Defining project basics

Define project basics by entering basic project information. Define parent projects and budget codes before defining child projects. When you specify a parent project for a child project, the system inserts the budget records of the parent project on the child project.

Note: Estimate to Complete indicates the calculated sum of the values displayed for Estimate to Complete for each budget entered on the Budgets page of the Projects form. See Associating Predefined Budget Codes with Projects.

The system automatically updatesEstimate to Complete any timeEstimate to Complete is updated manually or automatically for any budget on the Budgets page.

To define project basics:

  1. Open the Projects form.
  2. Click New Record.
  3. Organization—Enter the organization to which the project belongs if you use multi-organization security.
  4. Project—Enter a unique code identifying the project, and then enter a description of the project in the adjacent field.
  5. Coordinator—Enter the employee code of the project coordinator.
  6. Parent Project—Enter a parent project if applicable.
    Note: You can only specify a parent project while defining a new project. Once the project is saved, the system does not allow you to add a parent project.
  7. Estimated Start Date—Enter the intended starting date for the project.
  8. Estimated End Date—Enter the intended ending date for the project.
  9. Shutdown—Enter a shutdown identification code to associate with the project if the project requires the shutdown of equipment. The system automatically populates Shutdown WOs.
  10. Status—Enter the status of the project.
    Note:  All projects start with a Status of Awaiting Approval.
  11. Actual Start Date—Enter the actual starting date for the project.
  12. Actual End Date—Enter the actual ending date for the project.
  13. Class—Enter the class of the project. The system automatically populates Class Org., Capital Planning Request, Capital Planning Request Org., Project WOs, and Shutdown WOs Created.
    Note: The system automatically populates Capital Planning Request, Capital Planning Request Org., Project WOs, and Shutdown WOs Created for projects created on the Capital Planning Requests form.
  14. Current Budget —Enter the total budget amount for the project. Budgets of child projects do not roll up to the budget of the parent project. The system displays the estimated cost of completing the project inEstimate to Complete and the total budget approved for the project in Budget Approved.
  15. Budget Date—Enter the date the budget was established.
    Note: You must enter a Budget Date that is before or equal to the current date.
  16. Labor—Enter the estimated internal labor costs.
  17. Services—Enter the estimated services costs.
  18. Hired Labor—Enter the estimated hired external labor costs.
  19. Stock Items—Enter the estimated stock material costs.
  20. Direct Purchases—Enter the estimated amount of money needed to purchase materials not normally stocked in house.
  21. Tool Cost—Enter the estimated tool usage costs.
  22. Click Save Record.
    Note: Depending on your system configuration, the system may require an electronic signature to create a work order. The system displays the eSignature popup once regardless of the number of shutdown work orders created.

    To generate shutdown work orders associated with a project, click Create Shutdown WOs. See Generating Shutdown Work Orders.

    To close open work orders associated with a project, click Close WOs. SeeClosing Work Orders Associated with Projects.

    To detach detachable work orders associated with a project, click Detach WOs. See Detaching and Deleting Work Orders Associated with Projects.

    To delete deletable work orders associated with a project, click Delete WOs. See Detaching and Deleting Work Orders Associated with Projects.