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Setting up a New Project

Projects offer a means to group together several work items and manage them as one entity. This allows you and your teams to keep track of progress much easier.

To set up a new Project, access the menu from the Home Screen by selecting ‘Projects’ from the left-hand establishment panel.

This landing page displays all the projects that have been set up within your sites.

To add a new project, click ‘Add’ to open up a new dialog box.

General Tab:

In this new window you will need to input information about the project. This includes start and expected finish dates along with any items to add that require purchasing.

Name:

This is what will the project title will be , for example ‘changing room refurbishment’

Project Manager:

From a list of permitted users, you are able to choose the Manager for this Project. To assign users this capability, you will need to change the approvals in Contacts & Users.

Contractor Type:

Select who will be undertaking this project. This could either be your in house team directly employed by establishment or an external contractor. These are again determined by their approvals in their details located in Contacts & Users.

Contractor:

Should you select your in house team, you can select the person for the project.

Start Date/ Finish Date:

Select the date the works are due to commence

You can also add a proposed finish date to this list.

Following completion of the project you can enter the actual completion date as needed.

Building:

Select which building your project is scheduled to take place in.

Notes:

Within this section you can write up a description of the planned works

Work Items:

Click ‘Add’ to add a new works item to the project. A new box will appear with the following.

Survey item means to add a building item to the project, for example – an Asphalt roof finish

New Minor Works:

From here you can add the location of the works, the building and space it is specific to.

Item: describe what is being done, this could mean for example , a new building item in a space such as replacing cupboards or replacing furniture.

Quantity: How much of the item are you ordering

Unit: Kilograms, Each etc..

Rate: How much per item is this

Cost: The total cost of this works item added up.

Once you have entered the information related to the work item, select ‘Save and Close’.

Add Existing Minor Works:

If you are already planning to replace an existing part of a building but would like to include this as a part of the planned project, you may do so by selecting it from ‘Existing Minor Works’

When you choose to enter an existing minor work, the following screen will appear.

Once you have selected options from the drop down menu a list of work items will appear for you. You may select one or many by clicking in the far left column to tick and mark the ones you wish to use. To add the work items to the project click  ‘Select’ to confirm the project.   

Progress/Budget Tab:

Milestone Dates: 

In this tab you can enter the planned milestone dates that need to be achieved for the project. These can be arrange so the rest of your team can monitor and adhere to them. It is also a good way of keeping track of the projects progress so you can report on it regularly.

You can put the start date, estimated finish date and the actual finish date within these columns.

To add a milestone activity, click ‘Add’. 

A list will appear with a group of activities that you have added.

Project Status:

Here you can enter the status of the project, for example you can enter the start date of the design period and when it started along with its planned completion date.

You can put the start date, estimated finish date and the actual finish date within these columns.

Budget:

In this section you will need to choose the budget that oversees this project.

Select the budget year which this project is associated with.

Main Budget: Select the Main Budget of which funds are allocated for the project.

Sub Budget: If there is a specific sub budget to cover this project, select it to ensure the correct funds are deducted from the finances.

Documents Tab:

In this section you can access any documents relating to the project. They will all be stored in one designated folder so you can reference them as needed.