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Introduction:

A Project in Unanet is a unit of work or collection of works to which multiple people report time and expenses.

Description: 

All time reporting, expense reporting, and resource planning must be performed against what is called a Project in Unanet. Therefore, projects must be established in order to track direct (billable, contract, etc.) as well as indirect (overhead, G&A, fringe, etc.) time, expenses, and resources.

What's covered in this document:

Unanet Administrators and Project Managers may manage (add/edit/disable) projects via the Project maintenance screens. These screens are comprised of several subscreens that allow for the management of project attributes such as the project’s period of performance, budgeting, and access (time and/or expense charging, reporting, management). Example project creation below:

Best Practices and Notes

  • PROJECT STATUS: Choose your project status from the dropdown menu.
    • 1-Pipeline Stage 1 (Active)
    • 1-Pipeline Stage 2 (Active)
    • 1-Pipeline Stage 3 (Active)
    • 1-Pipeline Stage 4 (Inactive)
    • 2-Open (Active)
    • 3-Pending Closeout (Inactive)
    • 4-Closed (Inactive)

  • CONDITION: This is an optional field; you may leverage this field in project reporting. If you use this field, you need to identify policies of what makes a project green, red, or yellow.

  • Owning Organization: If the Financial Organization property is turned on (Admin > Properties > Financials > General > Use Financial Organizations), Owning Organization is a required field on the project and the Organization must be a Financial organization. Owning Organization is a very useful way to categorize your internal groups of divisions, departments, lines of business, and more. The Owning Organization is the Remit To entity for a billable project. 

  • Project Organization: Each Unanet project must be associated with a Project Organization which typically represents a Customer. The Project Organization is often used in project reports. This relationship is known as the Project Organization (and also sometimes referred to as a Bill Organization). The list of available Project Organizations is defined by the Administrator on the Admin Organization screen. All time and expenses charged to a project are, by default, also charged to the associated Project Organization. The Project Organization must be a customer of the same legal entity to which the Owning Organization belongs.

  • Project Code: The value entered for Project Code should be intuitive such that users entering Time or Expenses recognize the Project Code. The Project Code must display on the timesheet or expense report; the Organization and Title are optional. The Code may not contain spaces.

  • Project Title: The Project Title field contains the descriptive name given to a particular project. This may be useful as the Project Code field may not be descriptive enough in some instances. The Project Title field can be configured to appear along with the Project Code in the timesheet project dropdown menu via the Time-Display properties settings (Admin > Properties > Time > Edit Settings > Display Options). (Note: Consider real estate on timesheet.) The Title may contain spaces.

  • Project Type: This field is typically used to categorize a type of project and may be used to define the type of work being performed. Each Project Type has an attribute (check box in Admin > Setup > Project Types) which determines if it is billable or not, and is used in reporting to reflect whether amounts are billable or not.

  • Comment: This is an optional field to enter comments/notes as needed.

  • Project Management Level - MANAGE AT TASK LEVEL: This setting requires that WBS tasks are loaded in each project and that Assignments are made at the task level. This can be helpful if not all members assigned to a project should see or log time and expenses against all tasks.

    Note: It is best to determine whether or not you will need to utilize project tasks before considering your strategy for plans or assignments. If you do not select MANAGE AT TASK LEVEL, you will receive an error (project does not allow task level assignments) and will not be able to log time or expenses at the task level.

  • Require Tasks for Time and Expense: This setting requires a user to select specific tasks for time or expense reporting. This is useful if MANAGE AT TASK LEVEL is turned off and users are assigned at the project level, as they are still required to choose a task.

  • Posting Group: This will always default to the system default Posting Group setup but can be overwritten at the project level.

  • Funded Value:
    • This limits billing and/or revenue to the funded value (when specified).

    • Funded value on Cost Plus (CP) Billing Type projects should only reflect the Funded Cost value; Fee Funded Value is restricted by the fixed fee amount.

    • Scenario 1: Billable items have been incurred on a project but the funding ceiling has been reached. The customer has communicated that a modification is forthcoming. In this case, the project option to limit billing may be selected while the entity continues to recognize revenue on the project.

    • Scenario 2: Billable items have been incurred on a project but there is no confidence a modification will be received. In this case, the project option to limit revenue may be selected to prevent a future revenue write-down while billings are continued.

    • Funding value cap adjustments will be posted to the account specified in the Posting Group setup. This should be a separate General Ledger account so that the balance is reflected separately on the financial statements and highlights any ongoing contractual issues.

  • Fee:
    • A single project can support multiple fee calculation methods. The system will support fixed fee amounts and generate either fixed fee cap adjustments (when fixed fee is exceeded) or recognize unearned fixed fee when a project is marked as completed.

    • Fee calculation methods ONLY apply to CP projects; these methods are disregarded on T&M and FP. 

  • Accounts:
    • Numerous accounts may be specified at the project value.

    • Navigate to Project > List > List tab > Edit Pencil Icon > Accounts (left menu).



  • Billing:
    • Navigate to Project > List > List tab > Edit Pencil Icon > Billing (left menu) > Invoice Setup > Setup tab > GENERATE UNANET INVOICE check box. This box designates whether a Unanet invoice will be created for a project. For example, if a project is newly created and not authorized to bill, this box may not be selected. It works in concert with the Project Type and Billing Type.

    • Navigate to Project > List > List tab > Edit Pencil Icon > Billing (left menu) > Invoice Setup > Contacts tab > INVOICE DELIVERY OPTIONS section. Unanet supports the ability to deliver invoices via email or print.

Additional Information

KC - FAQ - How do I create an assignment or plan for a resource by associating the assignment/plan to a task?

KC - FAQ - Can I specify default settings in the project profile?

KC - FAQ - How should I set the Project profile Access tab?

Help Docs - Project Profile


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