Setting up a project
When adding a new project, you can either create one from scratch, or you can copy an existing project.
If you need to add or edit multiple projects, you can use the Replicon Import Add-in (RIA) to import projects via a spreadsheet. Refer to Common RIA use cases for examples how of the project import templates work. You can also mass edit basic project information directly, from within the Replicon interface.
Adding a new project from scratch
To add a new project:
- Go to Projects > Projects.
- Click Add New Project.
- Give the new project a name, and complete the other fields.
- Click Add Project.
The project is now available for further editing.
Key new project fields
|
Field name |
This field... |
|---|---|
|
Name |
Defines the project name. This field is always required. This field may be required, depending on how your administrator configured your system; an asterisk (*) will show beside it, if it is required. |
|
Code |
Specifies a code that can be used to represent the project. This field may be required, depending on how your administrator configured your system; an asterisk (*) will show beside it, if it is required. |
|
Dates |
Defines the date range for the project. Defaults to the project creation date as the start day, but you can change this. These dates do not limit time entry in any way – that is, open projects can be used from the moment they’re created, even if their start date is in the future. |
|
Status |
Defines the project’s completion status. For new projects, this is typically set to In Progress. Time and expenses cannot be entered against projects with Completed, Deferred, Cancelled, or Archived status. |
|
Client |
Specifies the client or clients that any billable hours and expenses for the project will be billed to. You can assign multiple clients to a single project and allocate a percentage of the hours and costs to each. Clients cannot be changed once an invoice for the project has been created. |
|
Program |
Associates the project with a program, if applicable. A program is a group of projects, typically budgeted or managed as a unit. |
|
Billing Type |
Defines whether the project is billable and, if so, whether it will be billed using hourly rates (Time and Materials), or on a Fixed Bid basis |
|
Billing Rate Time Period |
Defines whether a Time and Materials project's billing rate is Hourly, Daily, or Monthly Fixed. |
|
Time & Expense Entry |
Determines the billable status of the project: Billable Only, Billable & Non-Billable, or Non-Billable. Applies only to time entered against the top, project-level ‘task’. If you select Billable & Non-Billable, resources will be able to choose which option to apply to each task they work on in their timesheet. Select the Allow Time Entry against Task Only check box to prevent time entry against the top, project-level ‘task’. You can set billable statuses for expense codes allowed for the project on its Expenses tab. |
|
Total Contract Value |
Specifies the contract value for the project, if there is one |
Completing project setup
Depending on how you plan to use the project, you may need to do all or some of the following:
- Update project information, including adding limits on who can access or be assigned to the project
- Add a project team
- Add tasks
- Assign tasks to team members
- Customize billing rates for the project
- Assign billing rates to team members
- Update what expense codes can be used for the project’s expenses
- Allocate resources (Replicon PPM or PSM only)
- Assign co-managers
- Set up estimates and cost types
If you’re setting up a project that will be used for expense entry, billing, or costing, refer to the following topics for additional setup information:
- Setting up your project for expense entry
- Setting up your project for billing
- Setting up a project for costing
FAQs
How can we prevent users from entering time beyond the start and end dates of a project?
A project’s start and end dates do not affect team members’ ability to enter time against that project. Instead, the Allow time entry beyond start and end date of project option available in timesheet templates can be used to block time entry. To prevent a user from entering time outside of a project’s dates, ask your administrator if they can clear this option in the user's assigned template.
Does the order of setup matter?
For most settings, the order of setup doesn’t matter. However, if most team members will be assigned most tasks, we typically recommend assigning your team before adding tasks, since all existing team members will be automatically assigned to any tasks you add.
Obviously, you must customize rates and add a team before you can assign rates to team members, and you must add team members before you can allocate them.
What is the maximum number of characters supported for project fields?
Refer to the table below for the number of characters supported for key fields.
|
Field |
Maximum characters allowed |
|---|---|
|
Project, Task, or Client Description |
255 |
|
Project, Task, Client, or Program Name |
255 |
|
Project, Task, or Client Code |
50 |
If the Time & Expense Entry field applies only to time entered, how do we specify the billable status of projects and tasks used for expense billing?
Whether an expense is billable or non-billable is determined solely by the status of the Bill Client field in expense sheets. Ensure your team members know which expenses should be marked as billable in their expense sheets.
Is there a way to audit who created or modified a project?
No, we don't have audit capabilities for projects, only for user profiles and timesheets.
Why can’t I set up a new project?
Some project managers don't have permission to set up new projects or edit basic project information.
Related links
How projects work
Projects tour (video)
Updating project information
Copying a project
Closing projects or tasks to prevent further time entry
