Creating Projects—Exercises

IMPORTANT
It is extremely important that you set up and work within your own site to maintain your data integrity. If you work within any other site, you will compromise your own exercise data as well as the data of other students. Predictable exercise results require that your data be isolated in your own site.

Basic Data Setup

Company

Purpose: The purpose of this exercise is to show you how to set up a company.

Windows:
Create Company Assistant

  1. Create the company that should be associated with your project, if it has not already been created.
  2. Alternatively to step 1, you can use Company 10.

General exercise for Company Setup

Person Identity

Purpose: The purpose of this exercise is to show you how to create a person identity. For example, create a person connected to your system user ID.

Windows:
Persons

  1. Create a new record.
  2. Enter a person identity and a name.
  3. Enter the user ID to be associated with this person, or select it from the List of Values. 
  4. Save your changes.

Calendar

Purpose: The purpose of this exercise is to show you how to create a calendar.

Windows:
Calendar

  1. Create a calendar that should be associated with your project, if this has not already been done.
  2. Save your changes.

General exercise for Work Time Calendar

Project Programs

Purpose: The purpose of this exercise is to show you how to register a project program.

Windows:
Project Basic/Project Program

  1. Register a project program to which your project will belong. This project program must be associated with the same company as your project, e.g., Company 10.
  2. Save your changes.

General exercise for Entering Project Programs

Customer

Purpose: The purpose of this exercise is to show you how to create a customer.

Windows:
Customer

  1. Create a customer that should be associated with your project, if this has not already been done.
  2. Save your changes.

General exercise for Customer Setup

Site

Purpose: The purpose of this exercise is to show you how to create a site and connect it to your user ID.

Windows:
System Parameters

  1. Open the Site window.
  2. Create a new record.
  3. Create your own site. Name it XX01, substituting XX with your initials, and enter the company that will be associated with your project. The table below shows an example.
Site Site Description Receiver Company Distribution Calendar Manufacturing Calendar
XX01 As preferred P 10 * *
  1. Save your changes.
  2. Open the Sites per User window.
  3. Query for your user.
  4. Enter * as both the default coordinator ID and the default buyer ID.
  5. In the table, create a new record.
  6. Enter the site that you just created, or select it from the List of Values.
  7. Save your changes. Your site is now connected to your user.
  8. Select your site, right-click, and then click Set as Default Site.

General exercise for Entering Site

Manual Activity Connected Objects   

Purpose: The purpose of this exercise is to show you how to register the object types that are allowed to be manually connected to project activities. These basic data settings will be used as the default settings for each new project.

Windows:
Project Basic/Default Manual Connections

  1. In the Project Basic window, populate the Default Manual Connections tab to see the object types that have the possibility to be manually connected to activities.
  2. If desired, change the value of the Manual Connection field for some of the object types. Save your changes.

General exercise for Registering Manual Activity Connected Objects

Main Exercises

Purpose: The purpose of these exercises is to show you how to create a project ID, and to register details and other information about the project. A project can be initiated manually or by using a wizard.

Windows:
Projects
Project
Project/General
Project/Revenue
Project/Milestones
Project/Customer
Project/Site

Creating Projects Manually

  1. Open the Projects window.
  2. Create a new record.

Note: The remaining steps below can be performed alternatively in the Project window.

  1. Enter a project ID beginning with XX, substituting XX with your initials.
  2. Enter a name and description that are appropriate for your project.
  3. Enter the company ID to which your project should belong, or select it from the List of Values, e.g., Company 10.
  4. Note that your person identity, which is connected to your user, is the default value for project manager. To choose another project manager, enter another person identity with a user ID, or select it from the List of Values.
  5. Note that the default calendar is suggested on creation of the project but if another calendar is required select one from the List of Values.
  6. Save your changes.
  7. Note that the project status automatically becomes Initialized.

Adding Project Details

  1. Open the Project window.
  2. Query for your project. Alternatively, if you are currently working in the Projects window, select your project, right-click, and then click Project Details to open the Project window populated with your project.

Note: Many of the following fields are found in both the Project and Projects windows.

  1. Click the General tab. Review the data that has been entered.
  2. If you would like to enable project access for your project, select the Project Access On check box, if not already done.

Note: The default value of this checkbox is determined by the property value of the property PROJECT_ACCESS in System LU Values/Object Property. If the property value is ON, the Project Access On check box will be selected by default.

Note: If you enable project access for your project, you must be the project manager. If the project manager has a person identity that is not connected to your user ID, you will not see this project the next time you log on or repopulate the window.

  1. Optionally, enter the project program ID to which your project should belong, or select it from the List of Values.
  2. Note that the default currency rate type is connected to your project. Optionally, select another project currency rate type.
  3. Optionally, enter information about the project's planned start date and planned finish date.
  4. Optionally, enter a percentage value representing the probability of winning your project.
  5. Click the Revenue tab. Optionally, enter values for planned revenue and planned cost.

Note: Planned revenue and planned costs are a reflection of the project manager's target plan. They can be revised at any time. The planned profit and profit margin (a percentage) are automatically calculated from these values. The actual figures are automatically updated based on actual figures from IFS/General Ledger, if it is installed.

  1. Click the Milestones tab. Optionally, establish project milestones with information on important dates with associated planned revenues. Create a new record for each milestone you enter, and include the milestone ID, milestone date, description, and planned revenue.
  2. Save your changes.

Connecting Project Customer

  1. Open the Project window, and click the Customer tab. Alternatively, open the Projects window.
  2. To connect a customer to your project, click in the Customer ID field. Enter a customer ID, or select one from the List of Values. 
  3. Optionally, select the identification of the responsible person in the customer's organization from the List of Values. 
  4. Optionally, enter the customer project number for reference.
  5. Save your changes.

Connecting Project Sites

  1. Open the Project window.
  2. Click the Site tab.
  3. To connect a project site, create a new record. Then enter the site that you created in the Basic Data Setup exercise, or select it from the List of Values.
  4. Repeat step 3 if more sites are to be connected to the project.
  5. Save your changes.

Registering Manual Activity Connected Objects per Project

  1. Open the Project window.
  2. Click the Project Manual Connections tab.
  3. Note that the default setting for the object types that are allowed to be manually connected to activities in your project is copied from the basic data setting, as registered in the Basic Data Setup part of this exercise.
  4. If desired, change the value of the Manual Connection field for some of the object types. Save your changes.

Note: If the value of the Manual Connection field is set to Allowed for a particular object type, then it is possible to manually connect this object type to an activity in the project. The setting in this tab in the Project window is only valid for the displayed project.

Defining Project Addresses

  1. Open the Project window.
  2. Click the Project Address tab.
  3. Create a new record and enter the address identity. Double-click in the address box to be able to change data in the Address field.

Note: The way in which the address is presented is defined in Address Presentation. You can specify which fields that should be displayed and in which order

  1. Make sure the required address type(s) is selected. The two types allowed for the project addresses Delivery and Visit will be given as default values.
  2. Save the record.
  3. If the company is using Sales Tax, you can proceed to the Tax Code tab and add a new record.

Note: The Tax codes defined for the project address are retrieved for the purchase order lines created from the project according to the priorities in the tax setup.

  1. Select a tax code from the List of Values (F8) and Save.
  2. Proceed to the Distribution Data tab and enter an Address Name and a Reference to be used in purchase orders.

Creating Projects Using the Create New Project Wizard

  1. Open the Projects window.
  2. Right-click and then click Create New Project. The first window of the Create New Project Wizard appears. Alternatively, open the Project window, right-click anywhere in the header portion of the window, and then click Create New Project.

Note: To help you keep track of your progress, the six windows in the wizard are numbered consecutively. For example, the first window is called Define Project Information – Step 1/7. Depending on the options that you select, some of the subsequent steps may be unnecessary. The wizard will automatically guide you through the steps, and only those steps, that you need to complete.

  1. Enter a project ID beginning with XX, substituting XX with your initials.
  2. Enter a name and description that are appropriate for your project.
  3. Your person identity, which is connected to your user, appears as the default value for project manager. To choose another project manager, enter another person identity with a user ID, or select one from the List of Values.
  4. Enter the ID of the company to which your project should belong, e.g., Company 10, or select it from the List of Values. Note that information about the company's base currency is retrieved.
  5. Optionally, enter the ID of the project program to which your project should belong, or select it from the List of Values.
  6. Enter the currency rate type that is valid for your project, or select it from the List of Values.
  7. Click Next. The Define Project Information – Step 3/7 window appears.
  8. Enter the calendar ID, or select it from the List of Values. This should be the calendar ID for your project calendar. You are not required to enter this value, but it is advisable to do so.
  9. Optionally, enter information about the project's planned start date and planned finish date.
  10. Optionally, enter a percentage value representing the probability of winning your project.
  11. Optionally, enter values for planned revenue and planned cost.
  12. Select the Copy Existing Project check box if you would like to open the Copy Project Wizard after creating your project.
  13. If you would like to enable project access for your project, select the Project Access On check box, if not already done. If you decide not to select this check box, skip to step 21 below.
  14. Click Next. The Define Project Access – Step 4/7 window appears.
  15. Create a new record.
  16. Enter the desired project team, or select it from the List of Values.
  17. Indicate whether this team should gain access to this project.
  18. Repeat steps 17-19 if you need to define project access for more project teams.
  19. Click Next. The Define Customer Information – Step 5/7 window appears.
  20. Optionally at this time, enter the customer for your project, or select it from the List of Values.
  21. Optionally, select the person who is responsible for the customer from the List of Values. 
  22. Optionally, enter the customer project number for reference.
  23. If you want to connect a customer order to your project, enter a customer order ID, or select it from the List of Values.
  24. Click Next. The Define Project Milestones – Step 6/7 window appears.
  25. Optionally, establish project milestones with information on important dates with associated planned revenues. Create a new record for each milestone that you enter, and include the milestone ID, milestone date, description, and planned revenue.
  26. Click Next. The Define Project Sites – Step 7/7 window appears.
  27. Optionally at this time, create a new record. Then enter the site that you created as your project site, or select it from the List of Values. Repeat this step if more sites will be connected to the project.
  28. Click Finish to save your changes.
  29. If you selected the Copy Existing Project check box, you can build a project plan using the Copy Project Wizard.
  30. Verify that the data that you entered in the wizard appears in the Project and Projects windows.