Administration Guide
3.10 - Activity Administration Screen

Your activity administration screen allows you to create and modify activities belonging to a project or project template. The activities created in this screen will be made available in your system timesheets and expense claims under the project or project template in which they have been created.

This screen is reached from your project or template administration screen.

activity administration screen

The buttons and fields provided on this screen are as follows:

Home

Exits the screen and returns you to your main menu.

Back

Exits the screen and returns you to your project or template administration screen.

New

Clears the screen to prepare it for entering a new activity.

Save

Saves to your database any changes made to the selected activity.

Delete

Deletes the selected activity from your database.

Prev

Selects the previous activity displayed in the screen's table window.

Next

Selects the next activity displayed in the screen's table window.

Help

Opens a new web page displaying help for your current screen.

Selected Project /
Selected Template

The name of the project or project template to which the displayed activities belong.

Activity Name

The name of the activity. This will typically be the type of work against which time will be recorded at your office (for example, a general category such as 'Development', 'Maintenance', 'Documentation' or 'Quality Assurance').

Activity Code

The internal activity code which your organization uses to refer to this category of work. If activity codes are not used by your office, any unique value or number can be entered here.

Active

A checkbox which indicates whether or not the displayed activity is active and available for recording time and expenses. Only active activities are available for reference in user timesheets and expense claims (all activities are always available through edits made in your administration application).

Activity Id

Displays the system-assigned id of the selected activity.

Est. Hours

The number of hours which the selected activity is estimated to require for completion. This value can be used in various estimates vs. actuals and work in progress reports to track a particular activity's progress against baseline time estimates.

Estimated hours are only displayed for 'standard' projects. Activities entered under a project template will not display estimated hour or estimated completion date values.

Two fields are displayed on this line: An enterable value which indicates the total number of hours estimated for the activity to be completed, and a non-enterable value which displays the total of estimates entered for the activity and for all of its tasks.

As described in the Task administration screens, time estimates can be entered for each component of work if a more granular set of time estimates are desired. Any value entered in the editable estimate field will be added to the task estimate totals displayed in the non-enterable field. If estimate hours are not entered for any tasks in the activity, the non-editable total field will display the same value as that entered in the editable est. hours field.

A value is only required in the activity's estimated hours field if you believe hours will be billed at the activity level of your project. If time is only expected to be recorded by employees at the task level of your project, estimated hours should be left for individual tasks.

Est. Complete

Displays the date on which the activity is estimated to be completed. This value can be used in system reports, such as your Work in Progress report, to identify the status of your organization's work schedule.

Estimated completion dates are only displayed for 'standard' projects. Activities entered under a project template will not display estimated completion date or estimated hour values.

Tasks

A button which leads to your Task Administration screen, displaying all tasks assigned to the selected activity.

Tasks displayed after clicking this button will only appear beneath the selected activity. To create tasks which will appear for all activities in your project template, use the Tasks For All Activities button.

Tasks For All Activities

A button which leads to your Task Administration screen, displaying tasks which are to be assigned to all activities in the template.

If you have tasks which you would like to see appear under all activities in your project, use this button to access that universal task list.

This option is only available for project templates (not 'standard' projects).

Last Update User

Displays the username of the individual who last updated the selected activity.

Last Update Date

Displays the date on which the selected activity was last updated.

Showing All Activities / Showing Only Active

Toggles the display of activity records to only show activities which are active, or to show both active and inactive activities.

To display all activities, toggle this button to read "Showing All Activities".

The table window in your activity administration screen can be set to display records in order by Activity Code or Activity Name by clicking the corresponding table header.

An activity record cannot be deleted if it is referenced in your system in timesheets or expense claims. If an activity is referenced in your system's timesheet or expense claim information, all timesheets and claims associated with that activity must first be edited to remove the activity before it can be deleted. Rather than deleting an activity once it has been completed, it is best to simply inactivate it to remove it from selection.