Create a new Project

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Adding New Projects To GTP
This function may be performed only by the user roles of Super Admin and Admin (hereinafter collectively referred to as "CONTROLLER" for the sake of brevity). Other user roles cannot exercise this function.

After logging in as CONTROLLER, the welcome screen displays "PROJECTS" as one of the options on the top. Clicking this option takes you to the "Projects Administration" page; this page is also the default that the system displays after logging in. This page has the following sections, delimited by boxes:
- Search Mode
- Add A New Project
- Authorized Tasks
- Proposals
- Add New Task
To add a new project, click on the "Add A New Project" button, this takes you to a fresh screen. There are the following control buttons for this screen:
- SAVE
- CANCEL

The section pertaining to the "Add A New Project" has the following text boxes which the user has to input information into, in order to create a new project:
- Project Name: A name appropriate for the project to be executed may be entered here.

- Project Nickname: A short-form of the project name may be entered here; this nickname will be visible to all members of the project.

- Assigned PM: Any project managers that can be assigned to the project right away may be done so by selecting from the dropdown menu box. PMs may be assigned / de-assigned at any stage of a project's life later on.

- Assigned PM Assistant: Any PMAs that can be assigned to the project right away may be done so by selecting from the dropdown menu box. PMAs may be assigned / de-assigned at any stage of a project's life later on.

- Stakeholder: Any stakeholders that can be assigned to the project right away may be done so by selecting from the dropdown menu box. Stakeholders may be assigned / de-assigned at any stage of a project's life later on.

- Created (Date): The system automatically updates this field with date and time. The information may be appropriately amended.

Status: A project may be in any of the two statuses:
- Active
- Closed
At the time of creating a project, it may be set to ACTIVE status. When the project is done with, the status may be set to CLOSED.

Authorized: This dropdown box has two options:
- Yes
- No
Depending on the authorization condition, the appropriate option may be selected.
Ready for Authorization: This dropdown box has two options:
- Yes
- No
Depending on the authorization condition, the appropriate option may be selected.

Date Last Updated: This field is automatically updated by the system whenever any activity takes place in the project. At the same time, this information may be amended appropriately as per the situation at hand.

Upload Files: Files up to a size capped by system capacity can be uploaded here.

Est. Project Cost: The estimated project cost to the developing organization may be entered here.

Discount: The discount to the costing may be entered here.

Est. Total Cost: The total cost, including all incidentals and deducting discounts, may be entered here.

Rev. Est. Total Cost: The revenue accruable on the project may be entered here.

Deposit: Deposit received from the client / stakeholder may be recorded here.

Additional Deposit: Any additional deposits received from the client / stakeholder may be recorded here.

Open Project Balance: The funds with which the project took off may be recorded here.

Description: Information about the project may be entered here for the purpose of informing all concerned about its contours and parameters.

Stakeholder Responsibility: Information about the scope of involvement of client / stakeholder, as per the agreement with them, may be entered here.

Not covered under this statement of work: Salient points that are expressly beyond the scope of the present project are recorded here.

After information in the above fields have been entered, click on the SAVE button to create the project.
Besides the above fields, the screen also has a set of textboxes whose function is primarily to search for tasks that fulfill specific criteria. The operative control button to be used is SEARCH. These are the textboxes that can be used for the search:

Resource Member (Search Only): Resource Members can be assigned to a project on a task-by-task basis. Clicking on this dropdown box reveals the resource members that have been up until now been assigned to the various tasks of this project. After selecting the desired Resource Member, clicking on the SEARCH button reveals the tasks that have been assigned to them, along with their corresponding details.

Search by Ball position (Search Only): This feature provides a list of tasks where action is supposed to be taken by specific categories of user roles. Who is next expected to take action is indicated by "setting the ball" against their user role. There are four possible parties involved in any project: Stakeholder, Admin, PM, and RM. The fifth possible situation is that the project is deemed completed, and the "ball" is said to be "set to completed". After selecting the desired category, clicking on the SEARCH button reveals a list of all tasks where some action is expected from that category.

Show Tasks (Search Only): Any existing task in a project may be in any of the following states:
- Completed
- Not Completed
- Draft
The above states are listed as options in the dropdown box here, and selecting the desired state and clicking on the SEARCH button reveals a list of all tasks whose states are set to the desired state. Alternatively, the dropdown box also has the option of "ALL" states, which presents all the tasks that were ever created for the project in hand.

Sort Tasks (Search Only): This is another SEARCH option which allows you to view tasks based on the following criteria:
- By Priority
- By Date
Selecting the appropriate criterion and clicking on SEARCH provides a list of tasks sorted by the selection made.

After a project has been created, assigning users to it is carried out as follows:

PM and PMA are assigned to the project by the Super Admin and Admin user roles, in the "Projects Administration" screen. Against the given project description is a button titled - "VIEW / EDIT", clicking which leads to the screen where the project details are available in the field boxes where the Super Admin / Admin user roles can select the PM / PMA from the corresponding dropdown boxes.

RM is assigned on task-to-task basis. When a project is created, and under the project when a task is created, there is a drop-down box where a list appears of all RMs known to the system and which are active. User roles from PMA upwards can select the appropriate RM from this list, and proceed to create the task.