Quick Topic - Project Management Reference Guide

Transcription

1 Quick Topic - Project Management Reference Guide Title: Project Management Reference Guide Brief description: The purpose of this document is to act as a reference for the most common project management functions performed in the Unanet application. The activities described in this document will provide a framework for managing the performance of your projects. After a general understanding of the product is obtained, you should be able to expand in the functions described in this document tailoring the use of Unanet to best satisfy your needs as a project manager. What s covered in this document: Establishing a budget for a project Step 1 Look up Project Step 2 Navigate to the Budget Tab Step 3 Enter Budget Numbers Saving A Report to your Dashboard Step 1 List Shared Reports Step 2 Display Report Criteria Step 3 Adjust Report Filter and Display Criteria Step 4 Save the Report to Your Dashboard Step 5 Run Dashboard Report Setting Project Alerts Step 1 Lookup Project Step 2 Edit the Project Step 3 Select the Alerts Tab Additional Information Establishing a budget for a project Unanet provides a mechanism to record a variety of budgets at the project level. These budgets are used by the Summary reports in each of the following report sections: Project Reports Summary Reports Project Costing Reports Summary Reports People Reports Summary Reports The specific reports that display project budgets are shown below in red. (Click to Enlarge)

2 The five steps required to create a project budget are shown below. Step 1 Look up Project From the Project Main Menu (1), look up the project by entering the project code in the Project Code field (2) and clicking on the link (3).

3 The project will be displayed in a list as shown below. Click in the edit pencil to edit the project (1) (Click to Enlarge). Step 2 Navigate to the Budget Tab Once the edit pencil is selected in Step 1, the profile table of the project will be displayed. From the project edit screen select the Budget Tab (1). (Click to Enlarge) Step 3 Enter Budget Numbers Project budgets are entered on the budget tab. Budgets entered on this tab tie in with the cost reports. It is important to understand the relationship the budget numbers entered on this tab and those displayed on the cost report. The table below describes this relationship and focuses on the relationship between the budgets on the budget tab and the Project Cost Summary (JSR) report. These relationships are consistent across all of the reports that display budgets in the Project Costing section of the Unanet reports. The table below ties in with the two subsequent screen shots through the column titled, Field #. This number is common across the table and the two screen shots. Note the second screen shot titled, Job Summary Report (with Overlay Fragments from Project Budget Tab) is a combination of the Job Summary Report with cut outs from the Project Budget Tab. The purpose of this picture is to tie in the fields entered on the budget tab with the Job Summary report. Field # Project Budget Tab Project Cost Summary (JSR) Notes 1 Total Value $ Total Project Value The budget value should be entered in dollars. On the JSR, this field can be found in the header section. 2 Funded Value $ Funded Value The budget value should be entered in dollars. On the JSR, this field can be found in the header section.

4 3 Labor Budgets Cost $ TOTAL LABOR (Budget Column) This value displays on the JSR on the row titled, TOTAL LABOR under the Budget column and represents the total unburdened labor cost for the project. 4 Labor Budgets Burdened Cost $ TOTAL BURDENED LABOR (Budget Column) 5 Expense Budgets Cost $ TOTAL OTHER DIRECT COSTS (Budget Column) 6 Expense Budgets Burdened Cost $ TOTAL BURDENED ODCs (Budget Column) This value displays on the JSR on the row titled, TOTAL BURDENED LABOR under the Budget column and represents the total burdened labor cost for the project. This value displays on the JSR on the row titled, TOTAL OTHER DIRECT COSTS under the Budget column and represents the total unburdened ODCs for the project. This value displays on the JSR on the row titled, TOTAL BURDENED ODCs under the Budget column and represents the total burdened ODC cost for the project. NA Sum of Labor Budgets Burdened Cost $ + Expense Budgets Burdened Cost $ TOTAL CONTRACT COSTS (Budget Column) This value displays on the JSR on the row titled, TOTAL CONTRACT COSTS under the Budget column and represents the total burdened costs (both labor and ODCs) for the project. NA Sum of all contract costs plus fee for Cost Plus contracts or Sum of all ODCs and hours multiplied by bill rates for T&M contracts. CONTRACT REVENUE (Budget Column) This value displays on the JSR on the row titled, CONTRACT REVENUE under the Budget column and represents the revenue for the project. Project Accounting Tab Project Budget Tab

5 Job Summary Report (with Overlay Fragments from Project Budget Tab) After entering the budget numbers, click on the button to save the budget numbers. Saving A Report to your Dashboard

6 Unanet supports a shared reports area. Reports saved to this area are accessible by users with the appropriate role to run the report. In preparation for this training, a series of project manager reports have been created and saved in the shared area. This section describes the steps to save a shared report to a user s local dashboard. Step 1 List Shared Reports From the Reports menu (1), select the sub-menu item titled, Saved Reports (2). The Shared Reports section (3) will list reports that have been shared in the system (4). You can run any of these reports by clicking on the blue triangle. If you do not see any shared reports, please contact your system administrator. (Click to Enlarge) Step 2 Display Report Criteria The report in this example displays project cost information for project From the report output the user can return to the report criteria by clicking on the link, Back to Criteria (1) as shown in the picture above. Returning to the report criteria screen allows the filter and display information to be changed to suit the needs of the person running the report.

7 Step 3 Adjust Report Filter and Display Criteria The report criteria screen consists of two primary areas. The area at the top filters the data (1) while the area at the bottom provides display options (2). All reports are structured in the same way, with the filter criteria at the top and the display options at the bottom. Whereas the filter and display areas always stacked in the same way, their content varies from report to report. At this point, change the project code to a project you manage. After entering the project code, click in the pre-filter icon ( ) to fill out the list box to the right. Once your project is displayed run ( ) the report. (Click to Enlarge) Step 4 Save the Report to Your Dashboard Once the report filter and display criteria have been appropriately set, you can save the report to your dashboard by selecting the Save Criteria icon ( ) at the top of the screen. Save Criteria will display a popup window describing the save properties for the report. On this screen, you can name the report (1) and select the Unanet dashboard to display store the report (2). Finally the report is save by selecting the Save button (3). (Click to Enlarge)

8 Step 5 Run Dashboard Report Once saved, the report will show up under the My Reports section (2) of the dashboard selected when the report was saved. In this example the Report dashboard was selected (1). Setting Project Alerts

9 Project alerts are a feature of Unanet that will trigger an and a Unanet dashboard notification when configured project thresholds are exceeded. Step 1 Lookup Project From the Project main menu item (1), enter the project code (2) of the project that alerts will be configured. Click in the pre-filter icon ( select the project. ) to Step 2 Edit the Project From the project list, click in the pencil icon (1) to edit the project. (Click to Enlarge) Step 3 Select the Alerts Tab From the project profile screen select the Alerts tab (1). Decide who should receive the alerts (2) and what thresholds will trigger the alerts (3). At the point actuals reported against the project exceed the threshold the alerts will be triggered. Note the budgets in the budget tab of the project are the basis for the alerts. See section titled, ESTABLISHING A BUDGET FOR A PROJECT for information on how to establish project budgets. (Click to Enlarge)

10 Additional Information Help Docs - Project Alerts Help Docs - Project Profile - Budget