Reporting Time and Cost when Project Access is Enabled—Exercises

Required Data

Enabling and Defining Project Access

Purpose: The purpose of this exercise is to familiarize you with the required data that must be in place before you can perform the exercises below. It is recommended that you do the Defining Project Access exercise before you do the following exercises.

  1. Enable project access for one of your projects, XX100, where XX is your initials.
  2. Define project access by granting access to a project team and its members. To be able to perform the following exercises, use a team with at least one member who is employed by your project's company, and at least one member who is not employed by this company. Use the team you created in the Basic Data Setup section of the Defining Project Access exercise, XX01, where XX is your initials. Alternatively, you can use Team 200.

General exercise for Defining Project Access

Approving Project

Purpose: The purpose of this exercise is to familiarize you with the required data that must be in place before you can perform the exercises below.

  1. Approve one of your projects.
  2. You can now release activities and create project transactions from this project.

General exercise for Approving and Starting Projects

Connecting Valid Report Codes and Releasing Activities

Purpose: The purpose of this exercise is to familiarize you with the required data that must be in place before you can perform the exercises below.

  1. Connect valid report codes to the activities belonging to your approved project.
  2. Release these activities so that you can start reporting time or costs.

General exercise for Report Codes
General exercise for Executing Activities

Main Exercises

Purpose: The purpose of these exercises is to show you how enabling and defining project access effects time and costs reporting. Also, you will learn how to view which users can report time and cost to a project or subproject.

Windows:
Project Access Results
Project Time Registration
Project Cost Registration

Viewing Project Access Results

  1. Open the Project Access Results window.
  2. Query for the desired project ID, XX100.
  3. Note that all persons with access to the entered project ID will be displayed, with information about their project access roles. Also note that no employee number is shown for persons who are not employed in the project company. They will not be able to report time or costs on the activities.
  4. Right-click anywhere in the tab and click Query. 
  5. In the Project ID field, enter your project ID. In the Employee No field, enter %, or select % (any value) in the value list.
  6. Click OK. A list appears of project company employees who have access to your project's subprojects. They can report time and costs on the activities.
  7. Right-click anywhere in the tab and click Query. 
  8. In the Project ID field, enter your project ID. In the Employee No field, enter !, or select ! (no value) in the value list.
  9. Click OK. A list appears of all persons not employed at the project company with access to your project's subprojects. These persons cannot report time and costs on the activities.

Reporting Time and Cost when Project Access is Enabled

  1. Log on as a user who is both an employee in the project's company and a member of your team, XX01, which you have specified as having access to your project, XX100. (If you have defined project access for Team 200, you can log in as JAQUES.)
  2. Open the Project Time Registration window. 

Note: Check that this window has opened for the correct company. You should see the project company ID on the window title. If the wrong company ID is shown, you will need to change your global company. On the File menu, click Options. Click the Globals tab, and select your project company in the value list. Click OK. Open the Project Time Registration window again. 

  1. Query for your user's employee number.
  2. Click the Week tab and create a new record.
  3. Enter your project ID, XX100, in the Project ID field, or select it from the List of Values.
  4. In the Sub Project ID field, view the List of Values. Note which subprojects are listed. Verify that this is in accordance with the project access definitions for this employee, company, project, and subproject, i.e., that the subprojects to which you have specified that your team should have access are listed, but not the subprojects that you excluded.
  5. Open the Project Cost Registration window and create a new record.
  6. Enter your user's employee number or select it from the List of Values.
  7. Repeat steps 5 and 6.

Note: Perform the remaining steps below to see that you cannot register time for a user who is not employed by the project's company, even if this user has access to the project.

  1. Log in as a user who is not an employee in the project's company but is a member of your team, XX01, which you have specified as having access to your project, XX100. (If you have defined project access for Team 200, you can log in as MAMY.)
  2. Open the Project Time Registration window.
  3. Create a new record. In the Project ID field, view the List of Values. Note that Project XX100 is not listed. This is correct because this employee is not employed by the project's company. This user will not be able to report time or costs to this project.