Status update

Use this function to change the status of one or many elements of one, or a range of projects. Elements that can be changed include budgets, tasks and operations.

This function offers a mutli-phased selection and status change opportunity for a single set of results. Projects are only updated when the new provisional statuses are validated. Further details are provided in the Search results section of this page.

The Status update function is available from the Projects menu, and the Action panel in the Cost structure and Task planning screens of the Project management function (GESPJM).

Prerequisites

SEEREFERTTO Refer to documentation Implementation

Screen management

The Status update function contains a section for you to enter your selection (or filtering) criteria and a table in which the results of the search are displayed.

Header

Selection

Use this block to filter or select one element from the following list of project elements:

  • Projects: Select this element to change the current stage of your projects in the project cycle.
  • Budgets / Parent budgets: Select one or both of these elements to change the status of budget lines (Budgets) and top budget levels (Parent budgets).
  • Tasks / Parent tasks: Select one or both of these elements to change the status of operational tasks (Tasks) and macro task levels (Parent tasks).
  • Operations: Select this element to change the status of operations.

Each element type is exclusive. You can only select one type of element.

Additional criteria

Use this block to enhance the selection criteria applied.

For each element you can filter the results by a specific status or all statuses, and using the Responsible for nnnn fields, the person responsible for the selected element.

For tasks and operations you can also filter by the task category, the progress of the task and task dates, both task due dates and task start and end dates. A number of ranges are displayed.

  • To include all applicable tasks and operations, leave all the fields blank.
  • To include only selected tasks and operations, type in the required ranges. Leave the first field blank to include the lowest value or the second field blank to include the highest value.

Block number 3

Selection

Company (field CPY)

Type in or select the company at which the projects are managed. This field is mandatory.
Site (field FCY)

Use this field to define the sales site at which the projects are managed.
All projects (field ALLPRJ)

Select this checkbox to include all projects. To run this process for a single, or a range of projects, leave clear.
From project (field OPPNUMF)

Filter for results within a range of project codes. For a single project, enter the same project code in the From/start project and To/end project fields.
Projects (field OPP)

Select this checkbox if you want to change the current stage of your projects in the project cycle. The search results will be filtered to only display the project level element.
Budgets (field BUD)

Select this checkbox if you want to change the current status of budget lines in your projects. The search results will be filtered to only display the budget level element for the selected projects.
Parent budgets (field BUDPAE)

Select this checkbox if you want to change the current status of the top budget levels in your projects. The search results will be filtered to only display the top budget level element for the selected projects.
Tasks (field TAS)

Select this checkbox if you want to change the current status of operational tasks in your projects. The search results will be filtered to only display the task level element for the selected projects.
Parent tasks (field TASPAE)

Select this checkbox if you want to change the current status of the macro task levels in your projects. The search results will be filtered to only display the macro task level element for the selected projects.
Operations (field OPE)

Select this checkbox if you want to change the current status of task operations in your projects. The search results will be filtered to only display the operation level element for tasks in the selected projects.

Additional criteria

Project status (field OPPSTATE)

Filter the results for a specific project status:

  • All projects: All project statuses.
  • Not opened: The project is new.
  • Opened: The project has been launched or delivered.
  • Launched: The project has been launched.
  • Delivered: The project has been delivered.
  • Closed: The project is closed or has been processed through to completion.
  • Suspended: The project and all associated project budgets and associated project tasks links are suspended.
Budget status (field PBUSTATE)

Filter the results for a specific budget status:

  • All budgets: All budget statuses.
  • Not opened: The project is new.
  • Open: The project has been launched.
  • Delivered: The budget has been processed.
  • Closed: The budget is closed or has been processed through to completion.
  • Suspended: The budget and associated project tasks links are suspended.

This field is only available if the Budgets checkbox is selected.
Task status (field TASSTATE)

Filter the results for a specific task status:

  • All tasks: All task statuses.
  • Not opened: The task is new.
  • Opened: The task has been planned, and has been launched or started.
  • Launched: The task has been launched.
  • Started: This status is only for a macro task and labor tasks. This status is set when time spent on a task operation is recorded using the Time entry (PJMTE) function.
  • Planned: This status is only for material tasks.
  • Closed: The task is closed or has been processed through to completion.
  • Suspended: The task and all associated task links are suspended.

This field is only available if the Tasks, Parent tasks, or Operations checkbox is selected.
Task type (field TASPIMTYP)

Filter the results for a specific type of task:

  • All types: All task categories or types of task.
  • Material: A Material task is only for product requirements. Individual products or bills of material requirements are product requirement-orientated tasks.
  • Labor: A Labor task is only for operational tasks. Labor tasks support time management. Design phases or assembly are operational tasks.
  • Mixed: A Mixed task is a combined labor (operational) and material (product requirement) task.
  • Miscellaneous: A Miscellaneous task is not associated with a specific business rule. It is used as a milestone task.

 Project task categories are not associated with CRM tasks.

This field is only available if the Tasks, Parent tasks, or Operations checkbox is selected.
Task category (field TCACOD)

Filter the results for a specific task category.

Project task categories define types of tasks that are used in projects such as design, assembly and quality assurance. A typical task category could be, for example, LAB-MANUAL, for manual labor.

This field is only available if the Tasks, Parent tasks, or Operations checkbox is selected.

Tab Search results

This section displays all elements of a project that meet the defined selection criteria. The current status, element codes and descriptions are included.

You can provisionally change the status of one or all elements included in the search results table in phases. That is, you can set a "new" status for a few elements listed in the search results, then set a different "new" status for other elements listed in the same set of search results. Each project element however, needs to follow the standard processing cycle:

  • Project element. For a project that will be processed through to completion the standard cycle is:

    New > Launched > Delivered > Closed

  • Budget element. When a project is launched the budget code status is set to Open. For a budget that will be processed through to completion the standard cycle is:

    Open > Delivered > Closed

  • Task element. When a task is added to a project the task status is set to New. For a task that will be processed through to completion the standard cycle is:

    New > Planned (material task only) > Launched > Started (macro task and labor task only) > Closed

    Time spent on a task operation recorded using the Time entry (PJMTE) function changes the task status to Started.
    Products added to material tasks are automatically included as planned or firm orders in Material Requirements Planning (MRP) calculations when a task status is changed:

    • Changing a task to status Planned generates a Planned material task order (order type MTP).
    • Changing a task to status Launched generates a Firm material task order (order type MTF).

  • Operation element. The operation status is set to Pending when an operation is added, then to the status In progress when an operation is launched. For an operation that will be processed through to completion the standard cycle is:

    Pending > In progress > Closed.


To change the status of the selected project elements:

  • In the displayed table of results, manually select each line to process by selecting the Status change checkbox. You can optionally use the Select all action.
  • Select the appropriate status change action. The actions available in the Action panel for changing the status of the selected lines reflect the standard processing cycle of that element. Controls ensure the selected element can only advance to the next stage in the cycle if the current stage is completed, or if the element can be suspended/reactivated.
  • The New status field is populated for the selected lines. The Status change checkboxes in the table of results are cleared.
  • You can now repeat this process until the New status field for all lines in the table display the correct "new" status.
  • To confirm the new statuses select the Save action. This will validate the changes and update the selected projects elements.

You need to select the Save action to validate your changes. Only then are the selected project elements updated with the new status.

Grid

Status change (field CHGSTA)

Select this checkbox if the status of this particular project element can be changed. This element can be a project, a budget code or budget line, a task or an operation.
Current status (field CURSTATE)

This field displays the current status of this particular project element. This element can be a project, a budget code or budget line, a task or an operation.
New status (field NEWSTATE)

This field displays a new "provisional" status for this particular project element. It is only populated after you select a status change action in the Action panel. This element can be a project, a budget code or budget line, a task or an operation.

The selected project element will only be changed to the new status when you select the Save action.
Project (field OPPNUM)

This field displays the code of a particular project or job your company is working on.
Description (field PIMDESAXX)

This field displays the long description defined on the project record.
Budget code (field PBUCOD)

This field displays a specific budget code from the budget (cost) structure of the parent project. Each budget code represents a financial phase of a project.
Description (field PBUDESAXX)

This field displays the long description defined for the budget level code.
Task code (field TASCOD)

This field displays a specific task code from the operational (task) structure of the parent project. Each task code corresponds with an operational phase of a project.
Description (field TASDESAXX)

This field displays the description of the operational task defined on the project operational structure.
Operation (field OPENUM)

This field displays a specific task operation sequence number against which an employee's labor time can be recorded.
Description (field ROODESAXX)

This field displays the description of the operational task defined on the project operational structure.
Category (field TCACOD)

This field displays the task category assigned to this task or operation.

Project task categories define types of tasks that are used in projects such as design, assembly and quality assurance. A typical task category could be, for example, LAB-MANUAL, for manual labor.
Site (field FCY)

This field displays for a budget code, the financial site associated with the operating site, or for a task, the operating site for this project.
Effective date (field DATEVEN)

This field defines the effective date for the change of status. This date defaults to today's date.

Specific actions

Select the Search action to load the table with all elements of a project that meet the defined selection criteria.

Select the Select all action to select the Status change checkbox for all lines in the table of results.

Select the Deselect all action to clear the Status change checkbox for all lines in the table of results.


Selecting any of the following actions sets a provisional status for each line marked as requiring a "status change". You need to select the Save action to validate and confirm your changes. Only then will the selected project elements be updated with the new status.

Plan

Select the Plan action to provisionally set a new Plan status for the selected lines in the table. Validation (by the Save action) will update the project element to status Planned.

Launch

Select the Launch action to provisionally set a new Launch status for the selected lines in the table. Validation will update the project element to status Launched.

Deliver

Select the Deliver action to provisionally set a new Deliver status for the selected lines in the table. Validation will update the project element to status Delivered.

Close

Select the Close action to provisionally set a new Close status for the selected lines in the table. Validation will update the project element to status Closed.

If you close a project, all the project budgets, project tasks and project operations will also be closed when you select Save to validate the new status.

Once validation has been confirmed and the selected element is closed you cannot modify the element (project, budget, task or operation). You can, however, reactivate the closed element.

Suspend

Select the Suspend action to provisionally suspend the selected lines in the table. Validation will update the project element to status Suspended. This will result in the following:

  • Suspension of a project and, therefore, suspension of all associated project links (the main project link, all project budget links and all project task links).
    Once suspended, you cannot raise, or modify links, or entities such as purchase orders and work orders linked to the project, project budget or project task.
    Project links only are suspended when a project is suspended.
  • Suspension of a budget element and, therefore, suspension of all associated budget links and associated project tasks links.
    Once suspended, you cannot raise, or modify links, or entities such as purchase orders and work orders linked to the budget, or associated project task.
  • Suspension of a task element and, therefore, suspension of all associated task links.
    Once suspended, you cannot raise, or modify links, or entities such as purchase orders and work orders linked to the task.

Reactivate

Select the Reactivate action to provisionally reinstate the elements in the table with the Current status set to Suspended. You can reactivate a suspended or closed project, budget, task and operation.

If you reactivate a closed project:

  • Project budgets, tasks and operations that were closed the same day as the project will also be reactivated.
  • All other project elements remain closed, however you can reactivate the elements on an individual basis.

Error messages

The only error messages are the generic ones.

Tables used

SEEREFERTTO Refer to documentation Implementation