. It combines your account and organization selections with the project number to form the combinations. This allows for charging on transactions to begin, since no charges can be made until the initial project/account/org combinations are set up. You must complete this subtask only if you selected the Limit which Orgs can charge specific Accts check box.
Click this button to open a subtask where you can enter the lower levels of the project along with their segment lengths and descriptions. This subtask is required only if the project levels, lengths, or level descriptions differ from the default setup in the Project Segment Lengths table window in the Project Settings screen (Projects » Project Setup » Controls).
Click this button to open a subtask where you can enter additional information about this project.
This screen updates the following tables:
PROJ
PROJ_EDIT
ORG_HIST
PROJ_ORG_ACCT
PROJ_LVL
PROJ_HIERARCHY
PROJ_SRCE_PROJ