Projects > Creating or editing a project

The project master data contains basic information and settings for a project. When you create a new project, you have to firstly enter the master data, before you can use other functions. Which fields are available and whether they are mandatory fields depends partly on the Project status.

NOTE: You can only create new projects with the user role Project administrator.

Project master data

Programme

When creating a new project, you can optionally assign it to a programme. The assignment can only be made for new projects of the project category Project and cannot be subsequently removed.

NOTE: The field is only available if the use of programmes is activated in the organisational settings.

Project number

Enter the unique number or identifier of the project.

Project (base language)

Enter a name for the project.

Project status

A project passes through different statuses. Depending on the project status, you must enter certain information in the master data. The project status controls how a project can be used in WINPACCS and which functions are available.

You can only change the project status to a higher status and by doing so skip statuses. but it is not possible to switch to a lower status.

Proposed	This status is intended for projects that are still being discussed or considered. There is no financial data that can be entered into WINPACCS yet. In a project with this status, you can start creating the master data. Only a few fields are mandatory. The following functional groups are available: ▪Assigned users ▪Project log ▪Project planning and monitoring ▪Project fundings ▪Donors ▪Partners
In planning	If you set the project to this status, the internal planning for the project has intensified. You must add certain master data: ▪Project type ▪Project start and Project end ▪Project goal You can also make many preparations for the future accounting and controlling of a project, such as creating the chart of accounts, budgets, etc. Therefore the following functional groups have been added: ▪Journals ▪bank ▪Cashbooks ▪Project chart of accounts ▪Budget structures ▪Cost category groups ▪Project controlling
Approved internally	The project has been approved internally and costs are already being incurred, even if the donor(s) have not yet agreed. Therefore, from this status onwards, you can publish the project and exchange data with WINPACCS Accounting and WINPACCS Cashbook. The project is available there and vouchers can be posted in this project. In the master data, as a minimum, you must add the organisational unit. Therefore the following functional groups have been added: ▪Data packets ▪Downloads ▪Postings ▪Assets
Active	After the donor(s) have approved the project, project activities have started. In terms of functions there are no differences to the previous status.
Ended	The project activities have been completed. Since project costs can still be incurred and settled at a later date, there are no functional differences to the previous status.
Archived	The project is completely finished and is no longer necessary in WINPACCS for entering new data. However, all data is retained and the project can only be accessed read-only.

Project type

Categorise the project. The project types are defined in the Organisational settings. Each project type can have journal categories assigned to them, which in turn determine which types of transactions are available for posting.

Supra-regional

Activate this setting if the project cannot be assigned to a single country, but takes place in several countries.

Project country

Indicate the country in which the project is to take place. The field is not displayed for supra-regional projects.

NOTE: A change of the project country can affect the assignment of users.

Organisational unit

Choose which part of your organisation will carry out or be responsible for the project. The organisational units are defined in the Organisational settings. Countries and employees are assigned to organisational units.

NOTE: A change of the organisation unit can affect the assignment of users.

Project start

Indicate when the project activities will start. The earliest that the first accounting period can occur is the month in which the project starts.

Project end

Indicate when the project activities will probably be completed.

Project extension

If the project is extended, enter the new project end date here.

Project manager

Enter the name of the project manager.

Project address

Enter an address for the main location of the project.

Project goal

Provide a description of the content of the project objective. What should be achieved with this project, what is your goal?

Brief description

Describe briefly the project activities.

Project in other languages

Enter the name of the project in the languages relevant to users in this project. Depending on the set language of the user interface, this translation is displayed in all fields and reports.

Project classification

Use the fields to classify the project according to OECD focal point sectors or cross-cutting topics. The fields have no functional impacts in WINPACCS. This section is only available if it has been enabled in the Organisational settings.

Organisation-specific (customisable) fields

By adding custom fields, many more custom project data and classifications can be recorded. Whether this section is available, which fields are included and whether they are mandatory fields is defined in the Organisational settings. In the Project overview you can use these fields to filter or group by specific information.