Adding Roles: You can assign additional roles to a resource at any time. Select the dropdown to the right of the resource and select the role you want to add:
Deleting Roles: To remove a role select the dropdown button next to the role you wish to remove and untick the role.
What if my resource is not in the list?
If a resource is not shown in the resource list you will need to enter them in to your resources database. To do this, Go to Portfolio > Resources.
Optional Fields: Not all fields are relevant to all projects / portfolios and can be ignored. If a field is mandatory you will not be able to create the new project and will be notified with a red warning message.
Parent Project: UniPhi allows for a program of works within a portfolio to have an unlimited number of “child” projects underneath it. This is managed through selecting the Parent Project that the newly created project belongs to. Parent projects will consolidate budgets and contract costs and revenue for all children allocated to it. The Parent project will also display issues and risks that exist across the program (i.e. within each child)
The resulting project filter will look like this:
Priority: Companies can devise their own Project Prioritisation Framework which the user creating the project can complete to establish a projects’ priority. The prioritisation framework is displayed at the bottom of the create project screen. If you complete the Project Prioritisation Framework the result will automatically populate in this field once the project is created. Alternatively you can enter in a priority manually.
Project prioritisation allows team members to make discretionary decisions over work that needs to be completed at the same time. Knowing which project has a greater priority to the organisation can assist in the decision making, reducing the management time required to review and prioritise tasks.
Private Project: If this box is ticked only resources assigned to the project can view it. Use great caution when selecting a project to become private as it is possible for the project to become invisible, i.e. if no resources are assigned to a project and it becomes Private.
Win %: As explained in the introduction to the session, projects are generally created when a quote or proposal is required. When Revenue, costs and hours are estimated, UniPhi will automatically adjust these Revenue in reports by the win % allocated to the project. The win % represents the probability that the organisation will win the job. The end result is a risk adjusted resource plan and cash flow forecast for the business. Win/loss ratios displayed in the Submissions dashboard can assist the user in determining a value for this particular field.
Revenue %: The Revenue % functions the same as the win % thereby compounding the risk adjustment factor. The Revenue % adjustment reflects the likely reduction in Revenue that will occur through contract negotiation phase.
Project Description: This is a useful reference to other members of the project team as it provides a high level summary about what the project is aiming to achieve. It is a free text field and the data contained within this panel can also be used to pre-populate documents generated from UniPhi.
NPV: NPV stands for Net Present Value and is used when determining the value of real asset investments. It is the end result of a cost benefit analysis. While it is possible to compile a cost benefit analysis in UniPhi (your project profitability is one example of this), most cost benefit analysis are compiled outside of the system. The end result NPV can be keyed in here so that the portfolio NPVs can be consolidated and analysed in the summary dashboard.
Currency: UniPhi supports an unlimited number of foreign currency translations. The currency selected here will be the default currency for the project and will be used to determine the currency project Revenue and costs have been estimated in. It is possible to have mixed currencies for contracts in the project but these will be converted to a common currency in the Revenue, costs and reports module. The currency selected by default in these modules is based off the default selected here. It can be changed by the end user if they wish to see the end results converted into other currencies.
Risk Contingency COA: UniPhi’s risk management module allows for the build-up of a dollar value for risks in the project cost budget. Risks identified have contingency values allocated to them. The total of which is then transferred to the project budget via the relevant contingency code selected. Risk contingency dollar values are applied to costs, not revenue, so this is only relevant when managing a project cost budget. The code list available is all code structures that have “Contingency” codes flagged in their chart of accounts
Risk Contingency Code: The account codes that have been flagged as contingency codes in the chart of accounts selected are displayed here. Selecting one code will provide for a default code selection when creating risks. This default can be changed for each risk identified but the default selected here should be the most common contingency code (e.g. construction contingency).
Timesheet Tasks: defaults to a predetermined list that is visible to add work hours against the project when time sheeting. Standard tasks are used when work is completed on a project without specific contract deliverables. Examples of this type of work would be support work for a product that has been already commissioned or project management during a defects liability period in the construction industry.
Requires Approval: This option is selected if all timesheets entered and submitted require an oversight and approval.
Timesheet approval in UniPhi is based off the access level of roles on the project. If a project role has a program manager access level (as appose to a project manager or team member access level) then people in this role are able to approve submitted timesheets.
Rejecting a timesheet reverts the timesheet back to a “saved” state rather than a “submitted” state. The person submitting their timesheet can then amend and re-submit for approval. If timesheet approval is not selected then timesheets can still be reviewed in both the contracts module and via reports.
Timesheets can be “rolled back” to allow the team member to correct the error and re-submit. Only submitted hours are displayed in the contracts module while saved but not submitted hours can optionally be displayed in the timesheet reports.
Requires Comments: Select if daily comments next to each task are required for successful submission of timesheets. If this is selected, staff will not be able to submit their timesheets unless they have entered text in the comments field.
When you have finished entering in all the relevant data, create your project by scrolling to the top and clicking save .
Project Summary: Once you have created your new project, you are taken to the Project Summary page. Here you can view the Project Status and Project Details boxes. You can access this summary detail at any time by selecting the project from the Project filter: when in the Summary module:
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