Creating a Project: Basics

1. From anywhere in Moovila click the Master Add button at the base of the screen.
   
   
   
2. The Master Add menu opens. Choose the Add Project option.
   
3. The Add Project screen appears.
   
   

   a.

   Status: Choose a status from the dropdown menu to describe the current state of the project. 
   

   Planning:	This status indicates that the details of a project are still being finalized and the project is not yet ready for work.
   In Progress:	This status indicates that a project is ready for work, or is actively being worked on. Any time that a project is moved into "In Progress" status all team members with assigned tasks in that project will be notified.
   On Hold:	This status indicates that a project has been paused.
   Cancelled:	This status that a project has been cancelled and will not be worked on further.
   Complete:	This status indicates that a project has been completed.

   If you are using the ConnectWise integration, you will have access to your ConnectWise custom statuses. In this case, the statuses listed above will be treated as the project status categories to which your custom statuses are mapped.

   b.

   Priority: Choose the priority associated with the project from the dropdown menu. By default it will be normal priority. Critical, High, and Low priority options are also available. This allows projects to be sorted or filtered based on priority.

   c.

   Active Toggle: Use this toggle to set the project's status to inactive. By default a newly created project will be set to active. Inactive projects are essentially archived, but can still be accessed in the future.
   
   **Note that if a project is archived in Moovila it will no longer sync with PSA integrations. The sync may be reenabled if needed, after the project has been returned to an active status (not archived).**

   d.

   Start/Due Dates: If you know start and due dates for the project, enter them here. These will help to pre-populate SmartTasks as they're added to the project.

   e.

   Completed Date: This date will be populated when the project's status is changed to Complete. This date may be manually entered/modified as well.

   f.

   Name + Sub-Title: Enter a Name (required) for the project. Optionally, add a sub-title in the second field. This sub-title will display alongside the project’s title in the Project Portfolio.

   g.

   ID: Optionally, enter an ID to correspond to this project. 

   h.

   Description: Optionally, add a few details about the project to provide any additional context. These details only appear in the Project Detail view.

   i.

   Project Scope: Select who will participate in and have access to this project.
   

   Personal:	By default new projects are set to “personal.” This limits visibility and editing to the project’s creator.
   Team Project:	Only the team is able to view the project. Team leaders and Owner can edit.
   Enterprise:	The entire enterprise can view the project. Team leaders and owner can edit.

   j.

   Owner: If the Project Scope is set to Personal, the project’s creator will be set as the Owner. If  the Project Scope is set to either Team or Enterprise, click the [click to select] dropdown to choose the project’s owner.

   Potential project owners will be listed alphabetically. 
   

   k.

   Managing Team: For projects with a Team or Enterprise scope. The dropdown listing shows teams in which the project creator is a designated "leader."

   l.

   Who Can Assign Tasks: By default, only owners and leaders can assign SmartTasks. Click Owners and Leaders to toggle so that Owners, Leaders and Members can assign SmartTasks.  When the Owner, Leaders & Members option is selected, Team Members will have the ability to add SmartTasks to the project, and edit any SmartTasks they have created.

   m.

   Organization: If there are multiple organizations within your enterprise (these may be divisions, brands, etc.), choose the one appropriate to this project from the dropdown menu.

   n.

   Contributing Teams: All available teams in the enterprise appear in this dropdown listing, and multiple contributing teams may be chosen for a project. Within this listing, users that are denoted by a "*" are leaders within that specific team.

   o.

   All Contributors + Access Management: This dialogue allows users to manage individual user project visibility and individual project access rights.
   
   

   • The listing shows the project owner and all users, their access rights, resource type and skills.
   • The search bar may be used find specific users or limit results displayed by resource type or skill.
   • Users who are part of a managing or contributing team will be listed first and can be identified by the "team" icon in the first column.
   • Click on the button within the Access Rights field to toggle and change user access rights. The toggle moves between the following:
     • Member: Can view all tasks and edit those that they have created.
     • Leader: Can view and edit all tasks.
     • Restricted: Are unable to view or access the project.
   • Add individual users to a project with a single click of the "+" button in the first column, or remove them by clicking the "-" button. Note that in the current release users must be assigned to at least one team to be able to be assigned tasks.
   • Users within a team that has been added to the project may have their access rights restricted (users from a contributing or managing team may not be removed from the project).

   p.

   Program: Optionally, choose a Program associated with this project. Programs are enterprise defined and allow users to tag projects by organization initiative, division, or other relevant identifier. Programs allow another way for projects to be grouped, sorted, and filtered. A program may also have specific categories and stages that have been created exclusively for use with that program. Enterprise Administrators only have the ability to add/edit this listing. If you need to add or modify a program, please contact your administrator.

   q.

   Category: Optionally, choose a Category. These are enterprise-defined and may be associated with a specific program or available to access via all programs. This is another way to tag projects so that they can be grouped, sorted, or filtered when needed. Enterprise Administrators only have the ability to add/edit this listing.  If you need to add or modify a Category/Product, please contact your administrator. If you are an administrator, learn more at Setting Up Categories, Programs, and Stages.

   r.

   Product: Optionally, choose a Product. These are enterprise-defined and may be associated with a specific program or available to access via all programs. This is another way to tag projects so that they can be grouped, sorted, or filtered when needed. Enterprise Administrators only have the ability to add/edit this listing.  If you need to add or modify a Category/Product, please contact your administrator. If you are an administrator, learn more at Setting Up Categories, Programs, and Stages.

   s.

   Stage: Optionally, choose a Stage. These are enterprise-defined and may be associated with a specific program or available to access via all programs. This is another way to tag projects so that they can be grouped, sorted, or filtered when needed. Enterprise Administrators only have the ability to add/edit this listing.  If you need to add or modify a Category/Product, please contact your administrator. If you are an administrator, learn more at Setting Up Categories, Programs, and Stages.

   t.

   Create Project: Click to save the project.

4. To include financial details in the project, click on the Financial Tab.
   
   
   
5. Financial Impact: Click Financial to toggle to the Financial Impact view, where information regarding project financials can be added and viewing permissions of these numbers can be assigned.
   
   

   a. 

   In the Project Value field, enter the overall value of the project.  Project Value is organization specific, and can capture items like project cost, revenue, cost savings, etc.

   b.

   In the Financial Impact per Day field, enter the financial impact of the project per day. The Amount (per day) is used to calculate Financial Impact if the project is completed early (gain) or late (loss).

   c.

   In the Show the Impact Of field, select from the dropdown menu to display Loss or Gain (the financial impact numbers will display no matter what), Gains Only (financial impact numbers will display only if they are positive), or Losses Only (financial impact numbers will display only if they are negative).

   d.

   In the Impact Visible To field, toggle among the following groups to determine who will be able to view these financial impact numbers:
   

   i.	Leaders Only
   ii.	Leaders and Viewers
   iii.	Leaders, Viewers, and Members
   iv.	Leaders, Viewers, Members, Extended

   e.

   Project % Complete Method: Choose the way that the % Complete column for the project should be calculated. Options include:
   

   • Logged Billable TIme / Total Work Estimate (Budget): Total billable hours divided by total work estimate.
   • Closed Task Work Estimate / Total Work Estimate (Budget): Closed tickets work estimate divided by total work estimate.
   • Closed Tasks / All Tasks: Closed Tickets divided by total tasks (This was Moovila's original method for calculating percent complete and will be the default for this setting).
   • Average Percent Complete: Sum of percent complete divided by the total count of tasks.
     
     Learn more about defining % completes here.

   f. 

   Customer: Use the dropdown menu to associate a customer with the project.

   g.

   Opportunity: Use the dropdown menu to associate an opportunity with the project.

   h.

   Revenue Type: Use the dropdown menu to choose a revenue type to associate with the project: Fixed Fee (a set price has been established for the project), Time and Materials (the project will be billed for the hours spent and materials used in its completion), or Time and Materials - No Overage (an estimate has been created around the number of hours to be spent and the materials to be used, and the client will not be billed above this estimated number). 

   i.

   Rate Schedule: The rate schedule is the set of hourly rates that will be applied to this project (also known as a rate sheet). Choose a rate schedule from the dropdown menu, or opt to create a new one. The default rate schedule will be used if one is not selected.

   j.

   Discount: Enter a discount here if the project is to be discounted by a specific percentage.

   k.

   Billing Frequency: Optionally, choose a billing frequency from the dropdown: Milestone-Based Invoicing (the client will be billed when certain deliverables are completed or milestones are reached in the project) or Timeframe-Based Invoicing (the client will be billed at a standard interval--e.g. monthly or quarterly).

   l.

   Cost Code Group: If desired, choose a cost code group to associate with this project. This will be the default cost code for the entire project and will be applied to SmartTasks unless another cost code is defined.

   m.

   Billing Code Group: If desired, choose a billing code group to associate with this project. This will be the default billing code for the entire project and will be applied to SmartTasks unless another billing code is defined.

   n.

   Create Project: Click this button to save and create a new project.

6. Click Create project. The project now appears in your Project Portfolio.