Working with Exceptions and Recurring Tasks in the My Work Pagelet

The My Work pagelet contains the Setup and Maintenance Exceptions, which are:

  • Missing Project User Fields

  • Missing Project Fields

  • Missing and Inactive Project Managers

  • Expired Projects with Active Status

  • Inactive Project Team Members

The My Work pagelet also contains the Recurring Tasks, which are:

  • Budgets to Finalize

  • Deferred Billing

  • Project Data Compression

This topic discusses the exceptions and recurring tasks under the My Work pagelet.

Page Name

Definition Name

Usage

Missing Project User Fields

PC_PRJUSRFLD_FL

View and update missing project user fields from the Project General component.

Missing Project Fields

PC_WC_PRJ_FL

View and update projects with blank location or project type fields.

Missing and Inactive Project Managers

PC_WC_MISSG_MGR_FL

View and update projects, where there is no project manager or the project manager is no longer with the organization.

Expired Projects with Active Status

PC_PASTPROJ_FL

View and update projects with prior end dates, whose status is still Active.

Inactive Project Team Members

PC_WC_INACT_EMP_FL

View and update project team members, where the project member is no longer with the organization.

Budgets to Finalize

PC_MASS_BPFINAL_FL

View and finalize multiple project budgets.

Deferred Billing

PC_PROJRES_FL

View and update deferred billings.

Project Data Compression

PC_PRJ_COMPRESS_FL

Project superusers can review projects ready for compression and run the compression process.

Use the Missing Project User Fields (PC_PRJUSRFLD_FL) page to view a list of projects with blank values for project user fields and update the fields using the available related actions. This exception excludes projects with Closed status.

Navigation

Select the Projects WorkCenter tile.

Field or Control

Description

Action icon

Select an exception line and click the Action icon to perform the required related action for the exception.

Click the Update Missing Project User Fields action and enter value as appropriate. The Update Missing Project User Field window lets you enter values based on your selection. It could be a text field, currency, date, or amount. The User Fields tab on the Project General Information component reflects the updates. The updated lines are removed from the grid.

For more information on the User fields tab, see Project Definitions - User Fields Page.

Note: If you try to update multiple user fields at a time, a message displays indicating that you cannot continue. You can update the same user field (for example, user field 1) across multiple projects in a single action, but you cannot update multiple user fields (for example, user field 1 and user field 2) in a single action.

RFQ DetailsDetails icon

Click to open the general information component of a project.

If your organization does not use or require entry into all the project user fields, use the Filter icon and enter values into only those fields.

Note: If any errors occur while updating a project, an error message displays in the grid.

Use the Missing Project Fields (PC_WC_PRJ_FL) page to view a list of projects with blank location or project type. You can update the missing values using the related actions available on the page. This exception excludes projects with a Closed status.

Navigation

Select the Projects WorkCenter tile.

Field or Control

Description

Action icon

Select an appropriate related action.

  • Update Project Type: Enter the project type.

  • Update Project Location: Enter the effective date and location code. Effective date is the current date by default. You can modify it as required.

Note: Updates to Project Type and Project Location must be done separately and cannot be combined.

Use the Missing and Inactive Project Managers (PC_WC_MISSG_MGR_FL) page to view a list of projects where there is no project manager or the project manager is no longer with the organization. This exception also includes projects for which the manager's schedule end date is prior to the project end date. This way, the exception assists project administrators in proactively identifying projects that will not have a project manager at a later date. This exception excludes projects with a Closed status.

Most projects should have a project manager with an Active status. You can add a manager to a project, replace the existing manager with another manager, or extend the schedule end date of the existing manager.

Note: Some projects might not require a project manager. Use filters such as project type, project status and business unit to remove such projects.

Navigation

Select the Projects WorkCenter tile.

Field or Control

Description

Action icon

Displays the Update Manager End Date and Add or Replace Manager actions.

Note: The system does not display the Action icon if you have installed both Resource Management (RM) and Program Management (PGM) products.

The table below explains some scenarios where you can add, replace, or update a project manager:

Manager Status

Related Action to be selected

Use

No Manager

Add or Replace Manager

You can add a manager if a project does not have one.

The Add or Replace Manager window displays the following fields:

  • Effective Date

  • Manager Name

  • Project Role

Note: The Effective Date in the Add Manager window must be within the Project Start and End dates.

Inactive

Add or Replace Manager

You can replace a manager who is no longer with the organization (for example, employee status is Inactive).

Note: When replacing an existing project manager with a new manager, the schedule end date of the existing manager is updated to a day prior to the start date of the new manager. The schedule end date of the new manager is updated to the Project End Date.

Active

Update Manager End Date or Add or Replace Manager

In some cases, a project might get extended. If the schedule end date of the project manager was not extended, it will eventually result in the project without an active project manager. In such case, you can update the manager’s end date or, add or replace the manager.

  • Update Manager End Date window: Update project manager’s schedule end date to match the project end date.

  • Add or Replace Manager: Replace the existing manager with a new manager. You must enter a start date for the new project manager and the end date is updated to the Project End Date. Also, the end date of the current project manager is updated to a day prior to the start date of the new project manager.

Note: The Project Manager tab on the Project General component and the Project Team component are updated with the new information.

See Project Definitions - Manager Page

Creating Project and Activity Teams

Note: If any errors occur while you add, replace or update a project manager to a project, then an error message is displayed in the grid. You can resolve some of the errors from My Work Exception by entering the required update information. To resolve others, you might need to navigate to the respective project components.

Use the Expired Projects with Active Status(PC_PASTPROJ_FL) page to view a list of projects with prior end dates, and whose status is still Active. You can update the project status to Closed or extend the project end date. If more information is needed before you clear the exception, you can use the Notify action to communicate with others in your organization.

Navigation

Select the Projects WorkCenter tile.

Field or Control

Description

Action icon

Displays the related actions you can perform to clear the exceptions, which are:

  • Update Status: The Update Project Status window displays the Effective Date, Project Status, Project Priority, Interest Calculation Factor, and Description (all fields on the Project Status component).

    If Interest Calculation Factor and Project Priority are not applicable for your organization, you can hide those fields using the Page and Field Configurator.

    For more information on the Page and Field Configurator, see Enterprise Components: Using Page and Field Configurator.

  • Update End Date: Enter the project End date. You can only move a project end date forward.

  • Email Notification: You can notify individuals associated with the project that there is an issue that needs to be reviewed.

Use the Inactive Project Team Members (PC_WC_INACT_EMP_FL) page to view and update project team members who have been terminated. You can either update the team member's schedule end date to their termination date or replace the team member with another employee in which case the terminated employee's schedule end date is also updated. The exception includes terminated employees whose schedule end date is a future date. Terminated employees whose schedule dates of work have past are not included in the exception.

Note: Inactive project team members include employees with a status other than Active, Leave with Pay, Leave of Absence and Short Work Break.

Navigation:

Select the Projects WorkCenter tile.

Field or Control

Description

Actions

Select an appropriate related action. The available options are:

  • Replace Team Member: Select the team member to be replaced and click the related action to replace the team member with another employee. The default Schedule Start Date, End Date and Role for the new team member will be the same as the current employee being replaced. You can edit these values for the new team member.

    The related action updates the schedule end date for the terminated employee and in some cases the schedule start date. A terminated employee is never deleted or removed from the project team. If the inactive date for the replaced team member is between the schedule start date and schedule end date, then the schedule end date is updated to the employee’s termination date minus 1 day. Similarly, if the inactive date is before the Project Start Date or before the Schedule Start Date, then the schedule start and end date is updated to the project start date.

  • Update Team Member End Date: Select the team member and click the related action to update the team member schedule end date.

One exception that will not be cleared after taking action is a team member who is terminated before the Project Start Date and the start date of the project is a future date (later than the current system date). In this scenario, the Schedule End Date is updated Project Start Date. You can use the icon on the grid to open the Project Team component and delete the employee from the team. Alternatively, wait until Project Start Date at which time the employee will no longer show as an exception.

In another scenario, you may receive an error trying to update the schedule end date of a terminated employee who has multiple schedules on a project. Although unlikely, this will occur when the team member has more schedules to update than the number of days between the project start date and their termination date minus 1 day. You can open the project team component and delete one or more of the schedules. This is most likely to occur when the termination date of the employee is near the project start date and the employee has many schedules on the project.

Use the Budgets to Finalize (PC_MASS_BPFINAL_FL) page to view and finalize multiple project budgets.

Navigation:

Select the Projects WorkCenter tile.

Field or Control

Description

Actions

Select an appropriate related action. The available options are:

  • Finalize: Select the budgets to be finalized and click the related action to schedule the budget finalization.

  • Review Process Monitor: Select to view the process status.
Budget Detail Icon

Click to view the project budget details.

Note: The Budgets to Finalize exception includes projects where the distributed amount does not equal the finalized amount, meaning there is an amount to be finalized. This includes the initial budget creation and changes to an existing budget. Project must be in approved status and the budget header status must be active. Amounts must be fully distributed across project activities and spread across time periods to be eligible for processing.

Use the Deferred Billing (PC_PROJRES_FL) page to view and update deferred billing transactions. You can view all active project transactions whose analysis type is DEF (deferred billing) and the Billing distribution status (BI_DISTRIB_STATUS) is P (priced).

Navigation:

Select the Projects WorkCenter tile.

Field or Control

Description

Actions

Select a row and click the Actions icon to perform the required related action. The available options are:

  • Update Billing Date: Review and update billing date for one or multiple deferred billing transactions. Clear the billing date to enable a transaction for immediate billing.

  • Place Bill Plan On Hold: Place a bill plan on hold or update the hold reason code if the bill plan is already on hold.

  • Remove Bill Plan Hold: Remove the hold on a bill plan.

Plan ID

Click to view the Billing Plan - Billing Plan General Page.

Use the Project Data Compression (PC_PRJ_COMPRESS_FL) page to review projects ready for compression and schedule or run the compression process by the Project Superuser.

As an incentive to running the project data compression process, the Project Data Compression page displays to the user the estimated row counts in proj_resource after running the compression process. With this information, project administrators have a good indication on the level of summarization and reduced count of rows in the project costing proj_resource table after running the compression process.

Navigation:

Projects WorkCenter > Recurring Tasks > Project Data Compression

This example illustrates the fields and controls on the Project Data Compression page. You can find definitions for the fields and controls later on this page.

 Project Data Compression page_Actions

This example illustrates the fields and controls on the Schedule Compression page.

Schedule Compression modal

Field or Control

Description

Actions

Select a row and click the Actions icon to perform the required related action. The available options are:

  • Update Approval Status: For a project to be compressed, it must have an eligible project status and must be approved. Use the Update Approval Status before compressing a project.

  • Update Compression Template: The organization's default compression template is displayed but can be changed using the Update Compression Template action. For more information, see the Project Compression Template Page topic.

  • Update Project Status: Project Status determines if a project is eligible for compression. Use the Update Project Status action to update a project's status.

  • Schedule Compression: Select to run the compression process. This page allows you to override the parameters of the default compression template. You can change the date option used for compression, compress for a different date range or specify a specific analysis group to compress. In addition, the information available on the process scheduler is available for entry, such as the run date and time.

    Schedule Compression is available to users who have the Compression Super User role identified on the Project Costing Installation page. For more information, see the Installation Options - Project Costing Page topic.

  • View Compression History: Select to open the component to review compression detail from prior sessions across all projects.

Project

Displays the project ID. For security purposes, the projects displayed are filtered based on My Projects for the user logged in, with the exception of users who have the Compression Super User role on the installation options page. Users with this role will see all projects.

Description

Click for more information about the project, including the start date, project type, and manager.

Eligible for Compression

Displays the compression eligibility of the project based on project status. Displays Yes if the project is eligible for compression.

Approved for Compression

Displays Yes or No for projects approved or not approved for compression.

Project Status

Displays the status of the project. For more information on project status and its impact on the eligible for compression see the Status Types Page topic.

Uncompressed Rows

Displays the number of project transaction rows that have not been compressed.

Compressed Rows estimate

Displays the estimated number of rows after compression. This estimate is based on the organization's default compression template and is not adjusted for individual projects that use a different compression template.

Project End Date

Displays the end date of the project.

Compression Template

Displays the compression template, which will be used to compress the transaction rows. The default template can be overridden.

Compression Status

Displays the compression status. Values include:

  • Archived

  • In History

  • Purged

  • Restored after Archival.

Compressed Rows Actual

Displays the number of rows after compression.

Note: The Materialised View (PC_PROJ_RES_MV) must be built using Application Designer, then enabled and refreshed using the Enable Materialized Views and Maintain Materialized Views components.

The row counts for Uncompressed Rows and Compressed Rows Estimate are based on the organization's default compression template.

This example illustrates the fields and controls on the Project Data Compression page after compression.

 Project Data Compression_Status

This example illustrates the fields and controls on the Resource Archive Summary page.

 Resource Archive Summary page

Note: The compression process can be scheduled once the project is approved for compression. If the project status is later changed to one that is not eligible for compression, it is the responsibility of the user to cancel the compression process, or it will run as scheduled.