Client Project properties and options

Use the project dialog to customize your client projects. You can modify or override project template details to such project properties as staff assignments and issues. Specify budget details for client project as well.

Note: The field labels appear as defined in the Company Profile dialog, Terminology tab. The labels described here reflect the default terms used in Time.

Staff
Issue
Budget

General Information

Many of the fields in this dialog are automatically populated with the default values specified in the project template.

Project Template Property	Description
Client	This field automatically displays the selected client from the previous dialog. The text field displays the Client No. and the Client name appears adjacent to this field. Ensure you have the correct client selected before continuing.
Project No.	Select the available projects from the drop-down menu. Use the scroll buttons (\|<, <, >, >\|) to view information for the first, previous, next or last project in the list. New To create a new project for this client click the "New" button. From the drop-down menu select a template from the existing project templates. After you have select a project template the current project automatically updates the client project details specified in your project template. Delete To delete an existing project click the "Delete" button.
Template	This field automatically displays the template identifier for the selected project. The text field displays the Project Template No. and the Template description appears adjacent to this field.
Description	This field automatically displays the Template description. You can customize this description for the specific client project; this does not affect the description for the project template. Use the Memo button to add an extended description of the current project.
Default Project	Check this box to assign the project selected above as the default project for the client. All unbilled transactions for this client that do not have a project assignment will be written to the project chosen. If you change this selection after activity has been entered, all unbilled entries using the default project code are updated with the new default project's code for this client.
Year	This field automatically displays the Template year. You can only specify a relevant year for this field if you did not specify a year in the project template.
In Charge / Team Leader	These fields display the initials of staff members assigned to these roles in the project template. You can assign other staff members to these fields using the drop-down menu. Note: When you change the staff members in these fields a prompt appears with the option to "Remove staff xx from the selected staff for the Project. Y/N?". If you select yes, the previous staff member is unassigned from the client project. If you select no, the previous staff member remains assigned to the client project. Staff members who are assigned to the client project appear in the Staff tab under "Selected Staff".
Dates	Start Date / Due Date / Completion Date Specify the Due Date and Completion Date for this project. If specified in the project template the Start Date is automatically populated. See the notes section below if you are editing dates for client projects with existing client subprojects.
WIP Limit	The "Clients exceed WIP Limit" documents let users know which clients have exceeded their WIP limits so that adjustments may be made. This is particularly useful to check when doing write offs. In the Limit field, enter the desired ceiling for WIP.
Contract Amount	Enter the contracted amount for the project.
Worked Amount / % Completed	These fields are automatically populated based on staff time entries and status of issues.
Status	Select the status of the project. The default selections are Not Started, In Progress and Completed. To add more codes to the status list, click the Status button.
Software Solution	Specify the relevant software solution in use by the client.
Filename	Specify the relevant CaseWare Working Papers file for the client [if applicable].
SubProj	If you have activated the use of subprojects in the Company Profile, click this button to set up and assign subproject codes, descriptions and budgets for the active project. When editing client project dates, ensure they are valid with respect to dates for project template and client subproject areas: Start date: Client project start dates must occur earlier than due dates, completion dates and WIP/RC transaction dates for all other project areas. The start date must occur on or later than the project template start date and must occur on or earlier than the client subproject start dates. Due date: Client project due dates must occur later than start dates for all other project areas. The due date must occur on or earlier than the project template due date and must occur on or later than client subproject due dates. Completion date: Project template completion dates must occur later than start dates and WIP/RC transaction dates for all other project areas. The completion date must occur on or earlier than the project template completion date and must occur on or later than client subproject completion dates.

Staff

Staff

Use this tab to assign or un-assign staff members to the specified client project. You can filter the staff list from the staff tab in the Project Management area.

Property	Description
All Staff	A list of staff members in the firm.
Selected Staff	A list of staff members assigned to the project template. Assign Select the appropriate staff members from "All Staff" and click to assign the selected staff to the project template. Un-Assign Select the appropriate staff members from "Selected Staff" and click to un-assign the selected staff from the project template. Select All / Deselect All Use these buttons to select or deselect all entries in the "All Staff" window. Note: Keyboard controls (SHIFT and CTRL) are available to select staff members as well. To select multiple staff members in sequence select the first staff member, hold down the SHIFT key, and select the last staff member in sequence. To select multiple staff members not in sequence select each staff member while holding down the CTRL key.

Property

Description

All Staff

A list of staff members in the firm.

Selected Staff

A list of staff members assigned to the project template.

Assign

Select the appropriate staff members from "All Staff" and click to assign the selected staff to the project template.
Un-Assign

Select the appropriate staff members from "Selected Staff" and click to un-assign the selected staff from the project template.
Select All / Deselect All

Use these buttons to select or deselect all entries in the "All Staff" window.

Note: Keyboard controls (SHIFT and CTRL) are available to select staff members as well. To select multiple staff members in sequence select the first staff member, hold down the SHIFT key, and select the last staff member in sequence. To select multiple staff members not in sequence select each staff member while holding down the CTRL key.

Issue

Issue

Issues are defined tasks for a given project. When you access the issues tab of the Project dialog you can see general issues if you specified any in the Project Template. Use the issues tab to create tasks for the client project.

Create or modify an issue in one of the following three ways:

Enter or edit details directly from the Issues tab. The first row in the issues table enables you to create an issue, and you can edit any of the fields for the existing issues.
Use the right-click menu and select "New" or "Edit" to create or modify an issue. The Issues dialog opens where you can define or modify issue details.
Enter issues from the calendar view of the Scheduler by clicking to open the scheduling dialog. From the scheduling dialog you can use the right-click menu on the calendar display to create or modify an issue.

Property	Description
Subject (Issue)	Enter a subject for the issue.
Type	Click in the Type column and select an issue type from the drop-down menu. To customize types, right-click anywhere in the Issues pane and select Settings \| Customize Types. For more details see here.
Assigned to	Select a user from the list of available users assigned to the file. Once selected, this assignment can be changed by a user if: the person is assigned to the issue, everyone is assigned to the issue, or the person has permission to change issues created by other users
Start On / Due On	Select the appropriate dates from each of these categories.
Priority	Setting the priority of the issue helps when having to manage a large number of issues.
Status / % Complete	These two fields are used to manage issues as they are being worked on. Select the status from the drop-down list choices of Not Started, In Progress, Waiting On Someone, Deferred, and Completed. In addition, the percent complete field enables you to monitor the progress of the issue.
Roll Forward	Select this checkbox if you want to include the current issue during Roll Forward of select issues. Only issues (with this checkbox selected) are included if you specified the option 'Issues with Roll Forward option selected' under Client Project Options of project template roll forward setup. See the Issues option under the section Client Project Options here.
Reminder / Time	Select a date for a reminder on the issue. Once selected, the time field becomes active so that a corresponding time can also be selected. Once the reminder day is reached or passed, the font of the row in the issue pane is set to red and bold.
Resolution	Enter completion details about the issue into this text area. Click the ellipsis button () to access the text input dialog.
Details	These columns are automatically filled in upon creation and end of issue. You cannot modify these fields. Created By / Created On The user who created the issue and the date it was created. Completed By / Completed On The user who completed the issue and the completion date. Modified On / Description Modified On / Resolution Modified On These fields indicate the last modified date and time for the issue in general, when there is an update to the description of the issue, or when there is an update to the resolution area. Tip: You can email details related to an issue by right-clicking an issue and selecting the option Send as Email. For details see here.

Budget

Budget

When a project is assigned to a client, the project can be budgeted by staff by rate and work code. This section displays totals of hours and amounts budgeted for the project selected. These totals can be calculated from the Budget by Staff window below, or, if the Override Calculated Totals checkbox is selected, they can be entered directly in the Budget Hours and Amount boxes here. Two other amounts are displayed. Worked Amount is the total amount of time billed to the project, and % Completed is the difference between the amount worked and the budgeted amount to give a percentage of work completed.

Property	Description
Totals calculated from staff budgets	Budget totals (hours and amount) will be calculated automatically from the entries shown below.
Override calculated totals	Click this box to enter the budget hours and amount directly in this section of the project dialog or to use the totals entered similarly in the Sub project dialog. Calculate Override From SubProj When selected in conjunction with the "Override calculated totals", the Budget Totals (hours and amount) will be overridden with any entries made directly in the Budget Totals section of the Sub Project dialog.
Budget Hours	Budget hours for the client project engagement. Any value entered here overrides the template defaults for this client project.
Budget Amount	Budget amount for the client project engagement. Any value entered here overrides the template defaults for this client project.
Budget by Staff	This section will show entries made in the Budget by Staff area of each subproject attached to this project. In addition, entries may be made at the Project level by selecting staff and work codes and entering hours here. Staff Click the look-up button to select the name for the staff member. When displaying the staff list, type the first letters of the staff short name or number to scroll to the staff with this name. Work Code Click the look-up button to select the work code for the job. Date Type or select a date within the period that this job is to be carried out. SubProj If applicable, select the subproject to which the transaction is assigned. This entry will be reflected in the Budget by Staff area for the subproject chosen. Note that the heading of this column may vary depending upon the wording chosen in the Company Profile. Office Staff's office. Department Staff's department. Hours/Qty (of expenses) Enter the amount of time, in hours, or the quantity of expenses for the job. Rate The rate for the work code appears automatically depending upon the work code selected. Surcharge For work codes that use surcharge rates, the surcharge amount is calculated automatically when the work code is entered. Amount When the time or expense is entered, the amount is calculated automatically from the work code and number of hours entered. Reference Enter a description or reference for the job. If it's more than 15 characters long, either: Keep typing and the extended description dialog will automatically open to allow completion of the memo, OR Click the button to open the extended description dialog. For entries with an extended reference the button displays as. The extended descriptions are independent from the short reference, so modifications to one are not reflected in the other. If used, extended descriptions appear on the Budget entries detail report.
SubProject	If you have activated the use of subprojects in the Company Profile, click this button to set up and assign subproject codes, descriptions and budgets for the active project.