 |
This three-Block option contains information concerning contact projects, project milestone schedule and the project members.
To process monetary donations/pledges ({KOPS-5}) you need to define a project or trust. Trust is define in option {KOPS-8}
This Block is used to identify and create a new project.
| Field | Type & Length |
Description |
|---|---|---|
| Project Code | N7 | A unique code for the project is entered which will be used to identify the project. This number is not system generated. |
| Description | A30 | A short description of the project. |
| Department | N4 | A project will always be linked to a department at the Institution. A <LIST> function is available on this mandatory field which will allow the user to select an existing department code. The description of the department is automatically displayed and the faculty code of the department.The Department Code is maintain in option {GCS-4} |
| Faculty | N4 | The faculty code is mandatory and must be entered (or selected from the <LIST> function) for every new project that is created. Note that department and faculty is linked to each other and may be changed by the user. The Faculty Code is maintain in option {GCS-3} |
| Initiator | A30 | The name of the person who initiated the project is entered here. This
will be important if regular feedback is to be provided to the person.
It may or may not be a staff member of the Institution. |
| Project Sponsor | A30 | The name of the supporter for the project is entered here. The supporter for a project may or may not be the same person as the initiator for the project. The supporter (or sponsor) could be an outside company who has pledged some or all the resources to the project. |
| Nature | A60 | The nature of the project is entered to indicate the reason why the
project was initiated, for example to raise funds to continue with
science experiments in the Micro Biology department. |
| Start Date | DD-MON-YYYY | The start date of the project is mandatory. |
| Target Date | DD-MON-YYYY | Entering the target date will be important if the progress of the project is monitored on a regular basis. |
| End Date | DD-MON-YYYY | The end date of the project, i.e. the date upon which the project was considered completed. |
| Priority | N1 | The priority of the project is entered here. The user will have to work out an own system for assigning priorities to projects, which will assist with the allocation of limited resources. Projects with a higher priority will obviously enjoy preference when resources are allocated. |
| Project Target | N17.2 | Enter the target amount of the project. |
| Interest Field | A4 | A <LIST> function is available to select and enter the interest code of the supporter (which in most cases will be an external sponsor for the project). The description of the code is automatically displayed. The Interest Filed is maintain in option {KCS-2}. |
| Industry Category | A4 | A list function is available to select and enter the industry code of the supporter. The description is automatically displayed. The Industry Category is maintain in option {KCS-3}. |
| Income GLA | A4 + A8 | The GLA (Cost Centre and Account) that will received the donations/pledges and/or have the total capital of the project. A <LIST> function is available on each field. The Cost Centre is maintain in option {FCSO-1}, Account {FCSO-3} and GLA {FCSO-6}. |
|
Project milestones are normally created to facilitate the monitoring of
the project progress against pre-defined actions and dates.
| Field | Type & Length |
Description |
|---|---|---|
| Code | N7 | The same project code as explained above, is displayed in this field. |
| Date | DD-MON-YYYY | The due date for a particular action (milestone) is entered here. |
| Remarks | A60 | Any remark or description pertaining to the milestone may be entered here. |
|
Each project may have one or more project members. The project members are either employee, alumni or “outsiders” who have been allocated to the project on a full/part time basis or who have been seconded for a specific period.
| Field | Type & Length |
Description |
|---|---|---|
| Project Code | N7 | The same project code as explained above, is brought forward to this field. |
| Member Type | A1 | Three types of project members may be identified, namely (O)ther, (P)ersonnel and (A)lumni. The default for this field is (P)ersonnel. The field is mandatory. |
| Member | N9 | The member number is mandatory in all cases. In the cases of
(P)ersonnel and (A)lumni, entering the member number will result in the
system displaying the name of the person. The data is automatically
obtained and displayed from tables in the Personnel and Alumni
Subsystems. In the case of (O)ther, the member must first be created
under option {KOPS-1} “INDIVIDUAL DETAIL” before the system will
accept the person as a project member. |
| Designation | A40 | The designation is defaulted from option {KOPS-1} and cannot be updated |
| Date Allocated | DD-MON-YYYY | The date upon which the member was allocated to the project. |
| Responsibility | A250 | The main responsibility of the project member is entered here. It may
be in the form of tasks, which the person is responsible for, or in the
form of critical performance areas (CPA). Only 60 characters are
displayed at one time. The cursor keys are used to scroll the field
for additional data. |
| Role | A4 | The role is entered for each project member and it differs from the person's main responsibility. For example, roles could be Chairman or Secretary, where the Chairman will be responsible for following-up on outstanding actions and the Secretary will be responsible for keeping the minutes of meetings. <LIST> of values is available for this field. The description of the code is automatically displayed. The Role is maintain in option {COOPC-7}. |
| On Secondment | A1 | The default for this field is (N)o. If the project
member is seconded to the project, the default has to be changed to
(Y)es. |
| Company which Seconded | A40 | Enter the name of the company which seconded the project member. Only 35 characters are displayed at one time. The cursor keys are used to scroll the field for additional data. Data may only be entered if field H. above = (Y)es. |
| Secondment Start Date | DD-MON-YYYY | Enter the date on which the
person's secondment started. Data may only be entered if field On Secondment
above = (Y)es. |
| Secondment End Date | DD-MON-YYYY | Enter the date (which in most instances will be a future date) until when the person will be seconded to the project. Data may only be entered if field On Secondment above = (Y)es. |
| Campaign Target | N12.2 | The amount which represents the target for the resources raising effort or campaign, is entered. The campaign target is important if any progress against the target is to be monitored |
| Re-assigned to Another Project? | A1 | The default for this field is (N)o. If the project member was
re-assigned to any other project, the default must be changed from (N)o
to (Y)es. |
|
| Processing Rules |
|
|---|---|
| No special processing rules |
| Date | System Version | By Whom | Job | Description |
|---|---|---|---|---|
| 29-Jan-2007 | v01.0.0.0 | Amanda Nell | t135444 | New manual format. |
| 20-Jan-2009 | v01.0.0.1 | Ernie van den Berg | t155163 | Review manual |
