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.

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

Prerequisites

See also 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 with the search results.

Home

Use the Selection 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.

Use the Additional criteria block to enhance the selection criteria applied.

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

For tasks and operations, you can also filter by the task category, the progress of the task, 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, enter the required ranges. Leave the first field blank to include the lowest value or the second field blank to include the highest value.

Selection

Company (field CPY)
The company that manages the projects.
Site (field FCY)
The sales site at which the projects are managed.
All projects (field ALLPRJ)
Indicates if all projects are included. 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)
Indicates that you want to change the current stage of your projects in the project cycle. The search results are filtered to only display the project level element.
Budgets (field BUD)
Indicates that you want to change the current status of budget lines in your projects. The search results are filtered to only display the budget level element for the selected projects.
Parent budgets (field BUDPAE)
Indicates that you want to change the current status of the top budget levels in your projects. The search results are filtered to only display the top budget level element for the selected projects.
Tasks (field TAS)
Indicates that you want to change the current status of operational tasks in your projects. The search results are filtered to only display the task level element for the selected projects.
Parent tasks (field TASPAE)
Indicates that you want to change the current status of the macro task levels in your projects. The search results are filtered to only display the macro task level element for the selected projects.
Operations (field OPE)
Indicates that you want to change the current status of task operations in your projects. The search results are 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 was launched or delivered.
  • Launched: The project was launched.
  • Delivered: The project was delivered.
  • Closed: The project is closed or was 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 was launched.
  • Delivered: The budget was processed.
  • Closed: The budget is closed or was 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 was planned and was launched or started.
  • Launched: The task was 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 function (PJMTE).
  • Planned: This status is only for material tasks.
  • Closed: The task is closed or was 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’s 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 for manual labor could be LAB-MANUAL, for example.

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 1 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 function (PJMTE) changes the task to Started status.
    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 Planned status generates a planned material task order (order type MTP).
    • Changing a task to Launched status 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 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:

  1. 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.
  2. 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 that 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 or reactivated.
  3. The New status field is populated for the selected lines. The Status change checkboxes in the table of results are cleared.
  4. Repeat this process until the New status field for all lines in the table display the correct "new" status.
  5. To confirm the new statuses, select the Save action. This validates 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)
Indicates if the status of the 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)
The current status of the particular project element. This element can be a project, a budget code or budget line, a task, or an operation.
New status (field NEWSTATE)

The new "provisional" status for the particular project element. It’s 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 is only changed to the new status after you select the Save action.
Project (field OPPNUM)
The code of a particular project or job your company is working on.
Description (field PIMDESAXX)
The long description defined on the project record.
Budget code (field PBUCOD)
The specific budget code from the budget structure, the cost structure of the parent project. Each budget code represents a financial phase of a project.
Description (field PBUDESAXX)
The long description defined for the budget level code.
Task code (field TASCOD)
The specific task code from the operational structure, the task structure of the parent project. Each task code corresponds with an operational phase of a project.
Description (field TASDESAXX)
The description of the operational task defined on the project operational structure.
Operation (field OPENUM)
The specific task operation sequence number against which an employee's labor time can be recorded.
Description (field ROODESAXX)
The description of the operational task defined on the project operational structure.
Category (field TCACOD)

The task category assigned to the 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 for manual labor could be LAB-MANUAL, for example.
Site (field FCY)
For a budget code, the financial site associated with the operating site.
For a task, the operating site for the project.
Effective date (field DATEVEN)
The effective date for the change of status. The default is the current 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) updates the project element to Planned status.

Launch

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

Deliver

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

Close

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

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

After validation is confirmed and the selected element is closed, you cannot modify the element. This includes the 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 updates the project element to Suspended status. This results in the following:

  • Suspension of a project and, therefore, suspension of all associated project links. These are the main project link, all project budget links, and all project task links.
    When suspended, you cannot create 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.
    When suspended, you cannot create, 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.
    When suspended, you cannot create, 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

See also Refer to documentation Implementation