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INTRODUCTION TO PROJECTS

This Chapter describes Projects and how they are used in Compiere. In Compiere, a Project is a process that is undertaken which may involve multiple phases and steps. They may also require resources from multiple areas. Using Projects you can track the status and progress of Service Projects, Order Project, Sales Opportunities, etc.

Note that there are generally two aspects to Project Management, Financial and Scheduling. Compiere concentrates on the financial aspects, providing the resulting accounting entries. It does provide some high level scheduling of resources but should not be confused with resource loading, timing and overall planning.

The following diagram depicts the Entities used in Projects.
 
The Project Type defines the standards (quantities, products, tasks) for a Project.

The Project is the actual work document. Start and End date, Actual products, quantities, amounts.

A Project may have Phases and Tasks and will have Lines associated with the defined level.

A Project may represent the actual creation of a Product (i.e. a Work Order), a Services engagement (i.e. a Consulting Assignment), or a Tracking mechanism (i.e. Sales Funnel), among other uses.

Projects may generate Orders. Orders and Expense Reports may update Projects.

Project Cycles allow for reporting across Projects.

For any given scenario or Project you will not use all Entities.

All of these entities will be discussed in more detail in the following sections.

THE WORKFLOW

To get an overview of the Project Setup in Compiere, click on Project Setup from the Main Menu.

You can easily review the steps to be carried out during the setup.

To navigate through the different steps and open the appropriate window you can either double-click on the specific workflow icon or use the workflow buttons.

This workflow demonstrates how to define the necessary records to ensure Projects are properly defined.

Project Type

The Project Type window defines the types of Projects, the Phases in a Project and the Steps in a Phase. The Project Type can be used for multiple projects. It allows you to define standards for your Projects.

Click on the Project Type icon in the Workflow window or simply open the Project Type window from the Main Menu.


 
Enter a Name, Description, and Help/Comment to define this Project Type.

Select a Project Category from the drop down list box. The Project Category determines the behavior of the project.

General - no special accounting, e.g. for Pre-sales or general tracking.

Service - no special accounting, e.g. for Service/Charge projects.

Work Order - creates Project/Job WIP transactions - ability to issue material.

Asset - create Project Asset transactions - ability to issue material.

Click on the Standard Phase tab to define the Standard Phases for this Project Type.

Switch to the single record view.

Enter a Sequence, Name, Description, and Help/Comment for this Standard Phase.

Select the Active check box to indicate that this Standard Phase is active.

Select a Product, if appropriate that is associated with this Standard Phase. If a Product is selected you must enter a Standard Quantity. You can invoice for Projects at either the Phase or Task level. If you define a product at the Phase level, any products defined at a Task level will be ignored for Invoice creation. If you want to charge customers a fixed price for a Phase (e.g. Evaluation) then you would define the product here.

Enter as many Standard Phases as necessary for this Project Type.

Click on the Standard Task tab to define Standard Tasks for this Standard Phase.

The Standard Task tab defines the individual steps or events that will occur for this Phase. Again, define a Sequence, Name, Description, and Help/Comment.

Select the Active check box to indicate that this Phase is active.

Similar to the Phase tab, you may select a Product and Standard Quantity. Be aware that if the Phase has a product defined, any products defined on the Standard Task tab will be ignored during Invoice creation.

Enter as many Standard Tasks as necessary for this Phase.

Project Cycle

The Project Reporting window defines the Steps or sub groupings of phases that you want to report on. For example, if you are reporting on a Pre-sales Project you may want to combine the Initial Contact and Initial Qualification phases.

Click on the Project Reporting icon in the Workflow or you may simply open the Project Reporting window from the Main Menu.


 
The Project Cycle tab identifies the Steps or Statuses of multiple Projects that you want to report on, comparing where they are at specific stages.

Enter a Name and Description.

Select the Active check box to indicate that this Project Cycle is active.

Select a Currency from the drop down list box. This is the currency that will be used when reporting on this Project Cycle. The actual Project may be in a different currency.

Select the Step tab to define the Steps for this Project Cycle.

Select a Sequence to indicate the order of the Steps. Select the Active check box to indicate this Step is active.

Enter a Name for this Step.

The Relative Weight allows you to report based on probabilities. For example, if you have a 1:10 chance in closing a contract when it is in the prospect stage and a 1:2 chance when it is in the contract stage, you may put a weight of 0.1 and 0.5 on those steps. In the Cycle Report, you could view which stage is less or more compared to the other steps. This is an alternative method for a funnel or measures completion of your project.

Select the Phase tab to define the Phases for this Project Cycle Step.

The Products for all Phases will be accumulated when reporting on this Step. This allows you to include phases for different projects and compare them.

Project

The Project window defines the actual Project. These Projects will be tracked via documents (e.g. Orders). Projects may include time and materials and have definitive Phases and Tasks or they may be used for tracking tasks like pre-sales.

Click on the Project icon in the Workflow window or simply open the Project window from the Main Menu.


 
The Project tab defines the overall Project.

Enter a Name for this Project. It is the only required field.

Enter a Description and Note.

Select the Active check box to indicate that this is an active Project.

Select a Line Level of Phase, Project, or Task to define the level of detail to be used for this project.

Select the Set Project Type button to copy the Standard Phases and Tasks into this Project if appropriate.

You will be prompted to select a Project Type to use as a basis.

Select a Project Type and click the OK button. This will copy all Phases and Tasks from the Project Type to the new Project. This ensures consistency and standards across Projects.

Note: The combination of Project Type and Line Level will determine what window tabs (Project Line, Phase, Phase Line, Task, and Task Line) will be enabled.

The Project Type field has now been populated.

Select a Standard Phase.

Enter a Contract Date and Finish Date to be used for reference.

Enter the appropriate information in the Reference Area. This information will be used if an Order is generated from this Project. The Order Reference field is a system maintained field and is populated when an Order is created from this Project. You may want to use a specifically defined Project Price List and Payment terms that differs from the Business Partner default.

Enter the Planned Amount, Quantity, and Margin.

If you select the Commitment check box you should enter the Committed Amount, Committed Quantity, and indicate if the Commitment is Ceiling.

The History area is system maintained and is updated as Invoices are created for this Project. Any Invoice that contains this Project will update these entries.

Select the Copy Details button if you want to copy lines from and existing Project to this Project. It will not duplicate Phases or Tasks. It will only insert Phases and Tasks that do not exist.

Select the Create Order button to generate an Order from this Project. If products have been entered at the Phase level then they will be used to generate the Order Lines. Products entered at the Task level will only be used if no Products are defined at the Phase level.

You may click on the Project Line tab (if enabled), to update the Project Lines for this Project.


 
The Line Tab defines all of the products associated with this Project.

Enter a Line No and Description.

Select a Product and Product Category for this Line.

Enter a Planned Price, Quantity, Amount, and Margin for this Product.

The Invoiced Amount, Invoiced Quantity, Sales Order, and Purchase Order will be updated as Invoices, Sales Orders, and Purchase Orders are created which reference this Project. Project Issue will be updated as lines are issued to this Project.

Select the Get Price button if you have not entered a Planned Price. A corresponding dialog window will appear.

Select the OK check box to retrieve the Standard Price for this Product on the Price List entered for this Project. If no Price List is entered an error message will appear.

For this Project Type, no other tabs are enabled.

For a Work Order Project Type the Phases and / or Task Tabs may be enabled.

All Phases for the Project Type of Consulting were copied to this Project. The Phase and Phase Line base are enabled because the Line Level selected on the Project Tab was Phase.

Switch to single record view to update this Project Phase.


 
The field values have been copied from the Project Type but can be modified if desired.

Update the Name, Description, and Comment/Help if desired.

Select the Active check box to indicate this Phase is active.

Select the Complete check box if this Phase is complete.

Enter a Start Date and End Date if appropriate.

Select an Invoice Rule of None, Committed Amount, Product Quantity, Time & Material, or Time & Material Committed Amount to indicate how this Phase will be invoiced.

Enter a Planned Amount to represent the planned amount to be invoiced for this Phase.

Enter a Committed Amount for this Phase if the customer has committed to a specific amount.

Select the Generate Order button if you want to generate a Sales order for this Phase. It will include all products included in any Phase Lines for this Phase.

New Phases can also be added by selecting New Record and entering the appropriate fields and Phase Line values.

Click on the Phase Line tab to view, update, or add Phase Lines for this Project Phase.

Any Lines defined for this Phase in the Project Type will be copied to this Project. Any fields can be updated or entered if appropriate.

Enter a Line No and Description.

Select a Product and Product Category for this Line.

Enter a Planned Price, Quantity, Amount, and Margin for this Product.

The Invoiced Amount, Invoiced Quantity, Order, and Purchase Order will be updated as Invoices, Sales Orders, and Purchase Orders are created which reference this Project. Project Issue will be updated as lines are issued to this Project.

Select the Get Price button if you have not entered a Planned Price. A corresponding dialog window will appear.

Select the OK check box to retrieve the Standard Price for this Product on the Price List entered for this Project. If no Price List is entered an error message will appear.

The Project Line is now updated with the Standard Price. The List Price, Standard Price, and Limit Price are displayed in the message area for reference. The Price can be manually adjusted as required.

New Phase Lines can also be added by selecting New Record and entering the appropriate fields and values.

If the Line Level for this Consulting Project is set to Task then the Project Phase Line tab would be disabled and the Task and Task Lines would be enabled for each Phase.

Click on the Task tab to view, update or add Tasks for this Phase Line.

The Task tab identifies the individual Tasks that must be completed in each Phase.

Enter or update the Description and Comments/Help.

Select the Active check box to indicate this Task is Active.

Select an Invoice Rule of None, Committed Amount, Product Quantity, Time & Material, or Time & Material Committed Amount to indicate how this Task will be invoiced.

Enter a Planned Amount to represent the planned amount to be invoiced for this Phase.

Enter a Committed Amount for this Phase if the customer has committed to a specific amount.

New Tasks may be entered if appropriate by selecting New Record.

Click on the Task Line tab to view, update or add Task Lines for this Task.

Any Lines defined for this Task in the Project Type will be copied to this Project. Any fields can be updated or entered if appropriate.

Enter a Line No and Description.

Select a Product and Product Category for this Line.

Enter a Planned Price, Quantity, Amount, and Margin for this Product.

The Invoiced Amount, Invoiced Quantity, Order, and Purchase Order will be updated as Invoices, Sales Orders, and Purchase Orders are created which reference this Project. Project Issue will be updated as lines are issued to this Project.

Select the Get Price button if you have not entered a Planned Price. A corresponding dialog window will appear.

Select the OK check box to retrieve the Standard Price for this Product on the Price List entered for this Project. If no Price List is entered an error message will appear.

The Project Line is now updated with the Standard Price. The List Price, Standard Price, and Limit Price are displayed in the message area for reference. The Price can be manually adjusted as required.

New Task Lines can also be added by selecting New Record and entering the appropriate fields and values.

Click on the Accounting tab to view/update the Accounting Rules for this Project

The Accounting Tab defines the GL Accounts that will used to generate journal transactions for Project Assets and Work in Process.

Creating Purchase Orders

After you have Project Lines, Phases and/or Tasks for a Project you can create Purchase Orders for the Project.

To create a Purchase Order from this Project, click on Generate PO from Project from the Main Menu. The icon in front of the Generate PO from Project menu item indicates that it is a process.

Select the OK check box to start the process.

Select the Project in which to generate this PO.

Select a specific Project Line for this PO. Leave this selection blank to generate a PO for all Project Lines.

Select the Consolidate to one Document check box to create a single PO for all products. Leave this check box unselected to create a PO per product.

Select the OK check box to create the Purchase Order.

When the process has completed a message dialog will be displayed indicating the quantity orders and the Purchase Order number.

The Purchase Order created can then be maintained and processed as any other Purchase Order.

For additional information on Purchase Orders, refer to the Purchasing Chapter.

Issues to Projects

Products and Services will be used during the life cycle of a Project. Some products may be purchased specifically for the Project, while other products may be taken from available inventory stock. Resource usage may be tracked via Expense Reports. In Compiere, these items and their associated costs are 'Issued' to a Project. Issuing to a Project will affect the overall Project Costs in the following manner.

Material Issued from a Material Receipt is booked at the PO Price.

Material Issued from Inventory is booked at the Current Cost Price.

A Resource Issued from an Expense Report is booked at the Expense Amount.

To Issue items to a Project, click on Issue to Project from the Main Menu. The icon in front of the Issue to Project menu item indicates that it is a process.

This process allows you to issue material to a Project. This can be from a Material Receipt or Inventory. Resources may be issued to a Project from an Expense Report.

Select the OK check box to start the process.

Select the Project in which the Issue is referring.

Select a Shipment/Receipt if this issue is from an Order created for this Project.

Select an Expense Report if this issue is for a Resource used for this Project.

Select a Locator if this issue to from available Inventory. You can optionally enter a Movement Date. If no date is entered the current date is used.

Select a Project Line that this issue is to fulfill. If no Project Line is selected, a new Project Line is created.

Select the Product that is to be issued.

If the product has an Attribute Instance, select the appropriate value here.

Enter a Movement Quantity to indicate the quantity to be issued.

Enter a Description if desired.

Select the OK button to complete the process.

A message dialog is displayed indicating the issue was created.

If you now return to the Project a new line has been created. This is because we did not select a Project Line when executing the Issue to Project process.

A line for the Rose Bush has been created and the Project Issue field in the History section has been updated.

Project Cycle Report

The Project Cycle Report generates a Report on the Status of one or more Projects. It uses the Project Cycles to determine the Phases to report on. The relative weights entered for each Project Phase will be used in the report.

You may use the Workflow buttons to open the Project Cycle Report window. Alternatively, you may click on Project Cycle in the Workflow window or simply open the Project Cycle Report window from the Main Menu.

When you select the Project Cycle Report, a corresponding dialog window will display.

Click the Start button to begin the Report generation Process.

A corresponding parameter dialog window will display.

Select the Project Cycle to report on and click the OK button.

The Project Cycle Report is displayed.

Accounting Schema

The Accounting Schema defines the account elements that will be used. If you want to track Projects in documents (Sales Orders, Invoices, Expense Reports), then you must enable it as an Account Element.

Click on the Accounting Schema icon in the Workflow window or simply open the Accounting Schema window from the Main Menu.

The Account Schema Element tab defines the Elements that comprise the fully qualified GL Account.


 
If you want to reference Projects in Orders, Invoices, or Expense Reports you must enable it here.

If you make changes to the Account Schema you must log off and back onto Compiere for the changes to take effect.

For more information on the Account Schema, refer to the Performance Analysis Chapter.

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