Project Management Maintenance

Overview of NA310UPD

The Project Management Maintenance screen allows you to add new projects, as well as modify existing projects. You can add projects or sub projects (sub projects are smaller projects within an overreaching larger project).

• From the DDI Connect main menu, double-click Project Management
• Double-click Project Management Maintenance. You will see this screen:

Adding a New Project

To add a new project, click the New button on the toolbar. The screen will now look similar to this:

NOTE: The attributes that you see on the Attributes tab will vary, depending on the setup your organization performed

The following fields are available on the top of your screen:

Field	Description
Project #	The project number will automatically default to the next available project number. However, if you wish, you can enter a new project number here
Project code	If you have elected to utilize project code functionality, this field will be present. If not, you will not see it. Enter the appropriate project code, if applicable
Category	Click the drop down arrow to select the appropriate project category (project or sub project)
Title	Enter the project title
Start dt/thru	Enter the beginning date of the range you wish to report on. You can type it in mm/dd/yyyy format or click the calendar icon to select the date. You can also enter an ending date for the project, if applicable
Summary	This is a free form text field that allows you to summarize the project
Fiscal yr	Enter the fiscal year that the project begins in
Funding start yr	Enter the year that the funding for this project will begin

Once you have entered that information, you have several additional tabs of information that you can or must complete.

Attributes tab

Attributes are fields that further categorize a project. They will vary according to the attributes that your organization has configured, and can be set to be either required or optional. The attributes tab looks like this:

To add a new attribute to the project, click the Add button. The fields now look like this:

Field	Description
Attribute	Click the drop down arrow to select the attribute you are adding
Value	If you selected an attribute that is linked to another code set, you will be able to click the list icon to select from a list of values. If the attribute value isn't present, you will be able to enter the value. See the information/instructions below

Within the Value field, you can either click the drop down to select existing values, or you can add or edit values by clicking the Edit button:

When you click the icon, the Resource Codes box appears:

If you click New, the appropriate code box will appear. An example is the Project Region Codes

Once you have selected or added the value, click OK to add the attribute to the list:

Required attributes, as well as optional attributes that have been added, will appear in this list. The system will not allow you to save the project until all required attributes have been completed.

Linked Constituents tab

When you click the Linked Constituents tab, you will see this screen:

To add a new linked constituent, click the Add button. The screen will activate:

Click the drop down arrow to the right of the "Partner" field to select the Link Type for the constituent that you are adding. Next, type the PIN or click the search icon to launch the Name/Address Inquiry screen. You can also click the Add button to launch the Constituent Entry screen. Your screen will now look similar to this:

If everything appears correct, click OK. The link will now appear on the screen:

You can now add additional linked constituents if you wish.

Budget & Funding tab

When you click the Budget & Funding screen, you will see this:

To add budget and funding information, click the Add button. The fields will now activate:

Field	Description
Fiscal year	The fiscal year associated with the budget/funding information you are entering
Budget	Total budgeted amount for the project
Funding	Portion of the total budget contributed by this organization
Desig. funding	Amount of funding that has been designated for this project (from gifts)
Opening bal	Opening balance of project funding
Auto calculate totals	If checked, this option totals the budget and funding amounts in the grid below and displays the totals in the Budget and Funding fields above. These fields are not editable when this box is selected
Budget	Total budgeted amount for the project. Note: This field is only enabled when the Auto calculate totals box above is not selected
Funding	Portion of the total budget contributed by this organization. In some cases, part of the total budget may be derived from partnerships or contributions from donors. Note: This field is only enabled when the Auto calculate totals box above is not selected
Desig. funding	Amount of funding that has been designated for this project (from gifts). Note: This field is only enabled when the Auto calculate totals box above is not selected

Also available on this screen are receipts, disbursements and adjustments fields. If your Project Management is linked to Connect FR, as gifts and miscellaneous receipts arrive that are designated for this project, these fields will keep a running total of the amounts. These fields are read only and cannot be modified.

When you have finished adding the information, click OK. The screen now updates as such:

You can now add another budget/funding line, or proceed with adding the project.

Connect-FR tab

If your organization has linked Project Management with Connect FR, you will have a Connect-FR tab. When you click it, you will see this screen:

In the designation description field, you can enter the description that you wish to have appear on gifts that indicate this project as their designation.

In the Receipt letter text, you can add text that you wish to have appear on gift receipts that have been configured for this project code.

When you have finished adding all of the project information, click Save to retain your changes.

Editing an Existing Project

To edit an existing project, enter the project number in the Project Number field and press enter. The screen will appear:

Click the Edit button to activate the project. You can now modify the information needed. Click Save to retain your changes.

Adding a Process to a Project

If you wish to attach a process to this project, you can do so by clicking the Processes button on the toolbar. This will launch the Add/Edit Process screen.

Memos tab

Clicking the Memos tab will take you to the Memos screen for this project