Approving and Starting Projects—Exercises

Basic Data Setup

Project Code Part

Purpose: The purpose of this exercise is to show you how to set up a project code part for your project company, if this has not already been done.

Windows:
Define Code String

  1. Set up a project code part in the Define Code String window.
  2. If IFS/General Ledger is installed, click Project Accounting in the Code Part Function list.
  3. In the Logical Code Part list, click Project.
  4. Save your changes.

General exercise for Chart of Accounts

Project Group

Purpose: The purpose of this exercise is to show you how to create a project group in the General Ledger.

Windows:
Project Groups

  1. Create a project group with the desired project type, if this has not already been done. 
  2. Save your changes.

General exercise for Project Accounting

Required Data

Connecting Project Customer

Purpose: The purpose of this exercise is to get familiarized with the data that must be in place before you can do the exercises below.

  1. Connect a customer to your project, if this has not already been done.
  2. Save your changes.

General exercise for Creating Projects

Building Project Plan

Purpose: The purpose of this exercise is to get familiarized with the data that must be in place before you can do the exercises below.

  1. Build a subproject structure with activities.
  2. Assign resources and define project deliverables to your activities.    

General exercise for Building Project Plan
General exercise for Assigning Resources and Analyzing Resource Capacity
General exercise for Creating and Connecting Tasks, Connecting Document Packages to Activities, Registering Project Demand, Entering Activity Estimates and Connecting Change Orders to Activities

Main Exercise

Purpose: The purpose of this exercise is to show you how to approve your project. A financial project is created so that financial transactions can be attached to the project.

Windows:
Project
Project/Finance
Project/Project PrePosting
Project/General
Projects
Code Part Values

Approving and Starting Projects

  1. Open the Project window, and query for your project.
  2. Make sure that your project has the Initialized status.
  3. Click the Finance tab. Note that no information about the financial project is available.
  4. Click the Project PrePosting tab. Verify that no preposting data is entered for the project.
  5. Open the Projects window in General Ledger. Query for your project ID to verify that the corresponding financial project does not exist.
  6. Open the Code Part Values window and click the Project code part tab. Query for your project ID to verify that your project is not yet available as a value for the project code part.
  7. Return to the Project window.
  8. Right-click anywhere in the header portion of the window, point to Status, and then click Approve. (The Status menu is also available from the Projects and Project windows.)

Note: If a customer is not connected to your project, you will get an error message. Click OK to continue. Click the Customer Info tab, and enter a customer, or select one from the List of Values. Save your changes, and repeat step 8 above..

  1. You are prompted to indicate whether you want to approve this project. Click Yes. The Approve Project – Create Finance Data window opens.
  2. Select an appropriate financial project group from the List of Values.
  3. Click OK. Note that the status of the project has been changed to Approved.
  4. Click the General tab. Note that the project's approval date, which is the system date, appears as the value in the Approved Date field.
  5. Click the Finance tab, and verify that the financial project information is available. (You might have to select your project in the Project ID field in the header portion of the window to refresh the information.)
  6. Click the Project PrePosting tab, and verify that preposting is now entered for the project.
  7. In the Projects window, query for your project ID to verify that the corresponding financial project has been created. Verify that it is not possible to delete the financial project.
  8. In the Code Part Values window, click the Project code part tab. Query for your project ID to verify that your project is now available as a value for the project code part.
  9. Right-click anywhere in the header, point to Status, and then click Start.
  10. You are prompted to indicate whether you want to start this project. Click Yes. Note that the status of the project has been changed to Started.
  11. Click the General tab. Note that the project's start date, which is the system date, appears as the value in the Actual Start field.