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Title: Project Management Reference Guide

Brief description:

The purpose of this document is to act as a reference for the most common project management functions performed in the Unanet application. The activities described in this document will provide a framework for managing the performance of your projects. After a general understanding of the product is obtained, you should be able to expand in the functions described in this document tailoring the use of Unanet to best satisfy your needs as a project manager. 

What’s covered in this document:

Establishing a Budget for a Project

Unanet provides a mechanism to record a variety of budgets at the project level. These budgets are used by the SUMMARY reports in each of the following report sections:

  • Project Accounting Reports 
  • Project Reports
  • People Reports 

Navigate to Reports > DashboardThe specific reports that display project budgets are shown below in red. 




The steps required to create a project budget are shown below.

Step 1 - Search for the Project

Navigate to Project > Dashboard and search for the project by entering specific project information or wildcard characters in the fields provided and clicking the blue arrow.



The project list will be displayed based on the criteria entered. Click the edit pencil icon to edit the desired project.

Note:  You can also navigate to Project > List, enter the appropriate criteria on the Search tab, and select the List tab.

Step 2 - Navigate to the Budget Tab

Once the edit pencil icon is clicked for the desired project, select the Budget tab.

Step 3 - Enter Budget Numbers

Values entered on the Budget tab of a project are optional and are primarily used for reporting purposes. Entering values on this tab does not prevent charging against the project in these areas.

Budgets can be created at the project level and/or the task level. There is no direct relationship between project level and task level budget entries. They can be used independently of each other.

Project budgets are entered on the Budget tab. Budgets entered on this tab tie in with the cost reports. It is important to understand the relationship between the budget numbers entered on this tab and those displayed on the cost report. The table below describes this relationship and focuses on the numbers on the Budget tab and the Project Cost Summary (JSR) report. These relationships are consistent across all of the reports that display budgets in the Project Accounting Reports section of the Unanet reports.

The information in the table below ties in with the two subsequent screen shots showing the project Accounting and Budget tabs.
The information on these tabs can also be reflected in the Project Cost Summary (JSR) report if they are specified in the particular Cost Report definition that is being used. (Admin > Setup > Accounting > Cost Reports)

Project Accounting Tab/Project Budget Tab

Project Cost Summary (JSR)

Notes

Total Value $ (Accounting Tab)

Total Project Value

This value should be entered in dollars. On the JSR, this field can be found in the header section.

Funded Value $ (Accounting Tab)

Funded Value

This value should be entered in dollars. On the JSR, this field can be found in the header section.

Labor Budgets Cost $ (Budget Tab)

TOTAL LABOR (BUDGETED Column)

This value displays on the JSR on the row TOTAL LABOR under the BUDGETED column and represents the total unburdened labor cost for the project.

Labor Budgets Burdened Cost $ (Budget Tab)

TOTAL BURDENED LABOR (BUDGETED Column)

This value displays on the JSR on the row TOTAL BURDENED LABOR under the BUDGETED column and represents the total burdened labor cost for the project.

Expense Budgets Cost $ (Budget Tab)

TOTAL OTHER DIRECT COSTS (BUDGETED Column)

This value displays on the JSR on the row TOTAL ODC under the BUDGETED column and represents the total unburdened ODCs for the project.

Expense Budgets Burdened Cost $ (Budget Tab)

TOTAL BURDENED ODCs (BUDGETED Column)

This value displays on the JSR on the row TOTAL BURDENED ODCs under the BUDGETED column and represents the total burdened ODC cost for the project.

Sum of “Labor Budgets Burdened Cost $” + “Expense Budgets Burdened Cost $”

TOTAL CONTRACT COSTS (BUDGETED Column)

This value displays on the JSR on the row TOTAL CONTRACT COSTS under the BUDGETED column and represents the total burdened costs (both labor and ODCs) for the project.

Sum of all contract costs plus fee for Cost Plus contracts or

Sum of all ODCs and hours multiplied by bill rates for T&M contracts.

CONTRACT REVENUE (BUDGETED Column)

This value displays on the JSR on the row CONTRACT REVENUE under the BUDGETED column and represents the revenue for the project.


Project Budget Tab




Project Accounting Tab




Project Cost Summary (JSR) report 

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Saving A Report to your Dashboard

Unanet supports a Shared Reports area. Reports saved to this area are accessible by users with the appropriate role to run the report. This section describes the steps to save a shared report to a user’s local dashboard.

Step 1 - List Shared Reports

Navigate to Reports > Saved. The Shared Reports section will list reports that have been shared in the system. You can run any of these reports by clicking the blue triangle icon to the left of the report name. If you do not see any shared reports, please contact your system administrator.

Step 2 - Set Report Criteria/Run Report

The report Criteria page is where the parameters are set for what information will be included in the report. As is the normal practice in Unanet, wildcard characters may be used in specific fields to aid in searching and narrowing the returned results so that your report only includes information that meets the search criteria.  

From Reports > Dashboard, when you click on a report name you are taken to the Criteria page by default prior to running the report.

For the date fields on the Criteria page, it is recommended that a relative date range be selected from the dropdown menu rather than entering specific dates for a period. Relative dates will dynamically update for the specified period (EX:  Calendar - Current Month) whereas specific dates will not.

Once criteria is selected, click the Run Report link, and review the data. If necessary, click the Back to Criteria link (upper left corner) to return to the Criteria page and adjust the parameters until the output meets your needs.

Step 3 - Save the Report to Your Dashboard

When the report output is as desired, you can save the report to the dashboard of your choice by clicking the Save Criteria link at the top of the Criteria page. A popup window opens where you will specify a name for the report (Save As) and select the dashboard(s) from which the report will be accessible.  Click Save to complete the process.

Note:  Users that have the role of Administrator, P&R administrator, or HR Administrator also have the capability of designating saved reports and/or charts as "shared" which makes them available for other users to include on their dashboards, thus ensuring that all users run the report with common criteria, obtaining comparable results.

For more information on Shared Reports, see the link in the Additional Information section of this page.

Step 4 - Run Dashboard Report

Once saved, the report will show up under the My Reports section (upper left) of the dashboard(s) selected on the Saved Report Criteria popup window.  

Setting Project Alerts

Project alerts are a feature of Unanet that will trigger an e-mail and a Unanet dashboard notification when configured project thresholds are exceeded.

The Project Manager role is required to set alerts for a project. You can determine who has the Project Manager role for a project by editing the project and navigating to Administrators > Project Manager (left menu). Use the filter to select and assign Project Managers as appropriate.

Default alert preferences for the Project Manager are defined on the Projects - Performance Alert Preferences page (Projects > Alerts).

Step 1 - Find and Edit a Project

You can find the desired project by using the Quick Search function from Project > Dashboard.

You can navigate to Projects > List and use the search features on the Criteria page, or click the List tab to pull up all projects.

Click the edit pencil icon for the desired project to edit.

Step 2 - Select the Alerts Tab

Once you edit a project, you are placed on the project Profile page by default.

  • Select the Alerts tab.
  • Choose an option for PROJECT PERFORMANCE ALERTS (NO ALERTS, USE DEFAULT PREFERENCES, CUSTOM).
  • (CUSTOM only) In the Show Alerts To section, select those who should receive the alerts.
  • (CUSTOM only) In the Show Alerts When section, select what thresholds will trigger the alerts   
  • Click Save.

Note: The amounts in the Budget tab of the project are the basis for the alerts. 

For more information on Project Alerts, see the link in the Additional Information section of this page.



Additional Information

KC - Project Alerts

KC - Project Accounting Instructional Guide - Setup Cost Report

Help Docs - Project Alerts

Help Docs - Project Profile - Budget

Help Docs - Working with Saved Reports, Charts & Lists




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