Project management setup checklist

The table below outlines all steps required before projects can be added in Replicon. Default settings are in place for most of these options, therefore you may be able to skip steps if the defaults work for your organization.

Features can be set up in any order, except options in section 2 must be set up before they can be assigned to users (section 3).

The checklist assumes users have already been added to the system. Programs and clients may also need to be added to your system before projects are added. These are typically created by program managers and client managers, respectively.

Other timesheet and expense functionality may need to be configured before resources can enter time and expenses against projects.

1. Define system-level settings

Feature to set up

What the feature does

Configure at

 

Set up billing rates

Billing rates determine how much clients are billed for project work. System-level rates can be customized for each project, and assigned to team members.

Administration > Projects > Billing Rates

 

Configure project roles

Resource managers use roles as placeholders when assigning project teams

Administration > Projects > Project Roles

 

Create skills

Resource managers assign skills to project resources, to help them decide who should be allocated to what project

Administration > Projects > Skills

 

Create client, project, and task custom fields

Project and client managers can enter data in custom fields when managing their projects and clients

Administration > Projects > Project Settings or Client Settings

 

Set up project codes

Project codes can be automatically assigned to new projects; you can specify that next number used

Administration > Projects > Project Settings

 

Set up currencies for projects

Ensure currencies are set up to meet your organization’s project billing and costing requirements

Administration > Company > Currencies

2. Set up system-level options that you’ll assign to users

Feature to set up

What the feature does

Configure at

 

Create cost normalization rules for project resources

Cost normalization rules allow costs to be automatically normalized in Replicon reports

Administration > Projects > Cost Normalization Rules

 

Set up timesheet and expense sheet approval paths for project resources

Approval paths specify who approves timesheets and expenses, and in what order. You can include project managers and client representatives in project approval paths.

Administration > Timesheet s or Expenses > Timesheet or Expense Sheet Approval Paths

 

Enable project options in timesheet and expense templates for project resources

Timesheet and expense templates define certain user timesheet and expense settings. You can choose whether projects, tasks, clients, and billing options display to resources.

Administration > Timesheet s or Expenses > Timesheet or Expense Sheet Templates

 

Set up project permissions for managers

Permissions determine what fields and data managers can view and edit when working with projects

Administration > Employees and Organization > Permission Sets

3. Assign project functionality to project resources and management

Feature to set up

What the feature does

Configure at

 

Ensure employees have a license for a project management product

The license allows the user to access project management functionality, including entering time against projects. Users are assigned a license for all products by default.

Administration > Employees and Organization > Users > Licenses

 

Assign timesheet and expense templates

Ensure templates that include project options are assigned to project resources

Administration > Employees and Organization > Users > Timesheets or Expenses

 

Assign timesheet and expense approval paths

Ensure approval paths that include project approvers are assigned to project resources

Administration > Employees and Organization > Users > Timesheets or Expenses

 

Assign cost normalization rules

Normalization rules need only be assigned to resources whose costs must be normalized within Replicon

Administration > Employees and Organization > Users > Billing & Cost

 

Assign default billing rate and hourly cost rate

Resource billing rates can be modified by project managers on a per project basis

Administration > Employees and Organization > Users > Billing & Cost

 

Assign permission sets and licenses to managers

Ensure all project, client, resource, and program managers who work with projects are assigned the permissions and licenses they need

Administration > Employees and Organization > Users > Roles & Permissions

and

Administration > Employees and Organization > Users > Licenses