Building Project Templates (Desktop)

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PensionPro’s projects give the ability to manage your workflow. PensionPro allows you to capture that workflow so each member of your firm can readily see what they need to work on. Project Templates can be created and customized to capture any memorialized processes your firm has for workflows. This article will provide information on creating and maintaining Project Templates in PensionPro

 

Tier Availability: Essential, Premium, Business

Add-On Availability: PlanSponsorLink, Distributions

  Note: Some items may not be available in all tiers.

  Note: Tabs and fields will vary depending on the tier the user is on.

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What are Projects?

Projects in PensionPro are built to not only tell the user how to do a task (like a checklist would), but to also notify the user of what task to perform, when to perform it, and when it is due. So, understanding and documenting a process, like administration or plan document restatements, makes building Projects in PensionPro so efficient.

Having a good project template is paramount to making sure workflows are efficient and well managed. The better the project, the better the workflow process. There are multiple ways to create these Projects in the system. Either way, a Project Template is the framework needed to create a workable process.

 

Understanding the Process

 

First, the process is documented. Projects should be built for any processes you want to memorialize for your firm, so they can be repeatedly completed. This could be in spreadsheets that your firm uses to notate the processes throughout the day. Second, a project template is created based on a process. Then, the project is launched or added to the appropriate plans you have for your clients.

Once a Project Template becomes an active project, it is important to test the template against a test plan prior to launching against a “live” plan. This ensures the project template adheres to each of your firm’s internal needs.

 

How are Project Templates Created?

Projects can be created manually in PensionPro piece by piece, or all at once in an Excel Project Template. Project Templates can be accessed from the Application menu by clicking Maintenance > Templates. New users will not have any projects in their system to start.

 

Creating a Project Template Through the User Interface

1. Add a Template

  1. From the Project Templates grid, click the Add button to the right of the grid.
    • The Add/Edit Template popup will appear.
  2. Enter the Project Name. This is what will identify the Project later in the system
    • A Project Description can be added to further describe the purpose of the Project.
  3. Enter the Project Type. 
    • Users may create many Project Templates in PensionPro. To make templates easy to find, they are grouped by Template Types. Each template type is a List Value created by the user. This is done by clicking Maintenance > List Values > Project > then Project Type from the drop-down menu.
    • Examples of template types are Annual Administration, Plan Documents, or New Client Onboarding.
    • The List Value for each Project Type will need created prior to the Project template being added.
  4. Confirm the Project Template is marked Active by placing a checkmark in the Active Checkbox.
    • Users will not be able to launch project templates not marked as active.
  5. Enter the Project Manager. This is the Employee Plan Role the overall Project will be assigned to.
    • Project Managers can be switched at any time after the project is launched.
  6. Enter the Project Frequency.
    • All project templates in PensionPro must be assigned a frequency.
    • Any frequency selected by the user, except annual and non-recurring, will prompt the user to launch the project for the following period once the prior project is completed.
    • Project Frequencies include: annual, semi-annual, quarterly, monthly, semi-monthly, bi-weekly, weekly, daily, and non-recurring frequencies.
    • Selecting a Project Frequency other than "Annual" will cause the Require Web Data Collection checkbox to be greyed out for Annual Administration Project Types.
  7. The priority level will default to Normal, but if the project needs to be marked as critical, select Critical from the dropdown menu.
  8. If the Project will require Web Collection from the plan sponsor, then check the box for Require Web.
    • Web Collection allows plan contacts to securely receive and submit data collection items on your firm’s PlanSponsorLink site.
  9. Click Save to create the Project.

The next step is to begin building out how the Project will function. Each Project is divided into multiple levels. These are Task Groupings, Tasks, and Task Items. To begin building out the rest of the Project, Choose the Template Type of the new Project from the Template Type dropdown menu. Click the Refresh button and double-click the newly created Project Template.

This will bring you to the top level of the Project hierarchy, which is the Task Groupings and Summary level. Click on the Summary tab to further edit Template details such as the Start Date Offset and External Deadline.

A Start Date Offset is the date the first task in the project will become active and display on the dashboards. The system defaults to a start date of the date the project is launched unless otherwise defined in these fields. A Start Date Offset is not required.

For projects that have an Annual Administration project type, Annual frequency, and require data collection, the system defaults to a start date of the launched Project’s Period Start unless otherwise defined in these fields. 

The External Deadline fields set the external date the project must be completed. If the project template has a “Non-Recurring” frequency, a date can be selected as to when the project should be completed by.

2. Add Task Groupings:

Task Groupings are the next level of project template development. They are used to group Tasks for higher level tracking of project completion. Eligibility, ADP/ACP testing and Contribution Calculations might be three different Tasks, but could be compiled into one Task Grouping called “Compliance.” Only one Task Grouping is required in a Project Template, however users have the choice of adding as many as needed.

If the user chose to use an Annual Administration or General Web Collection Project Type to create a Data Collection Project, the first Task Grouping must be titled, “Data Collection.”

To Add Task Groupings:

  1. Click the Add button to the right of the Task Groupings grid.
  2. Enter the name of the Task Grouping in the name field and Click Save to add the Task Grouping
    • Once the task groupings are created, users can click the Edit button to make any changes, or use the blue arrows to rearrange their Task Groupings' order.
  • If creating an Annual Administration Data Collection Project, the First Task Grouping will need to be titled, “Data Collection,” with Tasks entered in the following order: Census Request Sent, Company Contact, Company Data, Principals, Family Relationships, Other Companies owned, Contacts, Employer Questionnaire, 5500 Questionnaire, Employee Census, and Final Approval.
  • Users cannot edit the Data Collection Task Grouping for Annual Administration Data Collection or General Web Collection Projects.
  • If creating a General Web Collection Project Type, Users will need Data Collection as the first Task Grouping with Tasks entered in the following order: Collection Request Notification, Questionnaire, File Collection, Approval and Submission, and Review submitted information.

Once Task Groupings have been created, double-click each of them and click the Add button again to create the Tasks that will fall under each individual Task Grouping


3. Add Tasks

Tasks are the real workhorse of Projects and are the third level of project template development. Tasks are what appear on users' dashboards to notify them that it’s their turn to perform a Task in the Project. Each Task will need a name generally indicating what work is being done.

To Add Tasks:

  1. Click the Add button to the right of the Tasks grid to add a new Task.
  2. Enter the Name of the Task.
    • This is used to differentiate Tasks and Identify what the overall goal of the Task may be.
  3. Enter a Time Code for the Task.
    • Choose the Time Code for employees to use when tracking their time for the Project.
    • If not tracking time in PensionPro, simply use a default Time Code.
    • Time Codes can be added by clicking Maintenance > Time Codes.
  4. Choose an Employee Plan Role to assign the Task.
    • Users can enter “Unassigned” if a Task does not have an assigned Employee Plan Role.
    • If the Task is Unassigned, it must be assigned to a Worktray.
    • Users can choose from active Employee Plan Roles that have been created as List Values in PensionPro.
  5. If the Task is a review step that reviews prior Tasks within the Task Grouping, check the box for Review Step.
    • This will enable the functionality for the user to return to project back to completed Tasks within the same Task grouping for modification.
    • The assigned user can also view the answers to previous Task Items within this Task Grouping.
    • The user cannot view Task Item answers in another Task Grouping or send the project back to a Task in another Task Grouping.
  6. Enter the Days to Complete the Task. 
    • This is where users can enter the number of business days to give the assigned employee to complete this Task. This will be based on the user's internal firm performance standards.
  7. If the Task should be assigned to a Worktray, select a Worktray from the dropdown.
    • Tasks can be assigned to a Worktray for a member of the team to complete it.
    • Tasks are also assigned to Worktrays for monitoring of project progress in "real time" versus a report.
    • Worktrays can be added and Maintained from the Application Menu by clicking Maintenance > Team Information.
    • If this Task is being assigned to an "Employee Plan Role" choose "Unassigned."
  8. If the Task should be linked to an Event in PensionPro, select the Event from the dropdown.
    • Tasks linked to an Event will be important when using the Event Management feature in PensionPro.
    • Events will first need created in the Event Management Tooling site, where once created, they become possible Events that users could tag their Tasks to.
    • This field is only available for Business Tiers only.
  9. Click Save.

Once Tasks have been created, users can click the blue arrows on the Task Items grid to change the order the Tasks appear. Users can also click the Edit button to make changes to the Task. If a Task is to be deleted, users can click the Delete button to the right of the Task to delete. Please note for Annual Administration Data Collection and General Web Collection Projects, you cannot edit or rearrange the Tasks in the Data Collection Task Grouping. 

Users can double-click on a specific Task to open the Task. This will open to the Task Items grid where users can add, edit, and delete Task Items.

Users can find sample templates and more information on Annual Administration Web Collection Project Types in Viewing And Maintaining Data Collection In PensionPro.

Users can find sample templates and more information on General Web Collection Project Types and Required Tasks in Working with General Web Collection Projects.

4. Add Task Items

Task Items represent the fourth level of project template development and are the “checklist” items that are visible when a user opens a Task from their Dashboard. Task Items could be a question that needs to be answered or a directive for the assigned employee to complete. Task Items are not required when building templates. The user can decide how detailed or high level the Task Item level will be.

To Add Task Items:

  1. Click the Add button to the right of the Task Items Grid to add a new Task Item.
  2. Enter what the Task Item is in the Item field.
    • Task Items could be a question that needs to be answered or a directive for the assigned employee to complete.
  3. Select a Data Type for the Task Item from the dropdown menu.
    • Data Types are the possible responses to the Task Item instructions or questions. More information on Data Types can be found in Adding and Editing Template Data Type List Values.
    • Data Types could be a Text, Date, Dropdown field or checkbox. 
    • The scope of answers to Task Item questions is nearly unlimited as PensionPro allows users to create their own answer types if they do not exist in the system.
      • If a Data Type isn't available on the list, users can add a new Data Type List Value from the Application menu by clicking Maintenance > List Values, and clicking the Template tab.
      • Users can ad Data Types by clicking the Add button to Add the Template Data Type. Data Type Answer options can be added by clicking the Add button to the right of the Template Data Type grid.
    • If the Data Type is intended to be a possible response, the Active checkbox will need to be checked.
  4. Check the Required checkbox if the answer to the Task Item is required.
    • If the assigned employee is required to answer the Task Item, check the Required Checkbox.
    • If the Task Item has a Data Type of "None" do not check the Required Checkbox.
  5. If the Task item should be a Project Field, select the Project Field from the dropdown menu.
    • Users can find more information on Project Fields in Using Project Fields.
    • Project fields can be reported on for multiple Projects and Plans at a single time using the Project List Values report.
    • Check the box for Show on Project Summary if the Project Field answer should be displayed on the Project Summary > Project Fields Tab for an established project.
    • Check the box for Show on Plan Summary if the answer to the Project field should appear on the Plan Details > Home > Project Fields tab. 
  6. Click Save.

Project Templates can also be created from an Excel spreadsheet. Users can export established Project Templates from PensionPro, make edits to the template and reimport back in to create new Project Templates. New users will not have a Project Template to export from PensionPro, until they create their own Template Types first. A Blank Project Template excel file can be found as an attachment to this article if one is needed.

 

Creating a Project Template Through the Excel Spreadsheet

1. Add a Template Type (If a Template Type has already been created, users can skip to Step 2: Export Template)

  1. From the Project Templates grid, click the Add button to the right of the grid.
    • The Add/Edit Template popup will appear.
  2. Enter the Project Name. This is what will identify the Project later in the system
    • A Project Description can be added to further describe the purpose of the Project.
  3. Enter the Project Type. 
    • Users may create many Project Templates in PensionPro. To make templates easy to find, they are grouped by Template Types. Each template type is a List Value created by the user. This is done by clicking Maintenance > List Values > Project > then Project Type from the drop-down menu.
    • Examples of template types are Annual Administration, Plan Documents, or New Client Onboarding.
    • The List Value for each Project Type will need created prior to the Project template being added.
  4. Confirm the Project Template is marked Active by placing a checkmark in the Active Checkbox.
    • Users will not be able to launch project templates not marked as active.
  5. Enter the Project Manager. This is the Employee Plan Role the overall Project will be assigned to.
    • Project Managers can be switched at any time after the project is launched.
  6. Enter the Project Frequency.
    • All project templates in PensionPro must be assigned a frequency.
    • Any frequency selected by the user, except annual and non-recurring, will prompt the user to launch the project for the following period once the prior project is completed.
    • Project Frequencies include: annual, semi-annual, quarterly, monthly, semi-monthly, bi-weekly, weekly, daily, and non-recurring frequencies.
  7. The priority level will default to Normal, but if the project needs to be marked as critical, select Critical from the dropdown menu.
  8. If the Project will require Web Collection from the plan sponsor, then check the box for Require Web.
    • Web Collection allows plan contacts to securely receive and submit data collection items on your firm’s PlanSponsorLink site.
  9. Click Save to create the Project.

2. Export Template

The first step to creating a Project Template from an Excel spreadsheet is to export a template from PensionPro.

To Export a Template:

  1. From the Application Menu, click Maintenance Templates.
  2. Select the target template type from the Template Type dropdown menu.
  3. Click the Export button to the right of the Template Type dropdown menu.
  4. Select a Template and click Export. Users can save the Excel file on their network.
  5. Open the file from where it was saved.

3. Edit Project Summary Information

At the top of the excel file are a series of column headers that control the Project Summary information. Users should enter their corresponding values below each of the column headers in Row 1 of the excel file. Below is a list of those Column Headers and their descriptions.

  1. Level
    • This should always have a value of "Project."
  2. Name
    • This is the name of the Project Template to differentiate it from others. Every template must have a unique name.
  3. Template Description
    • This is the description of the Project Template used to define the use for the template.
  4. Project Type
    • This is the "Template Type" and is used to categorize the templates for ease of project launching. Template Type is a List Value that is customizable. Examples of Project Types may be “Onboarding”, “Annual Administration”, “Distributions”.
  5. Project Manager
    • This is the Employee Plan Role that is ultimately responsible for this process.
    • The project manager is not required to have actual tasks assigned in the project but the plan the project is launched too must have that employee plan role assigned.
      • For example, if the project manager is the Distribution Specialist, the plan the project is launched against must have an Employee Plan Role of Distribution Specialist assigned.
  6. Extension
    • This is a TRUE or FALSE value to identify if the Project Type in Column C is an Extension project type. Generally, this value will be FALSE.
  7. Deadline Increment
    • The deadline increment column denotes whether the project’s external deadline will be measured in days, months, or years. “M” should be listed if the external deadline is measured in Months, “D” if measured in Days, or “Y” if measured in Years. The field can be left blank if there is no external deadline.
  8. Deadline Amount
    • The deadline amount column lists the number of days, months or years, the project is due based on the deadline increment selected. Enter "D" for days, "M" for months, or "Y" for years.
    • For example, an Annual Administration project will generally have an “M” for the deadline increment and 7 for the deadline amount as the external deadline is 7 months after the plan year end.
    • An external deadline is not required but recommended for processes requiring a regulatory deadline.
  9. Ext Static Deadline
    • Not applicable. This column can be left blank.
  10. Is Extendable
    • Should be marked as TRUE if the project’s external deadline can be extended and should be marked as FALSE if the external deadline can’t be extended.
    • For Annual Administration projects, this value is generally marked as TRUE.
  11. Project Frequency
    • This is the frequency for how often this project will be launched against the plan.
    • Available options are Annual, Quarterly, Monthly, Daily, Weekly, Bi-Weekly, Semi-Annual, Semi-Monthly, and Non-Recurring.
    • Frequencies of Annual and Non-recurring require launching of the project for each period through Power Tools or on the plan level.
    • All other frequencies, the system will prompt the user upon completion of the final task to confirm launching of the project for the next period.
    • Annual web collection projects must be marked as an Annual project frequency or the user will receive an error when importing.
  12. Web Collection
    • Requires TRUE or FALSE value to identify if the project is a web collection project using PlanSponsorLink. If marked as TRUE then the frequency of the project must be annual or the user will receive a warning.
    • Web collection projects must be stored in the Template Type of Annual Administration or General Web Collection.
  13. Priority
    • Set the project priority as Normal or Critical.
    • If listed as Critical all of the Task Items will appear at the top of the user’s dashboard with an exclamation point.
  14. Is Month End
    • This is a TRUE or FALSE value that applies to projects with a quarterly or monthly Project Frequency.
    • When marked as TRUE, the system will make the period end the last day of the month or quarter regardless if it is the 30th or the 31st.
    • If not applicable, this field can be left blank.
  15. Start Date Increment
    • The Start Date Increment field denotes when the Project's start date is calculated in years, months, or days from the project period start.
    • Enter "D" for days, "M" for months, or "Y" for years.
  16. Start Date Amount
    • Used in conjunction with the Start Date Increment, this field determines when a Project's first Task will appear on a user's dashboard or Worktray. 
    • Enter the number of days, month or years for the Start Date Offset here.
    • The system defaults to a start date of the date the project is launched unless otherwise defined in these fields. A start date offset is not required.
      • For projects that have an Annual Administration project type, Annual frequency, and require data collection, the system defaults to a start date of the launched Project’s Period Start unless otherwise defined in these fields. 
    • For example, a Project with Period Start of 12/01/15 with a start date increment and amount of "M" and 1, will not show on the user’s dashboard until 1/1/2016.
  17. Static Start Date
    • Users can enter a static start date in this field to determine when the project will become active and appear on users' dashboards.
    • If not applicable, this field can be left blank.

Once each of the project summary fields has been entered, users can begin outlining the Task Groupings for the Project.

4. Add Task Groupings

The next step is to add Task Groupings to the excel file. Task Groupings appear in the green rows. Users can copy and insert the Task Grouping rows to create new Task Groupings. 

Task Groupings are the next level of project template development. They are used to group Tasks for higher level tracking of project completion. Eligibility, ADP/ACP testing and Contribution Calculations might be three different Tasks, but could be compiled into one Task Grouping called “Compliance.” Only one Task Grouping is required in a Project Template, however, users have the choice of adding as many as needed.

"Task Grouping" should be entered under the Level column for the Task Grouping row. Users can enter the Name of the Task Grouping in the Name\Question column for the Task Grouping row. If the user chose to use an Annual Administration or General Web Collection Project Type to create a Data Collection Project, the first Task Grouping must be titled, “Data Collection.”

  • If creating an Annual Administration Data Collection Project, the First Task Grouping will need to be titled, “Data Collection,” with Tasks entered in the following order: Census Request Sent, Company Contact, Company Data, Principals, Family Relationships, Other Companies owned, Contacts, Employer Questionnaire, 5500 Questionnaire, Employee Census, and Final Approval.
  • Users cannot edit the Data Collection Task Grouping for Annual Administration Data Collection or General Web Collection Projects.
  • If creating a General Web Collection Project Type, Users will need Data Collection as the first Task Grouping with Tasks entered in the following order: Collection Request Notification, Questionnaire, File Collection, Approval and Submission, and Review submitted information.

Once Task Groupings have been created, Tasks should be created within each of the applicable Task Groupings.

5. Add Tasks

The next step is to add Tasks to the excel file. Tasks appear in the blue rows. Users can copy and insert the Task rows to create new Tasks in the template. 

Tasks are the real workhorse of Projects and are the third level of project template development. Tasks are what appear on users' dashboards to notify them that it’s their turn to perform a Task in the Project. Each Task will need a name generally indicating what work is being done. Below is a list of each of the fields that need to be entered in the Task row.

  1. Level
    • This should read "Task"
  2. Name\Question
    • This is the name of the Task. This is used to differentiate Tasks and Identify what the overall goal of the Task may be.
  3. Time Code
    • Enter the time code established for the task.
    • A time code is only used at the task level.
    • Do not enter a time code for a Task Grouping or Task Item.
    • If not using time tracking in the system, simply enter code 101 in this area.
  4. Days to Complete
    • Enter the number of business days to give the user to complete each Task.
    • An entry is required for each Task.
    • Do not enter anything on the Task Grouping or Task Items level.
  5. Role Assigned
    • Enter the “Employee Plan Role”  that is responsible for completing this Task in the project.
    • If the Task is to be assigned to a Worktray, enter "Unassigned" in this field.
    • Tasks must be assigned to either an Employee Plan Role or Worktray.
  6. Review Step
    • This is a TRUE or FALSE value. Mark as TRUE if the task is a “Review” task.
    • This will enable functionality for the user to return the project back to a completed Task within the Task Grouping for modification.
    • The assigned user can also view the answers to previous Task Items within this Task Grouping when working on the Project in PensionPro.
      The user cannot view Task Item answers in another Task Grouping or send the project back to a Task in another Task Grouping.
  7. Worktray
    • Tasks can be assigned to a Worktray for a member of the team to complete it.
    • Tasks are also assigned to Worktrays for monitoring of project progress in "real time" versus a report.
    • Worktrays can be added and Maintained from the Application Menu by clicking Maintenance > Team Information.
    • If this Task is being assigned to an "Employee Plan Role" choose "Unassigned."
  8. Event
    • If the Task should be linked to an Event in PensionPro, enter the Event name. 
    • Tasks linked to an Event will be important when using the Event Management feature in PensionPro.
    • Events will first need created in the Event Management Tooling site, where once created, they become possible Events that users could tag their Tasks to.
    • This field is only available for Business Tiers only.
  9. Task Category
    • If the Task should be given a Task Category, this can be added directly into your Project Template.
    • The Category field allows the user to categorize their Tasks.
    • Category is a List Value. For more information on List Values and how to update them please review Maintaining List Values.

Once Tasks have been created, Task Items should be created within each of the applicable Task.

6. Add Task Items

The next step is to add Task Items to the excel file. Task Items appear in the rows under Tasks. Users can copy and insert the Task Item rows to create new Task Items in the template. 

Task Items represent the fourth level of project template development and are the “checklist” items that are visible when a user opens a Task from their Dashboard. Task Items could be a question that needs to be answered or a directive for the assigned employee to complete. Task Items are not required when building templates. The user can decide how detailed or high level the Task Item level will be. Below is a list of each of the fields that need to be entered in the Task Item row.

  1. Level
    • This should always read "Task Item"
  2. Name\Question
    • Enter the Task Item here. Task Items could be a question that needs to be answered or a directive for the assigned employee to complete.
  3. Data Type
    • Data Types are the possible responses to the Task Item instructions or questions. More information on Data Types can be found in Adding and Editing Template Data Type List Values.
    • Data Types could be a Text, Date, Dropdown field, None, or checkbox. 
    • The scope of answers to Task Item questions is nearly unlimited as PensionPro allows users to create their own answer types if they do not exist in the system.
    • If a Data Type isn't available on the list, users can add a new Data Type List Value from the Application menu by clicking Maintenance > List Values, and clicking the Template tab.
      • Users can add Data Types by clicking the Add button to Add the Template Data Type. Data Type Answer options can be added by clicking the Add button to the right of the Template Data Type grid.
    • If the Data Type is intended to be a possible response, the Active checkbox will need to be checked.
  4. Required
    • This is a TRUE or FALSE value.
    • If marked as TRUE, the user working on the Task must answer the Task Item question in order to complete the Task.
    • Mark FALSE if the Task Item is something that may be left blank or may not apply in all circumstances. Mark FALSE if the Data Type is "None" for this Task.
  5. Project Field
    • Enter the name of the Project Field here if the Task Item should be tagged as a Project field.
    • Users can find more information on Project Fields in Using Project Fields.
    • Project fields can be reported on for multiple Projects and Plans at a single time using the Project List Values report.
  6. Show on Project
    • Enter "TRUE" for Show on Project if the Project Field answer should be displayed on the Project Summary > Project Fields Tab for an established project.
  7. Show on Plan
    • Check the box for Show on Plan Summary if the answer to the Project field should appear on the Plan Details > Home > Project Fields tab.
  8. Save the Template when complete.

Once the template has been saved, the template Excel file can be imported into PensionPro.

7. Import the Template

To Import the Excel Template:

  1. From the Application Menu, click Maintenance > Templates.
  2. Click the Import button to the right of the Template Type dropdown menu.
    • There cannot be another project template with the same name as the one referenced in the Excel file. Users must either change the Template Name for the current Project Template in PensionPro or the Project Name in the Excel file.
  3. Select the saved Project Excel file to import the Template.
    • The Template will import if there are no issues.
    • If there are issues, a popup screen will appear and display any issues in the template that need to be corrected and saved, prior to attempting the import again. The popup will explain the exact issue on the template and what field(s) need to be edited.
  4. The Imported Template will appear under the appropriate Template Type after selecting it from the Template Type dropdown menu.

 

Working with Project Templates

Project Templates can be edited, copied, deleted as well as made inactive if necessary. From the Application menu, click Maintenance > Templates. Users can select a Template Type from the Template Type dropdown menu to populate the Project Templates grid below with available templates. 

Copy a Template

To copy an existing Project Template, click once on the Template intended for copy and then click the Copy button to the right of the grid. An Add/Edit Template box will appear where the user can make any specific changes to your copied template. The Project Name will default to the original copy name with "-Copy 1" appended. Users can change the Project Name prior to saving the copy.

Delete a Template

Users can delete an existing Project Template to help organize and remove unwanted templates. To delete a template, highlight the template by clicking it once, and then click the Delete button. Click "Yes" to confirm deletion. Deleting a Project Template does not affect any launched projects that used that template.

If users wish to keep a specific Project Template for the record but don’t need it active in the system, users can mark the template as Inactive. To do this, double-click on the Project Template intended to be made inactive. Once in the Task Groupings tab, click the Summary tab. In the Summary tab click the Edit button. Uncheck the box for Project is Active. Click Save. Inactive Templates cannot be launched in the system. This is convenient if the user does not want to delete the template but no longer use it. Inactive Templates can be accessed and viewed from the Project Templates grid by clicking the Show Inactive checkbox in the bottom right-hand corner of the screen.

Edit a Template

Users can Edit a template from the Project Templates grid, by double-clicking a template. After double-clicking the template, the user is brought to the Task Groupings tab. Here, the user can click the Edit button and make any changes. Users can then double-click a Task Grouping to be brought to the Task level. Each Task will have a corresponding Edit button which the user can click to update any Task information.

By double-clicking a Task, users are brought to the Task Item level, where there are Edit buttons for each Task Item that can be clicked to edit. At each of these project levels, users have the option to edit their project information, as well as add additional information by selecting the Add button, or deleting existing information by clicking the Delete button. There is also the option to rearrange the order by clicking the blue arrows.

General Web Collection and Annual Administration Data Collection Projects have special formatting that may not allow users to rearrange certain Task Grouping, Task, or Task Item information. Changes made to project templates will only affect future projects users create for plans. These changes do not affect previously launched projects.

 

 

Frequently Asked Questions

I've attempted to launch a new project for a prior period end, but get an error message stating "the project due date cannot be before the period start date." What am I doing wrong? There may not be a project start date offset entered. Please follow the steps below:

  1. Open the Project Template in Excel.
  2. Edit the Start Date Increment to read "M" for Months or "D" for Days.
  3. Edit the Start Date Amount to read "0."
  4. Import the updated template to PensionPro.
    • Users may need to delete the original template from PensionPro prior to importing.
  5. Launch the prior plan year project using the updated template.
    • The project should successfully launch.

I've launched a template against a number of plans, but I need to update my template. Will the changes to the template affect projects already launched using the template? Changes to a project template will not affect projects launched prior. The updated template will only affect new projects launched with the updated template.

If I delete a Project Template, do I need to delete any launched projects prior or does that delete any projects that used that template? Deleting a Project Template does not affect any launched projects that used that template.

Can I change the font size or color when adding Questionnaire items to my General Web Collection or Annual Administration Data Collection Project? Users can edit the font size and color of their questionnaire items that appear on the Questionnaire portion of Data Collection on PlanSponsorLink, using the HTML format below.

<font size="4" color= "red"><b>Enter Text Here.</font><b/>

I deactivated a project template but can no longer find it. Where did it go? From the Project Templates grid, click on the Show Inactive checkbox in the lower right-hand corner of the screen. Inactive templates should appear.

I deleted a project template. Can it be restored? No, once a project template has been deleted, it cannot be restored.

 

 

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