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In common with all e5 applications, the Company controls area allows the application to be tailored to specific use at a site through the setting of process control options and defaults.
This program, which will only be able to be accessed if Proposed Project management is in use at System Control level, will allow insertion and amendment of the company controls that are relevant for Proposed Project Management.
The Proposed Project Module is designed to support the business processes that go on before a project is actually “live” and available to record costs. Many proposed projects may not actually come to fruition for one reason or another, hence it uses entirely new tables to record data that is relevant to the project before it becomes "live". At company level, sites can nominate the General Ledger code segment that will be used to represent live projects and a default enquiry code that will be used when linking between proposed project data and live project data.
Use of different project references has the slight drawback that there will usually be a unique proposed project reference number, and a different project number (in GL), once the project is “live”. It does though have the significant advantage that many GL management codes, will not be created needlessly. Alternatively, when raisng GL codes to record "live" project data, the site could choose to replicate the proposed project reference manually as the GL code as well.
Where a proposed project does make it to a “live” status, there is an ability to create a link between the proposed project records and the post project records, allowing users to easily navigate move between the relevant records.
Up to three approval / review stages are available within proposed project processing. Default approval codes may be recorded if required.
When the Principal Investigator or Project Administrator goes to record funding sources against a proposed project it is likely that there will usually only be a small number of “customers” that are relevant in a research grant context. The customer / funder records will allow use of either bona fida e5 AR Customer records, if they already exist on file. Or, alternatively there will also be a proposed project external organisation record, for those customers / funders who may not already exist as AR customer records. This approach avoids setting up unnecessary AR customer records, until the point they actually need to exist within Accounts Receivable.
A proposed project policy control will allow a check to be made when creating a proposed project customer on the entered post code. This will check whether an AR customer or proposed project customer already exists with the same post code as that entered.
Policy level settings will allow:
0 – Check not required – i.e. I can set up proposed project customers even though they may already exist, as “real” customers in an accounts receivable context.
1 – Check and warn the user that they are duplicating an AR record.
2 – Check and automatically change the entered customer details to that of the “real” customer record.
Displays the Company code to which the Proposed Project controls apply.
This field holds the GL code identifier that will be used to represent the actual projects once they become "live".
This GL enquiry layout code will be used when a user links to the “live” project data from the proposed project list / edit program.
Up to three separate approval stages are available within the first iteration of the Proposed Project Module. A company level default can be set here if required.
Up to three separate approval stages are available within the first iteration of the Proposed Project Module. A company level default can be set here if required.
Up to three separate approval stages are available within the first iteration of the Proposed Project Module. A company level default can be set here if required.
Not all external organisations that a bid for a project may be made to, may exist as customers in the AR module. When setting up a contact organisation in a PPM context, a check can be made against the AR customer database and a Warning or Error (set via this control) can be output. Control options are:
Enter a customer classification code that can be used to restrict the searching of the AR customer database when looking for customers that may be relevant in a Proposed Project context.
Enter a customer classification code that can be used to restrict the searching of the AR customer database when looking for customers that may be relevant in a Proposed Project context.
Enter a customer classification code that can be used to restrict the searching of the AR customer database when looking for customers that may be relevant in a Proposed Project context.
Tick to set company numbering on for the generation of contact references.
If company numbering is set for contacts, then this field will be used to define the next number that will be used to generate the contact reference.
This identifies the status of the project to indicate that a proposed project may be archived. Only projects that are currently at this status will
be considered eligible for archiving. It is used in conjunction with the archive days to determine when a proposed project may be selected during the archive process. This will act as a company default but may be overridden on the archiving parameter screen.
Identifies the number of days that a proposed project will be kept on the live projects list before being eligible for archiving. A project may be selected if the required number of archive days has exceeded the last date the project was updated. This will act as a company default but may be overridden on the archiving parameter screen. If not specified, this will default to 365 days.
The solution allows sites to exploit many user definable fields. Those can be used as search parameters on the proposed project list, so to allow enquiries using those fields the relevant indexes should be set on when required.
User Date 1-20: Set this flag on to allow enquiry into the proposed project list by user date 1-20.
User Number 1-10: Set this flag on to allow enquiry into the proposed project list by user number 1-10.
User Value 1-10: Set this flag on to allow enquiry into the proposed project list by user value 1-10.
User Text 1-10: Set this flag on to allow enquiry into the proposed project list by user text 1-10.
User Flags 1-20: Set this flag on to allow enquiry into the proposed project list by user flag 1-20.
User Indicators 1-10: Set this flag on to allow enquiry into the proposed project list by user indicators 1-10.
If not described in this topic, click on a field and press F1 to view help. See Common Fields for more information.
Fast prompt allows you to quickly view a list of options for certain fields.
See Using the Command Line on opening the screen without going through the menu.
See also
PPM Company Controls List MLAA
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© Advanced, Jan 2021 |
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