Project copy

Use this function to copy the structure of one project to a different project.

You can create a new project, or you can update an existing project from a source project.

You can replicate the whole project structure, or parts of the structure in the destination project.

You can replicate all data, or specific elements of the source project data in the destination project, and control how that data is initialized. You can change budget and task codes, append prefixes and suffixes to budget and task codes, change descriptions, retain assignments and predecessor links and so on. You have complete control over the source data to be copied and initialization of the destination data.

The source project used as the basis of a new project is referenced in the destination project.

Your source project can be any of the following types of project:

  • Project management
  • Project management template projects
     Template projects have the Template checkbox (General section) selected. This indicates they can be used as a model for creating new projects.
  • Combined Customer relation (CRM)/Project management

 The standard Sage X3 duplication, or copy functionality has been disabled for projects. To duplicate projects you can either use this dedicated function, or the Project copy action directly from a project.

Prerequisites

SEEREFERTTO Refer to documentation Implementation

Screen management

The Project copy function is structured as follows:

  • Home. Use this section to define the source project code and destination project code details.
  • Criteria. Use this section to define which elements in the outline structure of the source project are to be copied to the destination project code.
  • Tasks and Budgets. Use these sections to select (or deselect) individual task and budget lines to copy to the destination project code. The tables in these sections are populated from the structure of the source project.
  • Additional criteria. This section displays very specific options that you can use to control data that can be copied to the destination project code.

Home

Use this section to define the source project and the destination project code details. You can copy project details from one project code to an existing project code, or to a new project code.

Source

Project (field OPPNUM)

Use this field to define the parent (or source) project code, or template project code to be duplicated.

 This field displays the code of the current parent project or template project code, if you accessed this function directly from the project (using the Project copy action).

 To create a new project using a template as a model, the Template checkbox on the source project (General section) needs to be selected.

 Tips for copying template projects:

  • When selecting the source project code, you can filter for template projects by setting the Template filter in the Selection window to Yes.
  • If you are in the Project management (GESPJM) function, you can select Project templates in the Selection panel to list all Template projects.
Sales site (field SALFCY)

This field displays the sales site from which this source project is managed.
Currency (field CUR)

This field defaults to the currency associated with the displayed sales site (field Sales site).

Destination

Existing project (field CRMFLG)

Select this checkbox to copy the structure of the source project, or template project into a current project.
Destination project (field CRMOPP)

Use this field to define the project into which the structure of the source project, or template project (field Project) needs to be copied.

 This field is only available for entry if the Existing project (field CRMFLG) checkbox is selected.
New project (field DESTAFF)

Use this field to define the destination project code. Type in a project number (or code) or leave blank to generate the next number on file.

 The destination project code is generated automatically using the sequence code PJM if you leave this field (field New project) blank.
Description (field DESDES)

This field displays the description from the source project code. Type in a different description for the new project, if required.

Tab Criteria

Use this section to control which elements of the outline project structure to copy from the source project to the destination project.

Key elements of the source project are used as the basis for the destination project. These include the sales and operational sites, and the currency. You can change the sales and operating sites after you create the new project, however you cannot change the currency. You need to ensure, therefore, that the default values are correct for the new project before you confirm the project copy.

Each checkbox in this section is associated with a level in the structure of the source project. The suggested value (selected or clear) for each checkbox is predetermined for you. You can clear or select each checkbox, as required.

The help for selected fields in this section prompts you to think about the effect of selecting the option (checkbox) on the destination project. For example, whether task operation due dates should be copied from the source to the destination project or whether the value in the destination project should be blank.

The tables in the Tasks and Budgets sections are populated from the task and budget levels in the source project. Use those sections to individually select (or deselect) lines in the structures to be copied to the destination project.

 Tip: Use the "All" checkboxes in the Tasks and Budgets blocks to select or deselect all task and budget lines in the Tasks and Budgets sections.

Destination

Sales site (field TSALFCY)

Do you want the destination project to be managed from the same sales site as the source project?
Operating site (field TOPEDEFFCY)

Do you want the operational site for the destination project to be at the same operational site as the source project?

 This site needs to be defined on the same company as the Sales site (field Sales site).

 This site is used as the default value when creating a new task for this project.
Clear person responsible (field RPBAUSCLE)
Currency (field TCUR)

This field defaults to the currency associated with the sales site (field Sales site) displayed for the destination project. It cannot be changed once the project has been created. Do you want to manage project costs in the destination project in a different currency?

 This field provides the default currency for the financial overviews.
Rate type (field CHGTYP)

Use this field to define the exchange rate type to be applied to all project charges in the destination project (that is a daily (current/spot) exchange rate, an average exchange rate or a monthly exchange rate).

The values are defined in Local menu 202. Do not amend or delete the values in this menu.
Date (field DATECUR)

Use this field to define a reference date for any currency conversions.

 This field is used in conjunction with the field Rate type (field CHGTYP).

Dates

Duration option (field DURCOPOPT)

Do you want to copy the duration of the source project, and the duration of each task and operation in the source project to the destination project?

The Duration fields are used in conjunction with the site calendar and, for operational tasks, the weekly structure assigned to a resource to automatically calculate start and end dates. Select from the following options:

  • Clear duration to clear all Duration fields in the destination project.
  • Copy from the source project to copy all Duration field values from the source project to the destination project.
  • Copy from the task category to set the duration of each task and operation in the destination project to the default duration for the assigned task category.
    Task category function (GESCTA)
Clear task dates (field TACDAT)

Do you want the task operation start/end dates to be blank (the value of the fields Start date/End date (TASSTARTDT/TASENDDT) at each level of the operational (task) structure)?
Clear due dates (field TACDUEDAT)

Do you want the project and task operation due dates to be blank (the value of the field Due date (DUEDAT) for the project and at each level of the operational (task) structure)?
Clear product requirement dates (field TASPRDAT)

Do you want the required dates for the material requirement tasks to be blank (the value of the field Requirement date (REQDAT) of each material requirement line in the Products section of the operational structure)?
Clear operation dates (field TASOPDAT)

Do you want the dates associated with task operations (labor tasks) to be blank (the value of the fields Actual start/end date (OPESTARTDT/OPEENDDT) of each labor task line in the Operations section of the operational structure)?
Clear assignment dates (field TASASSDAT)

Do you want the dates associated with resources (employees) assigned to labor tasks to be blank (the value of the date fields Start/End (OPESTR/OPEEND) of each labor task line in the Operations section of the operational structure)?

Tasks

All tasks (field TACALL)

Select this checkbox to copy the complete operational (task) structure from the source project to the destination project.

 With this checkbox selected, all task lines in the table in the Tasks section are selected. You can, however, deselect lines that are not to be copied by clearing individual checkboxes (in the Tasks section).

 Budgets linked to tasks that you have selected to be copied to the destination project will be copied automatically. Parent tasks and budgets are also copied.
All operation lines (field TASOPL)

This checkbox is selected automatically if the All tasks checkbox (field TACALL) is selected. Leave this checkbox selected to copy all task operations (labor tasks) from the source project to the destination project. If you do not want to copy labor tasks to the destination project, clear this checkbox.

 With this checkbox selected, all task operation lines in the table in the Tasks section are selected. You can, however, deselect lines that are not to be copied by clearing individual checkboxes (in the Tasks section).
All product lines (field TASPRL)

This checkbox is selected automatically if the All tasks checkbox (field TACALL) is selected. Leave this checkbox selected to copy all material requirements tasks from the source project to the destination project. If you do not want to copy material requirements tasks to the destination project, clear this checkbox.

 With this checkbox selected, all material requirement task lines in the operational (task) structure are selected. You can, however, deselect lines that are not to be copied by clearing individual checkboxes (in the Tasks section).
All assignment lines (field TASASSL)

Select this checkbox to copy all employee lines assigned to task operations (labor tasks) from the source project to the destination project.

 With this checkbox selected all employee lines assigned to task operations in the operational (task) structure are selected. You can, however, deselect lines that are not to be copied by clearing individual checkboxes (in the Tasks section).

Budgets

All budgets (field BUDALL)

Select this checkbox to copy the complete budget (cost) structure from the source project to the destination project.

 With this checkbox selected, all budget lines in the table in the Budgets section are selected. You can, however, deselect lines that are not to be copied by clearing individual checkboxes (in the Budgets section).

 Budgets linked to tasks that you have selected to be copied to the destination project will be copied automatically. Parent tasks and budgets are also copied. Tasks linked to budgets that you have selected are not copied automatically.
All budget lines (field BLIGNES)

This checkbox is selected automatically if the All budgets checkbox (field BUDALL) is selected. Leave this checkbox selected to copy all expense forecasts for all chargeable budget codes from the source project to the destination project. If you do not want to copy expense forecasts to the destination project, clear this checkbox.

 With this checkbox selected all expense forecasts for all chargeable budget codes in the table in the Budgets section are selected. You can, however, deselect lines that are not to be copied by clearing individual checkboxes (in the Budgets section).

Descriptions

Project description (field AFFDESC)

Do you want to duplicate the description supporting the source project for the destination project (the value of the free-format Description (OPPDESTEX) field in the General section)?
Project comment (field AFFCOM)

Do you want to duplicate the comments supporting the source project for the destination project (the value of the free-format Comment (OPPCOMTEX) field in the General section)?

Tab Tasks

This section is populated with the operational (task) structure for the source project. The selection criteria you defined in the Criteria section determines which lines in the table are selected.

Use this table to individually select (or deselect) lines in the task structure to copy to the destination project. You can adapt the source task codes and descriptions for the destination project, and even change the site from the default values.

 Budgets linked to tasks that you have selected to be copied to the destination project will be copied automatically. Parent tasks and budgets are also copied.

Grid

Select (field SELTAC)

Select this checkbox to select this line.
Task code (field TASCOD)

This field displays the specific task operation code from the operational (task) structure of the source project that can be duplicated in the destination project. Each task code corresponds with an operational phase of a project.
Task description (field TASDES)

This field displays the description of the task operation.
Parent code (field TASPAE)

This field displays the top (or parent) level code in the operational (task) structure of the parent (or source) project. The parent level is used to group tasks together.
Destination code (field TASNCOD)

This field displays the task code from the operational (task) structure of the source project that will be duplicated in the destination project. Type in a different task code, if required.
Task description (field TASNDES)

This field displays the description from the operational (task) structure of the source project that will be duplicated in the destination project. Type in a different description, if required.
Site (field TASFCY)

This field displays the site defined as the operating site (field Operating site) for the destination project but can be amended.
Linked budget (field TASPBU)

This field displays the chargeable budget code linked to this task. Budget codes enable consolidation of expenses coming from the tasks on the project budget (cost) structure.

Tab Budgets

This section is populated with the budget (cost) structure for the source project. The selection criteria you defined in the Criteria section determines which lines in the table are selected.

Use this table to individually select (or deselect) lines in the cost structure to copy to the destination project. You can adapt the source budget codes and descriptions for the destination project, and even change the site from the default values.

 Budgets linked to tasks that you have selected to be copied to the destination project will be copied automatically. Parent tasks and budgets are also copied. Tasks linked to budgets that you select here are not copied automatically.

Grid

Select (field SELBUD)

Select this checkbox to select this line.
Budget code (field PBUCOD)

This field displays the specific budget code from the budget (cost) structure of the source project that can be duplicated in the destination project. Each budget code represents a financial phase of a project.
Description (field PBUDES)

This field displays the description of the budget code.
Parent code (field PBUPAE)

This field displays the top (or parent) level code in the budget (cost) structure of the parent (or source) project. The parent level is used to group and consolidate any sub-levels.
Destination code (field DESTCOD)

This field displays the budget code from the budget (cost) structure of the source project that will be duplicated in the destination project. Type in a different budget code, if required.
Description (field DESTDES)

This field displays the description from the budget (cost) structure of the source project that will be duplicated in the destination project. Type in a different description, if required.
Site (field PBUFCY)

This field displays the financial site associated with the defined operating site (field Operating site) for the destination project but can be amended.

Tab Additional criteria

This section displays additional options for controlling specific data that can be copied from the source project to the destination project.

Each checkbox is associated with a specific field in the source project. The suggested value (selected or clear) for each checkbox is predetermined for you. All "descriptions", for example, are selected. You can clear or select each checkbox, as required.

The help for each field in this section prompts you to think about the effect of selecting the option (checkbox) on the destination project. For example, whether task dependencies should be copied from the source to the destination project.

You can also use this section to adapt the source task and budget codes for the destination project by applying a prefix and/or a suffix to the default codes.

 The selected action on the associated field is only activated for each line selected in the Tasks or Budgets section.

Tasks

Task code prefix (field TPREFIX)

Use this field to define the task code prefix/suffix to apply to the selected destination task operation codes (task table field Destination code).

 You need to select the Apply action to apply the defined task code prefix/suffix to the destination task operation codes. The field Destination code displays the new value.

The sequence number Assignment function (GESTCA) defines the sequence number which is used for task codes. If the TSK-Task code sequence code is not set up to permit manual entries the task code prefix/suffix is not copied to the destination task operation codes.
Task code suffix (field TSUFFIX)
Clear task predecessor links (field TACLNK)

Do you want the task predecessor (task dependencies) links to be cleared (each line in the Task planning > Predecessors section)?
Clear ope. predecessor links (field TASOPLNK)

Do you want the task operation predecessor (task operation dependencies) links to be cleared (each line in the Predecessors section in the Operation detail entry screen (available from the "link" icon in the Assign column of a task operation))?
All task descriptions (field TACDES)

Do you want to duplicate the extended task descriptions (the value of the free-format Description (DESTEX) field available from the Edit icon at each level of the operational (task) structure)?
All task comments (field TACCOM)

Do you want to duplicate the comments attached to the tasks (the value of the free-format Comment (COMTEX) field available from the Edit icon at each level of the operational (task) structure)?
All operation descriptions (field TASOPDES)

Do you want to duplicate the extended labor task operation descriptions (the value of the free-format Description (DESTEX) field available from the Edit icon in the Desc column of each labor task line in the Operations section)?
All operation comments (field TASOPCOM)

Do you want to duplicate the comments attached to the labor task operations (the value of the free-format Comment (COMTEX) field available from the Edit icon in the Desc column of each labor task line in the Operations section)?
All product descriptions (field TASPRDES)

Do you want to duplicate the extended material requirement task descriptions (the value of the free-format Description (DESTEX) field available from the Edit icon in the Desc column of each material requirement task line in the Products section)?
All product comments (field TASPRCOM)

Do you want to duplicate the comments attached to the material requirement tasks (the value of the free-format Comment (COMTEX) field available from the Edit icon in the Desc column of each material requirement task line in the Products section)?
All assignment descriptions (field TASASSDES)

Do you want to duplicate the extended descriptions for the individual employees assigned to labor task operations (the value of the free-format Description (DESTEX) field available from the Edit icon in the Desc column of each assigned employee)?
All assignment comments (field TASASSCOM)

Do you want to duplicate the comments attached to the individual employees assigned to labor task operations (the value of the free-format Comment (COMTEX) field available from the Edit icon in the Desc column of each assigned employee)?

Budgets

Budget code prefix (field PBPREFIX)

Use this field to define the budget code prefix/suffix to apply to the selected destination budget codes (budget table field Destination code).

 You need to select the Apply action to apply the defined budget code prefix/suffix to the destination budget codes. The field Destination code displays the new value.

The sequence number Assignment function (GESTCA) defines the sequence number which is used for budget codes. If the BDG-Budget code sequence code is not set up to permit manual entries the budget code prefix/suffix is not copied to the destination budget codes.
Budget code suffix (field PBSUFFIX)
All budget descriptions (field BUDDES)

Do you want to duplicate the extended budget code descriptions (the value of the free-format Description (DESTEX) field available from the Edit icon at each level of the Cost structure)?
All budget comments (field BUDCOM)

Do you want to duplicate the comments attached to the budget codes (the value of the free-format Comment (COMTEX) field available from the Edit icon at each level of the Cost structure)?

Budget lines

All budget line descriptions (field BUDLDES)

Do you want to duplicate the extended budget line descriptions (the value of the free-format Description (DESTEX) field available from the Edit icon of each expense forecast line in the Budget lines section of the Cost structure)?
All budget line comments (field BUDLCOM)

Do you want to duplicate the comments associated with each budget line (the value of the free-format Comment (COMTEX) field available from the Edit icon of each expense forecast line in the Budget lines section of the Cost structure)?

Specific actions

OK

Select the OK action to copy all selected data from the defined source project to the destination project. The destination project code is generated automatically using the sequence code PJM if you have left the field New project (field DESTAFF) in the Home section blank.

Error messages

In addition to the generic error messages, the following messages can appear during the entry :

Creation of a "Project" analytical dimension

Do you want to create an analytical project dimension code for the new (destination) project? Select Yes or No.

Tables used

SEEREFERTTO Refer to documentation Implementation