Projects Module Setup – Genius Project Help Center

The Projects database is the user’s portal into Geniusproject When implementing Geniusproject an organization can elect to have multiple project databases in order to keep project information separate across divisions. Each project database must be configured separately.

Setup

General

The General setup document allows for the definition of the general settings and certain defaults for the 'Projects' database. It is divided into seven sections.

General Tab

The General tab includes general settings.

Field	Use
Workload unit	Workload unit used for assignments and task management Must be defined at setup and cannot be modified once projects and tasks have been created
Hours by day	The number of hours in a working day. Must be defined at setup and cannot be modified once projects and tasks have been created
Reference currency	The symbol for the reference currency. This is the default currency that will appear in all multi-project views and all amounts in the database. Mono-project views will show the amounts in the project currency. The list comes from the currencies defined in the 'General' setup document of the 'Portfolio' database. Mandatory.
Default currency	Symbol for the default currency. The default currency appearing in all new projects and requests. It can be modified per project. The list comes from the currencies defined in the General setup document of the 'Portfolio' database. Mandatory.
Other currencies	The list of currencies that can be used in the Projects database (in the Project description and in Cost documents). The list of choices comes from the 'Other currencies' field in the 'General' setup document of the 'Portfolio' database. The default currency is automatically added to the list.
Multi-rates management	If 'Yes', then a resource can have several rates depending on the activity type. The costs of tasks performed by the resource will then be computed using the rates corresponding to the activity type defined in the task, if any. See Costs and budget tracking for further information.
Billing mode	The default billing mode for newly created projects. Single selection field. Possible values are: Not billable: nothing is billed. Fixed price: the billing price is fixed in advance. Time spent: the billable amount is based on time spent working on the project. Billing mode can then be changed per project and per task
Project natures	i.e. Standard; Help Desk
Name codification	Shows how projects are identified. Documents will be categorized in the views according to this identifier. Possible choices: Only name, the project name will be the unique identifier. Only code, the project code will be the unique identifier. Code & name, the identifier will be the following combination: [Code]-[Name]. Customized, any other combination specified in the field 'Name format'.
Name format	Visible only if the name codification is 'Customized'. Allows for the definition of the name format. The following codes might be used to build the name: %C = Code of the project. %N = Name of the project. Example: '%C-%N'. This will achieve the same result as 'Code & name' in the field above.
Code generation	Determines whether the project code is generated automatically or manually. With automatic code generation it is not possible to change the code. However, when 'manual' is selected, this field becomes editable and the suggested code may be altered. Note that this code must be unique, otherwise an error message will prevent saving the project description document
Code format	Only visible if 'Advanced format' is not checked. Allows for the definition of a simple code format. The following codes might be used to build the code: %A: User abbreviated name with 4 characters. Created by the server. %U: User external ID as it is defined in his/her Resource %S[1-9]: Sequential number from 1 to 9 digits. %X: Unique value based in the current date and hour. Created by the server. B: The replica ID of the current database. Example:'MI.%U.%S3'. This will give a code like 'MI.JOSM.001'.
Advanced format	Can only be checked for automatic code. Gives the possibility to define advanced code and key formats.
Code format	If “Advance format” = No. The following tags may be used to build the code: %A = User abbreviated name with 4 characters. Created by the server. %U = External ID as it is defined in the 'Resource' document. %S[1-9] = sequential number on 1 to 9 positions. %X = Unique value based on the current date and hour. Created by the server. %Y[2/4] = Year, on 2 or 4 positions. Default 4. %B = Replica ID of the Projects database. Code example: 'MI.%U.%S3' IF “Advanced format” = “Yes”, it is possible to use @Formulas to compute the code. It is also possible to use the code %S[1-9] for a sequential number from 1 to 9 digits. Code example: '@Right(@Text(@Year(@Now));2) + \".\" + @Right(@Unique;\"\")+\"%S6\' will give something like '10.84CJ4Q000005'
Key format	If “Advance format” = No. Allows for the definition of a simple key format. The following codes might be used to build the key: %A: User abbreviated name with 4 characters. Created by the server. %U: User external ID as it is defined in his/her 'Resource' document. %S[1-9]: Sequential number from 1 to 9 digits. %X: Unique value based in the current date and hour. Created by the server. %Y[2/4]: Year, on 2 or 4 positions. Default is 4. %B: The replica ID of the current database. Key example: '%B%Y4'. This will give a key like 'C12576B7:005426B82010'. The key is used in the 'Locks & Numbers' database to hold the incremental number if '%S' is used in the code. If “Advance format” = Yes In advanced key format, it is possible to use @Formulas to compute the key. Key example: '@ReplicaID + @Text(@Year(@Now)'. This will give the same results as the simple key '%B%Y4', i.e. something like 'C12576B7:005426B82010'. The key is used in the 'Locks & Numbers' database to hold the incremental number if '%S' is used in the code

Tasks and Deliverables

Field	Use
Possibility to modify the ‘actual’ dates of the tasks	Determines the behavior of the ‘actual’ date field when changing the status of a task (actual start date or actual end date). Possible values: Yes: it is possible to modify the ‘actual’ date; current date is proposed. Manual: no date is proposed; the user must input the date manually No: the ‘actual’ dates are automatically set to the current date and cannot be changed.
Possibility to modify the ‘actual’ dates of the deliverables	Determines the behavior for the ‘actual’ date field when changing the status of a deliverable (actual delivery date or actual approval date). Possible values: Yes: it is possible to modify the ‘actual’ date; current date is proposed. Manual: no date is proposed; the user must input the date manually No: the ‘actual’ dates are automatically set to the current date and cannot be changed.
Status for the completed assignments	Used to indicate the task's status once all associated assignments are completed. Options are: 'To control': requires approval before being marked complete • 'Completed'
Physical progress	Indicates whether physical progress can be tracked for tasks. This is the default value for newly created projects. Possible choices are: Not managed: no physical progress can be entered on tasks. Used for the earned value calculation: the physical progress can be entered on tasks and will be used for the earned value calculation in the Project overview Entered but not used: the physical progress can be entered on tasks, but it will only be displayed in the views.
Use the initial dates	When this option is set to 'Yes', the initial dates of a task are used, instead of the planned dates, to calculate the scheduled progress of the task. This value is only used to calculate the value of the 'BCWS' field in the 'Earned value' tab of the 'Project overview' document.

Documents

Field	Use
Database for the templates	Documents templates can be centralized in a single repository. In this case specify in which database are the centralized document templates.
Last modified	Geniusproject can store last modified documents, this parameter specifies how many day in the past Geniusproject will check to document for modification to display them in the “Last modified documents list”.
Send notifications for the delayed documents	If “Yes,” Geniusproject will send an email notification when documents is delayed in a workflow.

Reference No

All default values are “no”

Field	Use
Manage an automatic reference No	If “Yes,” Geniusproject will automatically create a reference # for the each new document, according to the parameters described below.
New code after conversion	If “Yes,” when converting a deliverable into another type of document, a new reference number will be computed.
Advanced format	Specify if the format is simple or not, see below.
Code format	If “Advance format” = No. The following tags may be used to build the code: %A = User abbreviated name with 4 characters. Created by the server. %U = External ID as it is defined in the 'Resource' document. %S[1-9] = sequential number on 1 to 9 positions. %X = Unique value based on the current date and hour. Created by the server. %Y[2/4] = Year, on 2 or 4 positions. Default 4. %B = Replica ID of the Projects database. Code example: 'MI.%U.%S3' IF “Advanced format” = “Yes”, it is possible to use @Formulas to compute the code. It is also possible to use the code %S[1-9] for a sequential number from 1 to 9 digits. Code example: '@Right(@Text(@Year(@Now));2) + \".\" + @Right(@Unique;\"\")+\"%S6\' will give something like '10.84CJ4Q000005'.%B: The replica ID of the current database. Example:'MI.%U.%S3'. This will give a code like 'MI.JOSM.001'.
Key format	If “Advance format” = No. Allows for the definition of a simple key format. The following codes might be used to build the key: %A: User abbreviated name with 4 characters. Created by the server. %U: User external ID as it is defined in his/her 'Resource' document. %S[1-9]: Sequential number from 1 to 9 digits. %X: Unique value based in the current date and hour. Created by the server. %Y[2/4]: Year, on 2 or 4 positions. Default is 4. %B: The replica ID of the current database. Key example: '%B%Y4'. This will give a key like 'C12576B7:005426B82010'. The key is used in the 'Locks & Numbers' database to hold the incremental number if '%S' is used in the code. If “Advance format” = Yes In advanced key format, it is possible to use @Formulas to compute the key. Key example: '@ReplicaID + @Text(@Year(@Now)'. This will give the same results as the simple key '%B%Y4', i.e. something like 'C12576B7:005426B82010'. The key is used in the 'Locks & Numbers' database to hold the incremental number if '%S' is used in the code

Change Requests

Field	Use
Display snapshots	If “Yes,” two tabs will be added to the change request. The first one to get project’s “Earned value” data, before change request implementation. The second one to get project “Earned value” data, after the change request implementation.

Interface Tab (only for on premise install)

The 'Interface' section contains settings concerning the general interface (database path, enabling/disabling Genius Integrator), etc.

Templates

Field		Use
Type of database		Indicates which type of database. Possible values are: Resources, Projects, Archiving, Consolidation, Timesheets.
Database path		Used to reference within the message. Used only for on premise installation.
E-mail address of database	the	Used to receive messages within the database.
Genius Integrator		Specify if Genius Integrator in enabled or not. Genius Integrator makes the management of attached files easier. It allows the generation of reports and managing the work of Excel templates. Genius Integrator use an ActiveX control and is available only with Microsoft Internet Explorer.

Security Tab

The 'Security' tab contains the default security settings for project documents.

Field

Use

In reading

Indicates the default reading access rights upon creation of a project description.

Possible options are:

Distribution: a set distribution list
Private: only the document author
Project: only the project team
Public: All users
Resources: Defined resource in the system

In modification

Indicates the default modification access rights upon creation of a project description. Possible values are:

Distribution: a set distribution list
Private: only the document author
Project: only the project team
Resources: Defined resource in the system

Field

Use

In reading

Indicates the default reading access rights upon creation of any document.

Possible options are:

Distribution: a set distribution list

Private: only the document author

Project: only the project team

Public: All users

Resources: Defined resource in the system

In modification

Indicates the default modification access rights upon creation of a project description. Possible values are:

Distribution: a set distribution list

Private: only the document author

Project: only the project team

Resources: Defined resource in the system

Financial information

Defines access rights to project financial information including:

Budget
Billing plan
Billing milestone
Cost
Purchase order

Field	Use
Creation	To indicate who is allowed to create project financial documents (Budget, Billing plan, Billing milestone, Cost, Purchase order) in a project. Possible values are: All project members (by default): all members of a project will be able to create financial documents in the project. Restricted: only the resources in the specified ‘participants’ fields will be able to create financial documents.
Authorized participants	Only visible if 'Creation' is set to 'Restricted'. Used to specify which project participants have access to the financial information. Only project team members belonging to the selected groups will be able to create financial documents for the corresponding project.
Unauthorized participants	Only visible if 'Reading' is set to 'Restricted'. Allows for the selection of unauthorized participants. The resources belonging to the selected project participants group will not be able to read financial information for the corresponding project.

Field

Use

Editable by the resource?

If 'Yes', then resources can modify their own 'Resource' document (change their distribution profile, or rates).

After modifying this parameter, it is mandatory to publish the resources from the 'Resources' database again for the new parameter to apply

Field

Use

Lock the documents?

If set to yes, documents will be locked while being edited. This prevents conflicts when multiple people edit the same document simultaneously, or on two different servers.

Delay Tab

The 'Delay' section contains settings to indicate when documents are considered delayed.

Tasks

Field

Use

Delayed

Indicates after how many days an assignment is considered delayed, and the calculation mode to apply. (Note: a task is delayed as soon as one of its assignment is delayed) Possible values for the calculation mode are:

'days behind scheduled progress'
'remaining working days beyond remaining duration'.

Default value is '0 days behind scheduled progress'. Delayed documents appear in the various views with a bomb icon.

Risk of delay

Indicates how many days before an assignment is considered at risk of being delayed, and the calculation mode to apply.

Possible values for the calculation mode are:

'days behind scheduled progress' (only available when 'Delayed' is 'remaining working days beyond remaining duration'),
'days before delay'.

Default value is '5 days before delay'. Documents with a risk of delay appear in the various views with a bell icon.

Other Docunments

Field

Use

Delayed

Indicates the number of days after a deadline that a document is considered delayed (with the exception of assignments and tasks).

Default value is '0 days after deadline'. Delayed documents appear in the various views with a bomb icon.

Risk of delay

Indicates the number of days before a deadline that a document is considered at risk of being delayed (with the exception of assignments and tasks).

Default value is '0 days after deadline'. Documents with a risk of delay appear in the various views with a bell icon.

To be sure notifications for delayed documents work as they are intended, it is mandatory to enable the 'Management of delayed documents' agent in the projects database:

Navigate to the agents tab
Enable the required agents in the list

It is also necessary to select the 'Delayed documents' option on the 'Distribution' tab of each resource document.

The agent runs once a day and checks if the assigned resources for each delayed document should receive a notification.

Each resource will receive one e-mail notification containing the list of delayed documents, a link to each document, and a short description (document type, project name, phase and subject). The e-mail subject contains the title of the database.

Following is the list of documents that can be delayed, and how the delays are computed:

Document	When it is delayed
Task	A tasks is considered delayed when its status is 'Stand-by', 'Requested', 'In progress' or 'To control' and at least one of the its assignments is late (see below). Note: Tasks marked as 'Never delayed' are not considered in the above calculation.
Assignment	An assignment is considered delayed when its task’s status is 'Stand-by', 'Requested', 'In progress' or 'To control' and the assignment has no actual end date; the calculation is done according to the setup. An assignment is late if: The assignment is not started and the planned start date is in the past, The assignment is started and the planned end date is in the past, The task is started, the planned end date is still in the future, but: o The setup for delayed tasks is x 'days behind scheduled progress' and less work has been done on the task than planned, OR o The setup for delayed tasks is x 'remaining working days beyond remaining duration' and there is not enough remaining duration to complete the task. Note: Assignments from tasks marked as 'Never delayed' are also 'Never delayed' Example A: To compute this example, it is considered that work is being done on the assignment regularly throughout its entire duration. Therefore if on the Xth day the progress percentage is less than it should be, the assignment is late (according to the threshold defined in the setup). Let us consider an assignment with a duration of 5 days and a workload of 3 days. The default threshold was kept, that is 0 days. We are on day 4, and the actual workload is 2 days. So, the remaining workload is 1 day, for a remaining duration of 1 day. But the assignment is delayed anyway, here is why: Actual progress percentage: 2/3 = 66.67% Planned workload per day: 3/5 = 0.6 days of workload each day (week-ends included). Planned progress percentage on day 4: (0.64)/3 = 80 % The actual progress is less that the planned percentage, so the assignment is delayed. In other words, on day 4, we should have done 80% of the workload, but did only 66.67%. The formula does return a date. actualDate = assignment.PlannedStartDate + (assignment.PlannedEndDate - assignment.PlannedStartDate)assignment.Percent So here the actual date should be 1 + ((5 - 1) * 66.67%) = 3. Or it is 4, so the assignment is 1 day behind planned schedule. Example B: To compute this example, the remaining working days are multiplied by a factor of 7/5 to consider week-ends. Let us consider the same assignment as above with a duration of 5 days and a workload of 3 days. The threshold is 0 days. We are on day 4, and the actual workload is 2 days. So, the remaining workload is 1 day, for a remaining duration of 1 day. The assignment is delayed because: The formula does indeed return a date. Here it is: actualDate = assignment.PlannedEndDate - (assignment.RemainingWork * factor) So here the actual date should be 5 - (1 * 7/5) = 3 Or it is 4, so the assignment cannot be completed within the remaining duration. Note: If in both cases the threshold for delayed tasks was 1 day or more, then this assignment would not be considered as delayed. If actualDate < (Today - taskLateGap): 3 < 3 would not be verified
To Do	A To Dos is delayed as soon as its due date is at least x days in the past, x being the threshold defined in the setup of the 'Delay' section in the 'General' setup document. The default is '0', so the To Do is delayed the day after the due date.
Deliverable	If the status is 'To deliver' or 'In progress', the deliverable is delayed as soon as the planned delivery date is at least x days in the past, x being the threshold defined in the setup of the
	'Delay' section in the 'General' setup document. By default, the deliverable is delayed the day after the planned delivery date. If the status is 'To be delivered', the deliverable is delayed if the planned approval date is at least x days in the past, x being the threshold defined in the setup of the 'Delay' section in the 'General' setup document. By default, the deliverable is delayed the day after the planned approval date.
Reply request	As long as the request is pending, it is delayed when the due date is at least x days in the past, x being the threshold defined in the setup of the 'Delay' section in the 'General' setup document. By default the request is delayed the day after the due date. As soon as a reply is given, the request is no longer delayed
Document in a workflow	If the document is in any status other than the final status, and this status was given a reply delay that is overdue, the document is delayed as soon as the planned reply date is at least x days in the past, x being the threshold defined in the setup of the 'Delay' section in the 'General' setup document. By default, the document is delayed the day after the planned reply date.

Planning Tools Tab

No longer supported

Interface

Field	Use
Status of assigned tasks	Default task status when created with one or more assigned resources.
Status of unassigned tasks	Default task status when created without any resource assignments. All the project resources are allowed to enter time on the unassigned tasks in progress
Deletion rules	Allows for the definition of guidelines used during synchronization if a task or a deliverable is deleted from the planning tool, or when the 'Plan' document is deleted and the deletion rules apply. For each status, the following three options are available: Keep: the task or deliverable will be kept as it is (and then it will not be linked to a plan). Delete: the task or deliverable will also be deleted. Mark (*): the task or deliverable will be kept as it is but an asterisk will be added to the end of the subject (and then it will not be linked to a plan). For the new Deliverable documents since version 5.00, the generic status is used to determine the rule to apply. In addition, there is another option for tasks with actual time: Status: applies the rule defined for the corresponding status even if there is actual time. Default values for tasks are: Start (Actual > 0): Keep
		Stand-by:	Delete
		Requested:	Delete
		In progress:	Delete
		To control:	Delete
		Postponed:	Mark (*)
		Cancelled:	Delete
	Completed: Keep Default values for deliverables: To deliver: Delete In progress: Keep To be approved: Keep Postponed: Mark () Cancelled: Delete Approved: Keep Note:* it is recommended to keep tasks that have actual time, especially if timesheets are used, to avoid discrepancies and problems.

Monthly Reports Tab

Two types of project level reports included with Geniusproject are ‘Project overviews’ and ‘Progress reports’.

The ‘Project overviews’ report project health using traffic light indicators, providing a quick visual into the monthly progress of a project at the labor and financial level. The green traffic light indicates that everything is fine; orange indicates 'attention' might be needed and red displays problem areas.

The overviews group data together on a monthly basis; the following documents are used to generate a project overview:

Project description budget details
Task
Assignment
Timesheet detail
Deliverable
Cost
Progress report
Risk
Issue report

The ‘Progress report’ is completed manually by the project leader. It offers information beyond the automatic indicators found in the project overview. The progress report allows the project leader to submit a personal assessment of the project’s health and give an account of any encountered problems and found solutions.

The ‘Monthly reports’ tab in the ‘General’ setup document is where the generation of these reports is enabled, as well as where the threshold levels used in the project overview calculations are defined.

Field

Use

Generation agent

By checking any of the available options, the agent ‘Generation of monthly project reports’ will be enabled automatically. Options are:

Overviews on the past
Overviews on the future
Progress reports

Alert thresholds

The values set in the columns below define the thresholds for the different traffic light indicators.

The indicators and their statuses are:

Green : good; any parameter with a calculated value less than the value defined in the average column

Red: trouble; any parameter with a calculated value greater than the value defined in the high column

Orange: warning; any parameter with a calculated value greater than the average value and less than the high value.

Field	Use
Planned budget overrun	The budget overrun is calculated by dividing the EAC budget by the budget. Default average value is 100%. Default high value is 120%
Planned workload overrun	The workload overrun is calculated by dividing the EAC workload by the planned workload. Default average value is 100%. Default high value is 120%
Number of opened issue reports	The number of opened 'Issue reports’. Default average value is 0. Default high value is 3.
Percentage of delayed tasks	The percentage of delayed tasks. Default average value is 10%. Default high value is 20%.
Percentage of delayed deliverables	The percentage of delayed deliverables Default average value is 10%. Default high value is 20%

Keywords and Labels

As users navigate through the application they will come across various drop-down lists of choices. The values found in these lists are configured during the setup of the software in the ‘Keywords & labels’ setup document.

The document is comprised of 5 tabs:

General Tab

Project Types

The values defined in the ‘Project types’ list, appear in the [Project description document-> categorization tab -> [Type] field].

The ‘Type’ field can be used as a filter criterion when generating reports.

Project Statuses

The Project status field is found in the header of the ‘Project description’ document. Its value is initially selected during the creation of a new project and can be updated throughout the project’s lifecycle.

The application is setup with a list of default statuses; it is possible to add statuses or change the labels of those statuses already in the list:

Stand-by#0
In Progress#2
Completed#10
Cancelled#12
Template#01

The syntax is: StatusLabel#StatusCode where the StatusLabel may be modified without influencing the behaviour of the status.

The StatusCode is used programmatically to identify the status and therefore must not be changed.

Projects with StatusCode #0 are always considered inactive.
Projects with a StatusCode between #1 and #9 can be seen and worked on by all team members and time can be reported against project tasks
Projects with StatusCode #10 have a completed status.
Projects with a StatusCode of #11 and higher have a cancelled status. In this status modifications can no longer be made directly to the project through the 'Project' database or indirectly through timesheets.

Document Types

Geniusproject terminology refers to all project ‘records’ as documents. The application includes a series of standard Geniusproject documents that are created throughout the lifecycle of most projects; such as a project description document, plan document, task, assignment and deliverable documents etc...

In addition to the standard Geniusproject documents, organizations can create a library of their own unique document types that they can append to their projects. The ‘document types’ section, in the Keywords & labels setup document, is where the list of organization specific documents is defined.

Once the list of types is created and the Keywords & labels setup document is saved, corresponding documents will be created per type, and organizations can then create templates and workflows necessary to comply with their project management processes.

Cost Types

A cost is typically a non-labour related expense that is budgeted into a project, such as materials, travel, advertizing, etc.

Costs are identified in Inv. & exp. Section of a project budget.

...as well as in project Cost documents.

The cost types available in the drop down lists are defined in the Keywords & labels setup document.

Activity types

Activity types are used to categorize tasks. Project leaders can group project tasks into activity types for the purposes of budgeting, invoicing and reporting.

A task’s activity type is defined in its Task document.

Activity types are also used for multi-rates management. If a resource’s billable rate is dependent on the type of activities they perform on a given project, organizations can define these different rates by activity type.

A resource’s rate by activity type is found in each resource profile document on the Rates tab.

Note: For the purposes of multi-rates management, the Activity types defined here must be the same as the ones defined in the General setup document of the 'Resources' database.

Activity types can also be used to break down the labour charges within a project’s detailed budget.

Origins of Issues

Throughout the course of any given project, it is expected that certain issues and problems will arise. Geniusproject's issue management section allows project managers to keep track of all issues they encounter throughout the execution of their projects, making it easier to anticipate them in the future and incorporate the necessary mitigation plans into their upcoming projects.

The Origins of issues section of the Keywords & Labels document is where organizations will list the different types of issues they typically encounter throughout the lifecycle of their projects. Once the list is completed, project managers and team members can create issue reports specifying the appropriate origin.

Roles

Roles are a way to assign unique responsibilities to different users on a per project basis. Once roles are created, they are applied to document revision and approval workflows where only users assigned to a specific role can execute certain actions.

To begin, an organization must first identify the list of roles they need to manage, i.e. budget approver, contract approver etc., and create them in the roles section of the keywords & labels document.

To add a new role, simply click the icon and add the role name

The next step is to add the necessary role(s) to the relevant projects.

Open your project’s project description document in edit mode
Click Create on the action menu bar and select Role

In the role document that opens select the necessary role and users to assign it to

Once roles have been assigned to project team members, any project document workflow that has statuses that must be approved by a user assigned to a specific role, will automatically notify the user(s) when it is time to perform their revisions.

To learn about creating workflows, see the upcoming section titled Workflow in Geniusproject.

IMPORTANT NOTE: Deliverable types, Deliverable formats, Reply types, Note types are no longer supported and remain for compatibility with previous versions.

Document types Setup

Once the list of document types is added to the keywords & labels document, an entry for each type is added to the ‘Document types’ section.

All of the Geniusproject standard documents will appear in the list, as well as the types added from the keywords & labels document. If workflows have already been defined, they can now be associated to a specific document type.

To define the settings for each document type:

locate the type in the list and open the document

Field	Description
Name	Name of the document type as it was entered in the 'Keywords & Labels' setup document.
Standard type	Computed. Indicates that the document type is a standard document. Non-editable.
Associated workflow	Selection field used to set the associated workflow, if any. The Workflow setup documents must be created in advance.
Creation of documents	'Yes', 'No' or ‘With a template only’. If 'No', documents of this type cannot be created directly. This is useful to force the use of document templates for this type of document. See the principles for Document templates for more information.
Comment	Free text section for comments
Reference number
Automatic	Will the document reference number be generated automatically; yes or no
Mandatory field	Is the reference number field mandatory field; yes or no
Number format	Define the number formatting for the reference number using any of the formulas displayed in the tool tip
Key format	Define the key formatting for the reference number using any of the formulas displayed in the tool tip
New number after conversion	Specify if “Yes” or “No” a new reference number should be assigned after a document type conversion

Once the parameters have been defined for a document type, it is now possible to create a template to apply to it. A single document type can have multiple templates i.e. if contract is a document type, an organization can have a sales contract, a maintenance contract, etc.

To create a document template:

Navigate to the Templates tab and select Document templates
Click New template on the action menu bar and a dialog box will open prompting users to specify which form type to use for the new template; options are standard, agenda, meeting minutes. Select standard and click OK.
The document template form will open

Field	Description
Definition tab
Template	Select the document type the template is for
Name	The name of the new template
Access tab
Author	The author of the document template form
Accessibility	Who has access to this template: choices are all or restricted. If ‘restricted’ is selected, two additional fields appear: Resources/ groups & Roles. These fields are used to define whether access to this template is restricted to a select list of resources OR to users with a specific role
In modification	Who can modify the document

Navigation

Already covered in the Portfolio section.

Workflow in the Project database

Geniusproject’s Risk Management module allows organizations to manage obstacles they may anticipate encountering throughout the lifecycle of their projects that can pose a risk to a project’s success.

The ‘Risks’ setup section is used to configure the automation of an organization’s risk management process using their internal terminology and rules.

Risk setup includes the configuration of the 'Risk labels' document and the configuration of the risk classification hierarchy.

Risk Label Setup

Only one 'Risk labels' document can exist per 'Projects' database.

Matrix Tab

Number of levels

Field	Use
Number of likelihood levels	The number of levels available to measure the likelihood of a risk occurring. Range from 3 to 6. Default value is 5.
Number of impact levels	The number of levels available to measure the impact a risk will have on a project. Range from 3 to 6. Default value is 5.
Number of classification levels	The number of levels used to classify a risk. Range from 2 to 4. Default value is 4.

Matrix definition

Fields

Use

Matrix

The matrix is built according to the number of levels defined for 'Number of likelihood' and 'Number of impact’.

Clicking on a cell of the matrix changes its color, allowing for the definition of the matrix zones. The color changes in cycle each time the cell is clicked.

Below is the default size and zones for the matrix:

Labels Tab

The values defined on the labels tab are used to describe each of the different levels defined on the matrix tab. The system is setup with default values for each level however, organizations can modify them to better comply with their own processes and terminology.

Likelihood type

Fields	Use
Level 1	The label for likelihood level 1. Default value is 'Very low'.
Level 2	The label for likelihood level 2. Default value is 'Low'.
Level 3	The label for likelihood level 3. Default value is 'Medium'.
Level 4	The label for likelihood level 4. Default value is 'High'. Visible only if 'Number of likelihood levels' is at least 4.
Level 5	The label for likelihood level 5. Default value is 'Very high'. Visible only if 'Number of likelihood levels' is at least 5.
Level 6	The label for likelihood level 6. Default value is 'Highest'. Visible only if 'Number of likelihood levels' is 6.

Impact type

Fields	Use
Level 1	The label for impact level 1. Default value is 'Negligible'.
Level 2	The label for impact level 2. Default value is 'Minor'.
Level 3	The label for impact level 3. Default value is 'Average'.
Level 4	The label for impact level 4. Default value is 'Major'. Visible only if 'Number of impact levels' is at least 4.
Level 5	The label for impact level 5. Default value is 'Critical'. Visible only if 'Number of impact levels' is at least 5.
Level 6	The label for impact level 6. Default value is 'Unacceptable'. Visible only if 'Number of impact levels' is 6.

Risk classification

Fields	Use
Level 1	The label for risk classification level 1. Default value is 'Risk nature'.
Level 2	The label for risk classification level 2. Default value is 'Risk category'.
Level 3	The label for risk classification level 3. Default value is 'Risk source'. Visible only if 'Number of classification levels' is at least 3.
Level 4	The label for risk classification level 4. Default value is 'Activity'. Visible only if 'Number of classification levels' is 4.

Type of risks

Fields	Use
Before mitigation	The label of the risk values before mitigation. Default value is 'Original'.
After mitigation	The label of the risk values after mitigation. Default value is 'Actual'.

Risk Classification setup

Risk classifications are how risks are categorized in the system. The classifications can be broken down into several levels. The number of levels and their titles are defined in the ‘Risk labels’ documents. The various categories per level are defined as part of the risk classification hierarchy.

To create a category for a risk level:

Open the 'Projects' database.
Navigate to the 'Setup & Administration' module, 'Setup' tab; ‘Risks’ view.
Click on the «Create» menu and select the level the new category is for.

To create any level other than the first, you must select one of the categories in a level above it. The new category will then be placed under the selected level in the classification hierarchy

The risk categorization document will open. Each of the levels above it will be listed along with a blank field where the name of the new level should be entered.

Complete the document and save and close it
Repeat these steps for each new category to be created

Templates

Document Templates

Most projects consist of more than just a project description and plan document. The actual information and data to be collected and shared often must be formatted into different documents of different types.

Geniusproject includes a series of standard documents that are automatically generated when projects are created and managed, such as the project description document, plan document, task document, budget document etc...However many organizations have a list of their own documents that they would also like to have automatically generated when using the application.

Geniusproject’s document management module has been designed to do just that. Organizations can create their own list of ‘Other documents’ which can then being configured with templates, workflows and pre-attached files.

From the ‘Setup & Administration’ section of the Projects database, navigate to the [Template] tab and select «Document templates».

Click New template on the action menu bar and the Creation of a new template dialog box will open

Select Standard as the form type and click OK. The document template form will open.

Select the type of document the new template is being created for from the Template type dropdown list i.e. Contract, Specifications document. The list of choices comes from the document type field in the Keywords & labels setup document
Assign the new template a name. Each document type can have many different template options, for example a Contract document can have a template for IT contracts, Sales contracts, etc.
Click the Access tab

Field	Use
Author	The author of the document.
Accessibility	Who will have access to use this type of template; options are: All: everyone has access Restricted: only a specified group are authorized.
Resources/ groups	Only visible if ‘Restricted’ is selected for accessibility. Only a selected list of users can have access to this document template
OR/ AND	OR: either a select list of users OR users with the specified roles in the following field have access to the document template AND: the select list of users AND users with the specified roles in the following field have access to the document template
Roles	Only visible if ‘Restricted’ is selected for accessibility. Only users with the specified role(s) have access to this document template
In modification	Who has edit access to this type of document; options are: Distribution Private Project Public

Office Templates

The office templates section is used to build templates using Microsoft Office applications such as Excel or Word, that data from Geniusproject can be imported into. Consult Office Templates for more information.

Charts

Consult the Charts chapter for more information

Administration Tab

System Events

Administration log are created automatically. They are computed record, not being possible to manually edit or modify them. These are generated when a problem occurs while running an agent or an operation. They are displayed once the agent operation is over, and they are sent to the user when resulting from a user operation.

Problems in Progress

List of all problems currently in progress within the system. This list is mainly designed for Genius support to help solving issues, and for Admin to check if problems have occurred or not.

The nature of the problem can be for instance:

Timesheet entries can’t update task actuals because task was deleted.
Currency
not defined.

Manage a Problem

They are 3 different way to manage problems. The first one is to enforce Geniusproject to re-process the information:

Select the problem to be re-processed in the list (one or more).
Selection the option [Actions->Reprocess] in the action menu bar.

The second way is to ignore (quit) the problem:

Select the problem to ignored in the list (one or more).
Selection the option Actions -> Quit from the action menu bar.

The third way, more reserved to Genius support, is to treat it manually

Abandoned Problems

List of all problems which have been abandoned.

Please note: It is possible to reprocess also abandoned problems, the same way as problems in progress.

Customizable Views Diagnosis

Consult Customizable view Management for more information.

Customizable Views Settings

Consult Customizable View Management for more information.

Agents

Agents are functions in Geniusproject that make it possible to carry out operations on record or entered data. They either run in the background (scheduled agents), or may be started by a user action.

Status	The status of the agent. The status is also represented with an icon. The agent is currently disabled. The agent is currently enabled. When enabled, the server on which the agent is enabled is also indicated
Enable	Action to disable the agent. It turns the scheduled agent off. The agent will require to be enabled to run again.
Desable	Link to enable the agent. It turns the scheduled agent on. The agent will run according to the schedule or trigger. Refer to Schedule (default) in the table.
Run	Run. Manually run the agent, regardless the current setting (Enabled/Disabled).
Last run	The date and time when the agent last run.

Agent	Description	Mandatory	Schedule (default)
New documents and modified documents	This agent processes the timesheet lines that have arrived in this 'Projects' database. It uploads the time on activities, allocates costs and updates the current task progress. It also deletes temporary documents, updates the assignments and timesheet lines with task information, updates the risk mitigation when a task is completed, updates linked deliverables, etc.	Yes	Run when documents are added or modified
Management of delayed documents	This agent retrieves and marks all of the delayed documents (assignments, deliverables and reply requests). It also sends to every concerned resource (as specified in the resource distribution profile) a message notification including the list of delayed documents and a link to each document.	Yes	Run once every day. Starting at 6:00 am.
Push tasks into the "Timesheets" database	This agent copies and updates the tasks of the 'Projects' database into the 'Timesheets' database. This agent does not need to be enabled for the 'Timesheets' database to function correctly. If it is desirable to have an overview in the 'Timesheets' database of the tasks for the users in multiple projects, then this agent can be enabled. This agent allows the resources who have access only to the 'Timesheets' database to review the tasks. These tasks are not used in the 'Timesheets' database or for any other process. They are just for information purpose.	No	Run when documents are added or modified
Update the project dates	This agent updates the Project description and Phases with data from the deliverables, tasks and expenses. Note: enabling is recommended for all values to be up-to-date in the project description.	No	Run once every day. Starting at 01:00 am
Update of the security and the inherited project fields	This will update the security of all the project's documents for documents whose field 'Security update' is set to 'As a background task', and the inherited fields of all the project's documents for documents whose field 'Update of the project documents' is set to 'As a background task' It is particularly useful when resources are added to or removed from the participants of the project and thus get or loose the rights to access the relevant documents of the project. It is also useful to ensure that the data inherited from the projects is up-to-date in every document. Note: enabling is recommended	No	Run once every day. Starting at 02:00 am.
Update the assignments that have been promoted into a project	This agent uploads the time filled within a project generated in the current database from an assignment to the corresponding assignment in the source database. Note: Enabling is recommended only if assignments are promoted into project.	No	Run once every: 4 h.
Generation of monthly project reports	Allows the automatization of the creation of Project overview documents. Note: Enabling is recommended for the 'Project overview' documents to be always up-to-date.	No	Run once every day. Starting at 04:00 am.
Cash flow data update	This agent populates assignment and expense documents with cash flow data. This agent must be enabled if it is required to use the cash flow views. Note: Enabling is recommended for all values to be up-to-date in the project description.	No	Run once every day. Starting at 04:45 am
Projects archiving	This agent archives the projects marked to be archived and delete them once archived.	No	Run once every month. Starting at; 02:00 am every first day of the month
Consolidation of the projects	This agent will start the project documents consolidation, according to the definition of each Consolidation setup document.	No	Run once every day. Starting at: 04:00 am.
Rename customized columns	This agent allows for the renaming of customized columns in all customized views	No	Run once every: 4 h.
Update of the IT Tickets	This agent updates the tickets age	No	Run once every day.

Financial information

Roles

Matrix definition

Likelihood type

Impact type

Risk classification

Type of risks

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