Your project administration screen allows you to create and modify projects for use in recording time and expenses. Each project should represent a distinct piece of contracted or deliverable work (for example, a particular software project, an ad campaign, an architectural fit-up), or an on-going relationship with a client if your work does not have a distinct completion date (for example, facilities maintenance, building security, or consulting services for a particular company).
This screen is reached from your main menu.
Individual projects can be grouped together for reporting and record querying purposes as Project Groups (as described in Section 3.21 of this guide). For example, all projects related to a particular client could be referenced together under a project group with that client's name.
An internal Administration project can also be used to record all non-billable items which will occur during the course of your staff work. For example, time off for vacation, sick time, internal meetings, or non-billable travel time could all be recorded under a single Administration project used by your company.
Activities and tasks for a project can be defined as distinct items which are referenced only by that one project (for example, an internal Administration project acting as the only project under which time off for vacation or illness is recorded, or a bespoke project which requires a distinct type of work not seen elsewhere in your organization) or as shared items which are recorded in a Project Template and applied to all projects of a certain type.
As described in section 1.1.1, project templates allow you to define a common set of activities and tasks which can be assigned to a project of a certain work type. For example, you could create a project template which held the activities and tasks related to all of your consulting engagements, or one which related to surveying jobs pursued by your organization.
A change made to a project template will be immediately reflected in the activities and tasks of all projects to which that template has been assigned, providing you with an easy way to update the structure of your work as products and services are added to your organization over time.
The buttons and fields provided on this screen are as follows:
Home / Back
Exits the screen and returns you to your main menu.
Clears the screen to prepare it for entering a new project.
Saves to your database any changes made to the selected project.
Deletes the selected project from your database.
Selects the previous project displayed in the screen's table window.
Selects the next project displayed in the screen's table window.
Opens a new web page displaying help for your current screen.
The name of the project. This will be the name by which the project is referred to by your organization.
The internal project code which your organization uses to refer to this project.
A button which opens an edit screen in which you can enter the mailing address of the selected project.
A checkbox which indicates whether or not the displayed project is active and available for recording time and expenses. Only active projects are available for reference in user timesheets and expense claims (all projects are always available through edits made in your administration application).
A selector used to identify the project template in use, or to show that no template is used (with the project having distinct activities and tasks not referenced by any other projects). Once a template has been set for a project, it cannot be changed.
A button which leads to your Template Administration screen, allowing you to create project templates which contain the activities and tasks used in the various types of work engaged in by your organization.
The billing rate to be applied to any time recorded to this project in system timesheets. This value is used for billing calculations (such as invoice generation) and represents the dollars (or pounds, euros, etc.) billed for each hour of project work. If you will not be tracking billing for this project, or if you will be creating distinct billing rates for each employee involved in the work, this item can be left blank.
This rate can be overridden by entering a billing rate for a specific Senomix user in their user account settings, or by creating a billing rate entry for this project and a specific user in your Billing Rate Administration screen.
A button which starts the process of importing customers, service items, classes, vendors and chart of accounts from your QuickBooks application into your Senomix system, as described below.
Checkboxes which indicate which of the four available taxes defined in your Senomix system should be applied to this project. The names and rates of these taxes can be defined through your Tax Administration Screen, with the default items provided with Senomix being defined as GST, PST, HST and VAT.
Displays the system-assigned id of the selected project.
The number of hours which the selected project is estimated to require for completion. This value can be used in various estimates vs. actuals and work in progress reports to track a project's progress against baseline time estimates.
Two fields are displayed on this line: An enterable value which indicates the total number of hours estimated for the project to be completed, and a non-enterable value which displays the total of estimates entered for the project and for all of its activities and tasks.
As described in the Activity and 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 activity and task estimate totals displayed in the non-enterable field. If estimate hours are not entered for any activities or tasks in the project (as would be the case when using an assigned project template), the non-editable total field will display the same value as that entered in the editable est. hours field.
Displays the date on which the project is estimated to be complete. 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.
A button which leads to your Activity Administration screen, displaying all activities assigned to the selected project. If the selected project has a template assigned, this button will be disabled (since no project-specific activities will be available).
A template's activities can be reviewed by clicking this screen's Templates button and selecting the project template of interest.
Last Update User
Displays the username of the individual who last updated the selected project.
Last Update Date
Displays the date on which the selected project was last updated.
Showing All Projects / Showing Only Active
Toggles the display of project records to only show projects which are active, or to show both active and inactive projects.
To display all projects, toggle this button to read "Showing All Projects".
The table window in your project administration screen can be set to display records in order by Project Code or Project Name by clicking the corresponding table header.
A project record cannot be deleted if it is referenced in your system in timesheets or expense claims. If a project is referenced in your system's timesheet or expense claim information, all timesheets and claims associated with that project must first be edited to remove the project before the project can be deleted. Rather than deleting a project once it has been completed, it is best to simply inactivate it to remove it from selection in user timesheets.