Home

User Manual

1. ID Activity Description Critical 1 02 Submit Capital Request for Services o 1 03 Evaluate relative to Facilities Master Plan o 1 04 Enter basic project data into Projecto O 1 05 Develop preliminary scope and schedule o 1 06 Prepare detailed IS budget O 1 07 dentify potential architecture amp construction consultants m 1 08 Determine delivery model design build vs design bid build o 1 09 Prepare initial budget estimates equipment and construction oO 1 10 Assign internal project team o 1 11 Prepare preliminary furniture and equipment lists budgets Oo 3 El El El El El El El El El El El El El El El El El El 2 01 Update Project Construction Budget o 2 02 Complete Review Schematic Plan o 2 03 Update equipment furniture IS etc needs o 2 04 Finalize functional narrative O 2 05 VP Champion and VP Facilities Mgmt Sign off notice to proceed Oo 2 06 identify final Contractor Construction Managers for consideration o 2 07 Outlined soecifications q Project Workflow Default Items Screen Top Menu The Project Workflow Default Items screen s top menu contains these buttons e New Line button Creates a new Default Workflow Checklist Activity and stands by for data entry e Back button Goes back to the Projecto Setup Customization screen e Exit button Ends the Projecto session e Print List button Prints a Default Workflow Activities report listing the Default Workflow Chec
2. The Pick Cost Account screen does not have top menu Pick Cost Account Screen Data Fields and Buttons The main portion of the Pick Cost Account screen has these data fields and buttons e gt button Selects the cost account and goes back to the previous cost screen e Acct button enabled character field Cost account number Selecting this field also selects the cost account and goes back to the previous cost screen e Category button enabled character field Cost account category abbreviation for the cost account Selecting this field also selects the cost account and goes back to the previous cost screen e Name button enabled character field Cost account name Selecting this field also selects the cost account and goes back to the previous cost screen Bottom Menu The Pick Cost Account screen s bottom menu contains these buttons e 100 Des button Causes cost accounts to be shown only for cost account category 100 Design Services Projecto User Manual V3 5 R2 0 e 200 Const button Causes cost accounts to be shown only for cost account category 200 Construction e 300 Furn button Causes cost accounts to be shown only for cost account category 300 Furniture e 400 Equip button Causes cost accounts to be shown only for cost account category 400 Systems Equipment e 500 Cable button Causes cost accounts to be shown only for cost account category
3. Facility Wizards Project List Exit PROJECT FUNDING New Line Fund Report Project 02130 Name Employee Running Path Pjt Manager Johnson m _ Date Source ID Source Description Notes Funding Amt HM 0801 06 2002 1234 2002 Capital Budget 45 000 00 EJ W 08 01 06 2003 1234 2003 Capital Budget 15 000 00 EJ Ej Delete Line Project Funding Total 60 000 00 Project Budget from Budget Screen 72 500 00 Funding Notes Pit Info Schedule Meetings Project Funding Screen Top Menu The Project Funding screen s top menu contains these buttons e Project List button Goes to the Project List screen providing access to the Projects database e New Line button Creates a new Funding record in the portal and stands by for data entry e Reports button Goes to the Menu of Reports screen e Fund Report button Prints a Project Funding Source report listing funding sources and amounts First displays a dialog box to select whether to print funding information for the current project or for all projects e Exit button Ends the Projecto session e Help button Goes to the Project Help screen 66 Projecto User Manual V3 5 R2 0 Data Fields and Buttons Project 02136 Name New Products Retreat Center Pjt Manager Karch Use this portion of the Project Funding screen to view the project ID and project name for the project It has these data fields and buttons e Project read only character f
4. Screen Databases Records Project List screen Projects database Project records New Project screen Project Image records General Project Workflow Checklist Information screen records Change Project Number Schedule Phase records screen Funding records Project Photos screen Budget records Project Photo Detail Anticipated Cost records pela Team Member Contact Project records Wonlglow Cincakiis Note Action Item records screen Project Checklist Detail 7 MecHne Teora screen Meeting Minutes records Project Budget Status Document records screen Project Funding screen Project Budget Approvals screen Anticipated Costs screen Anticipated Cost Detail screen 39 Projecto User Manual V3 5 R2 0 Project Schedule screen Project Team screen Project Contact screen Project Notes Action Items screen Project Meetings Meeting Minutes screen Project Meeting Minutes screen Project Documents screen Action Items screen Vendor List screen Vendor Data screen Vendors database Vendor records Project Cost Tracking screen Cost Tracking database Cost records Project Cost Detail screen Cost Tracking database Cost records Projects database Change Order Detail records Pick Cost Account screen
5. Budget Notes last update 05 07 04 Use this part of the Project Budget Status screen to access notes regarding a project s budget It has these data fields and buttons Budget Notes read only character field Any notes about the project budget Last update read write date field Date that the notes in the Budget Notes field were entered or last updated Funding button Goes to the Project Funding screen for the project Bottom Menu The Project Budget Status screen s bottom menu contains these buttons Find button Switches into Find mode allowing projects and their budgets to be found Pjt Info button Goes to the General Project Information screen Workflow button Goes to the Project Workflow Checklist screen Schedule button Goes to the Project Schedule screen Team button Goes to the Project Team screen Action button Goes to the Project Notes Action Items screen Meetings button Goes to the Project Meetings Meeting Minutes screen Docs button Goes to the Project Documents screen 65 Projecto User Manual V3 5 R2 0 PROJECT FUNDING SCREEN The Project Funding screen lets you view enter and edit the funding information for a capital project This screen presents your data using a detail display which contains a portal that displays a Funding record for each funding source and amount The Project Funding screen also has a top menu and bottom menu
6. ACTUAL POSTED PROJECTO PROJECTS DATA PROJECT PROJECT SCHEDULE cost RECEIVED INVOICES 9 DATA DATA CHECK s DATES SCHEDULE PHASES amp DATES LABOR CHARGES WORK ORDER CHARGES TIMECARD MS PROJECTE SS SYSTEMS DATA Z WORK ORDER SYSTEMS Custom Projecto Interfaces Screen Contact Facility Wizards or your Facility Wizards distributor for more information about these custom interfaces and how they can be utilized for your Projecto implementation an ben Top Menu The Custom Projecto Interfaces screen s top menu has these buttons e Project List button Goes to the Project List screen providing access to the Projects database The Custom Projecto Interfaces screen s does not have any other buttons or data fields and does not have a Bottom Menu 122 Projecto User Manual V3 5 R2 0 Chapter 5 Projecto Reports You will use Projecto s reports to print information from your Projecto software You will use these reports to view the status and summaries of the capital project information stored in Projecto MENU OF REPORTS SCREEN The Menu of Reports screen lets you create and print many of Projecto s reports This screen consists of the reports menu itself and a top menu and bottom menu
7. Facimty Wards verso COST DE m Es oe Back to List New Item Print List Hel COST DETAIL s a COMMITMENT REQ PC EXPENSE INvV EXP 02123 n 100 PICK MAJOR ACCOUNTS ACCTS 11 24 03 5543 Orig REQ REQ Date ARCHIE i 0987987 41 21 02 4 500 00 Change Order Date Description Reason Amount Breakdown Delete Cost Item Project Cost Detail Screen Top Menu The Project Cost Detail screen s top menu contains these buttons Back to Pjt button Goes back to the Project Budget Status screen for the project Back to List button Goes back to the Project Cost Tracking screen Accounts button Goes to the Cost Account Categories screen New Item button Creates a new project cost and stands by for data entry Vendors button Goes to the Vendor List screen Print List button Prints a Project Cost report listing the project costs Exit button Ends the Projecto session Help button Goes to the Project Help screen 8l Projecto User Manual V3 5 R2 0 Data Fields and Buttons COMMITMENT REQ PO CON OCHG EXPENSE INV EXP Use this part of the Project Cost Detail screen to enter and view the type of the project cost It has these data fields and buttons COMMITMENT REQ PO CON CHG radio buttons Commitment Type REQ indicates purchase requisition PO indicates purchase order CON indicates contract and CHG indicates change EXPENSE INV EXP radio buttons
8. Ends the Projecto session Data Fields and Buttons Enter the Program Install Code ENTER INSTALL CODE HERE provided by Facility Wizards Enter the Header you would like to see at the top of all reports company name or whatever Projecto Project Management Software Enter the Footer you would like to see at the bottom of all reports maybe the company department name building name or something other than what you input for the header Facility Wizards Software Import your Logo and or Logo Text paste a BMP PICT or TIFF file into the logo field and enter your company name in the name field or if you choose just leave them blank and the Wizard logo will remain company name 2 y E feld 62 pixels wide wo P i PROJECT CONTROL SOFTWARE Proceed 65 pixels high Use this screen area to change the report headers and footers and to change the logo and company name that appear on Projecto s screens e Enter the Program Install Code read write character field Program installation code provided by Facility Wizards or by a Facility Wizards distributor e Enter the Header you would like to see at the top of all reports read write character field Header that is printed in Projecto s reports e Enter the Footer you would like to see at the bottom of all reports read write character field Footer that is printed in Projecto s reports e Import your Logo and or Logo Text 2 container fields I
9. Example Value Lists Almost all of the value lists in Projecto have a predefined set of initial selections and many of the value lists get their range of selections from some data source in Projecto or from the user These different types and variations of the value list fields in Projecto are as follows e Some of Projecto s value lists have a selection entitled Edit When you click on this selection an Edit box appears displaying the currently defined list of selections for the value list You can then add one or more selections into the value list by typing them into the Edit box You can also edit the already existing selections From that point forward the new or changed selections will appear in the value list e Projecto also uses value lists that get their range of selections from one of Projecto s databases This means that when you enter or edit a specific set of data in the Projecto database that data will show up as a range of selections in the value list Projecto s cost accounts is a good example of this The cost accounts are defined in the Cost Accounts database and then the cost accounts are displayed in value lists that you use to select a cost account 25 Projecto User Manual V3 5 R2 0 e Some of Projecto s value lists have a selection entitled Other When you click on this selection an Other box will be displayed You can use this Other box to specify a value other than one of the select
10. Expense Type INV indicates an invoice and EXP indicates a minor expense Project 02123 Human Resources Relocation Cost Acct 100 Des General _ PICK MAJOR ACCOUNTS ACCTS Item Date 11 24 03 Commit 5543 Change Order Orig REQ REQ Date Vendor ID ARCHIE Archie Tek amp Associates Vendor Invoice 0987987 Invoice Date 41 21 02 Status Received _ Invoice Amt 4 500 00 Use this part of the Project Cost Detail screen to access core information about a project cost It has these data fields and buttons Project read only character field Project ID read only character field to the right of Project field Project name Cost Acct value list and read only character field Cost account number and cost account name for the cost button enabled character field to the far right of the Cost Acct field in the screen image this has the value PICK MAJOR ACCTS Selecting this field determines the range of cost account categories or cost accounts that appear in the Cost Acct value list There is an important interaction between the button enabled character field to the far right of the Cost Acct field which Y has the value PICK MAJOR ACCTS in the screen image i and the Cost Acct value list and read only character field 1 When the button enabled character field shows PICK MAJOR ACCTS the selections in the Cost Acct value list will contain the defined
11. Goes back to the Project List screen providing access to all projects Pjt Workflow button Goes back to the Project Workflow Checklist screen Reports button Goes to the Menu of Reports screen Exit button Ends the Projecto session Help button Goes to the Project Help screen Data Fields and Buttons Project 02123 Project Name Human Resources Relocation Use this part of the Project Checklist Detail screen to view the project ID and project name for the project It has these data fields and buttons e Project read only character field Project ID e Project Name read only character field Project name 61 Projecto User Manual V3 5 R2 0 Checklist ID 1 02 Status Start Date 11 05 03 Done Date 12 01 03 Gpp prup Comments Make sure that Mike reviews and signs off first Use this part of the Project Checklist Detail screen to access an individual Workflow Checklist Activity It has these data fields and buttons e Checklist ID read write character field Workflow Checklist Activity ID using outline numbering that groups the items into numeric categories e Status value list Status of the Workflow Checklist Activity Selections include OPEN HOLD etc e Start Date read write date field Scheduled start date for the Workflow Checklist Activity e Done Date read write date field Scheduled completion date for the Workflow Checklist Activity e Checkl
12. e Document Information Status read write character field Document status for example draft in progress released etc e Document Information Date read write character field Date when the document was created last edited or was attached inside Projecto e Document Information Location read only character field Directory path and filename of the attached document Description Comments read write character field Document description ATTACH button Attaches the external document file within Projecto OPEN button Opens the attached document file SAVE button Saves a previously attached document file as the latest revision of the attached external document file For this to work the file must have first been changed and then saved within the file s application 108 Projecto User Manual V3 5 R2 0 e delete button Deletes the Document record including the reference to the external document file This does not delete the actual document file that exists outside of Projecto The area below the portal contains this data field e Documents Folder read only character field Shows the computer directory or computer network directory where attached document files are stored Bottom Menu The Project Documents screen s bottom menu contains these buttons Find button Switches into Find mode allowing project documents to be found Pjt Info button Goes to the Gen
13. E Hvac Deborah Vox Voxentil 847 667 9992 x Edit Project Consultant 77220 W Ridge Rd Wilmette IL 60666 E Const Mgr Doug Johnson RXY Mechanical Inc 408 748 8507 amp Edit Project 2265 Calle Del Mundo 415 494 1561 Santa Clara CA 95054 Delete Contact E Use this part of the Project Team screen to access the individual project team members project contacts It consists of a portal followed by button The portal contains these data fields and buttons detail view button Goes to the Project Contact screen providing access to detailed information for the project team member project contact Type value list Type of project team member project contact Selections include User Architect Const Mgr Edit Project checkbox in the Type column under the value list Indicates that the project team member project contact has permission to edit the project for a multi user client server Projecto installation Name read write character field Project team member project contact name Title read write character field Project team member s project contact s title Company read write character field Project team member s project contact s company for a project team member who is employed by a vendor Address read write character field Project team member project contact street address City read write character field Project team member project contact city State read write char
14. Project 02136 Name New Products Retreat Center Pjt Manager Karch Use this portion of the Project Meetings Meeting Minutes screen to view the project ID and project name for the project that the meetings belong to It has these data fields and buttons e Project read only character field Project ID 101 Projecto User Manual V3 5 R2 0 e Name read only character field Project name e Pjt Manager read only character field Project manager Mtg Date Meeting Title Description Notes Kal 06 0302 Weekly Meeting 1 Weekly Project Team Coordination Meeting 1 MINUTES 06 10 02 Architects Pre Bid Meeting E 08 15 02 Weekly Meeting 2 Weekly Project Team Coordination Meeting 2 x 06 19 03 GC Walkthru Meeting x Delete Meeting Use this part of the Project Meetings Meeting Minutes screen to enter and view the project meetings It consists of an action hint button a portal and another button The action hint button is as follows e action hint button to the left of the first row Provides instructions on how to copy a set of meeting minutes from one meeting to another nn 0 y To copy a set of meeting minutes from one meeting to another 2 hold down the CONTROL key while clicking on the MINUTES Sao button belonging to the meeting that the minutes are to be a copied from The portal contains these data fields and buttons e Mtg Date read write date field Project mee
15. Schedule Phase records Team Member Contact records Note Action Item records Meeting records Meeting Minutes records Document records Each project in Projecto has an assigned status Planned projects are projects for which planning has been performed but also for which work on the project has not begun Active projects are projects for which work is underway Complete projects are projects for which work has been completed Closed projects are projects for which work has been completed and for which all project expenditures have been accounted for Closed projects are generally only valuable as a historical record for planning future projects 10 Projecto User Manual V3 5 R2 0 e On Hold projects are either empty projects that are placeholders for future projects or projects that planning is partially done but that is suspended for some reason An On Hold project could also be a project for which construction has been partially performed but that has been suspended for some reason for example due to a lack of funding 2 2 1 Workflow Checklists To support your management of facilities capital projects Projecto provides the ability to define and use Workflows Checklists A Workflow Checklist is a set of detailed steps for accomplishing a capital project which can encompass any or all of the following activities e Initiating the project e Funding and budgeting e Scoping e Design e Plan
16. The Project Cost Detail screen s bottom menu contains these buttons e Find button Switches into Find mode allowing project costs to be found e Delete Cost Item button Deletes the project cost Once you delete a project cost you cannot get it back except by reentering the data or loading the last backup of the data Be careful to make sure that you actually want to perform the deletion operation before you click the delete button 85 Projecto User Manual PICK COST ACCOUNT SCREEN V3 5 R2 0 The Pick Cost Account screen lets you select a specific cost account within a cost account category to associate with a project cost This screen is a list display displaying a Cost Account record for each cost account The Pick Cost Account screen also has a bottom menu Facility Wizards PICK AN ACCOUNT BY CLICKING ON IT E Acct Category Name Ea 100_ iDes General 1 gt 101 Des Program Management 1 H 103 Des Architectural 1 Ea 104 Des Interior Design 1 gt 105 Des M E P Engineering 1 Ea i06 Des Graphic Design 1 g 107 Des Lighting Consultant 1 g 108 Des Estimating 1 H 110 Des Reimbursable Expenses 1 H 111 Des Acoustical Consult 1 H i9 Des Design Contgcy 1 Ea 20 Const General 1 Ea 210 Const Shell 1 Ea 211 Const Interiors 1 Ea 220 Const Demolition 1 Ea 221 Const Carpentry 1 g 22 Const Acoustical Ceiling 1 Ea 2223 Const Drywall Work 1 Ea 220 Const Doors Hardware 1 Ea 2231 Const Millwork 1 EEEE
17. s databases are installed on a central server computer with multiple Projecto users each working on their own separate computers and accessing the data from these common databases Projecto is installed on each user s computer and the computers are networked to the server computer that contains Projecto s databases Web Based The web based configuration uses the Facility Wizards Web Interface Add On Kit to implement a web browser based user interface to Projecto This allows users who do not need use of the full function Projecto software to access Projecto data using any computer with a Web browser Terminal Server using Windows Terminal Services or Citrix The terminal server using Windows Terminal Services and the terminal server using Citrix configurations are similar to the multi user client server configuration described above In Projecto User Manual V3 5 R2 0 this implementation the server computer containing Projecto s databases is remotely located and is communicated with using Windows Terminal Services or Citrix It is also possible to implement a hybrid configuration of Projecto which combines elements of two or more of the above configurations For example it is possible to have a multi user client server configuration that also implements a web based user interface Projecto User Manual V3 5 R2 0 1 2 Software Implementation Steps You and your organization will become productive with Projecto as quickly a
18. button Goes to the Project Documents screen 55 Projecto User Manual V3 5 R2 0 PROJECT PHOTO DETAIL SCREEN The Project Photo Detail screen lets you view enter or change a specific project image This screen presents your data using a simple detail display and has a top menu and bottom menu racy war on PHOTO DETAIL ack to Photos oto Repo eip Project 02123 Name Human Resources Relocation Pjt Manager Karch EJ Image Date 01 05 2003 Title Interior Buildout Progress Project Photo Detail Screen Top Menu The Project Photo Detail screen s top menu contains these buttons Project List button Goes to the Project List screen providing access to the Projects database Back to Photos button Goes back to the Project Photos screen Reports button Goes to the Menu of Reports screen Photo Report button Prints a Photo report showing the project images Exit button Ends the Projecto session Help button Goes to the Project Help screen Data Fields and Buttons The main portion of the Project Photo Detail screen has these data fields and buttons Project read only character field Project ID Name read only character field Project name Pjt Manager read only character field Project manager Image Date read write date field Date the image was created or inserted into Projecto Title read write character field Image title containe
19. button Switches into Find mode allowing projects to be found Workflow button Goes to the Project Workflow Checklist screen Budget button Goes to the Project Budget Status screen Schedule button Goes to the Project Schedule screen Team button Goes to the Project Team screen Action button Goes to the Project Notes Action Items screen Meetings button Goes to the Project Meetings Meeting Minutes screen Docs button Goes to the Project Documents screen 52 Projecto User Manual V3 5 R2 0 CHANGE PROJECT NUMBER SCREEN Use the Change Project Number screen to change a project s ID This is a detail display with a top menu Facility Wizards CHANGE PROJECT NUMBER E To Change a Project Number Current Project Number 02123 Current Project Name H uman Resources Relocation Enter the New Project Number gt gt click on the Proceed button Change Project Number Screen Top Menu The Change Project Number screen s top menu contains this button e Back to Project button Goes back to the General Project Information screen Data Fields and Buttons The main portion of the Change Project Number screen has these data fields and buttons e Current Project Number read only character field Current project ID before the change e Current Project Name read only character field Project name Enter the New Project Number read write character f
20. read only character field Change order amount The button is as follows e New Line button Creates a new Change Order Detail record and stands by for data entry 84 Projecto User Manual V3 5 R2 0 Bottom Menu The Change Order Detail records that appear in the Change Order Breakdown portal can be anticipated costs that were originally entered using the Anticipated Costs screen Perform the following steps to roll up these anticipated costs into the project cost shown in this portal and screen 1 You first log one or more anticipated costs into the Anticipated Costs screen You get to the Anticipated Costs screen from the Project Budget Status screen by clicking on one of the Anticp Changes fields 2 From the Anticipated Costs screen using the FileMaker menu select Scripts gt rollup_into_commit This will first display a dialog asking you to confirm the operation Upon clicking OK a second dialog will be displayed Project 02123 Human Resources Relocation Acct 200 Vendor ID Rollup 5 100 00 m Rollup Selected Items into Commitment 4 Enter the PO or Contract 2 Enter the Change Order 3 click on the Proceed button 3 Answer the questions in this dialog and then click the Proceed button This will display a third dialog asking whether the change is governed by a contract or a PO 4 Appropriately answer the third dialog by clicking either Contract or PO
21. 0 olg 800 Project Expenses 0 0 900 Contingency 0 0 Project Totals S 72 500 72 500 24 O08 Os 72 500 K Budget Frozen 07 25 03 Budget Notes last update 05 07 04 Project Budget Status Screen Top Menu The Project Budget Status screen s top menu contains these buttons e Project List button Goes back to the Project List screen providing access to all of the projects in the Projects database e Reports button Goes to the Menu of Reports screen e Report button Prints either a Summary Budget Analysis report or a Detailed Budget Analysis report First displays a dialog box in which the specific report to be printed is selected Exit button Ends the Projecto session e Help button Goes to the Project Help screen Data Fields and Buttons Project 02136 Name New Products Retreat Center Pjt Manager Karch Use this part of the Project Budget Status screen to view the project ID and project name for the project It has these data fields and buttons e Project read only character field Project ID e Name read only character field Project name e Pjt Manager read only character field Project manager 63 Projecto User Manual V3 5 R2 0 A B c D E F B E Project Amt Anticp Amt Actual Balance to Cost Category Budget Approved Changes Committed Spent Spend 100 Design Services 200 Construction 12 500 300 Furniture 60 000 400 S
22. 11 04 Completion 03 11 04 Example Date Fields 24 Projecto User Manual Value Lists V3 5 R2 0 Value lists are data fields that contain a predetermined set of values Instead of typing your data into the field you click on a value list causing the set of values to be displayed and then you click again to select one of the values E Pjt Project Name Manager Type Phase Complete Budget E 02130 Employee Running Path Johnson Site Work Design 11 22 04 72 500 W 02123 Human Resources Relocation Nelson Furniture jon 03 11 04 4 896 933 W 02135 Accounting Systems Reconfig Nelson Lab ftr 10 18 04 200 000 W 02136 New Products Retreat Center Karch Miscellaneous str 08 21 04 S 10 000 E 02133 Building Il Sprinkler Retrofit Nelson New Const fon 10 01 04 5 500 W 02139 Videoconferencing Center Sanchez v Relocation fon 12 23 03 s0 W 02141 Fax Department Relocation Sanchez Renovation jon 05 20 04 S 15 224 W 02142 Cafeteria Renovation Sanchez Study str 11 22 03 1 524 W 03144 Parking Lot Resurfacing Nelson Site Work ptr 03 04 05 11 663 W 03145 IT Computer Lab Nelson Upgrade fon 08 09 05 0 E 03146 Seismic Site Evaluation Nelson Edit str 06 01 04 12 346 03147 Break Rooms New Tables Chairs Johnson Furniture Design 10 31 04 S 36 000 El Type BV user Architect Value Lists a Gc Const Mgr Engineer PM Consultant CM Consultant Vendor Furniture Telecom Consultant Attorney Broker Other Edit
23. 2 Entering and Editing Data Entering and editing data couldn t be easier using Projecto s read write data fields For character fields you simply type in your data To edit data you simply either type over the existing data or delete the existing data and type in your new data For checkboxes and radio buttons you just click the checkbox or radio button to change it to the setting you desire As a reminder value lists are data fields in which there is a predefined set of values to select from To enter data into a value list you simply click on the field and select the desired value 3 2 3 Find Operations You use Find mode to retrieve a record or a group of records To locate one or more records you switch into Find mode from the FileMaker status bar enter your Find criteria into one or more data fields and then execute the Find operation by pressing the Return Key In a list display or a portal the retrieved records will be displayed in a detail display one of the records will be displayed the detail display only displays one record at a time and the other found records are also available for viewing and editing 36 Projecto User Manual V3 5 R2 0 As a result of a Find operation the number of records found will be shown in the record marker in the status bar Also in a detail display you can use the record marker to move between the found records Find operations are important for viewing a desired subset of your Proje
24. 500 Cabling Telecom e 600 Reloc button Causes cost accounts to be shown only for cost account category 600 Relocation e 700 Misc button Causes cost accounts to be shown only for cost account category 700 Miscellaneous e 800 Exp button Causes cost accounts to be shown only for cost account category 800 Project Expenses 87 Projecto User Manual V3 5 R2 0 PROJECT SCHEDULE SCREEN The Project Schedule screen lets you view enter and edit a project s schedule A project s schedule consists of a set of schedule phases each of which has a start and completion date and which also can be linked together to identify dependencies between the phases This screen presents your data using a detail display which contains a portal and a screen area that graphically displays the schedule The portal displays a Schedule Phase record for each schedule phase The Project Schedule screen also has a top menu and bottom menu a pe z Oo t PROJECT Default CA SCHEDULE Week Start Monday New Phase Print Sched Sched Heap Project 02130 Name Employee Running Path Pjt Manager Johnson E Phase Name Start Qty Periods Link End _ Start _ End Start aind _ Eal MB i Programming P 01 19 04 3 weeks 01 19 04 02 09 04 HE 2 Schematic Design p E weeks 1 02 09 04 03 08 04 WE 2 Approvals D 4 weeks 2 03 08 04 04 05 04 HB 4 Documents D 5 weeks 3 04 05 04 05 10 04 W 65 Bidding 3 we
25. 500 00 10014023 02123 300 Fum General extra trawel lodging expenses CoM 1 500 00 O42803 02123 00 Exp Trawel Lodging Auto request extra from travel budget COM 1 000 00 O23 02123 200 Const General hit water main new plumbing Con 450 000 00 O50703 02123 600 Reloc General increase from actual mover bids Com 3 700 00 O5 2903 02123 200 Const General hit water main need to fix COM 10 000 00 061803 02123 100 Des General redesign due to condition COM 1 500 00 O60 02123 S00 Exp Trawel Lodging Auto increase in airfare Com 3500 00 OBIS 02123 00 Exp Trawel Lodging Auto additional printing costs COM 2 000 00 OFASMOS 02123 100 Des General CoM 999 00 OFASHOS 02123 100 Des General con 300 00 orgi 02123 200 Const General Testing for unforseen soil conditions Cond 4 000 00 Subtotal COhftvlTTED 86 199 00 Project Cost Change Report To create and print this report select the Change Status Report button on the Menu of Reports screen You can also print this report using the Print List Top Menu button on the Anticipated Costs screen 141 Projecto User Manual 5 15 Change Order Analysis Report V3 5 R2 0 The Change Order Analysis report prints a list of change orders for the current project including dates descriptions and commitment numbers Projecto Project Management Software Project Cost Report PROJECT CHANGE ORDERS July 02 2 Project 02122 Radiology Lab Renovation Pi
26. 6 Selecta Schedule Template El 7 click on the Proceed button New Project Screen Top Menu The New Project screen s top menu contains this button e Project List button Goes back to the Project List screen Data Fields and Buttons The main portion of the New Project screen has these data fields and buttons e 1 Enter the Project Number read write character field Project ID e 2 Enter the Full Project Title read write character field Project name e 3 Enter an Abbreviated Title read write character field An abbreviated project name e 4 Pick the Project Manager value list Project manager 46 Projecto User Manual V3 5 R2 0 The list of project managers in the Pick the Project Manager value list is defined using the System User List screen This screen is covered in Chapter 6 Section 6 1 Software Configuration and Preparation Screens SYSTEM USER LIST SCREEN For standalone Projecto installations the Pick the Project Manager value list can be easily manually populated with the names of your organization s project managers Contact Facility Wizards or your Facility Wizards distributor for information on how to do this e 5 Select a Budget Template value list The Budget Template to use There are three available Budget Templates Small Medium and Large This determines the cost accounts that will be available to the project e 6 Select a Schedule Template
27. Anticipated Costs screen s top menu contains these buttons Back to Pjt button Goes back to the Project Budget Status screen New Item button Creates a new anticipated cost and stands by for data entry Accounts button Goes to the Cost Account Categories screen allowing cost accounts to be created or edited Print List button Prints a Project Cost Change report listing the project s anticipated costs and approved and committed cost changes Exit button Ends the Projecto session Help button Goes to the Project Help screen Data Fields and Buttons The main portion of the Anticipated Costs screen has these data fields and buttons detail view button Goes to the Anticipated Cost Detail screen for the anticipated cost Date read write date field Date when the anticipated cost was determined or entered Pjt read write character field Project ID 72 Projecto User Manual V3 5 R2 0 e Acct value list Cost account category or cost account number that the anticipated cost applies to e button enabled character field between the column headers Acct and Description Selecting this field determines the range of cost account categories or cost accounts that appear in the Acct value list There is an important interaction between the button enabled character field between the column headers Acct and Qty Y and the Acct value list 1 When the button enabled character field
28. BI Facty wzaras Oom el fe LIST REPORTS INDIVIDUAL PROJECT REPORTS for Current Found Set 14 Projects Pjt 02130 Employee Running Path EEPE OSET eS Shr Project Status Report for Found Set One Page Project Summary Sheet list of found projects with current project status project info status budget summary team Project Cost Summaries for Found Set Project Status History Report list of found projects with current cost summaries history of archived project statuses Master Project Schedule for Found Set Current Project Budget list of found projects with summary schedule data Chart Type 1 Year amp Show PDC Phases Original vs Current Budget Startin JAH 2004 g Project Commitments and Balances Open Action Items for Found Set Project Commitments list of current open action items for found projects Bar Chart Reports for Found Set Project Invoices and Expenditures Cost Activity List for All Projects Change Status Report list of all financial transactions iat of cost changes and staluses showing Change Order Analysis from to list of cost changes sorted by change reason Menu of Reports Screen Some of the reports that you access using the Menu of Reports screen are reports for single individual projects To support this when you first enter this screen a current project is determined and displayed in a couple of this screen s data fields The current project is determined in one
29. Change Order 4 500 00 This variation will appear when the CHG radio button is selected It consists of this data field e Change Order read write character field Cost amount of the change Invoice Amt 4 500 00 This variation will appear when the INV radio button is selected It consists of this data field e Invoice Amt read write character field Invoice amount Expenditure 4 500 00 This variation will appear when the EXP radio button is selected It consists of this data field e Expenditure read write character field Minor expenditure amount Comments Use this part of the Project Cost Detail screen to enter and view comments about the project cost It consists of this data field e Comments read write character field Any comments regarding the expenditure Change Order Date Description Reason Amount Breakdown Use this part of the Project Cost Detail screen to compile and view the details behind a change order The Change Order Detail records displayed in this portal are rolled up to constitute the project cost This screen area consists of a portal and a button The portal itself has these data fields e read only character field Change order number Date read only date field Change order date Description read only character field Change order description Reason read only character field Reason for the change order Amount
30. Cost Account Categories screen Chart of Cost Accounts screen Project Schedule Default Items screen Project Workflow Default Items screen Building List screen Department List screen System User List screen System User List Passwords screen Cost Accounts database Setup and Defaults database Cost Account records Default Workflow Checklist records Default Schedule Phase records Primary Facility Location records Department records User records This table lists additional Projecto screens that do not directly affect one of Projecto s databases Screen Purpose Main Menu screen Main switchboard for accessing all of Projecto s features and functions Provides access to the Projects database Vendors database Cost Tracking database and Cost Accounts database 40 Projecto User Manual V3 5 R2 0 Project Help screen Provides question and answer help for Projecto Project Cost Tracking Help screen Provides help for Projecto s cost tracking feature Projecto System Diagram screen Displays a diagram showing the major Projecto system elements Custom Projecto Interfaces screen Displays a diagram showing the Projecto s custom interfaces Menu of Reports screen Provides access to Projecto s reports Bar Chart Report Setup screen Sets up parameters for Projecto s Bar Chart reports Projecto Setup Cu
31. Meetings Meeting Minutes screen lets you view enter and edit information about meetings for your organization s capital projects You can also record minutes resulting from the project meetings This screen presents your data using a detail display with a large portal that displays a Meeting record for each meeting The Project Meetings Meeting Minutes screen also has a top menu and bottom menu Fact Waser ext PROJECT MEETINGS 2 MEETING MINUTES New Meeting Print Mtg List Project 02123 Name Human Resources Relocation Pjt Manager Nelson Mtg Date Meeting Title Description Notes Ea 06 0302 Weekly Meeting 1 Weekly Project Team Coordination Meeting 1 T 06 10 02 Architects Pre Bid Meeting 08 15 02 Weekly Meeting 2 Weekly Project Team Coordination Meeting 2 x 06 19 03 GC Walkthru Meeting x Delete Meeting amp J Project Meetings Meeting Minutes Screen Top Menu The Project Meetings Meeting Minutes screen s top menu contains these buttons e Project List button Goes to the Project List screen providing access to the Projects database New Meeting button Creates a new meeting in the portal and stands by for data entry Reports button Goes to the Menu of Reports screen Print Mtg List button Prints a Meeting List report listing of the project meetings Exit button Ends the Projecto session Help button Goes to the Project Help screen Data Fields and Buttons
32. Menu of Reports screen Print Minutes button Prints the Project Meeting Minutes report showing the meeting minutes Exit button Ends the Projecto session Help button Goes to the Project Help screen Data Fields and Buttons Project 02123 Project Name Human Resources Relocation Use this part of the Project Meeting Minutes screen to view the project ID and project name for the project that the meeting minutes belong to It has these data fields and buttons Project read only character field Project ID Project Name read only character field Project name 104 Projecto User Manual V3 5 R2 0 Meeting Date 06 03 02 In Attendance Meeting Title Weekly Meeting 1 Dave Johnson Eastlake Studio Description Weekly Project Team Coordination Meeting 1 Thor Reffner Children s Hospital Dallas Joe Builder Builder Contractors Prepared By Dave Johnson Date 06 28 02 Wima Ester Human Resources Minutes Doc OvYes No Use this part of the Project Meeting Minutes screen to access core information about a project meeting and its meeting minutes It contains these data fields and buttons e Meeting Date read write date field Project meeting date e Meeting Title read write character field Meeting title e Description read write character field One line meeting description e Prepared By read write character field Name of the person who prepared the meeting minutes Dat
33. Notes Action Items screen s top menu contains these buttons Project List button Goes to the Project List screen providing access to the Projects database New Item button Creates a new project note or action item in the portal and stands by for data entry Reports button Goes to the Menu of Reports screen Print button Prints an Action Items report showing the either the project notes or action items This button first displays a dialog box for selecting whether to print project notes or action items A second dialog box is then displayed for selecting how to sort the report Exit button Ends the Projecto session Help button Goes to the Project Help screen 98 Projecto User Manual V3 5 R2 0 Data Fields and Buttons Project 02130 Hame Employee Running Path Pjt Manager Johnson Use this part of the Project Notes Action Items screen to view the project ID project name and project manager for the project that the project notes and actions items belong to It has these data fields and buttons e Project read only character field Project ID e Name read only character field Project name e Pjt Manager read only character field Project manager Date Category Action Item Hote E 06 07 03 Resubmit OSR approval form for committee create new signage master plan x Site Action By ABC Fred Flook OPEN HOT Deadline Complete g E 07 10 03 Centex proposal to change
34. Print prints the records displayed on the screen The Project SF field is used to specify the facility square footage affected by the project Selections for the Status field include OPEN HOLD etc Worthwhile information that supplements a topic but that doesn t necessarily relate directly to the topic discussion is shown in clarifying information insets like this This is an example of how a clarifying information inset looks Y These provide supplemental information for a topic i i Instructions on how to use the Projecto as effectively and efficiently as possible using shortcut keys and other productivity enhancing techniques are shown in power user insets like this ao 0 z This is an example of how a power user inset looks These ka provide instructions on how to more efficiently and effectively INAN use the software X Projecto User Manual V3 5 R2 0 Information to help you better find your way around this manual such as giving you information about where a certain topic will be covered are shown in manual navigation insets like this N This is an example of how a manual navigation inset looks w B E These provide information to help you get around this manual N S There are certain Projecto functions mainly for deleting data that are potentially harmful to your data When these functions are described we also provide a caution reminding of potential bad consequence
35. Site Zip 94063 Vnd Type Misc Years in Business Acctg O Minority Owned Fed Tax ID O Women Owned Comments Vendor Data Screen Top Menu The Vendor Data screen s top menu contains these buttons e Back to List button Goes back to the Vendor List screen providing access to all of the vendors in the Vendors database e New Vendor button Creates a new vendor and stands by for data entry Exit button Ends the Projecto session Print Vendor button Prints a Vendor Data Sheet report showing the vendor s name specialty location and contact information Data Fields and Buttons The main portion of the Vendor Data screen has these data fields and buttons Vendor ID read write character field Vendor ID Company read write character field Vendor company name Contact read write character field Vendor contact person Title read write character field Vendor contact person s title Address read write character field Vendor street address City read write character field Vendor city State read write character field Vendor state or province 112 Projecto User Manual V3 5 R2 0 Zip read write character field Vendor zip code or postal code Phone read write character field Vendor phone number Fax read write character field Vendor fax number Cellular read write character field Vendor contact person s cell phone number Other read write char
36. Steps resulting from the meeting including assigning each Next Step to a project team member Projecto s meeting minutes function also lets you create a project action item discussed in the previous subsection from a project meeting Next Step This is valuable because a project action item has a deadline date whereas a meeting Next Step does not 2 2 7 Documents Projects always involve computer files of various types Project documents in Projecto can be CAD files containing architectural drawings word processing documents spreadsheets containing budgetary analysis and any other project related computer file In Projecto you can attach these document files which lets you track and open these files from within Projecto When an external file is attached within Projecto the actual files still exist outside of Projecto on your computer or computer Y network We call these references to external files i 14 Projecto User Manual V3 5 R2 0 Projecto s document management feature lets you consolidate and manage all project documents from within Projecto In addition to the references to the files Projecto also stores certain information about each file for example a file s type and purpose 15 Projecto User Manual V3 5 R2 0 2 3 Vendors Projecto includes a Vendors database The vendors tracked in Projecto can be any company that is involved in your capital projects for example architectural firms general contracting
37. User name Level read only value list User Access Level Allowable values are 1 for Read Write All 2 for Project Manager 3 for Financial 4 for TBD 5 for Read Only This is set by the Level value list in the System User List Passwords screen described next PM read only checkbox Indicates that the user is a project manager This is set by the PM checkbox in the System User List Passwords screen described next 154 Projecto User Manual V3 5 R2 0 e Admin read only checkbox Indicates that the user has Administrator permission This is set by the Admin checkbox in the System User List Passwords screen described next Job Title read write character field User job title Phone read write character field User phone number Email read write character field User email address Zoom checkbox Causes Projecto to be displayed such that it takes up the user s entire computer screen Bottom Menu The System User List screen s bottom menu contains these buttons e Find button Switches into Find mode allowing users to be found e All button Causes all users to be displayed 155 Projecto User Manual V3 5 R2 0 SYSTEM USER LIST PASSWORDS SCREEN You use the System User List Passwords screen to setup user passwords and authorization levels for a multi user client server Projecto installation This screen is a list display displaying a User record for each use
38. and Buttons The main portion of the Vendor List screen has these data fields and buttons e detail view button Goes to the Vendor Data screen providing complete detail for the vendor e Vendor ID read write character field Vendor ID 110 Projecto User Manual V3 5 R2 0 Company Name read write character field Vendor company name e Type value list Vendor type Selections include Design Mechanical Furniture etc Phone read write character field Vendor company phone number City read write character field Vendor company city e State read write character field Vendor company state or province Bottom Menu The Vendor List screen s bottom menu contains these buttons e Find button Switches into Find mode allowing vendors to be found 111 Projecto User Manual V3 5 R2 0 VENDOR DATA SCREEN The Vendor Data screen lets you view enter and edit detailed information for a vendor that is involved with your organization s capital projects including the vendor s contact information This screen presents your data using a detail display and has top menu and bottom menu Facility Wizards Back to List Exit VENDOR DATA New Vendor Print Vendor Vendor ID ADAUT Company A amp D Automatic Gate Inc Phone 415 365 8828 Contact Arthur D Hird Fax 800 343 3939 Title President Cellular Address P o Box 5040 Other Email arthur hirdgate com City Redwood City State CA Web
39. as Complete and writes the completion date into the Complete field e Note read write character field Description of the project note or action item e delete button Deletes the project note or action item 99 Projecto User Manual V3 5 R2 0 Once you delete a project note or action item you cannot get it back except by reentering the data or loading the last backup of the data Be careful to make sure that you actually want to perform the deletion operation before you click the delete button The area below the portal contains these checkboxes e Show Only Open Items checkbox Causes only Open action items to be displayed e Show Only HOT Items checkbox Causes only HOT action items to be displayed Bottom Menu The Project Notes Action Items screen s bottom menu contains these buttons e Find button Switches into Find mode allowing project notes and action items to be found Pjt Info button Goes to the General Project Information screen Workflow button Goes to the Project Workflow Checklist screen Budget button Goes to the Project Budget Status screen Schedule button Goes to the Project Schedule screen Team button Goes to the Project Team screen Meetings button Goes to the Project Meetings Meeting Minutes screen Docs button Goes to the Project Documents screen 100 Projecto User Manual V3 5 R2 0 PROJECT MEETINGS MEETING MINUTES SCREEN The Project
40. character field Workflow Checklist Activity ID using outline numbering that groups the items into numeric categories For example the Workflow Checklist Activities with ID s of 1 01 1 02 etc belong to category 1 Activity read write character field Description of the Workflow Checklist Activity Status value list Status of the Workflow Checklist Activity Selections are OPEN DONE HOLD and DELAY Start read write date field Scheduled start date for the Workflow Checklist Activity Complete read write date field Scheduled completion date for the Workflow Checklist Activity delete button Deletes the Workflow Checklist Activity Once you delete a Workflow Checklist Activity you cannot get it back except by reentering the data or loading the last backup of the data Be careful to make sure that you actually want to perform the deletion operation before you click the delete button The area below the portal contains these data fields and buttons Show Category All 1 2 3 4 5 radio buttons Causes only the specified Workflow Checklist Activities to be displayed AI results in all Workflow Checklist Activities being displayed whereas each numbered radio button causes the items 59 Projecto User Manual V3 5 R2 0 belonging to just that category based on the major outline number of their IDs to be displayed e Edit Defaults button Goes to the
41. contacts Data Fields and Buttons The main portion of the Project Contact screen has these data fields and buttons e Project read only character field Project ID e read only character field next to the Project field Project name e Type value list Type of project contact Selections include User Architect Const Mgr e Company read write character field Name of the company that employs the project team member project contact for a project team member who is employed by a vendor e Vendor ID read write character field Vendor ID for a project contact who is employed by a vendor Contact read write character field Project contact name Title read write character field Project contact s title Address read write character field Project contact street address City read write character field Project contact city 96 Projecto User Manual V3 5 R2 0 State Prov read write character field Project contact state or province Zip read write character field Project contact zip code or postal code Country read write character field Project contact country Phone read write character field Project contact phone number Cellular read write character field Project contact cell phone number Fax read write character field Project contact fax number Other read write character field Alternate phone number for the project contact Email read
42. cost account categories 2 Then when the cost account category is selected using the Cost Acct value list the cost account category number and name will be displayed in the Cost Acct value list and read only character field The button enabled character field will show a value of PICK COST ACCT 3 At this point the range of selections in the Cost Acct value list will show the detailed cost accounts within the cost account category letting a you select a specific cost account Item Date read write date field Date when the cost was incurred or entered 82 Projecto User Manual V3 5 R2 0 e Commit read write character field The commitment number for the cost This is typically a PO number e Change Order read write character field Change order number for the change order that resulted in the project cost if the cost was a result of a budget change that was reviewed and approved using a change order e Orig REQ read write character field Original purchase requisition number for a cost resulting from a budget change RFC e REQ Date read write date field Date of the original purchase requisition number for a cost resulting from a budget change e Vendor ID value list Vendor ID for the vendor company that the expenditure is payable to e read only character field to the right of the Vendor ID field Vendor name e Vendor Invoice read write character field Vendor s invoice n
43. except by reentering the data or loading the last backup of the Projecto data Be careful to make sure that you actually do want to perform the deletion operation before you click the delete button Bottom Menu The Project Schedule Default Items screen s bottom menu contains two sets of buttons The left side of the bottom menu contains these buttons e FIND button Switches into Find mode allowing default schedule phases to be found e All Lines button Causes all default schedule phases to be displayed The right side of the bottom menu next to the label FIND contains these buttons e SMALL button Causes only default schedule phases which have a Small S Schedule Type to be displayed e MED button Causes only default schedule phases which have a Medium M Schedule Type to be displayed e LARGE button Causes only default schedule phases which have a Large L Schedule Type to be displayed 147 Projecto User Manual V3 5 R2 0 PROJECT WORKFLOW DEFAULT ITEMS SCREEN The Project Workflow Default Items screen lets you view enter and edit Default Workflow Checklist Activities which constitute the Workflows Checklists for newly created projects This screen presents your data using a list display displaying a Default Workflow Checklist record for each Default Workflow Checklist Activity The Project Workflow Default Items screen also contains a top menu and bottom menu Poemy tar e DEFAULT ITEMS
44. firms and companies providing trade workers Once a vendor is defined within Projecto the vendor can be easily selected in Projecto s cost tracking feature discussed in the next section as part of logging a project cost to that vendor This table shows the major data elements contained in Projecto s Vendors database and the corresponding record that this data is contained in Vendors Database Data Records Vendor company name Vendor records Vendor ID Vendor specialty Vendor contact information Vendor Federal Tax ID 16 Projecto User Manual V3 5 R2 0 2 4 Project Cost Tracking Tracking project costs is a key Projecto feature This capability allows you to enter and track project expenditures providing visibility into the budget status of capital projects 2 4 1 Cost Accounts In Projecto project expenditures are logged against cost accounts Projecto s cost accounts are grouped into cost account categories that are labeled in increments of one hundred for example 100 Design Services 200 Construction 300 Furniture and so forth Within each cost account category more refined cost account numbers are defined such as 201 Interiors 202 Demolition 203 Carpentry etc To suit your organization s specific requirements the cost account categories and cost accounts are completely definable by you In addition to the cost account categories
45. from the commitments Project Commitments report Prints a list of project commitments Project Invoices and Expenditures report Prints a list of project invoices and expenditures Project Cost Change report Prints a list of project anticipated costs and approved and committed cost changes Change Order Analysis report Prints a list of project change orders Project List report Prints a list of the projects stored in Projecto including key project 21 Projecto User Manual V3 5 R2 0 information Photo report Prints project images Project Workflow report Prints a project s Workflow Checklist Activities Summary Budget Analysis report Prints a summary of a project s budget Detailed Budget Analysis report Prints complete details of a project s budget Project Funding Source report Prints project funding sources and amounts Project Cost report Prints a list of project costs Project Schedule report Prints both graphical and tabular views of a project s schedule Project Team report Prints a list of project team members project contacts and their contact information Action Items report Meeting List report Prints project notes and action items Prints a list of project meetings Project Meeting Minutes report Prints a project s meeting minutes Project Documents report Prints a list of a project s
46. of several ways e Ifyou enter the Menu of Reports screen from one of the individual project screens such as the General Project Information screen or the Project Meetings Meeting Minutes screen then the project that was displayed in that previous screen will be the current project e Ifyou enter the Menu of Reports screen from the Project List screen which is the Projecto screen that displays multiple projects the current project will be the project displayed in the top most Project record The projects in the Project List screen can be sorted to cause a different top most Project record to be displayed and then that project will become the current project e On any screen that can be used to navigate to the Menu of Reports screen you can perform a Find operation to locate a specific project and then that project will become the current project 123 Projecto User Manual V3 5 R2 0 Top Menu The Menu of Reports screen s top menu contains these buttons Project List button Goes to the Project List screen providing access to the Projects database Back to Pjt button Goes to the General Project Information screen for the current project Exit button Ends the Projecto session Help button Goes to the Project Help screen Menu Buttons The reports menu portion of the Menu of Reports screen has these data fields and buttons Pjt 2 read only character fields Project ID and project name for the cur
47. project managers in the Pjt Manager value list is defined using the System User List screen This screen is covered in Chapter 6 Section 6 1 Software Configuration and Preparation Screens SYSTEM USER LIST SCREEN e For standalone Projecto configurations the Pjt Manager value list can be easily manually populated with the names of your organization s project managers Contact Facility Wizards or your Facility Wizards distributor for information on how to do this Abbrev Name Human Resources Project Type Relocation Current Phase Design E Address Mail Center L L E Photos Cost Account 8 762229 Year Office 2nd Floor actos Major Project 2003 Master Plan Use this part of the General Project Information screen to access basic project information It has these data fields and buttons Abbrev Name read write character field Abbreviated project name Current Phase value list Current schedule phase that the project is in Cost Acct aaaa Cost account for project costs Year read write character field Year in which the project costs will be charged to the cost center 49 Projecto User Manual V3 5 R2 0 Major Project value list Name of an overarching major project that this project belongs to Project Type value list Project type Selections include New Const Renovation etc Address value list Primary Facility Location where the project work is being d
48. project meetings This screen presents your data using a detail display which contains a portal that displays the Meeting Minutes records The Project Meeting Minutes screen also has a top menu and bottom menu Facility Wizards Back to Mtgs Exit PROJECT MEETINGS MEETING MINUTES New Meeting ppimm names Project 02123 Project Name Human Resources Relocation Meeting Date 06 03 02 In Attendance Meeting Title Weekly Meeting 1 Dave Johnson Eastlake Studio Description Weekly Project Team Coordination Meeting 1 naga comin Hospital Dallas Prepared By Dave Johnson Date 06 28 02 oe pra beso Minutes Doc OYes No Item Status Update Notes Next Steps E Approvals Discussed approval process Get VP Finance approval before proceeding with funding Responsible Joe Schmoe a Responsible i 41 Approvals Executive approvals received Still waiting for final board approval Responsible Dave 2 Architectural RFPs for acoustical consultants have been Summarize and distribute proposal data when sent out to 3 different companies received Responsible Dave i Budget Scneduie Meetings Project Meeting Minutes Screen Top Menu The Project Meeting Minutes screen s top menu contains these buttons Back to Mtgs button Goes back to the Project Meetings Meeting Minutes screen New Meeting button Creates a new Meeting Minutes record in the portal and stands by for data entry Reports button Goes to the
49. screen displaying a diagram showing the relationship between Projecto s screens and menus www facilitywiz com button Opens a browser window and uses an Internet connection to go to Facility Wizard s website at http www facilitywiz com 120 Projecto User Manual V3 5 R2 0 PROJECTO SYSTEM DIAGRAM SCREEN The Projecto System Diagram screen displays a diagram showing the major Projecto system elements This screen contains a top menu and the diagram itself m J Projecto PROJECTO TENTE SYSTEM DIAGRAM Eroe c EIN PROJECT TEAM PHOTOS gt pocs PROJECTO PROJECT DATA ACTION ITEMS aona ana ne imma U LUNIA FINANCIAL DATA E SE SS Projecto System Diagram Screen Top Menu The Projecto System Diagram screen s top menu has these buttons e Project List button Goes to the Project List screen providing access to the Projects database The Projecto System Diagram screen s does not have any other buttons or data fields and does not have a Bottom Menu 121 Projecto User Manual V3 5 R2 0 CUSTOM PROJECTO INTERFACES SCREEN The Custom Projecto Interfaces screen displays a diagram showing the Projecto s custom interfaces This screen contains a top menu and the diagram itself J Projecto CUSTOM PROJECTO i INTERFACES Project List
50. that this backup function does not protect against disk crashes We strongly recommend that your organization setups regular backups of your Projecto data onto separate media which will need to be done outside of Projecto i Projecto Menu BACK UP YOUR FILES Facility Wizards software has a built in Backup feature will help you make copies of your data on your disk Although it may come in handy this feature should NOT be viewed as a substitute for a good automated or regularly scheduled separate media backup system Remember if your disk crashes local backup files may not be helpful Checking the box below will automatically remind you at the chosen interval to save O Automatically save backup copies every Day Week 2Weeks Month last backup January 02 2003 Backup Now Projecto Backup Screen Top Menu The Projecto Backup screen s top menu contains this button e Projecto Menu button Goes to the Main Menu screen providing access to all of Projecto s features and functions Data Fields and Buttons The main portion of the Projecto Backup screen contains these data fields and buttons e Automatically save backup copies every day Week 2 Weeks Month checkbox and radio buttons Indicates that automatic backups will be performed and specifies the time period between the backups e last backup read only date field Date of the last backup e Backup Now button Causes
51. the project schedule to ensure that it accurately depicts the schedule data in the portal e Include Actuals checkbox Causes the actual schedule phase dates and durations that it took to accomplish the phases to be displayed alongside the planned phase dates and durations Actual phase dates and durations come from the Actuals Start and Actuals End fields in the portal e View Full Screen button Displays a full screen view of the graphical schedule 9 Projecto User Manual V3 5 R2 0 Bottom Menu The Project Schedule screen s bottom menu contains these buttons Find button Switches into Find mode allowing schedule phases to be found Pjt Info button Goes to the General Project Information screen Workflow button Goes to the Project Workflow Checklist screen Budget button Goes to the Project Budget Status screen Team button Goes to the Project Team screen Action button Goes to the Project Notes Action Items screen Meetings button Goes to the Project Meetings Meeting Minutes screen Docs button Goes to the Project Documents screen 92 Projecto User Manual PROJECT TEAM SCREEN V3 5 R2 0 The Project Team screen lets you view enter and edit the project s team consisting of individual project team members project contacts This screen presents your data using a detail display which contains a large portal that displays a Team Member Contact record for each project tea
52. write character field Project contact email address SEND button Creates a blank email message addressed to the project contact email address shown in the Email field Web read write character field Website URL for the company that employs the project contact for a project contact who is employed by a vendor Notes read write character field Any notes regarding the project contact LOOKUP button and value list Prepares an existing project team member project contact for another project or an existing vendor contact to be imported as a new project team member project contact for this project The button first displays a dialog box asking whether to lookup the new project contact from another project team or from the Vendors database the value list displays a list of the project contacts or vendor contacts one of which is selected to import as the new project team member project contact OK button Causes the project contact or vendor contact whose name is displayed in the value list to be loaded as the new project team member Lookup Date read write date field The date that the LOOKUP operation was performed Bottom Menu The Project List screen s bottom menu contains these buttons Delete Contact button Deletes the project team member project contact Once you delete a project team member project contact you cannot get it back except by reentering the data or loading the last backup of the dat
53. write character fields let you view enter and edit the character data calculated character fields and read only character fields just allow you to view the character data E Pjt Project Name Manager Type Phase Complete Budget E 02130 Employee Running Path Johnson Site Work Design 11 22 04 72 500 E 02123 Human Resources Relocation Karch Relocation Design 03 11 04 4 791 933 02135 Accounting Systems Reconfig Nelson Upgrade Constr 10 18 04 200 000 L Button Enabled Character Fields Vendor D ADAUT Company A amp D Automatic Gate Inc Contact Arthur D Hird Title President Address P o Box 5040 Read Write Character Fields City Redwood City Zip 94063 Read Only Character Fields Project Totals s 72 500 72 500 Example Character Fields Another type of character field that is used in Projecto is the button enabled character field These display character text are read only and behave just like a button when clicked causing Projecto to go to another screen Date Fields Date fields display dates in the format mm dd yy for example 10 31 04 In Projecto there are read write date fields read only date fields and calculated date fields Actuals Ej Phase Name Start Qty Periods Link End Start End Start End W i Preliminary Design P 01 01 04 5 weeks 01 01 04 02 05 04 01 11 04 02 01 04 HB 2 Documents 4 weeks 1 02 05 04 03 04 04 02 01 04 03 11 04 E Date Fields Project Start 01
54. you can use to spot bottlenecks and other issues and to take proactive steps to keep your organization s capital project management efforts on track Report Purpose Project Status report Prints a list of project statuses Project Cost Summaries report Prints a list of approved project budgets and estimated overall project costs Project Schedule Summaries report Open Action Items report Prints a graphical overall project schedule for one or more projects Prints a list of project action items Bar Chart report Prints one of a set of Bar Chart reports that provide graphical comparisons of various project data Project budgets Square footage area for different projects Budget dollars per square footage area for different projects Project completion date Cost Activity report Prints a list of project commitments and expenditures Project Summary Sheet report Prints a summary of the project s scope budget schedule and status Project Status History report Current Project Budget report Prints a history of project statuses Prints a project s budget Original Versus Current Project Budget report Prints a project s original budget and current budget allowing the original and current budget to be compared Project Commitments and Balances report Prints a list of project commitments and the budget balances when expenditures are subtracted
55. 02 Documents Engineering S M LE 3 03 RFPs Contractor Bids S M LE 3 04 Bidding S M LE 3 05 Select Contractor S m oIL D 4 01 Construction PIs Elm BIL B 5 01 Punchiist S M LE 6 01 Move In S M LE 7 01 Warranty S M LE Project Schedule Default Items Screen Top Menu The Project Schedule Default Items screen s top menu contains these buttons e New Line button Creates a new default schedule phase and stands by for data entry e Back button Goes back to the Projecto Setup Customization screen e Exit button Ends the Projecto session e Print List button Prints a Default Schedule Activities report listing the default schedule phases Data Fields and Buttons The main portion of the Project Schedule Default Items screen has these data fields and buttons e ID read write character field Default schedule phase ID using outline numbering that groups the default schedule phases and aids in sorting the default schedule phases for display 146 Projecto User Manual V3 5 R2 0 e Activity Description read write character field One line description or title for the default schedule phase e Schedule Type S M L 3 checkboxes Specifies whether the default schedule phase will be placed into the Schedule Template for newly created projects of type Small Medium or Large e delete button Deletes the default schedule phase Once you delete a default schedule phase you cannot get it back
56. 02123 100 Des General 03 1302 5543 ARCHIE 2 0 PO 02123 100 Des General 04 05 02 FOSEESS AIRPRO 85 0 PO 02123 100 Des General 08 20 02 348345345 BIGJOE 4 1 CHG 02123 100 Des General 04 0303 5543 ARCHIE 42 0 PO 02123 100 Des General 08 03 03 ARCHIE 1 0 CHG 02123 100 Des General 08 18 03 345588 FARREL 2 4 PO 02123 108 Des Graphic Design 0308 02 FOSsESESS FARREL 177 0 Subtotal Category 100 Desian Services 566 7 Project Commitments Report To create and print this report select the Project Commitments button on the Menu of Reports screen 139 Projecto User Manual V3 5 R2 0 5 13 Project Invoices and Expenditures Report The Project Invoices and Expenditures report prints a list of the current project s invoices and expenditures including commitment numbers and vendors Projecto Project Management Software Project Cost Report PROJECT INVOICES EXPENDITURES July 02 20 Project 02123 Radiology Lab Renovation Pit Manager lt lt pf_manage Type Project Acct Name Date Commit CO Vendor Am INV 02123 100 Des General 08 20 02 FO12345 CONGLO 85 0 INV 02123 1900 Des General 10 20 02 5543 ARCHIE 545 INV 02123 197 Des Lighting Consultant 04 01 03 P0505085 AIRPRO 259 0 Subtotal Category 100 Design Services 339 6 INV 02123 200 Const General 09 11 02 FO12345 BAINSE 49 0 EXP 02123 200 Const General 1004 02 PO12345 CONGLO 786 EXP 02123 200 Const General 11 21 02 PO12245 C
57. 1 02 Submit Capital Request for Services DONE 04 23 05 5 0305 Ele 1 03 Evaluate relative to Facilities Master Plan DONE osvoz0s 05 07 05 E E 1 04 Enter basic project data into Projecto OPEN 04 19 05 E 1 05 Develop preliminary scope and schedule OPEN 05 10 05 E 1 06 Prepare detailed IS budget DELAY E 1 07 Identify potential architecture amp construction consultants OPEN E 1 08 Determine delivery model design build vs design bid build OPEN E 1 09 Prepare initial budget estimates equipment and construction DELAY E 1 10 Assign internal project team OPEN Show Category Aal O1 O2 O3 O4 O5 E a E oe oe oo oo Project Workflow Checklist Screen Top Menu The Project Workflow Checklist screen s top menu contains these buttons e Project List button Goes to the Project List screen providing access to all of the projects in the Projects database e New Task button Creates a new Workflow Checklist Activity and stands by for data entry e Reports button Goes to the Menu of Reports screen e Chklist Report button Prints a Project Workflow report showing the project s Workflow Checklist Activities e Exit button Ends the Projecto session e Help button Goes to the Project Help screen Data Fields and Buttons Project 02136 Name New Products Retreat Center Pjt Manager Karch Use this part of the Project Workflow Checklist screen to view the project ID and project name for the project It
58. 17 03 Architectural Discussed documents preparation with architect she says the team should expect 90 review drawings by the end of next week 11 15 Action Items Screen Top Menu The Action Items screen s top menu contains these buttons e Back to Pjts button Goes to the Project List screen providing access to the Projects database e New Item button Creates a new action item and stands by for data entry e Menu button Goes back to the Main Menu screen e Print List button Prints an Action Items report showing project action items for all projects Reports button Goes to the Menu of Reports screen e HOT Report button Prints an Action Items report showing just HOT action items for all projects Data Fields and Buttons The main portion of the Action Items screen contains these data fields and buttons e Pjt read only character field Project ID e Action By read write character field Name of person responsible for performing the action item e Category value list Action item category Selections include Design Permits Furniture etc 117 Projecto User Manual V3 5 R2 0 Action read write character field Action item description Details Notes read write character field Any additional details or notes about the action item HOT checkbox Specifies that the action item is HOT indicating that the action item is more importan
59. 4 Project Project Name Manager Start Complete JAN FEB MAR APR MAY JUN JUL AUG SEP OCT NOV DEC Pit Mgr Johnson 02130 Employee Running Path Johnson 0171904 11 2204 03147 Break Rooms New Tables Chairs Johnson 053004 10 3104 03149 Web Design Group Lab Johnson 05 0104 07 3004 w Pjt Mgr Karch 02123 Human Resources Relocation Karch 0171104 03 1104 02136 New Products Retreat Center Karch 10 2503 08 21 04 Pjt Mgr Nelson 02135 Accounting Systems Reconfig Nelson 06 2804 10 18 04 w 02138 Building Il Sprinkler Retrofit Nelson 070104 10 0104 w 03144 Parking Lot Resurfacing Nelson 06 2504 030405 eme Em 03145 IT Computer Lab Nelson 12 1404 08 09 05 03146 Seismic Site Evaluation Nelson 080103 060104 03150 Marketing Sales Conference Nelson 070204 05 13 05 Pjt Mgr Sanchez 02139 ddeoconferencing Center Sanchez 1142503 12 2303 w 02141 Fax Department Relocation Sanchez 110103 05 2004 ME 02142 Cafeteria Renovation Sanchez 030103 11 2203 et Project Schedule Summary Report To create and print this report use the data fields and button under the Master Project Schedule for Found Set label in the Menu of Reports screen First enter the parameters for the report and then select the Go button Also click the Show PDC Phases checkbox to show the PDC Phases as part of the project timeframes 129 Projecto User Manual V3 5 R2 0 5 4 Ope
60. Cost report listing the displayed project costs Exit button Ends the Projecto session Help button Goes to the Project Help screen Data Fields and Buttons The main portion of the Project Cost Tracking screen has these data fields and buttons Detail View Goes to the Project Cost Detail screen for the project cost Type value list Cost Type Selections are REQ for purchase requisition PO for purchase order CON for contract CHG for change INV for invoice and EXP for a minor expense Pjt read write character field Project ID Acct value list Cost account category or cost account number for the expenditure button enabled character field between the column headers Acct and Date Selecting this field determines the range of cost account categories or cost accounts that appear in the Acct value list There is an important interaction between the button enabled character field between the column headers Acct and Date Y and the Acct value list 1 When the button enabled character field shows MAJOR ACCOUNTS the selections in the Acct value list will contain the defined cost account categories 2 Then when the cost account category is selected using the Acct value list clicking the button enabled character field again will show that cost account category At that point the range of selections in the Acct value list will show the detailed cost acco
61. Facility Wizards Projecto CAPITAL PROJECT MANAGEMENT SOFTWARE User Manual V3 5 R2 0 Projecto User Manual V3 5 R2 0 Approach and Conventions Used in this Manual Understanding the approach and conventions used in this manual will allow you to learn and successfully use Projecto as quickly as possible We ll present the information in this manual in a top down fashion first covering the fundamentals and then building upon information already covered to describe how to perform capital project management tasks Also configuration of your Projecto software is covered in a chapter at the end of this manual The manual is divided into chapters sections and subsections You can distinguish these by their numbering and font size These examples are actual chapter section and subsection headers from this manual Chapter 3 Introduction to the Projecto User Interface 3 1 Data Presentation in Projecto 3 1 1 Data Fields We use italics font when we are defining a new term and also when we are referring directly to a term We use bold font to indicate a command executed through a menu or button and when specifying a label of a data field or button or the text or selection entered into a data field For commands entered using the menu at the top of the application s window this will specify the sequence of menu commands required to execute a specific function Here are some examples of how bold font is used File gt
62. Furn button Causes project costs to be shown only for cost account category 300 Furniture and its cost accounts 400 Equip button Causes project costs to be shown only for cost account category 400 Systems Equipment and its cost accounts 500 Cable button Causes project costs to be shown only for cost account category 500 Cabling Telecom and its cost accounts 600 Reloc button Causes project costs to be shown only for cost account category 600 Relocation and its cost accounts 700 Misc button Causes project costs to be shown only for cost account category 700 Miscellaneous and its cost accounts 800 Exp button Causes project costs to be shown only for cost account category 800 Project Expenses and its cost accounts 79 Projecto User Manual V3 5 R2 0 PROJECT COST TRACKING HELP SCREEN The Project Cost Tracking Help screen provides help information on how to use the functions of the Project Cost Tracking screen This screen consists primarily of an annotated image of the Project Cost Tracking screen with a top menu with a single button Back to Cost List Accounts Exit Date Line l Date py CO Vendor ID Amts 1056 TOM 96123 2141 Const Interiors 010100 P01234 000202 111760 00 D C1842 WCOM 96123 2141 Const Interiors 020100 PO1234 1 000202 a c 1001 WEET 36123 241 Const Interiors 03 0100 PO1234 000202 11 650 00
63. H c 1072 WEET 96123 241 Const Interiors 0400100 PO1234 000202 5 348 00 8 C1212 WEET 96123 241 Const Interiors 07 3100 P0141234 000202 10 982 00 D c 1850 WEKE 96123 2144 Const Interiors 14 0200 1234 000202 5030 B Commitment Total Shown 126 760 00 Expenditure Total Shown 32 906 00 Soa n Project Cost Tracking Help Screen Top Menu The Project Cost Tracking Help screen s top menu contains this button e Back to Cost List button Goes back to the Project Cost Tracking screen The Project Cost Tracking Help screen does not have a bottom menu 80 Projecto User Manual V3 5 R2 0 PROJECT COST DETAIL SCREEN The Project Cost Detail screen lets you view enter and edit detailed information for an individual project cost Some of the fields in this screen change depending on the type of cost allowing costs resulting from purchase requisitions purchase orders POs contracts changes invoices and expenses to be properly tracked In addition for a cost that is a change to the established project budget this screen lets you roll up a set of anticipated costs to determine the overall cost amount This screen presents your data using a detail display which contains a portal that displays a Change Order Detail record for each anticipated cost or other cost item that constitutes the overall project cost The Project Cost Detail screen also has a top menu and bottom menu
64. ONGLO 128 0 EXP 02123 200 Const General 01 20 03 PO12345 CONGLO 3 0 EXP 02123 200 Const General 04 28 03 FO12345 CONGLO 20 0 Subtotal Category 200 Construction 325 5 Project Invoices and Expenditures Report To create and print this report select the Project Invoices and Expenditures button on the Menu of Reports screen 140 Projecto User Manual 5 14 Project Cost Change Report V3 5 R2 0 The Project Cost Change report prints a list of the current project s anticipated costs and approved and committed cost changes including dates descriptions and change request and change order numbers Projecto Project Management Software Project Cost Change Report barch 17 2004 Date Project Soot 4 Name Description CRE CO Status Amt PROJECT 02123 HUMAN RESOURCES RELOCATION PJT MANAGER KARCH ESTIMATED OFM403 02123 200 Const General New soil boring samples EST 4 000 00 orgi 02123 294 0 Const Construction bigmt Additional trash removal EST 1 100 00 org3 02123 EST O72303 02123 EST OF 2303 02123 EST OF2303 02123 EST Subtotal ESTIMATED 5 100 00 COMMITTED 0219 03 02123 100 Des General non budgeted messenger Fedex charges COM 1 000 00 orazo 02123 500 Cable General extras to work with field conditions Com 2 600 00 1206802 02123 100 Des General re work piping to get around ductwork COM 1 100 00 101602 02123 200 Const General overtime required for drywall work COM 3
65. Project Workflow Default Items screen allowing the Default Workflow Checklist for a new project to be defined or changed Bottom Menu The Project Workflow Checklist screen s bottom menu contains these buttons e Find button Switches into Find mode allowing Workflow Checklist Activities to be found Pjt Info button Goes to the General Project Information screen Budget button Goes to the Project Budget Status screen Schedule button Goes to the Project Schedule screen Team button Goes to the Project Team screen Action button Goes to the Project Notes Action Items screen Meetings button Goes to the Project Meetings Meeting Minutes screen Docs button Goes to the Project Documents screen 60 Projecto User Manual V3 5 R2 0 PROJECT CHECKLIST DETAIL SCREEN The Project Checklist Detail screen lets you view enter and edit the detailed information for a project Workflow Checklist Activity This screen presents your data using a detail display and has a top menu and bottom menu Facility Wizards Exit PROJECT CHECKLIST Project 02123 Project Name Human Resources Relocation Checklist ID 1 02 Status StartDate 11 05 03 Done Date 12 01 03 Checklist Title Comments Make sure that Mike reviews and signs off first Project Checklist Detail Screen Top Menu The Project Checklist Detail screen s top menu contains these buttons e Project List button
66. Project name e Manager read write character field Project manager e Type value list Project type Selections include New Const Renovation etc 44 Projecto User Manual V3 5 R2 0 e Phase value list Current phase that the project is in e Complete read only date field Project completion date e Budget read only character field Overall project budget amount Bottom Menu The Project List screen s bottom menu contains these buttons Find button Switches into Find mode allowing projects to be found All Projects button Causes all projects to be displayed Planned button Causes only Planned projects to be displayed Active button Causes only Active projects to be displayed Complete button Causes only Complete projects to be displayed Closed button Causes only Closed projects to be displayed On Hold button Causes only On Hold projects to be displayed 45 Projecto User Manual V3 5 R2 0 NEW PROJECT SCREEN Use the New Project screen to create a new project Using this screen you specify data that includes the project ID and a project name This screen is a simple detail display with a top menu Facility Wizards NEW PROJECT To Create a New Project 4 Enter the Project Number 2 Enter the Full Project Title 3 Enter an Abbreviated Title 4 Pick the Project Manager 5 Select a Budget Template E
67. Projecto to perform a backup operation The Projecto Backup screen does not have a bottom menu 158
68. Renovation Sanchez Upgrade Constr 11 22 03 Parking Lot Resurfacing Nelson Site Work Constr 03 04 05 IT Computer Lab Nelson Lab Design 08 09 05 Seismic Site Evaluation Nelson Site Work Constr 06 01 04 Break Rooms New Tables Chairs Johnson Furniture Design 10 31 04 Web Design Group Lab Johnson Lab Design 07 30 04 Marketing Sales Conference Center Nelson Furniture Design 05 13 05 0 Test Project Nelson Active 2 500 All Projects On Hold o Project List Screen Top Menu The Project List screen s top menu contains these buttons e Menu button Goes back to the Main Menu screen e New Project button Creates a new project and goes to the General Project Information screen standing by for data entry Reports button Goes to the Menu of Reports screen Print List button Prints a Project List report listing the projects stored in Projecto Exit button Ends the Projecto session Help button Goes to the Project Help screen Data Fields and Buttons The main portion of the Project List screen has these data fields and buttons e detail view button Goes to the General Project Information screen for the project e Pjt button enabled character field Project ID When selected Projecto goes to the General Project Information screen for the project selecting this field behaves exactly the same as selecting the detail view button e Project Name read write character field
69. Then the start dates for the following phases can be calculated using the Qty Periods and Link fields described next If used for phases other than the first phase this field will override the calculated start dates for the phases e Qty read write character field The quantity of schedule periods described next that is estimated it will take to accomplish the phase from start to end e Periods value list The period used to calculate the duration of the phase Selections 29 66 99 66 are days wkdays weeks and months The two selections in the Periods value list that allow schedule phases to be defined at a level of granularity of days are defined as follows e days include both weekdays and weekend days equaling seven days in one week e wkdays include only weekdays but does not include weekends equaling five days in one week e Link read write character field Phase number for another schedule phase defining a dependency between the two phases For any two schedule phases this causes the start date for the second phase to be based on the end date for the first phase e End 1 read write date field End date for the schedule phase This field will override the phase duration calculated from the values in the Qty and Periods fields e Start 2 calculated date field Calculated start date for the schedule phase based on the Start 1 Qty Periods Link and End 1
70. a Be careful to make sure that you actually want to perform the deletion operation before you click the delete button 97 Projecto User Manual V3 5 R2 0 PROJECT NOTES ACTION ITEMS SCREEN The Project Notes Action Items screen lets you view enter and edit project related notes and action items The data contained in this screen includes persons responsible for action items due dates and actual completion dates This screen presents your data using a detail display with a large portal that displays a Note Action Item record for each project note and action item The Project Notes Action Items screen also has a top menu and bottom menu I p Facility Wizards Project List Exit ACTION ITEMS 7 _Newnem prit f Hep ACTION ITEMS 2 Total Project 02130 Name Employee Running Path Pjt Manager Johnson Date Category Action Item Hote E 06 07 03 Resubmit OSR approval form for committee create new signage master plan x Site Action By ABC Fred Flook OPEN E HOT Deadline Complete B B 07 10 03 Centex proposal to change carpet to VCT Need a proposal to change out carpet in hallway to x Furniture i i SONFI WCT Action By Michael Berens COMPLET Request sent to Centex 3 25 03 O HOT Deadline Complete 07 11 03 O Show only OPEN Items O Show only HOT Items Delete Note Ej Pit Into _ Worknow A Scheduie Team action meetings Docs LI gw Project Notes Action ltems Screen Top Menu The Project
71. acter field Project team member project contact state or province Phone read write character field Project team member project contact phone number Fax read write character field Project team member project contact fax number Email read write character field Project team member project contact email address 94 Projecto User Manual V3 5 R2 0 read write character field An integer defining the sort order of the displayed project team member project contacts Entering integer values into this field causes the project team member project contacts to be displayed in the designated order SEND button Creates a blank email message addressed to the project team member project contact email address shown in the Email field delete button Deletes the project team member project contact Once you delete a project team member project contact you cannot get it back except by reentering the data or loading the last backup of the data Be careful to make sure that you actually want to perform the deletion operation before you click the delete button The area below the portal contains this button New Contact button Creates a new project team member project contact and stands by for data entry Bottom Menu The Project Team screen s bottom menu contains these buttons Find button Switches into Find mode allowing project team members project contacts to be found Pjt Info button Go
72. acter field Vendor s or vendor contact person s alternate phone number Email read write character field Vendor s or vendor contact person s email address SEND button Creates a blank email message addressed to the vendor contact email address shown in the Email field Web Site read write character field Vendor website URL Vnd Type value list Vendor type Selections include Design Mechanical Furniture etc Acctg read write character field Vendor accounting ID Fed Tax ID read write character field Vendor Federal Tax ID Years in Business read write character field Number of years that the vendor company has been in business Minority Owned checkbox and read write character field Percentage that the vendor company is minority owned Women Owned checkbox and read write character field Percentage that the vendor company is women owned Bottom Menu The Vendor Data screen s bottom menu contains these buttons Find button Switches into Find mode allowing vendors to be found 113 Projecto User Manual COST ACCOUNT CATEGORIES SCREEN The Cost Account Categories screen lets you view enter and edit the cost account categories that you use to track project budget items and project costs From this screen you can navigate to the screen that lets you access the specific cost accounts This screen presents your data using a detail display with a top me
73. al image files and each container field displays the image contained in its file The container fields in Projecto are used to contain images that replace the Facility Wizards logo and name that appear at the top left of each Projecto screen Images can be BMP GIF JPG PICT or TIFF files It s important to clarify that container fields do not actually contain the image files themselves Instead they contain references to the files The image files still exist as separate disk files outside of Projecto N For more information on changing the displayed screen images to w B E images of your organization s logo and name see Chapter 6 R Configuring Projecto S 27 Projecto User Manual V3 5 R2 0 3 1 2 Buttons and Menus Buttons can be part of menus and can be placed among the data fields that are contained in the screens You click on the buttons to move among the various screens and to perform various Projecto functions for example calculating a value or printing a report raem Wo z PROJECT MEETINGS 2E m Top Menu Project 02123 Project Name Human Resources Relocation Meeting Date 06 03 02 In Attendance Meeting Title Weekly Meeting 1 Dave Johnson Eastlake Studio Description Weekly Project Team Coordination Meeting 1 mre praan ee Dallas gt r Joe Builder Builder Contractors a PERENE Dave Johnson ates 06 28 02 Wilma Ester Human Resources Add itional Minutes Doc OYes No Buttons Item S
74. and cost accounts Projecto lets you to define three Budget Templates for Small Medium and Large size projects A Budget Template defines the cost accounts that a project can utilize and the three Budget Templates are groups of cost accounts flagged for the different size projects Based on the project s size the appropriate Budget Template is loaded when a new project is created This table shows the major data elements contained in Projecto s Cost Accounts database and the corresponding record that this data is contained in Cost Accounts Database Data Records Cost account category Cost Account records Cost account number Cost account name General Ledger code Budget Templates 2 4 2 Cost Tracking Projecto s cost tracking feature lets you manage budget amounts committed to and expenditures made to vendors that provide supplies and services for your capital projects An important concepts is that expenditures can be logged against commitments which are pre planned expenditures backed up with a PO or a contract Ad hoc expenditures that is expenditures without a commitment can also be logged and tracked in Projecto Projecto s cost tracking is integrated with Projecto s budgeting feature Projecto calculates budget balances to show the remaining budgeted funds that are available after expenditures and commitments are subtracted Expenditures commitments and budget balances are al
75. application menu found in many Windows and Macintosh software applications There are only a few operations that you will perform using the FileMaker menu most Projecto operations are accomplished using Projecto s menus and the other buttons that are contained in Projecto s screens Here s a close up of the FileMaker menu Fs File Edit View Insert Format Records Scripts Window Help FileMaker Menu 34 Projecto User Manual V3 5 R2 0 The FileMaker status bar contains a record marker that is useful for moving between your records as well as displaying a count of how many total records you have The FileMaker status bar also contains buttons that allow you to change the magnification of your screen and a button that lets you toggle on or off the part of the status bar containing the record marker and record count Also important the status bar contains a button that tells you what FileMaker mode you are in and allows you to switch modes FileMaker modes are discussed below Here s a close up of the FileMaker status bar staff_list FileMaker Status Bar Records Found Unsorted 100 oll Browse l 3 2 1 FileMaker Modes FileMaker has four modes Browse mode Find mode Preview mode and Layout mode Layout mode will rarely be used by a Projecto user it is used for customizing Projecto The other three modes however are key for your day to day use of Projecto You will find yourself toggling between these mo
76. are the original and current budgets to identify changes including budget growth issues Projecto Project Management Software Project 02123 Radiology Lab Renovation 02123 100 Des Genera 02123 100 Des General 02123 103 Des Architectural 02123 100 Des General Construction Subtotal Project Acct gt additional services for change in scope 170 000 Subtotal 100 Design Services 02122 200 Const General gt aporoved according to preliminary estimate 02123 200 Const General 02123 222 Const Acoustical Ceiling 02123 230 Const Doors Hardware 02123 200 Const General 200 2 287 332 Project Budget Report ORIGINAL VS CURRENT BUDGET Approved 65 000 0 5 000 100 000 400 000 1 862 000 15 332 10 000 90 Pit Manager Est Final Pit Cost 65 000 0 0 0 65 000 400 000 1 862 000 15 332 10 000 0 2 287 332 Original Versus Current Budget Report 105 0 July 02 20 Nels Variam 5 0 100 0 alo o wow To create and print this report select the Original vs Current Budget button on the Menu of Reports screen 137 Projecto User Manual 5 11 Project Commitments and Balances Report The Project Commitments and Balances report prints a list of current project commitments including affected vendors as well as the project balance when expenditures are subtracted from comm
77. ate Nhamar Milharnel TAR RAT TENN Niles u List Display Presenting Data In Tabular Format 29 Projecto User Manual V3 5 R2 0 Another common type of presentation for your data is a detail display As part of a screen this organizes a record or several different types of records into data fields and groups of data fields that are meaningfully laid out to create a form The data fields and groups of data fields can be labeled data fields or unlabeled data fields Like the list display the detail display can also contain buttons Vendor ID ADAUT Company A amp D Automatic Gate Inc Phone 415 365 8828 Contact Arthur D Hird Fax 800 343 3939 Title President Cellular Address P o Box 5040 Other Email arthur hirdgate com City Redwood City State CA Web Site Zip 94063 Vnd Type Misc Years in Business Acctg O Minority Owned Fed Tax ID O Women Owned Comments Detail Display Presenting Form View of Data 30 Projecto User Manual V3 5 R2 0 The portal is another type of data presentation This combines the detail display with the list display providing a tabular list of data fields that is contained within a detail display Also like the list display e There can also be one or more buttons within each row in the tabular display e Each row of data fields corresponds to a record contained in one of Projecto databases Each portal contains a scroll bar that lets you scroll through the records shown in th
78. attached documents Vendor report Prints a list of the vendors stored in Projecto including vendor specialties locations and contact information Vendor Data Sheet report List of Project Cost Accounts report Prints a vendor s name specialty location and contact information Prints a list of cost accounts categories and cost accounts Default Schedule Activities report Prints a list of default schedule phases Default Workflow Activities report Prints a list of Default Workflow Checklist Activities Building List report Prints a list of Primary Facility Locations Department List report Prints a list of departments 22 Projecto User Manual V3 5 R2 0 Chapter 3 Introduction to the Projecto User Interface This chapter covers the underlying concepts and the basic parts that comprise Projecto s user interface We ll cover these in a top down fashion by first defining the elements that makeup the user interface followed by the discussion of the functions that are common throughout Projecto 3 1 Data Presentation in Projecto In Projecto your data is presented entered and edited using a variety of data fields In addition buttons are displayed which when clicked perform various Projecto features and functions and let you navigate throughout the software The data fields and buttons are grouped together in screens Each screen presents a meaningful set of related data a
79. carpet to VCT Need a proposal to change out carpet in hallway to x Furniture i i mee wells Action By Michael Berens COMPLET Request sent to Centex 3 25 03 O HOT Deadline Complete 07 1103 Use this part of the Project Notes Action Items screen to access the project notes and action items It consists of a portal followed by two checkboxes The portal contains these data fields and buttons e Date read write character field Date of the project note or action item e Category value list Category for the project note or action item Selections include Design Permits Furniture etc e HOT checkbox Specifies that the action item is HOT indicating that the action item is more important than action items that are not HOT e Action Item read write character field Description of the action item e Action By read write character field Person responsible for accomplishing the action item e read only character field within and at the far right of the Action By field Action item status Values will be OPEN for Open action items that have not been accomplished and COMPLET for Complete action items that have been accomplished e Deadline read write date field Date by which the action item must be accomplished e Complete read write date field Actual action item completion date e button directly to the right of the Complete date field Marks the action item status
80. cept by reentering the data or loading the last backup of the data Be careful to make sure that you actually want to perform the deletion operation before you click the delete button Bottom Menu The Anticipated Costs screen s bottom menu contains these buttons e Find button Switches into Find mode allowing anticipated costs to be found e 100 Des button Causes anticipated costs to be shown only for cost account category 100 Design Services and its cost accounts e 200 Const button Causes anticipated costs to be shown only for cost account category 200 Construction and its cost accounts e 300 Furn button Causes anticipated costs to be shown only for cost account category 300 Furniture and its cost accounts 73 Projecto User Manual V3 5 R2 0 e 400 Equip button Causes anticipated costs to be shown only for cost account category 400 Systems Equipment and its cost accounts e 500 Cable button Causes anticipated costs to be shown only for cost account category 500 Cabling Telecom and its cost accounts e 600 Reloc button Causes anticipated costs to be shown only for cost account category 600 Relocation and its cost accounts e 700 Misc button Causes anticipated costs to be shown only for cost account category 700 Miscellaneous and its cost accounts e 800 Exp button Causes anticipated costs to be shown only for cost account categ
81. co funding and Last Update identification of of alternates has brought project back on budget Re review of plans was completed and 11 04 02 resulted in the need to change construction documents to meet security requirements Archive General Project Information Screen Projecto User Manual V3 5 R2 0 As shown in this screen image each project contains a variety of data The following table shows the major data elements contained in the Projects database and the records that this data is contained in Projects Database Data Records Project ID and name Project manager Project type Facility location where the project work is being performed Architect responsible for the project design Contractor performing the project work Square footage area affected by the project Project start and completion dates Project approvals Project budget Steps required to accomplish the project Project schedule and schedule phases Actual project schedule performance Project funding sources and amounts Project team Project notes and action items Schedule of project meetings Project meeting minutes Attached project documents Project records Project Image records Workflow Checklist records Funding records Budget records Anticipated Cost records Change Order Detail records
82. completion dates and overall project budget amount At this point it s a good idea to get a little familiar with this screen to begin developing an understanding of the data that s contained in a capital project within Projecto all of Projecto s screens will be covered in complete detail later in Chapter 4 Section 4 2 Projecto Screens in Detail Facility Wizards Project List Reports Exit GENERAL PROJECT 2 s New Project Project Report Help ul s on Pjt Manager Karch _ Abbrev Name Human Resources Project Type Relocation Current Phase Design Address Mail Center L Cost Account 8 762229 Year Office 2nd Floor a Major Project 2003 Master Plan Budget 4 791 933 Ell Primary User Project SF 65 000 Budget SF 73 72 Department Human Resources Phone 73 832 0200 Project Start 01 11 04 Completion 03 11 04 Architect Approvals Date Notes Contact Phone Tom Zurowski 312 527 0200 Executive 02 04 02 8 weeks for approvals due to vacations Contractor Rogertrans Consulting Budget 03 12 02 Contact Phone Roger Trans 773 832 0200 Permits Project Scope Reconfigure a roughly estimated 65 000SF of Suite 100 to accomodate program growth relocations from 4444 and improve customer service at corporate HQ Capital allocation of project costs to be determined Project Status Design phase nearly complete Release of balance of CDB funds is now approved Additional
83. cto data You can also use Find operations to create a report In this case you first perform a Find to locate the records you want to appear in the report and then you create and print the report ol fo Z To switch to Find mode use the shortcut ag eo A Windows CONTROL F NINAN a Macintosh MacCOMMAND F Find can be repeated to refine the last executed Find operation This means that you can do an initial Find to locate a group of records and then based on your examination of those records you can perform another Find operation with more limiting criteria further narrowing the set of returned records You can repeat this procedure as many times as necessary to get just the records you need For Find operations the status bar contains a button that lets you include logical operators and pattern matching operators in the fields Once you learn the meaning of these symbols you can optionally just type them into the fields instead of using the button These symbols give you the ability to do things like Find projects that are managed by a particular project manager or Find a specific vendor that contributes to your organization s capital projects The symbols that you can use for Find operations are lt less than lt less than or equal gt greater than gt greater than or equal exact match numeric range Duplicates today s date one character zero or more charac
84. d Schedule Templates User records Department IDs and names Projecto Users Previously we introduced how defaults are set for a new project s Workflow Checklist and for a new project s schedule These defaults are structured as follows e Default Workflow Checklist records contain the Default Workflow Checklist Activities which constitute the Default Workflow Checklist e Default Schedule Phase records contain the default schedule phases which constitute three Schedule Templates for Small Medium and Large sized projects When a new project is created the appropriate Schedule Template is loaded depending on project size The Setup and Defaults database also stores records containing basic data about your organization as well as system administration settings for Projecto e Department records contain information about the departments in your organization This data is utilized when selecting a department that is affected by a capital project e User records store user data for Projecto multi user client server software This data includes permissions to perform various roles and tasks within Projecto as well as authentication data for each user 20 Projecto User Manual V3 5 R2 0 2 7 Reports Projecto s reports provide you and your organization with important visibility into the status of capital projects and the data the affects capital projects These reports assemble and print information that
85. d the Acct value list 1 When the button enabled character field shows MAJOR ACCOUNTS the selections in the Acct value list will contain the defined cost account categories 2 Then when the cost account category is selected using the Acct value list clicking the button enabled character field again will show that cost account category At that point the range of selections in the Acct value list will show the detailed cost accounts within the cost account category allowing the specific cost account to be selected Qty read write character field Quantity of cost items comprising the budget item Units value list Unit of measure for the cost items comprising the budget item Selections include SF EA etc Unit read only character field Calculated cost of the budget item based on the values in the Qty and Units fields Budget read write character field Total budgeted amount of the budget item gt button Causes the budget item s budgeted amount to be marked as approved copying the value into the Approved field Approved read write character field Approved budgeted amount of the budget item APPYV read only date field Date that the budget item was approved Total calculated character field below the displayed budget items in Budget column Total of all displayed budget item budgeted amounts Total calculated character field below the displayed budget items in Approv
86. des often and it s important to know what each mode does Within each FileMaker mode you have certain capabilities Browse Mode You use Browse mode to normally view enter and edit data This is the default mode that is in effect when you enter Projecto and usually you will not need to tell Projecto to switch 35 Projecto User Manual V3 5 R2 0 into Browse mode If during your work you find that you cannot view or enter data then probably your Projecto system has been accidentally placed in another mode and you will need to switch back into Browse mode oe i 2 To switch to Browse mode use the shortcut o a ES Gl Windows CONTROL B OO A Macintosh MacCOMMAND B Find Mode Find mode lets you locate a record or a group of records You will only be in Find mode when you switch into it and up until you retrieve your records We refer to these operations as Find operations this is discussed in more detail later in this chapter Preview Mode Preview mode lets you view a report prior to printing This is valuable because it allows you to see what the printed page will look like letting you make sure that your desired information is contained in the report we i 2 To switch to Preview mode use the shortcut S nae Windows CONTROL U OO a S Macintosh MacCOMMAND U N Reports are covered later in this manual in Chapter 5 Projecto AN Reports woe als S 3 2
87. ds and buttons e detail view button Changes the columns displayed in the portal back to the those showing just the phase definitions and not showing the notes for the phase Again once a note has been added to a phase this button will show a capital N e Phase read write character field Phase number These phase numbers determine the sort order of the displayed schedule phases Entering integer values into this field causes the phases to be displayed in the designated order including in both the portal and the graphical schedule e Name read write character field Name of the project schedule phase Start calculated date field Calculated start date for the schedule phase Phase Notes read write character field Any notes about the schedule phase mmm 2550550 Refresh PROJECT SCHEDULE MONTHS C Include Actuals Pregram ming Schematic Qezign 3 o N 2 JANUARY 2004 thru OGCEMSER 2004 View Full Screen Use this part of the Project Schedule screen to view a graphical representation of a project s schedule It displays a project schedule that shows the planned and actual project schedule phases Planned phases are shown as red lines and actual phases are shown as gray lines In addition to the graphical schedule this screen area contains the following data fields and buttons e Refresh button Updates the graphical display of
88. ds distributor you can get hands on experience with the Projecto software using the sample data This practice will prepare you for using Projecto to perform your organization s actual capital project management tasks Projecto User Manual V3 5 R2 0 The data preparation steps depend on installation of the Projecto software Also one of the data preparation steps the removal of the sample data depends on you and your organization s personnel being sufficiently up to speed on the software such that the sample data is no longer needed for learning Because of these dependencies the data preparation steps should take place when the software has been installed and when you and your organization s personnel no longer need the sample data for learning The development of standards and procedures can occur in parallel with all of the above Ideally this should be completed when your organization begins its actual production use of Projecto Projecto User Manual V3 5 R2 0 1 3 Customization One of Projecto s key strengths is that it can be readily customized to implement any unique and special requirements that your organization might have This could involve adding or re arranging fields or reports or adding new functions Usually this work is performed by Facility Wizards a Facility Wizards distributor or your own organization s staff depending on their technical capabilities Contact Facility Wizards or your Facility Wizards dis
89. e i 2003 8003 14003 20003 2600 Project Completion Date Bar Chart Report To create and print a Bar Chart report select the Bar Chart Reports for Found Set button on the Menu of Reports screen This causes the Bar Chart Report Setup screen to be displayed which you use to select options for the report and then select a button to create and print the report The Bar Chart Report Setup screen is described next 131 Projecto User Manual V3 5 R2 0 BAR CHART REPORT SETUP SCREEN You use the Bar Chart Report Setup screen to print a Bar Chart report This screen lets you select the specific type of Bar Chart report to be created and printed The Bar Chart Report Setup screen is a detail display with a top menu Facility Wizards LEASE BAR CHART EAs aut E 1 Click on which data Project Budget you would like charted gt gt Project Area Square Feet Project Budget Square Foot Project Completion Date 2 Edit the Report Title optional gt gt Project Budget Proceed Bar Chart Report Setup Screen Top Menu The Bar Chart Report Setup screen s top menu contains this button e Back to List button Goes to the Project List screen providing access to the Projects database Data Fields and Buttons The main portion of the Bar Chart Report Setup screen has these data fields and buttons e 1 Click on which data you would like charted gt gt Project Budget P
90. e read write date field Date that the meeting minutes were prepared e Minutes Doc Yes No read only radio buttons Specifies whether there is an attached document containing the meeting minutes Projecto internally sets these radio buttons to Yes when a document is attached using the Attach button described next e Attach button Attaches an external file that is a document containing the meeting minutes e Open button Opens the attached meeting minutes document e In Attendance read write character field List of persons who attended the meeting Item Status Update Notes Next Steps ww Approvals Discussed approval process Get VP Finance approval before proceeding with funding Responsible Joe Schmoe a Responsible E 1 Approvals Executive approvals received Still waiting for final board approval Responsible Dave 2 Architectural RFPs for acoustical consultants have been Summarize and distribute proposal data when sent out to 3 different companies received Responsible Dave Use this portal to enter and view meeting minutes for a project meeting It contains these data fields and buttons e button Creates a new Meeting Minutes record and stands by for data entry e read write character field An integer defining the sort order of the displayed Meeting Minutes records Entering integer values into this field causes the records to be displayed in the designated order e Ite
91. e detail view button which appears on each row lets you expand that record taking you to another screen that presents a detail display of your data Pjt Project Name Manager Type Phase Complete Budget Employee Running Path Johnson Site Work Design 11 22 04 72 500 Human Resources Relocation Karch Relocation Design 03 11 04 4 791 933 Accounting Systems Reconfig Nelson Upgrade Constr 10 18 04 200 000 New Products Retreat Center Karch New Const Constr 08 21 04 10 000 Building Il Sprinkler Retrofit Nelson Upgrade Constr 10 01 04 5 500 Name Title Company Address City State Phone Fax Email z Archibald Z Tek Archie Tek amp Associates 734 967 2365 J Principal 3641 Larchmont Drive 734 967 2369 Ann Arbor MI 48105 archie archietek com Roger Trans Rogertrans Consulting 773 832 0200 President 444 N Ravenswood 100 Chicago IL 60622 frogger rogertrans net Delete Buttons Detail View Buttons and Delete Buttons Delete Button Some of the portals in Projecto s screens also contain a delete button This will appear in the last column within these tabular types of displays The delete button for each row lets you delete that record Once you delete a record you cannot get it back except by reentering the data or loading the last backup of the Projecto data Be careful to make sure that you actually do want to perform the deletion operation before you click a delete button 32 Projecto User Ma
92. e first action hint button Displays a dialog box providing help on inserting a new schedule phase into the schedule The portal contains these data fields and buttons e detail view button Changes the columns displayed in the portal to show notes regarding the schedule phases this changed screen area is shown below Once a note has been added to a phase this button will show a capital N To insert a new schedule phase at a particular point in the current schedule hold down the CONTROL key while clicking Y the detail view button of the phase that you want to insert the i new phase above e Phase read write character field Phase number These phase numbers determine the sort order of the displayed schedule phases Entering integer values into this field causes 8 amp 9 Projecto User Manual V3 5 R2 0 the phases to be displayed in the designated order including both in the portal and in the graphical schedule e Name read write character field Name of the project schedule phase e value list directly to the right of the Name field Marks the schedule phase as PDC phase Selections are P for Planning D for Design and C for Construction PDC phases can be optionally shown in the Project Schedule Summary report that is accessible from the Menu of Reports screen e Start 1 read write date field Start date for the schedule phase The start date for the first phase must be specified
93. e portal Portal Facility Wizards Project List Exit PROJECT z FUNDING New Line Fund Report Project 02130 Name Employee Running Path Pjt Manager Johnson m __ Date Source ID Source Description Notes Funding Amt WM 08 01 06 2002 1234 2002 Capital Budget 45 000 00 WM 08 01 06 2003 1234 2003 Capital Budget 15 000 00 EJ Ej Delete Line Project Funding Total 60 000 00 Project Budget from Budget Screen 72 500 00 Funding Notes Funding Pit info Schedule Portal within Detail Display Simply stated a portal shows a list of related records displayed within a detail display For example as shown in the above screen image the portal shows the sources and amounts of funding for a capital project Note that there are also buttons in this portal We ll explain the purpose of these buttons next 31 Projecto User Manual V3 5 R2 0 3 1 4 More on Projecto Buttons In this subsection we ll describe some additional details about some of Projecto s buttons that are positioned among the data fields in Projecto s screens You should be familiar with this to better understand the purpose of each of Projecto s screens which we ll cover in Chapter 4 Using Projecto The specific buttons we need to discuss are Detail View Button Some of the list displays and portals in Projecto s screens contain a detail view button This will be displayed in the first column within these tabular types of displays Th
94. e screens were covered in Chapter 4 Section 4 2 Projecto Screens in Detail the Project Schedule Default Items screen Project Workflow Default Items screen Building List screen and Department List screen are covered below in Chapter 6 Configuring Projecto 126 Projecto User Manual V3 5 R2 0 5 1 Project Status Report The Project Status report prints a table providing descriptions of project statuses for the found set of projects Projecto Project Management Software PROJECT STATUS REPORT July 02 4 Project Project Name Location Phase Manager ProjectStatus 02123 Radiology Lab Renovation Nelson Design phase nearly complete Release of balance of C Mail Center 2nd Floor funds is now approved Additional co funding and BDesiga identification of of alternates has Brought project back on budget Re review of plans was completed and resulted the need to change construction documents to meet sec requirements 02136 OR Professional Ofe Addition Karch Contractors are working on all floors Punch Est for finis Professional Building 4th Floor only complete for the First and Second Floors First floc Constr contractor completing final finishes Basement contracto installing finishes inc paint and floor finishes Consoles the Communication Room have been delivered and are beginning to be wired MEP trades doing final installation and adjustments all floors Project Status Report To create and print this
95. ed column Total of all displayed budget item approved budgeted amounts delete button Deletes the budget item Once you delete a budget item you cannot get it back except by reentering the data or loading the last backup of the data Be careful to make sure that you actually want to perform the deletion operation before you click the delete button Bottom Menu The Project Budget Approvals screen s bottom menu contains these buttons Find button Switches into Find mode allowing budget items to be found 100 Des button Causes budget items to be shown only for cost account category 100 Design Services and its cost accounts 200 Const button Causes budget items to be shown only for cost account category 200 Construction and its cost accounts 300 Furn button Causes budget items to be shown only for cost account category 300 Furniture and its cost accounts 400 Equip button Causes budget items to be shown only for cost account category 400 Systems Equipment and its cost accounts 500 Cable button Causes budget items to be shown only for cost account category 500 Cabling Telecom and its cost accounts 70 Projecto User Manual V3 5 R2 0 e 600 Reloc button Causes budget items to be shown only for cost account category 600 Relocation and its cost accounts e 700 Misc button Causes budget items to be shown only for cost account categor
96. ed row of data represents a record of data contained in one of Projecto s databases There can also be one or more buttons within each row in the tabular display which you use to execute various functions on the record E Vendor ID Company Name Type Phone City State E ADAUT A amp D Automatic Gate Inc Misc 415 365 8828 Redwood City CA W OFFICE Office Control Inc Mechanical 415 786 9555 Hayward CA E ADAMSO Adamson Associates Design 415 981 1004 San Francisco CA W AIRPRO Air Products Inc Mechanical 800 224 2725 Inglewood CA WE RXYMEC RXY Mechanical Inc Mechanical 408 748 8507 Santa Clara CA E AMERLO Amer Lock And Supply Inc Misc 714 996 8882 El Monte CA W ARMERS Armersham Consultants Electrical 708 593 6300 Chicago L W ARCHIT Architectural Studio Group Design 415 421 1680 San Francisco CA W BAINSE _Bainser Moving amp Storage Moving 415 329 8830 Palo Alto CA W THEFD The F D Baker Co Inc Misc 207 324 8773 Sanford ME BDDREP BDD Reprographics Inc Office Svcs 415 368 1478 San Francisco CA W BAYCIT Bay City Screw And Bolt Co GC 510 293 0101 Hayward CA W BIGJOE Big Joe California Inc Misc 510 785 6900 Hayward CA BLUESR Blues Roofing Company Misc 408 984 3494 San Jose CA SCOTTK Scott Karch Electrical Electrical 415 365 0412 Redwood City CA W BRYANO Bryan Organization Inc GC 510 568 6911 San Leandro CA W BHUENE Bhuener Inc GC 415 527 1161 Berkeley CA HM CONSOL Consolidated Security Alarms Inc Misc 415 342 2200 San Mateo CA m enen C
97. eks 4 05 10 04 05 31 04 W 6 Construction C 21 weeks 5 05 31 04 10 25 04 W 7 Punchist C 2 weeks 6 10 25 04 11 08 04 W e followup 2 weeks 7 11 08 04 11 22 04 PROJECT SCHEDULE MONTHS C include Actuals mmm 2070s Programming l Schem stic O esiga Spas e e Documenta Engineering o J m m J J s e N g JANUARY 2004 thru OECEMEER 2004 schedule Project Schedule Screen Construction Punchiiat followup Top Menu The Project Schedule screen s top menu contains these buttons e Project List button Goes back to the Project List screen providing access to all of the projects in the Projects database New Phase button Creates a new schedule phase and stands by for data entry Reports button Goes to the Menu of Reports screen Print Sched button Prints a Project Schedule report showing the project schedule Exit button Ends the Projecto session Help button Goes to the Project Help screen 88 Projecto User Manual V3 5 R2 0 Data Fields and Buttons Default weeks Week Start Monday Project 02130 Name Employee Running Path Pjt Manager Johnson Use this part of the Project Schedule screen to access core information about the project and its schedule It has these data fields and buttons e Default value list Selects the default period
98. enus data fields and buttons among the fields and the display area that is used to perform FileMaker functions Screen Area Used for Projecto Functions S FileMaker Pro PROJECTS fp5 SAX File Edit View Insert Format Records Scripts Wirfiow Help x budget v at E PROJECT BUDGET STATUS Es Hep A a 1 Project 02130 Name Employee Running Path Pjt Manager Johnson ecords 24 SAS PER cr D E F B E Fount Project Amt Anticp Amt Actual Balance to Aa Cost Category Budget Approved Changes _ Committed Spent Spend Unsorted 100 Design Services s os os is os os o Ba pra 200 Construction 12 500 12 500 234 o o 12 500 E 300 Furniture 60 000 _ 60 000 0 o 60 000 400 Systems Equipment 0 0 ol 0 0 0 lt lt 500 Cabling Telecom 0 0 o o 0 Di 600 Relocation 0 0 o 0 0 Oi lt 700 Misc 0 0 of o 0 o E 800 Project Expenses 0 o 0 0 o 0 900 Contingency 0 0 0 0 Project Totals S 72 500 72 500 234 os os 72 500 _ M Budget Frozen 07 25 03 Budget Notes last update _ 05 07 04 _Pit into_ 100 sed Browse l im For press F1 Screen Area Used for FileMaker Functions Display Areas used for FileMaker Functions and for Projecto Functions As shown in this image there are two distinct portions of the display area that is used to perform FileMaker functions these contain the FileMaker menu and the FileMaker status bar The FileMaker menu is like the
99. eral Project Information screen Workflow button Goes to the Project Workflow Checklist screen Budget button Goes to the Project Budget Status screen Schedule button Goes to the Project Schedule screen Team button Goes to the Project Team screen Action button Goes to the Project Notes Action Items screen Meetings button Goes to the Project Meetings Meeting Minutes screen 109 Projecto User Manual V3 5 R2 0 VENDOR LIST SCREEN The Vendor List screen lets you access information about the vendors that are involved with your organization s capital projects Vendor companies can include architectural firms contracting companies or any other company that is involved with your projects in some capacity From this screen you can navigate to the screen that provides detailed information for a vendor This screen presents your data using a list display displaying a Vendor record for each vendor The Vendor List screen also has a top menu and bottom menu Faciity wizards bat VENDOR is E Vendor ID Company Name Type Phone City State E ADAUT A amp D Automatic Gate Inc Misc 415 365 8828 Redwood City CA E OFFICE Office Control Inc Mechanical 415 786 9555 Hayward CA E ADAMSO Adamson Associates Design 415 981 1004 San Francisco CA W AIRPRO Air Products Inc Mechanical 800 224 2725 Inglewood CA E RXYMEC RXY Mechanical Inc Mechanical 408 748 8507 Santa Clara CA E AMERLO Amer Loc
100. ersonnel involved with the project Projecto lets you store and access a list of these persons for each project including their contact information 2 2 5 Project Notes and Action Items Capital projects often produce a large quantity of information some of which can easily get overlooked or lost without using software to help manage it In Projecto this information can be recorded as project notes and action items The action items stored and tracked in Projecto include the names of the persons that the action items are assigned to as well as a dates by which the action items must be accomplished A project note can be associated with an action item or can be just entered as a standalone notation that is not related to any particular course of action Project action items in Projecto have a status that can be Open or Complete Open action items have not been accomplished Complete action items have been accomplished Action items can also be specified as HOT indicating that the action items are more important than action items that are not HOT 2 2 6 Project Meetings and Meeting Minutes Meetings and projects go hand in hand You can use project meetings to perform planning track status decide on project changes or any other project related topic Projecto lets you enter scheduled project meetings as well as enter and track detailed meeting minutes The meeting minutes stored in Projecto include the ability to store decided upon Next
101. es S M L 223 Construction Drywall Work 09 Finishes S M L Fino ES SS EGS Chart of Cost Accounts Screen Top Menu The Chart of Cost Accounts screen s top menu contains these buttons Menu button Goes to the Main Menu screen New Acct button Creates a new cost account and stands by for data entry Categories button Goes back to the Cost Account Categories screen Print List button Prints a List of Project Cost Accounts report showing the cost account categories and cost accounts Exit button Ends the Projecto session Help button Goes to the Project Help screen Data Fields and Buttons The main portion of the Chart of Cost Accounts screen contains these data fields and buttons Acct read write character field Cost account number Category read only character field Cost account category Name read write character field Cost account name GL Code read write character field Cost account General Ledger code CSI Category value list CSI Construction Specification Institute Category that is associated with the cost account 115 V3 5 R2 0 Projecto User Manual V3 5 R2 0 Budget Type S M L 3 checkboxes Defines whether the cost account will be grouped in the Small Medium or Large Budget Template causing the cost account to be available for projects that utilize that Budget Template delete button Deletes the cost account Bottom Menu The Chart of C
102. es to the General Project Information screen Workflow button Goes to the Project Workflow Checklist screen Budget button Goes to the Project Budget Status screen Schedule button Goes to the Project Schedule screen Action button Goes to the Project Notes Action Items screen Meetings button Goes to the Project Meetings Meeting Minutes screen Docs button Goes to the Project Documents screen 95 Projecto User Manual V3 5 R2 0 PROJECT CONTACT SCREEN The Project Contact screen lets you view enter and edit contact information for an individual project team member project contact This screen presents your data using a detail display and has a top menu and bottom menu Facility Wi j Back to Contact List PROJECT CONTACT Project 02123 __ Human Resources Relocation Type PM Consultant o Company Archie Tek amp Associates Phone 734 967 2365 Vendor ID ARCHIE Cellular cell Contact Archibald Z Tek Fax 734 967 2369 Title Principal Other 734 663 0186 Address 3641 Larchmont Drive Email archie archietek com Suite 1000 Web ww w archietek com City Ann Arbor State Prov MI Zip 43105 Country Notes LOOKUP KIJ Lookup Dste 11 05 03 Delete Contact Project Contact Screen Top Menu The Project Contact screen s top menu contains this button e Back to Contact List button Goes back to the Project Team screen providing access to all project team members project
103. et Re review of plans was completed and resulted in the need to change construction documents to meet security requirements General Project Information Screen 48 Projecto User Manual V3 5 R2 0 Top Menu The General Project Information screen s top menu contains these buttons Project List button Goes back to the Project List screen providing access to all projects New Project button Creates a new project and stands by for data entry to the new project Reports button Goes to the Menu of Reports screen Project Report button Prints a Project Summary Sheet report which provides a summary of the project s scope budget and status This button first displays a dialog box allowing an optional project schedule to also be printed Exit button Ends the Projecto session Help button Goes to the Project Help screen Data Fields and Buttons Project 02123 Name Human Resources Relocation _ Pjt Manager Karch Use this part of the General Project Information screen to view the project ID and project name for the project It has these data fields and buttons Project button enabled character field Project ID Selecting this field displays a dialog box that leads to the Change Project Number screen enabling the project ID to be changed Project Name read write character field Project name Pjt Manager value list Project manager e The list of
104. f the Document record Reports button Goes to the Menu of Reports screen Photo Report button Prints a Photo report showing the project images Exit button Ends the Projecto session Help button Goes to the Project Help screen 107 Projecto User Manual V3 5 R2 0 Data Fields and Buttons Project 02130 Hame Employee Running Path Pjt Manager Johnson Use this part of the Project Documents screen to view the project ID and project name for the project that the documents belong to It has these data fields and buttons e Project read only character field Project ID e Name read only character field Project name e Pjt Manager read only character field Project manager E Document Information Description Comments E Hame RunPathAnalysis xls This spreadsheet shows the budget analysis for the new x Type MS Excel running path Status For Review Date 03 09 04 Documents Folder c Data g delete item Use this part of the Project Documents screen to attach and view the project document files It consists of a portal followed by button and a data field The portal contains these data fields and buttons e detail view button Opens the attached document e Document Information Name read write character field Document name e Document Information Type read write character field Document type for example MS Excel spreadsheet text file AutoCAD file etc
105. fices Operations etc e delete button Deletes the Primary Facility Location Once you delete a Primary Facility Location you cannot get it back except by reentering the data or loading the last backup of the data Be careful to make sure that you actually want to perform the deletion operation before you click the delete button Bottom Menu The Building List screen s bottom menu contains this button e FIND button Switches into Find mode allowing Primary Facility Locations to be found 151 Projecto User Manual V3 5 R2 0 DEPARTMENT LIST SCREEN The Department List screen lets you view enter and edit the departments within your organization that are affected by capital projects The departments data includes department names that become selections in the Department value list in the General Project Information screen This screen presents your data using a list display displaying a Department record for each department The Department List screen also contains a top menu and bottom menu Facility Wizards Exi en Dept Name Dept Head Accounts Payable Administrative Support Services Billing Department Controllers Copy Center Employee Benefits Facilities Planning amp Construction Government Relations oon DO ee WH Materials Management Payroll HR Personnel Real Estate IT Telecommunications ab jam N o w Department List Screen Top Menu The Depa
106. fields e End 2 calculated date field Calculated end date for the schedule phase based on the Start 1 Qty Periods Link and End 1 fields Actuals Start 3 read write date field Actual start date of the schedule phase Actuals End 3 read write date field Actual completion date of the schedule phase e delete button Deletes the schedule phase Once you delete a schedule phase you cannot get it back except by reentering the data or loading the last backup of the data Be careful to make sure that you actually want to perform the deletion operation before you click the delete button 90 Projecto User Manual V3 5 R2 0 EJ Phase Name Start _ Phase Notes W Programming 01 19 04 Scoping meeting minutes must be signed off WE 2 Schematic Design 02 09 04 HE 2 Approvals 03 08 04 4 Documents Engineering 04 05 04 Make sure to use new document management system W 5 Bidding 05 10 04 HB 6 Construction 05 31 04 W 7 Punchist 10 25 04 E e followup1 11 08 04 This is basically the same screen area shown above which displays differently after one of the detail view buttons has been clicked this changed screen area consists of a portal with a button above the portal This button is above the portal e button at the top of the portal and to the left of the Phase Name column headers Creates a new schedule phase and stands by for data entry The portal contains these data fiel
107. fines a project contact person is stored in a record which consists of that person s last name first name contact information and so forth Continuing with this example the database containing the data for project contact persons consists of multiple records of this type one for each person Depending on the specific database a Projecto database can contain just one type of record or several or many different types of records In order to be successful with Projecto you should be familiar with the different Projecto databases and the records that are stored within each database In the remainder of this chapter we ll describe Projecto s software features including related databases and records Projecto User Manual V3 5 R2 0 2 2 Projects You use Projecto for managing capital projects involving facility construction or substantial facility maintenance activities Capital projects are efforts that are complex enough to warrant their own budget and schedule and for which the expenditures can be depreciated over multiple years Capital projects are stored in Projecto s Projects database In this Manual we use the terms projects and capital projects interchangeably The following image shows the General Project Information screen which is one of the screens that provides you with access to the Projects database This screen lets you enter view and edit basic project information including the project scope project start and
108. has these data fields and buttons e Project read only character field Project ID 58 Projecto User Manual V3 5 R2 0 Name read only character field Project name Pjt Manager read only character field Project manager ID Activity Status Start Complete E 1 02 Submit Capital Request for Services DONE 04 23 05 05 03 05 Efel E 1 03 Evaluate relative to Facilities Master Plan DONE osvoz0s 05 07 05 Ey E 1 04 Enter basic project data into Projecto OPEN 04 19 05 E 1 05 Develop preliminary scope and schedule OPEN 05 10 05 E 1 06 Prepare detailed IS budget DELAY E 1 07 Identify potential architecture amp construction consultants OPEN E 1 08 Determine delivery model design build vs design bid build OPEN E 1 09 Prepare initial budget estimates equipment and construction DELAY E 1 10 Assign internal project team OPEN Show Category All O1 2 O3 O4 Os Use this part of the Project Workflow Checklist screen to access the Workflow Checklist itself It consists of a portal followed by some buttons and radio buttons The portal provides access to the specific Workflow Checklist Activities which are displayed in the sequence in which they should be accomplished Critical Workflow Checklist Activities are color coded in pink The portal contains these data fields and buttons detail view button Goes to the Project Checklist Detail screen providing the details of the Workflow Checklist Activity ID read write
109. he Chart of Cost Accounts screen allowing cost accounts to be entered and edited for all cost account categories 114 V3 5 R2 0 Projecto User Manual CHART OF COST ACCOUNTS SCREEN The Chart of Cost Accounts screen lets you view enter and edit the individual cost accounts that you use to track project budget items and project costs This screen presents your data using a list display displaying a Cost Account record for each cost account The Chart of Cost Accounts screen also contains a top menu and bottom menu Sacy wiare ECA mm CHART OF COST ACCOUNTS Acct Category Name GL Code CSICategory Budget Type 100 Design Services General 20 Misc S M L 101 Design Services Program Management 20 Misc S M E 103 Design Services Architectural 20 Misc S M L 104 Design Services Interior Design 20 Misc S M L 105 Design Services M E P Engineering 20 Misc S M L 106 Design Services Graphic Design 20 Misc M L 107 Design Services Lighting Consultant 20 Misc S M L 108 Design Services Estimating 20 Misc S M L x 110 Design Services Reimbursable Expenses 20 Misc S M L 111 Design Services Acoustical Consult 20 Misc S M L 199 Design Services Design Contgcy 20 Misc S M L x 200 Construction General 01 General s Km AL 210 Construction Shell 01 General S M L x 211 Construction Interiors 01 General s amp m We 220 Construction Demolition 02 Sitework S M L x 221 Construction Carpentry 06 Wood S M L 222 Construction Acoustical Ceiling 09 Finish
110. ian Cost Center 8 702229 Project Start Date 01 11 03 Completion Date 03 11 03 Project Duration amp 4 weeks Project 02123 RADIOLOGY LAB RENOVATION Building Location Project SF Approvals Executive Bu aet Permits Mai Center 2nd Floor 65 000 Bud SF 72 88 Date Notes 02 04 02 8S weeks for approvals due to 03 12 02 Projec t Scope Description Reconfigure a roughly estimated 65 000SF of Suite 100 to accomodate program growth relocations from 4444 and improve customer service at corporate HQ Capital allocation of project costs to be determined Project Summary Sheet Report To create and print this report select the One Page Project Summary Sheet button on the Menu of Reports screen You can also print this report using the Project Report Top Menu button on the General Project Information screen 134 Projecto User Manual V3 5 R2 0 5 8 Project Status History Report The Project Status History report prints a chronological list of previous project statuses for the current project This lets you analyze the progression of a project through its various statuses Proecto Project Management Software PROJECT STATUS HISTORY REPORT August 07 2 Project 02122 Human Resources Relocation Project Manager Ka Date Archived By 07 22 03 Weard Design phase nearly complete Release of balance of CDS funds is now approved Additional co funding and identificati of of altemates has brought project back on budge
111. ield Project ID e Name read only character field Project name e Pjt Manager read only character field Project manager m ___Date Source ID Source Description Notes Funding Amt E 08 01 06 2002 1234 2002 Capital Budget 45 000 00 E W 08 01 06 2003 1234 2003 Capital Budget 15 000 00 EJ Ej Delete Line Project Funding Total 60 000 00 Project Budget from Budget Screen 72 500 00 Use this part of the Project Funding screen to access a project s funding sources and amounts It consists of a portal followed by a button and some data fields The portal contains these buttons and data fields e Date read write date field Date when the funding was arranged or when the funding item was logged into Projecto Source ID value list Funding item ID e Source Description Notes read write character field Description of the funding source and or a note about the funding item e Funding Amt read write character field Funding amount delete button Deletes the Funding record Once you delete a Funding record you cannot get it back except by reentering the data or loading the last backup of the data Be careful to make sure that you actually want to perform the deletion operation before you click the delete button The area below the portal contains these data fields and buttons e New Funding Line button Creates a new Funding record and stands by for data entry e Projec
112. ield New project ID Proceed button Changes the project ID The Change Project Number screen does not have a bottom menu 53 Projecto User Manual V3 5 R2 0 PROJECT PHOTOS SCREEN The Project Photos screen lets you view enter and change project related images such as photos of your organization s facilities and architect s drawings This screen presents your data using a detail display with a large portal that displays a Project Image record for each project image The Project Photos screen also has a top menu and bottom menu ee PROJECT PHOTOS New Photo Photo Report Project 02123 Name Human Resources Relocation Pjt Manager Karch _ Photo Image Image Date Title Notes 05 13 2002 Architect s Rendering Architect s rendering of final project this image was presented to the executive committee on 5 1 ES 2 09 01 2002 Addition Progress Photo Es 01 05 2003 Interior Buildout Progress gt gt gt Project Photos Screen Top Menu The Project Photos screen s top menu contains these buttons Project List button Goes to the Project List screen providing access to the Projects database New Photo button Creates a new Project Image record and stands by for data entry Paste the image file into the Photo Image container field in order to attach it and display it Reports button Goes to the Menu of Reports screen Photo Report button Prints a Phot
113. ing Data Answer Sys Diagram Project Help Screen Top Menu The Project Help screen s top menu contains these buttons Setup button Goes to the Projecto Setup Customization screen which is used to specify Projecto configuration settings Menu button Goes back to the Main Menu screen Reports button Goes to the Menu of Reports screen Backup Preferences button Goes to the Projecto Backup screen which is used to setup automatic backups of Projecto database files Exit button Ends the Projecto session Data Fields and Buttons The main portion of the Project Help screen consists of these two data fields 1 A Question field which is a value list and 2 An Answer field which behaves as both a read only button enabled character field and a read only character field The Question field first provides a set of categories of questions Upon selecting a category the set of questions is displayed in the Answer field the field that takes up most of the screen area Next when a specific question is selected that question is displayed is the Question Field and the answer is displayed in the Answer field 119 Projecto User Manual V3 5 R2 0 Bottom Menu The Project Help screen s bottom menu contains these buttons Interfaces button Goes to the Custom Projecto Interfaces screen displaying a diagram showing Projecto s custom interfaces Sys Diagram button Goes to the Projecto System Diagram
114. ions displayed in the value list e For some of the value lists in Projecto you can also override the values in a value list field by typing in a value that is not one of the selections You can also select a value from the value list and then edit it N Any value list can easily be customized to change or add to their w EAN initial range of selections For instructions on how to accomplish als this contact Facility Wizards or your Facility Wizards distributor S Almost all of the value lists in Projecto are read write That is you can make a selection using the value list and then view the selection in the value list after you made the selection However there are a few value lists in Projecto that are read only This means that although you can click on the value list and see its different selections you cannot actually make the selection In this manual we call these read only value lists whereas we refer to the normal read write type as just value lists For each read only value list there is a corresponding value list on another screen that is read write So the purpose of a read only value list is just to remind you of what the valid selections are in the read write value list on the other screen Checkboxes A checkbox is a data field that indicates a single value that can be true or false When the box is checked the value is true when the box is not checked the value is false These appear in several of Projecto s sc
115. ist Title read write character field A title for the Workflow Checklist Activity e Comments read write character field Any comments regarding the Workflow Checklist Activity Bottom Menu The Project Checklist Detail screen s bottom menu contains these buttons e Find button Switches into Find mode allowing Workflow Checklist Activities to be found Pjt Info button Goes to the General Project Information screen Budget button Goes to the Project Budget Status screen Schedule button Goes to the Project Schedule screen Team button Goes to the Project Team screen Action button Goes to the Project Notes Action Items screen Meetings button Goes to the Project Meetings Meeting Minutes screen Docs button Goes to the Project Documents screen 62 Projecto User Manual V3 5 R2 0 PROJECT BUDGET STATUS SCREEN The Project Budget Status screen lets you view enter and edit a capital project s detailed budget and allows you to access a project s funding information This screen presents your data using a detail display and has a top menu and bottom menu Facity Wards eat PROJECT BUDGET STATUS ieee a Project 02130 Name Employee Running Path Pjt Manager Johnson A B C D E F B E Project Amt Anticp Amt Actual Balance to Cost Category Budget Approved Changes _ Committed Spent Spend 100 Design Services 400 Systems Equipment 0 0 0 olg 0 oli
116. itments V3 5 R2 0 PO 02123 PO 02123 CON 02123 PO 02123 PO 02123 INV 02123 INV 02123 CHG 02122 PO 02123 CHG 02123 PO 02123 INV 92123 100 100 100 100 100 100 100 100 100 100 106 107 Subtotal Category 100 Projecto Project Management Software Project Cost Report PROJECT COMMITMENTS AND EXPENDITURES July 02 20 Project 02123 Radiology Lab Renovation Type Project Acct Name Des General Des General Des General Des General Des Graphic Desian Des Lighting Consultant Desian Services 1015 01 O30502 O13002 04 05 02 05 28 02 08 28 02 10 20 02 04 03 03 08 03 03 06 18 03 03 08 02 94 01 03 Sa 11 202 0 2 85 4 1 85 0 45 424 ic 22 177 0 250 0 568 7 339 5 Project Commitments and Balances Report To create and print this report select the Project Commitments and Balances button on the Menu of Reports screen 138 Projecto User Manual 5 12 Project Commitments Report V3 5 R2 0 The Project Commitments report prints a list of current project commitments including affected vendors Projecto Project Management Software Project Cost Report PROJECT COMMITMENTS July 02 20 Project 02123 Radiology Lab Renovation Pit Manager lt lt pjt_ manage Type Project Acct Name Date Commit CO Vendor Am PO 02123 100 Des General 10 15 01 5543 ARCHIE 11 0 PO 02123 100 Des General 0205 02 PO50505 AIRPRO 282 0 CON
117. k And Supply Inc Misc 714 996 8882 El Monte CA E ARMERS Armersham Consultants Electrical 708 593 6300 Chicago L a ARCHIT Architectural Studio Group Design 415 421 1680 San Francisco CA BAINSE Bainser Moving amp Storage Moving 415 329 8830 Palo Alto CA W THEFD The F D Baker Co Inc Misc 207 324 8773 Sanford ME E BDDREP BDD Reprographics Inc Office Svcs 415 368 1478 San Francisco CA WE BAYCIT Bay City Screw And Bolt Co GC 510 293 0101 Hayward CA E BIGJOE Big Joe California Inc Misc 510 785 6900 Hayward CA E BLUESR Blues Roofing Company Misc 408 984 3494 San Jose CA W SCOTTK Scott Karch Electrical Electrical 415 365 0412 Redwood City CA a BRYANO Bryan Organization Inc Gc 510 568 6911 San Leandro CA W BHUENE Bhuener Inc GC 415 527 1161 Berkeley CA W CONSOL Consolidated Security Alarms Inc Misc 415 342 2200 San Mateo CA m enen Cate Nhamar Milunri TAR RAT TANN Milao Vendor List Screen Top Menu The Vendor List screen s top menu contains these buttons e Menu button Goes back to the Main Menu screen e New Vendor button Creates a new vendor and stands by for data entry e Projects button Goes to the Project List screen providing access to the Projects database e Print List button Prints a Vendor Report listing the vendors stored in Projecto including vendor specialties locations and contact information e Exit button Ends the Projecto session e Help button Goes to the Project Help screen Data Fields
118. kflow button Goes to the Project Workflow Default Items screen providing access to the Default Workflow Checklist for new projects e Buildings button Goes to the Building List screen providing access to the Primary Facility Locations where project work is performed e Departments button Goes to the Department List screen providing access to information about the departments that are affected by capital projects The Projecto Setup Customization screen does not have a bottom menu 145 Projecto User Manual V3 5 R2 0 PROJECT SCHEDULE DEFAULT ITEMS SCREEN The Project Schedule Default Items screen lets you view enter and edit default schedule phases The default schedule phases constitute the Schedule Templates that are used for newly created projects This screen presents your data using a list display displaying a Default Schedule Phase record for each default schedule phase The Project Schedule Default Items screen also contains a top menu and bottom menu Facility Wizards Exit PROJECT SCHEDULE ae DEFAULT ITEMS park ID Activity Description Schedule Type 1 01 Feasibility Study S M LE 1 02 Programming S M LE 1 03 Site Selection S M LE 1 04 Schematic Design Js Elm HIL B 1 05 Planning Review S M LEE 2 01 Approvals Hs Kim WL D 2 02 Budget Approval S M LE 2 03 Design S M L 3 01 Documents S M LE 3
119. klist Activities Data Fields and Buttons The main portion of the Project Workflow Default Items screen has these data fields and buttons e ID read write character field Default Workflow Checklist Activity ID using outline numbering that groups the items into numeric categories For example the Default Workflow Checklist Activities with ID s of 1 01 1 02 etc belong to the category 1 148 Projecto User Manual V3 5 R2 0 Activity Description read write character field One line description title for the Default Workflow Checklist Activity Critical checkbox Identifies the Default Workflow Checklist Activity as critical This means that when the Default Workflow Checklist Activity is included in a project s Workflow Checklist the resulting Workflow Checklist Activity must be completed before work on the project can progress to the next Workflow Checklist Activity Critical Default Workflow Checklist Activities and their resulting Workflow Checklist Activities are color coded in pink delete button Delete the Default Workflow Checklist Activity Once you delete a Default Workflow Checklist Activity you cannot get it back except by reentering the data or loading the last backup of the data Be careful to make sure that you actually want to perform the deletion operation before you click the delete button Bottom Menu The Project Workflow Default Items screen s bottom menu contains
120. l tracked across the cost account categories and their detailed cost accounts This table shows the major data elements contained in Projecto s Cost Tracking database and the corresponding record that this data is contained in Cost Tracking database Data Records Expenditure type Cost records Expenditure Amount 17 Projecto User Manual V3 5 R2 0 Cost account category Cost account number Expenditure date Project ID Commitment ID PO or contract number Vendor ID As with budgeting purchasing for facilities capital projects should also follow a process Projecto s cost tracking feature implements the essential process elements allowing the software to map to your organization s purchasing process Projecto supports this straightforward purchasing workflow 1 A purchase requisition is used for the requesting documentation 2 When a purchase requisition is approved it becomes a purchase order PO 3 Your organization s receives invoices from vendors for payment Also as alternatives to POs Projecto lets you handle expenditures e That are established through ongoing contracts with vendors e As minor expenses for ad hoc lesser expenditures taken care of without POs or contracts 18 Projecto User Manual V3 5 R2 0 2 5 Facility Locations Projecto s facility locations are divided into two key elements the Primary Facility Location and the Seco
121. m read write character field A category for each Meeting Minutes record e Status Update Notes read write character field Any update to the status of the meeting and notes regarding the topics discussed at the meeting e Next Steps read write character field Description of project Next Steps that were decided at the meeting e Responsible read write character field Name of the person who is responsible for accomplishing the project Next Step e A button Creates a project action item from the Meeting Minutes record and goes to the Project Notes Action Items screen displaying the new project action item e delete button Deletes the Meeting Minutes record 105 Projecto User Manual V3 5 R2 0 Once you delete a Meeting Minutes record you cannot get it back except by reentering the data or loading the last backup of the data Be careful to make sure that you actually want to perform the deletion operation before you click the delete button Bottom Menu The Project Meeting Minutes screen s bottom menu contains these buttons Find button Switches into Find mode allowing meeting minutes to be found Pjt Info button Goes to the General Project Information screen Workflow button Goes to the Project Workflow Checklist screen Budget button Goes to the Project Budget Status screen Schedule button Goes to the Project Schedule screen Team button Goes to the Project Team sc
122. m member project contact The Project Team screen also has a top menu and bottom menu Facility Wizards Project List Exit TEAM 5 Contacts ew Contac rint Team elp Name Human Resources Relocation Project 02123 Pjt Manager Nelson El Type Name Title Company Address City State Phone Fax Email pu Archibald Z Tek Archie Tek amp Associates 734 967 2365 O Edit Project Principal 3641 Larchmont Drive 734 967 2369 Ann Arbor MI 48105 archie archietek com E cc Roger Trans Rogertrans Consulting 773 832 0200 x O Edit Project President 444 N Ravenswood 100 Chicago IL 60622 _frogger rogertrans net SEND W Architect Tom Zurowski 342 527 0200 O Edit Project Principal 435 North Michigan Ave 312 527 0699 Chicago IL 60611 tz eastlakestudio com E Hvac Deborah Vox Voxentil 847 667 9992 x O Edit Project Consultant 77220 W Ridge Rd Wilmette IL 60666 E Const Mgr Doug Johnson RXY Mechanical Inc 408 748 8507 x Edit Project 2265 Calle Del Mundo 415 494 1561 Santa Clara CA 95054 Delete Contact 9 Project Team Screen The phrases project team member and project contact both refer to a person involved with the project in any capacity That is Y these two terms mean the same thing Top Menu The Project Team screen s top menu contains these buttons e Project List button Goes back to the Project List screen providing access to the Projects database e New Con
123. m menu Facity Wizards os PROJECT BUDGET APPROVALS EPS Project Acct 200 Construction Qty Units x Unit Budget Approved 02130 210 Shell 5 x 2 500 00 12 500 00 12 500 00 APPY 05 12 04 Total 12 500 00 12 500 00 Project Budget Approvals Screen Top Menu The Project Budget Approvals screen s top menu contains these buttons e Back to Pjt button Goes back to the Project Budget Status screen e New Item button Creates a new budget item and stands by for data entry e Accounts button Goes to the Cost Account Categories screen allowing cost accounts to be created or edited e Print List button Prints a image of the Project Budget Approvals screen Exit button Ends the Projecto session Help button Goes to the Project Help screen Data Fields and Buttons The main portion of the Project Budget Approvals screen has these data fields and buttons e Project read write character field Project ID e Acct value list Cost account category or cost account number for the budget item e button enabled character field between the column headers Acct and Qty Selecting this field determines the range of cost account categories or cost accounts that appear in the Acct value list 69 Projecto User Manual V3 5 R2 0 There is an important interaction between the button enabled character field between the column headers Acct and Qty Y7 an
124. ma Separated Value csv database File dbf and eXtensible Markup Language xml Export operations also will export only the records found by Find operations 38 Projecto User Manual V3 5 R2 0 Chapter 4 Using Projecto In the previous chapters we described Projecto s major features and the parts of Projecto s user interface its data fields buttons menus and display types as well as FileMaker s functions In this chapter we ll expand on these topics to walk through Projecto s user interface in detail and to show you how to use Projecto to perform capital project management tasks Projecto s reports are not covered in this chapter and instead are N w Oi A E covered in their own chapter Chapter 5 Projecto Reports Isl S 4 1 Overview of Projecto Screens Projecto s screens present your data using data fields and also display menus and buttons that you use to execute the software s functions and to navigate between the screens The next section covers each of Projecto s screens used for managing capital projects However it s a good idea to first give you a high level perspective of Projecto s screens including the relations between the screens and Projecto s databases and records that we defined earlier in Chapter 2 The following two tables lists these screens This first table lists Projecto s screens that you use to access Projecto s databases and the records within the databases
125. mages for your organizations logo and logo text which will replace the Facility Wizards logo and logo text in all screen displayed throughout Projecto The images can be BMP GIF JPG PICT or TIFF files e Proceed button Executes the specified changes to the reports headers and footers and to the logo and logo text Enter Location Field Labels Field 1 Building Field 2 Location Edit Value Lists Defaults for Cost Accounts Schedule Phases Buildings Departments Use this screen area to specify additional Projecto setup data and parameters It contains these data fields and buttons e Field 1 value list Sets the label for Projecto s Primary Facility Location field Selections include Campus Building Address etc 144 Projecto User Manual V3 5 R2 0 e Field 2 value list Sets the label for Projecto s Secondary Facility Location field Selections include Floor Room Office etc Use the Primary and Secondary Facility Location fields in the General Project Information screen to specify the location of the Y facility where the project work is taking place e Cost Accounts button Goes to the Cost Account Categories screen providing access to Projecto s cost accounts e Schedule Phases button Goes to the Project Schedule Default Items screen providing access to the Schedule Templates for new projects e Wor
126. mounts and budget changes Project costs are also tracked which is discussed below in Section 2 4 Project Cost Tracking The following image shows the Project Budget Status screen which is the screen that provides you with access to a project s budget and funding information Again at this point it s worthwhile to get somewhat familiar with this screen to begin developing an understanding of the data that s contained in a project budget in Projecto Fact Wizards oat PROJECT BUDGET STATUS Snoport Project 02130 Name Employee Running Path Pjt Manager Johnson A B E D E F B E Project Amt Anticp Amt Actual Balance to Cost Category Budget Approved Changes Committed Spent Spend _ 100 Design Services s lt lt 200 Construction 300 Furniture 400 Systems Equipment 500 Cabling Telecom 600 Relocation 700 Misc 800 Project Expenses 900 Contingency 0 Project Totals S 72500 72 500 241s og 9 Os 72 500 E Bl Budget Frozen 07 25 02 Notes last update 05 07 04 Project Budget Status Screen As shown in this screen budget amounts changes and expenditures are assigned to a set of cost account categories that include 100 Design Services 200 Construction 300 Furniture and so forth Budgeting of capital projects should go through a standard process that controls budget decisions including budget changes and approvals Projecto
127. move this sample data In addition there are several other data preparation tasks that should be done including setting up default data and changing the headers and footers that are printed on reports Again you may or may not be the person who performs these tasks If you will be involved in these tasks refer to Chapter 6 Configuring Projecto Standards and Procedures Organizations often develop standards and procedures for properly using software like Projecto These standards and procedures can provide common guidelines for how Projecto will be utilized including conventions for inputting data and defined roles and responsibilities for performing software functions and for performing accompanying capital project management tasks The larger your Projecto installation in terms of number of users the greater the need will be for these standards and procedures The sequence of these software implementation steps should be as follows e Installation and configuration should be done as soon as your organization receives the software This will enable you and your organization to get productive with Projecto as soon as possible e Since you are reading this manual you have obviously begun your learning of Projecto You can continue to study this manual as your software is being installed and configured Then in combination with this manual and in combination with any training being provided by Facility Wizards or by your Facility Wizar
128. n allowing the committed budget amount for a cost account category to be set Actual Spent read only character fields Actual project expenditures for the different cost account categories Selecting the field goes to the Project Cost Tracking screen allowing the actual expenditure for a cost account category to be set Balance to value list and read only character fields When the value list selection is set to Commit displays the budget values that have yet to be committed for the different cost account categories when the value list selection is set to Spend displays the budget values that have yet to be spent for the different cost account categories lt lt buttons to the right of each Cost Category row and to the right of the Project Totals row Goes to the Project Cost Tracking screen showing the detail of the committed and spent amounts for the cost account category or for the overall project Project Totals When selecting each field appropriately goes to the either the Project Budget Approvals screen Anticipated Costs screen or the Project Cost Tracking screen showing the details of the column s amounts across the various cost accounts Budget Frozen button read only checkbox and read only date field Freezes the project budget amounts When this button is clicked the checkbox will become checked and the current date will be entered into the date field 64 Projecto User Manual V3 5 R2 0
129. n Action Items Report The Open Action Items report prints a table listing project action items for the found set of projects Projecto Project Management Software PROJECT ACTION ITEMS REPORT July 02 2 Date Action By Category Action Needed Target _ Comp PROJECT 02123 RADIOLOGY LAB RENOVATION PM NEL Action By 04 07 03 Prepare value engineering study 06 13 03 Prepare value engineering study 06 13 03 Prepare big value engineering study Action By Dave 05 14 03 Dave Summarce and distribute proposal data when received Action By GC Assoc 09 20 02 GC Assoc Get response to funding from J Dozer 10 18 2002 Open Action Items Report To create and print this report select the Open Action Items for Found Set button on the Menu of Reports screen 130 Projecto User Manual V3 5 R2 0 5 5 Bar Chart Report There is a set of Bar Chart reports that provide graphical comparisons of various project data The available Bar Chart reports show Project budgets e Square footage area for different projects e Budget dollars per square footage area for different projects e Project completion dates These reports are useful for managing capital projects because they let you easily view the distribution of various project data according to different important criteria Projecto Project Management Software PROJECT BAR CHART REPORT July 02 2003 PROJECT COMPLETION DATE 4 Projects Total Project Completion Dat
130. nal departments In addition you can use this screen to access Projecto s cost accounts The Projecto Setup Customization screen is a detail display with a top menu Facility Wizards EET CETONA Exit Enter the Program Install Code ENTER INSTALL CODE HERE provided by Facility Wizards Enter the Header you would like to see at the top of all reports company name or whatever Projecto Project Management Software Enter the Footer you would like to see at the bottom of all reports maybe the company department name building name or something other than what you input for the header Facility Wizards Software Import your Logo and or Logo Text paste a BMP PICT or TIFF file into the logo field and enter your company name in the name field or if you choose just leave them blank and the Wizard logo will remain comp ny name Facility Wizards T ae 62 pixels wide x 65 pixels high PROJECT CONTROL SOFTWARE Proceed Enter Location Field Labels Field 1 Building Field 2 Location Edit Value Lists Defaults for Cost Accounts Schedule Phases Workflow Buildings Departments Projecto Setup Customization Screen 143 Projecto User Manual V3 5 R2 0 Top Menu The Projecto Setup Customization screen s top menu contains these buttons e Project List button Goes to the Project List screen providing access to the Projects database e Exit button
131. nd provides access to the features and functions that operate on that data In the following subsections we ll go into more detail about Projecto s data fields buttons and screens 3 1 1 Data Fields The data fields in Projecto are used to display your data and allow you to enter and edit your data Most data fields are positioned on the screen next to labels describing the data contained in the data fields We refer to these as labeled data fields However some data fields are not labeled because their placement on the screen makes it clear what their purpose is We call these unlabeled data fields Data fields contain or represent character and numeric data Most let you view enter or select and edit data We call these read write data fields Some data fields however just allow you to view data because their values have been set somewhere else in Projecto We call these calculated data fields if their values have been calculated by Projecto and we call these read only data fields if their values have simply been set by another of Projecto s screens Here is detailed information about the different types of Projecto s data fields 23 Projecto User Manual V3 5 R2 0 Character Fields Some character fields contain both alphabetic data and numeric data and other character fields contain just numeric data The character fields that contain numeric data are often used to view enter or edit currency data in U S Dollars Read
132. nd use powerful software Projecto s standard user interface gives you the features and functions screens menus data fields and reports that you need to be successful in your project management responsibilities This chapter gives you preliminary information on getting Projecto operational within your organization We ll cover the various installation and configuration options for Projecto followed by our recommendations for implementing the software 1 1 Product Configurations Projecto can be installed and configured in several different ways Understanding these options is important to make the correct decisions about e How many seats of software to license e Any Facility Wizards add on kits that also need to be licensed add on kits provide additional optional capabilities for Facility Wizards software e The design and plan for your overall Projecto software solution e The process for installing the configuring the software e The hardware that will be required to host the software e Any staff who will be required to install and configure the software e Any staff who will be required to support the software once it is operational The different Projecto configurations are Standalone The standalone configuration is an implementation in which the Projecto software is installed on a single computer for a single user Multi User Client Server The multi user client server configuration is an implementation in which Projecto
133. ndary Facility Location These allow a specific facility location to be displayed and printed in two parts which identifies the specific location where the project work is done Examples are Address and Floor Building and Room and so forth Projecto has a Facility Locations database that contains the Primary Facility Locations where capital project work is performed You can easily enter the information from this database into projects ensuring that it is accurately known where the project work is being done This table shows the major data elements contained in the Facility Locations database and the corresponding record that this data is contained in Facility Locations Database Data Records Location ID Primary Facility Location records Location Name Location address 19 Projecto User Manual V3 5 R2 0 2 6 Projecto Setup and Default Data Projecto has a variety of setup and default settings that affect how capital project data is entered processed stored displayed and printed This table shows the major data elements contained in Projecto s Setup and Defaults database and the corresponding records that this data is contained in Setup and Defaults Database Data Records Default Workflow Checklist Default Workflow Checklist records Activities and the Default Default Schedule Phase records Workflow Checklist Department records Default schedule phases an
134. nded to operate on the data you have sorted the report will contain your data in the sorted order j ao 0 y To perform a complex sort oe as oe a Windows CONTROL S SO Macintosh MacCOMMAND S X 3 2 5 Spelling Correction Another useful FileMaker function that is available in Projecto is spelling correction To check and correct spelling select Edit gt Spelling from the FileMaker menu This function gives you the choice of checking all of your data the current record an individual data field or even just the selected text within a field 3 2 6 Printing The File gt Print selection from the FileMaker menu prints the record or records that are displayed on your screen However generally instead you will want to use Projecto s printing capabilities These consist of a Print button that is part of the top menu on many Projecto screens and Projecto s reporting capability N The use of the top menu s Print button is described for each screen w a pe E in Chapter 4 Section 4 2 Projecto Screens in Detail Projecto s ay reporting capability is described in Chapter 5 Projecto Reports S 3 2 7 Exporting Data You can also use a FileMaker function to export data from Projecto To do this use the File gt Export selection from the FileMaker menu This displays a dialog box that lets you specify the record fields to be exported as well as the output file format The output options include Com
135. ning e Assigning the project team including vendors and contractors e Construction e Quality assurance e Project completion and occupancy e Any post construction activities A project s Workflow Checklist consists of a set of Workflow Checklist Activities Each Workflow Checklist Activity is stored in a Workflow Checklist record Each Workflow Checklist Activity has an assigned status e Open Workflow Checklist Activities are yet to be accomplished e Done Workflow Checklist Activities have been accomplished e Hold Workflow Checklist Activities are placed on hold for some internal reason for example awaiting approvals e Delay Workflow Checklist Activities are being delayed for some external reason for example awaiting a vendor proposal In addition some of the Workflow Checklist Activities in a project s Workflow Checklist can be marked as critical A critical Workflow Checklist Activity must be completed before work on the project can progress further and move on to the following Workflow Checklist Activities Projecto also lets you to define a default Workflow Checklist which is loaded when a new project is created This is discussed in more detail below in Section 2 6 Projecto Setup and Default Data 11 Projecto User Manual V3 5 R2 0 2 2 2 Budgeting and Funding One of Projecto s key features is tracking the budget and funding for capital projects The budget data in Projecto includes budget amounts committed a
136. nu peste Saar CATEGORIES dhiiin Acct Category Abbrev Design Services Des Note For reports and screens it s Construction Const best if you keep the category names ane Fan and abbreviations so that they fit in the boxes shown Systems Equipment Equip Cabling Telecom Cable Relocation Reloc Misc Misc Project Expenses Exp Cost Account Categories Screen Top Menu The Cost Account Categories screen s top menu contains these buttons Back button Goes back to the previous screen that was used to navigate to the Cost Account Categories screen Menu button Goes to the Main Menu screen Edit Accts button Provides instructions on how to edit the cost account categories Print Accts button Prints a List of Project Cost Accounts report showing the cost account categories and cost accounts Data Fields and Buttons The main portion of the Cost Account Categories screen has these data fields and buttons GO button Goes to the Chart of Cost Accounts screen allowing cost accounts belonging to the cost account category to be entered and edited Acct read only character field Cost account category number Category read write character field Cost account category Abbrev read write character field An abbreviation for the cost account category Bottom Menu The Cost Account Categories screen s bottom menu contains these buttons VIEW ALL button Goes to t
137. nual V3 5 R2 0 Action Hint Buttons Action hint buttons are also displayed on some of Projecto s screens usually appearing next to one or several data fields Each of these buttons serves one of two purposes e Lets you execute some infrequently used function relating to the field or fields that the action hint button is next to e Displays a dialog box that gives you additional clarifying information telling you how to properly use the field or fields that the button is next to Project Type Relocation Address Mail Center g Photos Office 2nd Floor Budget 4 791 933 Ell o Action Hint Buttons Project SF 65 000 Budget SF 73 72 Action Hint Buttons 33 Projecto User Manual V3 5 R2 0 3 2 FileMaker Operations Projecto is implemented using FileMaker a leading database and application development platform Using FileMaker s rich set of capabilities Facility Wizards has developed Facility Management software that is simple and intuitive and at the same time is powerful with the ability to handle demanding Facility Management requirements Because this software has been implemented using FileMaker there are some FileMaker functions you will need to be able to use in order to successfully use Projecto Like all parts of Projecto these functions are easy to learn To get started let s distinguish between the display area that is used to display Projecto s screens containing Projecto s m
138. o report showing the project images Exit button Ends the Projecto session Help button Goes to the Project Help screen Data Fields and Buttons The main portion of the Project Photos screen has these data fields and buttons Project read only character field Project ID Name read only character field Project name Pjt Manager read only character field Project manager read write character field Image ID Photo Image container field The image itself 54 Projecto User Manual V3 5 R2 0 Image Date read write date field Date the image was created or imported into Projecto Title read write character field Image title Notes read write character field Any notes about the image delete button Deletes the Project Image record The image file itself will not be deleted Bottom Menu The Project Photos screen s bottom menu contains these buttons Find button Switches into Find mode allowing project images to be found Pjt Info button Goes to the General Project Information Screen Workflow button Goes to the Project Workflow Checklist screen Budget button Goes to the Project Budget Status screen Schedule button Goes to the Project Schedule screen Team button Goes to the Project Team screen Action button Goes to the Project Notes Action Items screen Meetings button Goes to the Project Meetings Meeting Minutes screen Docs
139. ommitments Invoices and Expenditures and Change Orders from read write date field Beginning date for the financial transactions that will be shown in the report to read write date field Ending date for the financial transactions that will be shown in the report Go button This button also creates and prints the Cost Activity report This button provides the same function as the Cost Activity Report for All Projects button One Page Project Summary Sheet button Creates and prints a Project Summary Sheet report for the current project Project Status History Report button Creates and prints a Project Status History report for the current project Current Project Budget button Creates and prints a Current Project Budget report for the current project 124 Projecto User Manual V3 5 R2 0 e Original vs Current Budget button Creates and prints an Original Versus Current Budget report for the current project e Project Commitments and Balances button Creates and prints a Project Commitments and Balances report for the current project e Project Commitments button Creates and prints a Project Commitments report for the current project e Project Invoices and Expenditures button Creates and prints a Project Invoices and Expenditures report for the current project e Change Status Report button Creates and prints a Project Cost Change report for the current
140. on Deletes the anticipated cost Once you delete an anticipated cost you cannot get it back except by reentering the data or loading the last backup of the data Be careful to make sure that you actually want to perform the deletion operation before you click the delete button 76 Projecto User Manual V3 5 R2 0 PROJECT COST TRACKING SCREEN The Project Cost Tracking screen lets you view enter and edit individual project costs The costs are logged against cost accounts and can reference commitments POs and vendors From this screen you can navigate to the screen that provides more detail for each cost There are several versions of this screen e This screen shows committed costs for a single project when you go to this screen from one of the Amt Committed data fields in the Project Budget Status screen e This screen shows actual expenditures for a single project when you go to this screen from one of the Actual Spent data fields in the Project Budget Status screen e This screen shows actual expenditures for all projects when you go to this screen from the PROJECT COSTS button in the Main Menu screen The Project Cost Tracking screen presents your data using a list display displaying a Project Cost record for each project cost This screen also contains a top menu and bottom menu ae 2 PROJECT COST TRACKING ALL PROJECTS SEE he ice Es Ee Ea Ce Be es S Type Pjt Acct 200 Cons
141. on who is the primary user of the result of the project Department value list Organizational department that is the primary user of the result of the project Phone read write character field Phone number of the person or department that is the primary user of the result of the project Architect read write character field Architect responsible for the design of the work being performed by the project Contact for Architect read write character field Name of the architect s contact person 50 Projecto User Manual V3 5 R2 0 Phone for Architect read write character field Phone number of the architect s contact person or of the architecture firm Contractor read write character field Contractor responsible for the work being performed by the project Contact for Contractor read write character field Name of the contractor s contact person Phone for Contractor read write character field Phone number of the contractor s contact person or of the contracting firm Budget 4 791 933 Ell Project SF 65 000 Budget SF 73 72 Use this part of the General Project Information screen to access the project s overall budget amount and the square footage area affected by the project It has these data fields and buttons Budget read only character field Overall project budget amount action hint button next to Budget field Imports the Budget amount from either
142. one Office read write character field Secondary Facility Location where the project work is being done The Building field is Projecto s Primary Facility Location field and the Location field is Projecto s Secondary Facility Location field Y Using Projecto s setup and customization feature the labels for i these fields can be changed For example the Primary Facility Location field can be changed to Campus and the Secondary Facility Location field can be changed to Building The use of Projecto s setup and customization feature for setting these Primary and Secondary Facility Location fields is covered in Chapter 6 Section 6 1 Software Configuration and Preparation Screens PROJECTO SETUP CUSTOMIZATION SCREEN action hint button between the Building and Location fields Provides help on using the Primary and Secondary Facility Location fields Photos button Goes to the Project Photos screen providing access to any project related images Primary User Department Human Resources Phone 773 832 0200 Architect Contact Phone Tom Zurowski 312 527 0200 Contractor Rogertrans Consulting Contact Phone Roger Trans 773 832 0200 Use this part of the General Project Information screen to access information about the project s user affected department architect and contractor It has these data fields and buttons Primary User read write character field Pers
143. ory 800 Project Expenses and its cost accounts 74 Projecto User Manual V3 5 R2 0 ANTICIPATED COST DETAIL SCREEN The Anticipated Cost Detail screen lets you view enter and edit the details of a project s anticipated cost This includes the reason for the change and the change request number and change order number This screen presents your data using a detail display with a top menu and bottom menu Facility Wizards Back to Pjt Accounts Exit COST DETAIL ep Back to List New Item Hel COST DETAIL Project 02130 Employee Running Path Cost Acct 100 Des General Item Date 03 03 04 Reason Scope Change Amount 2 100 00 Description Revise entryway Item Status EST Change Req 2 Change Order 123114 Status Comments Discuss this change with Dave and Frank Delete Cost Item Anticipated Cost Detail Screen Top Menu The Anticipated Cost Detail screen s top menu contains these buttons e Back to Pjt button Goes back to the Project Budget Status screen e Back to List button Goes back to the Anticipated Costs screen e Accounts button Goes to the Cost Account Categories screen allowing cost accounts to be created or edited e New Item button Creates a new anticipated cost and stands by for data entry Exit button Ends the Projecto session Help button Goes to the Project Help screen Data Fields and Buttons The main portion of the Anticipated Cos
144. ost Accounts screen s bottom menu contains two sets of buttons The top portion of the bottom menu contains these three buttons to the right of the FIND label SMALL button Causes only cost accounts which have a Small S Budget Type to be displayed MED button Causes only cost accounts which have a Medium M Budget Type to be displayed LARGE button Causes only cost accounts which have a Large L Budget Type to be displayed The bottom portion of the bottom menu contains these buttons Find button Switches into Find mode allowing cost accounts to be found 100 Des button Causes cost accounts to be shown only for cost account category 100 Design Services and its cost accounts 200 Const button Causes cost accounts to be shown only for cost account category 200 Construction and its cost accounts 300 Furn button Causes cost accounts to be shown only for cost account category 300 Furniture and its cost accounts 400 Equip button Causes cost accounts to be shown only for cost account category 400 Systems Equipment and its cost accounts 500 Cable button Causes cost accounts to be shown only for cost account category 500 Cabling Telecom and its cost accounts 600 Reloc button Causes cost accounts to be shown only for cost account category 600 Relocation and its cost accounts 700 Misc button Causes cost accounts to be shown only for co
145. ottom menu Facility Wizards Projecto PROJECT CONTROL sorTwaRE SYSTEM USER LIST Name Level PM Admin Job Title Phone Email Zoom E 101 Dave Johnson 1 amp EJ Project Director dave facilitywiz com amp W 102 Seth Zurer 2 8 Project Manager seth facilitywiz com E 103 Mark Niemi 2 amp C Project Manager mark facilitywiz com J 104 Mark Sorich 1 E E Project Manager mark facility wiz com Eg E 105 Scott Karch 2 9 Technical Director scott facilitywiz com BJ E 106 Brent Nelson 3 amp Project Manager brent facilitywiz com E 107 Doug Johnson 5 Consultant doug facilitywiz com E 108 Marisela Sanchez 3 K L Finance Manager Access Levels 1 Read Write All 3 Financial 5 Read Only 2 Project Manager 4 TBD 0 inactive User System User List Screen Top Menu The System User List screen s top menu contains these buttons Menu button Goes to the Main Menu screen providing access to all of Projecto s features and functions New User button Creates a new Projecto user and stands by for data entry to the new record Exit button Ends the Projecto session User Admin button Goes to the System User List Passwords screen Data Fields and Buttons The main portion of the System User List screen has these data fields and buttons ID read write character field User ID Name read write character field
146. pplicable we ll walk through 1 the screen s top menu 2 the screen s data fields and buttons and 3 the screen s bottom menu We ll often also show additional images of parts of a screen to further clarify a screen s description MAIN MENU SCREEN The Main Menu screen is at Projecto s top level From this screen you can get to all of Projecto s features and functions This screen consists of the main menu itself and a top menu and bottom menu Facility Wizards Login PROJECT CONTROL SOFTWARE Menu of Projecto Modules View the Project List plus Details View Edit the Vendor Database View Edit Project Commitments and Expenditures View Edit the Chart of Cost Accounts ACTION ITEMS View Edit Action Items Main Menu Screen Top Menu The Main Menu screen s top menu contains these buttons e Exit button Ends the Projecto session e Login button Provides user name and password authentication for logging into a multi user client server Projecto installation 42 Projecto User Manual V3 5 R2 0 Main Menu Buttons The main menu portion of the Main Menu screen contains these buttons PROJECTS button Goes to the Project List screen providing access to the Projects database VENDORS button Goes to the Vendor List screen providing access to the Vendors database PROJECT COSTS button Goes to the Project Cost Tracking screen providing acce
147. project e Change Order Analysis button Creates and prints a Change Order Analysis report for the current project The following reports are not accessed through the Menu of Reports screen Instead you print each of these reports by selecting a Top Menu button on Projecto s screens e The Project List report is printed using the Print List button in the Top Menu of the Project List screen e The Photo report is printed using the Photo Report button in the Top Menu of both the Project Photos screen and the Project Photo Detail screen e The Project Workflow report is printed using the Chklist Report button in the Top Menu of the Project Workflow Checklist screen e The Summary Budget Analysis report and the Detailed Budget Analysis report are accessed using the Reports button in the Top Menu of the Project Budget Status screen e The Project Funding Source report is printed using the Fund Report button in the Top Menu of the Project Funding screen e The Project Cost report is printed using the Print List button of the Top Menu of both the Project Cost Tracking screen and the Project Cost Detail screen e The Project Schedule report is printed using the Print Schedule Report button in the Top Menu of the Project Schedule screen e The Project Team report is printed using the Print Team button in the Top Menu of the Project Team screen e The Action Items report is printed using the Print button in the Top Menu of the Projec
148. quence or can occur in parallel or overlap This image shows the Project Schedule screen Once again it s a good idea to get a little familiar with this screen which you use to enter the schedule phases using a tabular format and then also displays them in a graphical schedule EI EJ Facility Wizards Project List Exit PROJECT Default weeks SCHEDULE Week Start Monday New Phase Print Sched Project 02130 Name Employee Running Path Pjt Manager Johnson Actuals Ei Phase Name Start Qty Periods Link End _Start End _stat End _ El ME i Programming P 01 19 04 3 weeks 01 19 04 02 09 04 HE 2 Schematic Design F 4 weeks 1 02 09 04 03 08 04 3 Approvals D weeks r4 03 08 04 04 05 04 E 4 Documents D 5 weeks 3 04 05 04 05 10 04 W 5 Bidding 3 weeks 4 05 10 04 05 31 04 W 6 Construction C 21 weeks 5 05 31 04 10 25 04 Wi 7 Punchiist c 2 weeks 6 10 25 04 11 08 04 E 8 followup1 2 weeks T 11 08 04 11 22 04 PROJECT SCHEDULE MONTHS C include Actuals Mmmm CF CsEo ee Saham aie Dorga eee Dscuments Engineering Sicecing Construction TET followup J m 3 J 5 e N s JANUARY 2064 these SSECEMSER 2004 z i Project Schedule Screen A project s schedule and schedule phases are stored in the Projects database in Schedule Phase records There is one Schedule Phase record for eve
149. r The System User List Passwords screen also has a top menu TM Projecto e PROJECT CONTROL SOFTWARE SYSTEM USER LIST system Prefs Ej Name PM Level Password Admin Appv System Computer Name Bill Hr E Dave Johnson za 1 dave EJ Dave Johnson 100 00 E Seth Zurer amp 2 seth o DJ Seth Zurer 50 00 E Mark Niemi Eg 2 markn o KJ Mark Niemi 65 00 E Mark Sorich g 41 mark amp BJ Mark Sorich 100 00 E Scott Karch Eg 2 scott o OO Scott Karch 45 00 E Brent Nelson amp 3 brent o O BrentNelson 65 00 E Doug Johnson E 5 doug o CO Doug Johnson 30 00 E Marisela Sanchez amp 3 mari o DJ Marisela Sanchez 110 00 Acoess Levels 1 Read Write All 3 Financial 5 Read Only 2 Project Manager 4 TBD 0 inactive User System User List Passwords Screen Top Menu The System User List Passwords screen s top menu contains these buttons e New User button Creates a new user and stands by for data entry e User List button Goes back to the System User List screen e Projecto Menu button Goes to the Main Menu screen providing access to all of Projecto s features and functions e System Prefs button Goes to the System Preferences Settings screen Data Fields and Buttons The main portion of the System User List Passwords screen has these data fields and buttons e Name read write character field User name e PM checkbox Indicates that the user is a project manage
150. r This causes the user name to become a selection the Pjt Manager value list in the General Project Information screen 156 Projecto User Manual V3 5 R2 0 Defining a user as a project manager causes the last name of the user to be displayed as a project manager in the Pjt Manager Y value list in the General Project Information screen i e Level value list User Access Level Allowable values are 1 for Read Write All 2 for Project Manager 3 for Financial 4 for TBD 5 for Read Only Password read write character field User password Admin checkbox Grants the user Administrator permission e Approv checkbox Indicates that the user has permission to approve project budgets using the approval buttons in the Project Budget Status screen and in the Project Budget Approvals screen e System Computer Name read write character field User s system computer name e Bill Hr aaaa Billable hourly rate for the user The System User List Passwords screen does not have a bottom menu 157 Projecto User Manual V3 5 R2 0 PROJECTO BACKUP SCREEN Projecto s automatic backup function provides some protection against lost data due to accidental changes to or deletions of Projecto database files Use the Projecto Backup screen to setup these automatic backups Projecto s automatic backup function stores its backups on the same disk that your original data is stored on This means
151. r field The image itself 56 Projecto User Manual V3 5 R2 0 Bottom Menu The Project Photo Detail screen s bottom menu contains these buttons Find button Switches into Find mode allowing project images to be found Pjt Info button Goes to the General Project Information Screen Workflow button Goes to the Project Workflow Checklist screen Budget button Goes to the Project Budget Status screen Schedule button Goes to the Project Schedule screen Team button Goes to the Project Team screen Action button Goes to the Project Notes Action Items screen Meetings button Goes to the Project Meetings Meeting Minutes screen Docs button Goes to the Project Documents screen 57 Projecto User Manual V3 5 R2 0 PROJECT WORKFLOW CHECKLIST SCREEN The Project Workflow Checklist screen lets you view enter and edit a capital project s Workflow Checklist which contains a detailed set of steps for accomplishing the project This screen presents your data using a detail display which contains a large portal that displays a Workflow Checklist record for each Workflow Checklist Activity The Project Workflow Checklist screen also has a top menu and bottom menu Facility Wizards Project List Reports Exit CHECKLIST _Chkist Report Hep CHECKLIST New Task Chklist Report Help 02136 Name New Products Retreat Center Pjt Manager Karch Activity Status Start Complete E
152. reen Action button Goes to the Project Notes Action Items screen Docs button Goes to the Project Documents screen 106 Projecto User Manual V3 5 R2 0 PROJECT DOCUMENTS SCREEN The Project Documents screen lets you attach view and change project document files that are stored on your computer or computer network Examples of the types of files that may be worthwhile to attach within Projecto include CAD files spreadsheets and so forth This screen presents your data using a detail display with a large portal that displays a Document record for each document The Project Documents screen also has a top menu and bottom menu EI pa Facility Wizards Project List Exit PROJECT DOCUMENTS Photo Report Hep Project 02130 Hame Employee Running Path Pjt Manager Johnson E Document Information Description Comments E Hame RunPathAnalysis xls This spreadsheet shows the budget analysis for the new x Type MS Excel running path Status For Review Date 03 09 04 Documents Folder c Data g delete item Zm E ET Docs J T Project Documents Screen Top Menu The Project Documents screen s top menu contains these buttons e Project List button Goes to the Project List screen providing access to the Projects database e New Doc button Creates a new Document record in the portal and stands by for data entry The document itself must still be attached using the ATTACH button that is part o
153. reens Vnd Type Misc 12 Years in Business Acctg 12404 C Minority Owned Fed Tax ID J Women Owned S50 Checkboxes Example Checkboxes Another type of checkbox in Projecto is the read only checkbox This checkbox displays its state as either checked of not checked However you cannot actually manipulate this checkbox because this checkbox value is actually set internally by Projecto when another action is taken 26 Projecto User Manual V3 5 R2 0 Radio Buttons Radio buttons are data fields that exist in groups of two or more and represent mutually exclusive values that can be true or false That is only one of the radio buttons can be set to true and then all of the others will be automatically set to false A radio button is true when the inner circle of the radio button is filled in to show a solid color E 1 09 Prepare initial budget estimates E 1 10 Assign internal project team Show Category All Ct toe toa oe pe Buttons Example Radio Buttons Almost all of the radio buttons in Projecto are read write However in one of Projecto s screen s there is a set of radio buttons that are read only and which are set internally by Projecto when another action is taken In this manual we refer to these as read only radio buttons whereas we refer to the majority of radio buttons that are read write as just radio buttons Container Fields Container fields contain references to extern
154. rent project for which the individual project reports will be created Project Status Report for Found Set button Creates and prints a Project Status report Project Cost Summaries for Found Set button Creates and prints a Project Cost Summaries report The following data fields and button directly under the Master Project Schedule for Found Set label will create and print a Project Schedule Summary report Chart Type value list Specifies the period for the report Selections are 3 Month 6 Month 1 Year 2 Year and 3 Year Show PDC Phases checkbox Causes the overall timeframes of PDC Phases to be shown using differently color coded bars within the overall graphical timeframe for each project Starting 2 value lists Starting date for the report consisting of the starting month and year Go button Creates and prints the Cost Activity report Open Action Items for Found Set button Creates and prints an Open Action Items report Bar Chart Reports for Found Set button Creates and prints a Bar Chart report Cost Activity List for All Projects button Creates and prints a Cost Activity report The inputs to this report are set using the following data fields that are under this button labeled list of all financial transactions showing value list Type of financial transactions that will appear in the report Selections are All Items C
155. report select the Project Status Report for Found Set button on the Menu of Reports screen 127 Projecto User Manual 5 2 Project Cost Summaries Report V3 5 R2 0 The Project Cost Summaries report prints a table listing approved budgets and estimated overall costs for the found set of projects Projecto Project Management Software PROJECT BUDGET SUMMARY LIST Pjt Project Title 02123 Radiology Lab Renovation 02136 OR Professional Ofe Addition 02138 Building Il Sprinkler Retrofit 02139 Pediatrics Relocation Pjt Mgr Nelson Karoh Nelson Sanchez Total for All Projects Status Desian Constr Constr Desian Approved Budget 4 738 923 10 000 5 500 16 022 4768 45 Pjt Cost 54 763 455 Est Final 4 738 933 10 000 500 16 022 Project Cost Summaries Report To create and print this report select the Project Cost Summaries for Found Set button on the Menu of Reports screen 128 Projecto User Manual V3 5 R2 0 5 3 Project Schedule Summary Report The Project Schedule Summary report prints graphical overall project schedules for the found set of projects Timeframes for PDC Phases can also optionally be printed as shown in this report image using differently color coded bars for planning design and construction phases Projecto Project htanagement Software PROJECT SCHEDULE SUMMARY 1 YEAR GB Pienc MMM oescn ME Const March 17 2004 200
156. roject Area Square Feet Project Budget Square Foot Project Completion Date radio buttons Criteria for the Bar Chart report e 2 Edit the Report Title optional gt gt read write date field Report title e Proceed button Creates and prints the report The Bar Chart Report Setup screen does not have a bottom menu 132 Projecto User Manual V3 5 R2 0 5 6 Cost Activity Report The Cost Activity report prints a list of project commitments and expenditures for the found set of projects Projecto Project Management Software Project Cost Report PROJECT COST ACTIVITY REPORT July 02 20 Project Pjt Manager lt lt pj_manage Type Project Acct Name Date Commit CO Vendor Am CHG 200 Const General 05 11 02 PO12345 4 CONGLO 5 4 CHG 200 Const General 01 05 03 PO12345 4 CONGLO 24 Subtotal Category 200 Construction Commitments 7 5 Expenditures i Balance 7 5 Totals for Project Commitments 7 5 Expenditures Balance 7 5 Cost Activity Report To create and print this report select the Cost Activity Report for All Projects button on the Menu of Reports screen 133 Projecto User Manual 5 7 Project Summary Sheet Report The Project Summary Sheet report prints a concise summary of the current project s scope budget schedule and status Projecto Froject Management Software PROJECT SUMMARY SHEET Project Manager Nelson Project Type Renovation Current Phase Des
157. rtment List screen s top menu contains these buttons New Dept button Creates a new department and stands by for data entry e Back button Goes back to the Projecto Setup Customization screen e Exit button Ends the Projecto session e Print List button Prints a Department List report listing the departments Data Fields and Buttons The main portion of the Department List screen has these data fields and buttons e ID read write character field Department ID e Dept Name read write character field Department name e Dept Head read write character field Person who is the head of the department e delete button Deletes the department 152 Projecto User Manual V3 5 R2 0 Once you delete a department you cannot get it back except by reentering the data or loading the last backup of the data Be careful to make sure that you actually want to perform the deletion operation before you click the delete button Bottom Menu The Department List screen s bottom menu contains these buttons e FIND button Switches into Find mode allowing departments to be found 153 Projecto User Manual V3 5 R2 0 SYSTEM USER LIST SCREEN Use the System User List screen to view enter and edit data about authorized users for a multi user client server Projecto installation This screen is a list display displaying a User record for each user The System User List screen also has a top menu and b
158. ry phase and each record contains it s phase s dates duration dependencies on other phases descriptive text and so forth In Projecto you can mark a project s schedule phases as PDC Phases In these cases PDC Phases marked as e P indicates phases used for planning purposes e D indicates phases used for design purposes e C indicates phases used for construction purposes 13 Projecto User Manual V3 5 R2 0 To utilize the PDC Phases you can select an option that causes these phases to be shown in one of Projecto s reports for visualizing project schedule phases making it easy to distinguish the portions of the overall project schedule that are used for planning design and construction Projecto lets you to define three Schedule Templates for Small Medium and Large projects A Schedule Template defines the schedule phases that are created for a new project The appropriate Schedule Template is loaded when a new project is created based on the project s size This is discussed in more detail below in Section 2 6 Projecto Setup and Default Data 2 2 4 Project Team and Project Contacts Each capital facilities project involves a team of personnel which we call the project team We refer to the persons in the project team as both project team members and project contacts These can include the architect contractors construction workers consultants users of the facility construction and any other p
159. s Type of approval Selections include Executive Budget etc Date 3 read write date fields Approval date Notes 3 read write character fields Any notes regarding the approval Project Scope Reconfigure a roughly estimated 65 000SF of Suite 100 to accomodate program growth relocations from 4444 Project Status Design phase nearly complete Release of balance of CDB funds is now approved Additional co funding and Last Update identification of of alternates has brought project back on budget Re review of plans was completed and 1142 and improve customer service at corporate HQ Capital allocation of project costs to be determined resulted in the need to change construction documents to meet security requirements Archive Use this part of the General Project Information screen to access descriptions of the project s scope and status It has these data fields and buttons Project Scope read write character field Summary of the scope of the work being done by the project Project Status read write character field Summary of the current status of the project Last Update read write date field Date the Project Status field was last updated Archive button Archives the current project status description in the Project Status field allowing the project history to be reviewed Bottom Menu The General Project Information screen s bottom menu contains these buttons Find
160. s 1425 NW Ave Academic x 103 Parking Garage 1051 Front Ave Misc x 104 Center Tower 1400 NW Ave Offices x 105 Fox Center 1550 Campus Center Drive Academic x 106 Highland Parking Garage 1801 NW Ave Misc x 107 Professional Building 1660 Front Court Offices x 108 Jackson Towers 500 NW Ave Offices x 109 Mail Center 1601 Front Ave Operations x 110 Professional Arts Center 1150 NW St Academic x 111 Park Plaza East 901 Campus Center Drive Offices x 112 Park Plaza West 1611 Campus Center Drive Offices x Top Menu The Building List screen s top menu contains these buttons Building List Screen e New Bldg button Creates a new Primary Facility Location and stands by for data entry e Back button Goes back to the Projecto Setup Customization screen e Exit button Ends the Projecto session e Print List button Prints a Building List report listing the Primary Facility Locations Data Fields and Buttons The main portion of the Building List screen has these data fields and buttons e ID read write character field Primary Facility Location ID e Building Name read write character field Building Name These are the values that appear in the Primary Facility Location value list in the General Project Information screen 150 Projecto User Manual V3 5 R2 0 e Address read write character field Building address e Type value list Building type Selections include Of
161. s for the schedule phases Selections are days wkdays weeks and months e Week Start value list Defines when the working week starts Selections are Monday or Sunday This affects the calculation of the schedule when the Periods field described below is set weeks e Project read only character field Project ID Name read only character field Project name Pjt Manager read only character field Project manager EJ Phase Name _ Start Qly Periods Link End _ Start End Start End Ei E 1 Programming P 01 19 04 3 weeks 01 19 04 02 09 04 W 2 Schematic Design P weeks 1 02 09 04 03 08 04 HE 2 Approvals 0 4 weeks 2 03 08 04 04 05 04 wi 4 Documents D 5 weeks 3 04 05 04 05 10 04 W 5 Bidding 3 weeks 4 05 10 04 05 31 04 WB 6 Construction E 21 weeks 5 05 31 04 10 25 04 Wi 7 Punchiist 2 weeks 6 10 25 04 11 08 04 HB e followup1 2 weeks 7 11 08 04 11 22 04 Use this portion of the Project Schedule screen to access the project s schedule phases It consists of a portal with a button above the portal and an action hint button to the left of the portal This button is above the portal e button at the top of the portal and to the left of the Phase Name column headers Creates a new schedule phase and stands by for data entry This action hint button is to the left of the portal e action hint button to the left of th
162. s if the user is not careful These are contained in caution insets like this This is an example of how a caution inset looks These warn you about functions that are potentially harmful to your data if not used correctly Getting Support We at Facility Wizards believe that our software is so easy to use that your need for support will be minimal We stand by this belief with our support policy For as long as you license and use our software we ll never charge you for end user support by phone fax or e mail This includes helping to get you and your organization s other new users productive including answering any questions you may have about how to work with our software entering and editing data running reports and so forth To contact Facility Wizards Support e Our technical support is available Monday through Friday 9AM to 5PM CST e We can be reached at 773 832 0200 e We often will be able to assist our clients through our online remote administration service at support facilitywiz com You must first be speaking with one of our technical support staff before you click on the link Join an online tech support session Projecto User Manual V3 5 R2 0 Chapter 1 Getting Started with Projecto Projecto is the ideal software for any organization that is involved with facilities related capital projects Projecto has been designed and developed with you the software user in mind The result is easy to learn a
163. s possible if you have a plan for making your software operational There are four basic elements to getting started with Projecto that should be included in such a plan Installation and Configuration The first step in getting started with Projecto is to install and configure the software You may or may not be the person who performs this task depending on your role within your organization Contact Facility Wizards or your Facility Wizards distributor if you will be involved in this installation task Once the software is installed the specific configuration features and instructions for Projecto are located in Chapter 6 Configuring Projecto Learning Projecto Getting familiar with Projecto s features and functions is also obviously necessary in order for you to become successful with the software This manual is the great place to gain this familiarity Working with the sample data which is installed as part of software installation is also an important learning activity In addition Facility Wizards and Facility Wizards distributors offer in depth training which is another effective way of getting up to speed Contact Facility Wizards or your Facility Wizards distributor for more information Data Preparation The sample data that is installed with the software is useful for learning the software However before your organization actually starts using the software for real capital project management tasks it is important to re
164. s supported budgeting steps are 1 The budget is created and budget amounts are assigned across the cost account categories and their cost accounts 2 The budget goes through an approval process and the individual budget amounts and the overall budget are approved 3 Budget changes occur as the project progresses Changes are first entered as anticipated costs Anticipated costs are processed as change requests which are reviewed and either approved or rejected Approved change requests become change orders which are logged into the project s budget Using Projecto s project budgeting feature project expenditures are managed by entering and tracking commitments purchase requisitions purchase orders POs contracts invoices minor 12 Projecto User Manual V3 5 R2 0 expenses and budget balances These concepts are described in more detail below in Section 2 4 Project Cost Tracking Projecto also lets you track funding for your capital projects consisting of funding sources and amounts This feature lets you calculate the total amount of project funding and contrast the total funding with the total project budget 2 2 3 Schedule Tracking a project s schedule is another key Projecto feature In Projecto a project schedule consists of a set of phases Each phase has a start and completion date and phases can be linked together to identify dependencies between the phases This means that the phases can occur in se
165. shows MAJOR ACCOUNTS the selections in the Acct value list will contain the defined cost account categories 2 Then when the cost account category is selected using the Acct value list clicking the button enabled character field again will show that cost account category At that point the range of selections in the Acct value list will show the detailed cost accounts within the cost account category allowing the specific cost account to be selected Description read write character field Description of the anticipated cost REQ read write character field Request number for the anticipated cost This field assists in the sorting the anticipated cost items e Status read write character field Status of the anticipated cost Selections are EST for estimated SUB for submitted COM for committed and HOLD and VOID e Amt read write character field Amount of the anticipated cost Total Anticipated calculated character field below the displayed anticipated costs in the Amt column Total of all displayed anticipated costs with a status of EST estimated or SUB submitted e Total Committed calculated character field below the Total Anticipated field in the Amt column Total of all displayed anticipated costs with a status of COM committed e delete button Deletes the anticipated cost Once you delete an anticipated cost you cannot get it back ex
166. ss to the Cost Tracking database COST ACCOUNTS button Goes to the Cost Account Categories screen providing access to the Cost Accounts database ACTION ITEMS button Goes to the Action Items screen providing access to action items for all projects Bottom Menu The Main Menu screen s bottom menu contains these buttons User List button For a multi user client server Projecto installation goes to the System User List screen providing access to Projecto user and authorization data 43 Projecto User Manual V3 5 R2 0 PROJECT LIST SCREEN The Project List screen lets you access your organization s capital projects From this screen you can navigate to the screens providing detailed project information This screen presents your data using a list display displaying a Project record for each project The Project List screen also has a top menu and bottom menu SS Menu Exit Projecto PROJECT CONTROL SOFTWARE New Project Print List Project Name Manager Type Phase Complete Budget Employee Running Path Johnson Site Work Design 11 22 04 Human Resources Relocation Karch Relocation Design 03 11 04 Accounting Systems Reconfig Nelson Upgrade Constr 10 18 04 New Products Retreat Center Karch New Const Constr 08 21 04 Building Il Sprinkler Retrofit Nelson Upgrade Constr 10 01 04 _ Videoconferencing Center Sanchez Relocation Design 12 23 03 Fax Department Relocation Sanchez Relocation Design 05 20 04 Cafeteria
167. st account category 700 Miscellaneous and its cost accounts 800 Exp button Causes cost accounts to be shown only for cost account category 800 Project Expenses and its cost accounts Projecto s cost account categories and their abbreviations that appear in this bottom menu can be customized This is done Y using the Cost Account Categories screen which was described i earlier in this chapter 116 Projecto User Manual V3 5 R2 0 ACTION ITEMS SCREEN The Action Items screen lets you view enter and edit project action items for all of your organization s projects This screen lets you review the status of all action items including due dates and responsible persons This screen presents your data using a list display displaying a Note Action Item record for each action item The Action Items screen also has a top menu and bottom menu Wizards ACTION Pjt Category Details Notes HOT Target Complete 02123 GC Assoc Get response to funding from J Dozier amp Funding Have placed several calls and left several emails for John Dozier in Finance with no response to date Project deadlines are approaching critical path 02123 GC Assoc Review A V system options K AN HR program staff claims to require 54 inch flat screen plasma dislays with built in DV and Digital Sound We are attempting to understand their needs in greater detail 02123 KLH Review 90 drawings when received E 09 09 03 07
168. stomization screen Provides access to Projecto s setup and configuration settings Projecto Backup screen Provides access to Projecto s function for performing automatic backups of database files Most of these screens in the above tables are covered in this chapter next in Section 4 2 Projecto Screens in Detail The screens that are not covered in this chapter are covered later as follows e These screens are covered in Chapter 5 Projecto Reports Menu of Reports screen Bar Chart Report Setup screen e These screens are covered in Chapter 6 Section 6 1 Software Configuration and Preparation Screens Projecto Setup Customization screen Project Schedule Default Items screen Project Workflow Default Items screen Building List screen Department List screen System User List screen System User List Passwords screen System Preferences Settings screen Projecto Backup screen 41 Projecto User Manual V3 5 R2 0 4 2 Projecto Screens in Detail Now we re into the details of Projecto features and functions The best way to gain a comprehensive understanding of Projecto is to review each of Projecto s screens and each screen s menus data fields and buttons We ll start with the Main Menu screen In this section we ll walk through most of Projecto s screens We ll accomplish this by first showing an image of the screen Then when a
169. t Re review of plans was completed and resulted in the need to changi construction documents to meet security requirements Project Status History Report To create and print this report select the Project Status History Report button on the Menu of Reports screen 135 Projecto User Manual V3 5 R2 0 5 9 Current Project Budget Report The Current Project Budget report prints the current project s budget Projecto Project Management Software Project Budget Report CURRENT BUDGET July 02 20 Project 02123 Radiology Lab Renovation Pit Manager Nels Project Acct Description Notes Amt 02123 100 Des General additional services for change in scope 505 0 02123 100 Des General 02123 103 Des Architectural 02123 100 Des General Subtotal 100 Desian Services 65 0 02123 200 Const General approved according to preliminary estimate 400 0 02123 200 Const General 1 302 0 02123 222 Const Acoustical Ceiling 15 3 02123 230 Const Doors Hardware 10 0 02123 200 Const General Subtotal 200 Construction 2 287 32 Current Project Budget Report To create and print this report select the Current Project Budget button on the Menu of Reports screen 136 Projecto User Manual 5 10 Original Versus Current Budget Report V3 5 R2 0 The Original Versus Current Budget report prints both the original budget and the current budget for the current project This allows you to comp
170. t Detail screen has these data fields and buttons e Project read only character field Project ID e read only character field to the right of the Project field Project name e Cost Acct value list and read only character field Cost account name and cost account number that the anticipated cost applies to e PICK AN ACCT button Goes to the Pick Cost Account screen allowing the cost account to be selected e Item Date read write date field Date when the anticipated cost was determined or entered 75 Projecto User Manual V3 5 R2 0 Reason read write character field Reason for the newly anticipated cost Amount read write character field Anticipated cost amount Description read write character field Description of the anticipated cost Item Status read write character field Status of the anticipated cost Selections are EST for estimated SUB for submitted COM for committed HOLD and VOID Change Req read write character field Change request number for the anticipated cost Change Order read write character field Change order number for the anticipated cost Status Comments read write character field Any comments regarding the status of the anticipated cost Bottom Menu The Anticipated Cost Detail screen s bottom menu contains these buttons Find button Switches into Find mode allowing anticipated costs to be found delete butt
171. t Funding Total read only character field Total project funding amount e Project Budget from Budget screen read only character field Total project budget amount 67 Projecto User Manual V3 5 R2 0 Funding Notes Use this part of the Project Funding screen to access notes about the project funding It has one data field Funding Notes read write character field Any notes about the project funding Bottom Menu The Project Funding screen s bottom menu contains these buttons Find button Switches into Find mode allowing Funding records to be found Pjt Info button Goes to the General Project Information screen Workflow button Goes to the Project Workflow Checklist screen Budget button Goes to the Project Budget Status screen Schedule button Goes to the Project Schedule screen Team button Goes to the Project Team screen Action button Goes to the Project Notes Action Items screen Meetings button Goes to the Project Meetings Meeting Minutes screen Docs button Goes to the Project Documents screen 68 Projecto User Manual V3 5 R2 0 PROJECT BUDGET APPROVALS SCREEN The Project Budget Approvals screen lets you view enter and edit project budget items including approved budget items This screen presents your data using a list display displaying a Budget record for each budget item The Project Budget Approvals screen also has a top menu and botto
172. t Manages Net Type Project Acct Name Date Commit CO Vendor An CHG 02123 100 Des General 04 03 03 5543 1 ARCHIE 42 CHG 02123 210 Const Shel 04 05 03 FO12345 3 CONGLO 41 CHG 02123 200 Const General 05 07 03 PO12345 1 CONGLO 210 CHG 02123 200 Const General 05 28 03 PO77055 1 ACCOOP 13 CHG 02123 100 Des General 08 18 03 345856 1 FARREL 2 Subtotal s39 Change Order totals for Project 02123 Radiology Lab 309 Change Order Analysis Report To create and print this report select the Change Order Analysis button on the Menu of Reports screen 142 Projecto User Manual V3 5 R2 0 Chapter 6 Configuring Projecto This chapter provides information on the screens that you use to configure your Projecto software 6 1 Software Configuration and Preparation Screens You use some of Projecto s screens to configure and prepare the software for your organization s day to day use Let s go over each of these screens PROJECTO SETUP CUSTOMIZATION SCREEN The Projecto Setup Customization screen lets you select configuration settings for your Projecto software These settings let you Change the headers and footers that are printed on reports Change the logo and company name that appear on Projecto s screens Specify how facility locations are recorded and displayed Specify defaults for schedule phases and for Workflows Checklists Specify facility locations Specify organizatio
173. t Notes Action Items screen and using the Print List button in the Top Menu of the Action Items screen e The Meeting List report is printed using the Print Mtg List button in the Top Menu of the Project Meetings Meeting Minutes screen e The Project Meeting Minutes report is printed using the Print Minutes button in the Top Menu of the Project 125 Projecto User Manual V3 5 R2 0 Meeting Minutes screen e The Project Documents report is printed using the Docs Report button in the Top Menu of the Project Documents screen e The Vendor report is printed using the Print List button in the Top Menu of the Vendor List screen e The Vendor Data Sheet report is printed using the Print Vendor button in the Top Menu of the Vendor Data screen e The List of Project Cost Accounts report is printed using the Print Accts button in the Top Menu of both the Cost Account Categories screen and the Chart of Cost Accounts screen e The Default Schedule Activities report is printed using the Print List button in the Top Menu of the Project Schedule Default Items screen e The Default Workflow Activities report is printed using the Print List button in the Top Menu of the Project Workflow Default Items screen e The Building List report is printed using the Print List button in the Top Menu of the Building List screen e The Department List report is printed using the Department List button in the Top Menu of the Department List screen Most of thes
174. t than action items that are not HOT Target read write date field Date that the action item must be accomplished Complete read write date field Actual action item completion date delete button Deletes the action item Once you delete an action item you cannot get it back except by reentering the data or loading the last backup of the data Be careful to make sure that you actually want to perform the deletion operation before you click the delete button Bottom Menu The Action Items screen s bottom menu contains these buttons Find button Switches into Find mode allowing action items to be found All Items button Switches out of Find mode causing all action items for all projects to be displayed Open button Causes only Open action items to be displayed HOT button Causes only HOT action items to be displayed HOT Open button Causes only HOT and Open action items to be displayed Past Due button Causes only past due action items to be displayed Complete button Causes only Complete action items to be displayed 118 Projecto User Manual V3 5 R2 0 PROJECT HELP SCREEN The Project Help screen gives you answers to common questions about using Projecto This is a detail display screen with a top menu and bottom menu ss ee seu EEE ex HELP __Menu Backup Preferences HELP Backup Preferences Question 2 Entering and Edit
175. tact button Creates a new project team member project contact in the portal and stands by for data entry e Reports button Goes to the Menu of Reports screen e Print Team button Prints a Project Team report listing the project team members project contacts and their contact information e Exit button Ends the Projecto session e Help button Goes to the Project Help screen 93 Projecto User Manual V3 5 R2 0 Data Fields and Buttons Project 02136 Name New Products Retreat Center Pjt Manager Karch Use this part of the Project Team screen to view the project ID and project name for the project that the project team members project contacts belong to It has these data fields and buttons Project read only character field Project ID Name read only character field Project name Pjt Manager read only character field Project manager E Type Name Title Company Address City State Phone Fax Email z E Pm Archibald Z Tek Archie Tek amp Associates 734 967 2365 x Edit Project Principal 3641 Larchmont Drive 734 967 2369 Ann Arbor Mi 48105 _archie archietek com Ea E cc Roger Trans Rogertrans Consulting 773 832 0200 x D Edit Project President 444 N Ravenswood 100 Chicago IL 60622 frogger rogertrans net E Architect Tom Zurowski 312 527 0200 x Edit Project Principal 435 North Michigan Ave 312 527 0699 Chicago IL 60611 tz eastlakestudio com
176. tatus Ujate Notes Next Steps Approvals Discussed appro process Get VP Finance approval before procedd with funding Responsible Joe Schmoe Responsible 1 Approvals Executive approvals received Still waiting for final board approval Responsible Dave 2 Architectural RFPs for acoustical consultants have been Summarize and distribute proposal data when sent out to 3 different companies received Responsible Dave Bottom Menu Projecto Top Menu Bottom Menu and Additional Buttons Menus are simply groupings of buttons that appear in a consistent placement and format in Projecto s screens As shown in the above screen image most screens contain a top menu and a bottom menu In addition a few of Projecto s menus such as in the Menu of Reports screen take up most of the screen area 28 Projecto User Manual V3 5 R2 0 3 1 3 Data Presentation within Projecto Screens To present your data Projecto screens contain data fields usually including a mix of the types and variations we described above read write character fields checkboxes etc The screens that contain data fields can also contain buttons among the data fields All Projecto screens contain one or more menus Projecto presents your data in three different ways The most basic of these is a list display This lists the data fields in a tabular format using rows and columns with column headers Each display
177. ters 6666 literal text When in Find mode the status bar also contains an Omit button This lets you omit the records that were found based on your Find criteria This has the effect of returning all the records in your data except the records found by your criteria In other words this has the opposite effect of performing a normal find as we described above Most Projecto screens also contain a bottom menu that includes a Find button This button does the same thing as selecting the Find mode button that is part of the FileMaker display area 37 Projecto User Manual V3 5 R2 0 3 2 4 Sorting Records Sort operations determine the order in which you view your records You can sort and view them in numerical order alphabetical order or by date For the tabular types of data displays list displays and portals you can sort the records quickly by clicking a column heading You can also perform a more complex sort by executing the Records gt Sort command from the FileMaker menu This displays the dialog box that lets you define a sort order using any of the data fields including two or more data fields as well as giving you full control over all other sort parameters Sort operations also work with Find operations and with reports If you execute a Find and then perform a sort of your data then just your found records will be sorted if you perform a sort prior to creating a report then given that the report is inte
178. the Project s e B udget e Schedule e Team contacts e Action items e Workflow Checklist e Meetings and meeting minutes e Documents top menu and bottom menu Facility Wizards GENERAL PROJECT Project List Exit Project Created OS 70 SS MAME Bo eel Project 02123 Hame Human Resources Relocation PitManager Karch Major Project Abbrev Name Human Resources Current Phase Design Cost Account 3 762229 Year 2003 Master Plan Phone Department Architect Contact Phone Tom Zurowski Contractor Contact Phone Roger Trans Primary User 773 832 0200 Human Resources 312 527 0200 Rogertrans Consulting 773 832 0200 Project Type Relocation Address Mail Center L es Photos Office 2nd Floor al Budget 4 791 933 Ed Project SF 65 000 Budget SF 73 72 Project Start 01 11 04 Completion 03 11 04 Approvals Date Notes Executive 02 04 02 8 weeks for approvals due to vacations Budget 03 12 02 Permits Project Scope Reconfigure a roughly estimated 65 000SF of Suite 100 to accomodate program growth relocations from 4444 and improve customer service at corporate HQ Capital allocation of project costs to be determined Design phase nearly complete Release of balance of CDB funds is now approved Additional co funding and identification of of alternates has brought project back on budg
179. the total original budget amount or the total approved budget amount from the Project Budget Status screen First displays a dialog box for making this selection Project SF read write character field Facility square footage area affected by the project Budget SF calculated character field Budget amount per square footage area affected by the project Project Start 01 11 04 Completion 03 11 04 Use this part of the General Project Information screen to access the overall project timeframe It has these data fields and buttons Project Start read write date field Project start date Completion read write date field Project completion date Projecto normally calculates the dates in the Project Start and Completion fields from the project s schedule phases which Y you enter using the Project Schedule screen However you can i override these calculated values by typing a date directly into either or both of the Project Start and Completion fields When you do this two asterisks are displayed in each affected field The Project Schedule screen is described later in this chapter 5I Projecto User Manual V3 5 R2 0 Approvals Date Notes Executive 02 04 02 8 weeks for approvals due to vacations Budget 03 12 02 Permits Use this portion of the General Project Information screen to enter and view project approvals It has these data fields and buttons Approvals 3 value list
180. these buttons FIND button Switches into Find mode allowing Default Workflow Checklist Activities to be found All Lines button Causes all Default Workflow Checklist Activities to be displayed 1 button Causes only Default Workflow Checklist Activities with an ID beginning with 1 to be displayed 2 button Causes only Default Workflow Checklist Activities with an ID beginning with 2 to be displayed 3 button Causes only Default Workflow Checklist Activities with an ID beginning with 3 to be displayed 4 button Causes only Default Workflow Checklist Activities with an ID beginning with 4 to be displayed 5 button Causes only Default Workflow Checklist Activities with an ID beginning with 5 to be displayed 149 Projecto User Manual BUILDING LIST SCREEN V3 5 R2 0 The Building List screen lets you view enter and edit the Primary Facility Locations where project work is performed The data contained in the Primary Facility Locations includes building names that become selections in Primary Facility Location value list in the General Project Information screen This screen presents your data using a list display displaying a Primary Facility Location record for each Primary Facility Location The Building List screen also has a top menu and bottom menu Facility Wizards Exit ID Building Name Address Type 101 Memorial Library 1601 Front Ave Academic x 102 Center for Family Studie
181. ting date e Meeting Title read write character field Project meeting title e Description Notes read write character field Brief description of the meeting and any notes about the meeting e MINUTES button Goes to the Project Meeting Minutes screen for the meeting allowing meeting minutes to the viewed entered and edited e delete button Deletes the project meeting Once you delete a project meeting you cannot get it back except by reentering the data or loading the last backup of the data Be careful to make sure that you actually want to perform the deletion operation before you click the delete button Bottom Menu The Project Meetings Meeting Minutes screen s bottom menu contains these buttons e Find button Switches into Find mode allowing project meetings to be found e Pjt Info button Goes to the General Project Information screen 102 Projecto User Manual V3 5 R2 0 Workflow button Goes to the Project Workflow Checklist screen Budget button Goes to the Project Budget Status screen Schedule button Goes to the Project Schedule screen Team button Goes to the Project Team screen Action button Goes to the Project Notes Action Items screen Docs button Goes to the Project Documents screen 103 Projecto User Manual V3 5 R2 0 PROJECT MEETING MINUTES SCREEN The Project Meeting Minutes screen lets you enter view and edit minutes resulting from your
182. tributor for more information about customization options for Projecto Projecto User Manual V3 5 R2 0 Chapter 2 Projecto Key Concepts and Features This chapter introduces and describes Projecto s major features and the key concepts behind these features This will give you the necessary background to go deeper into the specific functions for using the software From a high level view Projecto lets you perform capital project management tasks by utilizing and tracking information about e Project tasks and schedules e Project budgets and project funding sources and amounts e Project costs e Project teams and project contact persons e Project notes and action items e Project meetings and meeting minutes e Project related documents stored on your computer or computer network e Vendors that contribute labor and materials to capital projects e Reports that provide visibility into your organization s capital project management activities 2 1 Projecto Databases and Records Projecto stores your capital project management data in databases Each database stores data that serves a specific purpose and all the databases together comprise the repository for all of the data supporting Projecto s features and functions The databases in Projecto contain records Regardless of how your data is displayed internally within Projecto your data is stored as records A record is a set of closely related data For example the data that de
183. truction Date Commit CO VendoriD Invoice Amt WY 02135 400 Systems Equipment 12 21 03 PO3812 MAHARA sagesi00 g WV 02135 500 Cabling Telecom 02 07 04 CONGLO i moez g INV 02135 411 Printers Copiers 04 12 04 AMERLO x INV 02135 411 Printers Copiers 10 29 03 PO6S78 BLUESR x INV 02135 800 Project Expenses 02 10 04 PO806 THEFD INV 02135 400 Systems Equipment 01 16 04 PO3812 DEVELO x WV 02135 400 Systems Equipment 08 30 03 P03812 STAPLE i x Commitment Total Shown 0 00 Expenditure Total Shown 79 275 00 Net Balance 79 275 00 Project Cost Tracking Screen Top Menu The Project Cost Tracking screen s top menu contains these buttons Menu button Goes to the Main Menu screen Back to Pjt button Goes back to the Project Budget Status screen for the selected project If costs for just one project are shown in the Project Cost Tracking screen then that project is the selected project If costs for multiple projects are shown then the selected project will either be the first project in the list or a project that can be determined by clicking on one of the project s fields Accounts button Goes to the Cost Account Categories screen providing access to Projecto s cost accounts e New Item button Creates a new project cost and stands by for data entry 77 Projecto User Manual V3 5 R2 0 Vendors button Goes to the Vendor List screen Print List button Prints a Project
184. umber for payment of the expenditure to a vendor company e Invoice Date read write date field Date of the vendor s invoice for payment of the expenditure to a vendor company e Status value list Vendor s invoice status Selections are Received Submitted Approved Paid The following screen area consisting of a field and an optional button will change depending on the value of the COMMITMENT and EXPENSE radio buttons REQ Amt 4 500 00 This variation will appear when the REQ radio button is selected It consists of this data field e REQ Amt read write character field Purchase requisition amount PO Amt 4 500 00 EES PO Amt 4500 00 yeti These variations will appear when the PO radio button is selected One of two variations of this screen area will be displayed depending on whether a PO has been generated for the cost item This screen area consists of the following data field and one of two different buttons e PO Amt read write character field PO amount e Create PO button Creates a PO for the project cost e View PO button Displays a previously created PO number for the project cost Contract 4 500 00 This variation will appear when the CON radio button is selected It consists of this data field e Contract read write character field Contractual cost amount 83 Projecto User Manual V3 5 R2 0
185. unts within the cost account category allowing the specific cost account to be selected Date read write date field Date when the expenditure was incurred or entered Commit read write character field Commitment number for the cost item This is typically a PO number CO read write character field Change order number for the change order that resulted the project cost if the cost was a result of a budget change that was reviewed and approved using a change order Vendor ID value list Vendor ID if the expenditure is payable to a vendor company Invoice aaaa Invoice number for the expenditure Amt read write character field Amount of the expenditure delete button Deletes the project cost Once you delete a project cost you cannot get it back except by reentering the data or loading the last backup of the data Be careful to make sure that you actually want to perform the deletion operation before you click the delete button 78 Projecto User Manual V3 5 R2 0 Bottom Menu The Project Cost Tracking screen s bottom menu contains these buttons Find button Switches into Find mode allowing project costs to be found 100 Des button Causes project costs to be shown only for cost account category 100 Design Services and its cost accounts 200 Const button Causes project costs to be shown only for cost account category 200 Construction and its cost accounts 300
186. value list The Schedule Template to use There are three available Schedule Templates Small Medium and Large This determines the beginning schedule phases that are loaded into Projecto s schedule as shown in the Project Schedule screen Y The cost accounts that belong to a particular Budget Template are set using the Chart of Cost Accounts screen This screen is described later in this chapter The default schedule phases that belong to a particular Schedule Template are set using the Project Schedule Default Items screen This screen is described in Chapter 6 Section 6 1 Software Configuration and Preparation Screens PROJECT SCHEDULE DEFAULT ITEMS SCREEN e Proceed button Creates the new project The New Project screen does not have a bottom menu 47 Projecto User Manual V3 5 R2 0 GENERAL PROJECT INFORMATION SCREEN The General Project Information screen lets you view enter and edit general information about one of your organization s projects The data contained in this screen includes The General Project Information screen presents your data using a detail display and has a Project Name Project manager Project scope Facility location affected by the project Project budget Project start and completion Project approvals From each project screen you can navigate to all of the other project screens that provide additional project information f consisting of
187. y 700 Miscellaneous and its cost accounts e 800 Exp button Causes budget items to be shown only for cost account category 800 Project Expenses and its cost accounts Projecto s cost account categories and their abbreviations that appear in this bottom menu can be customized This is done Y using the Cost Account Categories screen which is described i later in this chapter 71 Projecto User Manual V3 5 R2 0 ANTICIPATED COSTS SCREEN The Anticipated Costs screen lets you view enter and edit a project s anticipated costs Anticipated costs are newly determined project costs which are anticipated changes to the previously established project budget From this screen you can navigate to the screen that provides more detail for each anticipated cost This screen presents your data using a list display displaying an Anticipated Cost record for each anticipated cost The Anticipated Costs screen also has a top menu and bottom menu F Wizards 3 s sony Back to Pit ext Se ae PROJECT 02130 Se Jobe WB Date Pjt Acct MAJORACCOUNTS Description REQ Status Amt E 03 03 04 02130 100 Design Services Revise entryway 2 EST 2 100 00 HM 03 04 04 02130 100 Design Services Revise flooring 3 EST 3 675 00 Total Anticipated 5 775 00 Total Committed 0 00 EST Estimated SUB Submitted for Approval COM Committed PO Contract Change Order Anticipated Costs Screen Top Menu The
188. ystems Equipment 500 Cabling Telecom 600 Relocation 700 Misc 800 Project Expenses 900 Contingency Project Totals S 72 500 72 500 24 s os Os 72 500 E Budget Frozen 07 25 03 Use this part of the Project Budget Status screen to access a project s detailed budget It has these data fields and buttons Project Budget button enabled character fields Current budget amounts for the different cost account categories Selecting this field goes to the Project Budget Approvals screen allowing the budget amount for a cost account category to be set button between column headers Project Budget and Amt Approved Causes the project budget amounts to be approved copying the values into the Amt Approved column Amt Approved button enabled character fields Current approved budget for the different cost account categories Selecting this field goes to the Project Budget Approvals screen allowing the approved budget amount for a cost account category to be set Anticp Changes read only character fields Any anticipated budget changes for the different cost account categories Selecting the field goes to the Anticipated Costs screen allowing the anticipated cost amount for a cost account category to be set Amt Committed read only character fields Committed budget amounts for the different cost account categories Selecting the field goes to the Project Cost Tracking scree

User Manual

Contents

Download Pdf Manuals

Related Search

Related Contents