Creating Project Components

Before you can set up the Project List, you need to define the components of the projects you want to track. This requires some planning to make sure you include all the different types of expenditures and revenues related to your projects.

Each level of your reporting structure requires a separate set of components. The first level is always the project itself, while the subsequent levels enable you to break down a project from its general categories (intermediate levels) to specific tasks (lowest level).

To generate a list of project components, click Print on the Project Titles page. The report's default file name is projcomp.rpt.

Menu Path:  Fund Accounting > Reference Tables > Reference Tables > Project List > click Project Components on the Action Bar to display the Project Titles page

Setting Up Project Components

Projects can include up to eight reporting levels. The number of levels and their titles are defined in the Fund Accounting Profile.

Planning Your Components

For simplicity's sake, we will use a three-level structure to illustrate how to create your project components:

Suppose you have two projects to track: Staff Training Grant and Computer Upgrades (Projects). Within each of these, there would be several broad categories (Functions) to consider. Next, these categories could be broken down into specific components (Tasks)

After determining your first level components (the projects themselves), you may find that some of the intermediate and lowest level components will be common to both projects, while others will be unique. For example:

To plot your structure, you can create a similar grid using a spreadsheet, word processor, or lined paper. If you overlook any components or want to display a unique project, you can enter the additional components as the need arises.

Entering Your Components

To add a record to the table, click Add New to access the Project Titles page's Project Component Information section. Leave the Continuous checkbox selected so that you can enter multiple records. After completing each record, click OK to save it.
Based on our example, you would enter your records as follows:

1. Add the first level records:
   Training Grant
   Computer Upgrades
   For each record, select 1 as the Level, enter a unique code in the Key Project field, and then enter the title in the Title field.
2. Add the second level records:
   Staffing
   Equipment
   Supplies
   Technical Services
   For each record, select 2 as the Level, enter a unique code in the Key Project field, then enter the title in the Title field.
3. Add the third level records:
   Salaries
   Software
   A/V Equipment
   Training Materials
   Personal Computers
   Engineering Services
   For each record, select 3 as the Level, enter a unique code in the Key Project field, then enter the title in the Title field.

You can now use the Project List page to tie together these components to create your project records. For the procedure, refer to the next section, Add/Close Project Records.

Fields