Projects

The Projects module enables agencies to track project information at a more specific level than Master Projects. Projects can have their own Activities, Assets, Contracts, Permits, Tasks and Subcontractors.

Projects must be associated to a Master Project. Projects are also referred to as Sub-Projects.

Open the Work > Project Management > Project Management module.
Click Add . A new record appears.
Select a Master Project (required) with which to associate this Project.
Enter a Project ID. This is required and must be unique.
Enter a complete Name.
Provide a Description to specify additional details about this Program.
Enter general Project Management attribute information as desired.
Enter CIP (Capital Improvement Plan) information to which this program is related.
The Financial fields are read-only and populate from corresponding fields on the Master Project > Project records.
Enter Project Activities dates and times.
Complete other fields as desired.
Click Save . The new record appears in the Project Management > Project Management module and the related Master Project's Projects grid.

Open the Work > Project Management > Project Management module.
Click the to expand the Project to which you want to add a Subcontractor.
Click Add in the Subcontractor grid. A new record appears.
Select a Subcontractor (required).
Enter a Subcontract # if available.
Enter a the dollar amount in Subcontract Amt.
Enter the available dates for the Subcontract: Start, Completion and Expires.
Enter a General Comment if desired.
Click Save . The new record appears in the Project Management > Subcontractors grid.

Open the Work > Project Management > Contracts > Contracts module.
Click the to expand the Contract to which you want to add a Project.
Click Add in the Project grid. A new record appears.
Select a Project ID/Name with which to associate this contract. This is required.
Enter a Percentage.
Click Save . The new record appears in the Contracts > Project grid and the Project Management > Contracts grid for the related Project.

Open the Work > Project Management > Project Management module.
Click the to expand the Project to which you want to add an Asset.
Click Add in the Assets grid. A new record appears.
Select a work Category.
Select an Asset Type (required). This selection will determine selections available for Asset ID.
Select an Asset ID (required). This must be unique.
Enter a General Comment if desired.
Click Save . The new record appears in the Project Management > Assets grid.

Open the Work > Project Management > Project Management module.
Click the to expand the Project to which you want to add a Conversation.
Click Add in the Conversation grid. A new record appears.
Enter a Conversation Date. This is required and must be unique.
Enter a Conversation Time if desired.
Select a Conversation Type.
Enter information about the person or agency with whom you had the conversation: Agency Rep, Contact, Phone and Business Name.
Enter a Short Description of the conversation.
Enter a General Comment if desired.
Click Save . The new record appears in the Project Management > Conversation grid. The system will populate the Date Recorded and Time Recorded fields.

Open the Work > Project Management > Project Management module.
Click the to expand the Project to which you want to add a Revenue.
Click Add in the Revenues grid. A new record appears.
The Project will auto-populate from the selected Project.
Enter a Revenue Amount. This is required and must be unique.
Enter an As of Date to reflect the date from which this revenue money or budget is available. This is required and must be unique.
Enter a Fiscal Year.
Select Prior Year Budget if this revenue source belongs to a previous fiscal year.
Select a Fund Source and/or Fund Center.
Select either City Funds or Non-City Funds for this revenue.
Complete other fields as desired.
Click Save . The new record appears in the Project Management > Budgets or Revenues module and the Project Management > Project Revenues grid.

Open the Work > Project Management > Project Tasks module.
Click the to expand the Project to which you want to add a Project Task.
Click Add . A new record appears.
The Project ID and Master Project ID will auto-populate from the current Project.
Select a Task (required).
- Options come from Work Flow Setup > Task Setup.
- This Task will become the Main Task on any Work Orders created from this record.
Enter a Task ID to further identify this Task used on this Project.
Select a Category. This selection dictates the Work Category that will be associated with this Project Task and all resulting Work Orders.
Select an Account #, Proj No - Acct, Problem, Cause, Supervisor and Lead Worker if desired. These selections will carry over to Work Orders created from this Project Task.
Enter Date and Time fields as desired.
Enter an Est Cost. The Actual Cost to Date is read-only and populates from Work Orders that use this Project Task.
Complete other fields as desired.
Click Save . The new record appears in the Project Management > Project Tasks grid and the Project Tasks module.

Open the Work > Project Management > Project Management module.
Click the to expand the Project to which you want to add a Project Activity.
Click Add . A new record appears.
The Project will auto-populate from the selected record.
Select an Activity Type from the picklists. This is required and must form a unique combination with the Project field.
Enter an Activity Date and Finish Date.
Enter an Activity name and/or description.
Select Assigned To to select an employee to whom this Project Activity is assigned.
Click Save . The new record appears in the Project Management > Project Activities grid and the Project Activities module.

Open the Work > Project Management > Project Management module.
Click the to expand the Project to which you want to add a Work Permit.
Select the Work Permits grid.
Click Add . The Work Permits Form appears.
Enter the Permit Number (required), or if your agency has configured Lucity to automatically assign the Permit Number, leave the field blank.
Complete the following fields to indicate when the Permit was issued and range of time during which it is in effect:
- Date Issued
- Start Date/Start Time
- End Date/End Time
Enter a USA # (Underground Service Alert #) and USA Expired Date if applicable.
Select the Permit Type.
- Note: Selecting the Permit Type here does not pull in information (Checklist items or Fees) from the related Permit Type Setup record. That functionality requires use of the Load Permit Type with Checklists and Fees Toolkit.
Choose a Status Code to indicate the current state of the permit.
Identify where the work associated with the permit will occur using the Address, Property ID or Parcel Number fields.
Outline the nature of the permit in the Description field.
Explain the Reason for issuing this permit.
If the permitted work will require a traffic detour, indicate the alternative route in the Detour Route field.
Record contact information for the applicant in the following fields:
- Permit Contact or Name/Last Name
- Business
- Phone (multiple fields available)
- Address (multiple fields available)
- Permit Email
Set the Permit Fee amount. What do you want to do?
1. Assign a single fee.
  - Enter the total fee in the Permit Fee field.
  Note: Lucity will overwrite any value entered manually into the Permit Fee field if a Fee item is added to this Permit Type record's Fee grid.
  
  OR
2. Itemize fees and direct Lucity to calculate the sum.
  - Leave the Permit Fee field blank.
  - After completing this Permit record, run the Load Permit Type with Checklists and Fees toolkit.
If signs, cones, barricades or other items are required for this permit, complete the following fields:
- Deliverer, Delivery Date/Time and Delivery Location - Identify who will deliver the items, when they will arrive and where they will be placed.
- Remover, Removal Date/Time - Identify who will remove the items, and when they will be picked up.
- Barricade Provider, Phone - If an outside company will provide the barricades, identify the company and its phone number.
If this permit is related to a larger project, complete the following fields:
- Agency PM/ PM Phone - Identify the person managing the project and their phone number.
- Project ID - Select the unique identifier for this project. (If this record is created from the Project Management > Work Permits grid, this field will be auto-populated.)
- Contract Rec # - Select the Project Contract with which to associate this permit.
- Division - Select the division responsible for this project.
- Approved By/Approved Date - Indicate who approved the project or permit application and when they did so.
If a contractor will perform the permitted work, complete the following fields:
- Contractor - Identify the company who will perform the work.
- Contractor Contact - Identify the person who will serve as primary contact for the contractor.
- Contractor Address/Phone - Supply his or her company address and phone number.
If desired, set the frequency for inspections for this permit:
- Inspection Freq - Specify the number of (date) units that should occur between inspections.
- Inspection Freq Units - Choose the type of (date) units that should occur between inspections.
In the Comments field, provide any other pertinent information related to this permit.
Click Save . The new record appears in the Project Management > Work Permits grid and in the Work Permits module.

Open the Work > Project Management > Project Management module.
Click the to expand the Project to which you want to add a Grant.
Click Add in the Grants grid. A new record appears.
The Project ID will auto-populate from the selected Project.
Enter a Grant Number.
- Project ID and Grant Number are required and must form a unique combination.
Enter a Fiscal Year with which to associate this Project Grant.
Enter a Grant Amount.
Select a Current Deadline for the grant.
Enter a Match Rate, Match Amount and Match Source if desired.
Click Save . The new record appears in the Project Grants module and the Project Management > Grants grid.

Open the Work > Project Management > Project Management module.
Click the to expand the Project to which you want to add an Expenditure.
Click Add in the Expenditures grid. A new record appears.
The Project ID will auto-populate from the linked Project.
The Master Project Number/Name and Program Number/Name will auto-populate from the selected Project ID.
Enter a Posting Date (required).
Enter an Expenditure Amount (required).
Project ID, Posting Date and Expenditure Amount must form a unique combination.
Enter a Fiscal Year.
Select an Expenditure Code.
Select a Fund Source or Fund Center if available.
Complete other fields as desired.
Click Save . The new record appears in the Project Management > Expenditures grid and the Project Expenditures module.

Open the Work > Project Management > Project Management module.
Click the to expand the Project to which you want to add a Purchase Request.
Click Add in the Purchase Request grid. A new record appears.
Note: The following are the minimum steps to create a Purchase Request record within Lucity. Additional steps are required in order to integrate this record with the Finance Enterprise system. More information on integrating Purchase Requests with Finance Enterprise.
The Status auto-populates to PR - Requisition but can be changed. This field is required.
- If integrated with Finance Enterprise, the Status will change automatically as the Purchase Request is processed through FE.
Requested By auto-populates with the current Lucity username but can be changed. This field is required.
The Requested Date auto-populates to today's date but can be changed. This field is required.
Enter a Required Date and Expected Date if desired.
Enter an Account # or Proj No - Acct if desired.
Select a Work Order, Master Project and/or Project with which to associate this Purchase Request.
- A Purchase Request created from one of these modules will auto-populate that respective field.
- This Purchase Request will appear in the Purchase Request grid for the record(s) selected in these fields.
  Note: A single Purchase Request can be associated with multiple Work records; however, a Master Project Management, Project Management and Work Order record can each only be associated with one Purchase Request.
Select Save .
- The Purchase Request # will auto-populate. This value is required and cannot be changed.