Overview

The Project Management module is used to gather transactions from other modules and generate reports summarizing the information. Transactions generated in other modules are sent to the Project Management module by including a PM task and type code on the transactions. For example, if you include a PM module task and type code on an AP invoice line item, the invoice will create a transaction line item on the PM task.

Flowchart

The diagram below displays the processes in the application that create PM module transactions. Click on an object in the diagram below for more information about that process.

Organization and Hierarchy

The PM module is organized using a hierarchy. The diagram below represents a project to organize and market a parade. The parade is set up as a project (PM> Maintenance> Project), and then all of the tasks associated with organizing the parade (for example, creating fliers, creating a promotional website, obtaining permits and administration of the parade) are set up as task codes (PM> Maintenance> Task Code). The types of work that should be performed on each task code (for example, in order to create the fliers someone must purchase the paper and then generate the fliers) should be set up as type codes (PR> Maintenance> Type Codes).

Projects

Projects are the highest level of organization and represent a group of tasks. For example, if you are organizing a large project like an economic development project, you can create a task for each portion of the project, associate those tasks with a project code, and then generate reports that display all of the tasks associated with the project. Projects are an optional level of organization and do not have to be attached to task codes.

Tasks

A task code represents a single job you would like to track, for example, installing a street light as part of a neighborhood rejuvenation project. A task code is attached to transactions in other modules to pull information into the Project Management module. For example, you can create a task code to install a streetlight. When an AP invoice line item is entered to record the purchase of the street light materials, you can attach the task code to the AP invoice line item. The AP invoice line item transaction will be pulled into the PM module and create a transaction on the task code.

Types

A type code is the type of work performed on a task code and is attached to transactions in other modules just like a task code. For example, if there is a task code to install a streetlight and the task code is attached to an AP invoice line item used to purchase materials for the installation of the streetlight, you can attach a type code to the invoice line item to classify the transaction as a materials purchase. A type code must be attached to every transaction with a PM task code.

When budgets are created on task codes using the Task Maintenance window (PM> Maintenance> Task> Budget tab), the budget amounts are set up by type code. This allows you to create a separate budget amount for each type code, for example, the usage of labor, equipment, and services. If you create a task code to install a streetlight, you can create a separate budget to track the materials used. When a transaction from another module is posted to the task code, the type code on the transaction will determine which budgeted amount will be affected.

LEMS Code

LEMS codes are attached to PM module type codes and are used to group the information on Project Management module reports. L (Labor), E (Equipment), M (Materials) and S (Services) are the basic codes but many organizations add an R for revenue and a W for wages. LEMS codes are also attached to an ALFRE designation and this will affect the journal entries generated in the Time/Materials Entry process.

Task Group

A task group functions like a template when you create a new task. The information attached to the task group will populate on the task, for example, the start and end date, project code, and miscellaneous information.

Objects

Object codes can be used in the Time/Materials Entry process (PM> Time/Materials Entry) to create line items on PM module tasks. When creating time/materials line items, if you attach an object code the line item will populate with the information on the object code. For example, you can create an object code for the usage of a specific piece of equipment. When a time/material entry is created to record the usage of that equipment, you can select the object code and the hourly rate, GL account and type code will populate on the time/materials entry.

Miscellaneous Tables

The Miscellaneous 1, 2 and 3 maintenance windows are used to create and maintain miscellaneous designations. These user-defined tables allow you to add information to task codes that is not part of the standard PM module structure. For example, you can use one of the miscellaneous tables to create of list of project managers and then assign project managers to tasks using the Task Maintenance window (PM> Maintenance> Task).

PM module Security

You can use the Task Security window (SS> Maintenance> Task Security) to set up security on PM module task codes. This allows you to limit not only limit which user groups and users can use specific task codes, but which modules they can use them in (for example, Payroll, AP, GL). When users create task codes using the Task Maintenance window (PM> Maintenance> Task), they will automatically be granted system wide access to that task code (AP, PR, GL).