Working with projects

Project controls

1. New is the default status for new projects.
2. A project cannot be reset to status New once the project cycle has started.
3. The key elements of a project such as the sales site, project code or currency, cannot be changed once the project cycle has started.
Examples: Correcting key elements of a project
• If the project number (or code) is incorrect, close the project, then create a new project with the element corrected.
• If a budget code is incorrect, if no data has been linked to it, delete the budget code then add the new, correct code.
4. The planned start date for your project must be consistent with, and match, the earliest task start date; the planned end date of your project must be consistent with, and match, the latest task end date.
5. A project cannot be deleted once the project cycle has started.
6. The current stage in the project cycle is displayed in the Status field. Controls are in place to ensure a project can only advance to the next stage in the project cycle when the current stage is completed.
7. No changes are permitted at all once the project is closed.
Retrospective adjustments cannot be made once a project is closed.
This is for the prevention of errors in cross-modular functionality that integrates with Project management.
8. A closed project can be reactivated. This enables retrospective adjustments to be made. Project budgets, tasks and operations that were closed the same day as the project are also reactivated.

Project status management

Open: Projects > Projects > Project management

Open: Projects > Projects > Status update

The current stage in your project or task cycle is displayed in the Status field. Controls are in place to ensure a project or task can only advance to the next stage in the cycle when the current stage is completed.

Changing the status of a project

Each project must follow the standard processing cycle.

For a project that will be processed through to completion, the standard cycle is: New > Launched > Delivered > Closed.

To change the status of a project directly from the Project management function (GESPJM), click Change status.

• If you close a project, all the project budgets, project tasks and project operations will also be closed.

Once closed, you cannot modify the project.

• If you suspend a project, all associated project links (the main project link, all project budget links and all project task links) will be suspended.

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.
• 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.

Project management (GESPJM): Change status action

Changing the status of a budget level

To change the status of one or many budget lines and top budget levels directly from the Project management function (GESPJM), select Status update from the Action panel. To only change the status of the budget, click Change status.

When the 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.

Whilst you can manage the status of each budget line independently, there are dependencies between the status of the project and the status of a budget. For example, you can only deliver a budget if a project is launched.

• If you close a budget, you cannot then modify it.
• If you suspend a budget, all associated budget links and associated project tasks links will be suspended.

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.

Changing the status of a task

To change the status of one or many operational tasks and macro task levels directly from the Project management function (GESPJM), select Status update from the Action panel. To only change the status of the task, click Change status.

When the task is added 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.

Whilst you can manage the status of each task independently, there are dependencies between the status of the project and the status of a task; between the status of a task and the status of a budget code, and between the status of a task and its operations. For example, you can only launch a task if a project is launched; you can only track costs if a budget line is open, and you can only track time against an operation if the task has been launched.

When a task is changed to Launched status, budget line values in the Amount field (PLBAMT) associated with the task are consumed.

• If you close a task, you cannot then modify it.
• If you suspend a task, all associated task links will be suspended.

Once suspended, you cannot raise, or modify links, or entities such as purchase orders and work orders linked to the task.

Individual operations also have a status. This is displayed in the Activity section in the Status field. To change the status of one or many operations directly from the Project management function (GESPJM), select Status update from the Action panel, then select the Operations check box. Alternatively, click Change status from the Actions menu to change the status of an operation. The operation status is set to Pending when the operation is added, then to the status In progress when the operation is launched.

For an operation that will be processed through to completion, the standard cycle is: Pending > In progress > Closed.

Project management (GESPJM): Operational structure, Individual operation

Time spent on a task operation recorded using the Time entry function (PJMTE) 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:

Reminder: Material tasksProject management requirements arising from material tasks are easily distinguishable in the Enterprise planning (FUNGBENCH), Planning workbench (FUNDBENCH) and Grouping (FUNMPICK) functions.

• 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).

• Changing a task to Closed status deletes the MTP or MTF order and the stock allocations, freeing up the stock to meet demand from a sales order or a material consumption on the products.

MRP then generates separate work order suggestions and purchase order suggestions for each project requirement, that is from the material tasks defined on a project, if the task is at status Planned or Launched.

To manually clear a material requirement task, select the Manual WIP closure check box (in the Products section). The Planned material task order (order type MTP) or Firm material task order (order type MTF) generated when the task status was changed is deleted accordingly. The associated work order suggestions and purchase order suggestions generated when the task status was changed are retained until the next run of the MRP calculations.

To reinstate the product requirement, clear the Manual WIP closure check box. The Planned material task or Firm material task order (order type MTP/MTF) will be recreated.

Estimating project progress

Open: Projects > Projects > Utilities > Financial status extraction

Open: Projects > Projects > Snapshots > Financial snapshots

Open: Projects > Projects > Utilities > Financial snapshot extraction

You can estimate and track progress for your project as a whole, or any budget or any task both manually, and automatically. Parameters control this functionality (TC chapter, PJM group):

1. Set the ESTPRGMET - Bud/proj progress estim method parameter. This parameter defines the permitted methods for updating project, and budgets progress.
2. Set the ESTPRTMET - Task progress estim. method parameter. This parameter defines the permitted methods for updating project tasks progress.
3. Set the ESTREVMET - Revenue estimation method parameter. This parameter defines the permitted methods for updating the estimated revenue for a project.

   If you set any of these parameters to permit automatic calculation, set the rules for the calculations using the associated parameters:

   1. For ESTPRGMET, set ESTPRGINIT - Estimated project progress initialization and ESTPRBINIT - Estimated budget progress initialization.
   2. For ESTPRTMET, set ESTPRTINIT - Estimated task progress initialization.
   3. For ESTREVMET, set ESTREVINIT - Estimated revenue initialization.

Two project level, budget level and task level fields report on estimated progress:

Estimated progress (%) (PRCCPL)

Progress range (PRCCPLADI) - The Estimated progress (%) field is updated automatically by the default rate defined in miscellaneous table 385 - Progress range, if you select a code that best represents the estimated completion percentage.

For the progress billing invoicing process to bill for a project according to its progress it is critical that you regularly review and refresh progress of your project, manually or automatically. Progress billing uses the estimated progress percentage from the Estimated progress (%) field (PRCCPL) at the project level, budget level or task level for scheduled invoices to determine the percentage and amount to bill customers, but only if the project, or linked budget or linked task has the Progress billing check box (PROBIL) selected.

Automatic calculation: Project

Project progress

Automatic calculation of the estimated progress of the project is represented against the budget.

Several methods are provided for estimating progress of the project as a whole:

• You can reference a range of completion percentages. The range values are defined in miscellaneous table 385 - Progress range.
• You can use a Refresh icon to calcuate progress on demand. Refresh compares the sum of completed expenses (actuals and committed) against the budget. You can view the figures used for the calculation in the Financial status section of the project. You can choose to refresh the progress of budgets and tasks simultaneously.
  You must refresh the project financial status before you estimate progress of the project.
• Progress can be calculated automatically from the Financial status extraction (PJMRPTEXT) function. You can select one or a range of projects to refresh.
• Progress can be calculated automatically each time a financial snapshot is extracted using the Financial snapshots action in a project, the Financial snapshots function (GESPJMSNP), or the Financial snapshot extraction function (PJMSNPEXT) if the ESTPRGSYNC - Updated est. progress/snapshot parameter (TC chapter, PJM group) is set to Yes.

Project revenue

The following methods are provided for estimating the total revenue you will receive for your project:

• You can use a Refresh icon to calculate on demand the total estimated revenue. Refresh obtains the estimated total revenue figure from sales orders linked to your project. You can view the resulting figure in the Estimated revenue at completion field in the General section, Financials block.
  You must ensure a Revenue recognition rule is defined for the project if you want to use the total estimated revenue in conjunction with a revenue recognition process. The selection of revenue recognition rules is limited to the active codes and to those assigned to the same company as the sales site for the project.
• Total estimated revenue can be calculated automatically each time a financial snapshot is extracted using the Financial snapshots action in a project, the Financial snapshots function (GESPJMSNP), or the Financial snapshot extraction function (PJMSNPEXT) if the ESTREVSYNC - Updated est. revenue/snapshot parameter (TC chapter, PJM group) is set to Yes, and you select the Revenue recognition checkbox in the snapshot.
  Revenue recognition is an accounting principle that determines the specific conditions in which revenue can be recognized and accounted for in the ledger. As revenue and associated costs must be recognized in a given period it is imperative a financial snapshot is extracted in a timely manner. The financial snapshot provides this data for the date it is extracted. If a financial snapshot was last extracted more than 10 days from the current date, the Est. cost at completion line is highlighted - in yellow if 10 days, or more; in red if 20 days, or more. The financial snapshot used to calculate and recognize revenue can be viewed from both the Revenue recognition (GESREVRECV) and Revenue recognition validation (GESREVRECW) functions.

Automatic calculation: Budgets

Several methods are provided for estimating progress of a budget:

• You can reference a range of completion percentages. The range values are defined in miscellaneous table 385 - Progress range.
• You can use a Refresh icon to calcuate progress on demand. Refresh compares the sum of completed expenses (actuals and committed) against the budget. You can view the figures used for the calculation in the Financial status section of the Cost structure screen. You can choose to refresh the progress of one, or all budget codes simultaneously.
  You must refresh the budget financial status before you estimate progress of individual budget codes.
• Progress can be calculated automatically from the Financial status extraction (PJMRPTEXT) function. You can select one or a range of projects to refresh.
• Progress can be calculated automatically each time a financial snapshot is extracted using the Financial snapshots action in a project, the Financial snapshots function (GESPJMSNP), or the Financial snapshot extraction function (PJMSNPEXT) if the ESTPRGSYNC - Updated est. progress/snapshot parameter (TC chapter, PJM group) is set to Yes.

Automatic calculation: Tasks

Automatic calculation of the estimated progress of a task is represented for operational progress.

Several methods are provided for estimating progress of a task:

• You can reference a range of completion percentages. The range values are defined in miscellaneous table 387 - Progress range.
• You can use a Refresh icon to calcuate progress on demand. Refresh compares the sum of consumed load against planned load for the labor task operations. You can view the figures used for the calculation in the Activity section of the Task planning screen. You can choose to refresh the progress of one, or all task codes simultaneously.
• Progress can be calculated automatically from the Financial status extraction (PJMRPTEXT) function. You can select one or a range of projects to refresh.
• Progress can be calculated automatically each time a financial snapshot is extracted using the Financial snapshots action in a project, the Financial snapshots function (GESPJMSNP), or the Financial snapshot extraction function (PJMSNPEXT) if the ESTPRGSYNC - Updated est. progress/snapshot parameter (TC chapter, PJM group) is set to Yes.

Adjusting dates

Adjusting project dates

A project has a planned start and a planned end date. The following rules apply to the project dates:

• The planned start date for your project must be consistent with, and match, the earliest operational task start date.
• The planned end date of your project must be consistent with, and match, the latest operational task end date.

You can use the project Duration field to calculate the End date of your project based on the project Start date. If the project Duration is modified, the End date of your project is recalculated automatically based on the Start date.

Project start/end dates can also be updated automatically to reflect the earliest start date and the latest end date of the project operational tasks when the start or end date of an operational task is adjusted. The OPPDATUPD - Project dates adjustment parameter (TC chapter, PJM group) controls this functionality.

Adjusting task dates

Operational task date and duration fields work with the site calendar to automatically define a valid start and planned end date for a task. A task Start date is calculated automatically if a task End date and Duration are defined; a task End date is calculated automatically if a task Start date and Duration are defined. If the duration of a task is modified, the task End date is recalculated automatically based on the Start date.

Operation dates are calculated using the weekly structure defined on the work center record, including any periods of non-availability listed as capacity variations. Operation dates can be adjusted manually. They must match the start and end dates defined for their assigned task.

Employee assignment dates are calculated using the weekly structure defined on the employee record, including any periods of non-availability listed as capacity variations. An employee’s assignment dates can be adjusted manually. They must match the start and end dates defined for their assigned task.

Task dates are controlled at the different task levels to ensure consistency of the dates.

The start and end dates of individual tasks can be adjusted both manually and automatically. The WBSDATUPD - Task dates adjustment parameter (TC chapter, PJM group) controls when parent level task date fields should be adjusted to reflect the earliest start date and the latest end date of child level tasks when the start or end date of an operational task, or an employee assignment is adjusted.

2 actions are available for readjusting task dates automatically:

To adjust individual task start and end dates to the earliest start date and the latest end date of lower level tasks, click Adjust task dates from the Actions menu.

To adjust all task start and end dates to the earliest start date and the latest end date of lower level tasks, select Adjust all dates from the Action panel.

Accessing CRM events

Open: Projects > Projects > Project management

You can access CRM events directly from your project.

The following actions, available from the menu bar in the Action panel, enable the project to utilize the Sage X3 CRM activity and Customer support functionality:

Project management (GESPJM): Action panel

Task - Opens the Customer relation > CRM activity > Tasks function (GESTSK) for the list of the commercial actions to be undertaken.

Call - Opens the Customer relation > CRM activity > Calls function (GESCLL) for the list of incoming and outgoing telephone calls.

Appointment - Opens the Customer relation > CRM activity > Appointments function (GESBAP) for the appointments diary.

Service request - Opens the Customer relation > Customer support > Service requests function (GESSRE) for the customer support requests.

Duplicating projects

Open: Projects > Projects > Project copy

Open: Projects > Projects > Project management

You can copy resource planning or combined CRM/resource planning projects from one parent project code to another project code.

You can access the Project copy (duplication) functionality from two locations:

• Directly, using the Projects > Project copy function (PJMACTAFCP).

You must select the parent (or source) project to be duplicated if you use this function.

• By clicking the Project copy action directly from a project.

You must use the current parent project as the source project to be duplicated if you use this action.

You can easily select template projects from both the copy facilities above.

From both copy facilities you can select or clear the control check boxes, as required, to copy the complete source project, or selected parts of the project to the destination project code.

The destination project number can be generated automatically using the PJM - Project management sequence code.