Create a Project#

Overview#

A detailed work breakdown structure (WBS) can be a great help in project management.

For this reason, you can enter both a work package code and a group of phase, task, and step codes on the WBS lines of a project. Combined, the four codes not only provide you with a more granular view of your project but uniquely identify each WBS line. As a result, you can enter the same package on more than one line if at least one of the other codes differ.

You can then create budget lines for WBS lines that store work packages and—if you need an even deeper breakdown of project activities—use these budget lines to keep track of tasks assigned to individual resources.

If, on the other hand, you don’t want to work with budget lines (that is, with a budget view), you can schedule activities directly on the work breakdown structure. You can also assign a project to a main project. The following chart shows you how projects are structured within project365:

Fill in basic project data#

To set up basic project information:

1. Choose the Search icon, enter Projects, and then choose the related link.
2. On the ribbon, choose New > New to create a project.
3. Fill in the fields as necessary.

See the following tables for more information about the most important fields on project cards. Some are filled in automatically when you use a project template (as noted in the Description).

General#

Posting#

Invoice and Shipping#

Duration#

Planning#

Internal Information#

Dimensions#

Project Billings#

On this FastTab, you can specify if and how you want proofs of services to be printed when you bill work based on time and materials.

All fields on this tab also show up on sales documents such as orders and invoices. The values in these fields are copied there from the project card.

You can, however, edit them again in the sales area.

Intercompany#

Project status#

The status options are crucial to determining the next steps you need to take when managing a project.

Planning
Preliminary estimates can be created. You can also specify the project structure, that is, you can choose work packages and phase, task, and step codes. You can then add budget lines to WBS lines of the work package type. You, however, cannot post anything at this point. Strictly speaking, this status isn’t required, and most projects start on Quote.

Quote
Services can be offered to customers. Preliminary estimates are again possible as well. You can also change the structure and budget of the project.

However, unless the Project Posting in Quote Status toggle is turned on in Projects Setup, you still cannot post anything to the project.

Open (=Order)
When the project is set to Open, you can record and post times and purchase costs and use sales invoices and credit memos to post revenues. WBS lines can also still be changed at this point. And if you didn’t turn on the Project Posting in Quote Status toggle in Projects Setup, this is the only project stage in which you can post something.

Completed
You can no longer edit the project structure and budgets. This status is used to perform post-project calculations. Actual project costs can then be compared to budgeted amounts. You cannot post to completed projects.

Create a project from a template#

There are two ways to create a project from a template:

1. Choose the Search icon, enter Projects, and then choose the related link. On the ribbon, choose New > New. Alternatively, open a project card and—on the ribbon—choose New.
2. Go to a project card or the project list. On the ribbon, choose New > Walkthrough.

Both methods are explained in the following.

Use the New action#

Choosing the New action on the project list or card creates a new record with a blank No. field.

You can now enter a number from a series, or you can exit the field.

Exit the field. You are asked if you want to use a project template. Choose Yes and then choose a template so that a number can be assigned automatically.

The template will also fill in multiple fields on the new project card. The rest needs to be filled in manually.

Additionally, if the Check Mandatory Project Fields toggle in Projects Setup is turned on, the project will be blocked until you entered something in all fields required for new projects. For more information, see Mandatory Field Check.

Use the wizard#

Choose the Walkthrough action on a project card or the project list if you want help in setting up a project.

A wizard will then guide you through the steps required to fill in basic project data. This includes when the project is set to start, who will manage it, and who the customer will be.

For the wizard to work, a project template is required. At the end of the process, you’re asked whether you want to import the work breakdown structure that has been set up for the template. You can forgo this step if you want to add the WBS later.

Edit projects#

Not every field can be changed all throughout the life of a project. For example, you can no longer choose another customer after revenues have been posted to a project.

Changes in dimensions can also lead to inconsistencies after you posted to a project. As project ledger entries are unaffected by those changes, an analysis by dimensions might no longer produce accurate results.

If the Check Mandatory Project Fields toggle in Projects Setup is turned on, you must select the Edit Project action (found on project cards) before you can alter information related to a project. Other users will then be blocked from editing the project.

Delete projects#

You can no longer delete a project to which you have posted something, for example, project ledger or project time entries. The system also checks for cross-references to document lines before deleting the project.

Project responsibility centers#

You can assign responsibility centers to projects just like you can to sales and purchase documents.

To assign a center to a project:

1. Choose the Search icon, enter User Setup, and then choose the related link.
2. Choose a code in the Projects Resp. Ctr. Filter field.

If you fill in one of the other fields but leave the Projects Resp. Ctr. field blank, you will see only sales, purchase, or service documents associated with a particular center but all projects with and without a center.

The Project Resp. Ctr. Filter affects all pages related to a project and cannot be changed by users on those pages. The filter can also be set on some cost control reports.

However, because of the special nature of project-related pages, users will not be able to open the project card or view other data of a project from time tracking.

Advertising groups#

Extended texts that you enter for an advertising group are copied to a project if the group is set up as a general-purpose group or if it has been assigned to the customer of the project. This works in much the same way as when you copy extended advertising group texts to sales documents.

You use extended texts to store general information such as notes on trade shows, special offers, and company holidays.

Selected actions explained#

Create WBS from Project Template#

Creates a work breakdown structure for a project from the template stored in the Copy WBS from Template field. This field is filled in automatically together with the Project Template Code field when you create a project from a project template.

You can no longer choose this action when you have set up a WBS for a project.

Change Project#

Opens a page that shows some of the fields available on a project card. The page can be used by those who aren’t authorized to create projects but need to edit certain fields on a card (provided they ‘indirectly’ have permission to edit fields on project cards).

Create Interaction#

Creates an interaction. This function mostly relates to customers and their contacts but might also cover marketing campaigns.

An interaction can be tailored to a specific project and work package.

Update Addresses#

Unlike project shipment addresses, bill-to and sell-to addresses cannot be changed on project cards.

If you need to update them, run this function.

Copy Project to IC Partner#

Copies a project to an intercompany partner. This function is used to review a project transferred by an intercompany partner.

Create User Task#

Creates a user task associated with a project.

This function uses the Related Table and Related Record fields to connect a task to a project.

Project#

Dimensions#

The following options are available if you select Dimensions on the project list; else, the associated dimensions can be viewed on the project card.

Dimensions-Single
Shows the dimensions entered for the selected project. You can also enter new ones or change and delete existing dimensions here.

Dimensions-Multiple
Shows the dimensions that have been filled in for the selected projects. Also shows the dimension value codes, which are the same for identical fields.

Statistics#

Shows the budgeted and actual amounts stored for a project, including budgeted values on the WBS.

Comments#

Available for entering comments. These are used internally within a company and aren’t copied to subsequent documents created from a project.

Beginning and ending text#

Beginning and ending texts are copied to sales documents created from a project and can be printed there as well. As the name implies, beginning texts are shown before, ending texts after sales lines on printouts.

Online Map#

Opens the map service that you specified in Online Map Setup to show where a project is located.

Sales doc. project budget change log#

Shows a log of all sales document changes copied to projects.

Interaction log entries#

Shows a list of logged correspondence, such as printed cover sheets or sales orders, letters sent and received, phone calls made, and meetings held. Entries are filtered based on the page on which you selected the action. For example, if you select the action on a project card, the log contains all correspondence logged for this specific project.

User tasks#

Shows all user tasks associated with a project.

Documents#

Shows all documents available for a project. Purchase and sales documents are listed separately, as are open and posted documents.

To view a document, select one and then choose Show on the ribbon. Alternatively, use the lookup on the selected line.

Opportunities#

Gives you access to opportunities that were automatically or manually linked to a project through a sales quote.

Steps#

Used to manage project-specific partial activities. Steps are set up for every single project, whereas phase and task codes are the same for each of a company’s projects.

Contacts#

Used to enter information about the people and companies you’re expected to be in frequent contact with during the duration of a project. You can also assign one of them to a WBS line (for informational purposes).

When you set up a project, the customer selected for it will be entered on the Project Contacts page automatically. The same will be done with contacts specified on sales and purchase documents if the number of the project is entered on the document header.

Additionally, if all lines of a purchase document are assigned to the same line on a work breakdown structure, the WBS line will be linked to the relevant project contact when you release the document.

You can also assign roles (such as customer and vendor) to project contacts. Some of them might be filled in automatically on the project (see Projects Setup).

Project Team#

For more information, see Project Teams.

Budget line activities#

Shows work package-related activities at the WBS line or work package level. For more information, see Budget Line Activities.

Project IC Partners#

Shows a list of all IC partners related to a project. For more information, see Intercompany Work.

Project measurement#

Shows the options for measuring project progress and performance.

For a true representation of a company’s scope of services in accounting, revenues and expenses must be compared from period to period.

History#

Shows project ledger entries, time entries, and posted invoice entries.

Payment plan#

To specify under which conditions and at which times you want to invoice a project, go to the relevant project card and, on the ribbon, choose Related > Project > Payment Plans > Payment Plan.

Billing can include fixed partial amounts or a percentage of the total. You can also invoice by milestones. Plan entries are used when you create invoice suggestions.

Resource prices#

Whereas item and resource costs are maintained independently of a specific project, the unit prices for items, resources, and other expenses (overhead) can be stored for each project individually.

Unit prices can be set up for items, resources, and G/L accounts. For each, you can enter a distinct unit price or specify a surcharge on unit costs in percent (=unit cost factor). You can also enter a percentage-based line discount.

Additionally, resources can have different unit prices depending on the type of work being performed.

As for unit costs, they aren’t typically maintained for G/L accounts. But you can still store costs you would typically expect for them on the Project G/L Account Prices page. This can be useful in budgeting a project.

You can also specify resource prices per project and IC partner. When a project is later transferred to a partner, the prices are copied to the partner’s Project Resource Prices page. When you then review the transfer, they are assigned to the budget fields on copied WBS lines.

Likewise, they will be added to the times posted by IC partners so that the partners can later bill their services at agreed-on prices.

Planning#

Includes all options for project planning. For more information, see WBS and Scheduling.

WBS (Work breakdown structure)#

Work breakdown structures divide a project into individual stages. They are used to plan, budget, manage, and monitor projects. A WBS can be created from a stored project template and customized.

Budget line list#

Lists all budget lines created for a project.

Budget line activities overview#

Lists line activities (=budget lines set up for resources and resource groups) by work package.

Budgeted resources#

Lists all resources and resource groups set up for a project. Entries are aggregated per resource or resource group.

WBS scheduling#

Used in project planning. For more information, see WBS Scheduling.

Budget vs. actual#

Performs a budget-to-actual comparison based on current project data.

Reports#

Shows you a list of project reports. As a rule, these are filtered based on the current project.

Documents#

Shows all documents for projects related to the main project.

Budget Line Activities#

Shows the line activities that have been set up on the work breakdown structures of projects related to the main project.

Project teams#

You can create a project team per project. To set up a team:

1. Open a project card.
2. On the ribbon, choose Related > Project > Project Team.

Project teams are formed by combining resources. A resource can be assigned to a project only once.

In the Project Title field, choose Project Manager, Deputy Project Manager, Secretary, Subproject Lead, or leave the field blank.

A project team is changed or amended when you:

• Enter a project manager on a project card.
• Fill in a deputy manager on a project card.
• Enter a subproject lead on a WBS line (=work package).
• Set up a resource budget line (=line activity).

In each case, a resource is added to the team and, if necessary, the role of (deputy) project manager is assigned or changed. The Time Posting checkbox is selected for all members added automatically to the team.

When a team member is added as project manager, deputy PM, subproject lead, or secretary (by a user or automatically), the Invoice Suggestion checkbox is selected as well. Besides providing details about members, the project team feature governs access to:

• Time entries (to post to a project)
• Project ledger entries (to release posted times)
• Billing (to create invoice suggestions for a project)

For a quick and easy overview of who is a member of a certain team, you can unhide a FactBox on the project card or list.

Time entries#

To control the posting of times through project teams, you must:

1. Turn on the Check Team at Time Posting toggle so that only certain resources can post to a project.
   With the toggle turned off, all resources can post to a project, as it is considered a general-purpose project.
2. Maintain a project team after turning on the Check Team at Time Posting toggle.
3. Set up resources who post times to a project as project team members and select the Time Posting field for them on the Project Team Setup page.
4. Turn on the Team Filter on Time Posting toggle in Projects Setup.
   
   This ensures that the filter on the project list in time tracking is tailored to the relevant resource (=user) and lists mainly projects for which the resource has been authorized.
   
   It also shows the projects to which all resources can post. If the toggle isn’t turned on, an employee can see all projects. A check against the project team will only be carried out later, during posting.
5. Turn on the Strict Team Filter toggle in Projects Setup.
   
   This ensures that when a project is set to Check Team at Time Posting, but a certain resource isn’t part of the project team, the related user can’t enter a project number (that is, without using the projects list) in time tracking.
   
   Any attempt to post resource hours to projects for which the user hasn’t been set up will then prompt an error message and posting will be blocked.

Billing#

To control which resource is allowed to start a billing proposal for a project, the following must be set up:

1. The general setup in the Proj.team field at Abr.proposal in the project setup must be set.

2. There must be at least one entry in the Project Team table for the project, otherwise each resource may perform billing!

3. Each resource (user) that is to create billing proposals for a project must be created as a project team member and the switch in the Billing proposal field must be active.

If the project is part of the team filter but the current user isn’t authorized to bill the project, a message appears when an attempt is made to create a suggestion, noting the lack of permission. The user can then display the projects blocked for posting.

Resource teams#

Not unlike a template, the resource team page allows you to add multiple resources to a project team at the same time.

1. Choose the Search icon, enter Resource Teams, and then choose the related link.
2. Choose New on the ribbon to create a resource team, and then choose New > Members to add members to the team.
3. To remove a member or an entire team, use the Delete function on the pages.

When you add a resource team to a team set up for the project, a note about the origin of each member of the resource team will appear on the relevant project team lines.

Project team roles#

The roles that you can assign to members of a project team are limited to the options available in the Default Project Team Role field on resource cards. An individual extension would be required if you wanted to add more options here.

There is, however, an alternative solution that can be used to customize a role:

1. Choose the Search icon, enter Project Team Roles, and then choose the related link.
2. Fill in the fields described in the following table for each role you want to assign to a resource.

For example, you can specify a role named Architect on the page and link this role to the Subproject Lead, one of the standard options on the resource card:

Following on from our example, the role of architect is assigned to a resource. If added to a project team, the resource is then shown as not only the architect but also the subproject lead for the project.

In Projects Setup, you can specify up to 10 team roles that you want to show on the project list or project cards. This way, you can see immediately who works on which project in what area or capacity (for example, as the architect or as someone in billing or cost control).

Team overview#

To see what teams are assigned to certain projects, run the Project Teams action from the Project Lead role center. You can set a filter on any field of the page.

My Projects and profitability chart#

The My Projects tab in the Project Lead role center can be maintained manually. But the tab is also filled in automatically when you enter a resource as a Person Responsible (that is, as the project manager) on a project card.

Related to the My Projects tab is the Project Profitability chart. This chart shows all the projects listed under My Projects unless their Exclude from Business Chart field is filled in.

Main projects#

Main projects sum up multiple projects. They are essentially a higher-order category. If you filled in the fields for main project dimension integration in Projects Setup, the system creates and adds a dimension to a new main project automatically. It will also copy that dimension to any project that you later assign to the main project.

To see a list of all main projects:

1. Choose the Search icon, enter Main Projects, and then choose the related link.
2. On the ribbon, choose Related > Main Project and one of the following actions.

Statistics#

Shows a budget-to-actual comparison for all projects assigned to the main project.

Comments#

Used to enter notes about the main project.