Implementation Tips

You will find a number of implementation tips throughout the topics in this user guide. They are organized into the following categories as a quick reference guide.

  • Result names must be 10 characters or less. Do not include spaces or special characters such as &, #, $, or %.
  • Establish a standard convention for naming results. Define your result names before you define your rate structures so you can use the same name to define your rate groups.
  • Define a core of standard result names most projects can use that reflects your standard accounting system calculations. Define additional project unique results as needed.
  • Once the Labor Calc and Non Labor Calc options are set in the Configurations dialog box (Admin > Configuration), and users begin to create resource structures and projects, do not change these settings. The resource structure results as well as results in the main EVMax window will fail to calculate properly if these system level settings are changed.
  • Calendar, rate, and resource structures are unique to each project or they are global structures projects can share. The calendar structure must be set up before the rate structure. Rate structures rely on an assigned calendar to determine rate effective dates.
  • If you don't want to set up global structures, create a core base calendar template with the standard accounting calendar time frames, holidays, and hours set. That way other users can quickly create a copy of the core base calendar and modify it as needed for their project. The project's start and end dates determine the period of performance and applicable calendar time frames.
  • Extend the core base calendar or global calendar well out into the future to reduce the need to continually maintain the structure. A general guideline is 10 to 15 years in the future.
  • The calendar export produces an Excel file with a complete set of calendar data: the base calendar, any reporting calendars, and any resource calendars. If you want to import calendar data from another software tool into EVMax, you can use the EVMax export file as a model to build the data extract from the other tool.
  • Calendar, rate, and resource structures are unique to each project or they are global structures projects can share. Create the related calendar structure before you create a new rate structure. The rate structure relies on the assigned calendar to determine rate effective dates.
  • If you don't want to set up global structures, create and maintain a core rate structure template with the current approved overhead rates and full time equivalent (FTE) rates. You may want to include labor rates for commonly used resources or other rates all projects are likely to use. That way other users can quickly create a copy of the core set of rates, make any edits, and add their project specific rates.
  • Use the list of Result names as the basis for naming common overhead rates defined in the rate structures. For example, perhaps you defined a Result named "LABOR_OH." Define a matching Rate Group named "LABOR_OH" for consistency in the rate structure.
  • Consider how you intend to apply labor rates. When a resource name is defined in the resource structure, in instances where the Rate Group name and the Resource name match, the Rate Group is automatically assigned to the resource.
  • Establish a rate template to import routine accounting rate updates into the project specific or global rate structures. You can use the template to map the data coming from another system or to assign a default rate class.
  • The rate export produces an Excel file with the data. If you want to import rate data from another software tool into EVMax, you can use the EVMax export file as a model to build the data extract from the other tool.
  • You can use the rate export and import options to create the rate data. For example, you could enter a base set of rates, export that data, and use Excel functions to copy, add, and edit the rows. Once you have produced the set of rate data, you can import the data into EVMax.
  • The same export and import process can be used to create an alternate Rate Class. Export the rate data. In Excel, edit the Rate Class and Rate Class Description columns, modify the rates as needed, and then import the rate data for the new Rate Class.
  • Creating a rate import template is useful for updating the current set of labor and overhead rates in a number of projects. Combined with a defined export file from another system such as accounting, the template can be used to map the data to the proper fields or to add fields not available in the other system such as a rate class name. The person responsible for maintaining a project's rate structure can then use the template along with the export file from accounting to update the rates in their project.
  • Typically an administrative user establishes the default rate template for all projects to use. The template must align with the standard export file columns from the other system, usually an Excel export or .CSV file.
  • Project specific rate import templates can be defined to align with unique project needs such as user defined rate classes.
  • Calendar, rate, and resource structures are unique to each project or they are global structures projects can share. The related calendar and rate structures must be set up before the resource structure. The resource structure uses the assigned rate structure to calculate direct and indirect costs from the base value users enter to estimate or plan labor and non labor resources. In instances where a Rate Group name matches a Resource name, the Rate Group is automatically assigned to the resource.
  • If you don't want to set up global structures, create a core base resource structure template with commonly used configuration results and hierarchy of resources with resource calculations all projects are likely to use. That way other users can quickly create a copy of the core resource structure, make any edits, and add their project specific resources.
  • Determine whether you need to add user defined codes or fields for the resources. Define and add them to the resource structure (see Add Resource User Fields) before you start to add resources into the structure. Adding a code or field later means you will need to go back and enter the additional data for the resources you have already defined. Recommend you also Set the Available Resources and select the Resource Filter options when you create the project (see Create a Project, Structures tab and Settings tab).
  • If you intend to use the MaxBoard Resource Portfolio analysis views, consider defining your resource roles before you start to add resources into the structure. That way you can assign a resource role when you add the detail level resource.
  • Determine how you would like to organize the resources into summary level categories. This can help you to determine the resource structure levels before you start entering the resources into the structure.
  • There is a predefined list of four standard summary element of cost (EOC) categories that all ProjStream software tools and projects share. The predefined list includes Labor, Material, Other Direct Cost, and Subcontract. You can add other user defined EOC categories to the predefined list or modify the predefined list. You can use these categories for sorting and selecting resources as well as for producing government contractual reports.
  • The resource structure export produces two Excel files. The first file is the resource structure data. The second file is the resource calculation results data. If you want to import the resource structure data from another software tool into EVMax, you can use the EVMax export file as a model to build the data extract from the other tool. You can then set the calculation results for the resources once you have built out the resource structure. See Set Resource Calculations. You can also copy the calculation results settings from one resource to another. See Copy Resource Calculations.
  • You can use the resource structure export and import options to create the resource structure data. For example, you could enter an initial set of resource structure data including the resource calculation results, export that data, and use Excel functions to copy, add, and edit the rows. Once you have produced the set of resource structure and resource calculation results data, you can import the data into EVMax.
  • Keep in mind all ProjStream software tools and projects share this system level list of summary EOC categories and optional subcategory detail. Modify the standard list of summary EOC categories with care because it is a shared master list. Deleting a summary EOC category or subcategory detail clears any related EOC category or subcategory assignment in all resource structures.
  • Should you have project unique element of cost categories, as an option you can always create a project unique code structure and assign it as a user defined field to the project's resource structure. See Add Resource User Fields. That way you can keep the master list intact and support the project unique requirements without impacting other projects.
  • Unless designated as a global structure, code structures are use specific and can only be assigned as a User Field once. For common code structures, either create templates other users can copy and modify as needed for use on their project or create global structures. For the template or global structure descriptions, include use notes so it is easy to determine the purpose of the code structure.
  • An easy way to create a copy of a simple code list or a hierarchy of codes is to export the data to Excel, modify the data if needed, then import the data into a new code structure.
  • For project specific code structures, establish a standard naming convention so it is easy to identify which project is using the code structure. One option is to begin or end the code structure name with a project ID.
  • Determine whether you need to add user defined codes or fields to the project data at the WBS/control account or work package level. Define them before the users begin to build out the project's WBS, identify control accounts and create work packages. That way the users can select the codes or enter field text as they create their project data. Otherwise, the users will need to go back later to enter the additional data at the WBS/control account level or work package level.
  • Avoid naming a code structure "Location" as this is a reserved system code structure name.
  • At a minimum, you may want to create a common list of units of measure and approved manufacturers for the master parts list. You may want to routinely update unit prices as applicable to ensure new projects are using the latest pricing data. As applicable, you may also want to do routine maintenance of assembly parts and quantities. Once users copy the part or assembly information into their project, that data becomes specific to that project.
  • The master parts list uses four key fields to uniquely identify a part. This includes the Part Number, Description, Manufacturer, and Unit of Measure.
  • Establish a convention for defining parts, particularly when you have more than one manufacturer of a part. You may have a standard you follow to uniquely identify part numbers internally regardless of the supplier. Or the part number may be specific to the manufacturer. Other internal systems such as an manufacturing/enterprise resource planning (M/ERP) system may determine the part numbering convention.
  • Establish a convention for defining the common set of resource roles and how you want to map project resources to those roles. The resource roles and project resources can be at different levels of detail. For example, you may want to use summary level resource role categories for the shared resource portfolio analysis or the BOEMax Process Library tasks. Resources are assigned a single resource role. One or more resources in the project specific or global resource structure can be assigned the same resource role.
  • Consider defining your resource roles before you start to add resources into the project specific or global resource structure. That way you can assign the resource role when you add the detail level resource in resource structure.
  • Core project data such as results, codes, calendar structures, rate structures, and resource structures must be defined before you create a new project. See Setup Project Data. Code, calendar, rate, and resource structures are unique to each project or they are global structures projects can share.
  • Recommend using a single assignment field when you create a new project (Manage Projects tab window, Fields tab). Typically the project's work breakdown structure (WBS) is assigned to this field. This assignment determines the primary code structure hierarchy for the main EVMax window using a single key field. If you need another attribute field for the data, create a user defined code or field. Do not use the second assignment field.
  • Create and maintain a template project as a base for creating new projects. Assign the templates created for core data to this template project. This includes the template for the calendar structure, rate structure, and resource structure or create global structures projects can share. This can also include templates for common code structures or create global code structures useful for integrating data with other systems, sorting or selecting data, or reporting. Template structures can all be renamed as part of the copy project process to quickly create a new base project.
  • When you have added user defined nodes or levels to the Enterprise Nodal Structure (ENS), remember that any new project you create is assigned to the default Enterprise level. Use the Enterprise Nodal Structure tab window (Home > ENS) to select the new project row and drag it to the applicable node.
  • For the Bottoms Up Assumption type, consider defining separate work packages based on the element of cost category (labor, material, other direct cost, or subcontract) for the resources you intend to assign to the work package. That way you can assign a suitable earned value technique that reflects how you estimated or planned the work and the base result. At a minimum, consider defining separate labor and non labor work packages. Labor resources are typically estimated or planned in FTEs or hours. Non labor resources are estimated or planned in direct cost values.
  • Selecting an earned value technique for the work package is optional during the proposal phase of a project. This setting is used during the execution phase of project and may be imported from a schedule tool. You may want to select a default earned value technique for discrete effort work packages and select the level of effort technique for support work packages such as project management. For work packages assigned the Material assumption type, recommend selecting the Quantities or Earning Rules earned value technique for use during the execution phase depending on how you have built out your data in the project's bills of material (BOM). You can also identify a work package as a planning package when there isn't enough information about the work scope to create a discrete effort work package. You still need to identify at least one resource for the planning package and assign likely resource requirements.
  • Determine if you need to add user defined codes or fields to the work packages. Define these attributes before you start creating the work packages. Adding a code or field later means you will need to go back and enter the data for the work packages you have already created.
  • The resource structure determines how rates are applied. Typically the base result rate calculations are set at the lowest level in the resource hierarchy. Be sure to assign resources with defined rate calculations. When rate calculations are missing, direct costs or indirect costs aren't calculated. For the same reason, should you need to add a resource in the resource structure, make sure to set the rate calculations.
  • Create a small set of Word templates for common standard documents such as statements of work, work breakdown structure (WBS) dictionary, or basis of estimate rationale. That way other users can use the base template and modify it as needed for their project.
  • Templates for standard documents can help to establish repeatable processes and procedures with defined standard content as a guide for users so they know what content is expected.
  • As you are designing your document templates, think about how you can organize the information so is it easy to enter and maintain the documentation content. Consider creating a template for a single standard document with sections for the different types of content. That way the users can enter their content in a single document and select the sections that apply for their project.
  • You can also create templates for your own use. You may want to do this for other documents specific to a project or work element.