Create a Project

Creating a project is the first step in the Project Setup process.

Follow the steps below to manually create a project using the PM Projects form.

Click here for an overview, or click on a step in the image above to be taken to that step.

This process only covers completing the required fields and basic setup. When going through these steps, you can move the cursor into any field on the form and press F1 to open field level help and get more detailed information about the selected field.

  1. Open PM Projects. PM Projects is the form that contains almost all of the project information and is used to create and maintain projects in the PM module.
  2. Open the Info tab and click the New Record icon to create a new project.
    Note: You can also create a project using the Grid tab if you prefer to enter data into columns.
  3. Enter a project number and project description into the Project and Description fields.
  4. Generally you will create a new contract each time you create a new project. The contract defines how the project is billed and is where the project revenue is posted. Linking the project and the contract relates the project costs with the project revenue. By default, the Contract field will populate with the value entered in the Project field. This means that a new contract will be created using the project number as the new contract number. If you have already created a contract for the project, press F4 to select it from a list.
  5. The contract details will be completed in the next step of the project setup.
  6. Enter the Department that the contract will be assigned to or press F4 to select a department from a list. Departments are created and maintained using the JC Departments form.
  7. Enter the Customer that the contract applies to or press F4 to select a customer from a list. If the customer has not been entered into the database, press F5. This will open the AR Customers form, which can be used to create new customer records.
  8. The Retainage Percentage and Start Month fields will populate on the contract record once the new project is saved. The start month is the start month of the project and the retainage percentage defines the default retainage percentage that will be used on all contract items on the contract.
  9. Enter the Liability Template to use when determining how payroll burden should be charged to this project. Press F4 to select a liability template from a list. Liability templates are created and maintained using the JC Liability Template form.
  10. Enter the abbreviation of the state where the project is located in the PR State field.
  11. The Compliance Groups section is used to assign compliance groups.
  12. The Reviewer Group section is used to assign review groups to the project. Reviewer groups allow you to assign multiple reviewers to an item (unapproved invoice or timesheet), and then members of those groups can either approve or deny that item.
  13. Open the Additional Information tab.
  14. The Hours Per Man Day field will default to 8 and will be used in the JC Cost Projections form.
  15. Open the Payroll Information tab.
  16. Check the Certified box if the project is certified.
  17. Open the PM Information tab.
  18. Enter the firm that will be used as 'our firm' on the project in the Project Our Firm field. This firm will be used as the sending address on documents generated for the project and will override the 'our firm' defined in the PM Company Parameters form. Press F4 to select a firm from a list or press F5 to create a new firm using the PM Firms form.
  19. Enter the architect or engineer associated with the project using the fields in the Architect / Engineer section.
  20. The drop downs in the Documents section allows you to define how the system will automatically number the documents associated with the project. Press F1 while in one of these fields for more detailed information.
  21. The Default Standard Days Due and Default Request for Information Days Due fields allow you to set the default due date of documents generated using the Create and Send feature.
  22. If you use the Approval process for purchase orders and invoices, use the Reviewers tab to assign reviewers to the project.
    1. Assign a sequence number. The sequence number creates a hierarchy and represents the order in which the invoices or POs will be approved.
    2. Assign a reviewer. Press F4 to select a reviewer from a list, or press F5 to create a new reviewer. Reviewers are created and maintained using the HQ Reviewers form.
    3. Select what the reviewer will be reviewing in the Review Type drop down menu.
    4. Click the Save icon to save the new reviewer record.
  23. The Markups tab is used to set up contractual markups for a project by cost type. These markups are used as defaults when creating pending change orders but they can be overridden. To assign a markup, change the value in the Markup Percentage column.
  24. The Add-ons tab is used to define default price and cost amounts on pending change orders. Any add-on costs set up using the PM Company Parameters form will automatically populate on the new project but you can modify or delete these costs if they don't apply.
  25. The Phases tab is used to add phases to the project. This tab will be completed after the contract is set up using the PM Contracts form.
  26. The Locations tab is used to define the locations on a project and are created and maintained using the PM Project Locations form. You can open PM Project Locations from this tab by double clicking on a line in the grid.
  27. Open the Firms tab. This tab functions like an address book for the project and is used when sending project related documents like RFI's, RFQ's, drawing logs, etc.
  28. Click the Assign Distribution button on the Firms tab and define which project contacts should receive documents when using the Create and Send feature. For more information, see PM Assign Distribution Defaults Form.
  29. The Roles tab is used to assign roles to users in the application.
  30. Using the Document Templates tab, assign default document templates to the project.
    1. Create a new line.
    2. Enter a Document Type or press F4 to select one from a list.
      • Document templates are attached to projects using a document type. The PM Document Types form allows you to define the various types of documents your company uses within each document category. For example, a Field Order may be a document type of the document category Pending Change Order. Click here for more information on document types.

    3. Enter a Default Template or press F4 to select one from a list. Only document templates associated with the document type selected in step 2 will display in the list.
  31. The M/WBE tab displays the certificates associated with the project. This tab only applies to projects created from Pre-Construction module potential projects. For more information, see PM Projects Form.