PensionPro 2.0 - The Project Tab

The Project tab displays information on Projects that are currently in progress or that have been completed. From the Project tab, a user can view the Project Workflow, review Project Fields, attach Files to the Project, and more.

 

Opening a Project Tab

  1. Use the Search bar to search by Plan name.
  2. Expand the Projects result list.
  3. Select the name of the Project.
    • Alternatively, open the Project directly from the associated Plan tab.

 

Tier Availability: Essential, Premium, Business

Add-On Availability: PlanSponsorLink, Distributions

 

Note: During the process of managing Project information, many input fields populate their dropdown options by pulling in List Values. More information on List Values can be found in the article Maintaining List Values.
Note: Some features and views may not be available in all tiers.

 

Table of Contents

 

 

 

The Project Tab Header

The Tab Header is displayed at the top of the tab, above any selected view. The header contains the following items, presented from left to right:

 

  • The Plan Name that the Project was launched under. Selecting the Plan Name returns the user to the Plan tab.
  • The Project Name.
  • Progress Bar displaying the completion percentage of the Project based off of completed Tasks. If the Project has been completed, the Completed Date displays instead.
  • The Add Time Sliptime.png icon; selecting this displays the Add Time Slip popup window. Time Slips created in this way will be linked to the Project automatically.
    •  When selected while in the Workflow view, Add Time Sliptime.png also links the Task Grouping or Task that is currently displayed.
  • The Helphelp.png icon, which opens this article in a new browser window.
  • The More Optionsmore_options.png icon, which contains menu options for creating Merge Documents and ftwilliam.com Navigation Assistance.

 

 

 

Navigating Views

The Views Panel of the Project tab includes information about the Project and offers the following views: Summary, Project Fields, Workflow, Files, Data Collection, To-Dos, Time, Notes, Assoc. Projects, Plan Cycle.

 

 

Editing Attributes

Some views, such as the Summary view, contain attributes and information that define the Project. To edit these attributes:

 

  1. Select Editedit.png at the top-right of the view.
  2. Make any necessary changes in the popup window that appears.
  3. Select Save.

 

 

Adding Records

Other views, like the Files and Notes views, contain lists of records attached to the Project. In these views, records can be added by performing the following steps:

 

  1. Select Addadd.png at the top-right of the view.
  2. Complete the required fields in the popup window that appears.
  3. Select Save.

 

 

 

Views

The aim of this guide is not to provide an exhaustive list of Project attributes and properties. However, any items of particular note are covered in each view's section, below.

 

 

Summary

The Summary view displays the basic Project information, including relevant dates, the Project Type, and the Project Manager.

 

  • The following field is required: Manager
  • The following fields may be required depending on the Project Type: Period Start Date, Period End Date
  • Description can only be edited for non-recurring Projects.

 

Any updates to the Period Start and Period End fields will automatically update the relevant Plan Cycle and Employer data, if necessary. In this case, attempting to Save the updates will display a warning that these changes will be made; select Save again to confirm.

 

If Extendable is selected, an Extension Project can be created and attached to the original Project by selecting the Create Extension button within the grid. The Extension Template dropdown in the popup window pulls in Project Templates with the Extension type.

 

 

Project Fields

The Project Fields view displays any Project Fields for which data has been provided during the completion of the Project. When a Project Field Value is recorded from a Task Item, the Project Field and corresponding Value is automatically added to the grid.

 

Project Fields and Values cannot be added on this view; it is only for reference purposes. For more information on Project Fields, refer to the article Using Project Fields.

 

 

Workflow

The Workflow view initially displays the Task Groupings for the Project, as well as the Completed Date if all the Tasks within a Grouping have been completed. Double-clicking a Task Grouping displays the Tasks within that Grouping.

 

If the user has the appropriate Security Rights, individual Tasks can be quickly reassigned or Overridden by selecting the Assignee and Override buttons within the Employee and Overridden On columns. These buttons only display when reassignment or override actions are possible.

 

Double-clicking a Task will display Task information in three view tabs:

 

  • Task Items: Individual Items that are required for Task completion display here. If the Task is active, the Task's Assignee can enter data for each Item—if required—and select the Complete button when the Task is finished to advance the Workflow to the next Task. Additionally, the following options are available above and to the right of the Task Items grid:
    • If the user has Reassignment Security Rights, the Assigneeassignee.png menu can be selected to change the Employee that the Task is assigned to. This icon displays the initials of the current Assignee, or "U" if the Task is unassigned.
    • Savesave.png will store any data that has been entered for Task Items, but does not complete the Task. This is useful when a partially-completed Task must be finished at a later time.
    • The More Optionsmore_options.png menu contains options that can alter the order in which Tasks are performed:
      • Remove Completion will return a Task to an Active state after it has been completed (assuming the Project as a whole is still incomplete). This will also remove the Completion Date from any subsequent Tasks within that Grouping.
      • Activate will set a Task that has not yet been completed as the Active Task.
      • Return will only be available if the Task was designated as a Review Step in the Project Template. If the review determines that a previous Task within the Grouping was not completed correctly, this option will allow the reviewer to return the Project Workflow back to that Task. That Task will be set as the Active Task, and any Tasks between it and the Review Step will need to be completed again.
  • Summary: Administrative information for the Task can be found here. Select Editedit.png to make changes to these fields.
    • The following fields are List Values located under Core > Projects: Category, Task Status.
    • The values for the Event field are Events, which are managed in Maintenance > Preferences > Event Configurations.
  • Time: Any Time Slip entries that were linked to the Task display here. Records in the grid are populated automatically.
  • Review: If the Task is a Review Step, the fields that require review will display in this tab.

 

 

Files

The Files view contains any files that have been uploaded and stored alongside the Project.

 

New Files may be added by selecting Addadd.png

  • The following are required fields: Select a File, Title, Type
  • The following fields are List Values located under Core > File Types: Type, PSL Category
  • To choose a file for upload, select Open Fileopen_file.png in the Select a File field, then use the File Explorer window to open the desired file.

 

Double-clicking a File record opens the File in a new browser tab, where it can be downloaded.

Hovering over any File record displays the Editedit.png and Deletedelete.png options on the right-hand side.

 

If Show on PSL is selected, the File can be accessed and downloaded by PlanSponsorLink users under the Documents tab.

 

Selecting View Access Log in the Title column opens a popup window displaying the name of any Plan Sponsors or PensionPro users who accessed the File, as well as the date and time the File was accessed. This tracking ability can assist in managing Data Security, as well as determining whether the Plan Sponsor ever opened the File.

 

Files can be Archived by selecting the Archived checkbox in the Edit Plan File popup window. Archived Files will be hidden from the Files view by default; to view these records, select More Optionsmore_options.png > Show Archived.

 

Additionally, PensionPro features DocuSign integration, allowing uploaded Files to be sent to contacts for E-Signature purposes. This can be accessed by single-clicking to select the File record from the grid, then selecting More Optionsmore_options.png Send E-Signature Document. This feature is covered more extensively in the article DocuSign Integration.

 

 

Data Collection

If Data Collection is required for an Annual Administration or General Web Collection Project, the relevant views will appear under this grouping. Otherwise, the Data Collection grouping will not be available.

 

For more details on Data Collection views:

 

 

To-Dos

The To-Dos view displays To-Do items for the Project, allowing their progress to be tracked. 

 

New To-Dos may be added by selecting Addadd.png

  • The following fields are required: Title, Assigned To
  • The following field is a List Value located under Core > General: Status

 

Hovering over any To-Do record displays the Editedit.png and Deletedelete.png options on the right-hand side.

If the To-Do's Priority field is set to Critical, a Criticalimportant.png icon will display next to that Note in the grid.

 

For more information on To-Dos, refer to the article Using To-Dos.

 

 

Time

The Time view displays all Time Slip entries that are linked to the Project. Time Slip records cannot be manually created within this view; instead, the grid automatically populates when Employees add new Time Slip entries.

 

For more information on timekeeping, refer to the article Using Time Tracking.

 

 

Notes

The Notes view displays any Notes pertaining to the Project.

 

New Notes may be added by selecting Addadd.png 

  • The following field is required: Note
  • The following field is a List Value located under Core > General: Category

 

Hovering over any Note record displays the Editedit.png and Deletedelete.png options on the right-hand side.

 

Note: Permission for Note editing and/or deleting can be set globally by selecting Maintenance > Preferences > PensionPro, then selecting General > Data Security and enabling or disabling the Allow Deletion of Notes and Note Editing Allowed settings.

 

If the Important checkbox has been selected for a Note, an Importantimportant.png icon will display next to that Note in the grid.

 

Notes can be Archived by selecting the Archived checkbox in the Edit Note popup window. Archived Notes will be hidden from the Notes view by default; to view these records, select More Optionsmore_options.png > Show Archived.

 

For more information on Notes, please refer to the article Using and Maintaining Notes.

 

 

Associated Projects

The Assoc. Projects view displays other Projects that are associated with the current Project. Generally, this will only apply to a Project which has had an Extension launched. This does not apply to the Extension itself; its parent Project does not display in this view.

 

Double-clicking an Associated Project will open it in a new Project tab.

  

 

Plan Cycle

If the Project is an Annual Administration Project, selecting Plan Cycle will display Plan Cycle information for the time period applicable to the Project. Otherwise, the Plan Cycle option will not be available.

Strictly speaking, there is no Plan Cycle view; instead, selecting Plan Cycle from the view list opens the relevant Plan Cycle tab, akin to opening the Plan Cycle directly from the Plan tab.

 

For more information on Plan Cycles, refer to the article Using Plan Cycles.