Create projects from the Projects Portfolio page. This guide runs through different high-level information you can associate with your projects like Project Type, Phases, Budgets, and Bill Rates. All this information can be built out in the Project Settings page.
Create a New Project
There are two ways to create new projects, one at a time from the Project Page or use the Project Importer to import multiple projects at once.
Only Resourcing Administrators, Portfolio Editors, and Project Editors can create and manage projects. New projects appear on your organization’s Project Portfolio Page.
Creating single projects
To create a new project:
- In the top right corner of the Project Portfolio, click New Project.
- Enter a Project Name and Project Type. Enter additional details as available.
- Client: Select a Client from the list, or create a new one
- Project Code: Optional internal project codes
- Duration: Specify the number of working days of the project to generate your end date. Understanding how many workdays a project will take is useful for projects that overlap with holidays and weekends.
- Custom Fields: Custom fields allow you to add and track specific information about your projects and people.
- Notifications: Enable or mute notifications about changes to this project.
- Budgets: Learn more at Create and Manage Budgets
- Phases: Learn more at Use Phases for Projects
- Bill Rates: Learn more at Configure Bill Rates in Account Settings
- Lock/Unlock Time Entries: Set time entries to lock when your team submits their hours.
- Project Owner: Specify the person who acts as the project manager or main point of contact for the project.
- At the bottom of the page, click Save. You can now add people to your project.
Importing Multiple Projects
You can also batch import projects using a spreadsheet. Learn more about importing multiple projects.
All projects must have a defined Project Type in Resource Management. A Project Type will associate all assignments of that project with a specific color, so you can easily see what types of projects your team is assigned to on the Schedule.
There are three project types, Confirmed, Tentative, and Internal.
Confirmed Projects show as blue on the Schedule and project pages. Confirmed Projects are approved; your team can start their work. For consulting companies, these projects are typically billable and have a signed contract from the client.
Tentative Projects show as gray on the Schedule and project pages. These are projects that you want to schedule, but they’re not yet approved.
For consulting companies, you can create projects before you have the signed contract from the client by designating a project as a Tentative Project type. Creating tentative projects allows you to see the budgeting implications of the project on your resourcing plan before it begins. Once the contract is signed, you can change the Project Type to Confirmed.
Think about when you want to add the project to Resource Management. Many companies add projects as Tentative when they’re 75% sure they’ll be doing the work.
Internal Projects show as purple on the Schedule and project pages. Internal Projects are unique to your team or business. For consulting companies, these projects are typically non-billable.
If you’re tracking time in Resource Management, you may want to create a few Internal Projects for your team to track their hours on general business activities, like team meetings, marketing, or new business development.
Use Phases for Projects
Phases are a flexible way to break down a project into different kinds of work to be done. Each phase can have its own duration, budget, and bill rate. You can assign people to phases and track analytics on that phase across multiple projects. Phases do not have to be concurrent and have no assumed dependencies.
You can also use phases as a way to create smaller projects within a larger client campaign. This is helpful if you provide ongoing maintenance for clients or projects that are only a few days long.
Adding a Phase on the Schedule:
On the Schedule, click on any white space and select “Add Phase.”
Choose a Phase Name from the default options (created in Account Settings) or type in a new phase name
Navigate to the Project Schedule to adjust phase start and end dates by dragging either end of the phase bar.
Adding a Phase on the Worklist:
On the Worklist, click on "+ Phase"
A new row will appear where you can type in the Phase name (at this time, adding phases from the Account Settings default list Is not supported on the Worklist). Once you have typed in your Phase name, hit enter.
Click on the new row representing the phase, and edit the phase settings In the right hand menu that appears
If you have set up a project to have phases, you can choose to track a specific budget for each phase. You can choose this on the Project Settings page. This option provides you with a table where you can divide the budget across different phases.
The [Non Phase Specific] budget is allocated to the overall project. Hours that are recorded or scheduled against the entire project (instead of a specific phase) are tracked in this category.
Phase-Specific Bill Rates
You can set unique bill rates for a phase in Phase Settings. When you do this, hours tracked to that phase will inherit phase-specific bill rates.
If you use different bill-rates for the various project roles, you will want to set up phase specific rates. For example, when Joe works on the Art Direction phase, he bills at $200 / hour, but when he works on the Production Phase, he bills at $100 / hour.