Project Templates

Overview

You can create new projects in Core either from scratch or from existing project templates. If your company specializes in certain project types (for example, schools, churches, restaurants, car dealerships, residential and commercial), you can expedite setting up these projects by using project templates. With templates, you can get off to a quick start on projects you frequently work on. After creating standard templates, you can then create new projects from them easily and quickly. Click to watch this video on projects templates in Core.

You must create different project templates containing general or common data that you want to copy to similar new projects. For example, you can create a generic project and save it as a 'Residential Project Template'. When you are creating a new residential type project, you can base it on this existing template and save time entering all the common properties from scratch. You can edit the templates, if required, and add phases to them.

When creating a new project structure based on a project template with a hierarchy (including parent project and phases), the new Project ID needs to be entered while the new Project Name is pre-filled by the template name, but can be overwritten. The new phases inherit the ID, Name and Description of the template's phases to preserve the original structure, but these can be overwritten, if needed. You can choose which project attributes you want to copy from the template to the newly created projects, such as project rules, assignments, budgets, fee schedules, classes, contacts, groups, to-dos, etc.

Project templates are further enhanced to streamline the project creation process and eliminate manual data entry. Additional project phases can be added to existing project templates. When setting up a new project template, project managers can also choose to designate a standard set of to-dos and other attributes to that template, which can then be cloned when creating new projects from it. 

Basic Tasks

Create Project Templates

Edit Project Templates

Advanced Tasks

Duplicate Project Templates

Remove Project Templates

Create Project Templates

You can create a new project profile from scratch containing general or common data that you want to copy to similar new projects and then save it as a template. You can also save an existing project as a template.

To create a project template, watch this video or follow these steps:

    1. Open the Projects screen from the side menu > Projects.
    2. Click Create Project and select From Scratch.

    3. On the Create Project screen, enter the required information.

      • Project ID

      • Project Name

      • Client

      • Manager: Person who manages the project. You can assign employees as well as vendors (contract employees and outside consultants) as project managers. Core auto-fills the project manager with the same ID as the client manager, if you leave it blank.

      • Contract Type: It determines the billing arrangement for a project. Whether a project is billed per hour, lump sum, or not billed at all, it is a best practice to record time and expenses against it to take advantage of the project management features in Core.

      • Contract Amount: This is the total consideration for the project (billable and non-billable Service Amount + non-billable Expense Amount). You can include or exclude billable expenses and taxes in this amount, depending on how you bill. Although contract amount is required for fixed-type contracts, it is a good practice to set it for hourly projects as well.
        The original contract value is saved for reference till you apply a new calculated contract amount. If the contract amount is changed after creating invoices, past invoices continue to use the original contract amount.
        Contract amount for a parent project can be allocated to its child projects using the % of Project value. Example: If the contract amount of a main or parent project, NET-001, is $100,000 and Phase A is 60% of the total project, then Core assigns $60,000 to NET-001:A.

      • Recurring Amount: Recurring contracts involve billing a fixed amount after a specified number of days. The project is billed for that amount irrespective of how much time or expenses are spent on it. A contract amount is not required but can be entered for reference and tracking profitability.

      • Fixed Fee Amount: Fixed fee contracts involve billing direct costs (time and expenses) plus a fixed fee (profit) to the client. You can set the fixed fee here.

    1. Click Split Amount if you want to split the Contract Amount into: (As a project manager, you can enter or calculate the contract amount for the project. The Contract Service Amount gets pre-filled with the entire amount by default. You can then manually assign some portion of it to the Contract Expense Amount.) 

      • Contract Service Amount: Amount spent on the labor or service part of the contract. When you enter the contract amount, this field gets pre-filled by that entire amount. It accounts for the amount spent on the services provided by employees (Client Hours x Bill Rate). You can change this amount, the balance of which goes into the expense amount.
        = Contract Amount - Contract Expense Amount

      • Contract Expense Amount: Amount incurred on the expense part of the contract amount. When you enter the service amount of the contract, this field gets pre-filled with the balance, if any. It accounts for the billable expenses incurred by the employees (Cost Amount = Units x Cost Rate), excluding extra expenses. You can change this amount, with adjustments made to the service amount automatically.
        = Contract Amount - Contract Service Amount

    2. Click Calculate Contract Amount if you want Core to calculate the contract amount on a percentage of construction cost basis or unit cost basis. (Core provides options to calculate the contract amount on a percentage of construction cost basis or unit cost basis.
      - If you choose the Calculation Method as Percent of a Total Amount, you must enter a Percent of a Total project value on which the fee is based (say construction cost) and have Core do the calculation. For example, 50% of 100,000 = $50,000.
      - If you choose the Calculation Method as Units x Rate, you must enter both the Units and Rate charged per unit, and have Core do the calculation. For example, 100 sq.ft. x $100 = $10,000. Typical units include square feet or square meters, e.g., 1,250,000 sq.ft.)

    3. Enter other information about the project, if needed, and click Save & Done.

    4. In the detail view, click Actions > Save as Template.

    1. On the Save Template dialog, enter the required information and click Save.

Edit Project Templates

You can view and edit your project templates in Core.

To do so:

    1. Open the Projects screen from the side menu > Projects.

    1. In the list view, click More > Project Templates on the action bar.
    2. On the Project Templates screen, select a template on the grid and click  to select View Details.
    3. As in the Projects screen, you can view the project template's Details, Structure, Assignment and Custom Fields on various tabs.
    4. Enter more details or make your changes here, say change the template name or other attributes of the project. You can even add project phases to the existing template.

    1. Click Save.

Duplicate Project Templates

You can copy a project template to a new one.

To duplicate a project template:

    1. Open the Projects screen from the side menu > Projects.
    2. In the list view, click More > Project Templates on the action bar.
    3. On the Project Templates screen, select a template on the grid and click  to select Duplicate.

    1. On the Duplicate Template dialog, enter the new template name.
    2. Click Duplicate.

A new template is created and displays on the grid. You can edit it, if required.

Remove Project Templates

To remove a project template:

    1. Open the Projects screen from the side menu > Projects.

    1. In the list view, click More > Project Templates on the action bar.
    2. On the Project Templates screen, select a template on the grid and click  to select Remove.
    3. You can also batch remove the templates by selecting them on the grid and then clicking Actions > Remove.

This un-assigns the selected project template to the projects.

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