Details on the Sub Project
Template Tabs
Learn how to use each of the tabs within the Sub Project Template. This topic outlines the fields shown on the General, Rates, Team, Tasks, Budget, and Drawings tabs.
Why use the Sub Project Template Tabs?
Enter the details onto each of the Sub Project Template tabs, to automate the setting up of sub projects. The details entered onto each of the template tabs will be copied to the new sub project created. Once attached to a project, update any of the copied details within the sub project as required. Use the sub project template tabs to define the following:
- General Tab Define the basic setup information for the Sub Project such as Name, Statue, and the fee type to be used for billing. (Mandatory)
- Rates Tab Enter any specific rate values which will be used for the Sub Project. (Optional)
- Team Tab Enter which staff members will be working in the Sub Project, and define the skills of each staff member. (Optional)
- Tasks Tab Define a list of tasks required for the Sub Project, to describe all the work that is to be completed. Limit staff timesheet entry to only use the defined tasks for the Sub Project. (Optional)
NEW 4.8.2
- Budget Tab Enter the budget items that are most common for this type of sub project. Entering the budget on the Sub Project Template will automatically populate the Project Work Breakdown tab, when the Resource and Capacity Management module is enabled (*Synergy Enterprise clients only*).
-
Drawings Tab Enter which drawings or documents normally have to be created for this type of Sub Project. These items will automatically populate the Project Drawing Register, when the sub project template is used.
NEW 4.8.5
General tab
The General tab is used to define the Sub Project Name, Sub Project Manager, Sub Project Status, and to define the billing details.
The following fields can be entered on the General Tab of the template
Sub Project
Name
Enter the name of the sub project template, which will be shown in the template list and used as the Sub Project Name after it is added to the project. The name entered here can be changed when the template is added to the Project. This is a mandatory field.
Tips:
- It is recommended not using
the following special characters in the event Sub Project folders are
to be created:
Special
characters: < > ? | / \ " :
- Search for the 'Name' when adding sub project templates to a new project. i.e. Enter a prefix of phase name to the template and search for this part of the name.
Active
The active box is checked by default to make the template available for use within Projects. If this box is unchecked, then the template is inactive and cannot be used in Projects.
Manager
(Sub)
Select a project manager from the list, to define if the sub project should have a different project manager to the main project. The best option to use is <Project
Manager>, as when the template is added to the project, the Project
manager will also become the Sub project manager. This is a mandatory field.
Status
Select which status will be applied when the template
is attached to the project. If the setting used is <Project Status> then the status of the project will become the
sub project status. This is a mandatory field.
Tax Rate
Choose if the Sub Project will use the tax rule of Tax applicable to calculate the applicable
GST
upon creation of an invoice. Or use the tax rule of Tax free
and tax will not be calculated on an invoice for either a specific sub project or all of them. This is a mandatory field.
Restrict to specific rates
Check this box if the Sub Project should only allow 'Specific rates' for timesheet entry. This will limit the rates drop down list for the Sub Project when entering timesheets, so that only the specific rates setup can be used. Specific rates are defined on the Rates tab of the Sub Project. If this box is unchecked, any active rate can be used when entering timesheets. This setting can be changed on the Sub Project once it is attached to the Project.
Practice
staff rate
Select the staff rate group to be used for the Sub Project. The most common used here is Standard, which will calculate charge out rates based on the Standard list of charge out rates in the
Practice menu. Learn more about Staff rate groups. This is a mandatory field.
Practice
discipline
Select a discipline to be used for the Sub Project. This field can be updated in the Sub Project once it is attached to the Project. This is a mandatory field.
Multi disciplines
When multiple disciplines exist in Synergy, choose which of the disciplines to use for the template. Learn more about how to setup disciplines
in this topic.
If it is difficult to choose which discipline to assign to
the template, then it is suggested then to make sure a discipline called
NOT SET is added to Synergy. Then once the template is attached to the project, the
discipline can be updated to the relevant one. Click here for more information on discipline
reporting.
Single discipline
If only a single discipline exists in Synergy, select this entry from the drop down list.
Practice
cost centre
Select a cost centre to be applied to the Sub Project. This field can be updated in the Sub Project once it is attached to the Project. This is a mandatory field.
Multi cost centres
When multi cost centres exist in Synergy, choose from the list which cost centre will be used for the template. Learn more about how to setup cost centres
in this topic.
If it is difficult to choose which cost centre is to be assigned an overall cost centre to
the template, then it is suggested then to make sure a cost centre called
NOT SET is added to Synergy. Then once the template is attached to the project, the
cost centre can be updated to the relevant one.
Single cost centre
If only a single cost centre is setup in Synergy, select this entry from the drop down list.
Fee type
Choose the fee type to be applied to the Sub Project. Set this to whichever is most used for this type of Sub
Project. For example if Design Development is mostly done at Fixed fee. The Fee Type can be changed once attached to the Project. This is a mandatory field.
Total Contract Value
This field is enabled if the fee type of 'Percent of Project' is selected. Enter the total contract dollar value that will default to the sub project. This value can be updated within the project after the template has been used. This is an optional field, and can be left blank.
% Claim of Contract
This field is enabled if the fee type of 'Percent of Project' is selected. Enter the % of the total contract value. This will automatically calculate the 'Fee' value for the Sub Project once both the 'Total Contract Value' and '% Claim of Contract' values have been entered. This value can be updated within the project after the template has been used. This is an optional field, and can be left blank.
Fee
This field is enabled if the fee type of 'Fixed Fee' or 'Percent of Project' is selected. Enter the fee dollar value which will be used as the default for the sub project. This value can be updated in the Sub Project once it has been added to the project. This is an optional field, and can be left blank.
Drawing Register Prefix
Select the prefix that will be assigned by default to the drawings added to the Project Drawing Register for this Sub Project Template. The prefix can be changed on the entry within the Project Drawing register if required.
A drawing register prefix must be defined in this field if you want the drawings to be automatically added to the project when this sub project template is used. However if a prefix is defined on each sub project template drawing row, the drawings will be copied when this field is left blank. If the prefix is not defined on the general tab or the drawing row, then the sub project drawing template can still be used to copy drawings into the register manually using the drawings copy feature.
Note
Enter a note to describe the Sub Project. This will be added to the Note field in the Sub Project once it is attached to a Project. This is an optional field.
Rates Tab
Specific rates can be attached to a sub
project, which allows you to charge a transaction out at a different rate
from the Standard. Attach these specific rates to the sub project templates, to have the specific rates added to the Sub Project when the template is used.
Add specific rates to a sub project by
- Select
the type of rate to be added.
- Select a Rate.
- Enter
the specific Rate price into the 'Charge' field.
- Set
the effective date the specific rate can be used from (where applicable).
- Repeat the above for each non standard rate you want to be part of this Sub Project Template.
- Save
.
Team Tab
A team of staff members can be attached
to the project. Define here the team for the selected sub project, restricting some people to only be able to work on certain sub projects.
Add a Sub Project Team Template
- Click the 'Sub Project Team' button in the toolbar
.
- A list of the teams already defined are shown. These are the different groups of staff members that often work together on projects.
- Check the box next to the team you want to add.
- Click save.
- All the staff members included in the team template will be added to the tab.
- (Optional) Select a skill for each of the staff members.
- Save .
Tips:
-
Learn more about what project teams are used for in the Projects teams topic.
- Not seeing this feature? Contact Total Synergy Support to request Teams to be enabled on your Synergy license.
Tasks Tab
Use the Tasks tab to define what work is most commonly required for this type of Sub Project. Choose to enable/disable which tasks are included from the list of default Timesheet Tasks, or add additional custom tasks to the list. The custom tasks defined here can be used to setup the Sub Project template > Budget tab. Select if timesheet entry for the sub project should be limited to the drop down to only display 'custom' tasks. NEW 4.8.2
Add custom tasks
- Type the name into the 'Task' field next to the .
- Repeat this for each custom task required.
- Save .
Budget Tab
Define the budget which will be copied with this sub project as the budget template. Add Staff rates, Inspection rates, Office item expenses, Travel item expenses, Supplier and Sub Contractor Expenses to the budget template for each sub project. Entering the budget within the template helps the users to save time when creating projects, as the standard budget items entered here will be displayed automatically in the new sub project created.
When using the Resource and Capacity Management module, setup the sub project budget template to quickly populate the Project Plan > Work Breakdown tab data. The budget items defined here can be amended within the Work Breakdown tab as required. (*Synergy Enterprise clients only*.) NEW 4.8
Tips:
- The Budget values defined in the template can be increased/decreased by a factor when added to a project. For example a factor of 0.8 will decrease the budget value for each item by 20%.
- The Lump Sum rate type of 'Any' is only available within the Project > Budget tab, or the Project Plan > Work Breakdown tab. This option is not available in Sub Project templates.
- Learn more about how budgets are used in Synergy in the Project budgets or create the Work Breakdown structure topics.
- The Work Breakdown Structure tab is only available if the Resource and Capacity Management module is enabled on your Synergy license.Contact the Total Synergy Support Team to request the Resource and Capacity Management module.
Drawings Tab
Determine what drawings or documents are most commonly part of this type of Sub Project. The drawings entered on this tab will be automatically added to the Project Drawing Register when this Sub Project Template is used, if the drawing register prefix has been defined on the General Tab of the Sub Project Template. The drawings details defined here can be edited within the Project Drawing Register as required.
The Project Drawing Register is created in advance of the actual drawing or document file existing, to map out what work is required for each of the Sub Projects. Create the drawing register if the Transmittal feature will be used within the project. NEW 4.8.5
Complete the following steps
- Click into the Prefix field next to the symbol.
- Decide what drawing prefix will be used.
- Select a drawing prefix from the list.
- Or use the 'From Sub Project' option to let the prefix be determined by the Sub Project Template > General tab 'Drawing register Prefix' field.
- Decide what the drawing number will be used in combination with the prefix.
- Leave the 'number' field set to 0 to let Synergy automatically assign the next drawing number.
- Or type the customised drawing number into this field.
- Type the title of the drawing or document. This is a description of the file, not the file name that will be saved to the Synergy Document Library.
- Select the Document Type to describe the category and type of document.
- Select the File Type. I.e. PDF, CAD, DOCX etc.
- Select the Size. I.e. A4, A3, Letter etc.
- Select the Scale. I.e. 1:1, 1:100 etc.
- Type a note to describe the document that will be copied to the Project Drawing Register.
- Save .
- Repeat the above steps for each drawing or document required for this Sub Project Template.
Tips:
- Define the 'Drawing Register Prefix' on the Sub Project Template > General Tab to have all drawings with the 'From Sub Project' Prefix setting automatically copied into the register when the sub project is added using the template.
- If the drawing register prefix is not defined on the General Tab of the template, the drawings can still be copied into the register manually using the drawings copy feature.
- Uncheck the 'Active' box to make a drawing row Inactive, and stop it from being added to the drawing register when the sub project template is used.
- Learn more about the Project Drawing Register.
Want to learn more?
Looking for more help? Try reviewing the following Administration Tools topics: View Topics
Or try reviewing the following Sub Project Template related topics: View Topics
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2019 Total Synergy Pty Ltd
Open topic with navigation
or 
arrows, to move the items position in the list. The same sort order will be shown in the Project Plan > Work Breakdown tab for the sub project budget. This option is available if the Resource and Capacity Management module is enabled in the Synergy database.