Sub Projects Tabs

Setup required before use	Who can use it?	Where is it?
Sub Project Templates Staff access levels Rate groups Disciplines Cost Centres Note templates Project folders Project teams	Assistant Project Manager Project Manager Director Administrator System Administrator	Projects > Project Plan > Sub Projects Projects > Sub Projects

1. Select one or more sub projects to be attached to the project.
2. Change the Sub Project Name by clicking into the name field and over typing the text shown.
   Note: This won't change the template.
3. (Optional) Change the Budget Factor to increase/decrease the budget values stored in the Sub Project Template. Type into the 'budget factor' field a value of 1.20 to increase the template budget values by 20%, or type 0.80 to decrease the template budget values by 20%.
4. The 'Drawings' box is checked if drawing rows will be added to the drawing register when this template is used.
5. Save.
6. The Sub Projects have now been added to the project using the templates selected. View them on the Project Plan > Sub Projects tab.

1. Click Add .
2. Type the Sub Project Name.
3. Select the Sub Project Manager, Practice Staff Rate, Practice Discipline, and the Practice Cost Centre.
4. Choose which fee type will be used on the Sub Project. This will control how the time allocated to this project is invoiced to the client.
5. Type the Sub Project Fee value.
6. Save .
7. (Optional) Rates tab - If you have a special rate for this project, use the rates tab to enter the details.
8. (Optional) Tasks tab - Add the tasks that are part of each Sub Project, which is used when creating the budget.
9. (Optional) Budget tab - Enter hour many hours it will take to complete each task, and which staff member will complete the work.
10. (Optional) Team tab - When using Project teams, define what staff members are working on this sub project.
11. (Optional) Attributes tab - Enter the Sub Project attributes (mandatory or optional) which will be used as extra reporting information about this sub project.
12. Save and Close .

1. Sub Project nameThe name of the sub project appears during timesheet allocation, on reports and also on the invoice.  There is a maximum 200 characters allowed in this space. If you use QB Connect - don't use colons (:) in the sub project name. 
2. Sub Project managerBy default the sub project manager will become who the project manager is.  This is a setting drawn from the sub project template.  The sub project manager can be changed to anyone that appears in the list - which is a list of all active staff entered into Synergy.
3. Sub Project statusBy default the sub project status default to the project status.  This is a setting drawn from the sub project template.  The sub project status can be set independently to the overall project status.
4. Sub Project tax rateBy default the sub project tax rate will default to the setting attached to the sub project template.  In most cases this setting will be Tax applicable 

5. Practice staff rateBy changing the Practice Staff Rate Group, this will ensure that all timesheets allocated to the sub project are charged at the correct rate. The budget estimates will also reflect this different rate charge. The drop down defaults to 'standard'. Click the drop down list to choose an item other than standard.
6. Practice disciplineWhat this really does is allow the project manager to report quickly on cost, fees and invoicing by discipline.  If disciplines are not attached to a sub project then all that is available is the overall project figures.
7. Practice cost centreIn principle Cost centres are used in the same way as Disciplines - it's just a different term.  A cost centre is applied to the sub project, then there is the ability to filter out just one - or multiple - cost centres. A cost centre could be 3 separate offices using Synergy.  A cost centre would be created for each office or perhaps divisions within the one office.
8. Fee typeComplete the following steps to assign the fee type to control how the sub project is invoiced to the client.

Fixed Fee

1. Click the drop down at Fee Type.
2. Select Fixed Fee.
3. Allocate a fee value in the Sub Project Fee field.
4. Save .

Hourly cost/rate

1. Click the drop down at Fee Type.
2. Select Hourly/cost rate.
3. Save .

Percent

1. Click the drop down at Fee Type.
2. Select Percent of project.
3. Allocate your project fee value in the Total Contract Value.
4. Nominate the % claim of contract for each sub project.
5. The fee is calculated automatically.
6. Save .

Tip: You can enter Construction Costs and Construction Fee Values onto the Sub Projects. Want to learn more? Construction Costs topic

Capped Rates

1. Select the drop down at Fee Type.
2. Select Capped Rates.
3. Set a Cap Value.
4. Save .

Want to learn more? Capped rates billing

No billing

All transactions allocated to a Sub Project with this fee type will be automatically written off.

Want to learn more? Sub project fee types

9. Drawing Register Prefix NEW 4.8.5Select the prefix which will be applied by default in the project drawing register if this sub project is selected in the 'Drawing Register Copy' function.
10. Sub project client reference numberEnter a client reference number of up to 100 characters. NEW 4.8

11. Sub project noteAny information added to the note can appear on the project type document as part of the Sub project table.  This text is available as a column on sub project and transaction category reports.  You can also copy text from a MS Word® or MS Excel® document and paste it here.

• Add the Sub Project fields to Synergy reports as additional columns.
• A number of reports can be filtered using the fields on the Sub project > General tab.
• Sub Project Notes field - The note field allows the entry of up to 32,000 characters. The first 500 characters are displayed on reports that are generated. The full note can be displayed on Document templates including the Fee Proposal. The Sub Project Note can appear on the invoice to the client. Refer to the Invoice data table topic for more information. 

1. Go to the Sub Project > Rates tab.
2. Find the rate in the list.
3. Check the 'Specific' box for the rate.
4. Enter the Rate $ value.
5. Repeat this process for each special rate for this Sub Project.
6. Save .
7. After saving, the row is shown in bold to help you easily find the Sub Project specific rate. The image below shows a sample of Sub Project specific rates.

Tasks added to the Sub project are available for budgeting, resource planning, timesheet entry and reporting. Enter a custom task to be used for just a single sub project. If you want the same task on all Sub Projects, add it to each Sub Project individually.

Remove standard tasks from the selected sub project, so they do no appear within the budget and Resource and Capacity Planning modules, and when entering timesheets.

Create tasks within each sub project, to ensure that all Project Planning and Timesheet entry for this Sub Project will use this specific list of task.

• Add / remove tasks to control what is available for timesheet entry for the sub project.
• Add / remove tasks to limit what is available to use when creating your Project Budget.
• Add / remove tasks to control what is available for use within the Work Breakdown Structure when planning your project (Used if the Resource and Capacity Planning module is activated).

1. Open a sub project.
2. Select the Tasks tab.
3. Click under the heading Task.
4. Type a description for your Task.
5. Save .

Alter which default timesheet tasks are available for the staff to use when entering timesheets, by un-checking the 'Active' box. Default timesheet tasks are created in Default Data > Timesheet Tasks. Add custom tasks to the sub project by checking the option 'Only use sub project specific tasks on timesheets'. This setting will ensure that only the custom tasks added will be available for staff timesheets entry. When this option is used default tasks are not shown for timesheet entry.

Follow these steps to change which tasks are available for timesheet entry:

1. Open the Sub Project > Tasks Tab.
2. The default timesheet tasks are listed.
3. Locate the timesheet task that should not be used for this sub project.
4. Uncheck the 'Active' box.
5. Repeat this step for each timesheet task to be removed from the Sub Project.
6. Save .
7. (Optional) Add custom tasks required for the sub project by typing the task name.
8. Save .
9. Check the 'Only use sub project specific tasks on timesheets'.
10. Only the custom tasks added will be available for staff timesheets entry.

Delete it from the Sub Project if it has not already been used in the system on timesheet entry, sub project budgets, or resource planning. To delete a task:

1. Open the sub project.
2. Select the Tasks tab.
3. In the list highlight the task you want to delete.
4. Click the delete icon in the toolbar.
5. The task is removed from the list.

In an open sub project tasks tab you can see which of the tasks are to be utilised vs non-utilised in Synergy reports. If tasks are utilised they are normally tasks that count towards billable project tasks, where as non-utilised tasks are normally for non-billable project tasks. Custom tasks added in the sub project are all automatically set as utilised. The following indicator can change for the standard tasks:

• Utilised task image
• Non-utilised task image

Click the image above to see a sub project with utilised and non-utilised standard tasks.

1. Click Add Budget button.
2. The 'add budget items' rows are shown with grey text.
3. Type a number of 'budget units' to add for the rate shown.
4. (Optional) Select a task.
5. (Optional) Select a staff member.
6. Save .

1. Select a staff member from the list.
2. Nominate the staff to a particular sub project or <All> sub projects.
3. Select a skill from the list - this is optional.
4. Save .
5. Repeat for each staff to appear in the project team.