Project Initialization Subtask

Use this subtask to mass add or update multiple projects by replicating existing information across multiple records. The utility involves two steps: adding basic project information and updating existing project information with additional data.

For more information on this utility, refer to the "Mass Add/Replicate Capabilities" topic.

Run this utility any time you need to create or modify projects. You must fill out the Basic Info tab of the Manage Project User Flow screen for the project before you use this utility to add other tables. You can also add the project's basic information at the same time as other project data by selecting the Include Basic Info check box.

Projects created using this subtask are displayed on the Projects Linked subtask of Manage Opportunities.

You can initialize projects on this subtask only for active opportunities (that is, the opportunity has a Record Status of Active on the Status tab of Manage Opportunities).

When you create projects to include information already existing in the CRM & Contracts domain, only active vendors and customers are used in the process (that is, prospective vendors and prospective customers are not included in the mass add/update process).

Attention: For mapping information of the fields that flow down from the opportunity into the project when the project is initialized from an opportunity record, see the following guide:

Contract Management Mapping Guide

This subtask is also available as a subtask of the Manage Contracts screen.

Identification

Use the fields in this group box to create a new parameter ID or to retrieve a previously saved parameter ID. A parameter ID represents a set of screen selection parameters. After you have saved a parameter ID and its related parameters, you can retrieve them using .

You can use the retrieved parameters to produce reports and run processes more efficiently and with greater consistency. The saved parameters are also useful and necessary when you want to run the process as part of a batch job. Many users save a unique set of parameters for each different way they run a report or process. When you select a previously saved parameter ID or parameter description, the associated saved screen selection parameters automatically display as selection defaults. The page setup and print options, if there are any, are also included in the saved parameter ID. You can change any of the associated selection defaults as necessary.

Field	Description
Parameter ID	Enter, or click to select, a parameter ID of up to 15 alphanumeric characters. Choose characters for your parameter ID that help identify the type of selections you made on the screen, such as PERIOD or QUARTERLY. When you save your record, all the selections made on the screen are stored with the parameter ID. Later, you can retrieve the parameter using . You can use the parameter to run the process more efficiently because you can select the parameter ID with its previously defined screen selections. After the default selections display on the screen, you can override the defaults.
Description	Enter, or click to select, a parameter description of up to 30 alphanumeric characters.

Field

Description

Parameter ID

Enter, or click to select, a parameter ID of up to 15 alphanumeric characters. Choose characters for your parameter ID that help identify the type of selections you made on the screen, such as PERIOD or QUARTERLY.

When you save your record, all the selections made on the screen are stored with the parameter ID. Later, you can retrieve the parameter using .

You can use the parameter to run the process more efficiently because you can select the parameter ID with its previously defined screen selections. After the default selections display on the screen, you can override the defaults.

Description

Enter, or click

to select, a parameter description of up to 30 alphanumeric characters.

Selection Ranges

Use the fields in this group box to specify the range of projects to be included in the process.

Template Project

Field	Description
Option	This field always displays One.
Start	Enter, or click to select, the project that you want to replicate. The project name displays in the field below. For information about project leveling, see the restrictions in the documentation for the Destination Project fields.

Destination Project

Field	Description
Option	This field always displays Range.
Start	Enter the starting project in the range to be created.
End	Enter the ending project in the range to be created. There are certain restrictions placed on the number of projects and project levels that you can create. These restrictions are as follows: You can replicate project information from an individual project node or element to another node within the same project, or to a node in another project. The exception to this rule lies in the top project node. You cannot copy a top-level project to a lower-level node. Likewise, you cannot copy a lower-level node to the top level of a new project. When you create a new project, you must also create project levels at that time. If you copy a lower-level node to a top-level project, no project levels exist for that project. If you copy a top-level project to a lower-level node, project levels exist at an incorrect level. Therefore, you can copy a top-level project only to another top-level project. You can create multiple projects from a single template project. For example, you can create project 1001, 1002, and 1003 from project 1000. If you create multiple projects, only one node can be replicated. You can replicate a branch of a project by selecting the Include Lower Levels check box. This allows you to add project 1000 and all of its lower levels. If you select this check box, however, you can replicate only one project. If you want to replicate an entire project more than once, you must execute the utility several times. If you select the Include Lower Levels check box, any data in the End field is cleared.
Number of Projects	This field displays the number of projects that are created when you execute the Add process. To update this field, use the Fill Table button.

Options

Use the fields in this group box to specify project information to be included in the process.

Project

Field	Description
Include Basic Info	Select this check box to set up basic project information. You must set up the Basic Info tab of the Manage Project User Flow screen before or at the same time as other project tables. The additional tables that can optionally be added depend upon the Basic Info tab of the Manage Project User Flow screen. Therefore, you must set up these records before or at the same time as the dependent tables.
Include Lower Levels	Select this check box to set up the entire project tree. If you select this check box, the new project becomes an exact duplicate of the template project in that the project levels and level lengths are identical.
Include	This list box displays the additional project tables that can be set up as part of the replication process. You can add these tables as part of the initial project setup, or at a later time. Since these tables depend on basic project information, the replication program verifies the existence of project master tables when the utility is run. To select a table, highlight the table name in the list box. You can add multiple tables. When you have made your selections, click to execute the utility. Note: Selecting the Project Revenue Setup table in the Include list box always populates the Revenue Calculation Value field for the selected destination projects. This is the field directly below the Revenue Formula selection on the Manage Revenue Information screen. The label in this field varies depending on the formula selected. Also, as a matter of procedure, run the Update Project Contract and Funded Values toolkit for any projects entered using this subtask. This updates the appropriate tables with the modification values entered on the Manage Modifications screen.
Autoload	Click this button to fill the table window using the template project and your selections in the Destination Projects fields. For each new project being created, the program generates a separate line.

Table Window

Field	Description
Template Project	This field displays the project number of the template project replicated.
Destination Project	This field displays the project number of the destination project being added. If a single project level is being replicated (if the Include Lower Levels check box is not selected), you can modify this project number. If a project tree is being replicated (if the Include Lower Levels check box is selected), you cannot modify the destination project number. This restriction exists to prevent dependent lower project levels and segment lengths from being set up incorrectly.
Destination Project Name	This field displays the name of the destination project. The template project name defaults in this field and can be modified.
Destination Project Long Name	This field displays the long name of the destination project. The opportunity name defaults in this field and can be modified.
Abbrev	This field displays the abbreviation code associated with the destination project. You can modify this field.
Active	This check box determines whether the destination project is set as active or inactive when being created. A value of Y defaults into this field, indicating that the project is active. You can modify this field.
Owning Organization	Enter, or click to select, the owning organization of the destination project(s). You can modify this field.
Task Order	Enter the task order number to be associated with the destination project.
Workforce	This check box determines whether the Project Workforce Required option is selected for the destination project. The selection for the template project defaults here. You cannot modify this check box.
Revenue Level	This check box determines whether a revenue formula is assigned to the destination project. This defaults from the template project and cannot be modified.
Revenue Formula	This field displays the revenue formula assigned to the destination project. The template project revenue formula defaults in this field and cannot be modified.
Billing Level	This check box determines whether a billing formula is assigned to the destination project. This defaults from the template project and cannot be modified.
Billing Formula	This field displays the billing formula assigned to the destination project. The template project billing formula defaults in this field and cannot be modified.
Direct Cost Ceiling	This check box determines whether a direct cost ceiling amount is imposed for the destination project. This defaults from the template project and cannot be modified.
Burden Ceiling	This check box determines whether a burden ceiling amount is imposed for the destination project. This defaults from the template project and cannot be modified.
Hours Ceiling	This check box determines whether an hours ceiling amount is imposed for the destination project. This defaults from the template project and cannot be modified.

Costpoint Online Help