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The My Projects screen is used to help control which projects and tasks will be available in a users drop down lists on the timesheet and expense reports. The purpose of the screen is to help users manage the number of projects/tasks in their timesheets and expense reports, and thus reduce confusion and the amount of data that is carried around the system (improving performance).
This screen will not "un-assign" a user from a project assigned by their Resource Assigner, but will instead, simply remove it from their drop down list on the timesheet or expense report.
Users can navigate to this screen via the My Project menu on the Time or Expense main menu, as well as directly from the timesheet (via the My Projects button). If you have navigated to this screen via the timesheet, you will notice a back to timesheet button which both saves your changes and returns you to the timesheet.
Topics covered on this help page include:
Project Missing from dropdown on Timesheet or Expense Report (a list of possible 'situations' as to why a project may not be available for charging)
Controlling Result Set Size (if your site have a very large number of projects)
Depending on the data volumes and the project settings in your system, each user may have many thousands of project/tasks available. To avoid presenting too much data on the My Projects screen, users can first narrow their selection via a Search screen. You can specify criteria on one or many of the search screen fields.
If the unanet.assign_search.enabled property is set to true, then this tab will be active by default when you access the My Projects screen. This option may be desired if your site has a very large number of open access level projects.
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The My Projects List screen can be used to add and remove projects from the Selected Projects (/Tasks) list, which are the projects that will appear in your timesheet and expense report drop down lists.
By default, this screen will list the Project Organization followed by the Project Code.
If you have the unatime.timesheet.project.title.display property enabled, the Project Code will be followed by --- Project Title.
If you have the unatime.timesheet.org.display property disabled, the Project Org Code will not be display.
Further, for those project defined with the 'Manage at Task Level' option enabled, the project will be followed by an indented list of available tasks. Note that on these types of projects, you must select individual tasks to move, otherwise, you'll select the project code row directly. In some browsers, it is possible to double click on a task and have all tasks in that group selected at once (e.g. Firefox).
If the unanet.assign_search.enabled property is set to false, then the List tab will be selected by default when you access the My Projects screen, with all available projects / task queried in the Available Projects (/Tasks) selection field. This option may be desired if your site does not have a very large number of open access level projects and you would like to minimize user clicks.
Add Projects / Tasks
To add new project / task entries, select one or many entries from the Available Projects (/Tasks) list and click on the right arrow button.
Remove Project / Tasks
Similar to adding Projects / Tasks entries, in order to remove entries, simply select the desired items in the Selected Projects (/Tasks) window and click on the left arrow button.
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Project Missing from dropdown on Timesheet or Expense Report
Note regarding selected Projects that still do not show up in your drop down lists:
You may have a project that appears in your Selected list that does not appear in your drop down lists. Listed below are several possible reasons for this situation.
Situation 1: Enforce Project/Task Dates: If you have a project configured to Enforce Project/Task Dates, if you access your timesheet for a time period that is not within the project or task's revised date range, the item will not appear in your drop down list.
Situation 2: Assignment Dates: If you access your timesheet for a time period that is not within the user's assignment date range, the item will not appear in your drop down list.
Situation 3: Allow Time/Expense Reporting: Projects can be configured on the Project Profile >> Time -- or -- Expense tabs to allow for Time or Expense charging. Thus, you may notice that some projects listed in your My Projects -- Selected list are not available for you to charge time or expenses against.
Situation 4: Require Task for Time / Expense: If a project is defined as requiring a Task for time or expense entry, but the project does not have any open Tasks defined, you may see a Project in your Selected list, but it will not appear on your timesheet or expense report.
Situation 5: Item deselected by User on My Projects: If a user has moved an assigned project from their "Selected" right window to the "Available" left window, should a Project Assigner subsequently unassign that user and then reassign that user, that explicit assignment will not automatically appear in the user's "Selected" window (since they had at some point expressed an interest in not seeing that project in their drop down list). The user would need to access the My Projects screen and move the project to the "Selected" window.
Situation 6: No available pay codes for a user on a project: To be available, the pay code must be active, associated with the project (either directly as a Project >> Pay Code or indirectly via Admin >> Setup >> Pay Codes screen designated as "Include in Default List") and available to the user’s Employee Type if the user has an Employee Type specified.
Administrators can use the following property to further encourage responsible query result set sizes should your list of available projects be very large. The total number of projects/tasks in the resulting query must be less than the value of the following tunable property: unanet.assign_search.result_limit.
Further, the unanet.project_search.require_project_code property can be used to require each user to enter some value in the project code field, which will further refine their queries and improve overall system performance.
