Key project fields
TABLE OF CONTENTS
Project Attributes
To view a Project's attributes:
- Go to the Project's main page
- On the Details tab, scroll to the bottom and select 'Additional Fields'
- Scroll to the 'Project Attributes' section
Active
An active project is available to be used for all functions. Generally leave this ticked until you close the project.
Billable
Timecards, Expenses and Milestones for the Project will be billed to a Client. Untick for Pro Bono and Value Add projects.
Confidential
If marked confidential, this will send a notification to Technology Group to make the files associated with the project restricted to just those allowed by the client.
Closed for Time Entry and Closed for Expense Entry
This will prevent staff from entering the relevant items (timecards or expenses) against the project. Useful to temporarily suspend activity on a project.
Exclude from Billing
This will prevent the project from being billed to the client while ticked. Useful to temporarily suspend billing on a project. Be mindful that leaving this checked could result in missed revenue.
Template
Convert this project into a template, that can be used as a base for creating projects in the future. Templates can contain settings, milestones, tasks, risks, etc.
Allow Timecards without Assignment and Allow Expenses without Assignment
This will allow staff to enter time or expenses against this project without an assignment. Generally used for Proximity and Leave projects only, not recommended to tick.
Route TC Approvals to CW Manager
Send approvals for timecards for this project to the staff member's Career and Wellbeing Manager, instead of the Job Manager. Generally used for Leave projects only.
Time Credited
Non-billable time on this project will still count towards staff's utilisation. Generally used for Proximity internal projects.
Time Excluded
Time entered against this project will be excluded from all utilisation calculations, and casual staff WILL NOT be paid for time entered against this project. Generally used for Leave projects only.
Daily Timecard Notes Required
Require staff to enter notes for every day they record time against when submitting timecards. Defaults to on.
Notifications and Caps
Under the 'Project Threshold Alerts' and 'Notifications' sections are several more key fields:
Apply Billing Cap
Turn on an email notification to "Alert Recipient" when the total billed amount for this project reaches "Alert Threshold" of total budget.
Alert Threshold
What percentage of budget to send the notification.
Alert Recipient
The person that receives the billing cap notification
Auto-Cap Billing
Prevent the generation of invoices when this project goes over it's budgeted amount.
Timecard Notification and Expense Notification
If a timecard or expense is saved, but not submitted, send the creator a reminder email to submit it. As staff will likely be saving timecards each daily and submitting only at the end of the week, this is not recommended.
Assignment Attributes
In addition to the attributes set on the Project, there are a few key fields on each assignment to be aware of.
To view an Assignments's attributes:
- Go to the Project's main page click on Assignments, then the Assignment you wish to view
- On the Details tab, scroll to the bottom and select 'Additional Fields'
- Scroll to the 'Assignment Attributes' and 'Rate Information' sections
Billable
If the timecards against this assignment will be billable.
Closed for Time Entry / Closed for Expense Entry / Time Credited / Time Excluded / Exclude from Billing
All these fields work the same as the Project, except at an assignment level.
Show Assignment Milestones Only
Forces the staff member, when entering time, to select a milestone.
Bill Rate
The billable amount per hour or per day for timecards against this assignment.
Bill Rate is Daily Rate
If checked, will charge the 'Bill Rate' per day worked. If unchecked, will charge the 'Bill Rate' per hour worked. This is defined by the Rate Card and Apex Business will not let you check this checkbox if the rate card is hourly, or vice versa.
Rate Card
The rate card defines a few key things about timecards against this assignment:
- Initial Bill Rate (when the assignment is created, can be manually override afterwards)
- Bill Rate is Daily Rate (see description above)
- Practice and Delivery Method
- Proximity Skill