Overview Tab of the Projects Form

Use the Overview tab in the Projects hub to enter, edit, or review basic information about a project.

Before you enter phases or tasks for a project (Work Breakdown Structure), you must enter and save the project's information on the Overview tab. After you create the project, you can enter as many phases and tasks as you need.

The WBS level that you are viewing does not affect the layout of fields, but it can change the information displayed in certain fields. For example, on the Summary pane, the project number is the same regardless of the level that you are viewing, but contract start and end dates can be different at the project, phase, and task levels.

If you navigate to a different WBS level using the Project Structure dialog box, the data refreshes to reflect the database values for the selected level. When a field contains the same data at each level, you can edit that field only at the project level. For those fields that contain different data at each level, you can also edit the fields at the phase and task levels, if you have the proper security rights at the project level.

Contents of the Overview Tab

You use this tab when you are adding a new project and when you are editing an existing project. DPS displays this tab when you create a project manually, when you choose Edit from an existing project's Action bar, and when you copy a project that has only WBS1. Depending on what you select in the Create Project From dialog, fields can be defaulted from an opportunity, project, project defaults, or project template. You must explicitly click Save to save and validate the data and trigger the next step in your work flow. When you click Save, the Charge Type is defaulted to Regular on the Accounting tab and the Kona space is created if you selected to do so.

Field	Description
Long Name	This name is used in proposals. By default, DPS automatically populates this field with the Short Name. If you replace short name with a different name, Deltek stops updating this field when you change the short name.
Primary Client	Enter the name of the primary client associated with the project, or use the Client lookup to select the client. You can select any type of firm, but if you select a firm that is not marked as a client, DPS prompts you to make the firm a client. If the client record that you want to enter in this field does not yet exist in your database, you can click the New icon in this field to create a new record. You can click the client name to open an info bubble. In the info bubble, click More if you want to see the client's information in the Firms hub. When you enter a client name in this field: DPS adds the client's name and related information to the Clients grid on the Clients/Contacts tab of the Projects hub form. DPS adds the firm to the Team as a client with the role of Owner. DPS adds the project's name and related information to the Projects grid on the Associations tab in the Clients hub. If you remove this client from the Team tab, Deltek disables this field and removes the Client Address and Primary Contact fields.
Address Description	The address descriptions for the primary client. When you create a new project manually or from an opportunity, this field displays the primary client's primary address description by default.
Client Address	This field is read-only and shows the address DPS displays on client reports. When you enter a client name in the Primary Client field, DPS automatically enters the description of the primary address associated with that client in the this field. This is the description for the address in the Clients hub.
Primary Contact	Enter the name of the primary contact associated with the project, or use the Contact lookup to select a contact. This contact is limited to the contacts for the Primary Client. You can select a contact before a primary client is selected, and the primary client will auto-populate. If you remove this contact from the Team tab, DPS disables this field. When you enter a contact name in this field: You can click the name to open an info bubble. In the info bubble, click More if you want to see the contact's information in the Contacts hub. DPS adds the contact's name and related information to the Contacts grid on the ClientsContacts tab of the Opportunities hub. DPS adds the contactto the Team with the role of Owner. DPS adds the opportunity's name and related information to the Opportunities grid in the Contacts hub.
Location	Maintains contact information for the location where the project work is actually performed. You can enter address information, phone and fax numbers, and an email address for the project work site. Field Description Address 1, 2, 3 Enter the address where the project is located. City Enter the city where the project is located. State/Province Use this drop-down list to select the state or province where the project is located. If you specify a Country, the state list is limited to states in that country. If you do not specify a Country, then the list includes all states and you can select one to default the country. Zip/Postcode Enter the ZIP or postal code for the project's location. County Use this drop-down list to select the project's county. Country Use this drop-down list to select the project's country. You can specify a default country for all projects in Settings. Phone Enter a phone number for the project location. Fax Enter a fax number for the project location. Email Enter an email address for the project location. After you enter an email address in the Email field, you can click the email address to open your default email application and send an email to the recipient.
Opportunity	This field is enabled only if CRM is owned. Enter the name of the opportunity associated with the project, or use the Opportunity lookup or Quick Find to select an opportunity. Click the opportunity name to open an info bubble, from which you can click More to display the Overview tab of the Opportunities hub. If you create a new project record from an existing opportunity, DPS automatically enters the opportunity name in this field.
Promotional Project	DPS enables this field only if the project's charge type is regular and you own CRM and Accounting. Enter the name or number of the promotional project associated with the project, or use the Project lookup or Quick Find to select a project. If you create a new project record from an existing promotional project, DPS enters the promotional project number in this field.
Organization	This field is visible only if you have set up organizations. You can select only one organization for a project. Enter the Organization that is responsible for the project or use the Organization lookup or Quick Find to select the Organization. If your organization has multiple companies, the organization code that you specify here indicates which company "owns" the project, phase, or task record. The active company determines which organizations are available for the Organization lookup.

Key Employees

Field	Description
Project Manager	Enter the name of the employee who is the project manager for the project, or use the Employee lookup to select the employee. When you enter an employee name in this field: You can click the name to open an info bubble. In the info bubble, click More if you want to see the employee's information on the Profile tab of the Employees hub. DPS adds the employee's name and related information to the Employees grid on the Teams tab of the Projects hub. DPS adds the project's name and related information to the Projects grid on the Projects tab of the Employees hub. Note the following: If you remove an employee from the Project Manager field of a project, the employee is removed from the Employees grid on the Teams tab of the Projects hub only if the employee's Team Status is Proposed. If the employee's Team Status is Active, the employee's name remains in the grid, but the Role field is cleared. If you remove an employee from the Project Manager field of a project, the project is removed from the Projects grid on the Projects tab of the associated Employees hub only if the employee's Team Status is Proposed. If the employee's Team Status is Active, the project's name remains in the grid, but the Role field is cleared. If you remove an employee (with role type Project Manager) from the Employees grid on the Teams tab of the Projects hub, and that employee is also entered in the Project Manager field on the Overview tab of the Projects hub, the employee is also removed from the Project Manager field. DPS does not update the Project Manager field when you change an employee's role on either the Teams tab of the Projects hub or on the Projects tab of the Employees hub. When you make a change on either of those tabs, you must manually change your entry in the Project Manager field.
Principal	Enter the name of the employee who is the principal-in-charge for the project, or use the Employee lookup or Quick Find to select the employee. DPS adds the employee to the Employees grid on the Team tab of the Projects hub, with the role of Principal. More than one employee can be on the Team tab with the role of Principal. After specifying a Principal, you can click the name to open an info bubble. In the info bubble, click More if you want to see the employee's information on the Profile tab of the Employees hub. Note the following: If you blank out this field or make a different employee the Principal, the original Principal is removed from the Employees grid on the Teams tab of the Projects hub only if the employee's Team Status in the Employees grid is Proposed. If the employee's Team Status is Active, the employee's name remains in the grid, but the Role field is cleared. If you remove the Principal from the Employees grid on the Teams tab of the Projects hub, then this field is blanked out. If you change the role of the employee on the Team tab, nothing happens to this field. DPS does not update the Principal field when you change an employee's role on either the Teams tab of the Projects hub or on the Projects tab of the Employees hub. When you make a change on either of those tabs, you must manually change your entry in the Principal field.
Supervisor	Enter the name of the employee who is the Supervisor for the project, or use the Employee lookup or Quick Find to select the employee. DPS adds the employee to the Employees grid on the Teams tab of the Projects hub, with the role of Principal-In-Charge. More than one employee can be on the team tab with the role of Supervisor. After specifying a Principal-In-Charge, you can click the name to open an info bubble. In the info bubble, click More if you want to see the employee's information on the Profile tab of the Employees hub. Note the following: If your organization has multiple companies, and the employee named in this field is associated with multiple companies, the supervisor applies only to the company record that you are viewing. There can be a different supervisor for each associated company. If you blank out this field or make a different employee the Supervisor, the original Supervisor is removed from the Employees grid on the Teams tab of the Projects hub only if the employee's Team Status in the Employees grid is Proposed. If the employee's Team Status is Active, the employee's name remains in the grid, but the Role field is cleared. If you remove the Supervisor from the Employees grid on the Teams tab of the Projects hub, then this field is blanked out. If you change the role of the employee on the Team tab, nothing happens to this field. DPS does not update the Supervisor field when you change an employee's role on either the Teams tab of the Projects hub or on the Projects tab of the Employees hub. When you make a change on either of those tabs, you must manually change your entry in the Supervisor field.

Project Details

Field	Description
Project Currency	This field is available only if you use multiple currencies and is required. The drop-down includes all the enabled currencies for this company. The Project Currency is the currency in which the project is managed, which can be different from the functional currency of the project's home company. The project currency is used for all project reporting and project planning. When labor or expense charges are made to the project, the charges are recorded in the project currency (as well as all other appropriate currencies). Once accounting transactions exist for a project, you cannot change the project currency for the project. If only plan data exists, however, you can change the currency. When you do, DPS may remove some or all rate table selections on the Labor tab on the Plan Settings dialog box and recalculate planned labor amounts. You should review and, if necessary, update the plan settings after you change the currency. If you create the project from an opportunity, the default project currency is established according to the following rules of precedence: Cost Currency from the Service Estimate tab of the Opportunities hub If service estimates are not enabled, the Custom Currency Code from the Overview tab of the Opportunities hub The company's functional currency If you create the project from an opportunity and a project template, the default currency is the project currency from the template, if one was specified. Otherwise, the defaulting behavior is the same as described above for creating a project from an opportunity.
Billing Currency	This field is available only if you use multiple currencies and is required. The drop-down includes all the enabled currencies for this company. The Billing Currency is the currency in which you generate invoices and billing reports for a project and its phases and tasks. The billing currency can be different from the functional currency of the project's home company, and the project and billing currencies do not have to match because you can plan and manage a project in one currency and invoice the client in another. Once accounting transactions exist for a project, you cannot change the billing currency for the project. If only plan data exists, however, you can change the currency. When you do, DPS may remove some or all rate table selections on the Labor tab on the Plan Settings dialog box and recalculate planned labor amounts. You should review and, if necessary, update the plan settings after you change the currency. If you create the project from an opportunity and service estimates are enabled, the default billing currency is established according to the following rules of precedence: The Billing Currency from the Service Estimate tab of the Opportunities hub The Cost Currency from the Service Estimate tab of the Opportunities hub The company's functional currency If service estimates are not enabled, the default currency is the currency from the Overview tab of the Opportunities hub, if specified, or the company's functional currency. If you create the project from an opportunity and a project template, the default currency is the billing currency from the template, if one was specified. Otherwise, the defaulting behavior is the same as described above for creating a project from an opportunity.
Project Information	Select one of the following: Federal Project: Select this option if the project is for an agency or branch of the federal government. Referable: Select this option if the project can be used as a reference. Confidential Client: When you use Proposals, select this option to keep the Primary Client and Owner's names confidential and to exclude their names from all proposals. When you include the project in a proposal, an alias that you create will be substituted for the client or owner name. When checked, the Alias field displays.

Additional Information

Field	Description
Alias	This field displays only if you check Confidential Client for Project Information. Use this field to enter the name you want to substitute for the client's and owner's actual name. This alias will be is used in proposals and merged templates if the project is used as an example.
Available To	This option is available only if your company owns both CRM and core accounting. Select one of the following: CRM Users: Select this option to allow users with a CRM role (Security Role Type) to view and select the project. This is the default. Accounting Users: Select this option to allow users with an Accounting role (Security Role Type) to view and select the project. . If this option is selected when you save a new project, DPS prompts you to enter required information on the Accounting tab. You must enter the required information before you can save the project. If a Primary Client is selected, and the project has a charge type of Regular, and the employee creating the project is an accounting user, then the following fields are required for Accounting users: Billing Client: Defaults to the Primary Client, but you can change. Billing Address: Defaults to be the Billing Address of the Primary Client.
Sync to Ajera	This checkbox displays if DPS is set up to synchronize with Ajera. Select this checkbox for the current project to be passed to Ajera when you synchronize the two applications.
Ajera Project Template	This field displays the selected project template used to create the project in Ajera when synchronization between Ajera CRM and Ajera occurs. If no selection was made or the selected template cannot be found during synchronization, the default project template that is specified in Ajera configuration is used.