Use this screen to request and approve a new project. Entering a project in Quick Project Setup allows you to have an approval step before the project becomes available in Project User Flow (Projects\Maintain\Project). Entering a project using Quick Project Setup is optional.
When you use Quick Project Setup, you also have the option to use quick project templates. Templates enable you to require that users have a certain role to enter quick project information. For example, you can require that a project manager initiates the project setup and enters customer and basic project information; an accounting person completes the billing and revenue information and approves the project.
Quick project templates also let you determine default values for fields and whether entry is required for a field. You can create multiple quick project templates to use for different types of projects, project managers, or departments.
In the Quick Project Setup screen, you can enter a project at any project level. When you import it using Import Quick Project Information (Projects\Maintain\Project), all higher project levels are created. For example, if you enter project 1003.02.005 — when you import the project, Costpoint creates project numbers 1003 and 1003.02. Importing removes the project from Quick Project Setup and makes it available in Project User Flow.
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Note: Alternatively, you can use Generate Quick Project WBS (Projects\Maintain\Project) to build all levels of a new project. After you generate the quick project, you can open it in the Quick Project Setup screen to enter additional information and approve it. |
The Quick Project Setup screen displays the following:
Use the Identification block to enter the quick project template ID and description, the project ID and name, the project abbreviation, and the Approve Project checkbox.
Use the Basic Info tab to enter basic elements of a project, such as project manager, customer, project type, and charging criteria.
Use the Revenue Info tab to enter a revenue formula for the project.
Use the Billing Info tab to enter a billing format and formula for the project.
Use the Modifications tab to enter all modifications for signed and funded value, as well as period of performance.
Use the Notes tab to enter additional information for the project.
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Note: If you use roles for a quick project template, users cannot save a quick project until all of the fields assigned to their role have been completed. |
Use this screen as needed to enter, view, change, and approve a quick project.
New projects are normally set up in Project User Flow (Projects\Maintain\Project).
However, if you would like more flexibility and control of the project setup data entry (such as requiring a project approval step, requiring entry in certain fields, and controlling which users can make entries in specific fields), use Quick Project Setup.
Projects that are set up through Quick Project Setup are approved and then imported into the permanent Costpoint project database to become available in Project User Flow where you continue to enter other project information.
You import quick projects into Project User Flow in the Import Quick Project Information screen (Projects\Maintain\Project).
After importing, you must run the Update Contract and Funded Values and Update Period of Performance toolkits in the Miscellaneous Toolkits screen. These toolkits update contract and funding values and period of performance dates at each project level in the Project Master.
Entering a project in the Quick Project Setup application is optional.
What setup must I complete before using Quick Project Setup?
Required:
In the Quick Project Approver Settings screen (Projects\Configure\Project), you set up users who can approve quick projects. Users cannot approve a quick project until they have been added as an approver here.
You must set up at least one user who is an approver.
Optional:
In the Project Settings screen (Administration\Configure\Projects), you can enter a project account group and owning organization that default when you set up quick projects.
If you want to use quick project templates in the Quick Project Setup application, you must turn on the template feature by selecting the Use Quick Project Templates checkbox in the Project Settings screen (Administration\Configure\Projects).
If you selected the Use Quick Project Templates checkbox in the Project Settings screen, enter templates in the Quick Project Setup Templates screen (Projects\Configure\Project).
If you use quick project templates and you want project account groups to default in the Quick Project Setup screen based on the project type entered, set up mapping in the Quick Project Account Group Mapping screen (Projects\Configure\Project). Then when you set up a quick project template, select "Account Group Mapping" in the Account Group Default Source field on the Basic Info tab.
If you use quick project templates and you want an owning organization to default in the Quick Project Setup screen based on the project manager entered, set up the mapping in the Quick Project Organization Mapping screen (Projects\Configure\Project). Then when you create a quick project template, select "Organization Mapping" in the Owning Organization Default Source field on the Basic Info tab.
If you use roles to determine the user required to complete the entry of a specific field, the user must be set up in the Workflow Roles screen (Administration\Maintain\Workflow).
Why should I use quick project templates?
Using quick project templates is optional.
Use quick project templates if you want more control over the data entry when a project is entered in Quick Project Setup. Templates enable you to specify the following for the Quick Project Setup screen:
Fields that require data entry.
The default value for a field.
The user role required to make an entry in a field.
Whether the Quick Project Organization Mapping feature is used.
Whether the Quick Project Account Group Mapping feature is used.
You can create multiple quick project templates to use for different types of projects, project managers, or departments.
What are the steps for entering quick projects?
Optional: Use the Generate Quick Project WBS screen (Projects\Maintain\Project) to build all levels of a new project. After you generate a quick project and its levels, you can open it in the Quick Project Setup screen to enter project information and approve it.
Enter a project in the Quick Project Setup screen. Complete the fields on each tab.
Approve the quick project in either the Quick Project Setup screen or the Approve Quick Projects screen (Projects\Maintain\Project).
Import the quick project in the Import Quick Project Information screen (Projects\Maintain\Project). The import process creates any higher level of the project not yet created. It removes the project information from the Quick Project Setup application and makes it available in the Project User Flow application.
In the Costpoint client/server version, run the Update Contract and Funded Values and Update Period of Performance toolkits in the Miscellaneous Toolkits screen. These update contract and funding values and period of performance dates at each project level in the Project Master.
If you use quick project setup templates, enter the identification number of the template that you want to use to set up a new project. You can use Lookup to select the identification number. The quick project template controls data entry required for a new project.
After you enter a template ID, its description prefills here.
Project *
Enter up to 30 alphanumeric characters to identify a new project. IDs for each project must be unique. After you save the record, you cannot edit this field.
In the Project field, you can use Lookup to select a project from Project User Flow from which to create a new quick project. After you retrieve the existing project, click the Load Project pushbutton and the existing project's information defaults in the Quick Project Setup screen. Then you enter a new project ID in the Project field.
To retrieve an existing quick project, use Query.
Enter up to 25 alphanumeric characters for the name of the project.
Enter up to six alphanumeric characters to designate a unique abbreviation for the project. Only one abbreviation is allowed for each project segment.
Project abbreviations can be used in many transaction screens as an alternative to entering the project. For screens in which a Project Abbreviation field is available, entry of the abbreviation on any transaction line will default the associated project. Normally, you will not enter a project abbreviation unless the Allow Charging checkbox is selected.
Select this checkbox to approve a quick project.
You approve a project after all the information you require is entered in the Quick Project Setup screen and its tabs.
Only users entered as approvers in the Quick Project Approver Settings screen (Projects\Configure\Project) can approve a project.
Fields that require entry before you can approve a project are:
Project
Project Name
Project Type
Project Classification
Account Group
Owning Organization
If you use quick project templates, additional fields may require entry per the setup for the quick project template.
Approving a project makes it ready for importing into the Project User Flow application.
You import the quick project in the Import Quick Project Information screen (Projects\Maintain\Project).
If you use quick project templates, after you enter the template ID in the Quick Project Setup screen, click this button to retrieve all the default values set up for the template ID.
When you create a new project, use this pushbutton to copy the setup from a project that already exists in Project User Flow to the new project.
Steps:
In the Quick Project Setup screen, in the Project field, use Lookup to select a project from Project User Flow.
Click the Load Project button.
The project's setup information defaults in the Quick Project Setup screen, and the project number is removed so you can enter the new quick project number.
* A red asterisk denotes a required field.
Changes to this screen update the QPROJ (Quick Project Setup) table.
