10X: Create Time Projects

Time projects are the efforts within your organization that require time to be recorded. They can be billable, either internally or externally.

You can create time projects to associate with release vehicles or epics for time management. Time projects may be connected to a cost center.

On the Time Projects page, you can use a filter option to narrow down the list of selected criteria displayed in a grid. For example, you may want to filter the list of time projects by an ID, a time project number associated with a release vehicle, or an owner. Additionally, you can click a column header to sort the list.

To create a time project:

  1. Select Time Tracking from the left menu bar.
  2. On the toolbar (top-right of the page), click the Time Projects button. The Time Projects page displays.
    Important:
    • You need to have the Time Administrator role assigned to view this page.
    • When viewing the Time Projects page, only time projects associated with programs you are a member of will be displayed. Users with the Super Admin role can view all time projects.
  3.  On the toolbar, click Add Time Project.
  4. A slideout displays where you can set time project details. In the Owner field, select the owner of the time project.
  5. In the Type field, select a type of work you’d like to associate the project with. You can associate time projects with an epic or release vehicle. Alternatively, you can set the type to Stand-alone to create a time project that isn’t linked to an epic or release vehicle.
  6. In the Display Name box, type a friendly name for the time project which will be used in the time tracking sheet. By default, it is the same name as the item selected from the Link Time Project to drop-down menu.
  7. From the Task Set drop-down menu, select the time tracking task set that you want to assign to this time project. These tasks will appear in the time tracking sheet.
  8. In the Time Project Approval dropdown in the upper-right, select whether the time project is approved or unapproved. Selecting Yes will enable changes to the Time Project Status field.
  9. In the Time Project Status dropdown, select whether the time project is currently active or inactive. Note that you cannot set the time project as inactive if its associated release vehicle is still active. The release vehicle must have the Complete health state before the code can be deactivated. Selecting Active will enable changes to the Time Project State field.
  10. Select the current Time Project State (Not Started, Started, Launched, Closed, or Cancelled) from the corresponding dropdown.
    Notes: 
    • Time projects won’t display on timesheets until the project is in the Started or Launched state.
    • If the Closed or Cancelled options are selected, the Status field will revert to Inactive.
  11. Where applicable, associate the time project with an epic or release vehicle in the corresponding dropdown menu.
    Note: Associating the time project with an epic will automatically populate the Contributing Programs field with all programs working on the epic. However, you can edit the contributing program association at any time.
  12. Select a Start Date in the corresponding field.
    Note: 
    The start date can be changed as long as it is within the current or future time tracking period and no time was recorded against the time tracking tasks assigned to the project. The date cannot be set before the end of the latest locked time tracking period or later than the Launched date.
  13. Select an Expected Completion Date in the corresponding field.
  14. From the Link Time Project to Release Vehicle drop-down menu, select the release vehicle. Release vehicles are filtered by the release they are associated with. Selecting an item will link the code to that work type. You can click the arrow icon to view the release vehicle details in a new window.
  15. In the Display Name box, type a friendly name for the time project which will be used in the time tracking sheet. By default, it is the same name as the item selected from the Link Time Project to drop-down menu.
  16. From the Task Set drop-down menu, select the time tracking task set that you want to assign to this time project. These tasks will appear in the time tracking sheet.
  17. Using the Allow Capitalization dropdown, select if you want to capitalize the work related to this time project. 
  18. Type the identification and operating (OpEx) work codes in the corresponding boxes, and then click Validate to validate them.
    Note: The Identification Code field is available on this page only if the Show the Identification Code Field on the Time Projects Page option is turned on under Administration (left menu bar) > Settings > Time Tracking > General Time Tracking Settings.
  19. If you selected for the time project to be capitalized, type the capitalized (CapEx) work code in the corresponding box, and then click Validate to validate the project.
    Note: If you capitalize the work related to this time project, but the tasks assigned to this time project are not set as capitalized (under Administration (left menu bar) > Settings > Time Tracking > General Time Tracking Settings > Create and Manage Time Tracking Standard Tasks), all hours reported on these tasks will be recorded as operating.
  20. In the Contributing Programs and Teams section, select the contributing programs and teams that will be working on the time project in the corresponding fields. At least one program must be associated with the time project.
  21. From the corresponding dropdown menus, select whether the time project is billable and the company associated with the time project.
  22. Select any associated products in the corresponding dropdown menu.
    Note: The Products field is available on this page only if the Show the Product Dropdown on the Time Projects Page option is turned on under Administration (left menu bar) > Settings > Time Tracking > General Time Tracking Settings.
  23. Click Save. Additional fields will display on the slide-out panel
  24. In the Dates section, if the time project has been launched, select a Launched Date in the corresponding field. 
    Notes:
    • The launched date cannot be set in the future. It can be set as today's date or in the past, so long as it is not earlier than or equal to the end of the latest locked time tracking period, it is not before the Start date, and time was not recorded against CapEx tasks on a date after the new launched dates.
    • When the time project’s status is set to Launched, the launched date is automatically set for today's date. The launched date cannot be set before the start date. If the Launched status is changed to any status other than Closed or Archive, the launched date is cleared.
    • If the launched date passes and time was recorded against the time tracking tasks assigned to the project, the date cannot be edited. You can allow editing of the Launched date after it passed under Administration > Time Tracking > General Time Tracking Settings > Allow Editing of Launched Date After It Has Passed. When this option is turned on, the launched date can be edited as long as it is not moved earlier than the end of the latest locked time tracking period.
  25. The Closed/Cancelled Date field only can be edited when the Time Project State is set to Closed or Cancelled:
    • When the time project’s status is set to Closed or Cancelled, the Closed/Cancelled date becomes a required field and is automatically set for today’s date. You can edit it if necessary. The Closed/Cancelled date cannot be set before the Launched date. The Closed/Cancelled date grayed out and cannot be edited if the time project’s status is not Closed or Cancelled. 
    • If the Closed or Cancelled status is changed to any other status, the Closed/Cancelled date is cleared. 
  26. Click in the Available Cost Centers box, and then select the cost centers to which you want to assign the time project. This option is available only if it is turned on under Administration (left menu bar) > Settings > Time Tracking > General Time Tracking Settings > Enable Cost Centers on the Time Projects Page.
  27. Click Save & Close.

 

Notes:

  • A release vehicle can have only one active time project associated with it. The previous time project association is deactivated.
  • The validation option allows validating the project ID and time project when the project manager associates the code to know that the correct code is being assigned. Validation is successful if your time project is found in the system and is active. Validation will fail if your time project is not found or is inactive. If you do not validate each code manually, they all will be validated once you save your changes.
  • If the Require the Identification Code Field on the Time Projects Page option is not turned on under Administration (left menu bar) > Settings > Time Tracking > General Time Tracking Settings, you can skip the Identification Code field as it is not required.
  • You can create and manage the time tracking task sets under Administration (left menu bar) > Settings > Time Tracking > General Time Tracking Settings > Create and Manage Time Tracking Standard Tasks.
  • You can link time projects to cost centers from the Program Increment page if the Enable Cost Centers on the Time Projects Page option is turned on under Administration (left menu bar) > Settings > Time Tracking > General Time Tracking Settings.
  • If you want to delete a time project, click Delete in the upper-right corner. When a time project is deleted from the system, you can still see it on the timesheet so you can know what time projects were used and the number of hours recorded against them.
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