Standard projects and copying projects
Standard projects are a way to create new projects quickly using a predefined structure. A standard project is not a project in and of itself. It is a template the can be used to create projects. A standard project has a number of standard project elements and can optionally contain standard resources.
similar projects
There are different ways to work with standard projects when organizations work with projects that look alike but are not completely identical.
One option is to create one large standard project that will contain all possible activities for a project. After the creation of a project based on this standard project, some project elements can be removed to come to the required project structure (missing project elements can be added afterwards also).
A different approach is to create multiple standard projects and select the right one when creating a new project. This requires more time creating the standard projects, but once an actual project is created based on one of the standard projects, less time is needed to finish defining the project.
resources
It is possible to add standard resources to standard projects. When certain project elements are always performed by the same people, it can make sense to define this in standard resources. Of course, it is always possible to add resources later after the actual project is created. In some organizations, all employees are always connected to all project elements for flexibility purposes. Using the standard resources is a good method to achieve this goal.
Standard projects
In the “Timesheet > Standard Projects > Standard projects” page we can enter values for the following fields.
code
This code is used to identify standard projects when they are used in creating new actual projects and for connecting standard project elements to a standard project. This is not the code for the actual project that will be created using standard projects. Project codes must be unique within the application and are entered when we use the standard project to create an actual project.
name
The name of the standard project will become the name of the actual projects that are based on that standard project.
description
The description field is not a required field. In most cases it is wise to fill out this field only for the actual projects and not for the standard project.
type
The type “project” means we are dealing with projects that have a start and an end date. This is in contrast to the “ongoing” type that has no clear end and could go on continuously.
estimated hours
The estimated hours field is also not a required field. If all projects that are created from the standard project take the same amount of hours, then the field could be given a value here. Otherwise, it makes more sense to enter the estimated hours after the actual project is created.
status
The status of the project is set to “in progress” by default. Projects that will start in the future can be given the status “in preparation”. Projects that are finished can get the “closed” status, but for standard projects, this will hardly ever be a logical status.
Standard project elements
In the “Timesheet > Standard Projects > Standard project elements” page we can enter values for the following fields.
projects
Standard project elements are always part of a standard project. This standard project can be selected here.
code
Different from the standard project code, the standard project element code is used as the code for the actual project. This code is used everywhere in the application for referencing and selecting the project element. Make sure the code is a clear and readable code for all users of the application.
name
The name of the standard project element is also the name of the actual project element created with it.
description
The description field is not a required field. A more elaborate description of the activities that belong to this project element can be given here.
estimated hours
The estimated hours field is also not a required field. If all projects elements that are created from the standard project element take the same amount of hours it could be given a value here. Otherwise, it makes more sense to enter the estimated hours after the actual project is created.
status
The status of the project element is set to “in progress” by default. Project elements that will start in the future can be given the status “in preparation”. Project elements that are finished can get the “closed” status, but for standard project elements this will hardly ever be a logical status.
hour tariff
Turnover is calculated by multiplying the hours with the hour tariff on the project element level. The hour tariff is not a required field so they can also be given a value in the actual project elements created based on this standard project element.
Standard resources
In the “Timesheet > Standard Projects > Standard resources” page we can enter values for the following fields.
project – project element
This dropdown list contains all project-project element combinations.
employee
This dropdown list contains all active employees.
estimated hours
The estimated hours field is also not a required field. If these estimated hours differ between projects they can also be entered for the actual project created from this standard project.
status
The status of the resource is set to “in progress” by default. Resources that will start in the future can be given the status “in preparation”. Resources that a are finished can get the “closed” status, but for standard resources this will hardly ever be a logical status.
Insert project
In the “Timesheet > Standard Projects > Insert project” page we can use the standard projects to create actual projects. This page also contains functionality to make new projects by copying existing actual projects.
create project
When creating a project, the first step is to select a standard project. Next, the customer for whom the new project will be carried out must be selected. The last step is to enter a code for the new project. This code is used everywhere in the application for referencing and selecting the project. Make sure the code is a clear and readable code for all users of the application.
copy project
When copying an existing project, the first step is to select the project to be copied. Then using the “include resources” checkbox the choice can be made between copying the project and project elements and copying the resources as well. After selecting the customer, the new project code must be entered. This code is used everywhere in the application for referencing and selecting the project. Make sure the code is a clear and readable code for all users of the application.