Project Fields Based on an Opportunity Fee Estimate
When you create a new project from an opportunity fee estimate, Vision maps data from the opportunity record to the tabs and fields in the new project record. If your database is configured to support multiple level Work Breakdown Structures (WBS), a WBS that is based on the fee estimate's structure is automatically created for the project.
Fee Estimate Without WBS
If your database is not configured to support multiple level WBS, the new project is created from the fee estimate following the standard opportunity and project template field mappings. The project compensation fields are updated based on fee estimate values.
Fee Estimate With WBS
If your database is configured to support multiple level WBS and you create a project from the fee estimate, Vision checks the Create Project from Opportunity Mapping settings in Configuration > General > Opportunity Settings. If Phase or Phase and Task mappings are specified, Vision automatically creates a WBS based on the phase and/or functional groups that are assigned to the opportunity's fee estimate.
- Phase 001 Basic Evaluation
- Basic Evaluation, Task 100: Heating
- Basic Evaluation, Task 200: Electrical
- Basic Evaluation, Task 300: Mechanical
- Phase 002 Preliminary Planning
- Preliminary Planning, Task 100: Heating
- Preliminary Planning, Task 200: Electrical
- Preliminary Planning, Task 300: Mechanical
- Phase 003 Design
- Design, Task 100: Heating
- Design, Task 200: Electrical
- Design, Task 300: Mechanical
The WBS code (001,002,003) will be defined by the phase or functional group code within the fee estimate. The WBS short name and long name will be the phase and functional group description from the fee estimate.
When a phase or functional group is part of the WBS mapping, it is critical to ensure the number of characters that are defined for the phase or functional group are the same as the mapped WBS level. In other words, the structure of the code in fee estimates must align with the structure in the mapping. For example, if a phase is mapped to WBS2, you should enter the same number of characters in your phase codes within the service profile and fee estimate as entered in your WBS2 level. If the phase number has fewer characters than the WBS structure, Vision will add leading zeros to the left of the phase number so that it matches. However, if the phase number has more characters than the WBS structure, Vision will skip this phase when mapping to the new project.
If special services are in use, they will map to WBS2 on the newly created project if the WBS2 mapping is defined as phase or functional group.
Fee Calculations
When a project is created from an opportunity fee estimate, the newly created project compensation values will be updated from the fee estimate depending on the WBS mapping. For example, if Phase (WBS2) is mapped to phase and Task (WBS3) is mapped to functional group, the compensation values at the WBS3 level reflect the fee associated with that specific phase and functional group combination within the phases grid of the fee estimate.
Vision summarizes the compensation values within the project compensation if more detail is entered on the fee estimate than is mapped to the WBS.
The compensation values within the project include both the corresponding fee as well as any additional fees (surcharge, other) applied.
Reimbursable expense budget amounts are updated with the additional expense percent applied to the fee at the specific work breakdown level.
- The Project Fee Entering Method setting on the General tab of Configuration > Accounting. The method that you choose for entering project fees determines whether you can enter fees and compensation at all levels, or at the lowest level only. If using the lowest level only, the higher levels of the WBS are automatically re-calculated and updated each time that you enter a fee.
- The Create Project from Opportunity Mapping fields on the Opportunity Settings tab of Configuration > General. The WBS levels that you choose, Phase (WBS 2) or Phase and Task (WBS 2 and WBS 3), determine whether the fees from the service estimate are from the Phases, Functional Groups, and/or Special Services grids in the fee estimate. For example, if the Phase option (WBS 2) is set to Phase, all phases listed on the Phases grid and on the Special Services grid are included in the fee calculations. If the Task option (WBS 3) is also set to Functional Group selected, then all phases listed on the Phases grid and on the Special Services grid, as well as the functional groups on the Functional Groups grid, are included in the fee calculations.
Currency
The currency that applies to the new project depends on the use of an opportunity or an opportunity and a project template.
Field Mappings
When a project is created from a fee estimate with a template defined, Vision maps the values into the newly created project from information in the selected opportunity, selected template, and opportunity's fee estimate. When a template is defined and the newly created project has a matching WBS as the template, it will use the information from the template to update values within the newly created project. For example, if the newly created project has Phase 001, Phase 002, and Phase 003 and the selected template has Phase 001, 002, 003, then Vision updates values (for example, Project Manager, Organization, User Defined Fields) from the template Phase 001 to the newly created project's Phase 001.
Fields from the existing fee estimate map to the following tabs and fields on the project record:
| Fields from an existing Fee Estimate in the Opportunity Info Center... | Map to these fields in the new Project Info Center record. |
|---|---|
| General Tab | |
| Functional Group field | Short Name, Long Name (You can edit the name after the new project is saved.) |
| Functional Group Code (from Configuration) | WBS code (WBS2 or WBS3) |
| Phase | WBS code (WBS2 or WBS3) |
| Phase Description | Short Name, Long Name (You can edit the name after the new project is saved.) |
| Special Services Code | WBS2 Code |
| Special Services Description | WBS2 Description |
| Phases Grid: Fees, Surcharge, Special Services, and Other | Direct Labor |
| Fees from Additional Expenses | Reimbursable Expenses |
| Phases | |
| Special Services Grid: Fee + Other | Direct Labor |
| Fee Estimate Currency | Billing Currency |