In Project Maintenance, we start by discussing the box “Available for All Employees to charge”
When this setting is used, all employees should be able to cost the Project and tasks. There is no assignment needed.
If you wish to restrict use of Project and or tasks with “Available for all Employees to charge” checked, you can do that with a restriction by module at both the project and task level. If you restrict the project by module, then the employee will not see the project in the lookups
- If you don’t restrict the module by Project , but restrict by task, you can prevent some tasks to be used by modules. This is the most flexible when using the “Available for all Employees to charge” option.
Task tab view
The Second option used for ‘Available for All Employees to charge” is by UNCHECKING the box .
When the box is unchecked, then the “Team Assignment” will need to be setup in the system.
It may also be noted that if you uncheck the box ‘Available for All Employees to charge” the “Resource Assignment Required to Charge Tasks becomes enabled” This setting is in detail later.
When assigning an employee/resource to a Project Team Assignment, The user should open the Project Employee Maintenance screen.
Employees are assigned directly to the project in this screen, no other employees will be able to charge the project or its tasks without this assignment
Restrictions to task entries are allowed using the previously discussed Module /status options
Note: When the Project Employee Maintenance screen opens note that the Project Team Assignment tab shows what the system recognizes as the NON POST project (not shown here in this example)
This is not a real project, it is intended to be a non project to use for cost entries that would update Project.
Do not assign the non post project to a Project Team. The non post project is setup in Project Controller setup- PC Options and Setup tab.
The final option is the “Resource Assignment required to charge tasks”, this becomes available only if you uncheck the “Available for All Employees to charge option.”
When this option is checked the user should access the Resource Button on “task” tab off the Project Maintenance screen or use the Resource assignment screen directly.
Task tab
The Resources Button opens the Resource Assignment sub screen
Here is where we assign our Resources and some optional information. The start date is the current business date if the Project start date is blank. Otherwise it’s the projects start date. The end date is optional
If you are sysadmin or the employees Manager it should calculate estimated costs.
Technical specifications on assignment of resources to project and tasks
- 1. If available for all employees to charge is checked
A record is inserted to the PJPROJEM table for each employee in the system
- 2. If available for all employees to charge is Unchecked
The user is responsible for setting up the user in Project Employee Maintenance. When setup a record is inserted in to PJPROJEM.
- 3. When Resource assignment is required to charge tasks is checked.
A record for the employee is inserted to PJPENTEM this is the task assignment
A record is inserted to PRPROJEM when the resource assignment is set on the task
New feature in 2018 CU3
End date Validation and Level was introduced in CU2, Modules checkbox (AP,AR,GL) was added to the feature in CU3
- End Date Validation only takes place if there is an End Date on the project or task, if left blank, there is no validation
- Level- On its own, the end date will impact Project controller-Time and Expense, Payroll and Advanced Payroll time entry screens.
- When the end date is set for None, no validation occurs. If the end date is set at the project or task level users will not be able to enter any transactions to the Project or task when it is past the end date
- AP, AR,GL check boxes extends the end date validation to those modules