Project List

Project Dimension vs Project List

Project Dimension in Reference Data

Reference data dimensions has “Project” as one of the Standard Dimension. Consider this as your master Project list that represents the funded list of projects for expense planning and actuals tracking. This global dimension will remain as it is after the release of Project List feature.

• The projects from the global Project dimension will be copied in the Plan when there is no baseline plan used in Create Plan operation.
• The projects from the global Project dimension will be used to validate the actuals uploaded in the Spend Management. If you are uploading financial actuals for Project expenses, those projects must be present in the global Project dimension.

Project List in a Plan

Project List is a local copy of projects limited to a selected plan. Project List can be managed at a plan level independent of global Project Dimension.

Project List in a Plan and the Project dimension in the reference data share the same schema.

Navigation

If Integrated Investment Planning feature is enabled, then navigate to Planning > Projects.

The Project List view appears as below.

Managing Projects

Add Project

To add a new project in the plan, navigate to Expenses > Project List, and then select . A New Project dialog appears as shown

Provide details in the appropriate fields and then click the Add button.

Code	Unique project code for each project. Project code should be unique in the selected plan. (Mandatory attribute).
Name	Name of the project.
Project Group	Parent project group for the project. This dropdown list is a look up list from the Project Group reference data.
Allow Any Cost Center	Checking this check box allows any cost center to be selected for the project.
Default Cost Center	Default Cost Center for the project.
Cost Center	List of cost centers available for the project.

Edit Project Attributes

To edit project attributes, select from the project list. The project edit dialog appears.

Make the appropriate changes to the project attributes and save.

Delete Project

To delete project, select one or more projects from the project list.

Right-click the context menu and select Delete button

Or

Select Delete Selected Projects from on the project list page.

If any of the projects selected for delete have expense lines in the plan, a confirmation dialog appears

Select Confirm to delete the selected projects.

Note: Deleting a project will remove the details from the Project List. It will delete any expenses lines where Project is a mandatory attribute. E.g., By default, Labor Activity lines require Project as a mandatory attribute. So, any Labor Activity lines associated with the project will get deleted. However, if there are any expenses where project is not a mandatory attribute, the project value will be cleared from these lines, but the expense line won’t be deleted. E.g., With default configuration Contract, Asset, Other and Labor lines don’t need project as a mandatory attribute.

Import Project List

To import project list, navigate to and select Import from File list as a .csv file.

Note: Import into Project List using a file import will only support updating attributes for existing Projects and adding new projects. Deleting projects using file import is not supported currently.

Export Project List

To export project list, navigate toand select “Export to File” option to export project list as a .csv file.

Edit Project Code

To edit project code, follow the steps described under Edit Project Attributes section. Enter a new project code and save the changes.

Managing Project List Schema

Project dimension and Project List share the same schema. If you want to add any custom columns or manage existing custom columns to Project List, follow the schema management steps under Configuration > Schema > Project.

► Learn about:Schemas

Creating Plan with Project data

• Create Plan without Baseline Plan – If you are creating a plan without a baseline plan, projects from reference data dimension “Project” will be added in the plan.
• Create Plan with Baseline Plan – If you are creating a plan with a baseline plan, projects from the baseline plan will be added to the new plan.

  ► Learn about:Plans

Project Actuals in Spend Management

Spend Management has Project Code column. Project Code column is a lookup attribute to the Project dimension under Reference Data. If you are uploading project actuals in the Spend Management or importing project actuals in the Spend Management from Cost Transparency, make sure the project codes used in the Actual expense lines are present in the Project Reference Data dimension. If the project code used in the actuals is not present in the project reference data, the project code attribute value will be cleared from the uploaded actual expense line. If you are tracking project actuals, it is must to add that project in the global Project dimension.

► Learn about: Spend Management

Upgrade Project Reference Data in Plan

With the release of Project List feature, projects are now plan scoped reference data. Projects can be created/deleted/edited in the plan using the project list independent of Project reference data dimension. If there are changes in the Project dimension in the global reference data, the Update reference data in a Plan will not show those changes available to plan since plan once created starts referring to the Project List as a plan level dimension and not the global Project reference data dimension.

► Learn about: Update reference data

To update the projects in the Projects > List follow the steps below.

1. Open the Options menu from the Projects > List.
2. Click Update Project Data option.

   

3. User is presented with a confirmation dialog.

   

4. To continue applying updates click Update.
5. User is presented with a dialog showing number of projects added, deleted, number of lines updated and deleted. Review the impact by going through these numbers.

   

6. Click Update to apply updates.

How are the Project changes applied?

1. If a project is deleted in the Reference Data > Project but it is present in the plan after applying the project data changes, following change will take place.
   • Any labor activity lines for the project will be deleted along with Labor Activity Financials. This will show as Lines items to be deleted on the update project data confirmation dialog.
   • Project value on any expense line for Labor, Contract, Asset and Other financials will be nulled and those expenses will show under Department. This will show as Line items to be updated on the update project data confirmation dialog.
   • Project will get deleted from the plan.
2. If a new project is added in the Reference Data > Project and it is not present in the plan, the project will be added in the Project List.
3. If a Project is added directly into the Plan and it does not exist in the Reference Data > Project, that project will be deleted from the Project List. The impact on expenses as a result of project delete will be same as point 1 above.
4. If a Cost Center is removed from the project in the Reference Data > Project, but the removed cost center is present for the project in the plan, following changes will take place after applying the project data update.
   • Any labor activity lines for the project will be deleted along with Labor Activity Financials. This will show as Lines items to be deleted on the update project data confirmation dialog.
   • Project value on any expense line for Labor, Contract, Asset and Other financials will be nulled and those expenses will show under Department. This will show as Line items to be updated on the update project data confirmation dialog.

     This is because cost center is a required attribute on the project. If you are looking to not lose any expenses, please move those expenses to appropriate cost center before removing cost center from the project.

5. If there are outstanding changes in the other reference data dimensions that are not yet applied on the plan and user attempts to apply project data update on the Project > List, the update is blocked and user is presented with a message as shown in the screenshot below.

   

   This step is necessary to avoid any dimension dependency conflicts, such as changes in cost center or project group which are essential for the project update.